RFP document for eClassroom project - DOIT & C - Government of ...

Request for Proposal (RFP) Document for 

Supply, Installation, Commissioning and Maintenance 

of IT equipments for e-Classroom at Medical Colleges 

and RUHS 

[Reference No. F 4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012] 

Mode of Bid Submission 

Tendering Authority/ Purchaser 

Date & Time of Pre-bid meeting 

Last Date & Time of Submission of Bid 

Date & Time of Opening of Technical Bid 

Online through e-Procurement/ e-Tendering 

system at http://eproc.rajasthan.gov.in 

Managing Director, 

RajCOMP Info Services Limited (RISL), First 

Floor, Yojana Bhawan, Tilak Marg, C-Scheme, 

Jaipur (Rajasthan) 

11/12/2012 at 3:00 PM 

08/01/2013 at 5:00 PM 

09/01/2013 at 4:00 PM 

Cost of Tender Document: Rs. 3000 (Rupees One Thousand only) 

e-Tender processing fee: Rs. 1000/- (Rupees One Thousand Only) 

Name of the Bidding Company/ Firm: 

Contact Person (Authorised Bid 

Signatory): 

Correspondence Address: 

Mobile No. 

Telephone 

& 

Fax Nos.: 

Website & 

E-Mail: 

RajCOMP Info Services Limited (RISL) 

1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan) 

Phone: 0141-2226055, 5103902 Fax: 0141-2228701 

Web: http://risl.rajasthan.gov.in, Email: info.risl@rajasthan.gov.in 

F 4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012 Page 1 of 83

RISL 

e-Classroom at Medical Colleges & RUHS (Draft) 

TABLE OF CONTENTS 

S.No. Chapter Page 

Abbreviations & Definitions 3 

1. Chapter-1: Invitation for Bids (IFB) and Notice Inviting Tender (NIT) 5 

2. Chapter-2: Project Profile 7 

3. Chapter-3: Eligibility Criteria 12 

4. Chapter-4: Scope of Work 13 

5. Chapter-5: Instruction to Bidders and Bidding Process 16 

6. Chapter-6: Terms and Conditions of Tender & Contract 26 

Annexures 

1. Bill of Material (BoM) 43 

2. Technical Specifications 49 

3. 

Format for submission of Project references for pre-qualification 66 

experience 

4. Pre-Bid Queries Format 67 

5. Tender Form 68 

6. Bidder’s Authorisation Certificate 69 

7. Self-Declaration – No Blacklisting 70 

8. Certificate of Conformity/ No Deviation 71 

9. Manufacturer’s Authorisation Form (MAF) 72 

10. Undertaking of Authenticity of Computer Equipments 73 

11. Financial Bid Undertaking 74 

12. Price bid 75 

13. Performance Bank Guarantee (PBG) 77 

14. Draft Agreement Format 79 

15. Undertaking for placing 5 offsite engineers 81 

16. Components Offered – BoM 82 


RISL 


Authorised 

Signatory 

BB 

Bidder 

BoD 

BoM 

Business Day 

ABBREVIATIONS & DEFINITIONS 

The bidder’s representative/ officer vested (explicitly, implicitly, or through 

conduct) with the powers to commit the authorizing organization to a 

binding agreement. Also called signing officer/ authority having the Power 

of Attorney (PoA) from the competent authority of the respective Bidding 

firm. 

Battery Backup 

"Bidder" means any firm/ agency/ company/ contractor/ supplier/ vendor 

responding to Invitation for Bids and which is participating in the Bid. Also 

called offeror or quoter. 

Board of Directors 

Bill of Materials 

A Working Day from 09:30 AM to 06:00 PM except Rajasthan Government 

Holidays. 

C-DAC An Autonomous Scientific Society of Department of Information 

Technology, Ministry of Communications & Information Technology, Govt. 

of India, registered under Societies Registration Act, 1860, and Bombay 

Public Trust Act 1950 and represented by its constituent unit CDAC, Noida 

located at C-56/ 1, Anusandhan Bhawan, Institutional Area, Sector-62, 

Noida, UP 

CMC 

Contract 

Contract/ Project 

Period 

COTS 

Day 

Department 

DeITY 

DoIT&C 

EMD 

ETDC 

FOR/ FOB 

GoI/ GoR 

Goods 

HIMS 

ICT 

INR 

IPD 

ISI 

ISO 

IT 

ITB 

LD 

LoI 

Medical College 

NeGP 

Contract Monitoring Committee 

“The Contract” means a legally enforceable agreement entered into 

between RISL and the selected bidder(s) with mutual obligations. 

The Contract/ Project Period shall commence from the date of issue of 

Work order till 3 Years of Operations & Maintenance Services after 

commissioning of the project. 

Commercial Off The Shelf Software 

“Day” means a calendar day as per GoR/ GoI. 

See Medical College 

Department of Electronics and Information Technology, Government of 

India 

Department of Information Technology and Communications, Government 

of Rajasthan. 

Earnest Money Deposit. 

Electronic Testing & Development Centre 

Free on Board or Freight on Board 

Govt. of India/ Govt. of Rajasthan 

“Goods” means a tangible physical product that can be contrasted with a 

service which is intangible i.e. all the products which the bidder is required 

to supply to Purchaser under the Contract. 

Hospital Information Management System 

Information and Communication Technology. 

Indian Rupee 

In-Patient Department 

Indian Standards Institution 

International Organisation for Standardisation 

Information Technology 

Instruction to Bidders 

Liquidated Damages 

Letter of Intent 

Six Medical 

National e-Governance Plan of Government of India, Department of 

Information Technology (DIT), Ministry of Communications and 

Information Technology (MCIT), New Delhi. 


RISL 


NIT 

NRHM 

OEM 

OEM Sale 

OPD 

PAN 

PC 

PQ 

Project Site 

PSD/ SD 

Purchaser/ 

Tendering Authority 

RFP 

RHSDP 

RISL 

RSDC 

RajSWAN/ RSWAN 

SDC 

SecLAN 

Services 

SI 

SLA 

SMSH 

SMSMC 

State Government 

STQC 

TIN 

TPA 

UAT 

VAT/ CenVAT 

WO/ PO 

Working Day 

Notice Inviting Tender. 

National Rural Health Mission 

Original Equipment Manufacturer. It is a company that purchases for use 

in its own products a component made by a second company. 

If a company purchases any equipment from another company to put in its 

desktop/ computers/ laptops/, the first company is the OEM, and the 

second company (whose product is used by OEM) would classify the 

transaction as an OEM sale. 

Out-Patient Department 

Permanent Account Number 

Procurement Committee 

Pre-Qualification 

“The Project Site”, wherever applicable, means the designated place or 

places. 

Performance Security Deposit. 

Person or entity that is a recipient of a good or service provided by a seller 

(bidder) under a purchase order or contract of sale. Also called buyer. 

RISL in this RFP document. 

Request for Proposal (Bidding document), an early stage in procurement 

process, issuing an invitation for suppliers, through a bidding process, to 

submit a proposal on a specific commodity or service. 

Rajasthan Health Systems Development Project 

RajCOMP Info Services Limited 

Rajasthan State Data Centre located at Yojana Bhawan, Jaipur. (New 

SDC) 

Rajasthan State Wide Area Network 

State Data Centre located at Yojana Bhawan, Jaipur. (Old SDC) 

Secretariat Local Area Network 

“Services” means the services to be delivered by the successful bidder 

and as required to run the project successfully as per the Contract. A 

service is the intangible equivalent of an economic good. 

Successful Bidder/ Vendor/ Supplier 

Service Level Agreement is a negotiated agreement between two parties 

wherein one is the customer and the other is the service provider. It is a 

service contract where the level of service is formally defined. In practice, 

the term SLA is sometimes used to refer to the contracted delivery time (of 

the service) or performance. 

Sawai Man Singh Hospital, Jaipur 

Sawai Man Singh Medical College, Jaipur 

Government of Rajasthan. 

Standardisation Testing and Quality Certification, Govt. of India 

Tax Identification Number 

Third Party Auditors 

User Acceptance Test 

Value Added Tax/ Central VAT 

Work Order/ Purchase Order 

See Business Day 


RISL 


Chapter 1: INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) 

1) RISL on behalf of Medical Education Department, Government of Rajasthan invites 

electronic bid (eBid) proposals from reputed, competent and professional Information 

Technology (IT) Firms, who meet the minimum eligibility criteria as specified in this bidding 

document for “Supply, Installation, Commissioning and Maintenance of IT 

equipments for e-Classroom at Medical Colleges & RUHS”, as detailed in the section 

titled "scope of work" of this RFP document. 

2) The complete bidding document has been published on the website 

http://eproc.rajasthan.gov.in and http://risl.rajasthan.gov.in for the purpose of downloading. 

3) Bidders who wish to participate in this bidding process must register on 

http://eproc.rajasthan.gov.in (bidders already registered on http://eproc.rajasthan.gov.in 

before 30-09-2011 must register again). 

4) To participate in online bidding process, Bidders must procure a Digital Signature 

Certificate (Type III) as per Information Technology Act-2000 using which they can digitally 

sign their electronic bids. Bidders can procure the same from any CCA approved certifying 

agency, i.e. TCS, safecrypt, Ncode etc. Bidders who already have a valid Digital Signature 

Certificate (DSC) need not procure a new DSC. 

5) A single-stage two envelope selection procedure shall be adopted. 

6) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats both for 

technical and financial proposal. However, DD for Tender Fees, RISL Processing Fees and 

EMD should be submitted physicaly at the office of Tendering Authority as prescribed in 

NIT and scanned copy of same should also be uploaded along with the technical bid/ 

cover. 

7) RISL will not be responsible for delay in online submission due to any reason. For this, 

bidders are requested to upload the complete bid well advance in time so as to avoid 11th 

hour issues like slow speed; choking of web site due to heavy load or any other unforeseen 

problems. 

8) Bidders are also advised to refer “Bidders Manual Kit” available at eProc website for further 

details about the e-tendering process. 

9) Training for the bidders on the usage of e-Tendering System (eProcurement) is also being 

arranged by RISL on regular basis. Bidders interested for training may contact e- 

Procurement Cell, RISL for booking the training slot. 

Contact No: 0141-4022688 (Help desk 10 am to 6 pm on all working days) 

e-mail: eproc@rajasthan.gov.in 

Address : e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, 

Jaipur 

10) Please note that a pre-bid meeting of prospective bidders, who have purchased the tender/ 

bidding document, is scheduled as per the details specified in Notice Inviting Tender (NIT) 

below. The objective of this meeting is to address the queries of the prospective bidders 

related to the Project/ Bidding document. 

11) No contractual obligation whatsoever shall arise from the RFP/ bidding process unless and 

until a formal contract is signed and executed between the tendering authority and the 

successful bidder(s). 

12) RISL disclaims any factual/ or other errors in this document (the onus is purely on the 

individual bidders to verify such information) and the information provided herein are 

intended only to help the bidders to prepare a logical bid-proposal. 


RISL 



RISL 


Chapter 2: PROJECT PROFILE 

“E-Classroom” 

1. MEDICAL EDUCATION DEPARTMENT, GOVERNMENT OF RAJASTHAN 

Medical Education Department is the administrative department for Medical and dental 

colleges in state of Rajasthan. Department also manages medical colleges and its attached 

hospitals in Rajasthan. Significance of department lies in making available trained doctors, 

medical professionals available in the area of medical and health to the state. Attached 

hospitals in medical colleges perform the important functions of treating complicated and 

serious medical patients referred to them. Department also takes care of matters related to 

dental colleges and private medical colleges in the State of Rajasthan. Currently Rajasthan 

has 10 Medical colleges (both government & private) and 13 Dental colleges (both government 

& private) with total intake capacity of around 2300 graduate students and 694 post graduate 

students. 

2. PROJECT OVERVIEW 

In a country like India where there is a dearth of experienced medical professionals and doctors 

use of latest Information Technologies can really reap enormous benefits by bridging the physical 

boundaries. E-classroom is one such initiative taken by Government of Rajasthan where use of 

Information Technology can help in improving the quality of medical education, medical 

professionals and doctors. This will in turn lead to improved and better medical facilities for 

residents and citizens in the state and country. 

As per the budget announcement by the Honourable Chief Minister of Rajasthan, an e- classroom 

is to be established at medical colleges and Health University in Rajasthan. Medical Education 

Department, Government of Rajasthan is planning to set up a state of art e- classroom at 6 

medical colleges and Rajasthan Health University. This e-classroom will use latest Information 

and communication technologies and facilitate, enhance and improve teaching standard. Various 

medical colleges and medical universities where this e-classroom shall be established are as 

given below 

 

 

 

 

 

 

 

SMS Medical College, Jaipur 

Dr. SNMC Medical College, Jodhpur 

RNT Medical College, Udaipur 

JLN Medical College, Ajmer 

Medical College, Kota 

Sardar Patel Medical College, Bikaner 

Rajasthan University of Health Sciences 

Reduced cost of computers and internet has lead to establishment of e-classrooms where 

students can interact, learn and share learning contents on a real time basis via Internet. Students 

will be present in a virtual classroom environment with professor and fellow learners which might 

physically be very far away. 


RISL 


In our context Professors at one medical college can give live lectures and have interactive 

session with students/ professors at other medical colleges to students at all the 6 medical 

colleges and Rajasthan Health University simultaneously. 

2.1. Objective of the project: 

To enhance, improve and facilitate the learning process of future doctors and medical 

professionals through the use of Information and communication technologies. E-classroom will 

provide a platform for doctors to learn from the best in class faculties, share their experiences and 

hence improve the quality of the medical education in the state. Ensure standardization in the 

learning process and improving the quality of doctors in Rajasthan. 

2.2. Functional requirement 

Department wants to establish state of art auditoriums with best videoconferencing and audio 

video systems such that the lectures can be viewed and listened without any disturbance/ noise/ 

distortions. Lectures can be interactive where teachers and students can discuss the topics with 

the help of IT systems on real time basis. Each of these lectures can be recorded, edited and 

stored on a central server which can later be downloaded and accessed by students for future 

references. 

Each of the 6 medical colleges has an auditorium with a seating capacity of 200 people per 

auditorium while the medical university has an auditorium with seating capacity of 60 people. 

All the auditoriums needs to be equipped with the best state of art video conferencing, video and 

audio systems so that students have the best in class e-learning experience during lectures. 

The deployed system shall also fulfil following other requirements 

 

 

 

 

 

 

 

 

 

 

 

 

 

Easy to use teaching console to faculty 

Present lecture by assessing digital reference inputs including, PPTs, AV recording etc 

Input of Digital White Board and Digital Pen by the faculty can be viewed by students at all 

the sites. 

Capturing and recording the class lecture. 

Present and record the practical lab experiments in lecture halls. 

Synchronization with camera and electronic writing pad 

Synchronization of student interaction mic with mixers/ DSP for every participating class 

Publish recorded lectures on institute network server 

Automatically publish lecture and recorded content 

Package in standard video formats 

View live through Virtual Classroom auditorium 

View and download the recorded lectures anytime from the Hospitals 

Interactive sessions between student and faculties with option for asking questions across 

the sites 


RISL 


2.3. Benefits of the System 

An e- class room shall give many benefits to students/ doctors. Few of the notable benefits could 

be 

 

 

 

 

 

 

 

Helps attend the class of renowned faculties/ doctors/ Medical professionals in their 

corresponding field without being physically present in the class and shall save travelling 

cost and other related expenses. 

Teachers can use IT systems like digital white board; presentations etc and make the 

learning and understanding easy. 

Sessions can be recorded and saved in a central server. A session missed by any student 

can be downloaded from the central server and re-accessed by the students later. 

Easy to schedule classes and get faculties because travel, coordination required will be 

enormously reduced. 

Enhance the quality of education involving discussions, feedbacks, inputs from a larger 

group of faculties and students 

Use of IT systems make the students more inclined towards using IT for their education 

and develop their attitude towards other sources of e-learning like youtube, Internet etc 

Paperless teaching shall be encouraged by using digital media instead of paper 

2.4. Brief Technical Solution 

Following solution is proposed in line with the requirements of the medical colleges. The solution 

is broken down in 4 different parts 

Multipoint Video Conferencing System 

Video Systems 

Audio Systems 

Audio/ Video Control System 

2.4.1. Multipoint Video Conferencing Systems 

A multipoint High Definition video conferencing solution shall be installed which can connect atleast 

8 locations/ participants simultaneously. Multi point conference unit (MCU) of the video 

conferencing system shall be established at RUHS and any medical college trying to connect to 

the online lectures has to the central Multipoint Conference Unit. 

Each Medical college will have video conferencing equipment at its lecture halls from which they 

can connect to the central MCU to connect to other Medical Colleges participating in the e- 

classrooms. 

This central unit at RUHS will also have facility to record the lectures and save it to the central 

server. This central server shall be accessible from all the medical colleges and RUHS from 

where the central stored lectures can be accessed. 

2.4.2. Video Systems 

The lecture hall at medical colleges is expected to have a seating capacity of more than 200 

students while at RUHS is expected to have around more than 70 students. The lecture halls are 

of relatively bigger size so good quality video systems needs to be installed for visibility. Following 

are the major video equipments to be installed at the classroom for video input/ output 

 

 

 

 

4500 ANSI Lumens projector with Motorized screen of large size 

Large ceiling mounted Display at Medical Colleges 

PTZ Camera. 

Document camera 


RISL 


Tablet Monitor 

Multi Input Scaler 

RGBHV Switcher 

Recorder with Video Streaming, Editing and Publishing software 

2.4.3. Audio Systems 

Considering the big size of halls at medical colleges, good quality audio input / output devices with 

minimum/ zero noise shall be installed at the classrooms. Following are the major audio 

equipments to be installed at the classroom for audio input/ output 

Wireless Lapel microphones. 

Wireless Vocal Microphones 

Gooseneck Microphones 

Audio DSP with AEC 

Wall Mount Constant Beam Speakers for Unifom Coverage 

2.4.4. Audio/ Video Control Systems 

Above mentioned audio video systems needs special skill sets for operating and managing which 

may not be available with the Hospital staff. Easy to control, programmable, touch based controller 

systems shall be installed at the hospitals which are easy to operate and manage. Following are 

the major control systems to be installed at hospitals 

Touch panel 

Central Control Processor 

2.4.5. Schematic diagram of e-Classroom at Medical College 

Please Note – The schematic diagram given above is schematic diagram and may change after 

the survey and final system study. 


RISL 


Approximate sizes of halls for medical colleges to be used are as given below 

Dimensions (Length * 

Sr. No. Name of the Medical College 

Breadth * Height ) (in feet) 

1 RNT Medical College Udaipur 68.5*43.5*12.5 

2 Medical College Ajmer 72.3*40.5*18 

3 SMS Medical College Jaipur 88*94*19 

4 SN MC Medical College Jodhpur 47*40*20 

5 Sardar Patel Medical College Bikaner 79*48*17 

6 Medical College Kota 80*78*18 

3. Stakeholders and their involvement details 

It is a complex project involving following stakeholders 

 

 

 

 

6 Medical Colleges, Principals and nodal officers for the project at the respective location 

for monitoring day to day implementation, project progress and other operational issues 

RISL for technical support and overall project management 

Department of Medical Education department for providing overall guidance with respect 

to the project for its successful implementation 

System Integrator selected after bidding process for implementing and maintaing the 

project 

4. Target group (Audience/ Beneficiaries) 

This project will enhance and facilitate the medical education in the state of Rajasthan through 

use of state of art Information and communication technologies. Main beneficiaries of this project 

will be 

 

 

Medical Students in the state of Rajasthan 

Medical Faculties in the state of Rajasthan 


RISL 


CHAPTER 3: ELIGIBILITY CRITERIA 

Srl Basic 

Requirement 

Specific Requirements 

1 Legal Entity The bidder should be a company registered under 

Indian Companies Act, 1956 or a partnership firm 

registered under Indian Partnership Act, 1932 or a 

Proprietorship firm registered under the Rajasthan 

Shops and Commercial Establishments Act, 1958 

or a similar Act of any other state/ Union. 

2 Turnover Annual Turnover of the bidder during each of the 

last three financial years, i.e., from 2009-2010 to 

2011-12 (as per the last published audited balance 

sheets), should be at least Rs. 10.00 crores. 

3 Net Worth The net worth of the bidder in the last financial 

year, i.e. 2011-2012, should be positive. 

4 Technical 

Capability 

5 Tax 

registration 

and clearance 

The bidder must have successfully 

completed/executing at least one project of similar 

nature of not less than the amount of Rs. 200.00 

lacs in the period 1 st January 2008 to 31 st October 

2012 (both dates inclusive) 

OR 

The bidder must have successfully 

completed/executing two projects of similar nature, 

each costing not less than Rs. 120.00 Lacs in the 

period 1st April 2008 to 31st October 2012 (Similar 

nature means supply, installation and maintenance 

of computer hardware and LAN) 

Similar nature means supply and installation of 

Large Format Display (50 inches or higher)/ Large 

Display Units (50 inches or higher)/ Audio Visual 

Systems (for Auditoriums/ Halls etc) 

The Bidder should have a registered number of 

i. VAT/Sales Tax where his business is located 

ii. Service Tax 

iii. Income Tax / Pan number. 

The bidder should have cleared his VAT dues to 

the State Government of Rajasthan 

6 Certification i. The Bidder must possess a valid ISO 

9001:2008 certification, as on date of 

submission of the bid and a copy of same 

should be enclosed with the Technical bid. 

7 Blacklisting A firm is not eligible to participate in this project 

while under sanction by RISL. Similarly, at the time 

of bidding, the firms black-listed/ debarred in 

participating in any procurement activities by any 

State or Central Government or UT in India are not 

allowed to bid. 

Other requirement 

8 Manpower 

Strength 

(offsite) in 

Jaipur 

The bidder should place min. of five service 

engineers at Jaipur (offsite). 

Documents Required 

- Copy of Certificate(s) of 

incorporation 

- Copy of Registration 

Certificate(s) 

CA Certificate with CA’s 

Registration Number/ 

Seal 

CA Certificate with CA’s 

Registration Number/ 

Seal 

Annexure-3 for each 

project reference, AND 

{Work Completion 

Certificates from the 

client; OR 

Work Order + Self 

Certificate of Completion 

(Certified by the Statutory 

Auditor); OR 

Work Order + Phase 

Completion Certificate 

from the client showing 

acceptance of completion 

of supply and 

installation)} 

Copies of relevant regn. 

certificates 

VAT clearance certificate 

from the CTO of the 

circle concerned 

Copy of a valid certificate 

A Self Certified letter as 

given in the Annexure-7 

A self declaration (on 

Bidder’s Letterhead) for 

placing five offsite 

service engineers at 

Jaipur needs to be 

provided as given in 


RISL 


Srl 

Basic 

Requirement 

Specific Requirements 

Documents Required 

Annexure-15 

CHAPTER 4: SCOPE OF WORK 

1) Detailed scope of work for the project is as given below 

A. Survey and Preparing the Final System Design Document 

a) Survey of lecture halls in all the medical colleges and RUHS as given in Annexure 1 and 

prepare a survey report and detailed System Design document. 

b) System Design Document must include 

I. Details of Halls civil infrasturcture including following 

a. Length,Breadth and Height of the hall,details on windows, platforms/ dais, 

seating capacity and seating plan of the hall. 

b. Existing facilities for electrical inputs,cooling etc in the hall 

c. Proposed changes in the civil infrastucture (as discussed and approved by 

the medical college) 

d. Schematic diagram/ drawing showing Layout of the hall 

II. Details on equipments to be installed with their location in the hall as finalized after 

the survey. 

III. Schematic diagram, drawings and Layout of the hall indicating civil details, 

equipments installation details with their location in the hall. 

IV. Other drawings and documentation as required by Medical College/ RISL. 

B. Supply, Installation, Integration and Commissioningc) 

Supply of products- The Successful bidder shall: 

i. Supply all the items and peripherals (including remote, cables, conductors etc) as given 

in Delivery and Installation Details given in Annexure-1 (Bill of Material) meeting 

specifications given in Annexure and provide onsite comprehensive OEM warranty as 

per warranty clause of chapter 6 (Terms & Conditions) for all the items supplied and 

installed. 

ii. 

Supply all the software with genuine licenses under the name of RISL with all the 

updates and patches. 

iii. Supply all the installation material/ accessories/ consumables (e.g. screws, 

clamps, fasteners, ties anchors, supports, wires, etc.) necessary for the installation of the 

systems. 

d) Installation, Integration and Commissioningi. 

Installation, integration and commissioning of all the items and peripherals at the medical 

colleges and RUHS as finalized during the design.All the Display units shall be wall/ 

ceiling mounted with proper support with protective cabinets. 

ii. Install all equipments and tools required for the installation of the system. 

iii. Civil work related to installation of display, audio, VC Systems and cabling (VGA, 

Audio, Speaker, LAN cabling etc.) 

iv. Laying of conduits, cables and conductors (audio, VGA, speaker, LAN cables etc.) and 

digging and cutting of flooring (wooden & tiles etc ), wall, panels, central table for 

faceplates etc would be done by the bidder in coordination with Medical Colleges and 

RUHS. 

v. Fixing and installing the electrical points including switching panels, transformer panels 

etc for Audio, video, VC and Lan systems. 


RISL 


vi. Bidder shall program and configure the VC, Video and Audio systems and controller 

systems with proper iputs from the hospital so that it can be operated by the hospital staff 

involving minimum efforts. 

vii. Installation work shall be done in a conscientious manner as per the OEM guidelines and 

best industry practices. The system shall be subjected to inspection at various stages. 

Local regulation/ codes shall be followed at all times. The Bidder shall follow all Safety 

Regulations and practices. Bidder 

viii. Successful bidder shall demonstrate complete functionalities of the installed system to 

the Medical Colleges / RISL as given in the section titled “Scope of work” and 

“Functional Requirement” given in project profile of the bid document and then obtain 

installation and commissioning certificate (Sign-Off) for all the locations from the 

nodal/designated officer. 

ix. Obtaining all the statutory and regulatory approvals, if required, for the project 

implementation 

x. Submission of detailed User Acceptance Report . After acceptance of User Acceptance 

Testing reports by RISL, the entire infrastructure (including network) would be deemed to 

have been commissioned. All the costs towards testing & commissioning to be borne by 

the successful bidder. 

xi. Bidder shall not cause any damage to premises and property and will perform restoration 

if any damage occurs. Trenches, path-cutting etc. will be back-filled and restored to 

the original condition immediately. The bidder shall plug conduits and entrance holes 

where the cabling has been installed with suitable sealing material. 

C. Documentation: The successful bidder should submit minimum of following documents in 

addition to the one mentioned above. 

a. Delivery challans 

b. Configuration settings of all the installed components at all the medical colleges. 

c. Training Toolkits 

d. User Manual for operating the system 

D. Maintenance support services (MSS): 

I. Bidder shall provide comprehensive onsite OEM warranty for all the hardware items. 

II. The Supplier shall provide comprehensive Maintenance Support Services (MSS) for 

supplied Hardware and software infrastructure, etc. This involves comprehensive 

maintenance of all component covered under the contract, including repairing, replacement 

of parts, modules, sub-modules, assemblies, sub-assemblies, spares part, updating, 

security alerts and patch uploading etc. to make the system operational. 

E. Training and handholding support 

Bidder shall depute a minimum of one full time dedicated resident service engineers for a 

period of 3 months at each of the 6 Medical College & RUHS after installation. During this 3 

months bidder shall provide hand holding support and train at-least 2 person per location 

(appointed by the medical college) on the operational system. Bidders shall also conduct 

training of at least 5 person days per location for the employees to operate the system. 

F. Corrective Maintenance Services: 

I. Reinstallation/ reconfiguration of items supplied. 

II. RISL/ Medical college may lodge complaints by any mode i.e. phone, e-Mail etc. SI shall 

provide a complaint/ ticket number for each complaint and has to resolve the problem 

within the stipulated period as mentioned in this RFP. 

G. Configuration Management Services: 

I. The vendor shall maintain complete configuration (in hardcopy & softcopy) details of all the 

items supplied and installed by him. 

II. The vendor shall define change management procedures and also ensure that no 

unwarranted changes are carried out. Any changes shall be incorporated with prior 

approval of the purchaser. 


RISL 


III. The Bidder shall have to prepare desired number of Earth Pits (as per applicable 

standards) required for installation of DG Sets, UPS and other equipments and will be duly 

verified and inspected by the RISL/ GoR officials. 

H. Tie up with OEM/ Manufacturer: SI should provide original, new, genuine components / 

parts/ assembly/ hardware for to the purchaser. SI should be authorized by the OEM’s to 

supply the hardware and provide onsite warranty on their behalf. 

I. Other: 

I. The entire Hardware as supplied under the project should be interoperable. In case any 

additional device/ software are required for interoperability, the same shall be provided, 

installed and maintained by the bidder at no extra cost for entire warranty period. 

II. To provide all patches and updates during the entire warranty period. 

III. To obtain Installation certificates from all locations and submit it to purchaser 

A. Roles and Responsibilities of the Successful/ Selected Bidder- 

I. Shall deliver, install and maintain all the equipments in the given timelines and as per the 

SLA given in the tender document. 

II. Onsite service engineers appointed by the bidder should get its attendance 

signed/approved by the Nodal Officer and submit this along with the payments 

III. Should carry out all the activities as given in the scope of work of this tender document 

IV. Should co-ordinate with local Medical College/ RISL team and all the required stakeholders 

to resolve any issues related to project. 

V. Should timely escalate the issue with the Hospital staff in case of any intervention, 

directions required from the Hospital. 

2) Project Deliverables, Milestones & Time Schedule: The successful bidder is expected to 

carry out all ground work for Supply, Installation, Integration including documentation, 

coordination with RISL/ GoR and other stakeholders of the project. These reports or 

deliverables are to be submitted timely by the supplier to the hospital/ purchaser to ensure the 

timely and smooth execution of project. Certain key deliverables are identified for each of the 

parts/ stages, which are mentioned hereunder. However, bidder should take approval of 

templates of all the reports from RISL before submission of deliverable to purchaser. 

Srl Deliverable Activity Timelines 

1 Event: Delivery, User Acceptance & Commissioning 

Deliverable: 

Installation Report & Configuration details 

User Acceptance Report 

User Manual 

Training Toolkit 

Al the documents shall be signed by the relevant 

authority in the medical college. 

2 Event: Maintenance of the Hardware and System 

software supplied & installed. 

Deliverable: Quarterly Report (duly verified by the 

hospital) containing following : 

Satisfactory performance report for Equipments 

covered under maintenance. 

Status of Hardware incidents/ calls logged and 

resolved 

Root cause analysis of the problems for all 

performance and availability problem that occur. 

Item delivery, 

installation & 

commissioning 

Maintenance 

of Hardware 

Within 90 

Days from the 

Date of Work 

Order 

Starting from 

the day of 

commissioning 

for three years 


RISL 


CHAPTER 5: INSTRUCTION TO BIDDERS AND BIDDING PROCESS 

1) Sale of Tender/ Bidding Document- The complete bidding document would be available on 

the websites for the period as specified in the NIT. The prospective bidders are permitted to 

download the bidding document from any of the specified websites but must pay the cost of 

tender/ bidding document while submitting the ebids. 

2) Clarifications to the Bidding/ Bid Documenta) 

If the prospective bidder has any doubts as to the meaning of any portion of the bidding 

document, then he is allowed to refer the same to the tendering authority and get 

clarifications. He may do so by contacting the tendering authority in writing at the 

tendering authority’s address indicated in the NIT. 

b) The Tendering authority/ Procurement Committee will respond, either in writing or will 

upload the details on the websites mentioned in the NIT, to any request for clarification, 

provided that such request is received no later than 1 day after the Pre-bid Meeting. All 

the prospective bidders must submit the prescribed Tender Fee before submitting any 

such requests to the Tendering authority. 

c) The Tendering authority shall forward copies of its response to all Bidders who have 

purchased the Bidding Document directly from it and shall also place it on the eProc 

website, including a description of the inquiry but without identifying its source. 

d) Should the Tendering authority deem it necessary to amend the Bidding Document as a 

result of a clarification or otherwise, it shall do so by issuing a revised bidding document 

and/ or Addendum/ Corrigendum. If need be, the deadline for submission of Bids may 

also be extended in order to give reasonable time to the prospective Bidders to take into 

account the amendment. 

e) Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to 

prepare and submit the bid accordingly and ensure that all the required documents are in 

place. Also, clarifications shall be sought only for the bid/ documents submitted and no 

new documents shall be accepted. 

3) Pre-bid Conference/ Meetinga) 

The bidder or its official representative (not more than two representatives per bidder) is 

invited to attend the pre-bid meeting as per the details specified in NIT. The objective of 

this meeting is to address the generic queries of the prospective bidders related to the 

Project/ bidding document. 

b) Only the bidders/ firms, who have purchased the bidding document from the office of the 

RISL or have deposited the prescribed tender fee, are allowed to attend the pre-bid 

conference/ meeting and submit their pre-bid queries in the specified format as per 

Annexure-4. Bidders having purchased the bidding document are welcome to attend the 

pre-bid meeting, even if they do not have any specific queries. Tendering authority shall 

respond to the queries of only those bidders who have purchased the bidding document 

till the day of pre-bid meeting or within 1 Day after the Pre-bid meeting. 

c) As a result of discussions in the pre-bid conference, if modifications in the bidding 

document, specifications of services and/ or goods are considered necessary, they may 

be done by issuing an addendum/ corrigendum and its copies shall be sent through 

Email/ post to all the bidders having purchased the bidding document. The corrigendum/ 

addendum and the Final bidding document will be placed on the websites as specified in 

the NIT. 

d) The tendering authority reserves the right not to respond to any/ all queries raised or 

clarifications sought if, in their opinion and at their sole discretion, they consider that it 

would be inappropriate to do so or do not find any merit in it. 

4) Amendment of Bidding Documenta) 

At any time prior to the deadline for submission of the Bids, the tendering authority may 

amend the Bidding document by issuing Corrigendum/ Addendum. 

b) Any Corrigendum/ Addendum issued shall be a part of the Bidding document and shall 

be communicated to all, either in writing or by uploading the details on the websites 

mentioned in the NIT, who have purchased the Bidding document and on the websites 

specified in NIT. 


RISL 


c) To give prospective Bidders reasonable time in which to take a Corrigendum/ Addendum 

into account in preparing their Bids, the tendering authority may, at its discretion, extend 

the deadline for the submission of the Bids. 

d) Any change in date of submission and opening of bids would be published in appropriate 

manner including the websites mentioned in the NIT. 

5) Documents comprising the Bida) 

A Single stage-Two envelope/ cover system shall be followed for the bid – 

a. Technical bid b. Commercial bid 

b) Technical bid shall include the following documents: - 

SNo. Documents Type Document Format 

1. Covering Letter – Technical Bid On bidder’s letter head duly signed by 

authorized signatory 

Fee Details 

2. Tender Fee Scanned copy of Fee Receipt / DD/ 

Banker’s Cheque 

3. RISL Processing Fee Scanned copy of DD/ Banker’s Cheque 

4. EMD Scanned copy of DD/ Banker’s Cheque 

Pre-Qualification Documents 

5. Tender Form as per Annexure-5 

6. Bidder’s Authorisation Certificate as per Annexure-6 

7. Self-Declaration – No Blacklisting as per Annexure-7 

8. Certificate of Conformity/ No-Deviation as per Annexure-8 

9. All the documents mentioned in the 

“Eligibility Criteria”, in support of the 

eligibility 

Technical Documents 

10. Manufacturer’s Authorisation Form (MAF) of as per Annexure-9 

items as indicated in Annexure -1 

11. Undertaking of Authenticity of Computer 

Equipments 

12. Financial Bid Undertaking as per Annexure-11 

13. Undertaking for placing 5 offsite service as per Annexure-15 

engineers 

14. Components Offered as per Annexure-16 

15. 

Compliance Sheet for the supplied items 

As per the format mentioned against the 

respective eligibility criteria clause 

On non judicial stamp paper of Rs. 100 

as per Annexure-10 

Compliance sheet as per Annexure 2 

from OEM of the product and bidders 

both on their respective letterheads. 

Please note the Financial bid undertaking needs to be submitted along with the technical bid. 

Price bid needs to be submitted only on e-procurement website as per the BoQ template. 

c) Commercial bid shall include the following documents: - 

SNo. Documents Type Document Format 

1. Price Bid As per Annexure-12 

d) The bidder should ensure that all the required documents, as mentioned in this bidding 

document, are submitted along with the bid and in the prescribed format only. Nonsubmission 

of the required documents or submission of the documents in a different 

format/ contents may lead to the rejections of the bid proposal submitted by the bidder. 

e) Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to 

prepare and submit the bid accordingly and ensure that all the required documents are in 

place. Also, clarifications shall be sought only for the bid/ documents submitted and no 

new documents shall be accepted. 

6) Cost of Bidding: The Bidder shall bear all costs associated with the preparation and 

submission of its Bid, and the tendering authority shall not be responsible or liable for those 

costs, regardless of the conduct or outcome of the bidding process. 

7) Language of Bids: The eBid, as well as all correspondence and documents relating to the 

Bid exchanged by the Bidder and the tendering authority, shall be written only in English 


RISL 


Language. Supporting documents and printed literature that are part of the Bid may be in 

another language provided they are accompanied by an accurate translation of the relevant 

passages in English/ Hindi language, in which case, for purposes of interpretation of the Bid, 

such translation shall govern. 

8) Bid Pricesa. 

The price/ financial bid must be specified in the BoQ file available at eProc and 

without changing its form and type. 

b. Prices quoted in the bid must be firm and final and shall not be subject to any 

modifications, on any account whatsoever. The price quoted shall include all costs 

and all taxes and duties applicable to the bidder as per law of the Central/ State 

Government/ Local Authorities, unless specifically asked for separately or excluded. 

Revision in taxes/ duties including VAT and Service Tax shall be on account of the 

tendering authority if they have been asked for separately in the financial bid and are 

not taken into account for the purpose of comparison of bids. If, however, they have 

not been asked for separately, any benefit or additional cost will be on account of the 

bidder. 

c. All the prices should be quoted only in Indian Rupees (INR) Currency. 

d. Prices/ Rates shall be written both in figures and words, as applicable. 

e. All rates quoted must be FOR destination/ site where the IT/ Computer systems 

and allied items are to be installed, and should include all incidental charges except 

Central/ Rajasthan VAT, which should be shown separately in the Financial/ 

Commercial bid format only. In case of local supplies the rates should include all 

taxes, etc., and RISL will not pay any cartage or transportation charges. 

f. Prices quoted in the bid must be firm and final and shall not be subject to any 

modifications, on any account whatsoever. 

g. The prices quoted by the Bidder in the Financial/ Commercial bid shall conform to 

the requirements specified therein. 

h. All the required items must be listed and priced separately in the financial bid. If a 

financial bid shows items listed but not priced, their prices shall be assumed to be 

included in the prices of other items. Items not listed in the financial bid shall be 

assumed not to be included in the bid, and provided that the bid is substantially 

responsive, the corresponding adjustment shall be applied in accordance with the 

provisions of bidding document. 

i. The price to be quoted in the financial bid shall be the total price of the bid. Discount, 

if any, should be included in the quoted price. 

j. The disaggregation of price components is required solely for the purpose of 

facilitating the comparison of bids by the tendering authority. This shall not in any way 

limit the tendering authority’s right to contract on any of the terms offered: - 

 

 

For Goods offered from within/ outside the country. 

For Related Services whenever such Related Services are specified in the 

bidding document. 

9) Period of Validity of Bidsa. 

Bids shall remain valid for the period of 120 days, as specified in NIT, after the bid 

submission deadline date prescribed by the tendering authority. A bid valid for a 

shorter period shall be rejected by the tendering authority as nonresponsive bid. 

b. In exceptional circumstances, prior to the expiration of the bid validity period, the 

tendering authority may request bidders to extend the period of validity of their Bids. 

The EMD shall also be extended for a corresponding period. A bidder may refuse 

the request without forfeiting its bid security i.e. EMD. A bidder granting the request 

shall not be required or permitted to modify its bid. The request and the responses 

shall be made in writing. 

10) Earnest Money Deposit (EMD)- 

a. Every bidder, if not exempted, participating in the bidding process must furnish the 

required earnest money deposit as specified in the Notice Inviting Tender (NIT). 

b. Government of Rajasthan and Union Government undertakings, corporations, 

companies; autonomous bodies managed or controlled by Government are not 

required to submit the EMD. Receipt of EMD or Registration certificate or Certificate 


RISL 


that the bidder is a Government undertaking/ Corporation/ Company/ autonomous 

body as mentioned above shall necessarily accompany the sealed bid without 

which the bid shall be rejected forthwith. 

c. For the S.S.I. units of Rajasthan, a 75% discount shall be given in EMD, ie, they will 

have to pay only 25% of the prescribed EMD. Similarly, Performance Security 

Deposit shall be @ 1% of the total agreed/ ordered project cost. They will have to 

furnish original or certified copy of the registration of SSI unit issued by the Director 

of Industries in respect of stores for which they are registered. 

d. EMD of a bidder lying with RISL in respect of other bids awaiting decision will not 

be adjusted towards EMD for the fresh bids. The EMD originally deposited may, 

however, be taken into consideration in case bids are re-invited. 

e. Form of EMD: The EMD may be deposited in the form of a banker’s cheque or 

demand draft in favour of “Managing Director, RajCOMP Info Services Limited” 

payable at “Jaipur”. The EMD shall be valid for the period of Bid Validity as 

mentioned in the NIT. The same shall be payable at par at “Jaipur”. 

f. Refund of EMD: The EMD of unsuccessful bidders shall be refunded soon after 

final acceptance of bid and award of contract. In case of best/ successful bidder, 

the EMD, if feasible, may also be adjusted in arriving at the amount of the PSD. 

g. Forfeiture of EMD:The EMD taken from the bidder shall be forfeited in the following 

cases:- 

i. When the bidder withdraws or modifies his bid proposal after opening of bids. 

ii. When the bidder does not execute the agreement after placement of order 

within the specified time. 

iii. When the bidder fails to commence the supply of the goods and service as 

per purchase/ work order within the time prescribed. 

iv. When the bidder does not deposit the security money after the purchase/ 

work order is placed. 

v. To adjust any dues against the firm from any other contract with RISL. 

11) Deadline for the submission of Bidsa. 

Bids must be submitted by the bidders online at eProc website as indicated in the 

NIT of subsequent Corrigendums, if any. 

b. Normally, the date of submission and opening of bids would not be extended. 

However, in exceptional circumstances or when the bidding document is required to 

be substantially modified as a result of discussions in pre-bid conference and the 

time with the prospective bidders for preparation of bids appears insufficient, the 

date may be extended by Managing Director, RISL and due publicity to such 

change in date of submission of bids would be given. In such cases, it would be 

ensured that after issue of corrigendum, reasonable time is available to the bidders 

to prepare and submit their bids. Any change in date of submission and opening of 

bids would also be placed on the respective websites immediately. However, if the 

modifications in bidding document, specifications of goods and service are 

substantial, fresh publication of original bid inquiry may also be issued. 

c. The tendering authority may, at its discretion, extend the deadline for the 

submission of bids by amending the bidding document, in which case all rights and 

obligations of the tendering authority and bidders previously subject to the deadline 

shall thereafter would be subject to the deadline as extended. 

12) Format and Signing of Bida. 

The bid forms/templates/annexures etc., wherever applicable, shall be typed or 

written in indelible ink and shall be signed (all the pages) by a person duly 

authorized to sign, in token of acceptance of all the terms and conditions of the 

bidding document. This authorization shall consist of a written letter of Authorization 

from the authorised person, accompanied with a board resolution, in case of a 

company/power of attorney as per Annexure-6. 

b. Any amendments such as interlineations, erasures, or overwriting shall be valid 

only if they are signed or initialled by the authorized pers on signing the bid. 

c. The bid, duly signed (digitally) by authorised signatory, should be uploaded on the 

eproc portal in respective file/ format. 


RISL 


d. Bidders must submit their bids online at eproc portal. Bids received by another 

other means shall not be accepted. 

e. If bids are not submitted as per the details mentioned in this bidding document and 

eProc website, the tendering authority shall reject the bid. 

13) Withdrawal and Re-submission (Substitution) of Bidsa. 

If permitted by the tendering authority, a Bidder may withdraw its bid or re-submit its 

bid (technical and/ or financial cover) as per the instructions/ procedure mentioned 

at eProc website under the section “Bidder’s Manual Kit”. 

b. Bids withdrawn shall not be opened and processed further. 

14) Bid Opening/ Opening of Tendersa) 

The designated Procurement Committee will perform the bid opening, which is a critical 

event in the bidding process. 

b) The tendering authority shall conduct the bid opening at the address, date and time 

specified in the NIT. 

c) All the bids received up to the specified time and date in response to all the bid inquiries 

shall be opened by the members of the designated Procurement Committee at the 

specified place, date and time in the presence of bidders or their authorized 

representatives who may choose to be present. Alternatively, the bidders may also view 

the bid opening status/ process online at eProc website. 

d) All the documents comprising of technical bid/ cover shall be opened & downloaded from 

the eProc website (only for the bidder’s who have submitted the prescribed fee(s) to 

RISL). 

e) All the technical bid covers, except the Commercial/ Financial cover, shall be opened one 

at a time, and the following read out and recorded: the name of the bidder; the presence 

of the RISL processing fee, tender fee, EMD and any other details as the tendering 

authority may consider appropriate. 

f) The Tendering authority shall prepare a record of the bid opening that shall include, at a 

minimum: the name of the bidder and the presence or absence of processing fee, Tender 

fee, and EMD. The bidder’s representatives who are present shall be required to sign the 

attendance sheet. 

g) The Commercial/ Financial cover shall be kept unopened and shall be opened later on 

the date and time intimated to the bidders who qualify in the evaluation of technical bids. 

15) Selection method- The selection method is Least Cost Based Selection (LCBS or L1). 

16) Guiding Principles for Evaluation of Bidsa) 

The tendering authority shall strictly apply only and all of the evaluation and qualification 

criteria specified in the bidding document. 

b) The determination shall be based upon an examination of the documentary evidence of 

the bidder’s qualifications and proposed solution submitted by the bidder. 

c) A bidder shall be considered to be eligible if it meets the eligibility criteria mentioned in 

the RFP 

d) A responsive bid would be the one that meets the requirements of the bidding document 

including the technical evaluation critieria, if any, without material deviation, reservation, 

or omission where: - 

i. “Deviation” is a departure from the requirements specified in the bidding document; 

ii. “Reservation” is the setting of limiting conditions or withholding from complete 

acceptance of the requirements specified in the bidding document; and 

iii. “Omission” is the failure to submit part or all of the information or documentation 

required in the bidding document. 

e) A material deviation, reservation, or omission is one that, 

i. if accepted, would: - 

a. affect in any substantial way the scope, quality, or performance of the Goods and 

Related Services specified in the bidding document; or 

b. limits in any substantial way, inconsistent with the bidding document, the 

tendering authority’s rights or the bidder’s obligations under the proposed 

Contract; or 

ii. if rectified, would unfairly affect the competitive position of other bidders presenting 

responsive bids. 


RISL 


f) Provided that a bid is substantially responsive, the tendering authority - 

may waive any nonconformity in the bid that does not constitute a material deviation, 

reservation or omission. 

may request that the bidder submit the necessary information or documentation, within a 

reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid 

related to documentation requirements. Requesting information or documentation on 

such nonconformities shall not be related to any aspect of the price of the bid. Failure of 

the bidder to comply with the request may result in the rejection of its bid. 

shall rectify nonmaterial nonconformities or omissions. To this effect, the bid price shall 

be adjusted, for comparison purposes only, to reflect the price of the missing or nonconforming 

item or component. The adjustment shall be made using the method 

indicated in pre-qualification and Evaluation Criteria of this bidding document. 

17) Evaluation of Technical Bidsa) 

The technical evaluation shall be completed by the designated Procurement Committee 

as early as possible after opening of technical bids. It shall examine the technical bid 

including the pre-qualification documents. 

b) Technical Evaluation Critieria – Bid shall be evaluated tecnically based on the documents 

submitted by the bidder as asked in the clause “Documents comprising the bid” 

c) The eligible bidders whose bid is determined to be substantially responsive shall be 

considered to be qualified in the technical evaluation, unless disqualified pursuant to 

clause “Conflict of Interest” or “Disqualification”, and shall be informed, either in writing or 

by uploading the details on the websites mentioned in the NIT, about the date, time and 

place of opening of their financial bids. 

d) The firms which could not qualify in technical evaluation will be informed about this fact. 

Their financial bid will be returned unopened and EMD refunded after completion of the 

bid process i.e. award of the contract to the best/ successful bidder. 

18) Evaluation of Financial Bidsa) 

The financial bids/ cover of bidders who qualify in technical evaluation shall be opened 

online at the notified time, date and place by the members of the designated 

Procurement Committee in the presence of the bidders or their representatives who 

choose to be present. Alternatively, the bidders may also view the financial bid opening 

status/ process online at eProc website. 

b) The process of opening of financial bids/ covers shall be similar to that of technical bids. 

c) The names of the firms and the rates given by them shall be read out and recorded in 

tender opening register. 

d) To evaluate a bid, the tendering authority shall consider the following: - 

i. the bid price as quoted in accordance with bidding document. 

ii. price adjustment for correction of arithmetic errors in accordance with bidding 

document. 

e) The evaluation shall include all costs and all taxes and duties applicable to the bidder as 

per law of the Central/ State Government/ Local Authorities. 

f) Treatment of CenVAT/ VAT etc. would, however, be as per Clause “Comparison of Rates 

of firms outside and those in Rajasthan” below. 

19) Clarification of Bidsa) 

To assist in the examination, evaluation, comparison and post qualification of the bids, 

the tendering authority may, at its discretion, ask any bidder for a clarification of his bid. 

The tendering authority’s request for clarification and the response shall be either in 

writing or by uploading the details on the websites mentioned in the NIT. 

b) Any clarification submitted by a bidder with regard to his bid that is not in response to a 

request by the tendering authority shall not be considered. 

c) No change in the prices or substance of the bid shall be sought, offered, or permitted, 

except to confirm the correction of arithmetic errors discovered by the tendering authority 

in the evaluation of the Commercial/ Financial Bids.. 

20) Correction of Arithmetic Errors- Provided that the bid is substantially responsive, the 

competent Procurement Committee shall correct arithmetical errors on the following basis:- 

i. if there is a discrepancy between the unit price and the total price that is obtained by 

multiplying the unit price and quantity, the unit price shall prevail and the total price shall 


RISL 


be corrected, unless in the opinion of the tendering authority there is an obvious 

misplacement of the decimal point in the unit price, in which case the total price as 

quoted shall govern and the unit price shall be corrected; 

ii. if there is an error in a total corresponding to the addition or subtraction of subtotals, the 

subtotals shall prevail and the total shall be corrected; and 

iii. if there is a discrepancy between words and figures, the amount in words shall prevail, 

unless the amount expressed in words is related to an arithmetic error, in which case the 

amount in figures shall prevail subject to (i) and (ii) above. 

21) Comparison of Rates of firms outside and those in Rajasthan: While tabulating the bids 

of those firms which are not entitled to price preference, the element of Rajasthan VAT shall 

be excluded from the rates quoted by the firms of Rajasthan and the element of Central VAT 

shall be included in the rates of firms outside Rajasthan. In such case, if the price of any 

commodity being offered for sale by firms in Rajasthan is the same or lower (excluding 

element of Rajasthan Sales Tax) than the price of firm outside Rajasthan (including element 

of Central Sales Tax), the commodity shall be purchased from the firm in Rajasthan. 

22) Margin of Preference/ Price Preference: No margin of preference/ price preference shall 

be given to the goods produced or manufactured by Industries of Rajasthan over goods 

produced or manufactured by Industries outside Rajasthan. 

23) Comparison of bids and determination of the best value bid: The tendering authority 

shall compare responsive bids of all eligible bidders to determine the best value bid, in 

accordance with the evaluation criteria given in this RFP. 

24) Negotiationsa) 

As a general rule, negotiations after opening of financial bids would be discouraged. 

However, negotiations may be undertaken in exceptional circumstances, such as: - 

i. when ring prices have been quoted. 

ii. When the quoted rates have wide variations and are much higher than the market 

rates prevailing at the time of opening of bids. 

b) Negotiations shall not make original offer of the bidder ineffective. 

c) Negotiations shall be conducted with the best value bidder only and by an information 

given in writing with a minimum period of 3 days (in case of a local bidder) and 7 days (in 

case of an outstation bidder) shall be given for response in writing and in sealed cover. In 

case of urgency, the tender sanctioning PC may reduce the notice period for negotiations 

provided the bidder receives the information regarding holding negotiations. 

d) In case the best value bidder does not reduce his rates in response to negotiations or the 

rates so reduced are still considered to be higher, the tender sanctioning PC may decide 

to make a written counter offer to the best value bidder. If the best value bidder does not 

accept the counter offer given by the PC, the PC may recommend rejecting the bid or 

may repeat the process to make the same counter offer to second best value bidder and 

so on to third, fourth best value bidder, etc. till a bidder accepts it. 

25) Disqualification: 

Tendering authority may at its sole discretion and at any time during the processing of bids, 

disqualify any bidder/ bid from the bid process if the bidder: - 

i. Has not submitted the bid in accordance with the bidding document. 

ii. Has submitted bid without submitting the prescribed Tender Fee, RISL Processing Fee, 

EMD or the Bidder's authorisation certificate/ Power of Attorney. 

iii. Has imposed conditions in his bid. 

iv. During validity of the bid or its extended period, if any, increases his quoted prices. 

v. Has made misleading or false representations in the forms, statements and attachments 

submitted in proof of the eligibility requirements. 

vi. Has failed to provide clarifications related thereto, when sought. 

vii. Has submitted more than one bid. This will cause disqualification of all bids submitted by 

such bidders including forfeiture of the EMD. 

viii. Is found to canvass, influence or attempt to influence in any manner for the qualification or 

selection process, including without limitation, by offering bribes or other illegal gratification 


RISL 


26) Acceptance of the Tender/ Bid and Notification of Awarda) 

Prior to the expiration of the period of bid validity, the tendering authority shall notify the 

successful bidder, in writing, that its bid has been accepted. 

b) The tendering authority shall award the Contract to the bidder whose proposal/ bid has 

been determined to be the best value bid. 

c) Decision on bids shall be taken within original validity period of offers. If the decision on 

acceptance or rejection of a bid cannot be taken within the original bid validity period due 

to unavoidable circumstances, all the bidders shall be requested to extend validity period 

of their bids up to a specified date. 

d) As soon as a bid is accepted by the tendering authority, its written intimation would be 

sent to the concerned bidder. If the issuance of formal Work Order is likely to take time, a 

Letter of Intent (LOI) may be sent in the meanwhile. In the same intimation the bidder 

may be asked to execute an agreement in prescribed format on a non-judicial stamp of 

prescribed value and deposit the amount of prescribed performance security deposit 

within 15 days from the date of issue of acceptance. 

e) The acceptance of an offer is complete as soon as the letter of communication is posted 

to the correct address of the bidder. 

f) The acceptance of the bid shall also be placed on website of RISL for general 

information to all. 

g) The EMD of the bidders whose bids could not be accepted shall be refunded soon after 

the agreement with the successful bidder is executed and his performance security 

deposit is obtained. Until a formal Contract is prepared and executed, the notification of 

award shall constitute a binding Contract. 

27) Confidentialitya) 

Information relating to the examination, evaluation, comparison, and post qualification of 

bids, and recommendation of contract award, shall not be disclosed to bidders or any 

other persons not officially concerned with such process until publication of the Contract 

award. 

b) Any attempt by a bidder to influence the tendering authority or other officials in the 

examination, evaluation, comparison, and post qualification of the bids or Contract award 

decisions may result in the rejection of his bid. 

c) From the time of bid opening to the time of Contract award, if any bidder wishes to 

contact the tendering authority on any matter related to the bidding process, he is 

allowed to do so in writing 

28) Conflict of Interesta) 

RISL considers a conflict of interest to be a situation in which a party has interests that 

could improperly influence that party’s performance of official duties or responsibilities, 

contractual obligations, or compliance with applicable laws and regulations. In pursuance 

of RISL's Procurement Ethics requirement that bidders, suppliers, and contractors under 

contracts, observe the highest standard of ethics, RISL will take appropriate actions 

against the bidder, if it determines that a conflict of interest has flawed the integrity of any 

procurement process. Consequently all bidders found to have a conflict of interest shall 

be disqualified. 

b) A bidder may be considered to be in a conflict of interest if the bidder or any of its 

affiliates participated as a consultant in the preparation of the solicitation documents/RFP 

for the procurement of the goods and services that are the subject matter of the bid. 

c) It may be considered to be in a conflict of interest with one or more parties in the bidding 

process if 

i. they have controlling shareholders in common; or 

ii. it receives or have received any direct or indirect subsidy from any of them; or 

iii. they have the same legal representative for purposes of the Bid; or 

iv. they have a relationship with each other, directly or through common third parties, that 

puts them in a position to have access to information about or influence on the Bid of 

another Bidder, or influence the decisions of the tendering authority regarding this 

bidding process. 

29) Tendering authority’s Right to Accept/ Reject any or all of the Bids: The tendering 

authority reserves the right to accept or reject any bid, and to cancel the bidding process and 


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reject all bids at any time prior to contract award, without thereby incurring any liability to the 

bidders. 

30) Right to Vary Quantitiesa) 

At the time the Contract is awarded, the quantity of Goods and Related Services 

originally specified in the bidding document may be increased or decreased but without 

any change in the unit prices or other terms and conditions of the bid and the bidding 


b) If the work order is placed up to 100% in excess of the quantities mentioned in the 

bidding document, the bidder shall be bound to meet the required supply. 

c) If the tendering authority does not purchase any of the tendered articles or purchases 

less than the quantity indicated in the bidding document, the bidder shall not be entitled 

to claim any compensation. 

31) Repeat Orders 

Repeat orders may also be placed with the consent of the supplier/ selected bidder on the 

rates and conditions given in the bidding document. In such a case, the delivery/ completion 

period will also be proportionately increased. 

32) Signing of Contracta) 

Promptly after notification of award, the tendering authority shall send to the successful 

bidder the Contract Agreement including “Special Conditions of Contract”. 

b) Within fifteen (15) days of receipt of the Letter of Intent/ Work Order from the tendering 

authority, the successful bidder shall sign, date, and return the Contract Agreement to 

the tendering authority. 

33) Performance Security Deposit (PSD)- 

a) Within fifteen (15) days of the receipt of notification of award from the tendering authority, 

the successful Bidder shall furnish the Performance Security Deposit (PSD). 

b) Failure of the successful bidder to submit the aforementioned PSD or sign the Contract 

Agreement shall constitute sufficient grounds for the annulment (cancellation/ 

termination) of the award and forfeiture of the EMD. In that event the tendering authority 

may award the Contract to the next best value bidder whose offer is valid and 

substantially responsive and is determined by the tendering authority to be qualified to 

perform the Contract satisfactorily. 

34) Reservation of Rights: To take care of unexpected circumstances, RISL reserves the rights 

for the following: - 

a) Extend the closing date for submission of the bid proposals. 

b) Amend the bidding requirements at any time prior to the closing date, with the 

amendment being notified to prospective bidders and on the respective websites. 

c) Allow a bidder to change its technical proposal if the same opportunity is given to all 

bidders but before the opening of financial bids. 

d) To accept any bid not necessarily the lowest, reject any bid without assigning any 

reasons and accept bid for all or anyone or more of the articles/ services for which bid 

has been invited or distribute items of stores/ services to more than one bidder. 

e) Terminate or abandon the bidding procedure or the entire project whether before or after 

the receipt of bid proposals. 

f) Seek the advice of external consultants to assist RISL in the evaluation or review of 

proposals. 

g) Make enquiries of any person, company or organization to ascertain information 

regarding the bidder and its proposal. 

h) Reproduce for the purposes of the procedure the whole or any portion of the proposal 

despite any copyright or other intellectual property right that may subsist in the proposal. 

35) Monitoring of Contracta) 

An officer or a committee of officers named Contract Monitoring Committee (CMC) may 

be nominated by tendering authority to monitor the progress of the contract during its 

delivery period. 

b) During the delivery period the CMC shall keep a watch on the progress of the contract 

and shall ensure that quantity of goods and service delivery is in proportion to the total 

delivery period given, if it is a severable contract, in which the delivery of the goods and 

service is to be obtained continuously or is batched. If the entire quantity of goods and 


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service is to be delivered in the form of completed work or entire contract like fabrication 

work, the process of completion of work may be watched and inspections of the selected 

bidder’s premises where the work is being completed may be inspected. 

c) If delay in delivery of goods and service is observed a performance notice would be 

given to the selected bidder to speed up the delivery. 

d) Any change in the constitution of the firm, etc. shall be notified forth with by the 

contractor in writing to the tendering authority and such change shall not relieve any 

former member of the firm, etc., from any liability under the contract. 

e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect 

of the contract unless he/ they agree to abide by all its terms, conditions and deposits 

with the tendering authority through a written agreement to this effect. The bidder’s 

receipt for acknowledgement or that of any partners subsequently accepted as above 

shall bind all of them and will be sufficient discharge for any of the purpose of the 

contract. 

f) The selected bidder shall not assign or sub-let his contract or any substantial part thereof 

to any other agency without the permission of tendering authority. 


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CHAPTER 6: TERMS AND CONDITIONS OF TENDER & CONTRACT 

Definitions- 

For the purpose of clarity, the following words and expressions shall have the meanings hereby 

assigned to them: - 

a) For the purpose of clarity, the following words and expressions shall have the meanings 

hereby assigned to them: - 

b) “Contract” means the Agreement entered into between the Purchaser and the successful/ 

selected bidder, together with the Contract Documents referred to therein, including all 

attachments, appendices, and all documents incorporated by reference therein. 

c) “Contract Documents” means the documents listed in the Agreement, including any 

amendments thereto. 

d) “Contract Price” means the price payable to the successful/ selected bidder as specified in the 

Agreement, subject to such additions and adjustments thereto or deductions there from, as 

may be made pursuant to the Contract. 

e) “Day” means a calendar day. 

f) “Delivery” means the transfer of the Goods from the successful/ selected bidder to the 

Purchaser in accordance with the terms and conditions set forth in the Contract. 

g) “Completion” means the fulfilment of the related services by the successful/ selected bidder in 

accordance with the terms and conditions set forth in the Contract. 

h) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other 

materials that the successful/ selected bidder is required to supply to the Purchaser under the 

Contract. 

i) “Purchaser” means the entity purchasing the Goods and related services, as specified in the 


j) “Related Services” means the services incidental to the supply of the goods, such as 

insurance, installation, training and initial maintenance and other similar obligations of the 

successful/ selected bidder under the Contract. 

k) “Subcontractor” means any natural person, private or government entity, or a combination of 

the above, including its legal successors or permitted assigns, to whom any part of the Goods 

to be supplied or execution of any part of the related services is subcontracted by the 

successful/ selected bidder. 

l) “Supplier/ Successful or Selected bidder” means the person, private or government entity, or a 

combination of the above, whose bid to perform the Contract has been accepted by the 

Purchaser and is named as such in the Agreement, and includes the legal successors or 

permitted assigns of the successful/ selected bidder. 

m) “The Site,” where applicable, means the designated project place(s) named in the bidding 


A) General Conditions of the Bid- 

1) Income Tax and VAT Registration and VAT Clearance Certificate- 

No Dealer who does not hold a valid Permanent Account Number (PAN)/ Tax Identification 

Number (TIN) from Income Tax department, GoI and who is not registered under the Sales Tax 

Act prevalent in the State where his business is located shall bid. The VAT Registration Number 

should be quoted and a VAT clearance certificate from the Commercial Taxes Officer of the Circle 

concerned valid on the date of submission of bid shall be submitted without which the bid is liable 

to rejection. The bidder quoting Rajasthan VAT should have valid VAT registration in the state of 

Rajasthan and he should mention the same VAT registration number in the bid document. 

2) Contract Documents: Subject to the order of precedence set forth in the Agreement, all 

documents forming the Contract (and all parts thereof) are intended to be correlative, 

complementary, and mutually explanatory. 

3) Interpretationa) 

If the context so requires it, singular means plural and vice versa. 

b) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser 

and the Supplier/ selected bidder and supersedes all communications, negotiations and 

agreements (whether written or oral) of parties with respect thereto made prior to the date 

of Contract. 


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c) Amendment: No amendment or other variation of the Contract shall be valid unless it is in 

writing, is dated, expressly refers to the Contract, and is signed by a duly authorized 

representative of each party thereto. 

d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or 

indulgence by either party in enforcing any of the terms and conditions of the Contract or 

the granting of time by either party to the other shall prejudice, affect, or restrict the rights 

of that party under the Contract, neither shall any waiver by either party of any breach of 

Contract operate as waiver of any subsequent or continuing breach of Contract. 

e) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, 

dated, and signed by an authorized representative of the party granting such waiver, and 

must specify the right and the extent to which it is being waived. 

f) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or 

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or 

enforceability of any other provisions and conditions of the Contract. 

4) Languagea) 

The Contract as well as all correspondence and documents relating to the Contract 

exchanged by the successful/ selected bidder and the Purchaser, shall be written in 

English language only. Supporting documents and printed literature that are part of the 

Contract may be in another language provided they are accompanied by an accurate 

translation of the relevant passages in the language specified in the special conditions of 

the contract, in which case, for purposes of interpretation of the Contract, this translation 

shall govern. 

b) The successful/ selected bidder shall bear all costs of translation to the governing 

language and all risks of the accuracy of such translation. 

5) Eligible Goods and Related Servicesa) 

For purposes of this Clause, the term “goods” includes commodities, raw material, 

machinery, equipment, and industrial plants; and “related services” includes services such 

as insurance, transportation, supply, installation, integration, testing, commissioning, 

training, and initial maintenance. 

b) All articles/ goods being bid, other than those articles/ goods marked ‘#’ in the Bill of 

Material (BoM) should be the ones which are produced in volume and are used by a large 

number of users in India/ abroad. All products quoted by the successful/ selected bidder 

must be associated with `specific make and model numbers, item code and names and 

with printed literature describing configuration and functionality. Any deviation from the 

printed specifications should be clearly mentioned in the offer document by the bidder/ 

supplier. 

c) The OEM/ Vendor of the quoted product must have its own registered spares depot in 

India having adequate inventory of the equipment being quoted for providing the necessary 

spares within next business day or maximum 30 hours. 

d) The OEM/ Vendor of the quoted product should also have its direct representation in India 

in terms of registered office for at least past 3 years. The presence through any 

Distribution/ System Integration partner agreement will not be accepted. 

e) Bidder must quote products in accordance with above clause “Eligible goods and related 

services”. 

6) Noticesa) 

Any notice given by one party to the other pursuant to the Contract shall be in writing to the 

address specified in the contract. The term “in writing” means communicated in written 

form with proof of dispatch and receipt. 

b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is 

later. 

7) Governing Law: The Contract shall be governed by and interpreted in accordance with the 

laws of the Rajasthan State/ the Country (India), unless otherwise specified in the contract. 

8) Scope of Supplya) 

Subject to the provisions in the bidding document and contract, the goods and related 

services to be supplied shall be as specified in the bidding document. 

b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items 

not specifically mentioned in the Contract but that can be reasonably inferred from the 


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Contract as being required for attaining delivery and completion of the goods and related 

services as if such items were expressly mentioned in the Contract. 

c) The bidder shall not quote and supply and hardware/ software that is likely to be declared 

as End of Sale and End of Service/ Support as mentioned in Annexure-1 (Bill of Material). 

OEMs are required to mention this in the MAF for all the quoted hardware/ software. If any 

of the hardware/ software is found to be declared as End of Sale/ Service/ Support, then 

the bidder shall replace all such hardware/ software with the latest ones having equivalent 

or higher specifications without any financial obligation to the purchaser. 

9) Delivery & Installationa) 

Subject to the conditions of the contract, the delivery of the goods and completion of the 

related services shall be in accordance with the delivery and completion schedule specified 

in the bidding document. The details of supply/ shipping and other documents to be 

furnished by the successful/ selected bidder are specified in the bidding document and/ or 

contract. 

b) The contract for the supply can be repudiated at any time by the purchase officer, if the 

supplies are not made to his satisfaction after giving an opportunity to the bidder of being 

heard and recording the reasons for repudiation. 

c) The Supplier/ selected Bidder shall arrange to supply, install and commission the ordered 

materials/ system as per specifications within the specified delivery/ completion period at 

various departments and/ or their offices/ locations mentioned in the bidding document 

and/ or contract. 

d) Shifting the place of Installation: The end-user will be free to shift the place of installation 

within the same city /town/ district/ division. The successful/ selected bidder shall provide 

all assistance, except transportation, in shifting of the equipment. However, if the city/town 

is changed, additional charges of assistance in shifting and providing maintenance 

services for remaining period would be decided mutually. 

10) Supplier’s/ Selected Bidder’s Responsibilities: The Supplier/ Selected Bidder shall supply 

all the goods and related services included in the scope of supply in accordance with the 

provisions of bidding document and/ or contract. 

11) Purchaser’s Responsibilitiesa) 

Whenever the supply of goods and related services requires that the Supplier/ Selected 

Bidder obtain permits, approvals, and import and other licenses from local public 

authorities, the Purchaser shall, if so required by the Supplier/ Selected Bidder, make its 

best effort to assist the Supplier/ Selected Bidder in complying with such requirements in a 

timely and expeditious manner. 

b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in 

accordance with the general and special conditions of the contract. 

12) Contract Pricea) 

The Contract Price shall be paid as specified in the contract subject to any additions and 

adjustments thereto, or deductions there from, as may be made pursuant to the Contract. 

b) Prices charged by the Supplier/ Selected Bidder for the Goods delivered and the Related 

Services performed under the Contract shall not vary from the prices quoted by the 

Supplier/ Selected Bidder in its bid, with the exception of any price adjustments authorized 

in the special conditions of the contract. 

13) Recoveries from Supplier/ Selected Biddera) 

Recovery of liquidated damages, short supply, breakage, rejected articles shall be made 

ordinarily from bills. 

b) The Purchase Officer shall withhold amount to the extent of short supply, broken/ damaged 

or for rejected articles unless these are replaced satisfactorily. In case of failure to withhold 

the amount, it shall be recovered from his dues and performance security deposit available 

with RISL. 

c) The balance, if any, shall be demanded from the Supplier/ Selected Bidder and when 

recovery is not possible, the Purchase Officer shall take recourse to law in force. 

14) Taxes & Dutiesa) 

The income tax, service tax, value added tax, etc., if applicable, shall be deducted at 

source from the payment to the Supplier/ Selected Bidder as per the law in force at the 

time of execution of contract. 


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b) The entry tax, if applicable shall be deducted at source and deposited in the government 

treasury in proper revenue receipt head of account. 

c) For goods supplied from outside India, the successful/ selected bidder shall be entirely 

responsible for all taxes, stamp duties, license fees, and other such levies imposed outside 

the country. 

d) For goods supplied from within India, the successful/ selected bidder shall be entirely 

responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted 

Goods to the Purchaser. 

e) Revision in VAT and Service Tax shall be on account of the tendering authority if it has 

been asked for separately in the financial bid and is not taken into account for the purpose 

of comparison of bids. If, however, they have not been asked for separately, any benefit or 

additional cost will be on account of the bidder. Revision of any other tax or duty shall be 

on account of the bidder. 

f) If any tax exemptions, reductions, allowances or privileges may be available to the 

successful/ selected bidder in India, the Purchaser shall use its best efforts to enable the 

successful/ selected bidder to benefit from any such tax savings to the maximum allowable 

extent. 

15) Performance Security Deposit (PSD)- 

a) In case of successful/ selected bidder, the EMD will be adjusted in arriving at the amount of 

the PSD. 

b) The successful/ selected bidder shall, within fifteen (15) days of the notification of Contract 

award, provide a PSD 5% of the total agreed/ ordered project value for the due 

performance of the Contract in the amounts and currencies specified in the work order. 

c) The proceeds of the PSD shall be payable to the Purchaser as compensation for any loss 

resulting from the successful/ selected bidder failure to complete its obligations under the 

Contract. 

d) Form of PSD: PSD in the form of cash will not be accepted. Successful bider will have to 

deposit PSD in the form of Bank Draft or Banker’s Cheque in favour of “Managing Director, 

RajCOMP Info Services Limited” payable at “Jaipur”. PSD upto Rs 10 Lacs in the form of 

Demand Draft/Banker Cheque and amount exceeding the amount of Rs 10 Lacs in form of 

Bank Guarantee (Unconditional & Irrevocable) should be deposited.The other form of 

security money shall be Post-office Savings Bank Pass Book duly pledged or National 

Savings Certificates, Defence Savings Certificates. Kisan Vikas Patras, or any other script/ 

instrument under National Savings Schemes for promotion of small savings, if the same 

can be pledged. 

e) Refund of PSD: PSD shall be refunded after three months of the successful completion of 

the contract period. 

f) Forfeiture of PSD: PSD shall be forfeited in the following cases:- 

i. When any terms and condition of the contract is breached. 

ii. When the Supplier/ Selected Bidder fail to commence supply or stops making the 

supplies or fail to provide deliverables after partially executing the purchase/ work 

order. 

iii. To adjust any dues against the firm from any other contract with RISL. 

g) No interest will be paid by RISL on the amount of EMD and PSD. 

h) Proper notice will be given to the Supplier/ Selected Bidder with reasonable time before 

EMD/ PSD is forfeited. 

i) Forfeiture of EMD/PSD shall be without prejudice to any other right of RISL to claim any 

damages as admissible under the law as well as to take such action against the Supplier/ 

Selected Bidder such as severing future business relation or black listing, etc. 

16) Copyright: The copyright in all drawings, source code, design documents, and other materials 

containing data and information furnished to the Purchaser by the Supplier/ Selected Bidder 

herein shall remain vested in the Purchaser, or, if they are furnished to the Purchaser directly 

or through the Supplier/ Selected Bidder by any third party, including suppliers of materials, the 

copyright in such materials shall remain vested in such third party. 

17) Confidential Informationa) 

The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not, 

without the written consent of the other party hereto, divulge to any third party any 


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drawings, documents, data, or other information furnished directly or indirectly by the other 

party hereto in connection with the Contract, whether such information has been furnished 

prior to, during or following completion or termination of the Contract. 

b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such 

documents, data, and other information it receives from the Purchaser to the extent 

required for the Subcontractor to perform its work under the Contract, in which event the 

Supplier/ Selected Bidder shall obtain from such Subcontractor an undertaking of 

confidentiality similar to that imposed on the Supplier/ Selected Bidder. 

c) The Purchaser shall not use such documents, data, and other information received from 

the Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the 

Supplier/ Selected Bidder shall not use such documents, data, and other information 

received from the Purchaser for any purpose other than the design, procurement, or other 

work and services required for the performance of the Contract. 

d) The obligation of a party under sub-clauses above, however, shall not apply to information 

that: - 

i. the Purchaser or Supplier/ Selected Bidder need to share with Medical Colleges or 

RISL other institutions participating in the Contract; 

ii. now or hereafter enters the public domain through no fault of that party; 

iii. can be proven to have been possessed by that party at the time of disclosure and 

which was not previously obtained, directly or indirectly, from the other party; or 

iv. otherwise lawfully becomes available to that party from a third party that has no 

obligation of confidentiality. 

e) The above provisions shall not in any way modify any undertaking of confidentiality given 

by either of the parties hereto prior to the date of the Contract in respect of the supply or 

any part thereof. 

f) The provisions of this clause shall survive completion or termination, for whatever reason, 

of the Contract. 

18) Sub-contracting: 

a) Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his 

contract or any substantial part thereof to any other agency without the permission of 

Purchaser/ Tendering Authority. 

b) If permitted, the selected bidder shall notify the Purchaser, in writing, of all subcontracts 

awarded under the Contract, if not already specified in the Bid. Subcontracting shall in no 

event relieve the Supplier/ Selected Bidder from any of its obligations, duties, 

responsibilities, or liability under the Contract. 

c) Subcontracts shall comply with the provisions of bidding document and/ or contract 

19) Specifications and Standardsa) 

All articles supplied shall strictly conform to the specifications, trademark laid down in the 

tender form and wherever articles have been required according to ISI/ ISO/ other 

applicable specifications/ certifications/ standards, those articles should conform strictly to 

those specifications/ certifications/ standards. The supply shall be of best quality and 

description. The decision of the competent authority/ purchase committee whether the 

articles supplied conform to the specifications shall be final and binding on the supplier/ 

selected bidder. 

b) Technical Specifications and Drawingsi. 

The Supplier/ Selected Bidder shall ensure that the goods and related services comply 

with the technical specifications and other provisions of the Contract. 

ii. The Supplier/ Selected Bidder shall be entitled to disclaim responsibility for any design, 

data, drawing, specification or other document, or any modification thereof provided or 

designed by or on behalf of the Purchaser, by giving a notice of such disclaimer to the 

Purchaser. 

iii. The goods and related services supplied under this Contract shall conform to the 

standards mentioned in bidding document and, when no applicable standard is 

mentioned, the standard shall be equivalent or superior to the official standards whose 

application is appropriate to the country of origin of the Goods. 

c) Wherever references are made in the Contract to codes and standards in accordance with 

which it shall be executed, the edition or the revised version of such codes and standards 


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shall be those specified in the bidding document. During Contract execution, any changes 

in any such codes and standards shall be applied only after approval by the Purchaser and 

shall be treated in accordance with the general conditions of the contract. 

20) Packing and Documentsa) 

The Supplier/ Selected Bidder shall provide such packing of the Goods as is required to 

prevent their damage or deterioration during transit to their final destination, as indicated in 

the Contract. During transit, the packing shall be sufficient to withstand, without limitation, 

rough handling and exposure to extreme temperatures, salt and precipitation, and open 

storage. Packing case size and weights shall take into consideration, where appropriate, 

the remoteness of the final destination of the Goods and the absence of heavy handling 

facilities at all points in transit. 

b) The packing, marking, and documentation within and outside the packages shall comply 

strictly with such special requirements as shall be expressly provided for in the Contract, 

including additional requirements, if any, specified in the contract, and in any other 

instructions ordered by the Purchaser. 

21) Insurancea) 

The Goods supplied under the Contract shall be fully insured against loss by theft, 

destruction or damage incidental to manufacture or acquisition, transportation, storage, 

fire, flood, under exposure to weather and delivery at the designated project locations, in 

accordance with the applicable terms. The insurance charges will be borne by the supplier 

and Purchaser will not be required to pay such charges if incurred. 

b) The goods will be delivered at the FOR destination in perfect condition. 

22) Transportationa) 

The supplier/ selected bidder shall be responsible for the proper packing so as to avoid 

damage under normal conditions of transport by sea, rail and road or air and delivery of the 

material in the good condition to the consignee at destination. In the event of any loss, 

damage, breakage or leakage or any shortage the bidder shall be liable to make good such 

loss and shortage found at the checking/ inspection of the material by the consignee. No 

extra cost on such account shall be admissible. 

b) All goods must be sent freight paid through Railways or goods transport. If goods are sent 

freight to pay, the freight together with departmental charge @5% of the freight will be 

recovered from the supplier’s/ selected bidder’s bill. 

23) Inspectiona) 

The Purchase Officer or his duly authorized representative shall at all reasonable time 

have access to the supplier’s/ selected bidder’s premises and shall have the power at all 

reasonable time to inspect and examine the materials and workmanship of the goods/ 

equipment/ machineries during manufacturing process or afterwards as may be decided. 

b) The supplier/ selected bidder shall furnish complete address of the premises of his factory, 

office, go-down and workshop where inspection can be made together with name and 

address of the person who is to be contacted for the purpose. In case of those dealers who 

have newly entered in business, a letter of introduction from their bankers will be 

necessary. 

c) After successful inspection, it will be supplier’s/ selected bidder’s responsibility to dispatch 

and install the equipment at respective locations without any financial liability to the 

Purchaser. However, supplies when received at respective locations shall be subject to 

inspection to ensure whether they conform to the specification. 

24) Samplesa) 

When notified by the Purchaser to the supplier/ bidder/ selected bidder, Bids for articles/ 

goods marked $ in the BoM shall be accompanied by four sets of samples of the articles 

quoted, properly packed. Such samples if submitted personally will be received in the 

office. A receipt will be given for each sample by the officer receiving the samples. 

Samples if sent by train, etc., should be despatched freight paid and the R/R or G.R. 

should be sent under a separate registered cover. Samples for catering/ food items should 

be given in a plastic box or in polythene bags at the cost of the bidder. 

b) Each sample shall be marked suitably either by written on the sample or on a slip of 

durable paper securely fastened to the sample, the name of the bidder and serial number 

of the item, of which it is a sample in the schedule. 


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c) Approved samples would be retained free of cost upto the period of six months after the 

expiry of the contract. RISL shall not be responsible for any damage, wear and tear or loss 

during testing, examination, etc., during the period these samples are retained. The 

Samples shall be collected by the supplier/ bidder/ selected bidder on the expiry of 

stipulated period. RISL shall in no way make arrangements to return the samples. The 

samples uncollected within three months after expiry of contract shall be forfeited by RISL 

and no claim for their cost, etc., shall be entertained. 

d) Samples not approved shall be collected by the unsuccessful bidder. RISL will not be 

responsible for any damage, wear and tear, or loss during testing, examination, etc., during 

the period these samples are retained. The uncollected samples shall be forfeited and no 

claim for their cost, etc., shall be entertained. 

e) Supplies when received may be subject to inspection to ensure whether they conform to 

the specifications or with the approved samples. Where necessary or prescribed or 

practical, tests shall be carried out in Government laboratories, reputed testing house like 

STQC (ETDC) and the like and the supplies will be accepted only when the articles 

conform to the standard of prescribed specifications as a result of such tests. 

f) The selected bidder shall at its own expense and at no cost to the Purchaser carry out all 

such tests and/ or inspections of the Goods and Related Services as are specified in the 


25) Drawl of Samples: In case of tests, wherever feasible, samples shall be drawn in four sets in 

the presence of selected bidder or his authorised representative and properly sealed in their 

presence. Once such set shall be given to them, one or two will be sent to the laboratories 

and/ or testing house and the third or fourth will be retained in the office for reference and 

record. 

26) Testing charges: Testing charges shall be borne by RISL. In case of test results showing that 

supplies are not up to the prescribed standards or specifications, the testing charges shall be 

payable by the selected bidder. 

27) Rejectiona) 

Articles not approved during inspection or testing shall be rejected and will have to be 

replaced by the selected bidder at his own cost within the time fixed by the Purchase 

Officer. 

b) If, however, due to exigencies of Medical College work, such replacement either in whole 

or in part, is not considered feasible, the Purchase Officer after giving an opportunity to the 

selected bidder of being heard shall for reasons to be recorded, deduct a suitable amount 

from the approved rates. The deduction so made shall be final. 

c) The rejected articles shall be removed by the selected bidder within 15 days of intimation 

of rejection, after which Purchase Officer shall not be responsible for any loss, shortage or 

damage and shall have the right to dispose of such articles as he thinks fit, at the 

supplier’s/ bidder’s/ selected bidder’s risk and on his account. 

28) Extension in Delivery Period and Liquidated Damages (LD)- 

a) Except as provided under clause “Force Majeure”, if the supplier/ selected bidder fails to 

deliver any or all of the Goods or perform the Related Services within the period specified 

in the Contract, the Purchaser may without prejudice to all its other remedies under the 

Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the 

percentage specified in (d) below for each week or part thereof of delay until actual delivery 

or performance, up to a maximum deduction of the percentage specified in the bidding 

document and/ or contract. Once the maximum is reached, the Purchaser may terminate 

the Contract pursuant to clause “Termination”. 

b) The time specified for delivery in the tender form shall be deemed to be the essence of the 

contract and the supplier/ selected bidder shall arrange goods supply and related services 

within the specified period. 

c) Delivery and installation/ completion period may be extended with or without liquidated 

damages, if the delay in the supply of goods or service is on account of hindrances beyond 

the control of the supplier/ selected bidder. 

i. The supplier/ selected bidder shall request in writing to the purchaser giving reasons 

for extending the delivery period of service, if he finds himself unable to complete the 

supply of goods or service within the stipulated delivery period or is unable to maintain 


RISL 


prorate progress in the supply of goods or service delivery. This request shall be 

submitted as soon as a hindrance in delivery of goods and service occurs or within 15 

days from such occurrence but before expiry of stipulated period of completion of 

delivery of goods and service after which such request shall not be entertained. 

ii. The purchaser shall examine the justification of causes of hindrance in the delivery of 

goods and service and the period of delay occurred due to that and recommend the 

competent authority on the period of extension which should be granted with or without 

liquidated damages. 

iii. Normally, extension in delivery period of goods and service in following circumstances 

may be considered without liquidated damages: 

a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if 

the Medical College or RISL was required to supply them to the supplier of goods 

or service provider as per terms of the contract. 

b. When delay has occurred in supply of materials etc. if these were required to be 

supplied to the supplier or service provider by the Medical College or RISL as per 

terms of the contract. 

iv. If the competent authority agrees to extend the delivery period/ schedule, an 

amendment to the contract with suitable denial clauses and with or without liquidated 

damages, as the case may be, shall be issued. The amendment letter shall mention 

that no extra price or additional cost for any reason, what so ever beyond the 

contracted cost shall be paid for the delayed supply of goods and service. 

v. It shall be at the discretion of the concerned authority to accept or not to accept the 

supply of goods and/ or services rendered by the contractor after the expiry of the 

stipulated delivery period, if no formal extension in delivery period has been applied 

and granted. The competent authority shall have right to cancel the contract with 

respect to undelivered goods and/ or service. 

vi. If Medical college or RISL is in need of the good and/ or service rendered after expiry 

of the stipulated delivery period, it may accept the services and issue a letter of 

extension in delivery period with usual liquidated damages and denial clauses to 

regularize the transaction. 

d) In case of extension in the delivery and/ or installation/ completion/ commissioning period 

is granted with full liquidated damages, the recovery shall be made on the basis of 

following percentages of value of goods and/ or service which the supplier/ selected bidder 

has failed to supply or complete : - 

No. Condition LD %* 

Delay up to one fourth period of the prescribed period of delivery, successful 

a. 

2.5 % 

installation and completion of work 

Delay exceeding one fourth but not exceeding half of the prescribed period of 

b. 

5.0 % 

delivery, successful installation and completion of work 

Delay exceeding half but not exceeding three fourth of the prescribed period of 

c. 

7.5 % 

delivery, successful installation and completion of work 

Delay exceeding three fourth of the prescribed period of delivery, successful 

d. 

10.0 % 

installation and completion of work 

i. Fraction of a day in reckoning period of delay in supplies, successful installation and 

completion of work shall be eliminated, if it is less than half a day. 

ii. The maximum amount of liquidated damages shall be 10%. 

iii. *The percentage refers to the payment due for the associated milestone. 

29) Authenticity of Equipmentsa) 

The selected bidder shall certify (as per Annexure-10) that the supplied goods are brand 

new, genuine/ authentic, not refurbished, conform to the description and quality as 

specified in this bidding document and are free from defects in material, workmanship and 

service. 

b) If during the contract period, the said goods be discovered counterfeit/ unauthentic or not 

to conform to the description and quality aforesaid or have determined (and the decision of 

the Purchase Officer in that behalf will be final and conclusive), notwithstanding the fact 

that the purchaser may have inspected and/ or approved the said goods, the purchaser will 

be entitled to reject the said goods or such portion thereof as may be discovered not to 

conform to the said description and quality, on such rejection the goods will be at the 


RISL 


selected bidder’s risk and all the provisions relating to rejection of goods etc., shall apply. 

The selected bidder shall, if so called upon to do, replace the goods etc., or such portion 

thereof as is rejected by Purchase Officer, otherwise the selected bidder shall pay such 

damage as may arise by the reason of the breach of the condition herein contained. 

Nothing herein contained shall prejudice any other right of the Purchase Officer in that 

behalf under this contract or otherwise. 

c) Goods accepted by the purchaser in terms of the contract shall in no way dilute 

purchaser’s right to reject the same later, if found deficient in terms of the this clause of the 

contract. 

30) Warrantya) 

The bidder must supply all items with comprehensive on-site OEM warranty, for the period 

mentioned in Annexure-1 (Bill of Material), or any portion thereof as the case may be, have 

been delivered to, installed and accepted at the final destination(s) indicated in the bidding 

document. However, if delay of installation is more than a month’s time due to the reasons 

ascribed to the bidder, the warranty shall start from the date of last successful installation 

of the items covered under the PO. 

b) The bidder shall submit a undertaking (as per Annexure-9) from all the respective OEMs 

mentioning the fact that the goods supplied are covered under comprehensive warranty & 

support for the prescribed period, etc. 

c) The purchaser shall give a written notice to the selected bidder stating the nature of any 

defect together with all available evidence thereof, promptly following the discovery thereof. 

The purchaser shall afford all reasonable opportunity for the selected bidder to inspect 

such defects. Upon receipt of such notice, the selected bidder shall expeditiously cause to 

repair the defective goods or parts thereof or replace the defective goods or parts thereof 

with brand new genuine/ authentic ones having similar or higher specifications from the 

respective OEM, at no cost to the Purchaser. Any goods repaired or replaced by the 

selected bidder shall be delivered at the respective location without any additional costs to 

the purchaser. 

d) If having been notified, the selected bidder fails to remedy the defect within the period 

specified, the purchaser may proceed to take within a reasonable period such remedial 

action as may be necessary, in addition to other recourses available in terms and 

conditions of the contract and bidding document. 

e) During the warranty period, the bidder shall also be responsible to ensure adequate and 

timely availability of spare parts needed for repairing the supplied goods. 

f) The warranty on supplied software media, if any, should be atleast 90 days. 

31) Patent Indemnitya) 

The supplier/ selected bidder shall, subject to the Purchaser’s compliance with sub-clause 

(b) below, indemnify and hold harmless the Purchaser and its employees and officers from 

and against any and all suits, actions or administrative proceedings, claims, demands, 

losses, damages, costs, and expenses of any nature, including attorney’s fees and 

expenses, which the Purchaser may suffer as a result of any infringement or alleged 

infringement of any patent, utility model, registered design, trademark, copyright, or other 

intellectual property right registered or otherwise existing at the date of the Contract by 

reason of: - 

i. the installation of the Goods by the supplier/ selected bidder or the use of the Goods in 

the country where the Site is located; and 

ii. the sale in any country of the products produced by the Goods. 

Such indemnity shall not cover any use of the Goods or any part thereof other than for the 

purpose indicated by or to be reasonably inferred from the Contract, neither any 

infringement resulting from the use of the Goods or any part thereof, or any products 

produced thereby in association or combination with any other equipment, plant, or 

materials not supplied by the supplier/ selected bidder, pursuant to the Contract. 

b) If any proceedings are brought or any claim is made against the Purchaser arising out of 

the matters referred to above, the Purchaser shall promptly give the supplier/ selected 

bidder a notice thereof, and the supplier/ selected bidder may at its own expense and in 


RISL 


the Purchaser’s name conduct such proceedings or claim and any negotiations for the 

settlement of any such proceedings or claim. 

c) If the supplier/ selected bidder fails to notify the Purchaser within thirty (30) days after 

receipt of such notice that it intends to conduct any such proceedings or claim, then the 

Purchaser shall be free to conduct the same on its own behalf. 

d) The Purchaser shall, at the supplier’s/ selected bidder’s request, afford all available 

assistance to the supplier/ selected bidder in conducting such proceedings or claim, and 

shall be reimbursed by the supplier/ selected bidder for all reasonable expenses incurred in 

so doing. 

e) The Purchaser shall indemnify and hold harmless the supplier/ selected bidder and its 

employees, officers, and Subcontractors (if any) from and against any and all suits, actions 

or administrative proceedings, claims, demands, losses, damages, costs, and expenses of 

any nature, including attorney’s fees and expenses, which the supplier/ selected bidder 

may suffer as a result of any infringement or alleged infringement of any patent, utility 

model, registered design, trademark, copyright, or other intellectual property right 

registered or otherwise existing at the date of the Contract arising out of or in connection 

with any design, data, drawing, specification, or other documents or materials provided or 

designed by or on behalf of the Purchaser. 

32) Limitation of Liability: Except in cases of gross negligence or wilful misconduct:- 

a) neither party shall be liable to the other party for any indirect or consequential loss or 

damage, loss of use, loss of production, or loss of profits or interest costs, provided that 

this exclusion shall not apply to any obligation of the supplier/ selected bidder to pay 

liquidated damages to the Purchaser; and 

b) the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the 

Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract, 

provided that this limitation shall not apply to the cost of repairing or replacing defective 

equipment, or to any obligation of the supplier/ selected bidder to indemnify the Purchaser 

with respect to patent infringement. 

33) Change in Laws & Regulations: Unless otherwise specified in the Contract, if after the 

date of the Invitation for Bids, any law, regulation, ordinance, order or bylaw having the force of 

law is enacted, promulgated, abrogated, or changed in Rajasthan/ India, where the Site is 

located (which shall be deemed to include any change in interpretation or application by the 

competent authorities) that subsequently affects the Delivery Date and/ or the Contract Price, 

then such Delivery Date and/ or Contract Price shall be correspondingly increased or 

decreased, to the extent that the Supplier has thereby been affected in the performance of any 

of its obligations under the Contract. Notwithstanding the foregoing, such additional or reduced 

cost shall not be separately paid or credited, if the same has already been accounted for in the 

price adjustment provisions where applicable. 

34) Force Majeurea) 

The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, or termination 

for default if and to the extent that its delay in performance or 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 or situation beyond the 

control of the supplier/ selected bidder that is not foreseeable, is unavoidable, and its origin 

is not due to negligence or lack of care on the part of the supplier/ selected bidder. Such 

events may include, but not be limited to, acts of the Purchaser in its sovereign capacity, 

wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight 

embargoes. 

c) If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the 

RISL in writing of such conditions and cause thereof within 15 days of occurrence of such 

event. Unless otherwise directed by RISL, the supplier/ selected bidder shall continue to 

perform its obligations under the contract as far as reasonably practical. 

d) If the performance in whole or part or any obligation under the contract is prevented or 

delayed by any reason of Force Majeure for a period exceeding 60 days, either party at its 

option may terminate the contract without any financial repercussion on either side. 

e) In case a Force Majeure situation occurs with the Medical College or RISL, the Medical 

College or RISL may take the case with the supplier/ selected bidder on similar lines. 


RISL 


35) Change Orders and Contract Amendmentsa) 

The Purchaser may at any time order the supplier/ selected bidder through Notice in 

accordance with clause “Notices” above, to make changes within the general scope of the 

Contract in any one or more of the following: - 

i. drawings, designs, or specifications, where Goods to be furnished under the Contract 

are to be specifically manufactured for the Purchaser; 

ii. the method of shipment or packing; 

iii. the place of delivery; and 

iv. the related services to be provided by the supplier/ selected bidder. 

b) If any such change causes an increase or decrease in the cost of, or the time required for, 

the supplier’s/ selected bidder’s performance of any provisions under the Contract, an 

equitable adjustment shall be made in the Contract Price or in the Delivery and Completion 

Schedule, or both, and the Contract shall accordingly should be amended. Any claims by 

the supplier/ selected bidder for adjustment under this clause must be asserted within thirty 

(30) days from the date of the supplier’s/ selected bidder’s receipt of the Purchaser’s 

change order. 

c) Prices to be charged by the supplier/ selected bidder for any related services that might be 

needed but which were not included in the Contract shall be agreed upon in advance by 

the parties and shall not exceed the prevailing rates charged to other parties by the 

supplier/ selected bidder for similar services. 

36) Terminationa) 

Termination for Defaulti. 

The tender sanctioning authority of RISL may, without prejudice to any other remedy 

for breach of contract, by a written notice of default, of at-least 30 days, sent to the 

supplier/ selected bidder, terminate the contract in whole or in part: - 

a. If the supplier/ selected bidder fails to deliver any or all quantities of the service 

within the time period specified in the contract, or any extension thereof granted by 

RISL; or 

b. If the supplier/ selected bidder fails to perform any other obligation under the 

contract within the specified period of delivery of service or any extension granted 

thereof; or 

c. If the supplier/ selected bidder, in the judgement of the Purchaser, is found to be 

engaged in corrupt, fraudulent, collusive, or coercive practices in competing for or 

in executing the contract. 

d. If the supplier/ selected bidder commits breach of any condition of the contract. 

ii. If RISL terminates the contract in whole or in part, amount of PSD may be forfeited. 

iii. Before cancelling a contract and taking further action, advice of senior most finance 

person available in the office and of legal adviser or legal assistant posted in the office, 

if there is one, may be obtained. 

b) Termination for Insolvency: RISL may at any time terminate the Contract by giving a 

written notice of at-least 30 days to the supplier/ selected bidder, if the supplier/ selected 

bidder becomes bankrupt or otherwise insolvent. In such event, termination will be without 

compensation to the supplier/ selected bidder, provided that such termination will not 

prejudice or affect any right of action or remedy that has accrued or will accrue thereafter 

to RISL. 

c) Termination for Conveniencei. 

RISL, by a written notice of atleast 30 days sent to the supplier/ selected bidder, may 

terminate the Contract, in whole or in part, at any time for its convenience. The Notice 

of termination shall specify that termination is for the Purchaser’s convenience, the 

extent to which performance of the supplier/ selected bidder under the Contract is 

terminated, and the date upon which such termination becomes effective. 

ii. Depending on merits of the case the supplier/ selected bidder may be appropriately 

compensated on mutually agreed terms for the loss incurred by the contract if any due 

to such termination. 

iii. The Goods that are complete and ready for shipment within twenty-eight (28) days 

after the supplier’s/ selected bidder’s receipt of the Notice of termination shall be 


RISL 


accepted by the Purchaser at the Contract terms and prices. For the remaining Goods, 

the Purchaser may elect: 

a. To have any portion completed and delivered at the Contract terms and prices; 

and/or 

b. To cancel the remainder and pay to the supplier/ selected bidder an agreed amount 

for partially completed Goods and Related Services and for materials and parts 

previously procured by the supplier/ selected bidder. 

37) Settlement of Disputesa) 

General: If any dispute arises between the supplier/ selected bidder and RISL during the 

execution of a contract that should be amicably settled by mutual discussions. However, if 

the dispute is not settled by mutual discussions, a written representation will be obtained 

from the supplier/ selected bidder on the points of dispute. The representation so received 

shall be examined by the concerned Procurement Committee which sanctioned the tender. 

The Procurement Committee may take legal advice of a counsel and then examine the 

representation. The supplier/ selected bidder will also be given an opportunity of being 

heard. The Committee will take a decision on the representation and convey it in writing to 

the supplier/ selected bidder. 

b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises 

in connection with or out of the contract/ agreement or the meaning of operation of any 

part, thereof or the rights, duties or liabilities of either party have not been settled by mutual 

discussions or the decision of tender sanctioning Procurement Committee, it shall be 

referred to the empowered standing committee for decision, if the amount of the claim is 

more than Rs. 50,000/-. The empowered standing committee shall consist of following 

members: - (RISL) 

Chairman of BoD of RISL : Chairman 

Secretary, DoIT&C or his nominee, 

not below the rank of Deputy Secretary 

: Member 

Managing Director, RISL : Member 

Director (Technical)/ Executive Director, RISL : Member 

Director (Finance), RISL : Member 

A Legal Expert to be nominated by the Chairman : Member 

c) Procedure for reference to the Standing Committee: The supplier/ selected bidder shall 

present his representation to the Managing Director, RISL along with a fee equal to two 

percent of the amount of dispute, not exceeding Rupees One Lac, within one month from 

the date of communication of decision of the tender sanctioning Procurement Committee. 

The officer-in-charge of the project who was responsible for taking delivery of the goods 

and/ or service from the supplier/ selected bidder shall prepare a reply of representation 

and shall represent the RISL’s stand before the standing committee. From the side of the 

supplier/ selected bidder, the claim case may be presented by himself or through a lawyer. 

After hearing both the parties, the standing committee shall announce its decision which 

shall be final and binding both on the supplier/ selected bidder and RISL. The standing 

committee, if it so decides, may refer the matter to the Board of Directors of RISL for 

further decision. 

d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties 

regarding a contract shall be settled by a competent court having jurisdiction over the 

place, where agreement has been executed and by no other court, after decision of the 

standing committee for settlement of disputes. 

B) Payment Terms and Schedule 

38) Payment Terms and Schedulea) 

Payment schedule – Payments to the bidder, after successful completion of the target 

milestones (including specified project deliverables), would be made as under 

SN Event Deliverables Payment 

Payment Milestones : 

1 Delivery and installation 

of 100% items as per 

Annexure-1. 

Installation Report & 

Configuration details 

User Acceptance Report 

85% of total 

installed value 

(including cost of 


RISL 


 

 

User Manual 

Training Toolkit 

installation as per 

actual). 

2 After first year of 

providing satisfactory 

maintenance services 

at places of installation. 

3 After second year of 



at places of installation 

Quarterly reports as per scope of work 

and Certificate from Medical College 

for satisfactory maintenance services 

for the first year. 


and Certificate from Medical College for 

satisfactory maintenance services for 

the second year. 

5% of total installed 

value 


value 

4 After third year of 



at places of installation 


and Certificate from Medical College for 

satisfactory maintenance services for 

the third year. 


value 

b) In case, if the site is not made available for installation of supplied items during the period 

of delivery and installation as given in the bidding document, then the bidder would 

request purchaser in writing accompanied by "Site Not Ready" certificate duly sealed & 

signed from the Medical College (Nodal Officer) for extension of installation period without 

liquidity damages. If the site is not made ready by the Medical College even after one 

month of scheduled date/actual date of delivery whichever is later, then 60% of the amount 

of hardware payment due of milestone no.1 shall be made to the successful bidder. The 

payment will be made after the submission of invoice (in triplicate) and duly entered in the 

stock register, remaining payment (40% of milestone no.1) will be released after successful 

installation of hardware and allied items as per the bidding document. 

c) The supplier’s/ selected bidder’s request for payment shall be made to the purchaser in 

writing, accompanied by invoices describing, as appropriate, the goods delivered and 

related services performed, and by the required documents submitted pursuant to general 

conditions of the contract and upon fulfilment of all the obligations stipulated in the 

Contract. 

d) Due Payments shall be made promptly by the purchaser, generally within sixty (60) days 

after submission of an invoice or request for payment by the supplier/ selected bidder, and 

the purchaser has accepted it. 

e) The currency or currencies in which payments shall be made to the supplier/ selected 

bidder under this Contract shall be Indian Rupees (INR) only. 

f) All remittance charges will be borne by the supplier/ selected bidder. 

g) In case of disputed items, disputed amount shall be withheld and will be paid only after 

settlement of the dispute. 

h) Payment in case of those goods which need testing shall be made only when such tests 

have been carried out, test results received conforming to the prescribed specification. 

i) Advance Payments will not be made. 

j) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as 

mentioned in this bidding document, will be deducted from the payments for the respective 

milestones. 

k) Taxes (work contract tax, service tax, VAT, income tax, etc.), as applicable, will be 

deducted at source, from due payments, as per the prevalent rules and regulations. 

C) Special Conditions of the Bid- 

39) Service Level Standards/ Requirements/ Agreement- SLA defines the terms of the 

successful bidder’s responsibility in ensuring the performance of the hardware, software & 

other item supplied and installed under ‘E-classroom’ Project based on the agreed 

Performance Indicators as detailed in the Agreement. The selected bidder has to meet the 

service level norms, as defined below, failing which the SI (Successful Bidder) is liable to be 

penalized: 

a) Service Level Requirement: 

Item Time to resolve after lodging of Penalty/ Damages 


RISL 


complaint 

Items (as per Annexure-I for both the packages) 

From the date of lodging of complaint within next No penalty 

two business days (i.e. up to 3 rd business day) 

(A) within 4 th business day 0.5% of the item value 

(B) within 5 th business day 1.0% of the item value 

(C) within 6 th business day 1.5% of the item value 

(D) within 7 th business day 2.5% of the item value 

(E) Beyond 7 th business day If the call is not resolved beyond 7 th 

business days a penalty of 5% of the 

item value will be imposed and NOTICE 

shall be issued. 

The tendering authority will be free to 

initiate action as per RFP terms and 

condition for breach of SLA and if such 

occurrences are repetitive in nature (if 

two such notices are issued during a 

year for any item) or if tendering 

authority feels that SI is not performing 

as per requirement, then tendering 

authority may forfeit the PSD also debar 

the SI from bidding (for all types and 

form of bids) for at least three years in 

RISL and DoIT&C. 

The penalty amount will be recovered from the next payment due to the supplier. The Bank 

Guarantee (for proper maintenance during warranty period) will be returned only after settling 

the penalty amounts, if any. 

If any item gives continuous trouble, five times in one month during the warranty period, the 

bidder shall replace the system with new system without any additional cost to the purchaser. 

40) Acceptance Testing and Certification 

a) The primary goal of Acceptance Testing and Certification is to ensure that the Project 

(including all the project components as discussed in the scope of work) meets 

requirements, standards, specifications and performance, by ensuring that the following 

are associated with clear, quantifiable metrics for accountability: 

I. Infrastructure (Hardware and Network) Compliance Review 

II. Performance 

III. Project Documentation 

b) Infrastructure Compliance Review : Third party agency shall perform the Infrastructure 

Compliance Review to verify the conformity of the Infrastructure (both IT, non IT ) supplied 

by the selected Bidder against the requirements and specifications provided in the RFP 

and/or as proposed in the proposal submitted by the selected Bidder. Compliance review 

shall not absolve the vendor from ensuring that proposed infrastructure meets the SLA 

requirements. 

c) Performance: Performance is another key requirement for the project and the agency 

shall review the performance of the deployed solution against certain key parameters 

defined in SLA. 

d) Project Documentation: The Agency shall review the project documents developed by 

the selected Bidder including deliverables given in the scope of work and other documents 

as required. 

41) Exit Managementa) 

Preamblei. 

The word ‘parties’ include the tendering authority and the bidder. 

ii. This Schedule sets out the provisions, which will apply on expiry or termination of the 

Project Implementation and Operations and Management of SLA. 


RISL 


iii. In the case of termination of the Project Implementation and/ or Operation and 

Management SLA due to illegality, the Parties shall agree at that time whether, and if 

so during what period, the provisions of this Schedule shall apply. 

iv. The Parties shall ensure that their respective associated entities carry out their 

respective obligations set out in this Exit Management Schedule. 

b) Transfer of Assetsi. 

The bidder may continue work on the assets for the duration of the exit management 

period which may be a six months period from the date of expiry or termination of the 

agreement, if required by Medical College or RISL to do so. During this period the 

bidder will transfer all the assets in good working condition and as per the 

specifications of the bid document including the ones being upgraded to the 

department/ designated agency. The security deposit/ performance security submitted 

by bidder will only be returned after the successful transfer of the entire project 

including its infrastructure. 

ii. The bidder will transfer all the Software Licenses under the name of the department as 

desired by the tendering authority during the exit management period. 

iii. Medical College or RISL during the project implementation phase and the operation 

and management phase shall be entitled to serve notice in writing to the bidder at any 

time during the exit management period requiring the bidder to provide Medical 

College or RISL or its nominated agencies with a complete and up-to-date list of the 

assets within 30 days of such notice. 

iv. Upon service of a notice, as mentioned above, the following provisions shall apply: 

a. In the event, if the assets which to be transferred to Medical College or RISL 

mortgaged to any financial institutions by the bidder, the bidder shall ensure that 

all such liens and liabilities have been cleared beyond any doubt, prior to such 

transfer. All documents regarding the discharge of such lien and liabilities shall be 

furnished to Medical College or RISL or its nominated agencies. 

b. All title of the assets to be transferred to Medical College or RISL or its nominated 

agencies pursuant to clause(s) above shall be transferred on the last day of the 

exit management period. All expenses occurred during transfer of assets shall be 

borne by the bidder. 

c. That on the expiry of this clause, the bidder and any individual assigned for the 

performance of the services under this clause shall handover or cause to be 

handed over all confidential information and all other related material in its 

possession, including the entire established infrastructure supplied by bidder to 

Medical College or RISL. 

d. That the products and technology delivered to Medical College or RISL during the 

contract term or on expiry of the contract duration should not be sold or re-used or 

copied or transferred by bidder to other locations apart from the locations 

mentioned in the this bid document without prior written notice and approval of 

Medical College or RISL. Supplied hardware, software & documents etc., used by 

bidder for Medical College or RISL shall be the legal properties of Medical College 

or RISL. 

c) Cooperation and Provision of Information during the exit management perioda. 

The bidder will allow Medical College or RISL or its nominated agencies access to 

the information reasonably required to define the current mode of operation 

associated with the provision of the services to enable Medical College or RISL or 

its nominated agencies to assess the existing services being delivered. 

b. The bidder shall provide access to copies of all information held or controlled by 

them which they have prepared or maintained in accordance with the Project 

Implementation, the Operation and Management SLA and SOWs relating to any 

material aspect of the services provided by the bidder. Medical College or RISL or 

its nominated agencies shall be entitled to copy all such information comprising of 

details pertaining to the services rendered and other performance data. The 

bidder shall permit Medical College or RISL or its nominated agencies and/ or any 

Replacement Operator to have reasonable access to its employees and facilities 

as reasonably required by Medical College or RISL or its nominated agencies to 


RISL 


understand the methods of delivery of the services employed by the bidder and to 

assist appropriate knowledge transfer. 

d) Confidential Information, Security and Data- The bidder will promptly on the 

commencement of the exit management period supply to Medical College or RISL or its 

nominated agencies the following: 

a. Documentation relating to Intellectual Property Rights; 

b. Project related data and confidential information; 

c. All current and updated data as is reasonably required for purposes of Medical 

College or RISL or its nominated agencies transitioning the services to its 

replacement bidder in a readily available format nominated by Medical College or 

RISL or its nominated agencies; and 

d. All other information (including but not limited to documents, records and 

agreements) relating to the services reasonably necessary to enable Medical 

College or RISL or its nominated agencies, or its replacement operator to carry out 

due diligence in order to transition the provision of the services to Medical College 

or RISL or its nominated agencies, or its replacement operator (as the case may 

be). 

e. Before the expiry of the exit management period, the bidder shall deliver to 

Medical College or RISL or its nominated agencies all new or up-dated materials 

from the categories set out above and shall not retain any copies thereof, except 

that the bidder shall be permitted to retain one copy of such materials for archival 

purposes only. 

e) Transfer of certain agreementsi. 

On request by Tendering Authority or its nominated agencies, the bidder shall effect 

such assignments, transfers, innovations, licenses and sub-licenses as Tendering 

authority or its nominated agencies may require in favour of tendering authority or its 

nominated agencies, or its Replacement Operator in relation to any equipment lease, 

maintenance or service provision agreement between bidder and third party leasers, 

operators, or Operator, and which are related to the services and reasonably 

necessary for carrying out of the replacement services by Medical College or RISL or 

its nominated agencies, or its replacement Operator. 

ii. Right of Access to Premises: At any time during the exit management period and for 

such period of time following termination or expiry of the SLA, where assets are located 

at the bidder’s premises, the bidder will be obliged to give reasonable rights of access 

to (or, in the case of assets located on a third party's premises, procure reasonable 

rights of access to Medical College or RISL or its nominated agencies, and/ or any 

replacement operator in order to inventory the assets. 

f) General Obligations of the bidderi. 

The bidder shall provide all such information as may reasonably be necessary to effect 

as seamless during handover as practicable in the circumstances to Medical College or 

RISL or its nominated agencies or its replacement operator and which the operator has 

in its possession or control at any time during the exit management period. 

ii. The bidder shall commit adequate resources to comply with its obligations under this 

Exit Management Clause. 

g) Exit Management Plani. 

The bidder shall provide Medical College or RISL or its nominated agencies with a 

recommended exit management plan ("Exit Management Plan") which shall deal with 

at least the following aspects of exit management in relation to the SLA as a whole and 

in relation to the Project Implementation, the Operation and Management SLA and 

SOWs. 

ii. A detailed program of the transfer process that could be used in conjunction with a 

replacement operator including details of the means to be used to ensure continuing 

provision of the services throughout the transfer process or until the cessation of the 

services and of the management structure to be used during the transfer; and 

iii. Plans for the communication with such of the bidder's, staff, suppliers, customers and 

any related third party as are necessary to avoid any material detrimental impact on 

Medical College or RISL operations as a result of undertaking the transfer; and 


RISL 


iv. If applicable, proposed arrangements and Plans for provision of contingent support in 

terms of business continuance and hand holding during the transition period, to 

Medical College or RISL or its nominated agencies, and Replacement Operator for a 

reasonable period, so that the services provided continue and do not come to a halt. 

v. The Bidder shall re-draft the Exit Management Plan annually after signing of contract to 

ensure that it is kept relevant and up to date. 

vi. Each Exit Management Plan shall be presented by the bidder to and approved by 

Medical College or RISL or its nominated agencies. 

vii. In the event of termination or expiry of SLA, Project Implementation, Operation and 

Management SLA or SOWs each party shall comply with the Exit Management Plan. 

viii. During the exit management period, the bidder shall use its best efforts to deliver the 

services. 

ix. Payments during the Exit Management period shall be made in accordance with the 

Terms of Payment Clause. 

x. It would be the responsibility of the bidder to support new operator during the transition 

period. 


ANNEXURE-1: BILL OF MATERIAL (BoM) 

Item No. Equipments Qty. Unit MAF required 

(Y/ N) 

Period of Onsite 

Comprehensive OEM Warranty 

(in yrs.) 

P 

er 

io 

d 

of 

en 

d 

of 

sa 

le 

(in 

mo 

nt 

hs) 

P 

e 

r 

i 

o 

d 

o 

f 

e 

n 

d 

o 

f 

s 

e 

r 

v 

i 

c 

e 

( 

i 

n 

y 

r 

s 

. 

) 

P 

e 

r 

i 

o 

d 

o 

f 

b 

a 

c 

k 

t 

o 

b 

a 

c 

k 

s 

u 

p 

p 

o 

r 

t 

, 

u 

p 

d 

a 

t 


RISL 


y 

r 

s 

. 

) 

1 Multi Conferencing Unit (MCU) with Hardware $ 1 Nos. Y 3 6 3 3 

2 Recorder with Video Streaming, Editing and Publishing 1 Nos. Y 3 6 3 3 

software $ 

3 Server $ 1 Nos. Y 3 6 3 3 

4 End Point Video Conferencing equipments $ 7 Nos. Y 3 6 3 3 

5 Pan Tilt Zoom Camera $ 7 Nos. Y 3 6 3 3 

6 4500 lm, Projector $ 7 Nos. Y 3 6 3 3 

7 132" Wide motorized screen with 

7 Nos. Y 3 6 3 3 

wireless remote $ 

8 50" HD Prof Plasma display with Wall/ Ceiling mount Kit $ 26 Nos. Y 3 6 3 3 

9 Tablet Monitor $ 7 Nos. Y 3 6 3 3 

10 Desktop $ 7 Nos. Y 3 6 3 3 

11 Document Camera $ 7 Nos. Y 3 6 3 3 

12 Multi Input Scaler $ 7 Nos. Y 3 6 3 3 

e 

s 

a 

n 

d 

p 

a 

t 

c 

h 

e 

s 

( 

i 

n 


RISL 


13 8*8 RGBHV Switcher $ 7 Nos. Y 3 6 3 3 

14 USB Extender TX and RX $ 7 Nos. Y 3 6 3 3 

15 VGA over Twisted pair (both transmitter and receiver) $ 20 Nos. Y 3 6 3 3 

16 Passive Wall plate 15 Pin HD, 3.5 mm Stereo Audio $ 7 Nos. Y 3 6 3 3 

17 Podium Furniture $ 7 Nos. Y 1 N N N 

A A A 

18 Floor Box $ 7 Pack Y 3 6 3 3 

19 Passive Wall plate VGA for Floor Box $ 7 Nos. Y 3 6 3 3 

20 Wireless Lapel Microhone $ 7 Nos. Y 3 6 3 3 

21 Wireless Vocal Microphone $ 20 Nos. Y 3 6 3 3 

22 Gooseneck Microphone $ 14 Nos. Y 3 6 3 3 

23 Audio DSP with AEC $ 7 Mtr. Y 3 6 3 3 

24 Power Amplifier $ 7 Nos. Y 3 6 3 3 

25 Transformer panel $ 14 Nos. Y 3 6 3 3 

26 Wall Mount Constant Beam Speakers for Uniform Coverage 

$ 

40 Nos. Y 3 6 3 3 

27 Podium Mount Touch Panel for control systems $ 7 Nos. Y 3 6 3 3 

28 Central Control Processor $ 7 Nos. Y 3 6 3 3 

29 24 Port managed L2 Switch $ 7 Nos. Y 3 6 3 3 

30 IR Probes $ 14 Nos. Y 3 6 3 3 

31 Four Port Power Control $ 14 Nos. Y 3 6 3 3 

32 Five Conductor Mini High Resolution 

Cable RGBHV/VGA bulk Cable (in Mts) $ 280 Mts Y 3 6 3 3 


RISL 


70 Mts. Y 3 6 3 3 

33 Two Conductor Mini High Resolution 

Cable* S video bulk Cable (in mts) $ 

34 Speaker Cable Bulk Cable (in mts) 700 Mts 

35 Line Audio bulk Cable (in mts) $ 140 Mts. Y 3 6 3 3 

36 Mic cable bulk Cable (in mts) $ 140 Mts. Y 3 6 3 3 

37 Twisted pair cable (in mts) $ 280 Mts. Y 3 6 3 3 

38 Imported/Branded bulk Connectors (1 Lot) $ 1 Lot Y 3 6 3 3 

39 42 U Rack $ 1 Nos. Y 3 6 3 3 

40 5 KVA Online UPS $ 7 Nos. Y 3 6 3 3 

Passive/ Connecting Equipments (The quantities of item no. 8, 15, 31, 32, 33 ,34 ,35 ,36 ,37 are estimated. Payment for the these components shall be 

made as per the actuals i.e. actual quantity consumed at the site of installation duly verified by the concerned officer of RISL/ Medical College) 

 

 

 

 

The above are the minimum requirements and the successful bidder has to supply, install, integrate, test and commission any other equipment/ software that 

is required for the smoother implementation/ operation of the Project but is not mentioned in the Bill of Material and at the time of bid submission, the bidder 

may append all such additional items to the financial bid. 

Details of the delivery and installation location is provided in the table below. 

Detailed Technical Specification are given in the Annexure-2 

For Items marked $ bidder shall supply samples as per the clause “Samples” of the bid document. 


s 

1 

2 

Items 

Multi Conferencing Unit (MCU) 

with Hardware 

Location wise BoM (tentative): 

RUHS. SMS Jaipur Dr. SNMC 

Jodhpur 

RNT Medical 

College 

Medical 

College 

Kota 

Sardar 

Patel 

Medical 

College, 

Bikaner 

JLN 

Medical 

College, 

Ajmer 

Udaipur 

Total 

1 - - - - - - 1 

Recorder with Video Streaming, 

1 - - - - - - 1 

Editing and Publishing software 

Server 1 - - - - - - 1 

3 

4 

End Point Video Conferencing 

equipments 

1 1 1 1 1 1 1 7 

Pan Tilt Zoom Camera 1 1 1 1 1 1 1 7 

5 

4500 lm, Projector 1 1 1 1 1 1 1 7 

6 

7 

8 

132" Wide motorized screen with 

wireless remote 

50" HD Prof Plasma display with 

Wall/ Ceiling mount Kit 

1 1 1 1 1 1 1 7 

2 4 4 4 4 4 4 26 

9 Tablet Monitor 1 1 1 1 1 1 1 7 

10 Desktop 1 1 1 1 1 1 1 7 

11 Document Camera 1 1 1 1 1 1 1 7 

12 Multi Input Scaler 1 1 1 1 1 1 1 7 

13 8*8 RGBHV Switcher 1 1 1 1 1 1 1 7 


RISL 


14 USB Extender TX and RX 

15 

16 

VGA over Twisted pair (both 

transmitter and receiver) 

Passive Wall plate 15 Pin HD, 3.5 

mm Stereo Audio 

1 1 1 1 1 1 1 7 

2 3 3 3 3 3 3 20 

1 1 1 1 1 1 1 7 

17 Podium Furniture 1 1 1 1 1 1 1 7 

18 Floor Box 1 1 1 1 1 1 1 7 

Passive Wall plate VGA for Floor 

1 1 1 1 1 1 1 7 

19 Box 

Wireless Lapel Microhone 1 1 1 1 1 1 1 7 

20 

Wireless Vocal Microphone 2 3 3 3 3 3 3 20 

21 

22 Gooseneck Microphone 2 2 2 2 2 2 2 14 

23 Audio DSP with AEC 1 1 1 1 1 1 1 7 

24 Power Amplifier 1 1 1 1 1 1 1 7 

25 Transformer panel 2 2 2 2 2 2 2 14 

Wall Mount Constant Beam 

4 6 6 6 6 6 6 40 

Speakers for Uniform Coverage 

26 

27 

28 

Podium Mount Touch Panel for 

control systems 

1 1 1 1 1 1 1 7 

Central Control Processor 1 1 1 1 1 1 1 7 

29 24 Port managed L2 Switch 1 1 1 1 1 1 1 7 

30 IR Probes 2 2 2 2 2 2 2 14 

Four Port Power Control 2 2 2 2 2 2 2 14 

31 


RISL 


32 

33 

34 

35 

36 

37 

38 

Five Conductor Mini High 

Resolution Cable RGBHV/VGA 

bulk Cable (in Mts) 

Two Conductor Mini High 

Resolution Cable* S video bulk 

Cable (in mts) 

Speaker Cable Bulk Cable (in 

mts) 

Line Audio cable bulk Cable (in 

mts) 

40 40 40 40 40 40 40 280 

10 10 10 10 10 10 10 70 

100 100 100 100 100 100 100 700 

20 20 20 20 20 20 20 140 

Mic cable bulk Cable (in mts ) 20 20 20 20 20 20 20 140 

Twisted pair cable (in mts) 40 40 40 40 40 40 40 280 

Imported/Branded bulk 

Connectors (1 Lot) 

1 1 1 1 1 1 1 7 

39 42 U Rack 1 1 1 1 1 1 1 7 

40 5 KVA Online UPS 1 1 1 1 1 1 1 7 


ANNEXURE-2: TECHNICAL SPECIFICATIONS 

Note: All the specifications below are minimum specifications and higher specifications shall be used 

wherever necessary/ required. Deviation on higher side shall only be considered and no extra weightage 

shall be awarded for such deviations. 

Item No. – 1: Multi Conferencing Unit (MCU) with Hardware 

Item Description of Requirement Compl 

iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

General 

Multi Party support 

Mention Make 

Mention Model 

The Multipoint Control Unit (MCU) shall support up to 8 and 

shall be scalable and upgradable to 10 sites @1080p each site 

(with dedicated encode and decode streams) by adding 

license/module to the hardware appliance or software upgrade 

without changing main hardware appliance. The quality of users’ 

experience must not be affected by other users’ capabilities. 

The MCU shall allow both scheduled conferences and ondemand 

conference IDs (all managed within the MCU without 

the assistance of external software) 

The MCU shall have an internal scheduling mechanism requiring 

no external software. 

The video system shall present its internal schedule in calendar 

view, capable of displaying the month, day and hour in a gridstyle 

layout. 

The MCU shall allow end users to select their own custom layout 

without affecting any other participants in the call. 

The MCU must provide support minimum 12 continuous layouts 

or higher 

The MCU must support DTMF tone and far-end camera control to 

switch user layouts and enhance the user experience 

The MCU must provide on-screen interactive overlay for 

configuration items such as self-view and speaker order 

The MCU shall support 8 sites/ports@1080p at each site from 

day one 

Multi Vendor It should support Multi Vendor End Terminals and shall be based 

Terminals support on latest applicable ITU standards 

Transcode 

Shall transcode calls during conferences 

Data Presentation Shall comply to dual mode H.239 standards for multiple video 

Sharing 

channels enabling Video & Presentations sharing simultaneously 

in a single call. 

Protocols 

Shall comply to H.323 & SIP (both video and content) 

Video / 

Shall comply to H.261, H.263 and H.264 

Presentation 

Standards 

Network Support 10/100/1000 Mbps interface 

Network Should be able to connect at speeds from at-least 128 kbps to 1 

Mbps per port 

Security 

Shall have strong password/ PIN protected conference setup 

Shall support AES encryption 

Shall support H.235 protocol 

Integration 

External Gatekeeper, ISDN Gateways, 3G Gateway 

Audio support G.711, G.722, G.723/ G.729 / G.728/ AAC LC/LD or as per 

system 

Management Web-based configuration page 

Item No. – 2: Recorder with Video Streaming, Editing and Publishing software 

Page No. 

where 

the 

specs 

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attached 


RISL 



iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Features 

Network 

Hardware 

Mention Make 


Server Software with features for recording and editing the VC 

session involving 8 participants 

Publishing and content management features for the recorded 

VC session. Recorded session shall be automatically published 

and accessible on a web browser interface 

Sufficient number of licenses for to be supplied by the bidder for 

recording VC complete session including lecture delivery and 

interactive question answer sessions at 8 different sites 

User must be able to initiate recording from pressing a single 

button on the remote control and create HD video recordings 

with data sharing in a Video call 

User must be able to initiate HD video recordings along with data 

stream capture from the streaming/recording solution into a video 

conferencing device provided by multiple vendors 

User must be able to upload H.264 videos from a local drive into 

the streaming/recording solution 

System must be capable of dynamically recording an H.239 

session and displaying it in conjunction with the primary video 

session. 

Live and on-demand recordings must be available for viewing on 

mobile devices like iPad/iPhone/iPod 

The streaming/recording solution must provide support for 

network storage of recorded videos. The network storage options 

must include NFS, CIFS or SMB 

Admin must be able to monitor all the ongoing video recordings 

on the streaming/recording solution and be able to terminate any 

of them. 

The system must be capable of integrating into any LDAP 

environment 

The system must support recording bitrates up to 2 Mbps and 

must be able to deliver HD video recordings at 800 kbps 

Should support Gigabit Ethernet — Connection to the LAN is via 

10/100/1000Base-T Ethernet, affording the highest possible 

transfer rate for uploading HD media files to your network server 

or streaming live video 

The hardware appliance system must be capable of following the 

following on the appliance: 

Storing 2000 hrs @ 720p30 

Streaming 500 sessions @ 720p30 

Viewing 200 sessions @ 720p30 

Page No. 

where 

the 

specs 

are 

attached 

Streaming Editing 

and Publishing 

Software 

Recording – Records audio, video at 720p and Dynamically 

captures video and data without pre configuring required 

Should support Live Streaming — As an alternative to capturing 

video and should be used to stream live HD video and audio via 

RTSP to a computer, mobile device, touch screen, or third-party 

streaming server. 

Editing Software – Should have functionalities for editing the 


RISL 


recorded videos 

Publishing – Shall be able to attaches titles and tags recordings, 

files them to the proper channel, assigns access privileges and 

publishes videos to the web 

Software shall be provided with required number of licenses 

considering the functional requirement 

Content Management- Shall provide web interface and video 

metadata content 

Item No. – 3: Server 


iance/ 

Deviat 

ions 

Model Offered Mention Make 

Make Offered Mention Model 

Mandatory Cert. OEM – ISO 9001 Manufacturer, Certified on supplied OS 

Processor 

1 x Intel Xeon E5620 (12MB L3 Cache/ 2.40 GHz) or higher 

Chipset 

Intel E 5520 series or better on original Intel/ OEM motherboard 

Ram/ Main 

64 GB DDR3 1066 MHz 

Memory 

Hard Disk 

4 x 1 TB SATA HDD at 7200 RPM 

Capacity & Type 

Form Factor Rack Mountable 

Storage Controller SATA Controller RAID 0,1 

Monitor / Display 18.5” Wide TFT Monitor or higher TCO’05 Certified 

Unit 

Networking 2x1 Gbps Ethernet Card with Full duplex TCP/IP offload engine/ 

Intel® I/O Acceleration Technology (I/OAT) and WOL feature 

Mouse With Pad Two button optical scroll mouse 

Keyboard 

Mechanical Keyboard 

Bays 

4 Nos. of Hot swappable bays 

PCI Slots Min. 4 PCI/ PCI express incl. 1 PCI Express X 16 

Ports 

6 USB 2.0 ports, 1 serial port, 1 VGA 

Optical & external Internal latest DVD RW (16X or higher) 

Storage 

Operating System 

& support 

Latest RHEL Standard Edition with three year standard 

subscription support 

Power 

Management 

ACPI (Advanced Configuration and Power Management 

Interface) 

Bundle Software OEM System Health monitoring tool available with hardware 

Antivirus 

Latest Kaspersky/ Quick heal/ Trend Micro/ Symantec Internet 

Security, 3 years subscription from the date of installation) 

Item No. – 4: End Point Video Conferencing equipments 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

General 

Mention Make 


The VC Terminal shall be inclusive of CODEC, PTZ Camera, 

Omni Microphone and Remote, MCU, Cabinet, Audio system, 

Camera Stand, Camera Plate, Technical & Operation Manual 

The video conference system must have automatic noise 

reduction, automatic gain control and echo cancellation 

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the 

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are 

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specs 

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RISL 


CODEC 

Camera 

Microphone 

Remote 

MCU 

CODEC shall be based on IP for H.323 and SIP communication 

and shall meet H.320 Standards for ISDN based connectivity. 

CODEC shall be H.264 with fall back to H.263 Video standards 

with 16:9 and 4: 3 aspect ratio 

CODEC should work at 1920x1080p @ 25/30 Frames/Sec. 

It should have dual display meeting H.239 standards and Data/ 

PPT sharing facility. 

The CODEC should have inbuilt speakers else same to be 

provided separately 

The video conference system shall support NAT/firewall traversal 

(H.460/SIP) 

The video conference system shall support auto-discovery 

address/directory lookup. 

Audio: Full duplex audio with echo cancellation feature and 

supporting G.711, G.722, G.728/ G.729 / AAC LC/LD or 

equivalent or as per system offered. 

Video input: S-Video/ RCA/ VGA / superior port i.e XGA/DVI/HD- 

SDI/HDCI/HDMI or as per system offered. (Min. 2 Video Inputs 

inclusive of Data sharing feature) 

Video Output: The video conference system must support a 

minimum of two external Full HD displays, 1920x1080p, for a 

crystal-clear picture and data-sharing 

Audio Input: 

System must be equipped with two number of Omni directional 

High Definition Microphone Array with mute button on Mic or 

Remote control 

It should be possible to integrate the system with high definition 

mic mixer for larger room coverage 

System should be capable of supporting 2 microphones to for a 

wider coverage of room 

Audio Output: RCA/ RJ-45/ RJ-11/ Main Audio/ other Outputs or 

as per system offered. (Min. 2 outputs) 

CODEC should have H.235/ AES security features 

Camera, Microphone and Remote Specification are given below: 

The video conference system must support video recording and 

streaming of video from video end point to external recording 

server without any port loss 

The system should have either DVI or HDMI input for laptop for 

data sharing. The system should support H.239 

The video codec should support both IPv4 and IPv6. 

The video codec shall support a PSTN circuit that is directly 

connected 

The video conference system shall support low bandwidths down 

to a minimum of 128 kbps 

It should have separate PTZ Camera with min 10X Optical Zoom 

and wide angle view up to 65 Degree. 

The Camera also should have 1920x1080p @ 25/30 

Frames/Sec resolution. 

The Camera should be Auto Focus 

The Camera also should have 1920x1080p @ 25/30 

Frames/Sec resolution 

Should support 2 nd camera with PTZ capability and also support 

minimum HD quality i.e, 720P Resolution. 

The Microphone should be omni type with high Gain, meeting 

Audio standards of CODEC. 

The Microphone shall be supplied with standard cable so that it 

can be kept at distance from the CODEC 

The Terminal should be supplied with standard Remote for multi 

function capability including Call Set up, Remote Camera Control, 

Dual display function etc. 

CODEC should have inbuilt 1+3 party or as a separate 4 party 


RISL 


MCU capability 

If the codec does not have MCU Interface capabilities inbuilt in 

the Terminal, then external units to be supplied to meet 

functionality. 

In multi party mode, each party/port essentially should operate at 

1920x1080p @ 25/30 Frames/Sec resolution. 

MCU should have H.235/ AES security features 

Item No. – 5: Pan Tilt Zoom Camera 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

General 

Mention Make 


Should be from the same OEM for which VC equipment is 

provided 

Should be compatible with the Codec supplied and shall function 

as auxiliary camera input 

It should have separate PTZ Camera with min 4X Optical Zoom 

and wide angle view up to 65 Degree. 

The Camera also should have 720 P resolution @ 25/30 

Frames/Sec resolution 

The Camera should be Auto Focus 

Should support 2 nd camera with PTZ capability and also support 

minimum HD quality i.e, 720P Resolution. 

Item No. – 6: 4500 lumen projector 


iance/ 

Deviat 

ions 



General 

4500 lumens Projector 

Type 

LCD Technology 

Lamp 

300W Lamps 

Contrast ratio 3000:1 

Resolution 1280*800 

Aspect Ratio 16:10 

Screen size: 50"-300" Diagonal 

Optical Axis shift Vertical: +60% (powered) 

horizontal: ±10% (powered) 

Keystone 

Vertical ±40° 

correction range 

Installation: Ceiling/floor, front/rear 

Input 

Computer component-2, HDMI-1, Video IN, S-Video In, Serial 

IN/OUT, Remote IN/OUT,LAN Computer out-1 

Lamp Life 

Min 4000 hrs 

Feature: 

+/-360 degree Installation 

Web browser Control/Monitoring 

Low standby power 

Direct Power Off 

Sliding lens cover 

Shall be supplied with Ceiling/floor mount kit 

Item No. – 7: 132" Wide motorized screen with wireless remote 


iance/ 

Deviat 

Page No. 

where 

the 

specs 

are 

attached 

Page No. 

where 

the 

specs 

are 

attached 

Page No. 

where 

the 


RISL 




General 

132" Motorised screen 

Aspect Ratio: Widescreen 16:9 

Material Type: Matte White 

Product Category: Electric Screens 

Wiring: Hardwired 

It should be Plug & Play with built-in Low Voltage Controller (LP) 

and Plug & Play with built-in Quiet and Low Voltage Controller 

Item No. – 8: 50" HD Professional Plasma display with Wall/ Ceiling mount Kit 


iance/ 

Deviat 

ions 



Screen Size 50 inch or more 

Aspect Ratio 16:9 

Effective Display should be 43.5" x 24.4" or more 

Area (W x H) 

Support 

Hindi font/ language support 

Resolution (HxV) 1,024 x 768 pixels 

Contrast Ratio 2,000,000 : 1 

Minimum Panel 100,000 hours 

Life 

Input s 

HDMI input, Component/RGB IN, Audio, DVI-D IN, Audio IN, PC 

IN, Audio IN, RS-232C IN 

Power 

300 W or less 

consumption 

Speaker 16W (8W + 8W) 

Item No. – 9: Tablet Monitor 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Screen Size 

Active Area 

Data port 

Resolution 

Stand Adjustability 

Accessory 

Mention Make 


15 inch or more 

13.6 X 7.7 or more 

USB 

1024 X 768 or higher 

19° - 72° incline 

Digital pen for writing, other standard accessories shall be 

supplied 

Item No. – 10: Desktop 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Mention Make 


ions 

specs 

are 

attached 

Page No. 

where 

the 

specs 

are 

attached 

Page No. 

where 

the 

specs 

are 

attached 

Page No. 

where 

the 

specs 

are 

attached 


RISL 


Mandatory Cert. OEM – ISO 9001 Manufacturer, Certified on supplied OS and UL 

Processor 

Intel Core i5-3570 (3.40 GHz, 6 MB L3 cache) or higher 

Chipset 

Intel H61 or better on original Intel/ OEM motherboard 

Memory 

4 GB 1333 DDR3 RAM 

HDD 

500 GB 7200 Serial ATA HDD or higher 

Monitor 

47 cm (18.5 inch) TFT Digital Colour Monitor TCO’05 Certified 

Bays 

Min. 4 nos. 

Keyboard 

Mechanical Keyboard 

Mouse 

Two button Optical Scroll Mouse 

Optical Device DVD RW (Min. 16x) or higher 

Cabinet 

Mini Tower / SFF 

Dust Cover Quality dust cover for Monitor, CPU, Keyboard, Mouse 

USB 

Min. 6 USB (min. 2 in front, 4 in rear) 

Network Features 10/100/1000 on board integrated network port 

Ports 

Minimum 1 Serial, 1 Parallel 

Multimedia 

Integrated Audio and Graphic Controller 

Operating System Latest Genuine Microsoft Windows 7 Professional(SP1) with 

Media and documentation (With recovery CD as case may be) 

and certificate of authenticity 

Office Suite Preloaded with Standard MS Office 2007 

Antivirus 

Latest Kaspersky/ Quick heal/ Trend Micro/ Symantec Internet 

Security, 3 years subscription from the date of installation) 

Item No. – 11: Document Camera 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Sensor 

Resolution 

Frame Rate 

Mention Make 


CMOS 

1.4 Mega pixels for high quality images 

30 Frames per second 

Zoom 

6X optical and 8X digital 

Shooting area 400 * 240 mm or more 

Lamp 

LED 

Inputs VGA in, Built in microphone and 3 audio input port, 1 S video, 1 

Composite video 

Compatible OS All Windows Operating System 

VGA Output XGA, SXGA/ WXGA, HD 

Memory Interface SD Card Slot 

Internal Memory 100 Images or more 

Item No. – 12:Multi Input Scaler 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Inputs 

Output 

Output Resolution 

Mention Make 


1 VGA/SVGA/XGA/SXGA on an 15-pin HD connector 

1 composite video on an RCA connector 

1 component video (Y, Cb, Cr) on RCA connectors 

1 s-Video on a 4p connector 

1 RGB/YPbPr on an 15-pin HD connector 

VGA (640x480), SVGA (800x600), 

GA,(1024x768),SXGA,(1280x1024), HDTV: 480p, 576p, 720p, 

1080i 

Page No. 

where 

the 

specs 

are 

attached 

Page No. 

where 

the 

specs 

are 

attached 


RISL 


OUTPUT 

REFRESH RATE: 

CONTROLS: 

ADDITIONAL 

CONTROLS: 

Features 

60Hz for computer graphics resolutions, 50/60Hz for HDTV 

resolutions 

Front panel buttons and infra red remote for menu driven OSD 

control 

Contrast, brightness, color, tint and sharpness; resolution, output 

,image scaling, output mode, 3D comb filter function and aspect 

ratio 

Automatic detection of NTSC, PAL-B, PAL-G, PAL-I, PAL-D, and 

SECAM video standards 

An On-Screen Display (OSD) for easy setup and adjustment, 

accessible via the IR remote control and via the front-panel 

buttons 

A high-performance adaptive 3D comb filter (for precise color 

management) 

A Vertical Temporal (VT) Filter for removing jagged artifacts 

Advanced color/luminance transient improvement circuitry 

Item No. – 13: 8*8 RGBHV Switcher 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Input 

Output 

MAX. OUTPUT 

LEVEL 

BANDWIDTH 

CONTROLS: 

INDICATORS 

Mention Make 


8 XGA on 15−pin HD connectors (VGA through UXGA) 

8 unbalanced stereo audio 3.5mm mini jacks. 

8 VGA on 15−pin HD connectors (VGA through UXGA) 

8 balanced stereo audio terminal block connectors. 

Video: 2.3Vpp; Audio: 3.2dBu. 

Video: 360MHz; Audio: 22kHz. 

Input/output selector buttons, all, off, video, audio, AFV, store, 

recall, take audio level, and lock buttons. RS−232, RS−485, and 

Ethernet control. Input and output level control, infrared. 

Multi−character displays on the front panel. 

HDTV Compatible. 

Glitch−free switching of non−gen locked sources by setting the 

transition time of a switch from 0 to 3.5sec 

Item No. – 14: USB Extender TX and RX 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

USB Extender TX 

Features 

USB Extender RX 

Mention Make 


It should extend USB peripherals up to 450 feet (135 meters) on 

one CAT 5/5e/6 or CAT 7 cable 

It should support USB 1.0, 1.1, and 2.0 standards with data 

transfer rates up to 480 Mbps — Allows high speed transfer from 

other mass storage devices. 

Allows simultaneous connection to multiple peripheral devices 

such as the Annotator, mass storage devices, keyboards, mice, 

or other Human Interface Devices. 

It should have Port Status LEDs — Provides visual indication of 

port activity for enumerated peripherals and all connected and 

active host devices. 

Should be UL, FCC certified 

It should extend USB peripherals up to 450 feet (135 meters) on 

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features 

one CAT 5/5e/6 or CAT 7 cable 

It should support USB 1.0, 1.1, and 2.0 standards with data 

transfer rates up to 480 Mbps — Allows high speed transfer from 

other mass storage devices. 

It should have an integrated four port hub to allow simultaneous 

connection to multiple peripheral devices such as the Annotator, 

mass storage devices, keyboards, mice, or other HID – Human 

Interface Devices. 

It should have Port Status LEDs — Provides visual indication of 

port activity for enumerated peripherals and all connected and 

active host devices. 

Should be UL, FCC certified 

Item No. – 15: VGA over Twisted pair (both transmitter and receiver) 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Transmitter 

Features 

Mention Make 


Max Resolution: WUXGA & 1080p. 


System Range - Greater than 300ft (100m). 

EDID Capture - Copies and stores the EDID from a display 

device. 

Unidirectional RS-232 Port - For transmitting control commands. 

Power Connect System - A single connection to the transmitter 

or the receiver powers both units when the devices are within 

150ft (50m) of each other. 

Receiver Features Max Resolution: WUXGA & 1080p. 


Audio Outputs - Unbalanced stereo and S/PDIF (24-bit 48kHz) 

simultaneously. 

Level (Gain) and EQ (Peaking) Controls. 

System Range - Up to 100m (300ft). Greater distances possible 

depending on resolution and cable. 

Power Connect System - Only one unit in a system, the 

transmitter or the receiver needs to be connected to a power 

source when the devices are within 50m (150ft) of each other. 

Item No. – 16: Passive Wall plate 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Features 

Mention Make 


Computer Graphics, USB, Composite Video & Stereo Audio 

Passive Wall Plate 

Front Panel Connections - 15-pin HD (F), USB-B (F), 3.5mm (F), 

& 3 RCA (F). 

Rear Panel Connections - 15-pin HD (F), USB-A cable (F), 

3.5mm (F), & 3 RCA (F). 

Wall Plate Size - 1 gang EU/US. 

Item No. – 17: Podium Furniture 


iance/ 

Deviat 

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RISL 




General 

OEM should be ISO 9001, ISO 140001 and OHSAS certified 

It should be designed with Top of Lectern Table made of good 

quality wooden material 

Under structure shall be made of thick powder coated ERW 

tubes at base which are welded to the Vertical Channels of thick 

powder coated sections. 

Footrest and Modesty panels provided for stability. The tubes 

are closed with Plastic caps. Level adjustors are provided to take 

care of unevenness in floor 

The table shall be provided with the single drawer unit with 5 

Lever Cam Lock and Built in Plastic 

Installation 

It should have space for an Interactive Tablet Monitor and PC 

IT should have Monitor slot and keyboard sliding tray 

Able to attach the gooseneck microphone, document camera 

and an USB port for your USB devices 

19” space inside the Lectern Table for your devices 

Sample 

Sample must be submitted to RISL before technical evaluation 

Item No. – 18: Floor Box 


iance/ 

Deviat 

ions 



General 

6 gang floor Box with AV Connectivty and LAN 

Item No. – 19: Passive wall plate - VGA for floor box 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

General 

Mention Make 


Computer Graphics Video & Stereo Audio Passive Wall Plate 

Front Panel Connections - 15-pin HD (F) and 3.5mm (F). 

Rear Panel Connections - 2 6-pole terminal blocks. 

Wall Plate Size - 1 gang EU/US. 

Item No. – 20: Wireless Lapel Microphone 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Lapel Transmitter 

Mention Make 


Power, mute and battery status LED 

Power/mute combination switch 

Type : Dynamic, Cardioid 

9V battery (alkaline) 

8 hours of battery life 

75m (250 ft.) operating range 

Frequency Response : 60Hz to 12,000Hz 

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Output Level : -47dBV/Pa (4.5 mV) 

Maximum SPL :120dB 

Lapel Receiver Signal/Noise Ratio : 120 dB (A) 

Housing: Molded ABS 

Item No. – 21: Wireless Vocal Microphone 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Transmitter 

Mention Make 


Microphone Type: Dynamic, Super Cardioid 

THD

RISL 


12 Channels of AEC Processing with Auto Gain Control and 

Noise Cancellation 

48 Channel, Low Latency, Fault Tolerant Digital Audio Bus 

Clear Front Panel LED Indication 

Bi-Directional Locate Functionality 

12 Control Inputs and 6 Logic Outputs for GPIO Integration 

Rich Palette of Processing and Logic Objects 

Maximum Output Level: +25dBu 

Frequency Response: 20Hz-20KHz 

Crosstalk:

RISL 


Mounting and 

Installation: 

Included wall bracket provides continuously adjustable ±15 

degree tilt, as well as 5 degree fixed increment points within the 

range. 

Item No. – 27: Podium Mount Touch Panel for control systems 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Features 

Mention Make 


3.5" color touch screen with 320x240 resolution , 16 bit or better 

graphics 

TFT Active matrix color LCD 

Can be mounted on wall, table or any flat surface 

It should have Built-in speaker provides audible feedback when 

a button is pressed 

Compatible with all IP control processors 

Full-motion video display for preview and monitoring 

Automatic clock synchronization with controller for accurate 

time/date display 

GUI software for template-based touch screen layout design 

Support for Web as a convenient, additional point of control 

DRAM: 12MB, RAM :6MB 

10/100 network interface 

Item No. – 28: Central Control Processor 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Control System 

Features 

Mention Make 


It should support Ethernet monitoring and control — Manage, 

monitor, and control AV devices using a standard Ethernet 

network. 

Eight bidirectional RS-232 ports for universal control of display 

devices, switchers, and other AV equipment 

Provides simultaneous two-way control and monitoring of eight 

serial devices. 

SDRAM : 32 MB 

Flash : 4 MB or higher 

Eight one-way IR/Serial ports 

Eight relays for controlling room functions 

Should support Ethernet-controllable devices — Allows for 

control of up to eight Ethernet-enabled AV devices such as 

displays, switchers, and sources. 

Extensive library of Certified device drivers — Device drivers 

allow products to control various display and source devices, 

such as projectors, flat-panel displays, and DVD players 

Integrated high performance Web server. 

Support industry standard communications protocols like ARP, 

ICMP, IP, TCP, UDP, DHCP, HTTP, SMTP, and Telnet 

Should have Multiple levels of access with password protection 

Should have LED status indicators monitor activity of the device 

Item No. – 29: 24 Port managed L2 Switch 


iance/ 

Deviat 

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RISL 


Model Offered 

Make Offered 

Certifications 

Features 

Mention Make 


FCC, VCCI, CE 

Switching capacity of 48 Gbps or more 

Packet Forwarding rate of 30Mpps or higher 

PoE enabled switch with 24 port of 10/100/1000 type 

Mac address table of 16k entries 

Transmission method : Store and forward 

MTBF : More than 200,000 hours 

Shall support STP, 802.1 dstp, 802.1w rstp,802.1p QoS, IGMP 

snooping 

Item No. – 30: IR Probes 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Features 

Mention Make 


It should be Compact sensor with 6' (1.8 m) wire lead provides 

flexible placement options 

It accepts IR signals from infrared remote controls 

Item No. – 31: Four Port Power Control 


iance/ 

Deviat 

ions 



Features 

It should have four IEC female A/C outlets 

It should support Remote on/off control of individual AC power 

outlets 

Individual AC outlets can be turned ON or OFF from any Webbrowser 

by an administrator and scheduled for automatic 

powering ON and OFF daily 

It should have Intelligent current sensing with alarm thresholds — 

User defined thresholds can be set for specific AV devices 

denoting full power consumption, standby status or an off and 

physically disconnected state 

Administrators can monitor AV systems for conditions or events 

that are inappropriate, such as unwanted power down situations 

or unplanned disconnected products. 

When power is restored following an outage, it shall power up 

devices in a specific sequence rather than all at once to avoid 

tripping breakers 

Flash Memory : 6 MB or higher 

Support industry protocol like IP, TCP, UDP, DHCP, HTTP, 

SMTP, and Telnet. 

Item No. – 32: Five Conductor Mini High Resolution Cable RGBHV/VGA bulk Cable 


iance/ 

Deviat 

ions 

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Model Offered 

Make Offered 

Construction 

Mention Make 


Coax Center Conductor:28 AWG 7/36 tinned copper 

Dielectric: Foam polyethylene. 

Coax Jacket Colors: Red, green, blue, yellow, black. 

Outer Jacket: PVC 

Impedance:75 

Attenuation (dB/100ft) : 0.6dB @1MHz- 1.8dB @5MHz-2.5dB 

UL Listed 

Item No. – 33: Two Conductor Mini High Resolution Cable* S video bulk Cable 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

CONSTRUCTION 

Mention Make 


COAX CENTER CONDUCTOR: 26AWG 7/34 tinned copper. 

DIELECTRIC: Foam polyethylene. 

Drain wire: 24AWG tinned copper. 

Outside Jacket : PVC 

Should be from the same OEM from which connecting AV 

equipments are quoted 

Item No. – 34: Speaker Cable Bulk Cable 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Construction 

Mention Make 


Conductor: 16AWG bare copper conductors. 




Item No. – 35: Line Audio cable bulk Cable 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Construction 

Mention Make 


Conductor: 20AWG copper conductors. 


Drain wire : 20AWG 



Item No. – 36: Mic cable bulk Cable 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Construction 

Mention Make 


Conductor: 20AWG copper conductors. 

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Drain wire : 20AWG 



Item No. – 37: Twisted pair cable 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Features & 

Mechanical 

Characteristic 

Mention Make 


- 4 Pair with ETL test report for channel and zero bit error 

- All UTP Components should be from the same OEM. 

- The OEM should be ISO 9001 & 14001 Manufacturing Certified 

- The cabling should be certified to have application support 

warranty for next 20 years or higher. 

Category 6 Unshielded Twisted Pair 4 pair cable shall be 

compliant with ANSI/TIA/EIA-568-B.2-1 

4 pair, 23 AWG, UTP Non Plenum cable jacket. 

Conductor Solid Copper 

Insulator Polyolefin or polyethylene 

Jacket PVC 

Item No. – 38: Bulk Connectors 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Mention Make 


Should be from reputed OEMs and preferably from the same 

OEM for which connecting wires/ AV equipments are quoted 

Item No. – 39: 42 U Rack 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Rack 

Mention Make 


42U Rack 600X1000 mm with front glass door, rear MS steel 

door, Vertical Cable Manager (1), fan tray with 04 fans or higher 

(1), heavy duty shelf (1), Keyboard Tray (1), 10 socket vertical 

PDU (1), with KVM Switch for one server 

Item No. – 40: 5 KVA Online UPS 


iance/ 

Deviat 

ions 

Model Offered 

Make Offered 

Mention Make 


ISO 9001 Series Manufacturer, 

UPS should be ROHS compliant 

Rectifier & Inverter both with Microprocessor Processing Digital 

Design true On-line UPS 

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3 Phase (230V-470V) 

Pure Sine Wave 1/3 phase optional input of UPS 

Input Power factor ≥ 0.9 

Output PF 0.8 

Battery Backup 120 minutes on Full Load (at least 48000 VAH) 

Temperature compensated battery charging feature should be 

built-in for prolonged battery life. 

Mains & Battery Sealed, Valve Regulated Lead Acid, Maintenance Free Battery 

(with battery rack), Mains & Battery Isolation 

Battery 

ISO 9001 & 14001 certified OEM 

Frequency 50 Hz ± 10% 

Efficiency 

Features 

Note: 

 

Min. 90% on full Load 

With all necessary cables & plug, etc. 

Build in LCD display for displaying all requisite UPS & battery 

parameters for both input and output 

Both manual & static bypass switch should be provided 

Inbuilt APFC 

UPS should come with Auto shutdown and monitoring software in 

CD media 

Input Current Harmonic Distortions Less than 10% 

SNMP Enabled 

Input three phase, output single phase 

All the supplied Hardware/ Software should be Interoperable. 


RISL 


ANNEXURE-3: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE- 

QUALIFICATION EXPERIENCE 

{to be filled by the bidder on its letterhead} 

NIT No: F 4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012 

Project Name: 

Country: 

Value of Contract/Work Order (In INR): 

Project Duration: 

Location within country: 

Name of Customer: 

Contact person with address, phone, 

fax and e-mail: 

Total No. of staff-months of the assignment: 

Approx. value of the services provided by your 

company under the contract (in INR): 

Start date (month/year): 

Completion date (month/year): 

Name of associated Bidders, if any: 

Narrative description of Project: 

List of Services provided by your firm/company 

Please attach a copy of the work order/ completion certificate/ purchase order/ letter from the 

customer for each project reference 


RISL 


ANNEXURE-4: PRE-BID QUERIES FORMAT {to be filled by the bidder} 


Name of the Company/Firm: 

Tender Fee Receipt No. __________________Dated____________for Rs. ________________/- 

Name of Person(s) Representing the Company/ Firm: 

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos. 

Company/Firm Contacts: 

Contact Person(s) Address for 

Correspondence 

Email-ID(s) 

Tel. Nos. & Fax Nos. 

Query / Clarification Sought: 

S.No. 

RFP 

Page No. 

RFP Rule 

No. 

Rule Details Query/ Suggestion/ 

Clarification 

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF). 

Queries not submitted in the prescribed format will not be considered/ responded at all by the 

tendering authority. Also, kindly attach the coloured scanned copy of the receipt towards the 

submission of the bidding/ tender document fee. 


RISL 


ANNEXURE-5: TENDER FORM {to be filled by the bidder} 


1) Addressed to: 

Name of the Tendering Authority 

Address 

Managing Director 

RajCOMP Info Services Limited (RISL) 

C-Block, I st Floor, Yojana Bhavan, Tilak Marg, 

Jaipur (Rajasthan) – 302005 

Telephone 5101313, 2229394 

Tele Fax 0141-2228701 

Email 

arogyaonline.risl@rajasthan.gov.in (clearly mention 

the NIT no. in the subject of the mail) 

2) Firm Details: 

Name of Firm 

Name of Contact Person with 

Designation 

Registered Office Address 

Address of the Firm 

Year of Establishment 

Type of Firm 

Put Tick( ) mark 

Public 

Limited 

Private 

Limited 

Partnership 

Proprietary 

Telephone Number(s) 

Email Address/ Web Site Email: Web-Site: 

Fax No. 

Mobile Number 

Mobile: 

Certification/Accreditation/Affiliation, 

if Any 

3) The requisite tender fee amounting to Rs. ________/- (Rupees ) has been 

deposited vide DD/ BC/ receipt no. _______ dated ___________. 

4) The requisite RISL processing fee amounting to Rs. ________/- (Rupees ) has 

been deposited vide DD/ BC_______ dated ___________. 

5) The requisite EMD amounting to Rs. ________/- (Rupees ) has been deposited 

vide Banker’s Cheque/ DD No. ___________ dated ___________. 

6) We agree to abide by all the terms and conditions mentioned in this form issued by the 

Empanelment Authority and also the further conditions of the said notice given in the attached 

sheets (all the pages of which have been signed by us in token of acceptance of the terms 

mentioned therein along with stamp of the firm). 

Date: 

Name & Seal of the firm: ________________________ 

Authorized Signatory: ___________________________ 


RISL 


ANNEXURE-6: BIDDER’S AUTHORIZATION CERTIFICATE {to be filled by the bidder} 

To, 

{Tendering Authority}, 

______________________________, 

______________________________, 

I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby authorized 

to sign relevant documents on behalf of the company/ firm in dealing with Tender/ NIT No: F 

4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012. 

He/ She is also authorized to attend meetings & submit technical & commercial information/ 

clarifications as may be required by you in the course of processing the Bid. For the purpose of 

validation, his/ her verified signatures are as under. 

Thanking you, 

Name of the Bidder: - 

Verified Signature: 

Authorised Signatory: - 

Seal of the Organization: - 

Date: 

Place: 


RISL 


ANNEXURE-7: SELF-DECLARATION – NO BLACKLISTING {to be filled by the bidder} 

To, 


______________________________, 

______________________________, 

In response to the Tender/ NIT No: F 4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012 for 

{Project Title}, as an Owner/ Partner/ Director of 

________________________________________, I/ We hereby declare that presently our 

Company/ firm ___________________, at the time of bidding, is having unblemished record and 

is not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular 

period of time by any State/ Central government/ PSU/ UT. 

If this declaration is found to be incorrect then without prejudice to any other action that may be 

taken, my/ our security may be forfeited in full and our bid, to the extent accepted, may be 

cancelled. 

Thanking you, 




Date: 

Place: 


RISL 


ANNEXURE-8: CERTIFICATE OF CONFORMITY/ NO DEVIATION {to be filled by the bidder} 

To, 


______________________________, 

______________________________, 


CERTIFICATE 

This is to certify that, the specifications of Hardware & Software which I/ We have mentioned in 

the Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in 

conformity with the minimum specifications of the Tender/ bidding document and that there are no 

deviations of any kind from the requirement specifications. 

Also, I/ we have thoroughly read the tender/ bidding document and by signing this certificate, we 

hereby submit our token of acceptance to all the tender terms & conditions without any deviations. 

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the 

end-to-end implementation and execution of the project, to meet the desired Standards set out in 

the Tender/ bidding Document. 

Thanking you, 




Date: 

Place: 


RISL 


ANNEXURE-9: MANUFACTURER’S AUTHORIZATION FORM (MAF) {to be filled by OEMs of 

items as mentioned in Annexure -1} 

(Indicative Format of MAF for all items) 

To, 


RajCOMP Info Services Ltd. 

C-Block, Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-302005, 

Subject: Issue of the Manufacturer’s Authorisation Form (MAF) 

Reference: NIT No. NIT No: F 4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012 

Sir, 

1. We {name and address of the OEM} who are original equipment manufacturers (OEMs) do 

hereby authorize {M/s __________________________} who is our {Distributor/ Channel 

Partner/ Retailer/ Others } to bid, negotiate and conclude the contract with 

you against the aforementioned tender reference for the following Hardware/ Software 

item(s) manufactured by us: 

Item 

No. 

1 

- 

Equipments 

Qt 

y. 

Unit 

Period of Onsite 

Comprehensive 

OEM Warranty 

(in yrs.) 

Period of 

end of 

sale 

(in 

months) 

Period of 

end of 

service 

(in yrs.) 

{to be filled by OEMs of items as mentioned in Annexure-1 (Bill of Material)} 

Period of back 

to back 

support, 

updates and 

patches (in yrs.) 

2. We undertake to provide Comprehensive onsite OEM Warranty for the offered Hardware/ 

Software for the period mentioned above. 

3. We undertake that the item/ items (equipment & software) being quoted is/ have not been and 

is/ are not likely to be declared end of sale for period mentioned above from the date of bid 

submission. 

4. We undertake that the item/ items (equipment & software) being quoted is/ have not been and 

is/ are not likely to be declared end of sale for period mentioned above from the date of bid 

submission. 

5. We undertake that Hardware/ Software offered by the bidder for back to back support, 

updates and patches for the period mentioned above. 

Yours faithfully, 

For and on behalf of M/s (Name of the manufacturer) 

(Authorized Signatory) 

Name, Designation & Contact No.: 

Address: ___________________________________ 

Seal: 


RISL 


ANNEXURE-10: UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS 

{to be filled by the bidder (On Rs. 100/- Non-judicial stamp paper)} 

To, 


______________________________, 

Reference: NIT No: F 4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012 

This has reference to the items being supplied/ quoted to you vide our bid ref. no. __________ 

dated ___________. 

We hereby undertake that all the components/ parts/ assembly/ software used in the equipment 

shall be genuine, original and new components /parts/ assembly/ software from respective OEMs 

of the products and that no refurbished/ duplicate/ second hand components/ parts/ assembly/ 

software are being used or shall be used. In respect of licensed operating system, we undertake 

that the same shall be supplied along with the authorized license certificate with our name/logo. 

Also, that it shall be sourced from the authorized source for use in India. 

In case, we are found not complying with above at the time of delivery or during installation, for 

the equipment already billed, we agree to take back the equipment already supplied at our cost 

and return any amount paid to us by you in this regard and that you will have the right to forfeit 

our EMD/ SD/ PSD for this bid or debar/ black list us or take suitable action against us. 

Authorized Signatory 

Name: 

Designation: 

Note: The signing Authority should be no lower than Company Secretary of the OEM of desktops. 


RISL 


ANNEXURE-11: FINANCIAL BID UNDERTAKING {on bidders letterhead in technical bid} 

To, 

The Managing Director, 

RajCOMP Info Services Limited (RISL), 

Yojana Bhawan, Tilak Marg, C-Scheme, 

Jaipur (Raj.) 


Dear Sir, 

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the receipt 

of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned 

in the Scope of the work, Bill of Material, Technical specifications, Service Level Standards & in 

conformity with the said bidding document for the same. 

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/ 

price are inclusive of all cost likely to be incurred for executing this work. The prices are quoted as 

required in the price- bid given in Annexure-12. 

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery 

schedule specified in the schedule of Requirements. 

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract 

performance guarantee as prescribed in the bidding document. 

I / We agree to abide by this bid for a period of ______ after the last date fixed for bid submission 

and it shall remain binding upon us and may be accepted at any time before the expiry of that 

period. 

Until a formal contract is prepared and executed, this bid, together with your written acceptance 

thereof and your notification of award shall constitute a binding Contract between us. 

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the 

information contained in the bid is true and correct to the best of our knowledge and belief. 

We understand that you are not bound to accept the lowest or any bid you may receive. 

We agree to all the terms & conditions as mentioned in the bidding document and submit that we 

have not submitted any deviations in this regard. 

Date: 


Name: 

Designation: 


RISL 


ANNEXURE-12: PRICE BID (on e-Proc website): 

Tender Inviting Authority: RajCOMP Info Services Limited (RISL) 

Name of Work: Supply, Installation, Commissioning and Maintenance of IT equipments e-Classroom at Medical Colleges & 

RUHS 


Bidder Name: 

PRICE SCHEDULE 

Sl. 

No. 

Item Description 

Est. 

Qty. 

Units 

Rate (R) with comprehensive 

onsite OEM warranty (as per 

warranty clause of chapter 6) 

and including all taxes, levies 

and duties applicable but 

excluding CST, Rajasthan 

VAT & Service Tax (as 

applicable). 

R (in Rs.) =Unit rate * 

Quantity (given in column 3) 

CST (if 

Applicable 

) 

(in Rs.) 

Total 

Amount 

(In Rs. ) 

1 2 3 4 5 6 7 

1 Multi Conferencing Unit 1 Nos. 

(MCU) with Hardware 

2 Recorder with Video 1 Nos. 

Streaming, Editing and 

Publishing software 

3 Server 1 Nos. 

4 End Point Video 7 Nos. 

Conferencing equipments 

5 Pan Tilt Zoom Camera (From 

the same OEM for which VC 

equipment is quoted) 

7 Nos. 

6 4500 lm, Projector 7 Nos. 

7 132" Wide motorized screen 7 Nos. 

with wireless remote 

8 50" HD Prof Plasma display 26 Nos. 

with Wall/ Ceiling mount Kit 

9 Tablet Monitor 7 Nos. 

10 Desktop 7 Nos. 

11 Document Camera 7 Nos. 

12 Multi Input Scaler 7 Nos. 

13 8*8 RGBHV Switcher 7 Nos. 

14 USB Extender TX and RX 7 Nos. 

15 VGA over Twisted pair (both 20 Nos. 

transmitter and receiver) 

16 Passive Wall plate 15 Pin 7 Nos. 

The rates shall be filled 

up separately in given 

format on e- 

procurement portal 

with financial bid. 

HD, 3.5 mm Stereo Audio 

17 Podium Furniture 7 Nos. 

18 Floor Box 7 Pack 

19 Passive Wall plate VGA for 

7 Nos. 

Floor Box 


RISL 


20 Wireless Lapel Microhone 7 Nos. 

21 Wireless Vocal Microphone 20 Nos. 

22 Gooseneck Microphone 14 Nos. 

23 Audio DSP with AEC 7 Nos.. 

24 Power Amplifier 7 Nos. 

25 Transformer panel 14 Nos. 

26 Wall Mount Constant Beam 

Nos. 

Speakers for Uniform 

40 

Coverage 

27 Podium Mount Touch Panel 7 Nos. 

for control systems 

28 Central Control Processor 7 Nos. 

29 24 Port managed L2 Switch 7 Nos. 

30 IR Probes 14 Nos. 

31 Four Port Power Control 14 Nos. 

32 Five Conductor Mini High 280 Mts 

Resolution 

Cable RGBHV/VGA bulk 

Cable (in Mts) 

33 Two Conductor Mini High 

70 Mts. 

Resolution 

Cable* S video bulk Cable (in 

mts) 

34 Speaker Cable Bulk Cable (in 700 Mts 

mts) 

35 Line Audio bulk Cable (in mts) 140 Mts. 

36 Mic cable bulk Cable (in mts) 140 Mts. 

37 Twisted pair cable (in mts) 280 Mts. 

38 Imported/Branded bulk 

1 Lot 

Connectors (1 Lot) 

39 42 U Rack 1 Nos. 

40 5 KVA Online UPS 7 Nos. 

41 Design, Site Survey, 

1 Nos. 

Drawings, Documentation, 

Installation, Programming and 

Training Charges at all the 6 

Medical Colleges and RUHS 

***Total in Figures 

***Total in Words 

Rupees only 


RISL 


ANNEXURE-13: PERFORMANCE BANK GUARANTEE {to be submitted by the bidder’s bank} 

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan 

State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur) 

(Payable at par at Jaipur) 

To, 


RajCOMP Info Services Ltd. (RISL), 

Jaipur. 

1. In consideration of the RajCOMP Info Services Ltd. (RISL) (hereinafter called "RISL") having 

agreed to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the 

demand, under the terms and conditions of an Agreement No..................................dated 

.....................made between the RISL through Director (T) and .......................(Contractor) for 

the work .................(hereinafter called "the said Agreement") of Security Deposit for the due 

fulfillment by the said Contractor (s) of the terms and conditions contained in the said 

Agreement, on production of a Bank Guarantee for Rs...................(rupees 

........................................only), we ...................(indicate the name of the Bank), (hereinafter 

referred to as "the Bank") at the request of ..................Contractor(s) do hereby undertake to 

pay to the RISL an amount not exceeding Rs...................(Rupees..................................only) 

on demand. 

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs.................... 

(Rupees............................only), the amounts due and payable under this guarantee without 

any demur or delay, merely on a demand from the RISL. Any such demand made on the bank 

by the RISL shall be conclusive as regards the amount due and payable by the Bank under 

this guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and 

We....................... (Indicate the name of Bank), bound ourselves with all directions given by 

RISL regarding this Bank Guarantee. However, our liability under this guarantee shall be 

restricted to an amount not exceeding Rs...................... (Rupees....................only). 

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so 

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or 

proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability 

under these presents being absolute, unequivocal and unconditional. 

4. We.....................(indicate the name of Bank) further agree that the performance guarantee 

herein contained shall remain in full force and effective up to and that it shall continue 

to be enforceable for above specified period till all the dues of RISL under or by virtue of the 

said Agreement have been fully paid and its claims satisfied or discharged or till the RISL 

certifies that the terms and conditions of the said Agreement have been fully and properly 

carried out by the said Contractor(s) and accordingly discharges this guarantee. 

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL 

shall have the fullest liberty without our consent and without affecting in any manner our 

obligations hereunder to vary any of the terms and conditions of the said Agreement or to 

extend time of performance by the said Contractor(s) from time to time or to postpone for any 

time or from time to time any of the powers exercisable by the RISL against the said 

Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said 

Agreement and we shall not be relieved from our liability by reason of any such variation, or 

extension being granted to the said Contractor(s) or for any forbearance, act or omission on 

the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such 

matter or thing whatsoever which would but for this provision, have effect of so relieving us. 


RISL 


6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not 

be discharged due to the change in the constitution of the Bank or the contractor(s). 

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this 

guarantee except with the previous consent of the RISL in writing. 

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be 

discharged by the RISL. Notwithstanding anything mentioned above, our liability against this 

guarantee is restricted to Rs........................... (Rupees..............................only). 

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding 

against the Bank and the guarantee herein contained shall be enforceable against the Bank 

notwithstanding any security which the RISL may have obtained or obtain from the contractor. 

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We 

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last 

day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee 

shall expire on the close of the next working day. 

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the 

memorandum and articles of Association/constitution of our bank and the undersigned is/are 

the recipient of authority by express delegation of power(s) and has/have full power(s) to 

execute this guarantee for the power of attorney issued by the bank. 

Dated..........................day of....................For and on behalf of the (indicate the Bank) 

Signature 

(Name & Designation) 

Bank's Seal 

The above performance Guarantee is accepted by the RISL 

For and on behalf of the RISL 

Signature 

(Name & Designation) 


RISL 


ANNEXURE-14: DRAFT AGREEMENT FORMAT {to be signed by selected bidder and tendering 

authority} 

An agreement made this______ (enter date of Agreement)__between__(enter your firm’s name & 

address)__(hereinafter called "the approved supplier", which expression shall, where the context 

so admits, be deemed to include his heirs, successors, executors and administrators of the one 

part and the RISL which expression shall, where the context so admits, be deemed to include his 

successors in office and assigns of the other part. 

Whereas the approved supplier has agreed with the RISL to supply to the Managing Director, 

RISL, Yojana Bhawan, C-Scheme, Jaipur, Rajasthan on behalf of (enter name of client 

organisation) to its various Offices as well as at its branch offices throughout Rajasthan, all those 

articles set forth in our Work Order No. _________ Dated __________ appended hereto in the 

manner set forth in the conditions of the bidding document and contract appended herewith and 

at the rates set forth in the said order. 

And whereas the approved supplier has deposited a sum of Rs.____________ in the form of: - 

a) Cash/ Bank Draft No./ Banker Cheque/ Bank Guarantee No.____________________ 

dated._________ valid upto _____________. 

b) Post Officer Savings Bank Pass Book duly hypothecated to the Departmental authority. 

c) National Savings Certificates / Defence Savings Certificates / Kisan Vikas Patras or any 

other script / instrument under National Saving Schemes for promotion of Small Savings, if 

the same can be pledged under the relevant rule. (The certificates being accepted at 

surrender value) as security for the due performance of the aforesaid agreement which has 

been formally transferred to RISL. 

Now these Presents witness: 

1) In consideration of the payment to be made by the RISL through cheque/ DD at the rates 

set forth in the Work Order hereto appended the approved supplier will duly supply the 

said articles set forth in our Work Order No.___________ dated ___/___/20___ 

thereof in the manner set forth in the NIT, Tender Form, Instructions to Bidders, Terms of 

Reference, General and Special Conditions of the Tender and Contract, Technical Bid and 

Financial Bid along with their enclosures. 

2) The NIT, Tender Form, Scope of Work, General and Special Terms & Conditions of the 

Tender and Contract, Technical Bid and Financial Bid along with their enclosures enclosed 

with the Tender Notice NIT No: F 4.2(78)/RISL/Tech/2012/6704 dated 22/11/2012 and 

also appended to this agreement will be deemed to be taken as part of this agreement and 

are binding on the parties executing this agreement. 

3) Letter Nos._______________ dated __________ received from {bidder} and letter Nos. 

_____________ Dated ____________ issued by the RISL and appended to this 

agreement shall also form part of this agreement. 

4) The RISL do hereby agree that if the approved supplier shall duly supply the said 

articles in the manner aforesaid observe and keep the said terms and conditions, 

the RISL will through cheque/ DD pay or cause to be paid to the approved supplier at the 

time and the manner set forth in the said conditions, the amount payable for each and 

every consignment. 

5) The mode of payment will be as specified in this bidding document/ work order. 


RISL 


The prescribed scope of work/ requirement of services and deployment of technical resources 

shall be effected and completed within the period as specified in the Work Order. 

In case of extension in the delivery and/ or installation period/ completion period with liquidated 

damages, the recovery shall be made on the basis of following percentages of value of stores/ 

works which the bidder has failed to supply or complete the work. 

Condition 

a) Delay up to one fourth period of the prescribed delivery period, successful 

installation & completion of work 

b) Delay exceeding one fourth but not exceeding half of the prescribed delivery 

period, successful installation & completion of work. 

c) Delay exceeding half but not exceeding three fourth of the prescribed delivery 

period, successful installation & completion of work. 

d) Delay exceeding three fourth of the prescribed delivery period, successful 

installation & completion of work. 

Note: 

LD%* 

2.5% 

5.0% 

7.5% 

10.0% 

a. Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be 

eliminated if it is less than half a day. 

b. The maximum amount of agreed liquidated damages shall be 10%. 

c. *The percentage refers to the payment due for the associated milestone 

If the supplier requires an extension of time in completion of contractual supply on account of 

occurrence of any hindrances, he shall apply in writing to the authority which had placed the 

supply order, for the same immediately on occurrence of the hindrance but not after the stipulated 

date of completion of supply. 

Delivery period may be extended with or without liquidated damages if the delay in the supply of 

goods in on account of hindrances beyond the control of the bidder. 

Warranty/ Services shall be provided by the bidder as per terms and conditions of the RFP and 

Contract. 

All disputes arising out of this agreement and all questions relating to the interpretation of 

agreement shall be decided by the RISL and the decision of the RISL shall be final. 

this 

In witness whereof the parties hereto have set their hands on the _____ day of_____ (Year). 

Signature of the Approved 

supplier/ bidder 

Signature for and on behalf of 

MD, RISL 

Designation: 

Date: 

Designation: 

Date: 

Witness No.1 

Witness No.2 

Witness No.1 

Witness No.2 


RISL 


ANNEXURE-15: Undertaking for placing 5 offsite engineers at Jaipur 

{to be filled by the bidder on its letterhead} 

To, 

The Managing Director, 

RajCOMP Info Services Limited (RISL), 

Yojana Bhawan, Tilak Marg, C-Scheme, 

Jaipur (Raj.) 


Dear Sir, 

With respect to the tender mentioned above we declare to place a minimum of 5 service 

engineers’ offsite for duration of 3 years from the date of installation and commissioning. Name, 

E-mail addresses and Phone numbers of these offsite engineers will be provided to RISL, CDAC 

and Hospital during the installation and commissioning process. 

Date: 


Name: 

Designation: 


RISL 


ANNEXURE-16: COMPONENTS OFFERED – BoM 

{to be filled by the bidder} 


Please fill the following BOM for all the offered components. 

S.No. 

Product Details 

(make and model) 

Detailed 

Technical 

Specification 

Reference** 

OEM Details 

(Name, Address, E-Mail, 

Mobile Nos.) 

1. {Item No. xx} 



-- {Item No. xx} 

-- {Item No. xx} 


** Please attach detailed specifications (preferably OEM Product Datasheet) and provide 

reference number in this column. (Deviations, if any, should be appropriately mentioned & 

highlighted in the compliance/ deviation column of the respective table as provided above in the 

Annexure “Technical Specifications”)

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