Himachal Road Transport Corporation

Request for Proposal

for

Selection of Bidder for Implementation of Open Loop

Ticketing System with GPS System on Build Own Operate and
Transfer (BOOT) Model

Managing Director,

Himachal Road Transport Corporation,

HRTC, Head Office, Old Bus Stand Shimla,

Shimla – 171003

Tel: 0177- 2656106

Tender Reference No: HO: 5(CP)/EBTM Tender/2022 – Vol-I

Date of issuance of RFP: 12.07.2022

 IMPORTANT INFORMATION
Sale of RFP document 12.07.2022 at 16:00 Hrs.

Last Date of Submission of written queries 23.07.2022 upto 17:00 Hrs through email
for Pre-bid Conference at dmithrtc@gmail.com only.
Pre-bid conference 29.07.2022 at 11:00 Hrs. at HRTC Head
Office Old Bus Stand, Shimla-3

Start date for submission of online Bids 12.08.2022 at 10:00 Hrs.

Last date for submission of online Bids 18.08.2022 upto17:00 Hrs.

Opening of Pre-qualification & Technical 20.08.2022 at 11:00 Hrs.

bids

Date of Technical Presentation To be intimated later.

Date of Financial Bid opening To be intimated later.

Non-Refundable RFP Document Cost Rs 10,000/- (Rs. Ten Thousand only) in

Earnest Money Deposit (EMD)
Modes of payment of Earnest Money
Deposit
form of Demand Draft from Nationalized
/ Scheduled Commercial bank drawn in
favour of “MD HRTC”, payable at Shimla.
Also please read section 3.4.2 and 3.4.3
of RFP.
Rs 50,00,000/- (Rs. Fifty Lacs only)
In form of DD / Bank Guarantee from
Nationalized / Scheduled Commercial
bank drawn in favour of “MD HRTC”,
payable at Shimla. Also please read
section III of RFP.

I. The Tender Cost and EMD to be submitted in person on or before the last date and time
of submission of bids in the Office of Managing Director, HRTC, Head Office, Old Bus
Stand, Shimla-171003.
II. Pre-Qualification Bids shall be opened initially and eligibility documents will be evaluated.
III. Thereafter, Technical Bids of Eligible Bidders shall be evaluated.
IV. Commercial Bids of Eligible and Technically qualified bidders will be opened thereafter.

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Notwithstanding anything else contained to the contrary in this Tender Document, the Managing
Director, HRTC, Shimla reserves the right to cancel/withdraw/modify fully or partially the
“Invitation of Bids” or to reject one or more of the bids without assigning any reason and shall
bear no liability whatsoever consequent upon such a decision.

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Table of Contents
List of Abbreviations ........................................................................................................................... 11
1. SECTION I: PROJECT BACKGROUND AND OTHER BASIC INFORMATION.................. 12
1.1 About HRTC............................................................................................................................. 12
1.2 Need for Integrated Ticketing Management System ................................................................ 12
1.2.1.1 Software Integration: ........................................................................................................ 13
1.3 Overview of Integrated Ticketing Management System ........................................................... 15
2. SECTION II: SCHEDULE OF REQUIREMENTS....................................................................... 16
2.1 Geographical Coverage............................................................................................................. 16
2.2 Scope of Work.......................................................................................................................... 16
2.2.1 Application Development/Customization ................................................................................ 16
2.2.1.1 Android based Electronic Bus Ticketing Machine ............................................................ 16
2.2.1.2 Online Passenger Reservation System.............................................................................. 18
2.2.1.3 Mobile Application ............................................................................................................ 19
2.2.1.4 CCTV Cameras in Buses .................................................................................................. 19
2.2.1.5 Digital Fare Collection ...................................................................................................... 20
2.2.1.6 GPS System ....................................................................................................................... 26
2.2.1.7 DC & DR .......................................................................................................................... 27
2.2.1.8 MDM ................................................................................................................................. 27
2.1.1.9 Video Management Software................................................................................................... 27
2.2.2 IT Infrastructure........................................................................................................................ 27
2.2.2.1 IT Infrastructure at Data Centre & Disaster Recovery Centre ....................................... 28
2.2.2.2 IT Infrastructure at Field Offices ...................................................................................... 29
2.2.2.3 Installation & Commissioning of IT Infrastructure ........................................................... 30
2.2.2.4 Licenses ............................................................................................................................. 30
2.2.3 Operation & Maintenance......................................................................................................... 30
2.2.3.1 Maintenance of ITMS Application Software ..................................................................... 31
2.2.3.2 Maintenance of IT Infrastructure ...................................................................................... 31
2.2.3.3 Warranty Support............................................................................................................. 33
2.2.3.4 Annual Technical Support ................................................................................................. 34
2.2.3.5 Helpdesk Management ...................................................................................................... 35
2.2.4 Connectivity .............................................................................................................................. 37
2.2.5 Manpower Requirement ........................................................................................................... 37
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2.2.6 Site Preparation......................................................................................................................... 38
2.2.7 General Requirement ............................................................................................................... 39
2.2.8 Conformance to Security Standard .......................................................................................... 40
2.2.9 Audit By Third Party ................................................................................................................. 40
3. SECTION III: INSTRUCTIONS TO BIDDERS ......................................................................... 41
3.1 General...................................................................................................................................... 41
3.2 Compliance Proposal / Completeness of Response ................................................................. 41
3.3 Pre-Bid Meeting/Conference & Clarification ............................................................................ 41
3.4 Key Requirements of the Bid.................................................................................................... 43
3.4.1 Right to Terminate the Process................................................................................................ 43
3.4.2 RFP Document Fees ................................................................................................................. 43
3.4.3 Earnest Money Deposit (EMD)................................................................................................. 43
3.4.4 Submission of Proposals ........................................................................................................... 44
3.4.5 Authentication of Bids .............................................................................................................. 46
3.5 Preparation & Submission of Proposal ..................................................................................... 47
3.5.1 Proposal Preparation Costs ...................................................................................................... 47
3.5.2 Language .................................................................................................................................... 47
3.5.3 Venue & Deadline for Submission of Proposals ....................................................................... 47
3.5.4 Late Bids .................................................................................................................................... 47
3.6 Evaluation Process .................................................................................................................... 47
3.6.1 Tender Opening ........................................................................................................................ 48
3.6.2 Tender Validity.......................................................................................................................... 48
3.6.3 Tender Evaluation ..................................................................................................................... 48
3.7 Eligibility Criteria....................................................................................................................... 49
3.7.1 Pre-Qualification Criteria ......................................................................................................... 50
3.7.2 Pre-Qualification additional info in case of Consortium partners............................................ 54
3.7.2.1 Consortium partners ........................................................................................................ 54
3.7.3 Joint Venture, Consortium or Association............................................................................... 56
3.7.4 Technical Qualification Criteria ................................................................................................ 57
3.7.5 Project Experience .................................................................................................................... 62
3.7.6 Financial Bid Evaluation ............................................................................................................. 63
3.8 Appointment of System Integrator or Implementing Agency .................................................. 64
3.8.1 Award Criteria .......................................................................................................................... 64
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3.8.2 Right to Accept/Reject Any Proposal or All Proposal(s) ......................................................... 64
3.8.3 Notification of Awards ............................................................................................................. 64
3.8.4 Contract Finalization & Award ................................................................................................. 64
3.8.5 Performance Guarantee............................................................................................................ 64
3.8.6 Signing of Contract ................................................................................................................... 65
3.8.7 Failure to Agree with Terms & Conditions of the RFP ............................................................ 65
3.9 Project Implementation Plan ..................................................................................................... 65
3.10 Payment Schedule Post Go-Live and UAT: .............................................................................. 66
3.11 Rejection Criteria ..................................................................................................................... 67
4. SECTION IV: SPECIAL CONDITION OF CONTRACT ........................................................ 68
4.11 Definition & Interpretation ....................................................................................................... 68
4.12 Scope of the Project ................................................................................................................. 69
4.12.3 Detailed Scope of the Project................................................................................................... 69
4.12.4 Service Levels ............................................................................................................................ 70
4.13 Terms & Duration of the Agreement ....................................................................................... 70
4.14 Change Control ........................................................................................................................ 70
4.15 Testing & Acceptance ............................................................................................................... 70
4.16 Representations & Warranties ................................................................................................. 71
4.16.3 Representations & Warranties of the Implementation Agency/ System Integrator ................ 71
4.16.4 Representations & Warranties of the HRTC or It’s Nominated Agencies ............................. 72
4.17 Obligations of HRTC or it’s nominated Agency ...................................................................... 73
4.18 Obligations of Implementation Agency or System Integrator .................................................. 74
4.19 Approvals and required consents ............................................................................................. 74
4.20 Use of assets by the Implementation Agency/System Integrator ............................................. 75
4.20.3 During the Term the IA/SI shall: ............................................................................................... 75
4.21 Access to the HRTC or Its Nominated Agencies .................................................................... 76
4.22 Price Validity ............................................................................................................................. 76
4.23 Price Fall Clause ........................................................................................................................ 76
4.24 Applicability of Rates................................................................................................................. 77
4.25 Management Phase .................................................................................................................... 77
4.25.3 Governance ............................................................................................................................... 77
4.25.4 Use of Services.......................................................................................................................... 77
4.25.5 Changes ..................................................................................................................................... 77
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4.25.6 Security and Safety .................................................................................................................... 77
4.25.7 Cooperation.............................................................................................................................. 78
4.26 Financial Matters ....................................................................................................................... 79
4.26.3 Terms of Payment and Service Credits and Debits ................................................................. 79
4.26.4 Invoicing and Settlement ........................................................................................................... 79
4.26.5 Tax ............................................................................................................................................ 80
4.27 Termination............................................................................................................................... 81
4.27.3 Material Breach ......................................................................................................................... 81
4.27.4 Effects of termination................................................................................................................ 82
4.27.5 Termination of the Agreement due to bankruptcy of IA/SI ..................................................... 82
4.28 Indemnification& Limitation of Liability .................................................................................... 82
4.28.3 The indemnities set out in Clause 4.18 shall be subject to the following conditions: ............. 83
4.29 Force Majeure ........................................................................................................................... 84
4.29.3 Definition of Force Majeure...................................................................................................... 84
4.29.4 Force Majeure events ............................................................................................................... 85
4.29.5 Notification procedure for Force Majeure............................................................................... 87
4.29.6 Allocation of costs arising out of Force Majeure ..................................................................... 87
4.29.7 Consultation and duty to mitigate ............................................................................................ 88
4.30 Confidentiality ........................................................................................................................... 88
4.31 Audit, Access and Reporting..................................................................................................... 88
4.32 Intellectual Property Rights ...................................................................................................... 89
4.32.3 Products and fixes: .................................................................................................................... 89
4.32.4 Bespoke development: .............................................................................................................. 89
4.32.5 COTS Software: ........................................................................................................................ 89
4.32.6 Pre-existing work: ..................................................................................................................... 89
4.33 Warranty ................................................................................................................................... 90
4.33.3 Standard: ................................................................................................................................... 90
4.33.4 Implied Warranty: ..................................................................................................................... 90
4.34 Liquidated Damages .................................................................................................................. 90
4.35 Insurance Cover........................................................................................................................ 91
4.35.3 Obligation to maintain insurance .............................................................................................. 91
4.35.4 Certificates of currency ............................................................................................................ 91
4.35.5 Non-compliance ........................................................................................................................ 92
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4.36 Miscellaneous ............................................................................................................................ 92
4.36.3 Personnel .................................................................................................................................. 92
4.36.4 Independent Contractor ........................................................................................................... 93
4.36.5 Sub-contractors ........................................................................................................................ 93
4.36.6 Assignment ................................................................................................................................ 93
4.36.7 Trademarks, Publicity................................................................................................................ 94
4.36.8 Notices ...................................................................................................................................... 94
4.36.9 Variations and Further Assurance ............................................................................................ 95
4.36.10 Severability and Waiver .................................................................................................... 95
4.36.11 Compliance with Applicable Law...................................................................................... 95
4.36.12 Professional Fees............................................................................................................... 96
4.36.13 Ethics ................................................................................................................................. 96
4.36.14 Entire Agreement.............................................................................................................. 96
4.36.15 Amendment ...................................................................................................................... 96
4.37 Governing Law and Dispute Resolution ................................................................................... 96
5. SECTION V: SCHEDULES ........................................................................................................ 98
5.1 Schedule -1: Exit Management Schedule................................................................................... 98
5.1.1 Purpose ..................................................................................................................................... 98
5.1.2 Transfer of Assets ..................................................................................................................... 98
5.1.3 Cooperation and Provision of Information .............................................................................. 99
5.1.4 Confidential Information, Security and Data ............................................................................ 99
5.1.5 Employees ............................................................................................................................... 100
5.1.6 Transfer of Certain Agreements ............................................................................................ 100
5.1.7 Rights of Access to Premises .................................................................................................. 101
5.1.8 General Obligations of the Implementation Agency or System Integrator ........................... 101
5.1.9 Exit Management Plan ............................................................................................................. 101
5.2 Schedule -II: Project Governance Schedule ............................................................................ 102
5.2.1 Purpose ................................................................................................................................... 102
5.2.2 Governance Structure ............................................................................................................ 103
5.2.3 Governance Procedures ......................................................................................................... 104
5.3 Schedule -III: Audit, Access & Records................................................................................... 104
5.3.1 Purpose ................................................................................................................................... 104
5.3.2 Audit Notice and Timing ........................................................................................................ 105
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5.3.3 Access ..................................................................................................................................... 105
5.3.4 Audit Rights............................................................................................................................. 105
5.3.5 Audit Rights of Sub-Contractors, Suppliers and Agents ........................................................ 106
5.3.6 Action and Review .................................................................................................................. 106
5.3.7 Terms of Payment ................................................................................................................... 107
5.3.8 Records and Information ........................................................................................................ 107
5.4 Schedule -IV: Service Level Agreements................................................................................. 107
5.4.1 Purpose ................................................................................................................................... 107
5.4.2 Definition ................................................................................................................................ 107
5.4.3 Interpretation .......................................................................................................................... 108
5.4.4 Service Levels .......................................................................................................................... 109
5.4.4.1 Implementation Phase SLA ............................................................................................. 110
5.4.4.2 Operation & Maintenance Phase SLA ............................................................................. 111
6. SECTION VI: ANNEXURES ................................................................................................... 116
6.1 Annexure – 1: Undertaking of Total Responsibility ............................................................... 116
6.2 Annexure – II: Particulars of the Bidder ................................................................................. 117
6.3 Annexure – III: Bank Guarantee for EMD .............................................................................. 118
6.4 Annexure – IV: Format for Performance Bank Guarantee .................................................... 120
6.5 Annexure – V: Letter of Proposal .......................................................................................... 122
6.6 Annexure – VI: Project Citation Format ................................................................................ 123
6.7 Annexure – VII: Proposed Solution ........................................................................................ 124
6.8 Annexure - VIII: Proposed Work Plan ................................................................................... 125
6.9 Annexure – IX: Team Composition ....................................................................................... 127
6.10 Annexure X: CV of Key Professional ..................................................................................... 128
6.11 Annexure XI: Deployment of Personnel ................................................................................ 130
6.12 Annexure - XII: Manufactures Authorization Form ............................................................... 131
6.13 Annexure XIII: Undertaking on Compliance & Sizing of Infrastructure ................................. 133
6.14 Annexure - XIV: Undertaking on Exit Management and Transition ...................................... 134
6.15 Annexure XV: Declaration that the bidder has not been blacklisted .................................... 136
6.16 Annexure XVI: Financial Proposal Template .......................................................................... 137
Form1: Covering Letter .................................................................................................................... 137
Form2: Financial Bid Format ............................................................................................................. 139
Bill of Material ..................................................................................................................................................140
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Form 3: Checklist for RFP response ................................................................................................. 141
Form 4: Compliance Format for Submission .................................................................................... 142
6.17 Minimum Requirement Specification ...................................................................................... 142
1. GPS Enabled EBTM Machine .......................................................................................................................142
2. Archival Software ............................................................................................................................................143
3. Backup Software ............................................................................................................................................144
4. Directory Service.............................................................................................................................................144
5. Antivirus for Desktop ......................................................................................................................................145
6. CCTV .............................................................................................................................................................146
8. Mobile NVR ................................................................................................................................................148
9. Hardware Server Specification ........................................................................................................................149
10. Video Management ......................................................................................................................................150
11. Note ............................................................................................................................................................151
6.18 Functional Requirement Specification..................................................................................... 151
1. GPS enabled EBTM ........................................................................................................................................151
2. Online Reservation System ..............................................................................................................................155
3. GPS ...............................................................................................................................................................158
4. MIS Reporting System.....................................................................................................................................159
5.SLA Monitoring Tool ........................................................................................................................................163
6. Mobile NVR ...................................................................................................................................................164
7.CCTV ..............................................................................................................................................................164
8. MDM ............................................................................................................................................................164
9. Video Management Software .......................................................................................................................165

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List of Abbreviations

Abbreviation Description
MeitY Ministry of Electronics and Information Technology, Government of India
GoI Government of India
SI/ IA System Integrator/ Implementing Agency
SLA Service Level Agreement
EMD Earnest Money Deposit
SITEG Society for Promotion of Information Technology & e-Governance
RFP Request for Proposal
HP Himachal Pradesh
HRTC Himachal Road Transport Corporation
PBG Performance Bank Guarantee
IT Information Technology
ITMS Integrated Ticketing Management System
VTS Vehicle Tracking System
IRTS Intelligent Road Transport System
GIS Geographical Information System
GPS Global Positioning System
RFID Radio Frequency Identification
ICCC Integrated Command & Control Centre
MIS Management Information System
MoRTH Ministry of Road Transport and Highways, Government of India

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1. SECTION I: PROJECT BACKGROUND AND OTHER BASIC
INFORMATION

1.1 About HRTC

Himachal Pradesh was formed as a "C" class State by merger of 33 hilly States of North-Western
Himalayas on 15th April, 1948. In its wisdom, the State Government nationalized the passenger and
goods service in the Pradesh. At the time of nationalization, there were few private transport operators
and private single bus operators operating buses in Pradesh. Consequent to nationalization, Himachal
Government Transport came into existence as a Government Transport in July, 1949 and continued to
function as such till 1st October, 1974. During the year 1958, a Corporation was floated jointly by the
Government of Punjab, Himachal Pradesh and Railways under the Road Transport Corporation Act.,
1950 with a name as "Mandi-Kullu Road Transport Corporation" basically to operate on the joint routes
in the States of Punjab and Himachal. With the re-organization of Punjab State in 1966, few hilly areas of
Punjab were merged in Himachal and operational areas of Mandi-Kullu Road Transport Corporation
came entirely in the expanded State of Himachal Pradesh. This Corporation also continued as function as
such till 01.10.1974. On 02.10.1974, Himachal Government Transport was merged with Mandi-Kullu
Road Transport Corporation and was renamed as Himachal Road Transport Corporation under the
Road Transport Corporation Act. 1950. Since then it is functioning as such.

The Corporation is headed by Board of Directors, with Transport Minister as Chairman, Managing
Director is the Chief Executive Officer of the Corporation. The operational jurisdiction of Corporation is
divided into four divisions located at Shimla, Dharamsala, Mandi and Hamirpur and which is further
divided into thirty one regions (Shimla Local, Shimla Rural, Taradevi, Rampur, Rohru, Recong-peo, Solan,
Nahan, Nerwa, Karsog, Parwanoo, Una, Bilaspur, Hamirpur, Nalagarh, Dehra, Sansarpur Terrace,
Jaisingpur, Mandi, Kullu, Keylong, Sundernagar, Sarkaghat, Dharampur, Baijnath, Palampur, Dharamsala,
Pathankot, Chamba, Nagrota Bagwan and Joginder Nagar) located at different places in Himachal Pradesh.

1.2 Need for Integrated Ticketing Management System

Entering the 21st century, the Indian transportation system has been rapidly expanding; still it has not
been able to keep pace with the congestion in our cities that continues to grow at an alarming rate. This
increased congestion is adversely impacting our quality of life and increasing the potential for accidents
and long delays. To fight and mitigate congestion and efficient use of resources, transportation
professionals in India are working towards increasing the productivity of existing transportation systems
through the use of advanced technologies.

12
Himachal Road Transport Corporation (HRTC) is the principal service provider for passenger transport
in the State. To overcome the above challenges, HRTC is planning to implement the Integrated Ticketing
Management System to achieve the following objectives :-

 Real-time issuance of Tickets through Online Passenger Reservation System, Mobile Applications,
By the conductor using EBTMs. All the modes will be integrated to each other by sharing the data
on real time basis.
 Promoting cashless payment of fares.
 Reduction in revenue leakage, quick information related to occupancy of buses.
 Quick & easy monitoring of revenue earned and EPKM achieved.
 MIS for decision to be taken by the Management of HRTC.

Implementation of ITMS was envisaged to provide relief to citizens & improve efficiency of department,
reduce revenue leakage and efficient route planning and enabling the department in informed decision
making etc

1.2.1.1 Software Integration:

The ITMS design should include integration with existing IT infrastructure included in the cloud
enabled DC (MietY empanelled) and any other Project for the implementation of ITMS Project.
ITMS Application developed should be integrated with SMS Gateway, Payment Gateway etc.
Requirement for these should be included in the FRS, SRS and Design.

Provision of hosting is to be done with MietY empanelled cloud service provider. Cost of hosting
for the same will be borne by the SI/Bidder. Final decision on hosting will be taken by HRTC with
reference to hosting discussion with the SI/ Bidder.

The ITMS Portal and Application shall be open for integration, interfacing and data exchange with
other Government Applications with platform and technology independent facility in ITMS.
Integration with other applications can happen during the software development period and
during the operation & maintenance phase of the project. The bidder is supposed to do necessary
integration, as and when required, without any extra charge to the client. Further, the proposed
application should have integration facility with MSDG/Payment Gateways and further getting and
affecting the data received through any integration in the ITMS database.

National Payment Gateway and SMS Gateway may also be used for this project and proposed
solution should have the facility to integrate with these gateways. If the National Payment
13
Gateway and SMS Gateway are not available, then HRTC will procure Payment Gateway and SMS
Gateway services from the open market and Selected Bidder has to integrate the same. Recurring
charges of SMS Gateway and Payment Gateway, if any, would be borne by HRTC on as per
actual.

Compliance to latest Unicode standard for local language content/data encoding is also
mandatory. The Integrated Framework shall be treated as part of this RFP and shall be followed
with appropriate modifications, required by the HRTC.

Two key aspects of the implementation are Business Process Re-engineering (BPR) and creation
of databases based on e-Governance standards for the purposes of ensuring interoperability. BPR
is intended to enable process simplification and significant value addition. The bidder is required
to suggest simplification of the processes, if necessary and feasible.

The solution architecture of the ITMS project envisages a centralised application and database and
with the option of integration and interoperability with required gateways and applications as
required.

Further ITMS shall be integrated with a mobile service delivery gateway and Aadhaar initiative of
the Unique Identification Authority of India. Localisation of the application will be carried out as
per the requirement of the HRTC in terms of local language and other needs. Recurring charges
of Aadhaar authentication and mobile service delivery gateway, if any, would be borne by HRTC
on as per actual.

The ITMS project envisages centralised architecture with common application software for each
of the identified services for all the offices and stakeholders as applicable.

Integration with other government institutions or application shall be enabled, through mandatory
adherence to technical specifications and e-Governance and localization standards. The detailed
guidelines in this regard have been issued by Ministry of Electronics and Information Technology
(MeitY), Government of India.

During the currency of contract period, the bidder is required to make necessary changes in the
ITMS application or development of additional modules, as and when required by the client, free
of charge without any additional cost to the client. All the changes in the ITMS application would
14
 be done on the basis of Change Request approved by the Client. However, no additional payment
would be made to the bidder for any change in the application or integration with other
applications during the currency of contract.

1.3 Overview of Integrated Ticketing Management System

The ITMS system shall be deployed at Data Centre provided by the bidder and Control Room shall be
established at HRTC Head Office. The ITMS architecture is described below:

 As stated above, the entire infrastructure required to host ITMS shall be located in Data Centre
provided by the bidder.
 Disaster Recovery Site will be provided by the successful bidder. The successful bidder is to deploy
the application along with data on the DR Site and to ensure that DC-DR replication is happening in
real time environment so that ITMS application can start running from DR Site during Disaster at DC
end.
 Proposed ITMS solution shall be web-based and mobile based (Android, iOS etc.) solution so that
ITMS can be accessed across the State from different Depot, Bus Stand or HQ users
 The ITMS needs to be implemented at HRTC HQ, 31 Depot, 4 Divisional Offices and 55 Bus Stands.
The number of Depot/Bus Stands may increase / decrease during the currency of the project.
 Central Control Room shall be established at HRTC Head Office, Shimla.
 Centralized helpdesk shall be established at HRTC HQ to address the issues of end users
(Departmental user and Public)
 The Control Room, Depot/Bus Stands & HQ will have prime connectivity through FTTH / Broadband
and ITMS shall be accessible using internet.

15
2. SECTION II: SCHEDULE OF REQUIREMENTS

2.1 Geographical Coverage

Implementation of ITMS is envisaged across the State of Himachal Pradesh which includes 55 Bus Stand,
31 Bus Depot, 4 Divisional Offices, HRTC HQ & any other offices of HRTC. The office details are as
below;

Offices No of offices
HRTC HQ 1
Bus Depot 31
Divisional Offices 4
Bus Stand 55
EBTMs 4500
Buses for CCTV Installation 200

2.2 Scope of Work

The detailed scope of work under ITMS implementation is described below under several components,
the SI/bidder must note that the solution provided by them must have future integration scope:

2.2.1 Application Development/Customization/Support

Selected Implementing Agency needs to take up Design, Development/ Customization, Installation,

Configuration, Integration, Testing, Documentation and Training for the ITMS solution. The proposed
ITMS solution should be based on latest standards and technologies. The ITMS solution should include,
but not limited to, following components:

2.2.1.1 Android based Electronic Bus Ticketing Machine

 After implementation of project, the tickets will be issued to passengers through Android based
Electronic Bus Ticketing Machines (EBTMs) inside the bus or at the booking counter. It will be
done on a real-time basis through the GPRS-enabled EMV based EBTMs, as opposed to the
current situation wherein manual printed tickets and Offline EBTM Tickets are issued to
passengers and reconciliation done at the end of the journey or end of the day at depot. The
consumable like EBTM roll, printer cartridges and stationary will be provided by
HRTC.
 Bidder shall have to design, develop, install and maintain centralized ticketing system as per
standard specification mentioned for National common mobility cards.
 Bidder shall have to procure, install and maintain EMV based EBTMs and its related accessories.
EBTM shall be EMV certified GPRS machine and will have capability to send ticketing data without

16
 data loss to the central system.
tem. These EBTM machines shall have capability read and validate EMV
NCMC cards.
 During travel in a bus, the passenger specifies the destination of travel to the conductor who then
uses the EBTM machine to punch in the necessary details (destination code, passenger category,
no. of tickets,
ckets, etc.) and generate the ticket using the thermal printer. The conductor collects the
fare in case the commuter wishes to pay in cash, the
t free/concessional category travellers will
show their Smart Card passes and the conductor will tap the smart card on the EBTM to issue
free/concessional travel ticket and the EBTM will record full fare and concession extended to the
pass holder. There must be provision for specific category passengers to issue concessional
tickets withoutt having Smart Pass Cards.
 Passengers with NCMC Cards (with Offline Stored-Value on Card) will show their card to the
conductor for cashless payment of fare. Conductor will tap the contactless card on the EBTM
machine, which will validate the card and deduct
deduct the fare amount for the route from the card.
The final amount will be written back on the card by the EBTM machine.
 The centralized ticketing system shall further send the transaction data to the Acquirer Bank.
Clearing House settles the payment balances
balances between the Issuing and Acquirer Banks/FI on a
daily basis (in case of an Open Loop card implementation).
 Provide EMV as well as PCI-DSS
PCI DSS compliant hardware for acquiring related applications as per
NCMC specifications
 Provide NCMC Certified payment application
application for collection and settlement of fare against cash
and NCMC card
 This change enables the department to conduct an ongoing assessment of ticket sales, seat
availability, as well as keeping tabs on pilferage on the bus when it is on the move. Data can also
be synchronized on Wi-Fi
Fi if there is data loss on GPRS, when conductor reaches the depot.
 Thefigureshowsbelowdescribestheto beprocessflowforticketingprocessinsidebusorat
Thefigureshowsbelowdescribestheto-beprocessflowforticketingprocessinsidebusorat booking
counter:

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2.2.1.2 Online Passenger Reservation System

Presently, HRTC has implemented online ticket booking for all Buses using HTML5, CSS3, Java Script,
Jquery, JSP, Struts, Java/J2EE, Hibernate, Mysql and Redhat Linux/CentOS7 Linux Technologies. Now
HRTC desired to enhance it. Th bidder shall have to enhance the current online reservation system with
suitable use of technology and integrate with the centralized ticketing system.Apart from direct booking
facility at HRTC online booking system, there are some third parties providing online bus booking for
HRTC buses through their own interface such as red bus, abhibus, LokMitra Kendra etc. The Online
Ticket Booking System under Integrated Ticketing Management System needs to be integrated with all
such systems to facilitate multiple channels of online ticket booking.

The proposed system should have following functionality;

 The ITMS should be able to pick booking and cancellation related data from the online, e-wallet,
other online interfaces as well as from booking counter system
 The ITMS should be able to pick booking & cancellation related data from the LMK system and
other third-party systems
 The ITMS shall be integrated with existing counter booking system and selected SI/IA needs to do
the gap assessment in existing counter booking system and deploy the new counter booking
system under ITMS
 The ITMS should be integrated with EBTM and should be able to pick booking information done
through EBTM in real time manner to show the present seat availability in the running buses
 The ITMS should be able to deduct the cancellation charges as per business rules prescribed by
HRTC from time to time
 The ITMS should define proper seat layout w.r.t. different category of buses and number of seats
in different buses e.g. 2x 2 layouts, 2x 3 layouts etc.
 ITMS shall have facility to receive online payment against ticket booked as well as processing of
refund online in case of cancellation of booking.
 ITMS should be able to identify the tickets booked at counter, through EBTM, online, through
LMK and through other service partner.
 ITMS should generate revenue report coupling all the data such as conductor booking (including
EBTM & pre-printed), counter booking, online booking etc.
 ITMS shall be able to generate various reports required by HRTC and other stakeholders
 Provision for online booking of special buses, from point to point, of various seating capacities
and types for various activities/events.
 Also, the provision of seasonal/flexi fares/ seat-based flexi fares is to be implemented.

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  The tickets issued online and offline should be synchronised on every platform for real time
availability of seats.
 The tickets issued must specify the seat number.
 The customer will be provided e-Tickets through SMS, e-mail and whatsapp.

2.2.1.3 Mobile Application

Selected SI/IA will develop mobile app (Android & iOS) for HRTC buses having following features:

 Passenger should be able to book buses through this app using credit card, debit card, net-
banking, or wallet like Paytm, MobiKwik, payZap, BHIM etc.
 Buses can be tracked using GPS of the EBTM in which passenger is travelling. This app will have a
panic button which will send SMS to pre-fed numbers in case of emergency.
 Passengers can register on this app or can use it as a guest user. In case of registered users, if a
passenger presses the panic button on the app, message will be flashed to the officials of HRTC
also where name, mobile number and seat number booked by the passenger will be shown along
with messages to the near and dear ones of the passenger. As location of the bus is already
available, the passenger can be contacted on phone or on conductor’s phone number. The button
must be clearly indicated as panic button for passenger and should also have facility to enter
reason/remarks while pressing the panic button
 Live time-table of all buses leaving from bus-stand for a particular destination can be searched
through this app
 The fare on the basis of source to destination selection and category of bus can be availed using
the mobile App
 The app would help the passenger in navigating to the bus in the bus stand in which they want to
travel.
 The app should reflect the tickets issued and seat number, there should be a provision to take pdf
or print of the ticket generated.
 Facility to log a compliant through the mobile app

2.2.1.4 CCTV Cameras in Buses

 Two CCTV cameras are to be installed in Luxury, Super Luxury and AC Buses to track the
movement of passengers/un-authorized peoples in the Bus.
 The feed of the CCTV camera is to be stored for at least 15 days in the bus device.
 The live feed on demand of the bus be sent to the HRTC Office/HQ.
 The NVR supplied by AI/SI/Bidder should be of latest specification not earlier then January 2022.

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  The SI/Bidder will provide necessary infrastructure (Server, VMS with desired licences etc) in the
Central Control Room.

2.2.1.5 Digital Fare Collection

The following are the processes defined for the purpose of proposed digital fare collection system.
 Card Issuance
i. FI/Bank shall be responsible for instant issuance of NCMC Cards at depot/sub-depot level and
carry out related activities to meet the objective of open loop ticketing system. Besides, the
NCMC cards issued by any banks will be used by customers for fare payment.
ii. Department will approve the card design before proceeding for printing by FI/Bank.
iii. Department facilitate issuance of FI’s prepaid /Concessional NCMC Cards from depot
counters through operators/ Department’s personnel. However, the issuance from counters
by department’s personnel shall in general be limited to only instant issuance requiring
minimum KYC. FI/Bank shall make its own arrangement for converting to Full KYC.
iv. FI/Bank to take necessary measures to minimize the card issuance time and transaction time.
v. FI/Bank shall have the option to issue the NCMC cards (with Offline Stored-Value on Card) as
per the payment scheme of their choice in mutual consent with the Department, but system
should support acceptance of all payment scheme cards (RuPay and others). HRTC will not
pay any MDR charges to the FI/bank for these transactions. However if any MDR
charges are applicable, the same will be paid by successful bidder.
vi. FI/Bank shall define the process and guideline for issuance of different NCMC card type such
as pre-paid, credit and debit cards.
vii. FI/Bank shall provide an easy-to-use website and Mobile app service, which can be also their
exiting net-banking and mobile banking application, to enable commuters for requesting the
cards for HRTC. Commuters should be able to fill the required minimum details including
KYC and collect the smart card kit at the depot with ease by showing a code for the
registration form confirmation. FI/Bank shall also provide the APIs for the same as per request
from Department to enable this service through Department’s Mobile app/website & other
third-party apps as approved by Department for requesting the Department’s NCMC cards.
viii. FI/Bank shall be responsible for all compliances and business-related aspects of the card and
department shall not have any liability for the same.
ix. FI/Bank to propose and set up process to enable conversion of min-KYC cardholders to full-
KYC.
x. Design, development and maintenance of an Interoperable NCMC Smart Card Application and
Card data format
a) FI/Bank shall define the interoperable data format and standards of smart cards and
terminal interfaces as per NCMC specifications for KEY and SAM management etc.
b) The smart card should be compliant with all EMV & NCMC regulations and should be a
dual interface card (Contact & Contactless) capable of performing EMV and transit
transactions on the relevant terminals.

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 c) The Smart Card to be used with the Back-Office System for Open shall be ISO
14443/ISO18092 compliant.
d) The Smart Card shall have an operating frequency of 13.56 MHz
e) The dimensions of the smart card shall comply with ISO 7810
f) The resistance of the Smart Card to mechanical stress and chemicals shall comply with
ISO 10373
xi. FI/Bank shall maintain entire life cycle indicative activities of NCMC card such as:
a) Issuance of Smart card
b) Activation of Smart card
c) Deactivation of Smart card
d) Blacklisting of Smart card
e) Re-loading/ Re-use of Smart card
f) Loss of Smart card and
g) Replacement of Smart card etc.
xii. The debit, credit and prepaid cards with NCMC features should have and OFFLINE wallet,
further it should have an easy and accessible process to enable/disable online contactless
feature.
 Transaction Acquiring
The customer will use the NCMC cards for digital fare payment. The selected bidder will be responsible
for the acquiring of these transactions done using NCMC cards issued by any Bank certified as per
NCMC specification.
 Transaction Settlement
The bidder should support the transactions settlements across multiple Issuer Banks through Central
Clearing House (NPCI). The key points to be noted are as follows:
i. The customer will be able to use the NCMC cards, issued by any Bank, for the fare payment.
ii. Partner Bank will integrate with the AFC System for seamless acceptance of payments on
EBTMs through NCMC cards.
iii. Bank will be responsible for cash management, reconciliation and settlement activities.
 Card Top-up
Bidder shall provide various payment channels for the Card Top-up on the web/mobile interface provided
by the Authority/its vendor.
i. FI/Bank shall be responsible for setup process and enabling the Top-up of all NCMC Cards at
department’s service points issued by any Bank under any payment scheme, based on
commuters’ request. The FI/Bank shall not charge any additional fee for such services from the
Customer and the Department unless otherwise specified in the agreement.
ii. FI/Bank shall provide acquiring interfaces for top-up channel of the NCMC cards.
iii. FI/Bank shall enable online top-up of NCMC cards through departmental mobile app and
website (inter-operability for top-up of other bank cards to be enabled as and when permitted
by RBI)
iv. FI/Bank should provide the required APIs and documentation for enabling such top-up through
departmental mobile app/website & other third-party apps on approval from department.

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 v. Commuters shall able to check balance/transaction statement of the FI/Bank issued NCMC
cards via SMS, or web-based channels, mobile apps etc.
This should support standard Internet security including, but not limited to Digital Certificates, Various
levels of encryption, Secure Socket Layers (SSL), Secure Hypertext Transfer Protocol (HTTPS). FI/Bank
shall be responsible for the Top-up of NCMC Cards, issued by any Bank, based on customers’ request.
The Bidder shall not charge any additional amount from the Customer and the Authority unless
otherwise agreed in the agreement.
 Non-Payment Usage
 Bidder to ensure all non-payment use cases are met and necessary integration with
Authority’s domain systems are completed.
 Authority may appoint 3rd party agency to certify the data formats and standards used by
bidder for terminal interface.
 Service Point Management
Bidder to provide support /services at their service point to NCMC cards commuters.
i. Bidder to ensure that the Service Points display the NCMC Card Issuance activity
prominently.
ii. Bidder will facilitate following through Service Points:
a) Instant card issuance and card top-up as per given process (in case of general cards)
b) Bidder to maintain inventory of prepaid general cards
Help end users / customers about use of cards.
 Fraud and Risk Management
i. Provide risk, fraud and dispute/chargeback capabilities including KEY management.

ii. Helpdesk and Dispute Management

i. Provide central toll-free helpdesk/ IVRS to handle NCMC card transaction related issues
ii. Provide NCMC Card dedicated support to Issuer Bank with reference to transaction dispute,
refunds, chargeback and merchant account management as per RBI requirements.
 Certification and Compliance
i. The bidder will be responsible for necessary certifications and compliances required for
transactions acquiring of NCMC cards. The table below provides an overview of the
certifications required for an Acquirer Bank, issuer bank, EBTM certification requirement.
 Issuer Bank Certification Requirements:
S. No Product/System Role in Payment Certification Type Followed
Eco-system Guidelines
1 Physical Card EMVCo
2 NCMC Application NCMC
Card Issuance
White Plastic
3 NCMC
Certification
Transaction
4 Issuer Host processing by Issuer Issue Host Certification NCMC
Bank
5 Central Clearing Clearing and CCH Certification NCMC
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S. No Product/System Role in Payment Certification Type Followed
Eco-system Guidelines
House Certification Settlement
(CCH)

 Acquirer Bank Certification Requirements:

S. No Product/System Role in Payment Certification Type Followed
Eco-system Guidelines
Transaction
Acquirer Host
1 Acquirer Host processing by NCMC
Certification
Acquirer Bank
Central Clearing
Clearing and
2 House Certification CCH Certification NCMC
Settlement
(CCH)

 EBTM Certification Requirements:

S. No Product/System Role in Certification Type Followed
Payment Eco- Guidelines
system

Hardware Level Requirement

EMVCo
(L1)

1 Terminal Acceptance Terminal Kernel-(Contact L2) EMVCo

Terminal Kernel-(Contactless L2) NCMC

Terminal Application (L3) NCMC

 Admin Console for HRTC

 To access MIS reports.
 Authority foresees the need for implementing changes during the contract period (e.g.
generation of new MIS reports, provision to upload additional formats, modify reconciliation
logic, etc.). This may also include incorporation of new modes of payment along with the
current modes of payment. Bidder to provide the above with no additional cost to Authority.
 Field Training, Hardware Maintenance and Spares
 Bidder should have a local technical team set-up at the Divisional Office Level for operations
and support.
 Bidder shall provide dedicated Relationship Manager to take care of all issues of commuters
arising out of this contract.
 Provide training to concerned persons/staffs/officials in Hindi/ English/ local language for
citizen-friendly operations
 Bidder should provide training material and user manuals
 Bidder should provide training on the FI related MIS report and fund reconciliation
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  Manage hardware on field including requests for adding new hardware
 Manage spares in case of faults in the machine.
 SMS and e-mail Gateway
 Manage email/SMS for citizens and merchants.

 Integration with HRTC Domain System

 Provide MIS integration points for Authority
 Provide APIs for mobile apps and web applications for public.
 Facilitate integration between Authority and MIS dashboard requirements.
 Settlement and Reconciliation Procedure
 Selected Bidder shall undertake complete NCMC card-based transaction settlement and
reconciliation responsibilities.
 Settlement shall be automatically triggered at pre-defined cut-off time daily.
 Post settlement, the bank shall process & reconcile all transactions performed via all delivery
channels.
 It shall be possible to generate settled and unsettled transaction summary alerts. For
transactions where reconciliation has failed, they will be flagged for reversal/dispute resolution.
 Department may open a separate settlement account with FI/Bank, if required. Post
settlement, FI/Bank shall transfer payment of settlement amount on next day (T+1) by 10:00
hours in Department’s designated Account (in Bidder Bank or other Bank). For the
transactions occurred on Saturday, Sunday or any holiday as declared under Negotiable
Instruments Act 1988 or any bandh/bank strike etc., the transfer of payment will be conducted
concurrently on the next working day. Bank shall make flexi deposit on the very same day of
credit after leaving minimum balance i.e. mutually agreed for a minimum period of 365 days at
Bank Bulk card rate and whenever fund is required to transfer flexi deposit shall reverse as per
instruction of Authority.
 For any delay in settlement of daily cash collection/card-based transaction to Department’s
accounts beyond T+1 day, the department reserves the right to deduct the Damages as
amount by charging interest rates of 12% per annum for any additional period for which cash
settlement is delayed.
 Selected Bidder shall undertake reconciliation of cash collected and transaction reported.
 Selected Bidder shall have to provide explanation for any discrepancy found.
 Information and Data Security Measure
i. The Bidder shall take all necessary steps to ensure strict confidentiality of the information
provided by the Bidder, during the contract period, after the contract expires or is terminated
for any reason. The Bidder shall isolate and clearly identify the Department’s customer
information, documents, records and assets to protect the confidentiality of the information
and build strong safeguards so that there is no mingling of information/documents, records and
assets, where the service is provided to multiple entities or Banks from the same
Hardware/Location.
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 ii. The Bidder shall not divulge any Data/information received from the Department to any other
person/ entity without prior written permission of the Department and neither will he use the
data himself for any other purpose without prior written permission from the Department.
iii. The Bidder, upon the written request of the Department, shall allow the authorized
representatives of the Department (including internal/ external auditors acting on its behalf),
Reserve Bank of India or any other Statutory Authority for Inspection, Audit and IS Audit
purposes at all reasonable times to have access to its records relating to its performance from
time to time and also obtain copies of any audit or inspection or review reports or findings
made on the service provided to the Department.
iv. The Bidder shall ensure that the Payment Gateway provides extensive automatic checks that
substantially reduce risk. These include but not limited to:
a) Valid Credit/Debit card number check
b) Duplicate order check
c) Frequency of card usage
d) Captures IP address of cardholder performing the transaction
v. The Payment Gateway shall employ 128-bit encryption or higher levels of security while
communicating between the AFC server and FI/Bank to ensure the security of online
transactions (As per RBI guidelines).
vi. The Bidder shall employ both software and hardware encryption to ensure the highest level of
security.
vii. The Switch and Payment Gateway shall have PCI DSS and EMV compliance.

 Bus Pass Issuance System

 The selected bidder shall have to design, develop and maintain online pass issuance system for free and
concessional travellers of HRTC. The list of free and concessional travellers will provide by HRTC to
the successful bidder.
 The process flow for pass issuance system would be changed after implementation of this project. The
SI/Bidder will provide personalized smart cards to free/concessional travel users. These passes shall be
non-transferable and valid for a certain time period. Pass information shall be printed on the card
including user details along with photo, type of pass, expiry date, etc.
 Bidder shall also responsible for procurement and maintenance of following scope items at depot level
during the entire contract period.
 Bidder shall be responsible for printing of personalized smart cards after getting approval of design
from department.
 These cards shall be validated inside the bus using EBTM machines by conductor and real time
information would be synchronized with centralized server. A zero-value ticket will be issued against
this pass.
 The cost of cards shall be as per the decision taken by the department and department will collect and
retain the cost of cards and will not transfer any amount to the bidder in lieu of issuance of cards.
 The bidder shall be responsible for issuance of (Personalized Bus Pass only) during the 5 years
contract period. If there is increase in quantity of cards, the cost shall be mutually decided between
bidder and department.

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2.2.1.6 GPS System
Typical requirement as follows, please refer the SECTION VI: Functional Requirement Specifications with
this section

 Bidder shall be responsible for design, development and maintenance of GPS System for real time
tracking of buses.
 GPS enabled EBTM device would be used for real time tracking of buses. That device transfers the
collected data to the central servers on real-time basis by using GPRS connectivity.
 The system should provide tracking and reporting of the locations of buses/device with a positional
accuracy of 2.5 meter, regardless of whether the vehicles are moving, on route, off-route, have no
assigned route; or whether or not the vehicles are logged into the System.
 All vehicle movement on GPS maps and displays shall be based upon actual vehicle location reports
and shall not be simulated.
 In the event of loss of GPS derived vehicle position information, vehicle location shall be
determined with dead reckoning techniques utilizing the existing vehicle odometer or other means
and technologies which provide position accuracy equivalent to GPS tracking. The event should be
generated when dead reckoning is utilized.
 The map shall be capable of supporting a variety of map attributes that shall include, but not be
limited to, all streets, highways, prominent geographical features, routes, bus stops, time points, and
transfer points. The provision for selective updates of the base map and to any selected overlays
shall be possible without reimporting the entire map and all overlays and without loss of prior map.
 The System should be capable of defining an unlimited number of bus stops, routes and nodes. The
system should accurately align vehicle locations with the streets and routes on which the vehicles
are operating. There shall be no visible offsetting of vehicle positions from the displayed streets and
routes.
 The GPS System shall also have the ability to import stop data from an external system.
 The system should send the alerts in case of deviations from the authorized route and recorded in
all cases for reporting and review. The system should send the alerts on all other pre-configured
parameters such as non-stoppage at designated points, unauthorized stoppages, vehicles stopping
for long duration, not meeting the ETA and ETD schedules etc., and logged into journey details of
the bus for each trip.
 The Device settings should be updated including software/firmware updates through transmission
via the secured communication network set up by the bidder. For reasons of security, device
settings should not be modifiable by field staff of the bidder/others.
 The GPS device settings modifications including software/firmware updates as well as business rules
such as fare settings, discounts etc. shall be done with prior authorization by department. A digital
log of all changes of settings on each and every device shall be maintained and delivered to
department.
 Bus bunching alert shall be raised in case multiple buses that are moving on the same route in the
same direction are within a user specified distance. Department shall be able to change threshold
value of this distance at real time for each route as per the operational requirement.

26
  In case some feeder routes bunching is unavoidable. Similarly, in case of festival, there can be
bunching of buses to cater to heavy demand. To take care of such scenarios, System shall allow
enabling disabling of the bunching alerts on specified routes based on operational requirements.
 The bidder shall also responsible for integration of existing or new VTS devices fitted on existing or
new buses

2.2.1.7 DC & DR
The Bidder shall be responsible for provisioning of required cloud infrastructure for various applications.

The Bidder shall examine the application landscape that needs to be hosted on cloud infrastructure. This
activity may enable the Bidder to gauge the application workload requirements before provisioning the
respective cloud infrastructure / Configuration and Services for the respective applications as per the
Industry standards.

The bidder will be responsible to provide MeitY empanelled hosting services on Cloud for DC/DR also
design and maintain the infrastructure, provide solution for the same for the said period mentioned in
RFP.

The Bidder shall support the respective application teams for deployment of applications on the cloud
infrastructure and maintaining all infrastructure related activities during the contract period.

Upgrades: Any required version / software / hardware upgrades, patch management etc. provided by the
Bidder /SI will be managed by the Bidder for the entire contract period. Bidder to consult / inform HRTC
before doing any upgrade and share detailed report of associated services / functionalities which may get
impacted due to the upgrade.

2.2.1.8 MDM
The SI/Bidder has to provide Cloud-Based Mobile Device Management solution which support minimum
of 5000 devices.

2.1.1.9 Video Management Software

Video Management System (VMS) shall bring together physical security infrastructure and operations and
shall use the IP network as the platform for managing the entire surveillance system. End users shall have
rapid access to relevant information for analysis.

SI/Bidder should provide VMS to review and analyse recorded/live video. The VMS shall be Codec and IP
camera agnostic such that it can support devices that are not supplied by the manufacturer/developer of
the VMS software and Codec hardware. The VMS shall support tamper detection for all cameras to warn
of accidental or deliberate acts that disable the surveillance capability.

2.2.2 IT Infrastructure

Selected SI/IA will procure, supply, install/commission, integrate & test IT infrastructure at:

27
  Data Centre
 Disaster Recovery Centre
 IT Infrastructure at project locations & various depot, bus stand etc. as per geographical coverage
can be asked by HRTC.
 Setting up and maintenance of the LAN and WAN connecting DC, Disaster Recovery Site, Bus
Depot, Bus Stand, HRTC HQ, Control Room etc. as per requirement of HRTC.

2.2.2.1 IT Infrastructure at Data Centre & Disaster Recovery Centre

The selected SI/IA has to procure and install the requisite infrastructure as per the requirements of
solution designed and to be installed at Data Centre and Disaster Recovery Site. The successful bidder is
to deploy the application along with data on the DR Site and to ensure that DC-DR replication is
happening in real time environment so that ITMS application can start running from DR Site during
Disaster at DC end.

The Bidders are required to carefully assess the requirements of this RFP and size the infrastructure
accordingly. Bidders are free to propose any higher / additional infrastructure that may be required as per
their proposed solution to meet the project requirements, its scope of work and SLAs as listed in the
RFP.

 Bids / proposals which do not meet the minimum IT infrastructure specifications given in this RFP
will be summarily rejected. The minimum technical specifications for the IT Infrastructure are
provided in the RFP and note that these are the minimum requirements only
 The Bidder will be responsible for sizing the hardware to support the scalability and performance
requirements of the Integrated Public Transport Management System. The Bidder shall ensure
that the servers are sized adequately and redundancy is built into the architecture required to
meet the service levels mentioned in the RFP. The bidder shall provide detail configuration of all
the hardware with justification.
 None of the IT Infrastructure proposed is declared “End-of-Sale” by the respective OEM in next
5 years as on date of submission of Bid.
 The IT Infrastructure proposed should be compatible with MeitY infrastructure.
 The Bidder should provide requisite licenses for all the system software required for servers
including, but not limited to industry standard operating system, enterprise class database
software, application server software, web server software, OS hardening, and all other required
software with sufficient number of licenses

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  The Bidder will be responsible for providing all the details of the Bill of Material (BoM) and
specifications of the IT Infrastructure proposed, licenses of the system software, all other
equipment proposed as part of its Technical Proposal. The financial quote submitted by the
Bidder should include costs for these.

2.2.2.2 IT Infrastructure at Field Offices

The Bidders are required to carefully assess the requirements of this RFP and propose the IT
Infrastructure required at Field Offices accordingly. The following hardware and peripherals need to be
installed in different offices such as HQ. Divisional Office and Depots spread across the State for
implementation of Integrated Ticketing Management System:

 Desktop/PC (with Operating System & Anti-Virus) – 120 Nos

 Multifunction Printer – 75 Nos
 Dot Matrix Printer 132 column - 40 Nos
 UPS (1 KVA with 1 Hour Backup) – 80 Nos
 LAN Cabling & Site Preparation includes following
 Earthing
 6 U Racks
 4/8 Port Switch
 Network Cabling
 Power Point for Racks, PCs at Units and HQ
Bidders are free to propose any higher / additional infrastructure that may be required as per their
proposed solution to meet the project requirements, its scope of work and SLAs as listed in this RFP.

 Bids / proposals which do not meet the minimum IT infrastructure specifications given in this RFP
will be summarily rejected. The minimum technical specifications for the IT Infrastructure are
provided in the RFP: Bill of Material (Infrastructure at Field Offices) of the RFP and note that
these are the minimum requirements only.
 None of the IT Infrastructure proposed is declared “End-of-Sale” by the respective OEM in next
5 years as on date of submission of Bid.
 The Bidder will be responsible for providing all the details of the Bill of Material (BoM) and
specifications of the IT Infrastructure proposed, licenses of the system software, all other
equipment proposed as part of its Technical Proposal. The financial quote submitted by the
Bidder should include costs for these.

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2.2.2.3 Installation & Commissioning of IT Infrastructure

The selected Bidder is responsible for installation and configuration of the entire infrastructure set-up,
including but not limited to the following:

 All IT Infrastructure including operating systems and any other system software required for
making the infrastructure operational and tuned for satisfactory performance
 The IT Infrastructure will be installed and configured in accordance with the IT Policies of the
State
 The selected Bidder will ensure that the reports for monitoring of SLAs such as system uptime,
performance, etc. are generated through the EMS system and the applicable penalties are
calculated as indicated in the RFP.

2.2.2.4 Licenses

 The system software licenses mentioned in the Bill of Materials shall be genuine, perpetual, full
use in the name of client and should provide upgrades, patches, fixes, security patches and
updates directly from the OEM. All the licenses and support (updates, patches, bug fixes, etc.)
should be in the name of HRTC
 The SI/IA shall provide with a full use database license. All the licenses and support (updates,
patches, bug fixes, etc.) should be in the name of HRTC. SI/IA shall provide a comprehensive
warranty that covers all components after the issuance of the final acceptance by HRTC. The
warranty should cover all materials, licenses, services, and support for both hardware and
software. SI/IA shall administer warranties with serial number and warranty period. SI/IA shall
transfer all the warranties to the HRTC at no additional charge at the time of termination of the
project. All warranty documentation (no expiry) will be delivered to Department.
 SI/IA shall review the licenses requirements with the HRTC or its nominated agencies if any. The
HRTC or with the help of nominated agencies (if any) shall clarify on the licenses requirements to
be brought by the SI.

2.2.3 Operation & Maintenance

The selected SI/IA shall be required to provide maintenance services for the ITMS including, all the
software, hardware and networking components deployed by the SI/IA. The maintenance activities shall
be scheduled and performed in a manner so that the operational activities do not suffer. This section
provides the details of the Operations & Maintenance services to be provided by SI/IA with respect to
ITMS Application Software and IT Infrastructure deployed by SI/IA for the project.

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2.2.3.1 Maintenance of ITMS Application Software

The SI/IA shall be responsible for maintenance of ITMS Application Software provided by it as part of the
Project, during the Contract Period. SI/IA shall ensure defect-free functioning of the ITMS Application
Software and shall resolve any issues including bug fixing, improvements in presentation and/or
functionality and other issues in a prompt and expeditious manner.

The software maintenance activities to be undertaken by IA shall include, but not be limited to:

 Routine and preventive maintenance;

 Fixing of bugs and carrying out tests as required;
 Maintaining the interfaces with other applications/ systems, as required;
 Carrying out modifications/ upgradation in the software required due to any change in hardware/
COTS Software deployed by SI/IA; and
 Installation, re-installation and reconfiguration of software, required due to any reasons
 Providing centralized Help desk support with Escalation matrix for registration of complaints
related to the ITMS

SI/IA has to follow the standard approach of implementation of new functionalities during O&M
phase. All the changes shall follow a change control mechanism and will be thoroughly evaluated by
Change Control Board comprising the people from HRTC or its any nominated agencies and selected
SI/IA. SI/IA shall deploy the changes first at staging environment and get the sign-off then move to
production after security audit.
SI/IA shall maintain software version, and software document reflecting current features and
functionality of the solution.

2.2.3.2 Maintenance of IT Infrastructure

The SI/IA is responsible for the day-to-day maintenance of the system for the entire period of Contract.
For the IT Infrastructure procured as part of this RFP, the SI/IA will be responsible for smooth
Operations and Maintenance Services for the period covering onsite support by providing 5 years of
comprehensive warranty for all items from the date of GO-LIVE, covering the following:

 Onsite Warranty support including repair and replacement

 Annual Technical Support (ATS) for all the licensed software
 Providing Help desk support with Escalation matrix for registration of complaints related to the
IT Infrastructure procured through this RFP at the State designated premises
An indicative list of activities and nature of support to be provided is mentioned below:
 System Administration & Troubleshooting

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  Overall monitoring and management of all IT and Non-IT infrastructure deployed at
various sites by the selected SI/IA for the Project including Server Infrastructure at DC&
DR, Departmental locations, networking equipment& connectivity, system software,
application, database, and all other services associated with these facilities to ensure
service levels, performance and availability requirements as prescribed in the RFP are
met.
 Repair or replace infrastructure deployed for this Project, either directly or through a
third-party warranty provider depending on the case. SI/IA shall be providing onsite
support for various IT infrastructure items deployed by him under the project. In case a
component needs to be repaired offsite, a similar component should be provided in its
place of the faulty equipment immediately and be kept there till the faulty equipment is
repaired and is placed back for use.
 Replace component due to technical, functional, manufacturing or any other problem
with a component of the same make and configuration. In case the component of same
make and configuration is not available, the replacement shall conform to open standards
and shall be of a higher configuration and shall be approved by the Department
 Perform system administration tasks such as managing the user access, creating and
managing users, taking backups etc.
 Performance tuning of the system to ensure adherence to SLAs and performance
requirements as indicated in the RFP.
 Network Administration & Troubleshooting
 Coordinate with the network service providers to maintain smooth network operations
and ensure uptime and performance requirements of the IT infrastructure as indicated in
the RFP are met. The selected SI/IA will be totally responsible for all networking
equipment installed by him
 Database Activities
 Undertake end-to-end management of database on an on-going basis to facilitate smooth
functioning and optimum utilization
 Conducting configuration review to tune database, maintaining the necessary
documentation and managing schemes to database schema, disk space, user roles, and
storage
 Regular performance tuning to enhance the system performance
 Backup, Archival & Restore Activities

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  The SI/IA shall put in place a backup, archival and restore strategy in consultation with
HRTC, w.r.t. best industry practice, in order to minimize loss of information in case of an
accidental deletion, corruption of data, system failure, a disaster event or any other
reason
 The SI/IA shall perform backup in coordination with HRTC or MietY empanelled team as
per defined policy
 The SI/IA shall also test the regular backup to ensure that those are available for restore
as and when needed
 Other Activities
 Undertake preventive maintenance (any maintenance activity that is required before the
occurrence of an incident with an attempt to prevent any incidents) and carry out the
necessary repairs and replacement of parts wherever needed to keep the performance
levels of the hardware and equipment in tune with the requirements of the SLA. Such
preventive maintenance shall not be attended during working hours of the HRTC, unless
inevitable and approved by the HRTC.
 Undertake reactive maintenance (any corrective action, maintenance activity that is
required post the occurrence of an incident) that is intended to troubleshoot the system
with sufficient teams
 Escalate and co-ordinate with its OEMs for problem resolution wherever required
 The SI/IA will be required to comply with various policies relating to monitoring and
management of infrastructure such as Information Security Policy, backup and archival
policy, system software update policy etc. of the State of Himachal Pradesh

2.2.3.3 Warranty Support

 SI/IA shall provide a comprehensive warranty and on-site/offsite free service warranty for 5 years
from the date of Go Live for all equipment’s. SI/IA shall obtain the 5 years’ product warranty and
five year onsite/offsitefree service warranty from OEM on all licensed software, computer
hardware and peripherals, networking equipment’s and other equipment’s for providing warranty
support to HRTC. However, Bidder to ensure that at any given point of time during O&M phase,
the services of HRTC shall not hamper.
 SI/IA shall provide the comprehensive manufacturer's warranty and support in respect of proper
design, quality and workmanship of all hardware, equipment, accessories etc. covered by the RFP
 SI/IA must warrant all hardware, equipment, accessories, spare parts, software etc. procured and
implemented as per this RFP against any manufacturing defects during the warranty period

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  SI/IA shall provide the performance warranty in respect of performance of the installed hardware
and software to meet the performance requirements and service levels in the RFP
 SI/IA is responsible for sizing and procuring the necessary hardware and software licenses as per
the performance requirements provided in the RFP. During the warranty period SI/IA shall
replace or augment or procure higher-level new equipment or additional licenses at no additional
cost to the HRTC in case the procured hardware or software is not adequate to meet the
service levels
 Mean Time Between Failures (MTBF): If during contract period, any equipment has a hardware
failure on four or more occasions in a period of less than three months, it shall be replaced by
equivalent or higher-level new equipment by the SI/IA at no cost to HRTC
 However, if the new equipment supplied is priced lower than the price at which the original
support services for all system software, DBMS (Database Management System), other products
deployed as part of this project will require proper arrangements of SI/IA with OEM
 During the warranty period SI/IA shall maintain the systems and repair / replace at the installed
site, at no charge to HRTC all defective components that are brought to the SI's/IA’s notice
 Warranty should not become void, if HRTC buys, any other supplemental hardware from a third
party and installs it within these machines under intimation to the SI/IA. However, the warranty
will not apply to such supplemental hardware items installed
 The SI/IA shall carry out Preventive Maintenance (PM), including cleaning of interior and exterior,
of all hardware and testing for virus, if any, and should maintain proper records at each site for
such PM. Failure to carry out such PM will be a breach of warranty and the warranty period will
be extended by the period of delay in PM
 SI/IA shall monitor warranties to check adherence to preventive and repair maintenance terms
and conditions
 The SI/IA shall ensure that the warranty complies with the agreed Technical Standards, Security
Requirements, Operating Procedures, and Recovery Procedures.
 Any component that is reported to be down on a given date should be either fully repaired or
replaced by temporary substitute (of equivalent configuration) within the time frame indicated in
the Service Level Agreement (SLA)
 The SI/IA shall develop and maintain an inventory database to include the registered hardware
warranties

2.2.3.4 Annual Technical Support

Selected SI/IA shall provide following services under ATS:

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  SI/IA shall maintain data regarding entitlement for software upgrades, enhancements, refreshes,
replacements and maintenance
 SI/IA should carry out any requisite adjustments / changes in the configuration for implementing
different versions of Application Software
 Updates / Patches / Bug fixes: The SI shall provide from time to time the Updates / Patches / Bug
fixes of the software, operating systems, etc. as required. The SI/IA should provide free Updates /
Patches / Bug fixes of the software and tools to HRTC as and when released by OEM.
 Software License Management. The SI shall provide software license management and control.
SI/IA shall maintain data regarding entitlement for software enhancements, refreshes,
replacements, and maintenance.
 SI/IA shall have complete manufacturer’s technical support for all the licensed software problems
and/or questions, technical guidance, defect and non-defect related issues. SI/IA shall provide a
single-point-of-contact for software support and provide licensed software support including but
not limited to problem tracking, problem source identification, problem impact (severity)
determination, bypass and recovery support, problem resolution, and management reporting.

2.2.3.5 Helpdesk Management

The selected SI/IA, as part of Operation & Maintenance activities will establish Centralized Helpdesk
System at HRTC HQ and undertake the following activities under Helpdesk Management;

 Provide Help Desk services to track and route requests for service and to assist HRTC users in
answering questions and resolving problems related to the IT Infrastructure.
 Become the central collection point for contact and control of the problem, change, and service
management processes (This includes both incident management and service request
management) as per the best practices of ITIL.
 Shall provide a first level of support for application and technical support at ITMS at all locations
across the State where the software, hardware, and other infrastructure will be rolled out
 Provide the integrated customer support by establishing 24hrs X 7 days Help Desk facility for
reporting issues/ problems with the software, hardware and other infrastructure. The general
public customer problems intimated through Helpline, Emails or any other medium to be
resolved immediately.
 System Integrator shall log all calls received through any medium viz. telephone/email/in writing/in
person, shall generate a ticket mentioning type of problem, Severity level etc. using helpdesk tool
and forward the same to concerned team.

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There shall be an online system deployed centrally by the SI/IA and shall be used by the SI/IA extensively
for management of network support activity and handling calls from citizen, departmental staff, any other
stakeholders. The proposed system should include required hardware and software.
This proposed software system is expected to facilitate the following;

A. User Interface: -The proposed system should have an easy to use user interface (preferably
a browser based), so that users across the State can lodge any complaints and service
requests. The solution shall have a reporting interface with a consolidated view of the
network status. All users (departmental and external) of the system should be able to log a
request in the system using any of the following channels:
 Telephonic call on the Toll-free Helpline (to be provided by SI).
 email
 Online chat on the departmental web-portal
 Through intranet for departmental users or web-portal for external users
B. Complete incident and problem management: -The proposed helpdesk system should
address both Incident Management and Problem Management. The application should
maintain a classification system that will distinguish the single occurrence trouble tickets or
incidents needing immediate resolution from in-depth root cause analyses that may require
longer term to resolve a problem.
The flow of events at the helpdesk should be:

a. Event is triggered and forwarded to helpdesk user

b. Help desk submits and updates the trouble ticket
Tasks expected:

a. Ticket mapping and allocation: According to the severity, the ticket should
be given the priority level. Also, it should map the ticket to the appropriate
personnel for the resolution
b. Updating the status: Update the status of ticket
c. It should be able to log and escalate user interactions and requests
d. It should have an updateable knowledge base for technical analysis and further
help end-users to search solutions for previously solved issues
e. Historical report indicating number of calls, time to resolve, status etc. for a
specified period of time.

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 All relevant infrastructure and supporting system software required for the deployment and
operation of the help desk is to be provided by the SI/IA in compliance to the SLA parameters
defined in RFP.

2.2.4 Connectivity

The SI/IA shall be responsible to provide WAN connectivity at various field offices during the Contract
Period, as per the following;
WAN Connectivity
Offices No of offices
Requirements
1+1 FTTH/Broadband
HRTC HQ 1
( minimum 100 Mbps speed)
1 FTTH / Broadband ( minimum
100 Mbps speed)
Depots / Bus Stands/Divisional Office 45
and 3G/4G/5G Data Card
connectivity
Buses and EBTMs 4700 3G/4G/5G SIM

The redundant connectivity shall be taken from different service providers and shall follow different
routes/path to have maximum availability.
The bidder can go for tri-party agreement for the connectivity as per applicable laws and regulations
including without limitation, the provisions of the Indian Telegraph Act 1885, the Indian Telegraphs Rules,
1951 made there under, Indian Wireless Act 1933, IT Act 2000 and TRAI Act 1997 and any amendments
or replacements made thereto from time to time.

2.2.5 Manpower Requirement

The SI/IA is expected to provide technical and operational support for the project implementation as well
during operation & maintenance phase of the project. The SI/IA is required to provide minimum resource
persons as mentioned below however he can deploy any number of resources to meet the SLA
parameters:
S. Position Locations Number of Deployment
No. Resources
Implementation O&M
Phase Phase

1. Project Manager HQ 1 Full Time Full Time

2. System / Network HQ 1 50% (on Full Time

Administrator requirement basis)

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 3. Database Administrator HQ 1 Full Time Full Time

4. Application Lead HQ 1 Full Time Full Time

(Programmers)

5. Technical Support Control 2 NA Full Time

Engineers Room / HQ

6. Technical Support Divisional 2 Per Division NA Full Time

Engineers Office

7. Helpdesk Executive HQ 8 NA Full Time

 Project Manager shall be the SPOC to the HRTC / Transport Department/ SITEG for the
implementation of the project.
 If required, SI/IA shall provide additional manpower to complete the work/task within timelines.
While during the tenure of the project the SITEG can instruct SI to change the manpower at any
location as per the requirements of HRTC/ Transport Department.
 The SI/IA shall manage leave, weekly offs, compensation for holidays, etc. at its end to meet the
above requirement of manpower deployment and keep adequate reserve manpower to account
for this.
 The manpower deployed by SI/IA shall be trained by SI/IA to manage the ITMS.

2.2.6 Site Preparation

For efficient management of service delivery under Integrated Public Transport Management System, site
preparation activity needs to be completed across the concerned offices. This requires making the office
space prepared for deployment of ICT infrastructure. Site preparation is not restricted to only Electrical
work and LAN connectivity but also Civil and Mechanical works (if any) to safe guard the hardware
supplied. Adequate safety measures have to be taken at all the locations. Following tasks need to be taken
into consideration under the scope of Site Preparation:

 The SI/IA is expected to prepare the client sites for setting up the necessary client site
infrastructure.
 Site preparation at all required client offices will include:
 Electrical fittings, electrical wiring, earthing and LAN cabling along with conduit
 LAN Points
 The details of number of offices for site preparation have to be evaluated by prospective bidders.

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2.2.7 General Requirement

 The application system shall primarily work in centralized architecture. However, essential data
shall be replicated at critical locations too so that application can work in the absence of
connectivity too.
 The system shall allow interactive modes depending on the type of modules. The application
design and construction shall consider the network infrastructure availability, as per the proposed
solution.
 The proposed solution shall be designed based on the standards adopted by MeitY, GoI. Ensuring
quality in all the activities carried out during the development/ customization, documentation,
testing, implementation, and operation & maintenance phase. The proposed application shall
comply with the standards and processes as per the recommendations from Government of
India, i.e. http://egovstandards.gov.in.
 Database shall be centrally located and should be accessed from any location of the Transport
Department & HRTC.
 Reports shall be generated based on different search criterion based on user requirements
 Various validation checks shall be there on the client end as well as server end to check and
authenticate the data submitted by the user
 The system shall provide fool-proof security features against unauthorized access. Summary of
security features is mentioned below:
 Application will have appropriate security features for safety of application and data.
 Application shall be designed and developed in such a way that proper security is implemented at
various levels such as Application, Database and also provide security and antivirus protection at
Operating System Level.
 Application shall also provide configurable User and Role-based security for Various Menu
Options of the application.
 Application shall comply the standard information Systems Security Policies and Guidelines as
defined by GOI for e-Governance applications or suitable Industry standards.
 The software solution shall implement all suitable security features and firewalls using the latest
features to protect and secure application, the databases, data in transit etc.
 Appropriate access and authorization controls shall be incorporated into software.
 Application security audit certification shall be performed by a certified agency as defined by
CERT-In.
 The application shall have the functionality to:
 Define user groups

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  Define users
 Map users to groups
 Assign the users a role and privileges in the application
 Assign the menus/ forms/ functionalities in the system to the users / groups
 Grant / impose data-based access / restrictions to the users e.g. specific customers,
products, functions etc.
 Define menus and attach such menus to users/ groups
 Disable/re-enable users / groups from the system
 Disable / re-enable modules within application
 The application shall store all authentication credentials of users in an encrypted format.

2.2.8 Conformance to Security Standard

The Solution should conform to an application development and integration methodology based on a
Service Oriented Architecture (SOA), and the integration methodology should be based on Web services
technologies.
The solution should be architected to ensure that the Integrated Public Transport Management System
can be seamlessly integrated into existing application (such as IRTS, Online Ticketing system) architecture
with minimal impact and changes. The Application solution has to integrate with applications across
various departments consisting of heterogeneous platforms and databases through an application
integration solution. The integration will be using Web Services / APIs provided by the concerned
departments during implementation. HRTC will facilitate the bidder to co-ordinate with other
departments for the same. However, Web Services / APIs given by other departments would be
consumed by the bidder in its application on its own.
The solution developed should support multilingual interface particularly Hindi & English. The solution
should adhere to all meta data standards as defined by MeitY, GoI and available at
http://egovstandards.gov.in.

2.2.9 Audit By Third Party

Purchaser at its discretion may appoint CERT-IN empanelled third party auditor firm for auditing
the activities of onsite services and operations of entire services provided to the Purchaser.

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3. SECTION III: INSTRUCTIONS TO BIDDERS

3.1 General

 While every effort has been made to provide comprehensive and accurate background
information and requirements and specifications, Bidders must form their own conclusions about
the solution needed to meet the requirements. Bidders and recipients of this RFP may wish to
consult their own legal advisers in relation to this RFP.
 All information supplied by Bidders may be treated as contractually binding on the Bidders, on
successful award of the assignment by the Himachal Pradesh Road Transport Corporation
(HRTC) on the basis of this RFP.
 No commitment of any kind, contractual or otherwise shall exist unless and until a formal written
contract has been executed by or on behalf of the Himachal Pradesh Road Transport
Corporation. Any notification of preferred bidder status by the Himachal Pradesh Road
Transport Corporation shall not give rise to any enforceable rights by the Bidder. The Himachal
Pradesh Road Transport Corporation may cancel this public procurement at any time prior to a
formal written contract being executed by or on behalf of the Himachal Pradesh Road Transport
Corporation.
 This RFP supersedes and replaces any previous public documentation & communications, and
Bidders should place no reliance on such communications.

3.2 Compliance Proposal / Completeness of Response

 Bidders are advised to study all instructions, forms, terms, requirements and other information in
the RFP documents carefully. Submission of the bid shall be deemed to have been done after
careful study and examination of the RFP document with full understanding of its implications.
 Failure to comply with the requirements of this paragraph may render the Proposal non-
compliant and the Proposal may be rejected. Bidders must:
 Include all documentation specified in this RFP
 Follow the format of this RFP and respond to each element in the order as set out in this
RFP
 Comply with all requirements as set out within this RFP

3.3 Pre-Bid Meeting/Conference & Clarification

 HRTC shall hold a pre-bid meeting with the prospective bidders as per the date provided in the
Schedule of Bid process above.

41
  The Bidders will have to ensure that their queries for Pre-Bid meeting should reach as per
Schedule of Bid process sheet by post, facsimile or email (dmithrtc@gmail.com) as per the date
and time mentioned in the Schedule of Bid process above:

S. RFP Document Content of RFP requiring Points of

No. Reference(s)
Clarification(s) clarification
(Section & Page Numbers)

 Queries received from the prospective Bidders after pre-bid queries receiving date, as per the
Schedule of Bid process above, will not be entertained.
 HRTC shall not be responsible for ensuring that the bidders’ clarifications have been received by
them. Any requests for clarifications after the indicated date and time may not be entertained by
the HRTC
 The Nodal Officer notified by the HRTC will endeavour to provide timely response to all
clarifications. However, HRTC makes no representation or warranty as to the completeness or
accuracy of any response; neither response nor does HRTC undertake to answer all the
clarifications/queries that have been posed by the bidders. The responses to the
clarifications/queries from all bidders will be distributed to all
 At any time prior to the last date for receipt of bids, HRTC may, for any reason, whether at its
own initiative or in response to a clarification requested by a prospective Bidder, modify the RFP
Document by a corrigendum
 The Corrigendum (if any) & clarifications to the queries from all bidders will be posted on the
https://hptenders.gov.inand emailed to all participants of the pre-bid conference
 Any such corrigendum shall be deemed to be incorporated into this RFP
 In order to provide prospective Bidders reasonable time for taking the corrigendum into account,
HRTC may, at its discretion, extend the last date for the receipt of Proposals.

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3.4 Key Requirements of the Bid

3.4.1 Right to Terminate the Process

 HRTC may terminate the RFP process at any time and without assigning any reason. HRTC
makes no commitments, express or implied, that this process will result in a business transaction
with anyone.
 This RFP does not constitute an offer by Himachal Pradesh Society for Promotion of IT & e-
Governance. The bidder's participation in this process may result HRTC selecting the bidder to
engage towards execution of the contract.

3.4.2 RFP Document Fees

 RFP document can be purchased at the address & dates provided in the Section “Important
Information” by submitting a non-refundable demand draft of Rs 10,000/- drawn in favour of “MD
HRTC” payable at Shimla from any scheduled commercial banks and to be submitted in original
to MD HRTC, old bus stand Shimla 171003 before last date and time of submission. In case the
document fee is not received till the last date and time of submission, the bid will not be
considered.
 The bidder may also download the RFP documents from the website https://hptenders.gov.in in
such case, the demand draft of RFP document fees should be submitted in original to MD HRTC,
Old Bus Stand Shimla - 171003 before last date and time of submission. In case the document fee
is not received till the last date and time of submission, the bid will not be considered.
 Proposals received without or with inadequate RFP Document fees shall be rejected.

3.4.3 Earnest Money Deposit (EMD)

 Bidders shall submit, along with their Bids, EMD of Rs 50,00,000 only, in the form of a Demand
Draft OR Bank Guarantee (in the format specified in Annexure III) issued by any Nationalized
Bank/Scheduled Bank in favour of “MD HRTC”, payable at Shimla and should be valid for Six
months from the due date of the tender / RFP.
 EMD of all unsuccessful bidders would be refunded by HRTC within 45 days of the bidder being
notified as being unsuccessful. The EMD, for the amount mentioned above, of successful bidder
would be returned upon submission of Performance Bank Guarantee as per the format provided
in Annexure IV.
 The EMD amount is interest free and will be refundable to the unsuccessful bidders without any
accrued interest on it.
 The bid / proposal submitted without EMD, mentioned above, will be summarily rejected.

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  The EMD may be forfeited:
(a) Modification or withdrawal of tender after the deadline for submission of tenders and
during the validity period;
(b) Refusal by the bidder to accept an arithmetical error or otherwise appearing on the
face of tender;
(c) Failure on the part of the successful bidder to sign the contract in accordance with the
terms and conditions stipulated in the tender documents;
(d) Failure on the part of the successful bidder to provide performance security for the
execution of the contract; and
(e) Failure on the part of the successful bidder to execute the contract as per terms and
conditions stipulated in the tender documents.

3.4.4 Submission of Proposals

 The bidders should submit their responses as per the format given in this RFP in the following
manner
 The bidders shall upload their eligibility and technical offer containing documents,
qualifying criteria, technical specifications and all other terms and conditions except the
rates (price bid).

 The bidders shall quote the prices in price bid format only.

 If bidder fails to complete the Online Bid Preparation at Submission stage on the
stipulated date and time, his/hers bid will be considered as bid not submitted, and hence
not appear during tender opening stage

 Bidders participating in online tenders shall check the validity of his/her Digital Signature
Certificate before participating in the online Tenders at the portal
https://www.hptenders.gov.in

 For help manual please refer to the ‘Home Page’ of the e-Procurement website at
https://www.hptenders.gov.in, and click on the available link ‘How to .. ?’ to download the
file.

 Post registration, bidder shall proceed for bidding by using both his digital certificates
(one each for encryption and signing). Bidder shall proceed to select the tender he is
interested in.

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 Any clarifications / revision in tender document on this tender shall only be uploaded on
the e-Procurement portal https://hptenders.gov.in.

 The bidders may visit the site and obtain additional information at their own cost and
responsibility. Failure of a Bidder in visiting sites will not be a cause for disqualification.

 The bidder shall upload the following e-Bid documents on www.hptenders.gov.in:

 Pre-Qualification Bid documents in the section “Pre-Qualification

 Technical Qualification Bid Document
 Financial Bid documents in the section “Financial Bid”

 Authentication of Bid: Bid for a particular tender must be submitted online using the
digital certificate (Encryption & Signing), which is used to encrypt and sign the data during
of bid preparation stage. In case, during the process of a particular tender, the user loses
his digital certificate (due to virus attack, hardware problem, operating system or any
other problem) he will not be able to submit the bid online. Hence, the users are advised
to keep a backup of the certificate and also keep the copies at safe place under proper
security (for its use in case of emergencies).

 In case of online tendering, if the digital certificate issued to the authorized user of a firm
is used for signing and submitting a bid, it will be considered equivalent to a no-objection
certificate/power of attorney /lawful authorization to that User. The firm has to authorize
a specific individual through an authorization certificate signed by all partners to use the
digital certificate as per Indian Information Technology Act 2000. Unless the certificates
are revoked, it will be assumed to represent adequate authority of the user to bid on
behalf of the company/firm in the department tenders as per Information Technology Act
2000. The digital signature of this authorized user will be binding on the firm.

 In case of any change in the authorization, it shall be the responsibility of management /

partners of the company/firm to inform the certifying authority about the change and to
obtain the digital signatures of the new person / user on behalf of the firm / company. The
procedure for application of a digital certificate however will remain the same for the
new user.

 The same procedure holds true for the authorized users in a private/public limited
company. In this case, the authorization certificate will have to be signed by the directors
of the company.

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  Bids will only be accepted online on e-Procurement portal at www.hptenders.gov.in

 Bids sent through any other mode, i.e., Post/Email/Fax etc. shall not be acceptable.

 The bidders are strictly advised to follow dates and times as indicated in the online
Notice Inviting Tenders. The date and time shall be binding on all bidders. All online
activities are time tracked and the system enforces time locks that ensure that no activity
or transaction can take place outside the start and end dates and the time of the stage as
defined in the online Notice Inviting Tenders.

 The Client may, at its discretion, extend this deadline for any administrative reason.

 All the pages of the proposal must be sequentially numbered and must contain the list of contents
with page numbers. Any deficiency in the documentation may result in the rejection of the Bid.
 The original proposal/bid shall be prepared in indelible ink. It shall contain no interlineations or
overwriting, except as necessary to correct errors made by the bidder itself. Any such
corrections must be initialled by the person (or persons) who sign(s) the proposals.
 All pages of the bid including the duplicate copies, shall be initialled and stamped by the person or
persons who is authorised to sign the bid.
 In case of any discrepancy observed by HRTC in the contents of the submitted original paper bid
documents with respective copies, the information furnished on original paper bid document will
prevail over others.
 One copy of Technical proposal of good print quality, properly bound to be submitted by bidder.
If not properly bound, Department shall in no way be responsible for loss of sheets due to
inadvertent opening of the document at any stage and that affecting the prospects of the Bidder
during the evaluation due to loss of these documents. The document should be page numbered
and appropriately flagged and must contain the list of contents with page numbers. The technical
proposal shall not include any financial information.

3.4.5 Authentication of Bids

 The Proposal should be accompanied by a power-of-attorney in the name of the signatory of the
Proposal.

46
3.5 Preparation & Submission of Proposal

3.5.1 Proposal Preparation Costs

 The bidder shall be responsible for all costs incurred in connection with participation in the RFP
process, including, but not limited to, costs incurred in conduct of informative and other diligence
activities, participation in meetings/discussions/presentations, preparation of proposal, in
providing any additional information required by HRTC to facilitate the evaluation process, and in
negotiating a definitive contract or all such activities related to the bid process.
 HRTC will in no case be responsible or liable for those costs, regardless of the conduct or
outcome of the bidding process.

3.5.2 Language

 The Proposal should be filled by the Bidder in English language only. If any supporting documents
submitted are in any language other than English, translation of the same in English language is to
be duly attested by the Bidders. For purposes of interpretation of the Proposal, the English
translation shall govern.

3.5.3 Venue & Deadline for Submission of Proposals

 Proposals, in its complete form in all respects as specified in the RFP, must be submitted to
HRTC at the address specified in Section “Important Information” above.

3.5.4 Late Bids

 Bids received after the due date and the specified time (including the extended period if any) for
any reason whatsoever, shall not be entertained and shall be returned unopened.
 The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered. No correspondence
will be entertained on this matter.
 HRTC shall not be responsible for any postal delay or non-receipt/ non-delivery of the
documents. No further correspondence on the subject will be entertained.
 HRTC reserves the right to modify and amend any of the above-stipulated condition/criterion
depending upon project priorities vis-a-vis urgent commitments.

3.6 Evaluation Process

 HRTC will constitute a Tender Evaluation Committee to evaluate the responses of the bidders

47
  The Tender Evaluation Committee constituted by the HRTC shall evaluate the responses to the
RFP and all supporting documents / documentary evidence. Inability to submit requisite
supporting documents / documentary evidence, may lead to rejection
 The decision of the Tender Evaluation Committee in the evaluation of responses to the RFP shall
be final. No correspondence will be entertained outside the process of negotiation/ discussion
with the Committee
 The Tender Evaluation Committee may ask for meetings with the Bidders to seek clarifications
on their proposals
 The Tender Evaluation Committee reserves the right to reject any or all proposals on the basis of
any deviations
 Each of the responses shall be evaluated as per the criterions and requirements specified in this
RFP.

3.6.1 Tender Opening

 The Proposals submitted up to 18.08.2022, 5:00PM will be opened at HRTC, HO, Shimla by
HRTC or any other officer authorized by HRTC, in the presence of such of those Bidders or
their representatives who may be present at the date and time of opening.
 The representatives of the bidders should be advised to carry the identity card or a letter of
authority from the tendering firms to identify their bonafides for attending the opening of the
proposal.
 Only two representatives from each tendering firm will be allowed to attend the opening of the
proposals.

3.6.2 Tender Validity

 The offer submitted by the Bidders should be valid for minimum period of 180 days from the date
of opening of Tender. The same may be extended further by HRTC, if required.

3.6.3 Tender Evaluation

 Initial Bid scrutiny will be held and incomplete details as given below will be treated as non-
responsive, if Proposals:
 Are not submitted in as specified in the RFP document
 Received without the Letter of Authorization (authorization certificate signed by all
partners to use the digital certificate of authorized user of a firm, for signing and
submitting a bid, as per Indian Information Technology Act 2000)
 Are found with suppression of details
48
  With incomplete information, subjective, conditional offers and partial offers submitted
 Submitted without the documents requested in the checklist
 Have non-compliance of any of the clauses stipulated in the RFP
 With lesser validity period
 Received without consortium agreement, in case of Consortium bid
 HRTC will prepare a list of responsive bidders, who comply with all the Terms and Conditions of
the Tender. All eligible bids will be considered for further evaluation by a committee according to
the Evaluation process define in this RFP document. The decision of the Committee will be final
in this regard.

3.7 Eligibility Criteria

The overall objective of the eligibility criteria is to select the capable and qualified firm in the business
domain of developing and implementation of Public Transport Management System including
implementation of VTS, PIS, Online Reservation/Ticketing System, automated fare collection, related
hardware and other infrastructure, providing associated capacity building, training and handholding
support as well as associated managed services and who will provide a comprehensive solution towards
Supply, Installation, Integration, Commissioning, Development, Deployment, Operation & Management of
Integrated Public Transport Management System.

A consortium of companies duly backed up by an Agreement (to be submitted along with Pre-
Qualification bid) is also eligible to participate subject to the following two conditions and satisfaction of
the Tender Evaluation Committee during the evaluation of the tender. In the event of consortium being
unacceptable to the Client, the Prime Bidder may be given an option of going on its own:

a. The prime bidder of this consortium shall be liable for adherence to all provisions of this
Agreement. The responsibility of implementing the solution shall lie with the prime bidder.
This shall be done with a formal intent to enter into an agreement to implement the project
as a consortium.
b. The consortium will draw upon human, technical and other resources of all the members
during implementation and maintenance of the ITMS Project. The Technical Bid shall include
exact details in this regard, so that a consortium is not artificially created only to improve the
score in Technical Bid. For more details, please refer clause “Joint Venture, Consortium or
Association” of this RFP.

The Eligibility Criteria and Documents to be submitted are detailed below:

49
3.7.1 Pre-Qualification Criteria

S. No. Qualification Criteria Documents/Information to be Provided in

the Submitted Proposal

1. The responding firm / Prime Bidder in I. DD for Rs. 10,000/-

case of consortium should have made a
II.
payment of Rs. 10,000/- for the RFP
document
a. Should have submitted an EMD of
Rs. 50,00,000/-
Demand Draft OR Original Bank Guarantee
from Nationalized Bank / Scheduled Bank
for Rs. 50,00,000/- (Rs. Fifty Lakh) must be
furnished in the format prescribed in
Annexure III

2. Legal Entity

a. Bidder/ Prime Bidder should be a. Certificate of Incorporation

registered under Companies Act,
b. Registration Certificate &GST Number
1956.
In case of single bidder, bidder c. Annual Reports for last Three Years
should be a registered Financial
Institution.
b. Bidder/ Prime Bidder should be
Registered with the Goods and
Services Tax Authorities
c. Bidder/ Prime Bidder should have
been operating for the last three
years (FY 18-19, FY 19-20 & FY 20-
21)
OR
Consortium is also allowed. The
consortium shall not consist of
more than three companies (Prime In case of a consortium, a Consortium
Agreement must also be submitted (in
Bidder +two companies). For
addition to Certificate of registration and
consortium one of the firms certificate of commencement of business of
should be a Financial each partner), duly signed by the consortium
Institution. The Prime Bidder and members. The Consortium Agreement must
consortium companies should be a clearly specify the stake of each member and
registered company in India under outline their roles and responsibilities
the Companies Act 1956. The
consortium shall be formed under a
duly stamped consortium
agreement. In a consortium, one of

50
 the partners shall be designated as a
“Prime Bidder”. The Prime Bidder of
the consortium shall be fully
responsible and liable for the
successful completion of the entire
project. In case of any issues, Prime
Bidder shall be responsible for all
the penalties. A bidder cannot be a
partner in more than one
consortium.
3. GST and PAN of bidder (Prime Bidder Copies of GST Registration and PAN
in case of Consortium)

4. The Firm / Company /Prime Bidder of a. Annexure II Details of Responding Firm

the Consortium should be in the
business as System Integrator for at least
3 years as of 31st March 2021
b. Memorandum & Articles of Association
c. Work orders confirming year and Area of
activity

5. Net Worth: The net worth of Firm / Chartered Accountant (CA) Certificate with
Company /Prime Bidder of Consortium, CA’s Registration Number/ Seal
as on 31st March 2021 should be
Positive.
Net worth of each member of
consortium should be positive.
6. The responding firm or Prime Bidder of Copy of certification which is valid on
the Consortium should be ISO
date of submission
9001:2015 or 27001:2013 certified or
combination of both
7. The responding firm or any member of Relevant certificate needs to be attached
the Consortium should be minimum
which is valid on date of submission
CMMi Level 3

8. Average Annual Sales Turnover of the Audited financial statements for the three
firm / Prime Bidder of the consortium previous financial years.
generated from IT services related to
and
System Integration (SI) during the three
(3) financial years (FY 18-19, FY 19-20& Chartered Accountant (CA) Certificate with CA’s
FY 20-21)as per the published balance

51
 sheets of INR 50 Crores or more. Registration Number/ Seal

9. Technical Capability: Company or Annexure VI: For details of Experience of

consortium partners experience in responding firm/ Project Citation supported with
implementation of integrated turnkey Work order and Proof of Go-live/ Project
projects around application
completion certificates from client
development or ERP implementation as
a System Integrator.

The number & value of the project

should be (System Integration project or
ERP implementation):

One Project with minimum Rs. 25

Crore; or

Two Projects with minimum Rs. 15

Crore each; or

Three Projects with minimum Rs. 10

Crore each

(Specifically, each project should have

components of Hardware, Networking,
Helpdesk and Application related
training necessarily for this project).

Number of such Assignments which

have gone live in the past 7 years from
the last date of submission of bids.

10. The company or any member of the Annexure VI: For details of Experience of
consortium should have successfully responding firm/ Project Citation supported with
completed at least one Systems Work order and Proof of Go-live/ Project
Integration project or ERP project for a completion certificates from client.
Public Sector Undertaking/ Government
Organization/ Government Department/
Company having turnover more than 50
Crore (during the financial year when
the project declared Go-Live) during
past seven years (from the last date of
submission of bids), the project having at
least 100 users for the solution
implemented.

52
11. The responding firm or Prime Bidder Certificate from HR Department for number of
must have at least minimum 100 number technically qualified professionals employed by the
of IT Staff of technically qualified company
personnel in the domain of systems
integration, at the time of bidding on its
roll

12. a. The responding firm or all members A self-certified letter by the designated official of
of consortium shall not be under a the responding firm in the form of
declaration of ineligibility for corrupt Annexure-XV
or fraudulent practices.

b. The responding firm or all members

of consortium should not be
blacklisted by any State
Govt./Central Govt./ PSU for any
reason at the time of Bidding.

13. Authorized Signatory of the responding The digital certificate issued to the authorized
Bidder / Prime Bidder in case of user of a firm is used for signing and submitting a
consortium bid, it will be considered equivalent to a no-
objection certificate/power of attorney /lawful
authorization to that User. The firm has to
authorize a specific individual through an
authorization certificate signed by all partners to
use the digital certificate as per Indian Information
Technology Act 2000. Unless the certificates are
revoked, it will be assumed to represent adequate
authority of the user to bid on behalf of the
company/firm in the department tenders as per
Information Technology Act 2000. The digital
signature of this authorized user will be binding
on the firm.

53
3.7.2 Pre-Qualification additional info in case of Consortium partners

3.7.2.1 Consortium partners

1. General Information
S.No. Particulars Details to be furnished
i) Details of the Prime Bidder (Company)

Name:
Address:
Telephone: Fax:

E-mail: Website

Details of Authorized person

Name:
Address:
Telephone: E-mail:

ii) Details of the members of the Consortium (Please attach consortium

Agreement)
Name:
Address:
Telephone: Fax:

E-mail: Website

Details of Authorized person

Name:
Address:
Telephone: E-mail:

iii) Details of the members of the Consortium

Name:
Address:
Telephone: Fax:

E-mail: Website

Details of Authorized person

Name:
Address:
Telephone: E-mail:

54
 The Bidder should attach Consortium Agreement mentioning roles and
responsibilities of all the members.

2. Details of Specific Responsibilities (applicable in case of Consortium only)

S.No. Name of Prime Specific responsibilities of each Signature of
Bidder or member (incl. Prime Bidder) Authorized
member in the scope of implementation Representative of the
Company (in of ITMS Project Consortium Member.
case of
consortium)
i)

ii)

iii)

3 Information about the Company (All consortium partners)

S.No. Name of Status of Whether Details of Details of

Prime the Prime Incorporation of the Commencement
Bidder or Company Bidder Company of Business
member (Public or
Company Ltd/ Pvt. Member
(in case of Ltd)
Date Ref. # Date Ref. #
consortium)
i)

55
 ii)

iii)

4. Financial Details (as per audited Balance Sheets)

S.No. Name of Prime Turnover of the Company generated from Net Worth of
Bidder or IT services related to System Integration (SI) the Company
member during (Rs in crores) (Rs in crores)
Company (in FY FY FY Average of As on 31st
case of 2018- 2019- 2020- three FYs March 2021
consortium) 19 20 21 (2018-19 to
2020-21)

i)

ii)

iii)

3.7.3 Joint Venture, Consortium or Association

 Unless otherwise specified in the special conditions of the contract, if the Supplier/ Bidder is a
joint venture, consortium, or association, all of the parties shall be jointly and severally liable to
HRTC for the fulfilment of the provisions of the contract and shall designate one party to act as a
leader/ prime bidder with authority to bind the joint venture, consortium, or association.

56
 However, the responsibility of implementing the solution shall lie with the leader/ prime bidder.
This shall be done with a formal intent to enter into an agreement to implement the project as a
consortium.
 The composition or the constitution of the joint venture, consortium, or association shall not be
altered without the prior consent of HRTC.
 Any change in the constitution of the firm, etc. shall be notified forth with by the prime bidder in
writing to HRTC and such change shall not relieve any former member of the firm, etc., from any
liability under the contract.
 No new partner/ partners shall be accepted in the firm by the prime bidder in respect of the
contract unless he/they agree to abide by all its terms, conditions and deposits with HRTC and a
written agreement to this effect. The prime 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 purpose of the contract. No new consortium agreement shall be allowed during the project
period.
 In Consortium, all the members shall be equally responsible to complete the project as per their
roles & responsibilities; however Prime Bidder shall give an undertaking for the successful
completion of the overall project. In case of any issues, Prime Bidder is the responsible person
for all the penalties.
 The Prime Bidder is required to do majority (>50%) of the work. However, the Prime Bidder and
consortium partner is jointly and severely liable for the entire scope of work and risks involved
thereof.
 The non-lead bidder (consortium partner) is liable for the scope of work for which they are
responsible along with the Prime Bidder.

3.7.4 Technical Qualification Criteria

 Technical proposal of those bidders will be opened and evaluated, who will qualify the Pre-
Qualification criteria as mentioned above
 During Technical Evaluation / presentation, the bidder is to demonstrate the functionalities of the
System Proposed. In case of failing in demonstration, the bid would be declared non-substantive.
 The Tender Evaluation Committee will evaluate the Technical Proposals on the basis of the
technical evaluation criterion as provided below:

57
S. No. Description or Evaluation Criteria Sub- Total /
Section Section
Marks Marks

1. Past Experience /Relevant Experience 45

A. Completed implementation of integrated turnkey 15

projects around application development or ERP
implementation as a System integrator of value equal to
or more than Rs 10 crore each during last seven years
from the last date of submission of bids with relevant
documents (Letter of Award and Go-Live signoff from
customer). In case of consortium, the projects
implemented by all members of the consortium will be
considered.

3 projects = 15.00

2 projects = 10.50

1 project = 6.00

B. Out of above projects mentioned at A, extra marks will 5

be awarded, for each project done for Government
entity, as follows;

3 projects = 5.00

2 projects = 3.50

1 project = 2.00

C Out of above project mentioned at A, extra marks will 5

be awarded to projects done for passneger transport
industry such as Railways, Metro Rail Corportaions,
State Transport Authority/Undertakings or Transport
Corportaions, or any other passenger transport
organization

3 projects = 5.00

2 projects = 3.50

1 project = 2.00

D Company has completed implementation of projects in 10

the area of Intelligent Road Transport System and at
least implemented following functionalities with relevant

58
 supporting documents. In case of consortium, the
projects implemented by all members of the consortium
will be considered.

GPS based vehicle tracking involving 300 vehicles –

3 marks

Online Reservation System preferably in State Transport

undertakings or transport corporations involving
minimum 300 buses – 3 marks

Fare collection System using EBTMs in State Transport

undertakings or transport corporations involving
minimum 300 buses – 4 marks

E Company has completed implementation of one turn 10

key project having Training & Capacity Buildingand the
marks would be awarded as follows subject to
submission of relevant documents which includes either
of LoA, Agreement, Work Order or Certificate from
the customer. In case of consortium, the project
implemented by any one memebr of the consortium will
be considered.

More than or eqaul to 500 participants= 10 marks

400<= participants< 500 = 9 marks

300<=Participants< 400 = 7 marks

200<=Participants<300 = 4 marks

2. Proposed Solution for Public Transport 20

Management System

A Solution Proposed and demonstration of understanding 20

of HRTC requirements

Understanding of the requirement = 3 marks

Solution architecture conceptualized for this project =

2 marks

Security architecture = 1 marks

Detailed plan for using internet/intranet as connectivity

= 1 marks

Application deployment and testing Strategy =2 marks

59
 Quality Control Procedures suggested by responding
firm = 2 marks

Proposed Approach for implementation of ITMS = 3

marks

Plan to develop training manuals = 1 marks

Training modules covered = 1 marks

Qualifation & Quality of Trainer Propsed = 1 marks

Integration approach for existing IRTS system = 3 marks

3. Work Plan 15

A. Detailed Work Plan proposed by SI/IA 15

Approach to Requirement Gathering & Finalization of

SRS = 3 Marks

Implementation Plan including resource deployment plan

= 3 marks

Confirmance to implement the ITMS in 25% lesser time

against given timeline in Implementation Shcedule
(Approach & Reason with proper justificaion) = 4 marks

Hardware Delivery approach at various filed offices = 2

marks

Operation & Maintenance plan including additional

resources proposed for O&M = 3 marks

4. Adequcy to Quality of Resources proposed for 10

deployment

A Project Manager 4

BE / B. Tech / MCA with MBA having more than 7 Years

of experience in implementing large ICT project in
Transport Sector with PMP or Prince2 certification = 4
Marks

BE / B. Tech / MCA having more than 7 Years of

experience in implementing large ICT project in
Transport Sector / other ICT Projects with PMP or
Prince2 certification = 3 Marks

60
 B Application Lead 2

BE / B. Tech / MCA with MBA having more than 6 Years

Experience in large ICT project in Transport Sector with
relevent Certification in Proposed Development
Technologies = 2 Marks

BE / B. Tech / MCA having more than 6 Years of

experience in implementing large ICT project in
Transport Sector / other ICT Projects with relevent
Certification in Proposed Development Technologies =
1 Marks

C System/Network Administrator 2

BE / B. Tech / MCA having more than 5 Years

Experience in large ICT project with Relevent
Certification in Networking such as
CCNA/JNCIA(Junos)/ MCP /MCSA /MCSE = 2 Marks

BE / B. Tech / MCA having more than 3 Years

Experience in large ICT project with Relevent
Certification in Networking such as
CCNA/JNCIA(Junos)/ MCP /MCSA /MCSE= 1 Marks

D Database Administrator 2

BE / B. Tech / MCA having more than 5 Years of

experience in large database desiging, implementation
and maintenance for large ICT project with relevant
Certification in the proposed database in the solution =
2 Marks

BE / B. Tech / MCA having more than 3 Years of

experience in large database desiging, implementation
and maintenance for large ICT project with relevant
Certification in the proposed database in the solution =
1 Marks

5. Presentation to Evaluation Committee 10

61
3.7.5 Project Experience

Form 1 – Project Experience List

S. Name of Client Role of Cost of Date of Date of Go –

No. project name the assignm commencement of Live of the
Bidder ent the project project

For each of the project listed above the bidder needs to provide documentary evidence
Form 2 – EEMTM Project List

S. Name of Client Number of Date of Date of Go –

No. project name Devices Purchase Order Live of the
Supplied / Work Order project

For each of the project listed above the bidder needs to provide documentary evidence

Bidder:
Signature
Name
Designation
Company
Date

ProjectDetails

Form 3 - Project Experience Details

For FI/Bank/ Consortium Partners (pleasespecify)

Name of the project: Location:
Size: - [No of Man months]
Project Value: (in INR Crores):
[Duration]
Status: (Complete / Ongoing / Just started)
Client Name: Client Address:
Brief description of the project:
Actual Services provided in the project:

62
 Bidder:
Signature
Name
Designation
Company
Date

3.7.6 Financial Bid Evaluation

 The Financial Bids of technically qualified bidders (i.e. above 70 marks) will be opened on the
prescribed date in the presence of bidder representatives who wish to be present.
 The bid price will include all taxes and levies and shall be in Indian Rupees and mentioned
separately. This will be considered only for bid evaluation & declaration of R1. However, taxes
shall be paid as per actual.
 Any conditional bid would be rejected.
 The Bidder offered the lowest price shall be declared as the Preferred Bidder or L-1Bidder for
the Project.
 In the event that two or more Bidders offered same price (the "Tie Bidders") for the Project, the
HRTC may:
 adjudicate the bidder securing the highest technical score as the “Best responsive bid” for
award of the Project;
OR
 invite fresh Financial Proposals from the Tie Bidders provided that the Bidders will not be
allowed to quote higher than the amounts already quoted;
OR
 in its sole discretion, may annul the Bidding Process
 Errors & Rectification: Arithmetical errors will be rectified on the following basis: “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 be corrected. If there is a
discrepancy between words and figures, the amount in words will prevail”.
 If there is no price quoted for certain material or service, the bid shall be declared as disqualified.
 If there is discrepancy between the unit price and the total price, which is obtained by multiplying
the unit price with quantity, the unit price shall prevail and the total price shall be corrected
unless it is a lower figure. If the bidder doesn’t accept the correction of error its bid will be
rejected
63
  If there is discrepancy in the unit price quoted in figures and word, the unit price, in figure or in
words as the case may which corresponds to the total bid price shall be taken as correct.

3.8 Appointment of System Integrator or Implementing Agency

3.8.1 Award Criteria

HRTC will award the contract to the successful L-1 bidder.

3.8.2 Right to Accept/Reject Any Proposal or All Proposal(s)

HRTC reserves the right to accept or reject any proposal, and to annul the tendering process / Public
procurement process and reject all proposals at any time prior to award of contract, without thereby
incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or
bidders of the grounds for HRTC action.

3.8.3 Notification of Awards

 Prior to the expiration of the validity period, HRTC will notify the successful bidder in writing or
by fax or email, that its proposal has been accepted. In case the tendering process / public
procurement process has not been completed within the stipulated period, HRTC may like to
request the bidders to extend the validity period of the bid.
 The notification of award will constitute the formation of the contract. Upon the successful
bidder's furnishing of Performance Bank Guarantee, HRTC will notify each unsuccessful bidder
and return their EMD

3.8.4 Contract Finalization & Award

 The HRTC shall reserve the right to negotiate with the bidder(s) whose proposal has been most
responsive. On this basis the draft contract agreement would be finalized for award & signing.
 HRTC may also like to reduce or increase the quantity of any item in the Scope of Work defined
in the RFP. Accordingly, total contract value may change on the basis of the rates defined in the
financial proposal.

3.8.5 Performance Guarantee

 HRTC will require the selected bidder to provide a Performance Bank Guarantee from
Nationalized Bank/Scheduled Bank within 15 days from the Notification of award, for a value
equivalent to 10% of the total cost of ownership (bid value).The Performance Guarantee should
be valid for the stipulated period of project plus 60 days w.e.f. agreement signing. The
Performance Guarantee shall be kept valid till completion of the project and Warranty period.
64
 The Performance Guarantee shall contain a claim period of three months from the last date of
validity. The selected bidder shall be responsible for extending the validity date and claim period
of the Performance Guarantee as and when it is due on account of non-completion of the project
and Warranty period. In case the selected bidder fails to submit performance guarantee within
the time stipulated, the HRTC at its discretion may cancel the order placed on the selected
bidder without giving any notice. HRTC shall invoke the performance guarantee in case the
selected Vendor fails to discharge their contractual obligations during the period or HRTC incurs
any loss due to Vendor’s negligence in carrying out the project implementation as per the agreed
terms & conditions.

3.8.6 Signing of Contract

 After the HRTC notifies the successful bidder that its proposal has been accepted, HRTC shall
enter into a contract, incorporating all clauses, pre-bid clarifications and the proposal of the
bidder between HRTC and the successful bidder. The Draft Legal Agreement will be provided as
a separate document to the successful bidder after issuance of LoI and receiving letter of
acceptance of LoI.

3.8.7 Failure to Agree with Terms & Conditions of the RFP

 Failure of the successful bidder to agree with the Draft Legal Agreement and Terms & Conditions
of the RFP shall constitute sufficient grounds for the annulment of the award, in which event
HRTC may award the contract to the next best value bidder or call for new proposals from the
interested bidders.
 In such a case, the HRTC shall invoke the PBG of the most responsive bidder.

3.9 Project Implementation Plan

The implementation schedule detailing out the list of activities to be carried out, their timelines and the
persons responsible for carrying out the same during each phase of the project, provided in the Table
given below;

Activity Group Activities Duration (in Weeks)

Project Contract Signing T1=T0+2 weeks
Implementation
Team Mobilization T2=T1+2 weeks
Software Requirement Specifications (SRS) T3=T2+2 weeks
Submission & approval of Deployment Plan T4=T3+2 weeks

65
 Design Document and Development of ITMS T5=T3+12 weeks
User Acceptance Testing of Customized Application T6=T5+2 weeks
Third party application audit by CERTin empanelled T7=T6+2 weeks
agency/ HRTC nominated TPA
Hardware procurement & Commissioning T8=T3+6 weeks
Site preparation T9=T4+2 weeks
Completion of Training & Change Management T10=T6+4 weeks
activities
Deployment of Final application at DC (After UAT) T11=T7+2 weeks
Final Acceptance for Go-Live T12=T11+2 weeks
Go-Live of application T13=T12
Project Post O&M by Implementation Partner T14=T13+5 Year
Implementation
Project transfer to HRTC After 5 Years

T0=Date of issue of work order

3.10 Payment Schedule Post Go-Live and UAT:

The contract value is based on Per Transactions Cost quoted by the bidder.

 Payment terms and calculations for tickets issued:

Transaction definition: Transaction refers to tickets issued through EBTM and OPRS having a
chargeable amount. Cancelled tickets may be charged once. In case of partial cancellation / rescheduling
of ORS tickets, this transaction can be charged twice, once for original booking and once for
rescheduling / partial cancellation. More than one passenger can be booked on a single ticket, called
“Group ticket”. Group ticket will be considered as single transaction.
Data for Annual Basis:
Approximately 4 Lakh tickets are issued per day, with approximate value of INR 2.25
Crore. It is assumed that in 5 years there may be hike of 30% in the transactions.

Payments will be released only after satisfactory acceptance of the deliverables by the HRTC for the
transactions involving transaction value for each month within 15 days from the submission of bills by the
successful bidder.

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3.11 Rejection Criteria
Besides other conditions and terms highlighted in the RFP document, bids may be rejected under
following circumstances:

3.11.1 General Rejection Criteria

i. Bids submitted without or improper EMD

ii. Bids received through Telex or Telegraphic or Fax or e-Mail
iii. Bids which do not confirm unconditional validity of the bid as prescribed in the RFP
iv. If the information provided by the Bidder is found to be incorrect or misleading at any
stage or time during the Tendering Process
v. Any effort on the part of a Bidder to influence the Purchaser bid evaluation, bid
comparison or contract award decisions
vi. Bids without power of attorney and any other document consisting of adequate proof
of the ability of the signatory to bind the Bidder
vii. Bids without an undertaking of having understood the provision of the RFP fully.
3.11.2 Technical Rejection Criteria

i. Technical Bid containing financial details.

ii. Revelation of prices in any form or by any reason before opening the Financial Bid
iii. Failure to furnish all information required by the RFP Document or submission of a bid
not substantially responsive to the RFP Document in every respect.
iv. Bidders not responding to the complete scope of work as indicated in the RFP
documents, addendum (if any) and any subsequent information given to the Bidder.
v. If the bid does not conform to the timelines indicated in the bid.
3.11.3 Financial Rejection Criteria

i. Incomplete Price Bid.

ii. Price Bids that do not conform to the RFP’s price bid format. iii. If there is an arithmetic
discrepancy in the Financial Bid calculations the Purchaser shall rectify the same. If the
Bidder does not accept the correction of the errors, bid may be rejected.

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4. SECTION IV: SPECIAL CONDITION OF CONTRACT

4.11 Definition & Interpretation

In this document, the following terms shall have following respective meanings;

 “Acceptance Test Document” means a document, which defines procedures for testing the
Integrated Public Transport Management System deliverables against requirements laid down in
the Agreement.
 “Affiliate” shall mean any holding company or subsidiary company of a part to the agreement or
any company, which is subsidiary of such a holding company. The expressions "holding company"
and “subsidiary company” shall have the meaning specified in section 4 of the Companies Act
1956 (as amended from time to time).
 “Agreement" means the contract to be signed between the successful bidder and HRTC
including all attachments, appendices, all documents incorporated by reference thereto together
with any subsequent modifications, the RFP, the bid offer, the acceptance and all related
correspondences, clarifications, presentations.
 “Authorized Representative” shall mean any person duly and formally authorized by either of
the parties.
 “Bidder” means a corporate entity eligible to bid to participate in the Bid in the stages of pre-
qualification, Bidding process and shall include the successful bidder during the currency of the
Contract.
 “Corrupt Practice” means the offering, giving, receiving or soliciting of any-thing of value to
influence the action of an official in the process of Contract execution.
 “Fraudulent Practice” means a misrepresentation of facts in order to influence bidding
process or the execution of a Contract and includes collusive practice among Bidders (prior to
or after Bid submission) designed to establish Bid prices at artificial non-competitive levels and to
deprive the HRTC or HP SITEG of the benefits of free and open competition.
 “GoHP” means Government of Himachal Pradesh.
 “Working/Business days” means all the days including working days and days on which the HRTC
offices are functional
 “Implementation Period” shall mean the period from the date of signing of the Agreement
and up to the issuance of Final Acceptance Certificate of ITMS
 "Law" shall mean any Act, notification, bye law, rules and regulations, directive, ordinance, order
or instruction having the force of law enacted or issued by the Central Government and/ or

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 Government of Himachal Pradesh or the HRTC, Government of HP or any other Government
or regulatory authority or political subdivision of government agency.
 “LOI” means issuing of Letter of Intent which shall constitute the intention of the Tenderer to
place the work order with the successful bidder.
 "Party" means the HRTC or Bidder, individually and “Parties” mean the HRTC and Bidder,
collectively.
 “Period of Agreement" means 6 years from the date of signing of the agreement for ITMS
which may get extended in case of delay in implementation period.
 “Proposal” means the Pre-Qualification Proposal, Technical Proposal and the Financial Proposal.
 “Requirements” shall mean and include schedules, details, description, statement of technical
data, performance characteristics, standards (Indian as well as International) as applicable and
specified in the RFP.
 “Project Location/Site” shall mean the location(s) for which the Contract has been issued and
where the service shall be provided as per agreement.
 "Service" means provision of Contracted service viz., operation, maintenance and associated
services for ITMS as per this RFP.
 “Tenderer” means the HRTC, Himachal Pradesh.
 "Third Party Agency" means any agency other than the successful bidder, designated by the
HRTC or SITEG for monitoring the ITMS during commissioning and operation.
 “SITEG” means the Himachal Pradesh Society for Promotion of IT & e-Governance and is the
technical advisor for implementation of ITMS
 References to Clauses, Sub-Clauses, Paragraphs, Schedules and Annexures are to clauses, sub-
clauses, paragraphs, schedules and annexures to this RFP
 use of any gender includes the other genders;

4.12 Scope of the Project

The Implementation Agency or System Integrator is required to undertake Design, Implementation,

Operation and Maintenance of the Integrated Ticketing Management System as per and in accordance
with the provisions of the Agreement.

4.12.3 Detailed Scope of the Project

Detailed scope of work for the selected bidder is as defined in section II above.

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 4.12.4 Service Levels

Implementation Agency or System Integrator shall discharge its Scope of Work as per and in accordance
with the Service Levels that have been defined later in this section of the Agreement. Any failure to meet
the Service Level shall lead to imposition of default charges on Implementation Agency as defined in the
Agreement.

4.13 Terms & Duration of the Agreement

This Agreement shall come into effect on its execution date (hereinafter the ‘Effective Date’) and shall
continue till operation and maintenance completion date which shall be the date of the completion of the
operation and maintenance period from the date of declaration of the project Go-Live by the ‘HRTC’ or
its nominated agencies.

4.14 Change Control

The Parties shall each ensure that the scope of Services under the Agreement shall not be varied,
reduced or increased except with the prior written agreement between HRTC/SITEG and IA/SI in
accordance with the Change Control Schedule to be created by Change Control Board and the same
will be followed for all changes during the currency of contract.

4.15 Testing & Acceptance

The Project shall be governed by the mechanism of final acceptance testing and certification to be put
into place by the ‘HRTC’ and Implementation Agency or System Integrator as under:

 Final testing and certification criteria will lay down a set of guidelines following internationally
accepted norms and standards for testing and certification for all aspects of project development
and implementation covering software, hardware and networking including the processes
relating to the design of solution architecture, design of systems and sub- systems, coding,
testing, business process description, documentation, version control, change management,
security, service oriented architecture, performance in relation to compliance with SLA metrics,
interoperability, scalability, availability and compliance with all the technical and functional
requirements of the RFP and this Agreement
 Final testing and certification criteria will be finalized from the development stage to ensure that
the guidelines are being followed and to avoid large scale modifications pursuant to testing done
after the application is fully developed
 Final testing and certification criteria will consider conducting specific tests on the software,
hardware, networking, security and all other aspects

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  Final testing and certification criteria will establish appropriate processes for notifying the IA/SI of
any deviations from the norms, standards or guidelines at the earliest instance after taking
cognizance of the same to enable the IA/SI to take corrective action, etc.

4.16 Representations & Warranties

4.16.3 Representations & Warranties of the Implementation Agency/ System

Integrator

The Implementation Agency or System Integrator represents and warrants to the ‘HRTC’ or its
nominated agencies that:

 it is duly organized and validly existing under the laws of India, and has full power and authority to
execute and perform its obligations under this Agreement and other agreements and to carry out
the transactions contemplated hereby
 it is a competent provider of a variety of information technology and business process
management services
 it has taken all necessary corporate and other actions under laws applicable to its business to
authorize the execution and delivery of this Agreement and to validly exercise its rights and
perform its obligations under this Agreement
 from the Effective Date, it will have the financial standing and capacity to undertake the Project in
accordance with the terms of this Agreement
 in providing the Services, it shall use reasonable endeavours not to cause any unnecessary
disruption to ‘HRTC's normal business operations
 this Agreement has been duly executed by it and constitutes a legal, valid and binding obligation,
enforceable against it in accordance with the terms hereof, and its obligations under this
Agreement shall be legally valid, binding and enforceable against it in accordance with the terms
hereof
 the information furnished in the tender documents and as updated on or before the date of this
Agreement is to the best of its knowledge and belief true and accurate in all material respects as
at the date of this Agreement
 the execution, delivery and performance of this Agreement shall not conflict with, result in the
breach of, constitute a default by any of the terms of its Memorandum and Articles of Association
or any Applicable Laws or any covenant, contract, agreement, arrangement, understanding,
decree or order to which it is a party or by which it or any of its properties or assets is bound or
affected

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  there are no material actions, suits, proceedings, or investigations pending or, to its knowledge,
threatened against it at law or in equity before any court or before any other judicial, quasi-
judicial or other authority, the outcome of which may result in the breach of this Agreement or
which individually or in the aggregate may result in any material impairment of its ability to
perform any of its material obligations under this Agreement
 it has no knowledge of any violation or default with respect to any order, writ, injunction or
decree of any court or any legally binding order of any Government Instrumentality which may
result in any Adverse Effect on its ability to perform its obligations under this Agreement and no
fact or circumstance exists which may give rise to such proceedings that would adversely affect
the performance of its obligations under this Agreement
 it has complied with Applicable Laws in all material respects and has not been subject to any fines,
penalties, injunctive relief or any other civil or criminal liabilities which in the aggregate have or
may have an Adverse Effect on its ability to perform its obligations under this Agreement
 no representation or warranty by it contained herein or in any other document furnished by it to
‘HRTC’ or its nominated agencies in relation to the Required Consents contains or shall contain
any untrue or misleading statement of material fact or omits or shall omit to state a material fact
necessary to make such representation or warranty not misleading; and
 no sums, in cash or kind, have been paid or shall be paid, by it or on its behalf, to any person by
way of fees, commission or otherwise for entering into this Agreement or for influencing or
attempting to influence any officer or employee of ‘HRTC’ or its nominated agencies in
connection therewith.

4.16.4Representations & Warranties of the HRTC or It’s Nominated Agencies

‘HRTC’ or its nominated agencies represent and warrant to the System Integrator that:

 it has full power and authority to execute, deliver and perform its obligations under this
Agreement and to carry out the transactions contemplated herein and that it has taken all actions
necessary to execute this Agreement, exercise its rights and perform its obligations, under this
Agreement and carry out the transactions contemplated hereby
 it has taken all necessary actions under Applicable Laws to authorize the execution, delivery and
performance of this Agreement and to validly exercise its rights and perform its obligations under
this Agreement
 it has the financial standing and capacity to perform its obligations under the Agreement

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  it is subject to the laws of India, and hereby expressly and irrevocably waives any immunity in any
jurisdiction in respect of this Agreement or matters arising there under including any obligation,
liability or responsibility hereunder
 this Agreement has been duly executed by it and constitutes a legal, valid and binding obligation
enforceable against it in accordance with the terms hereof and its obligations under this
Agreement shall be legally valid, binding and enforceable against it in accordance with the terms
thereof
 the execution, delivery and performance of this Agreement shall not conflict with, result in the
breach of, constitute a default under, or accelerate performance required by any of the Applicable
Laws or any covenant, contract, agreement, arrangement, understanding, decree or order to
which it is a party or by which it or any of its properties or assets is bound or affected
 there are no actions, suits or proceedings pending or, to its knowledge, threatened against it at
law or in equity before any court or before any other judicial, quasi-judicial or other authority,
the outcome of which may result in the default or breach of this Agreement or which individually
or in the aggregate may result in any material impairment of its ability to perform its material
(including any payment) obligations under this Agreement
 it has no knowledge of any violation or default with respect to any order, writ, injunction or any
decree of any court or any legally binding order of any Government Instrumentality which may
result in any Adverse Effect on the ‘HRTC’ or its nominated agencies ability to perform its
obligations under this Agreement and no fact or circumstance exists which may give rise to such
proceedings that would adversely affect the performance of its obligations under this Agreement
 it has complied with Applicable Laws in all material respects
 all information provided by it in the RFP in connection with the Project is, to the best of its
knowledge and belief, true and accurate in all material respects and
 upon the System Integrator performing the covenants herein, it shall not at any time during the
term hereof, interfere with peaceful exercise of the rights and discharge of the obligations by the
System Integrator, in accordance with this Agreement

4.17 Obligations of HRTC or it’s nominated Agency

Without prejudice to any other undertakings or obligations of HRTC under this RFP, HRTC shall
perform the following;

 To provide any support through personnel to test the system during the Term

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  To provide any support through personnel and/or test data during development, rollout, steady
state operation, as well as, for any changes/enhancements in the system whenever required due
to scope change that may arise due to business, delivery or statutory/regulatory reasons
 ‘HRTC’ shall provide the data (including in electronic form wherever available) to be migrated
 Arrange adequate space for hosting/co-location on cloud (for DC & DR) at MietY empanelled
cloud service provider through SI/IA or by HRTC as per final decision of HRTC.
 Coordinate between project stakeholders for providing necessary information for the
development / customization of the necessary solution
 Provide training room along with facilities/amenities and ensure that the staff and other
stakeholders attend the training programs as per the schedule defined by the IA/SI and agreed
upon by HRTC

4.18 Obligations of Implementation Agency or System Integrator

Without prejudice to any other undertakings or obligations of Implementation Agency or System

Integrator under this RFP, the IA/SI shall perform the following;

 It shall provide to the ‘HRTC’ or its nominated agencies, the Deliverables as set out in Section 2
of this RFP
 It shall perform the Services as set out in Section 2 of this RFP and in a good and workmanlike
manner commensurate with industry and technical standards which are generally in effect for
international projects and innovations pursuant thereon similar to those contemplated by this
RFP, and so as to comply with the applicable Service Levels set out with this RFP
 It shall ensure that the Services are being provided as per the Project Timelines set out in Section
2 of this Agreement
 Keep all system software i.e. OS, antivirus, etc., for Servers, PCs etc. at State Data Centre, DRC
and various locations, up to date by installing regular upgrades / patches
 Undertake all required steps to maintain the business continuity of the ITMS deployed by the
Implementation Agency or System Integrator
 Any other services which is required for the successful execution of the Project

4.19 Approvals and required consents

 The Parties shall cooperate to procure, maintain and observe all relevant and regulatory and
governmental licenses, clearances and applicable approvals (hereinafter the “Required Consents”)
necessary for the IA/SI to provide the Services. The costs of such Approvals shall be borne by the

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 Party normally responsible for such costs according to local custom and practice in the locations
where the Services are to be provided.
 The ‘HRTC’ or its nominated agencies shall use reasonable endeavours to assist IA/SI to obtain
the required consents or vice versa based on scope defined in this RFP. In the event that any
Required Consent is not obtained, the IA/SI and the ‘HRTC’ or its nominated agencies will co-
operate with each other in achieving a reasonable alternative arrangement as soon as reasonably
practicable for the ‘HRTC’ or its nominated agencies to continue to process its work with as
minimal interruption to its business operations as is commercially reasonable until such Required
Consent is obtained, provided that the IA/SI shall not be relieved of its obligations to provide the
Services and to achieve the Service Levels until the Required Consents are obtained if and to the
extent that the IA/SI’s obligations are not dependent upon such Required Consents.

4.20 Use of assets by the Implementation Agency/System Integrator

4.20.3 During the Term the IA/SI shall:

 take all reasonable and proper care of the entire hardware and software, network or any other
information technology infrastructure components used for the Project and other facilities leased
/ owned / operated by the IA/SI exclusively in terms of ensuring their usability for the delivery of
the Services as per this Agreement (hereinafter the “Assets”) in proportion to their use and
control of such Assets; and
 keep all the tangible Assets in as good and serviceable condition (reasonable wear and tear
excepted) as at the date the IA/SI takes control of and/or first uses the Assets and during the
entire Term of the Agreement.
 ensure that any instructions or manuals supplied by the manufacturer of the Assets for use of the
Assets and which are provided to the IA/SI will be followed by the IA/SI and any person who will
be responsible for the use of the Assets;
 take such steps as may be properly recommended by the manufacturer of the Assets and notified
to the IA/SI or as may, in the reasonable opinion of the IA/SI, be necessary to use the Assets in a
safe manner;
 ensure that the Assets that are under the control of the IA/SI, are kept suitably housed and in
conformity with Applicable Law;
 procure permission from the ‘HRTC’ or its nominated agencies and any persons duly authorized
by them to enter any land or premises on which the Assets are for the time being sited so as to
inspect the same, subject to any reasonable third-party requirements;

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  not, knowingly or negligently use or permit any of the Assets to be used in contravention of any
statutory provisions or regulation or in any way contrary to Applicable Law.

4.21 Access to the HRTC or Its Nominated Agencies

1. For so long as the IA/SI provides services to the ‘HRTC’ or its nominated agencies location, as the
case may be, on a non-permanent basis and to the extent necessary, the ‘HRTC’ as the case may be
or its nominated agencies shall, subject to compliance by the IA/SI with any safety and security
guidelines which may be provided by the ‘HRTC’ as the case may be or its nominated agencies and
notified to the IA/SI in writing, provide the IA/SI with:
 reasonable access, in the same manner granted to the ‘HRTC’ or its nominated agencies
employees, to the ‘HRTC’ as the case may be location twenty-four hours a day, seven days a
week;
 reasonable work space, access to office equipment as mutually agreed and other related support
services in such location and at such other the ‘HRTC’ as the case may be location, if any, as may
be reasonably necessary for the IA/SI to perform its obligations hereunder and under the SLA.
2. Access to locations, office equipment and services shall be made available to the IA/SI on an “as is,
where is” basis by the ‘HRTC’ or its nominated agencies as the case may be. The IA/SI agrees to
ensure that its employees, agents and contractors shall not use the location, services and equipment
referred to in RFP for the following purposes:
 for the transmission of any material which is defamatory, offensive or abusive or of an obscene or
menacing character; or
 in a manner which constitutes a violation or infringement of the rights of any person, firm or
company (including but not limited to rights of copyright or confidentiality).

4.22 Price Validity

Prices mentioned in tender are F.O.R. destination, i.e., any location to be specified by HRTC/ various
departments/ organizations. The prices include all taxes and duties, installation/ commissioning,
training and 5 years’ comprehensive on-site warranty from the date of commissioning of the project.

4.23 Price Fall Clause

The successful bidder must attach a certificate confirming that the prices quoted to the HRTC are
standard lowest with identical SLA, payment termsand during the validity period of this tender, if the

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 same item is supplied at lower price with identical SLA, payment terms, the same will be applicable to
HRTC.

4.24 Applicability of Rates

The tender has been floated for finalization of Rate Contract for items mentioned in this tender.
During the currency of Agreement, these items can be purchased by HRTC for its future
requirement pertaining to this project. These items can also be purchased by any Himachal Pradesh
Govt. Department/ Board/Autonomous Body in such manner as may be prescribed by the State
Government. The rates and accompanying terms and conditions contained in this tender shall be
applicable for all such orders. However, the Departments/Boards/ Corporations shall not be obliged
to purchase hardware as per the provisions of this Agreement. These Departments/Boards/
Corporations may purchase the hardware as per this tender, if they so desire.

4.25 Management Phase

4.25.3 Governance

The review and management process of this Agreement shall be carried out in accordance with the
Project Governance Structure proposed or to be set out by both parties during the Agreement and shall
cover all the management aspects of the Project.

4.25.4 Use of Services

 The ‘HRTC’ as the case may be or its nominated agencies, will undertake and use the Services in
accordance with any instructions or procedures as per the acceptance criteria as set out in the
SLA or this Agreement or any agreement that may be entered into between the Parties from
time to time;
 The ‘HRTC’ as the case may be or its nominated agencies shall be responsible for the operation
and use of the Deliverables resulting from the Services.

4.25.5 Changes

Unless expressly dealt with elsewhere in this RFP, any changes under or to the Agreement or under or to
the SLA shall be dealt with in accordance with the Change Control Schedule will be created by Change
Control Board and the same will be followed for all changes during the currency of contract.

4.25.6 Security and Safety

 The IA/SI shall comply with the technical requirements of the relevant security, safety and other
requirements specified in the Information Technology Act or Telegraph Act including the

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 regulations issued by Dept. of Telecom (wherever applicable), IT Security Manual of the ‘HRTC
or any of it nominated agency’ as specifically stated in the RFP and follow the industry standards
related to safety and security (including those as stated in the RFP), insofar as it applies to the
provision of the Services.
 Each Party to the SLA/Agreement shall also comply with ‘HRTC’ or the Government of India, and
Government of Himachal Pradesh security standards and policies in force from time to time at
each location of which ‘HRTC’ or its nominated agencies make the IA/SI aware in writing insofar
as the same apply to the provision of the Services.
 The Parties to the SLA/Agreement shall use reasonable endeavours to report forthwith in writing
to each other all identified attempts (whether successful or not) by unauthorized persons
(including unauthorized persons who are employees of any Party) either to gain access to or
interfere with the ‘HRTC’ as the case may be or any of their nominees data, facilities or
Confidential Information.
 The IA/SI shall upon reasonable request by the ‘HRTC’ as the case may be or their nominee(s)
participate in regular meetings when safety and information technology security matters are
reviewed.
 As per the provisions of the SLA or this Agreement, the IA/SI shall promptly report in writing to
the ‘HRTC’ or its nominated agencies, any act or omission which they are aware that could have
an adverse effect on the proper conduct of safety and information technology security at the
facilities of ‘HRTC’ as the case may be.

4.25.7 Cooperation

Except as otherwise provided elsewhere in this RFP or the SLA, each Party (“Providing Party”) to this
RFP/Agreement or to the SLA undertakes promptly to provide the other Party (“Receiving Party”) with
all such information and co-operation which the Receiving Party reasonably requests, provided that such
information and co-operation:
 does not require material expenditure by the Providing Party to provide the same;
 is reasonably required by the Receiving Party in order for it to comply with its obligations under
the Agreement or the SLA;
 cannot be construed to be Confidential Information; and
 is capable of being provided by the Providing Party.

Further, each Party agrees to co-operate with the contractors and subcontractors of the other Party as
reasonably requested in order to accomplish the purposes of this Agreement.

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4.26 Financial Matters

4.26.3 Terms of Payment and Service Credits and Debits

 In consideration of the Services and subject to the provisions of the RFP and of the SLA, the
‘HRTC’ shall pay the IA/SI for the Services rendered in pursuance of theRFP/agreement, in
accordance with the Payment Schedule set out section 3 clause 3.10 of this RFP
 All payments are subject to the application of service credits and debits as may be provided in the
SLA. For the avoidance of doubt, it is expressly clarified that the ‘HRTC’ will pay the service
credits as stated in accordance with the clause 3.10 of this RFP and the ‘HRTC’ may also calculate
a financial sum and debit the same against the payment schedule as set out in section 3 of this RFP
as a result of the failure of the IA/SI to meet the Service Level as defined in SLA. The ‘HRTC’ (on
request from successful bidders) can look at having a separate mechanism for settling
penalties/service credits rather than the set off against the invoice as this could revenue
recognition issues. However, the successful bidder has to ensure that such settlement happens
within a stipulated timeframe]
 Save and except as otherwise provided for herein or as agreed between the Parties in writing, the
‘HRTC’ shall not be required to make any payments in respect of the Services (or, without
limitation to the foregoing, in respect of the IA/SI performance of any obligations under the
Agreement or the SLA) other than those covered in payment schedule of this RFP. For the
avoidance of doubt, it is expressly clarified that the payments shall be deemed to include all
ancillary and incidental costs and charges arising in the course of delivery of the Services including
consultancy charges, infrastructure costs, project costs, implementation and management charges
and all other related costs including taxes which are addressed in this Clause.

4.26.4 Invoicing and Settlement

 Subject to the specific terms of the SLA, the IA/SI shall submit its invoices in accordance with the
following principles:
 The ‘HRTC’ shall be invoiced by the IA/SI for the Services. Generally and unless
otherwise agreed in writing between the Parties or expressly set out in the SLA, the IA/SI
shall raise an invoice as per Payment Schedule of this RFP; and
 Any invoice presented in accordance with this Article shall be in a form agreed with the
‘HRTC’
 The IA/SI alone shall invoice all payments after receiving due approval from the competent
authority. Such invoices shall be accurate and all adjustments to or changes in the terms of
payment as stated in Section 3 of this RFP. The IA/SI shall waive any charge for a Service that is

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 not invoiced within six months after the end of the month in which the change relating to such
Service is (i) authorized or (ii) incurred, whichever is later.
 HRTC shall apply all possible ways to make the payment within 30 working days of the receipt of
invoice along with supporting documents by the ‘HRTC’ subject to penalties. The penalties are
imposed on the selected IA/SI as per the SLA criteria specified in the SLA.
 The ‘HRTC’ shall be entitled to delay or withhold payment of any invoice or part of it delivered
by the IA/SI under Payment Schedule of this RFP the ‘HRTC’ disputes/withholds such invoice or
part of it provided that such dispute is bona fide. The withheld amount shall be limited to that
which is in dispute. The disputed / withheld amount shall be settled in accordance with the
escalation procedure as set out in Project Governance mechanism of this RFP. Any exercise by
the ‘HRTC’ under this Clause shall not entitle the IA/SI to delay or withhold provision of the
Services.
 The IA/SI shall be solely responsible to make payment its sub-contractors.

4.26.5 Tax

 The ‘HRTC’ or its nominated agencies shall be responsible for withholding taxes from the
amounts due and payable to the IA/SI wherever applicable. The IA/SI shall pay for all other taxes
in connection with this RFP, SLA, scope of work and any other engagement required to be
undertaken as a part of this RFP/Agreement, including, but not limited to, property, sales, use,
excise, value-added, goods and services, consumption and other similar taxes or duties.
 The ‘HRTC’ or its nominated agencies shall provide IA/SI with the original tax receipt of any
withholding taxes paid by ‘HRTC’ or its nominated agencies on payments under this
RFP/Agreement. The IA/SI agrees to reimburse and hold the ‘HRTC’ or its nominated agencies
harmless from any deficiency including penalties and interest relating to taxes that are its
responsibility under this paragraph. For purposes of this RFP/Agreement, taxes shall include taxes
incurred on transactions between and among the ‘HRTC’ or its nominated agencies, the IA/SI and
third party subcontractors.
 If, after the date of the Agreement signed between HRTC and IA/SI, there is any change of rate of
levy under the existing applicable laws of India with respect to taxes and duties, which are
directly payable by the ‘HRTC’ for providing the services i.e. GST or any such other applicable
tax from time to time, which increases or decreases the cost incurred by the IA/SI in performing
the Services, then the remuneration and reimbursable expense otherwise payable to the ‘HRTC’
under this RFP/Agreement shall be increased or decreased accordingly by correspondence
between the Parties hereto, and corresponding adjustments shall be made to the ceiling amounts
specified in Payment Schedule. However, in case of any new or fresh tax or levy imposed after
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 submission of the proposal the IA/SI shall be entitled to reimbursement on submission of proof of
payment of such tax or levy.
 The Parties shall cooperate to enable each Party to accurately determine its own tax liability and
to minimize such liability to the extent legally permissible. In connection therewith, the Parties
shall provide each other with the following:
 any resale certificates;
 any relevant information regarding out-of-state or use of materials, equipment or
services; and
 any direct pay permits, exemption certificates or information reasonably requested by the
other Party.

4.27 Termination

4.27.3 Material Breach

 In the event that either Party believes that the other Party is in Material Breach of its obligations
under this Agreement, such aggrieved Party may terminate this Agreement upon giving a one
month’s notice for curing the Material Breach to the other Party. In case the Material Breach
continues, after the notice period, the ‘HRTC’ or IA/SI, as the case may be will have the option to
terminate the Agreement. Any notice served pursuant to this Clause shall give reasonable details
of the Material Breach, which could include the following events and the termination will become
effective:
 If the IA/SI is not able to deliver the services as per the SLAs defined in RFP which
translates into Material Breach, then the ‘HRTC’ may serve a 30 days written notice for
curing this Material Breach. In case the Material Breach continues, after the expiry of such
notice period, the ‘HRTC’ will have the option to terminate this Agreement. Further, the
‘HRTC’ may after affording a reasonable opportunity to the IA/SI to explain the
circumstances leading to such a breach.
 If there is a Material Breach by the ‘HRTC’ or its nominated agencies which results in not
providing support for effecting data migration or not providing the certification of User
Acceptance, and / or failing to make payment of undisputed amount within 30 from date
of submission of invoice, then the IA/SI will give a one month’s notice for curing the
Material Breach to the ‘HRTC’. After the expiry of such notice period, the IA/SI will have
the option to terminate the Agreement
 The ‘HRTC’ may by giving a one month’s written notice, terminate the Agreement if a change of
control of the IA/SI has taken place.
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  In the event that IA/SI undergoes such a change of control, ‘HRTC’ may, as an alternative to
termination, require a full Performance Guarantee for the obligations of IA/SI by a guarantor
acceptable to ‘HRTC’ or its nominated agencies. If such a guarantee is not furnished within 30
days of ‘HRTC’’s demand, the ‘HRTC’ may exercise its right to terminate the Agreement in
accordance with this Clause by giving 15 days further written notice to the IA/SI.
 The termination provisions set out in this Clause shall apply mutatis mutandis to the SLA.

4.27.4 Effects of termination

 In the event that ‘HRTC’ terminates the Agreement pursuant to failure on the part of the IA/SI to
comply with the conditions as contained in this Clause and depending on the event of default,
Performance Guarantee furnished by IA/SI may be forfeited.
 Upon termination of the Agreement, the Parties will comply with the Exit Management set out in
the RFP or Agreement
 In the event that ‘HRTC’ or the IA/SI terminates the Agreement, the compensation will be
decided in accordance with the Payment Schedule set out in section 3 of the RFP.
 ‘HRTC’ agrees to pay IA/SI for i) all charges for Services IA/SI provides and any Deliverables
and/or system (or part thereof) IA/SI delivers through termination, and ii) reimbursable expenses
IA/SI incurs through termination. If ‘HRTC’ terminates without cause, ‘HRTC’ also agrees to pay
any applicable adjustment expenses IA/SI incurs as a result of such termination (which IA/SI will
take reasonable steps to mitigate).

4.27.5 Termination of the Agreement due to bankruptcy of IA/SI

The ‘HRTC’ may serve written notice on IA/SI at any time to terminate the Agreement with immediate
effect in the event that the IA/SI reporting an apprehension of bankruptcy to the ‘HRTC’ or its nominated
agencies.

4.28 Indemnification& Limitation of Liability

 Subject to Clause 4.18.1, IA/SI (the "Indemnifying Party") undertakes to indemnify ‘HRTC’ (the
"Indemnified Party") from and against all Losses on account of bodily injury, death or damage to
tangible personal property arising in favour of any person, corporation or other entity (including
the Indemnified Party) attributable to the Indemnifying Party's negligence or willful default in
performance or non-performance under the Agreement. If the Indemnified Party promptly
notifies Indemnifying Party in writing of a third party claim against Indemnified Party that any
Service provided by the Indemnifying Party infringes a copyright, trade secret or patents
incorporated in India of any third party, Indemnifying Party will defend such claim at its expense

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 and will pay any costs or damages that may be finally awarded against Indemnified Party.
Indemnifying Party will not indemnify the Indemnified Party, however, if the claim of infringement
is caused by (a) Indemnified Party’s misuse or modification of the Service; (b) Indemnified Party’s
failure to use corrections or enhancements made available by the Indemnifying Party;
(c) Indemnified Party’s use of the Service in combination with any product or information not
owned or developed by Indemnifying Party; (d) Indemnified Party’s distribution, marketing or use
for the benefit of third parties of the Service; or (e) information, direction, specification or
materials provided by Indemnified Party or any third party contracted to it. If any Service is or
likely to be held to be infringing, Indemnifying Party shall at its expense and option either
(i) procure the right for Indemnified Party to continue using it, (ii) replace it with a non-infringing
equivalent, (iii) modify it to make it non-infringing. The foregoing remedies constitute Indemnified
Party’s sole and exclusive remedies and Indemnifying Party’s entire liability with respect to
infringement.

4.28.3 The indemnities set out in Clause 4.18 shall be subject to the following
conditions:

 the Indemnified Party as promptly as practicable informs the Indemnifying Party in writing of the
claim or proceedings and provides all relevant evidence, documentary or otherwise;
 the Indemnified Party shall, at the cost of the Indemnifying Party, give the Indemnifying Party all
reasonable assistance in the Defense of such claim including reasonable access to all relevant
information, documentation and personnel provided that the Indemnified Party may, at its sole
cost and expense, reasonably participate, through its attorneys or otherwise, in such Defense;
 if the Indemnifying Party does not assume full control over the Defense of a claim as provided in
this Article, the Indemnifying Party may participate in such Defense at its sole cost and expense,
and the Indemnified Party will have the right to defend the claim in such manner as it may deem
appropriate, and the cost and expense of the Indemnified Party will be included in Losses;
 the Indemnified Party shall not prejudice, pay or accept any proceedings or claim, or compromise
any proceedings or claim, without the written consent of the Indemnifying Party;
 all settlements of claims subject to indemnification under this Clause will:
 be entered into only with the consent of the Indemnified Party, which consent will not be
unreasonably withheld and include an unconditional release to the Indemnified Party from
the claimant or plaintiff for all liability in respect of such claim; and
 include any appropriate confidentiality agreement prohibiting disclosure of the terms of
such settlement;

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  the Indemnified Party shall account to the Indemnifying Party for all awards, settlements, damages
and costs (if any) finally awarded in favour of the Indemnified Party which are to be paid to it in
connection with any such claim or proceedings;
 the Indemnified Party shall take steps that the Indemnifying Party may reasonably require to
mitigate or reduce its loss as a result of such a claim or proceedings;
 in the event that the Indemnifying Party is obligated to indemnify an Indemnified Party pursuant to
this Article, the Indemnifying Party will, upon payment of such indemnity in full, be subrogated to
all rights and defenses of the Indemnified Party with respect to the claims to which such
indemnification relates; and
 if a Party makes a claim under the indemnity set out under Clause 4.18 above in respect of any
particular Loss or Losses, then that Party shall not be entitled to make any further claim in
respect of that Loss or Losses (including any claim for damages).
 The liability of IA/SI (whether in contract, tort, negligence, strict liability in tort, by statute or
otherwise) for any claim in any manner related to the Agreement, including the work,
deliverables or Services covered by the Agreement, shall be the payment of direct damages only
which shall in no event in the aggregate exceed the amount specified in the contract. The liability
cap given under this Clause shall not be applicable to the indemnification obligations set out in
Clause 4.18.
 In no event shall either party be liable for any consequential, incidental, indirect, special or
punitive damage, loss or expenses (including but not limited to business interruption, lost
business, lost profits, or lost savings) nor for any third-party claims (other than those set-forth in
Clause 4.18) even if it has been advised of their possible existence.
 The allocations of liability in this Section represent the agreed and bargained-for understanding of
the parties and compensation for the Services reflects such allocations. Each Party has a duty to
mitigate the damages and any amounts payable under an indemnity that would otherwise be
recoverable from the other Party pursuant to the Agreement by taking appropriate and
commercially reasonable actions to reduce or limit the amount of such damages or amounts.

4.29 Force Majeure

4.29.3 Definition of Force Majeure

The IA/SI or the ‘HRTC’ as the case may be, shall be entitled to suspend or excuse performance of its
respective obligations under the Agreement to the extent that such performance is impeded by an event
of force majeure (‘Force Majeure’).

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 4.29.4 Force Majeure events

A Force Majeure event means any event or circumstance or a combination of events and circumstances
referred to in this Clause, which:
 is beyond the reasonable control of the affected Party;
 such Party could not have prevented or reasonably overcome with the exercise of reasonable
skill and care;
 does not result from the negligence of such Party or the failure of such Party to perform its
obligations under the Agreement;
 is of an incapacitating nature and prevents or causes a delay or impediment in performance; and
 may be classified as all or any of the following events:
Such events include:
 Non-Political Events
a. act of God, including earthquake, flood, inundation, landslide, exceptionally adverse
weather conditions, storm, tempest, hurricane, cyclone, lightning, thunder, volcanic
eruption, fire or other extreme atmospheric conditions;
b. radioactive contamination or ionizing radiation or biological contamination except as
may be attributable to the IA/SI’s use of radiation or radio-activity or biologically
contaminating material;
c. strikes, lockouts, boycotts, labour disruptions or any other industrial disturbances as
the case may be not arising on account of the acts or omissions of the IA/SI and
which affect the timely implementation and continued operation of the Project; or
d. any event or circumstances of a nature analogous to any of the foregoing.
 Political Events
a. Change in Law, other than any Change in Law for which relief is provided under the
Agreement;
b. expropriation or compulsory acquisition by the ‘HRTC’ or any of their nominated
agencies of any material assets or rights of the IA/SI;
c. unlawful or unauthorized revocation of, or refusal by ‘HRTC’ or any of their
nominated agencies, GoI or any of its agencies to renew or grant any clearance or
Required Consents required by the IA/SI to perform its obligations without valid
cause, provided that such delay, modification, denial, refusal or revocation did not
result from the IA/SI’s inability or failure to comply with any condition relating to
grant, maintenance or renewal of such Required Consents applied on a non-
discriminatory basis;

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 d. any judgment or order of any court of competent jurisdiction or statutory authority
in India made against the IA/SI in any proceedings for reasons other than failure of the
IA/SI to comply with Applicable Laws or Required Consents or on account of breach
thereof, or of any contract, or enforcement of the Agreement or exercise of any of
its rights under the Agreement;
e. expropriation or compulsory acquisition by the ‘HRTC’ or any of their nominated
agencies of any material assets or rights of the IA/SI;
f. unlawful or unauthorized revocation of, or refusal by any authority other than the
‘HRTC’ or any of their nominated agencies to renew or grant any Required Consents
required by the IA/SI to perform its obligations without valid cause, provided that
such delay, modification, denial, refusal or revocation did not result from the IA/SI’s
inability or failure to comply with any condition relating to grant, maintenance or
renewal of such Required Consents applied on a non-discriminatory basis;
g. any requisition of the Project by any other authority; or
h. any requisition of the Project by the ‘HRTC’ or any of their nominated agencies.
i. For the avoidance of doubt, suspension of the Project in accordance with the
provisions of the Agreement shall not be considered a requisition for the purposes of
Force Majeure event.
 Other Events
a. an act of war (whether declared or undeclared), hostilities, invasion, armed conflict
or act of foreign enemy, blockade, embargo, prolonged riot, insurrection, terrorist or
military action, civil commotion or politically motivated sabotage, for a continuous
period exceeding seven (7) days.
For the avoidance of doubt, it is expressly clarified that the failure on the part of the IA/SI under the
Agreement or the SLA to implement any disaster contingency planning and back-up and other data
safeguards in accordance with the terms of the Agreement or the SLA against natural disaster, fire,
sabotage or other similar occurrence shall not be deemed to be a Force Majeure event. For the
avoidance of doubt, it is further clarified that any negligence in performance of Services which directly
causes any breach of security like hacking aren’t the forces of nature and hence wouldn’t be qualified
under the definition of “Force Majeure”. In so far as applicable to the performance of Services, Service Provider
will be solely responsible to complete the risk assessment and ensure implementation of adequate security
hygiene, best practices, processes and technology to prevent any breach of security and any resulting liability
therefrom (wherever applicable).

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4.29.5 Notification procedure for Force Majeure

 The affected Party shall notify the other Party of a Force Majeure event within seven (7) days of
occurrence of such event. If the other Party disputes the claim for relief under Force Majeure it
shall give the claiming Party written notice of such dispute within thirty (30) days of such notice.
Such dispute shall be dealt with in accordance with the dispute resolution mechanism in
accordance with Clause
 Upon cessation of the situation which led the Party claiming Force Majeure, the claiming Party
shall within seven (7) days hereof notify the other Party in writing of the cessation and the Parties
shall as soon as practicable thereafter continue performance of all obligations under the
Agreement.

4.29.6 Allocation of costs arising out of Force Majeure

 Upon the occurrence of any Force Majeure Event prior to the Effective Date, the Parties shall
bear their respective costs and no Party shall be required to pay to the other Party any costs
thereof.
Upon occurrence of a Force Majeure Event after the Effective Date, the costs incurred and
attributable to such event and directly relating to the Project (‘Force Majeure Costs’) shall be
allocated and paid as follows:
 upon occurrence of a Non-Political Event, the Parties shall bear their respective Force Majeure
Costs and neither Party shall be required to pay to the other Party any costs thereof.
 upon occurrence of an Other Event of Force Majeure, all Force Majeure Costs attributable to
such Other Event, and not exceeding the Insurance Cover for such Other Event, shall be borne
by the IA/SI and to the extent Force Majeure costs exceed such Insurance Cover, one half of such
excess amount shall be reimbursed by ‘HRTC’ to the IA/SI
 upon occurrence of a Political Event, all Force Majeure Costs attributable to such Political Event
shall be reimbursed by ‘HRTC’ to the IA/SI.
 For the avoidance of doubt, Force Majeure Costs may include interest payments on debt,
operation and maintenance expenses, any increase in the cost of the Services on account of
inflation and all other costs directly attributable to the Force Majeure Event.
 Save and except as expressly provided in this Clause, neither Party shall be liable in any manner
whatsoever to the other Party in respect of any loss, damage, costs, expense, claims, demands
and proceedings relating to or arising out of occurrence or existence of any Force Majeure Event
or exercise of any right pursuant hereof.

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 4.29.7 Consultation and duty to mitigate

 Except as otherwise provided in this Clause, the affected Party shall, at its own cost, take all steps
reasonably required to remedy and mitigate the effects of the Force Majeure event and restore
its ability to perform its obligations under the Agreement as soon as reasonably practicable. The
Parties shall consult with each other to determine the reasonable measures to be implemented to
minimize the losses of each Party resulting from the Force Majeure event. The affected Party shall
keep the other Parties informed of its efforts to remedy the effect of the Force Majeure event
and shall make reasonable efforts to mitigate such event on a continuous basis and shall provide
written notice of the resumption of performance hereunder.

4.30 Confidentiality

 The ‘HRTC’ or its nominated agencies shall allow the IA/SI to review and utilize highly
confidential public records and the IA/SI shall maintain the highest level of secrecy, confidentiality
and privacy with regard thereto.
 Additionally, the IA/SI shall keep confidential all the details and information with regard to the
Project, including systems, facilities, operations, management and maintenance of the
systems/facilities.
 The ‘HRTC’ or its nominated agencies shall retain all rights to prevent, stop and if required take
the necessary punitive action against the IA/SI regarding any forbidden disclosure.
 The IA/SI shall ensure that all its employees, agents and sub-contractors execute individual non-
disclosure agreements, which have been duly approved by the ‘HRTC’ with respect to this
Project. (Optional)
 For the avoidance of doubt, it is expressly clarified that the aforesaid provisions shall not apply
to the following information:
a. information already available in the public domain;
b. information which has been developed independently by the IA/SI;
c. information which has been received from a third party who had the right to disclose the
aforesaid information;
d. information which has been disclosed to the public pursuant to a court order.
 To the extent the IA/SI shares its confidential or proprietary information with the ‘HRTC’ for
effective performance of the Services, the provisions of the Clause 1 to 3 (of 4.17) shall apply
mutatis mutandis on the ‘HRTC’ or its nominated agencies.

4.31 Audit, Access and Reporting

The IA/SI shall allow access to the ‘HRTC’ or its nominated agencies to all information which is in the
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possession or control of the IA/SI and which relates to the provision of the Services to be set out in the
Audit, Access and Reporting Schedule of the RFP (Section 5.3)and which is reasonably required by the
‘HRTC’ to comply with the terms of the Audit, Access and Reporting Schedule of the Agreement.

4.32 Intellectual Property Rights

4.32.3 Products and fixes:

All products and related solutions and fixes provided pursuant to this work order shall be licensed
according to the terms of the license agreement packaged with or otherwise applicable to such product.
IA/SI would be responsible for arranging any licenses associated with products. “Product” means any
computer code, web-based services, or materials comprising commercially released, pre-release or beta
products (whether licensed for a fee or no charge) and any derivatives of the foregoing which are made
available to ‘HRTC’ for license which is published by product owner or its affiliates, or a third party.
“Fixes” means product fixes that are either released generally (such as commercial product service packs)
or that are provided to you when performing services (such as workarounds, patches, bug fixes, beta
fixes and beta builds) and any derivatives of the foregoing.

4.32.4 Bespoke development:

The Intellectual Property Rights (IPR) for the Bespoke Software, upon its creation, shall vest with HRTC.
HRTC grants to the Implementation Agency or System Integrator and its sub-contractors for Bespoke
Software a non-exclusive, royalty free license during the Contract Period to exercise such of the
Intellectual Property as the Implementation Agency or System Integrator and its sub-contractors
reasonably require to perform its obligations under the Agreement. The Implementation Agency agrees
and acknowledges that it has no rights to exploit the Intellectual Property Rights vested in Bespoke
Software for any purpose other than for providing Services under the Agreement.

4.32.5 COTS Software:

The IA/SI shall ensure that all commercial off the shelf (COTS) software licenses, if any, deployed in the
Project are in the name of HRTC and are worldwide, fully paid, permanent, perpetual and irrevocable.

4.32.6 Pre-existing work:

The IA/SI hereby grants HRTC, permanent, perpetual, irrevocable, royalty-free license to use all the
software/ components provided as part of the Project, other than those covered in Products (Clause
4.19.1), Bespoke Development (Clause 4.19.2) and COTS Software (Clause 4.19.3) (“Pre-existing
Work”).

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 4.33 Warranty

4.33.3 Standard:

The IA/SI warrants that the Project, including all the system(s) and other Services provided, shall be free
from any defect or deficiency in the material, design, engineering, and performance/workmanship that
prevent the Project and/or any of its systems(s) from fulfilling the technical requirements or that limit in a
material fashion the performance, reliability, or extensibility of the Project and/or any of its system(s) as
per the performance guarantee / warranty period defined in the Schedule. If during the warranty period
any defect or deficiency is found in the material, design and performance/workmanship of the Project and
other Services provided by the IA/SI, the IA/SI shall promptly, in consultation and agreement with
‘HRTC’, and at the IA/SI’s sole cost repair, replace, or otherwise make good (as the IA/SI shall, at its
discretion, determine) such default, defect or deficiency as well as any damage to the Project caused by
such default, defect or deficiency. Any defective system that has been replaced by the IA/SI shall remain
the property of the IA/SI. If the Project or any of its System cannot be used by reason of such default,
defect or deficiency and/or making good of such default, defect or deficiency, penalty would be imposed
as per service levels defined in this RFP besides initiating other penal provisions as defined in the event of
default.

4.33.4 Implied Warranty:

The warranties provided herein are in lieu of all other warranties, both express and implied, and all other
warranties, including without limitation that of merchantability or fitness for intended purpose is
specifically disclaimed.

 The IA/SI shall have no liability in the case of breach of this warranty due to (i) use of the
deliverables on any environment (hardware or software) other than the environment
recommended or approved by the IA/SI, (ii) the combination, operation, or use of some or all of
the deliverables with information, software, specifications, instructions, data, or materials not
approved by the IA/SI; (iii) the deliverables having been tampered with, altered or modified by
‘HRTC’ without the written permission of the IA/SI, or (iv) use of the deliverables otherwise than
in terms of the relevant documentation.

4.34 Liquidated Damages

Time is the essence of the Agreement and the delivery dates are binding on the IA/SI. In the event of
delay or any gross negligence, for causes attributable to the IA/SI, in meeting the deliverables, the ‘HRTC’
shall be entitled at its option to recover from the IA/SI as agreed, liquidated damages, a sum of 0.5% of

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the total contract value for each completed week or part thereof subject to a limit of 10% of the total
contract value.

 For the Implementation Phase related Performance Levels, the liquidated damages are capped
at 10% of Total Cost of Bid as defined in the Commercial Bid Format of the RFP.

4.35 Insurance Cover

4.35.3 Obligation to maintain insurance

In connection with the provision of the Services, the Service Provider must have and maintain:
 for the Agreement Period, valid and enforceable insurance coverage for:
o public liability;
o either professional indemnity or errors and omissions;
o product liability;
o workers’ compensation as required by law; and
o any additional types specified in Schedule I; and
 Such insurance shall include contractual liability coverage for the indemnification obligations
contained herein, products hazard coverage and broad form property coverage
 In addition to the insurance referred to in this Clause, the IA/SI shall effect and maintain all other
insurance in a manner and to such extent which is reasonable and customary for a prudent
business enterprise engaged in providing similar services, and such other insurances as may be
required in accordance with good industry practice.
 Each Certificate of Insurance with respect to the policies of insurance must name HRTC as an
additional insured.
 Each insurance policy (including renewals thereof) or Certificate of Insurance required hereunder
shall contain an agreement by the insurer that such policy shall not be cancelled or not renewed
without at least thirty (30) days' prior written notice.
 Implementation Agency shall provide HRTC with at least ten (10) days' prior written notice of
any cancellation, intent not to renew, reduction, or material change in any of the insurance
coverage maintained by it in accordance with this Clause.

4.35.4 Certificates of currency

The IA/SI must, on request by the ‘HRTC’, provide current relevant confirmation of insurance
documentation from its insurance brokers certifying that it has insurance as required by this
Clause 4.25.2.The Service Provider agrees to replace any coverage prior to the date of
expiry/cancellation.

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 4.35.5 Non-compliance

‘HRTC’ or its nominated agencies may, at its election, may serve a 30 days’ written notice for curing the
non-compliance. In case the non-compliance continues, after the expiry of such notice period, the ‘HRTC’
will have the option to terminate the Agreement upon the failure of IA/SI, or notification of such failure,
to maintain the required insurance coverage. Inadequate insurance coverage for any reason shall not
relieve IA/SI of its obligations under the Agreement.

4.36 Miscellaneous

4.36.3 Personnel

a. The personnel assigned by IA/SI to perform the Services shall be employees of IA/SI or its
subcontractor(s), and under no circumstances shall such personnel be considered employees of
‘HRTC’ or its nominated agencies. The IA/SI shall have the sole responsibility for the supervision and
control of the personnel deployed in the Project and for payment of such personnel’s compensation,
including salary, withholding of income taxes and social security taxes, worker’s compensation,
employee and disability benefits and the like and shall be responsible for all obligations of an employer
subject to Applicable Law.

b. The IA/SI shall use its best efforts to ensure that sufficient IA/SI personnel are assigned to perform
the Services and that such personnel have appropriate qualifications to perform the Services. After
discussion with IA/SI, ‘HRTC’ or its nominated agencies shall have the right to require the removal or
replacement of any IA/SI personnel performing work under the Agreement based on bonafide
reasons. In the event that ‘HRTC’ or its nominated agencies requests that any IA/SI personnel be
replaced, the substitution of such personnel shall be accomplished pursuant to a mutually agreed
upon schedule.

c. In the event that the ‘HRTC’ and IA/SI identify any personnel of IA/SI as “Key Personnel”, then the
IA/SI shall not remove such personnel from the Project without the prior written consent of ‘HRTC’
or its nominated agencies unless such removal is the result of an unavoidable circumstance including
but not limited to resignation, termination, medical leave, etc.

d. Except as stated in this Clause, nothing in the Agreement or the SLA will limit the ability of IA/SI to
freely assign or reassign its employees; provided that IA/SI shall be responsible, at its expense, for
transferring all appropriate knowledge from personnel being replaced to their replacements. ‘HRTC’
or its nominated agencies shall have the right to review and approve IA/SI’s plan for any such
knowledge transfer. IA/SI shall maintain the same or higher standards for skills and professionalism
among replacement personnel as in personnel being replaced.
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e. Each Party shall be responsible for the performance of all its obligations under the Agreement or the
SLA as the case may be and shall be liable for the acts and omissions of its employees and agents in
connection therewith.

f. Neither Party will solicit for employment or knowingly hire an employee of the other Party with
whom such Party has contact pursuant to project engagements under the Agreement. This restriction
shall not apply to employees of either Party responding to advertisements in job fairs or news media
circulated to the general public.

4.36.4 Independent Contractor

Nothing in the Agreement or the SLA shall be construed as establishing or implying any partnership or
joint venture between the Parties to the Agreement or the SLA and, except as expressly stated in the
Agreement or the SLA, nothing in the Agreement or the SLA shall be deemed to constitute any Parties as
the agent of any other Party or authorizes either Party to:
 incur any expenses on behalf of the other Party;
 enter into any engagement or make any representation or warranty on behalf of the other Party;
 pledge the credit of or otherwise bind or oblige the other Party; or
 commit the other Party in any way whatsoever without in each case obtaining the other Party’s
prior written consent.

4.36.5 Sub-contractors

IA/SI shall not subcontract any work related to ITMS without ‘HRTC’’s prior written consent. However
the IA/SI shall provide the list of all the other services planned to be sub contracted, within 15 days of
signing the Agreement. It is clarified that the IA/SI shall be the principal employer for all claims arising
from the liabilities statutory or otherwise, concerning the sub-contractors. The IA/SI undertakes to
indemnify the ‘HRTC’ or its nominated agencies from any claims on the grounds stated hereinabove.

4.36.6 Assignment

 All terms and provisions of the Agreement shall be binding on and shall inure to the benefit of the
‘HRTC’ and their respective successors and permitted assigns.
 The IA/SI shall not be permitted to assign its rights and obligations under the Agreement to any
third party.
 The ‘HRTC’ may assign or novate all or any part of the Agreement and the IA/SI shall be a party
to such novation, to any third party contracted to provide outsourced services to ‘HRTC’ or any
of its nominees.

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 4.36.7 Trademarks, Publicity

Neither Party may use the trademarks of the other Party without the prior written consent of the other
Party except that IA/SI may, upon completion, use the Project as a reference for credential purpose.
Except as required by law or the rules and regulations of each stock exchange upon which the securities
of one of the Parties is listed, neither Party shall publish or permit to be published either along or in
conjunction with any other person any press release, information, article, photograph, illustration or any
other material of whatever kind relating to the Agreement, the SLA or the business of the Parties without
prior reference to and approval in writing from the other Party, such approval not to be unreasonably
withheld or delayed provided however that IA/SI may include ‘HRTC’ or its client lists for reference to
third parties subject to the prior written consent of ‘HRTC’ not to be unreasonably withheld or delayed.
Such approval shall apply to each specific case and relate only to that case.

4.36.8 Notices

 Any notice or other document which may be given by either Party under the Agreement or
under the SLA shall be given in writing in person or by pre-paid recorded delivery post, email or
by facsimile transmission.
 In relation to a notice given under the Agreement, any such notice or other document shall be
addressed to the other Party’s principal or registered office address as set out below:
<Insert Address>
Tel:
Fax:
Email:
Contact:
With a copy to:
IA/SI
Tel:
Fax:
Email:
Contact:
 Any such notice or other document shall be deemed to have been given to the other Party (or, if
relevant, its relevant associated company) when delivered (if delivered in person) if delivered
between the hours of 9.00 am and 5.00 pm at the address of the other Party set forth above or if
sent by fax, provided the copy fax is accompanied by a confirmation of transmission, or on the
next working day thereafter if delivered outside such hours, and 7 days from the date of posting
(if by letter).

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  Either Party to the Agreement or to the SLA may change its address, telephone number, facsimile
number and nominated contact for notification purposes by giving the other reasonable prior
written notice of the new information and its effective date.

4.36.9 Variations and Further Assurance

 No amendment, variation or other change to the Agreement or the SLA shall be valid unless
authorised in accordance with the change control procedure as set out in the Change Control
Schedule to be created by Change Control Board and the same will be followed for all changes
during the currency of contract. Such amendment shall be made in writing and signed by the duly
authorized representatives of the Parties to the Agreement or the SLA.
 Each Party to the Agreement or the SLA agrees to enter into or execute, without limitation,
whatever other agreement, document, consent and waiver and to do all other things which shall
or may be reasonably required to complete and deliver the obligations set out in the Agreement
or the SLA.

4.36.10 Severability and Waiver

 If any provision of the Agreement or the SLA, or any part thereof, shall be found by any court or
administrative body of competent jurisdiction to be illegal, invalid or unenforceable the illegality,
invalidity or unenforceability of such provision or part provision shall not affect the other
provisions of the Agreement or the SLA or the remainder of the provisions in question which
shall remain in full force and effect. The relevant Parties shall negotiate in good faith in order to
agree to substitute for any illegal, invalid or unenforceable provision a valid and enforceable
provision which achieves to the greatest extent possible the economic, legal and commercial
objectives of the illegal, invalid or unenforceable provision or part provision.
 No failure to exercise or enforce and no delay in exercising or enforcing on the part of either
Party to the Agreement or the SLA of any right, remedy or provision of the Agreement or the
SLA shall operate as a waiver of such right, remedy or provision in any future application nor shall
any single or partial exercise or enforcement of any right, remedy or provision preclude any
other or further exercise or enforcement of such right, remedy or provision or the exercise or
enforcement of any other right, remedy or provision.

4.36.11 Compliance with Applicable Law

Each Party to the Agreement accepts that its individual conduct shall (to the extent applicable to its
business like the IA/SI as an information technology service provider) at all times comply with all laws,
rules and regulations of government and other bodies having jurisdiction over the area in which the

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Services are undertaken provided that changes in such laws, rules and regulations which result in a change
to the Services shall be dealt with in accordance with the Change Control set out in the Change Control
Schedule to be created by Change Control Board and the same will be followed for all changes during the currency
of contract.

4.36.12 Professional Fees

All expenses incurred by or on behalf of each Party to the Agreement and the SLA, including all fees of
agents, legal advisors, accountants and actuaries employed by either of the Parties in connection with the
negotiation, preparation and execution of the Agreement or the SLA shall be borne solely by the Party
which incurred them.

4.36.13 Ethics

The IA/SI represents, warrants and covenants that it has given no commitments, payments, gifts,
kickbacks, lavish or expensive entertainment, or other things of value to any employee or agent of
‘HRTC’ or its nominated agencies in connection with the Agreement and acknowledges that the giving of
any such payment, gifts, entertainment, or other things of value is strictly in violation of ‘HRTC’ standard
policies and may result in cancellation of the Agreement, or the SLA.

4.36.14 Entire Agreement

The Agreement and the SLA with all schedules & annexures appended thereto and the contents and
specifications of the RFP constitute the entire agreement between the Parties with respect to their
subject matter, and as to all other representations, understandings or agreements which are not fully
expressed herein, provided that nothing in this Clause shall be interpreted so as to exclude any liability in
respect of fraudulent misrepresentation.

4.36.15 Amendment

Any amendment to the Agreement shall be made in accordance with the Change Control set out in the
Change Control Schedule to be created by Change Control Board and the same will be followed for all changes
during the currency of contract.

4.37 Governing Law and Dispute Resolution

 This Agreement shall be governed by and construed in accordance with the laws of India.
 The Courts at Shimla shall have exclusive jurisdiction to determine any proceeding in relation to
this Agreement.

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  Any dispute or difference whatsoever arising between the parties to this Agreement out of or
relating to the construction, meaning, scope, operation or effect of this Agreement shall in the
first instance be dealt with in accordance with the escalation procedure as set out in the
Governance Schedule of the Agreement.
 If no resolution can be reached through the above escalation process within 30 days then the
matter shall be referred to the Principal Secretary (Transport), Government of Himachal Pradesh
or his nominee, who shall act as the sole Arbitrator. The arbitral proceedings shall be held as per
the provisions of the Arbitration and Conciliation Act, 1996.
The award made by the Arbitrator shall be final and binding upon the parties hereto, subject to legal
remedies available under the law. The Arbitration proceedings will be conducted in English language. The
venue for Arbitration proceedings will be Shimla, Himachal Pradesh

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5. SECTION V: SCHEDULES

5.1 Schedule -1: Exit Management Schedule

5.1.1 Purpose

 This Schedule sets out the provisions, which will apply on expiry or termination of the
agreement, the Project Implementation, Operation and Management SLA.
 In the case of termination of the Project Implementation and/or Operation and Management, the
Parties shall agree at that time whether, and if so during what period, the provisions of this
Schedule shall apply.
 The Parties shall ensure that their respective associated entities carry out their respective
obligations set out in this Exit Management Schedule.

5.1.2 Transfer of Assets

 ‘HRTC’ shall be entitled to serve notice in writing on the IA/SI at any time during the exit
management period as detailed hereinabove requiring the IA/SI and/or its sub-contractors to
provide the ‘HRTC’ with a complete and up to date list of the Assets within 30 days of such
notice. ‘HRTC’ shall then be entitled to serve notice in writing on the IA/SI at any time prior to
the date that is 30 days prior to the end of the exit management period requiring the IA/SI to sell
the Assets, if any, to be transferred to ‘HRTC’ or its nominated agencies at book value as
determined as of the date of such notice in accordance with the provisions of relevant laws.
 In case of contract being terminated by ‘HRTC’, ‘HRTC’ reserves the right to ask IA/SI to
continue running the project operations for a period of 6 months after termination orders are
issued.
 Upon service of a notice under this Article the following provisions shall apply:
o in the event, if the Assets to be transferred are mortgaged to any financial institutions by
the IA/SI, the IA/SI shall ensure that all such liens and liabilities have been cleared beyond
doubt, prior to such transfer. All documents regarding the discharge of such lien and
liabilities shall be furnished to the ‘HRTC’.
o All risk in and title to the Assets to be transferred / to be purchased by the ‘HRTC’
pursuant to this Article shall be transferred to ‘HRTC’, on the last day of the exit
management period.
o ‘HRTC’ shall pay to the IA/SI on the last day of the exit management period, in case of
termination of agreement prior to the expiry of the agreement, such sum representing

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 the Net Block (procurement price less depreciation as per provisions of Companies Act)
of the Assets to be transferred.
o Payment to the outgoing IA/SI shall be made to the tune of last set of completed services
/ deliverables, subject to SLA requirements.
o The outgoing IA/SI will pass on to ‘HRTC’ and/or to the Replacement IA/SI, the subsisting
rights in any leased properties/ licensed products on terms not less favorable to ‘HRTC’/
Replacement IA/SI, than that enjoyed by the outgoing IA/SI.

5.1.3 Cooperation and Provision of Information

1. During the exit management period:

 The System Integrator will allow the ‘HRTC’ or its nominated agency access to information
reasonably required to define the then current mode of operation associated with the provision
of the services to enable the ‘HRTC’ to assess the existing services being delivered;
 promptly on reasonable request by the ‘HRTC’, the IA/SI shall provide access to and copies of all
information held or controlled by them which they have prepared or maintained in accordance
with this agreement relating to any material aspect of the services (whether provided by the
System Integrator or sub-contractors appointed by the System Integrator). The ‘HRTC’ shall be
entitled to copy of all such information. Such information shall include details pertaining to the
services rendered and other performance data. The System Integrator shall permit the ‘HRTC’ or
its nominated agencies to have reasonable access to its employees and facilities as reasonably
required by the Chairman, PIU to understand the methods of delivery of the services employed
by the System Integrator and to assist appropriate knowledge transfer.

5.1.4 Confidential Information, Security and Data

1. The System Integrator will promptly on the commencement of the exit management period supply to
the ‘HRTC’ or its nominated agency the following:
 information relating to the current services rendered and customer and performance data
relating to the performance of sub-contractors in relation to the services;
 documentation relating to Computerization Project’s Intellectual Property Rights;
 documentation relating to sub-contractors;
 all current and updated data as is reasonably required for purposes of ‘HRTC’ or its nominated
agencies transitioning the services to its Replacement System Integrator in a readily available
format nominated by the ‘HRTC’, its nominated agency;
 all other information (including but not limited to documents, records and agreements) relating
to the services reasonably necessary to enable ‘HRTC’ or its nominated agencies, or its

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 Replacement System Integrator to carry out due diligence in order to transition the provision of
the Services to ‘HRTC’ or its nominated agencies, or its Replacement System Integrator (as the
case may be).
2. Before the expiry of the exit management period, the System Integrator shall deliver to the ‘HRTC’
or its nominated agency all new or up-dated materials from the categories set out in Schedule above
and shall not retain any copies thereof, except that the System Integrator shall be permitted to retain
one copy of such materials for archival purposes only.
3. Before the expiry of the exit management period, unless otherwise provided under the
AGREEMENT, the ‘HRTC’ or its nominated agency shall deliver to the System Integrator all forms of
System Integrator confidential information, which is in the possession or control of Chairperson, PIU
or its users.

5.1.5 Employees

1. Promptly on reasonable request at any time during the exit management period, the System
Integrator shall, subject to applicable laws, restraints and regulations (including in particular those
relating to privacy) provide to the ‘HRTC’ or its nominated agency a list of all employees (with job
titles) of the System Integrator dedicated to providing the services at the commencement of the exit
management period.
2. Where any national, regional law or regulation relating to the mandatory or automatic transfer of the
contracts of employment from the System Integrator to the ‘HRTC’ or its nominated agency, or a
Replacement System Integrator ("Transfer Regulation") applies to any or all of the employees of the
System Integrator, then the Parties shall comply with their respective obligations under such Transfer
Regulations.
3. To the extent that any Transfer Regulation does not apply to any employee of the System Integrator,
department, or its Replacement System Integrator may make an offer of employment or contract for
services to such employee of the System Integrator and the System Integrator shall not enforce or
impose any contractual provision that would prevent any such employee from being hired by the
Chairperson, PIU or any Replacement System Integrator.

5.1.6 Transfer of Certain Agreements

1. On request by the ‘HRTC’ or its nominated agency the System Integrator shall effect such
assignments, transfers, licenses and sub-licenses as the Chairperson, PIU may require in favour of the
Chairperson, PIU, or its Replacement System Integrator in relation to any equipment lease,
maintenance or service provision agreement between System Integrator and third party lessors,

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 vendors, and which are related to the services and reasonably necessary for the carrying out of
replacement services by the ‘HRTC’ or its nominated agency or its Replacement System Integrator.

5.1.7 Rights of Access to Premises

1. At any time during the exit management period, where Assets are located at the System Integrator's
premises, the System Integrator 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) the ‘HRTC’ or
its nominated agency and/or any Replacement System Integrator in order to make an inventory of the
Assets.
2. The System Integrator shall also give the ‘HRTC’ or its nominated agency or its nominated agencies,
or any Replacement System Integrator right of reasonable access to the Implementation Partner's
premises and shall procure the ‘HRTC’ or its nominated agency or its nominated agencies and any
Replacement System Integrator rights of access to relevant third party premises during the exit
management period and for such period of time following termination or expiry of the AGREEMENT
as is reasonably necessary to migrate the services to the ‘HRTC’ or its nominated agency, or a
Replacement System Integrator.

5.1.8 General Obligations of the Implementation Agency or System Integrator

1. The System Integrator shall provide all such information as may reasonably be necessary to effect as
seamless a handover as practicable in the circumstances to the ‘HRTC’ or its nominated agency or its
Replacement System Integrator and which the System Integrator has in its possession or control at
any time during the exit management period.
2. For the purposes of this Schedule, anything in the possession or control of any System Integrator,
associated entity, or sub-contractor is deemed to be in the possession or control of the System
Integrator.
3. The System Integrator shall commit adequate resources to comply with its obligations under this Exit
Management Schedule.

5.1.9 Exit Management Plan

1. The System Integrator shall provide the ‘HRTC’ or its nominated agency 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 AGREEMENT as a whole and in relation to the Project
Implementation, and the Operation and Management SLA.
 A detailed program of the transfer process that could be used in conjunction with a Replacement
System Integrator including details of the means to be used to ensure continuing provision of the

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 services throughout the transfer process or until the cessation of the services and of the
management structure to be used during the transfer;
 plans for the communication with such of the System Integrator's sub-contractors, staff, suppliers,
customers and any related third party as are necessary to avoid any material detrimental impact
on the ‘HRTC’’s operations as a result of undertaking the transfer;
 (if applicable) proposed arrangements for the segregation of the System Integrator's networks
from the networks employed by ‘HRTC’ and identification of specific security tasks necessary at
termination;
 Plans for provision of contingent support to ‘HRTC’, and Replacement System Integrator for a
reasonable period after transfer.
2. The System Integrator shall re-draft the Exit Management Plan annually thereafter to ensure that it is
kept relevant and up to date.
3. Each Exit Management Plan shall be presented by the System Integrator to and approved by the
‘HRTC’ or its nominated agencies.
4. The terms of payment as stated in the Terms of Payment Schedule include the costs of the System
Integrator complying with its obligations under this Schedule.
5. In the event of termination or expiry of the Agreement, and Project Implementation, each Party shall
comply with the Exit Management Plan.
6. During the exit management period, the System Integrator shall use its best efforts to deliver the
services.
7. Payments during the Exit Management period shall be made in accordance with the Terms of Payment
Schedule.
8. This Exit Management plan shall be furnished in writing to the ‘HRTC’ or its nominated agencies
within 90 days from the Effective Date of this Agreement.

5.2 Schedule -II: Project Governance Schedule

5.2.1 Purpose

The purpose of this Schedule is to:

 establish and maintain the formal and informal processes for managing the relationship between
the ‘HRTC’ and the System Integrator (including the outputs from other Schedules to this
Agreement;
 define the principles that both Parties wish to follow to ensure the delivery of the Services;
 ensure the continued alignment of the interests of the Parties;
 ensure that the relationship is maintained at the correct level within each Party;

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  create the flexibility to revise and maintain the relationship and this Agreement during the Term;
 set out the procedure for escalating disagreements; and
 enable contract administration and performance management

5.2.2 Governance Structure

 Project Managers: The relationship under this Agreement will be managed by the Project
Managers appointed by each Party, who will provide the interface between the executive
management of the respective Parties
 Within 7 days following the Effective Date, ‘HRTC’ or its nominated agencies and the System
Integrator shall each appoint a Project Manager. In the event that either Party wishes to
substitute its Project Manager it will do so in manner in which the original appointment is made
and notify the other Party of such substitution as soon as reasonably practicable but at the latest
within 7 days of the substitution.
 The Project Managers shall have responsibility for maintaining the interface and communication
between the Parties
 Project Management & Monitoring Committee (PMC) or Core Committee: A Project
Management & Monitoring Committee (PMC) or Core Committee shall be constituted by HRTC
to manage the project implementation &monitor the activities, deliverables and progress of the
Project. PMC/CORE COMMITTEE would comprise the members nominated by HRTC or its
nominated agencies.
 The PMC/CORE COMMITTEE will meet formally on a fortnightly / monthly / quarterly, as
required, basis at a time and location to be agreed between them. These meetings will cover, as a
minimum, the following agenda items: (i) consideration of periodic Performance Reports; (ii)
consideration of matters arising out of the Change Control Schedule; (iii) issues escalated in
accordance with the escalation procedure as set out in the Governance Schedule; (iv) matters to
be brought before the PMC/CORE COMMITTEE in accordance with the Agreement and the
Schedules; (v) any matter brought before the PMC/CORE COMMITTEE by the IA/SI under this
Article; and (vi) any other issue which either Party wishes to add to the agenda
 In the event that there is any material factor which affects the delivery of the Services or the
terms of payment as stated in the Payment Schedule, the Parties agree to discuss in the
PMC/CORE COMMITTEE any appropriate amendment to the Agreement or any Service Level
Agreements or Scope of Works including any variation to the payment schedule as stated in the
Payment Schedule. Any variation so agreed shall be implemented through the change control
procedure as set out in the Change Control Schedule.

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5.2.3 Governance Procedures

 The IA/SI shall document the agreed structures in a procedures manual.

 The agenda for each meeting of the PMC/CORE COMMITTEE shall be set to reflect the
discussion items referred to above and extraordinary items may be added either with the
agreement of the Parties or at the request of either Party. Copies of the agenda for meetings of
the PMC/CORE COMMITTEE, along with relevant pre-reading material, shall be distributed at
least one week in advance of the relevant meeting.
 All meetings and proceedings will be documented such documents to be distributed to the
Parties and copies shall be kept as a record. All actions, responsibilities and accountabilities arising
out of any meeting shall be tracked and managed.
 The Parties shall ensure as far as reasonably practicable that the PMC/CORE COMMITTEE shall
resolve the issues and resolve the objectives placed before them and that members representing
that Party are empowered to make relevant decisions or have easy access to empowered
individuals for decisions to be made to achieve this.
 In order formally to submit a Disputed Matter to the aforesaid for a, one Party ("Claimant") shall
give a written notice ("Dispute Notice") to the other Party. The Dispute Notice shall be
accompanied by (a) a statement by the Claimant describing the Disputed Matter in reasonable
detail and (b) documentation, if any, supporting the Claimant's position on the Disputed Matter.
 The other Party ("Respondent") shall have the right to respond to the Dispute Notice within 7
days after receipt of the Dispute Notice. In the event that the parties are unable to resolve the
Disputed Matter within a further period of 7 days, it shall refer the Disputed Matter to next level
of the dispute resolution for action as per the process mentioned in article 9.1
 All negotiations, statements and / or documentation pursuant to these Articles shall be without
prejudice and confidential (unless mutually agreed otherwise).
 If the Disputed Matter is having a material effect on the operation of the Services (or any of them
or part of them) the Parties will use all their respective reasonable endeavors to reduce the
elapsed time in reaching a resolution of the Disputed Matter.

5.3 Schedule -III: Audit, Access & Records

5.3.1 Purpose

This Schedule details the audit, access and reporting rights and obligations of the ‘HRTC’ or its nominated
agency and the IA/SI.

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5.3.2 Audit Notice and Timing

 As soon as reasonably practicable after the Effective Date, the Parties shall use their best
endeavours to agree to a timetable for routine audits during the Project Implementation Phase
and the Operation and Management Phase. Such timetable during the Implementation Phase, the
‘HRTC’ or its nominated agency and thereafter during the operation Phase, the ‘HRTC’ or its
nominated agency shall conduct routine audits in accordance with such agreed timetable and shall
not be required to give the IA/SI any further notice of carrying out such audits.
 The ‘HRTC’ or its nominated agency may conduct non-timetabled audits at his/ her own
discretion if it reasonably believes that such non-timetabled audits are necessary as a result of an
act of fraud by the IA/SI, a security violation, or breach of confidentiality obligations by the IA/SI,
provided that the requirement for such an audit is notified in writing to the IA/SI a reasonable
period time prior to the audit (taking into account the circumstances giving rise to the reasonable
belief) stating in a reasonable level of detail the reasons for the requirement and the alleged facts
on which the requirement is based. If the IA/SI considers that the non-timetabled audit was not
appropriate, the matter shall be referred to the escalation procedure as set out in the
Governance Schedule.
 The frequency of audits shall be a (maximum) half yearly, provided always that the ‘HRTC’ or its
nominated agency shall endeavour to conduct such audits with the lowest levels of inconvenience
and disturbance practicable being caused to the IA/SI. Any such audit shall be conducted by with
adequate notice of 2 weeks to the IA/SI.
 ‘HRTC’ will ensure that any 3rd party agencies (except CAG) appointed to conduct the audit will
not be the competitor of IA/SI and will be bound by confidentiality obligations.

5.3.3 Access

The IA/SI shall provide to the ‘HRTC’ or its nominated agency reasonable access to employees,
subcontractors, suppliers, agents and third party facilities as detailed in the RFP, documents, records and
systems reasonably required for audit and shall provide all such persons with routine assistance in
connection with the audits and inspections. The Chairperson, PIU / Steering Committee shall have the
right to copy and retain copies of any relevant records. The IA/SI shall make every reasonable effort to
co-operate with them.

5.3.4 Audit Rights

 The ‘HRTC’ or its nominated agency shall have the right to audit and inspect suppliers, agents and
third party facilities (as detailed in the RFP), data centres, documents, records, procedures and

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 systems relating to the provision of the services, but only to the extent that they relate to the
provision of the services, as shall be reasonably necessary to verify:
o The security, integrity and availability of all data processed, held or conveyed by the
Partner on behalf of ‘HRTC’ and documentation related thereto;
o That the actual level of performance of the services is the same as specified in the SLA;
o That the IA/SI has complied with the relevant technical standards, and has adequate
internal controls in place; and
o The compliance of the IA/SI with any other obligation under the AGREEMENT and SLA.
o Security audit and implementation audit of the system shall be done once each year, the
cost of which shall be borne by the IA/SI.
o For the avoidance of doubt the audit rights under this Schedule shall not include access to
the IA/SI's profit margins or overheads, any confidential information relating to the IA/SI’
employees, or (iii) minutes of its internal Board or Board committee meetings including
internal audit, or (iv) such other information of commercial-in-confidence nature which
are not relevant to the Services associated with any obligation under the agreement.

5.3.5 Audit Rights of Sub-Contractors, Suppliers and Agents

 The IA/SI shall use reasonable endeavours to achieve the same audit and access provisions as
defined in this Schedule with sub-contractors, suppliers and agents who supply labour, services,
equipment or materials in respect of the services. The IA/SI shall inform the ‘HRTC’ or its
nominated agency prior to concluding any sub-contract or supply agreement of any failure to
achieve the same rights of audit or access.
 REPORTING: The IA/SI will provide quarterly reports to the Chairperson, PIU / Steering
committee regarding any specific aspects of the Project and in context of the audit and access
information as required by the ‘HRTC’ or its nominated agency.

5.3.6 Action and Review

 Any change or amendment to the systems and procedures of the IA/SI, or sub-contractors,
where applicable arising from the audit report shall be agreed within thirty (30) calendar days
from the submission of the said report.
 Any discrepancies identified by any audit pursuant to this Schedule shall be immediately notified
to the ‘HRTC’ or its nominated agency and the IA/SI Project Manager who shall determine what
action should be taken in respect of such discrepancies in accordance with the terms of the
AGREEMENT.

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5.3.7 Terms of Payment

The ‘HRTC’ shall bear the cost of any audits and inspections. The terms of payment are exclusive of any
costs of the IA/SI and the sub-contractor, for all reasonable assistance and information provided under
the Agreement, the Project Implementation, Operation and Management SLA by the IA/SI pursuant to
this Schedule.

5.3.8 Records and Information

For the purposes of audit in accordance with this Schedule, the IA/SI shall maintain true and accurate
records in connection with the provision of the services and the IA/SI shall handover all the relevant
records and documents upon the termination or expiry of the agreement.

5.4 Schedule -IV: Service Level Agreements

5.4.1 Purpose

This Schedule describes the service levels to be established for the Services offered by the IA/SI to the
ITMS at HRTC. The IA/SI shall monitor and maintain the stated service levels to provide quality service.

5.4.2 Definition

Timely Delivery Timely Delivery of Deliverable Items would comprise all milestones and
deliveries including supply, installation and commissioning of IT Infrastructure,
Connectivity, ITMS Application Software that are to be completed as part of
the project deliverables as per the defined timeframe, as per the Agreement
and the approved Project Plan.
Week Week means the seven day calendar period starting from Sunday to Saturday
Response Time Time in which complaint was responded by Field Engineers/Technical
Expert/Assignee after logging the complaint at Helpdesk established at
Command & Control Centre
Resolution Time Time in which complaint / issue is resolved after report from the HRTC or its
representative or incident raised
Availability Availability means the time for which the services and facilities are available for
conducting operations by the HRTC or its nominated agency including
application and associated infrastructure. Availability is defined as:
{(Scheduled Operation Time – System Downtime) / (Scheduled Operation
Time)} * 100%
Scheduled Operation Scheduled operation time means the scheduled operating hours of the ITMSfor

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Time the quarter. All scheduled maintenance time on the system would be deducted
from the total operation time for the quarter to give the scheduled operation
time. The total operation time for the systems and applications within the Data
Centre, DRC and critical client site infrastructure (i.e. network devices) will be
24hrs X 7 days X 12 months.
Schedule Maintenance Scheduled Maintenance Time shall mean the time that the ITMS is not in
Time service due to a scheduled activity as defined in this SLA. The scheduled
maintenance time would not be during peak business hours and peak season.
Further, scheduled maintenance time is planned downtime with the prior
permission from HRTC or its nominated agencies.
System or ITMS System or Application downtime means accumulated time during which the
Downtime System is totally inoperable within the Scheduled Operation Time but outside
the scheduled maintenance time and measured from the HRTC representative
log a call with the IA/SI team of the failure or the failure is known to the IA/SI
from the availability measurement tools to the time when the System is
returned to proper operation.
Incident “Incident” refers to any event / abnormalities in the functioning of the DC,
DRC or critical client site equipment / Services that may lead to disruption in
normal operations of the ITMS Application services
Critical Client Site Critical client site equipment means, networking devices Router, Switch, VTS
Equipment devices, Speed Limiting Devices, PIS, LCD/Large Display panel installed under
ITMS project and is under purview of IA/SI
Helpdesk Support Helpdesk Support- Helpdesk Support shall mean the 24x7 basis support which
shall handle Fault reporting, Trouble Ticketing and related enquiries during the
O&M period of the ITMS.
Peak Business Hours Peak Business Hours shall mean business hours on all days from 8 AM to 8 PM
Peak Season Peak Season shall mean festive season or any tourist season as prevail in
Himachal Pradesh at various places
Penalty Point Each penalty point is equivalent to 0.1% of the Equated Quarterly Fee payable
to the IA/SI by HRTC under ITMS

5.4.3 Interpretation

1 The SLA parameters shall be monitored on a quarterly basis as per the individual SLA parameter
requirements. However, if the performance of the system/services is degraded significantly at any
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 given point in time during the contract and if the immediate measures are not implemented and issues
are not rectified to the complete satisfaction of the HRTC or its nominated agencies, then the HRTC
will have the right to take appropriate disciplinary actions including termination of the contract.
2 A Service Level violation will occur if the SI fails to meet Minimum Service Levels, as measured on a
half yearly basis, for a particular Service Level. Overall Availability and Performance Measurements
will be on a quarterly basis for the purpose of Service Level reporting. An “Availability and
Performance Report” will be provided by the SI on quarterly basis in the suggested format and a
review shall be conducted based on this report. A quarterly Availability and Performance Report shall
be provided to HRTC or its nominated agencies at the end of every quarter containing the summary
of all incidents reported and associated IA/SI performance measurement for that period. The
quarterly Availability and Performance Report will be deemed to be accepted by the HRTC upon
review and signoff by both IA/SI and the HRTC or its nominated agencies. Where required, some of
the Service Levels will be assessed through audits or reports e.g. utilization reports, measurements
reports, etc., as appropriate to be provided by the IA/SI on a quarterly basis, in the formats as
required by audit will need to be provided by the IA/SI. Audits will normally be done on regular basis
or as required by the HRTC or its nominated agencies and will be performed by the HRTC or the
HRTC appointed third party agencies.
3 The Post Implementation SLAs will prevail from the start of the Operations and Maintenance Phase.
However, SLAs will be subject to being redefined, to the extent necessitated by field experience and
the developments of technology practices globally. The SLAs may be reviewed on an annual/bi-annual
basis as the HRTC decides in consultation with SITEG/DIT and other associated agencies. All the
changes would be made by the HRTC in consultation with the IA/SI.
4 If SLA penalty calculations exceed 15% of the quarterly payment for two consecutive quarters or 25%
in any quarter, then HRTC may initiate appropriate action including risk purchase, forfeiture of
Performance Bank Guarantee, Liquidated Damages and Termination for Default.
5 If the IA/SI is getting penalized on two or more parameters because of one incident, then the IA/SI
may seek exemption from getting penalized on the parameters resulting in the least amount of
penalty. HRTC may exercise its discretion in granting such exemptions

5.4.4 Service Levels

The service levels have been logically categorized in the following categories;

 Implementation Phase SLAs

 Operation & Maintenance Phase SLAs
 Applications

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  Field Equipment
 DC, DRC & Monitoring room Equipment
 Network Uptime
 Helpdesk Support &Incident Resolution
 Manpower Availability

5.4.4.1 Implementation Phase SLA

The SLAs applicable during implementation phase are as below:

S. SLA Parameter Definition & Target Service Levels Penalty

No.

1. Resource Mobilization The selected IA/SI is <=30 days Nil

& Commencement of expected to mobilize the Beyond that
work resource and commence 50000 per
the work within 30 days of resource per
the signing of the week proposed
agreement for deployment
2. Replacement of The selected IA/SI is No replacement Nil
Proposed Key expected to deploy the
Manpower key resources as Replacement is allowed with prior
proposed in the Technical approval of HRTC failing which penalty
Proposal INR 1 lakh per resource replacement
3. Delay in delivery of Measured as the <=15 Days Nil
any milestone as per difference between the 0.5 % for respective milestone
project timelines planned date of payment for each week’s delay beyond
mentioned except Go- completion for the 15 days or part thereof
live milestone milestone and the actual Note: In the better interest of the
date of its completion project, it is mentioned that these
Target: <=15 days penalties will be withheld by HRTC
will either be
Paid to IA/SI at the time of Go-live
payment, if IA/SI meets the Go-live
planned date as per agreement
Adjusted against the total penalty liable

110
 for breach of SLA #4
4. Delay in Go-live of Measured as the <=15 days Nil
ITMS difference between the 0.5 % for respective milestone
planned date of Go-live payment for each week’s delay beyond
and the actual date of its 15 days or part thereof
completion
Target: <=15 days
This penalty will be in addition to other actions (including risk purchase, forfeiture of Performance Bank
Guarantee, Liquidated Damages and Termination for Default) that the HRTC may initiate as per the
Terms of this RFP.

Note:In the event of circumstances beyond the control of the IA/SI, HRTC, at its sole discretion, may
revise the dates.

5.4.4.2 Operation & Maintenance Phase SLA

Following SLAs are applicable during Operation & Maintenance Phase of the project;

# SLA Parameter Definition & Target Service Levels Penalty

1. Availability of various Availability defined as >=99% Nil

Applications under ITMS
Online Ticketing System
Fare Collection System
Route Information System
MIS Application
Monitoring Room at HRTC
HQ
2. Percentage of
transactions meeting the
prescribed Response
Time for Business
Transactions for following
applications:
per definition under For every 1% drop of
this section i.e. application, 1 penalty point
{(Scheduled Operation shall be assigned during the
Time – System reporting period.
Downtime) / Total points would be
(Scheduled Operation calculated by adding each
Time)} * 100% application’s points,
Target: >=99%
measured on 24x7
basis
Response Time would >=95% Nil
be calculated as time Business
elapsed between Transaction
sending a request For every 1 % drop in
from client to server transaction, 1 penalty point
and receiving the shall be assigned during the

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 Online Ticketing System response. reporting period.
Fare Collection System Response time of Total points would be
Route Information System services to be calculated by adding each
MIS Application measured on 30 application’s points.
minutes interval at
Data Centre and
average monthly on
24x7 basis.
Target:>=95%
Business Transaction
3. Loading Time for all pages Average Loading Time >=95% Nil
of following web based for a web application pages
applications: would be calculated as loading
Online Ticketing System average of times taken time is less
Fare Collection System by all pages of an than 5
Route Information System application to load over seconds or
MIS Application internet. For every 1 % drop in
Average Loading time percentage of transactions not
of pages to be meeting prescribed Loading
measured on 30 Time (beyond 95%) or
minutes interval at part thereof, 1 penalty point
Data Centre and shall be added during the
average monthly on reporting period.
24x7 basis.
Target:>=95% of Pages
loading time shall be 5
less than seconds
Field Equipment

4. Uptime for EBTMs Measured as the >=90% VTS Nil

Devices at all percentage of time for Devices data
Buses (Live Data which feed of each EBTM received

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 availability at device is received at For each EBTM Devices, 0.1 point
HRTC) Data Centre or Control per 1% slippage in uptime or Data
Room. Uptime will be Response Time (beyond 90%) or
measured on24X7 basis part thereof.
or as per Bus Roaster
(Bus Operation
Time).Average Uptime =
(((Total Uptime-Planned
downtime)-
Downtime)*100)/ (Total
Uptime-Planned
downtime)
Target >=90%
5. Network Network availability is >=95% Nil
Availability or defined as the
Uptime percentage for which the
network / communication For every 1 % drop of Network
link was available for the Connectivity at various filed
user vis-à-vis the total offices, 1 penalty point shall be
time. added during the reporting period.
Average Uptime =
(((Total Uptime-Planned
downtime)-
Downtime)*100)/ (Total
Uptime-Planned
downtime)
Target:>=95%
DC, DRC

6. Uptime of Servers, Measured as the >=99% Nil

Storage, percentage of time each
Workstation device is up and running
on monthly basis.
Uptime of the equipment
will be measured on
For each device, 1 point per 1 % drop
in uptime or part thereof.
Total points would be calculated by

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 24X7 basis. adding each device’s points
Uptime = (((Total
Uptime-
Planned downtime)-
Downtime)*100)/ (Total
Uptime-Planned
downtime)
Target:>= 99%
Helpdesk Support& Incident Resolution

7. Helpdesk Ticket / Average time taken to 100% within defined Nil

Incident Response acknowledge and target
Time respond once the ticket / For each additional drop of 1% in
incident is logged at performance below 95%, 1 point will
Helpdesk Tool or be added to the overall penalty
Incident reporting points.
system by Field
Engineers/Technical
Expert/Assignee
Target: 95% of
incident must be
responded within 30
minutes of call logging
8. Incident Resolution Time taken to resolve 100% within defined Nil
Time – Severity 1 the incident logged from target
Response time
Target: 2 Hours For each incident not resolved within 2
hours, 1 point for each 30 minutes
delay beyond 2 hours.
The points for all incidents would be
added to calculate total penalty points
under these criteria
9. Incident Resolution Time taken to resolve 100% within defined Nil
Time – Severity 2 the incident logged from target

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 Response time For each incident not resolved within
Target: 24 Hours 24 hours, 1 point for each 8 hours
delay beyond 24 hours.
The points for all incidents would be
added to calculate total penalty points
under this criteria

10. Incident Resolution Time taken to resolve 100% within defined Nil
Time – Severity 3 the incident logged from target
Response time
Target: 72 Hours For each incident not resolved within
72 hours, 1 point for each 24 hours
delay beyond 72 hours.
The points for all incidents would be
added to calculate total penalty points
under this criteria

Manpower Availability

11. Availability of all key Presence of Key >=98% at all Nil

resources as resources location and all
required at Target: 98% of all category
Command & Control category at all 5 points for every 1% drop in resource
Centre& Helpdesk locations including availability beyond 98%
Command & Control
Centre
Note: After Go-live of ITMS, there will be SLA holiday for 3 months during O&M phase
from the date of Go-live.

The total deduction should not exceed 15% of the QGR. If SLA penalty calculations exceed 15% of the
quarterly payment for two consecutive quarters or 25% in any quarter on account of any reasons will be
deemed to be an event of default and termination. Decision of HRTC would be final and would not be
called upon questions under any circumstances.

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6. SECTION VI: ANNEXURES

6.1 Annexure – 1: Undertaking of Total Responsibility

No. Date:

To
Managing Director,
Himachal Road Transport Corporation,
Government of Himachal Pradesh,
Old Bus Stand Shimla,
Shimla (HP) – 171003

Dear Sir,

Sub: Self certificate regarding Total Responsibility

This is to certify that we undertake total responsibility for the successful and defect free operation of
the proposed Project solution, as per the requirements of the RFP for ITMS.

Thanking you,

Yours faithfully

(Signature of the Authorized signatory of the Bidding Organisation)

Name :
Designation :
Date :
Time :
Seal :
Business Address:

116
6.2 Annexure – II: Particulars of the Bidder

S. No. Information Sought Details to be Furnished

A Name and address of the bidding

Company

B Incorporation status of the firm

(public limited / private limited,
etc.)

C Year of Establishment

D Date of registration

E ROC Reference No.

F Details of company registration

G Details of registration with

appropriate authorities for service
tax

H Name, Address, email, Phone nos.

and Mobile Number of Contact
Person

117
6.3 Annexure – III: Bank Guarantee for EMD

To

Managing Director,

Himachal Road Transport Corporation,

Government of Himachal Pradesh,

Old Bus Stand Shimla,

Shimla (HP)– 171003

Whereas <Name of the bidder> (hereinafter called 'the Bidder') has submitted the bid for Submission of
RFP #<RFP Number> dated<Date> for <Name of the assignment>(hereinafter called "the Bid") to
Himachal Road Transport Corporation (HRTC)

Know all Men by these presents that we <Name of the Bank > having our office at <Address>(hereinafter
called "the Bank") are bound unto the HRTC(hereinafter called "the Purchaser") in the sum of Rs.
_______________ for which payment well and truly to be made to the said Purchaser, the Bank binds
itself, its successors and assigns by these presents. Sealed with the Common Seal of the said Bank this
<Date>

The conditions of this obligation are:

1. If the Bidder having its bid withdrawn during the period of bid validity specified by the Bidder on the
Bid Form; or
2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the period of
validity of bid
a. Withdraws his participation from the bid during the period of validity of bid document; or
b. Fails or refuses to participate in the subsequent Tender process after having been short listed;

We undertake to pay to the Purchaser up to the above amount upon receipt of its first written demand,
without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will
note that the amount claimed by it is due to it owing to the occurrence of one or both of the two
conditions, specifying the occurred condition or conditions.

118
This guarantee will remain in force up to <insert date> and including <extra time over and above
mandated in the RFP> from the last date of submission and any demand in respect thereof should reach
the Bank not later than the above date.

NOTHWITHSTANDING ANYTHING CONTAINED HEREIN:

I. Our liability under this Bank Guarantee shall not exceed INR___________________________
II. This Bank Guarantee shall be valid up to <insert date>
III. It is condition of our liability for payment of the guaranteed amount or any part thereof arising
under this Bank Guarantee that we receive a valid written claim or demand for payment under this
Bank Guarantee on or before <insert date> failing which our liability under the guarantee will
automatically cease.

(Authorized Signatory of the Bank)

Seal:

Date:

119
6.4 Annexure – IV: Format for Performance Bank Guarantee

PERFORMANCE SECURITY:

Managing Director,
Himachal Road Transport Corporation,
Government of Himachal Pradesh,
Old Bus Stand Shimla,
Shimla (HP)– 171003

Whereas, <name of the supplier and address>(hereinafter called “the bidder”) has undertaken, in
pursuance of contract no. <Insert Contract No.> dated. <Date> to provide Implementation services for
<name of the assignment> to HRTC (hereinafter called “the beneficiary”)

And whereas it has been stipulated by in the said contract that the bidder shall furnish you with a bank
guarantee by a nationalized bank for the sum specified therein as security for compliance with its
obligations in accordance with the contract;

And whereas we, <Name of Bank> a banking company incorporated and having its head /registered
office at <Address of Registered Office> and having one of its office at <Address of Local Office>have
agreed to give the supplier such a bank guarantee.

Now, therefore, we hereby affirm that we are guarantors and responsible to you, on behalf of the
supplier, up to a total of Rs.<Insert Value>(Rupees <Insert Value in Words> only) and we
undertake to pay you, upon your first written demand declaring the supplier to be in default under the
contract and without cavil or argument, any sum or sums within the limits of Rs.<Insert
Value>(Rupees<Insert Value in Words> only) as aforesaid, without your needing to prove or to
show grounds or reasons for your demand or the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the bidder before presenting us
with the demand.

We further agree that no change or addition to or other modification of the terms of the contract to be
performed there under or of any of the contract documents which may be made between you and the
Bidder shall in any way release us from any liability under this guarantee and we hereby waive notice of
any such change, addition or modification.

120
This Guarantee shall be valid until <Insert Date>

Notwithstanding anything contained herein:

I. Our liability under this bank guarantee shall not exceed Rs.<Insert Value>(Rupees <Insert
Value in Words> only).
II. This bank guarantee shall be valid up to <Insert Expiry Date>)
III. It is condition of our liability for payment of the guaranteed amount or any part thereof arising
under this bank guarantee that we receive a valid written claim or demand for payment under this
bank guarantee on or before <Insert Expiry Date>failing which our liability under the guarantee will
automatically cease.

121
6.5 Annexure – V: Letter of Proposal

To
Managing Director,
Himachal Road Transport Corporation,
Government of Himachal Pradesh,
Old Bus Stand Shimla,
Shimla (HP) – 171003

Subject: Submission of the Technical bid for <Name of the Systems Implementation assignment>

Dear Sir/Madam,

We, the undersigned, offer to provide Systems Implementation solutions to the HRTC on <Name of the
Systems Implementation engagement> with your Request for Proposal dated <insert date> and our
Proposal. We are hereby submitting our Proposal, which includes this Technical bid and the Financial Bid
sealed in a separate envelope.

We hereby declare that all the information and statements made in this Technical bid are true and accept
that any misinterpretation contained in it may lead to our disqualification.

We undertake, if our Proposal is accepted, to initiate the Implementation services related to the
assignment not later than the date indicated in Fact Sheet.

We agree to abide by all the terms and conditions of the RFP document. We would hold the terms of
our bid valid for 180 days as stipulated in the RFP document.

We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our affairs are
not being administered by a court or a judicial officer, our business activities have not been suspended
and we are not the subject of legal proceedings for any of the foregoing.

We declare that this is our sole participation in this RFP bid and we are not participating/co-participating
through any of other related party or channel.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,

Authorized Signature [In full and initials]: __________________________________________

Name and Title of Signatory: ___________________________________________________

Name of Firm: _______________________________________________________________

Address: ____________________________________________________________________

Location: _____________________________________Date: ___________________________

_____________________________________________________________________________
122
6.6 Annexure – VI: Project Citation Format

Relevant IT project experience (provide no more than 5 projects in the last 7 years)

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details

Description of the project

Scope of services

Service levels being offered/ Quality of service

(QOS)

Technologies used

Outcomes of the project

Other Details

Total cost of the project

Breakup of the each type of service rendered on

the Project (Hardware, Software, Training,
Helpdesk, Digitization etc.)

Total cost of the services provided by the

respondent

Duration of the project (no. of months, start

date, completion date, current status)

Other Relevant Information

Letter from the client to indicate the successful

completion of the projects

Copy of Work Order

123
6.7 Annexure – VII: Proposed Solution

Technical approach, methodology and work plan are key components of the Technical Proposal. Bidders
are suggested to present Approach and Methodology divided into the following sections:

 Solution Proposed
 Understanding of the project (how the solution proposed is relevant to the understanding)
 Technical Approach and Methodology

124
6.8 Annexure - VIII: Proposed Work Plan

Calendar Months
No Activity1
1 2 3 4 5 6 7 8 9 10 11 12 n
1

125
1. Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and
final reports), and other benchmarks such as Purchaser approvals. For phased assignments indicate
activities, delivery of reports, and benchmarks separately for each phase.
2. Duration of activities shall be indicated in the form of a bar chart.

126
6.9 Annexure – IX: Team Composition

Time
Name of Staff with
Area of Position Task committed
qualification and
Expertise Assigned Assigned for the
experience
engagement

127
6.10 Annexure X: CV of Key Professional

General Information

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed Role in the Project

Proposed Responsibilities in the Project

Academic Qualifications:

 Degree
 Academic institution graduated from
 Year of graduation
 Specialization (if any)
 Key achievements and other relevant
information (if any)

Professional Certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain

Experience

Number of complete life cycle implementations

carried out

The names of customers (Please provide the

relevant names)

Past assignment details (For each assignment

provide details regarding name of organizations
worked for, designation, responsibilities, tenure)

Prior Professional Experience covering:

128
  Organizations worked for in the past
o Organization name
o Duration and dates of entry and
exit
o Designation & Location(s)
o Key responsibilities
 Prior project experience
o Project name
o Client
o Key project features in brief
o Location of the project
o Designation
o Role
o Responsibilities and activities
o Duration of the project

Please provide only relevant projects.

Proficient in languages (Against each language

listed indicate if speak/read/write)

129
6.11 Annexure XI: Deployment of Personnel

Total
staff
Staff input in Months (in the form of a bar chart)2 man-
No Name of Staff months
proposed

1 2 3 4 5 6 7 8 9 10 11 12 n Total

Total

1. Professional Staff the input should be indicated individually; for Support Staff it should be indicated by
category
2. Months are counted from the start of the assignment

Full time input Part time input

130
6.12 Annexure - XII: Manufactures Authorization Form

(This form has to be provided by the OEMs of the products proposed)

No. Date:

To:

Managing Director,

Himachal Road Transport Corporation (HRTC)

Government of Himachal Pradesh

HRTC HQ, Old Bus Stand

Shimla – 171009

Sub: OEM Authorization Letter

Dear Sir:

Ref: Your RFP Ref: [*] dated [*]

We who are established and reputable manufacturers / producers of ________________________

having factories / development facilities at (address of factory / facility) do hereby authorize M/s
___________________ (Name and address of Agent) to submit a Bid, and sign the contract with you
against the above Bid Invitation.

We hereby extend our full guarantee and warranty for the Solution, Products and services offered by the
above firm against this Bid Invitation.

We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our affairs are
not being administered by a court or a judicial officer, our business activities have not been suspended
and we are not the subject of legal proceedings for any of the foregoing.

We also undertake to provide any or all of the following materials, notifications, and information
pertaining to the Products manufactured or distributed by the Supplier:

a. Such Products as the HRTC may opt to purchase from the Supplier, provided, that this option shall
not relieve the Supplier of any warranty obligations under the Contract; and
b. in the event of termination of production of such Products:
i. advance notification to the HRTC of the pending termination, in sufficient time to permit the
HRTC to procure needed requirements; and

131
 ii. Following such termination, furnishing at no cost to the HRTC, the blueprints, design documents,
operations manuals, standards, source codes developed specifically for ITMSand specifications of
the Products, if requested.

We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical support and
maintenance obligations required by the contract.

Yours faithfully,

(Name)

(Name of Producers)

Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a
person competent and having the power of attorney to bind the manufacturer. The Bidder in its Bid
should include it.

132
6.13 Annexure XIII: Undertaking on Compliance & Sizing of Infrastructure

No. Date:

To,

Managing Director,
Himachal Road Transport Corporation,
Government of Himachal Pradesh
HRTC HQ, Old Bus Stand
Shimla – 171003

Dear Sir,

Sub: Undertaking on Compliance and Sizing of Infrastructure

1. I/We as IA/SI do hereby undertake that we have proposed and sized the hardware and all software
(including perennial and enterprise wide licenses, unless stated otherwise) based on information
provided by HRTC in its RFP document and in accordance with the service level requirements and
minimum specifications provided and assure HRTC that the sizing is for all the functionality
envisaged in the RFP document.

2. Any augmentation of the proposed solution or sizing of any of the proposed solutions (including
software and hardware) in order to meet the minimum RFP requirements and/or the requisite
service level requirements given by HRTC will be carried out at no additional cost to HRTC
during the entire period of Contract.

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)

Name :

Designation :

Date :

Time :

Seal :

Business Address:

133
6.14 Annexure - XIV: Undertaking on Exit Management and Transition

No. Date:

To:

Managing Director,
Himachal Road Transport Corporation,
Government of Himachal Pradesh
HRTC HQ, Old Bus Stand
Shimla – 171009

Dear Sir,

Sub: Undertaking on Exit Management and Transition

1. I/We hereby undertake that at the time of completion of o u r engagement with the Department,
either at the End of Contract or termination of Contract before planned Contract Period for any
reason, we shall successfully carry out the exit management and transition of this Project to the
HRTC or to an agency identified by HRTC or SITEG to the satisfaction of the Department.
2. I/We further undertake to complete the following as part of the Exit management and transition:
a. We undertake to complete the updation of all Project documents and other artifacts and
handover the same to HRTC before transition.
b. We undertake to design standard operating procedures to manage system (including application
and IT systems), document the same and train HRTC personnel on the same.
c. If HRTC decides to take over the operations and maintenance of the Project on its own or
identifies or selects any other agency for providing operations & maintenance services on this
Project, then we shall provide necessary handholding and transition support, which shall include
but not be limited to, conducting detailed walkthrough and demonstrations for the IT
Infrastructure, handing over all relevant documentation, addressing the queries/clarifications of
the new agency with respect to the working / performance levels of the infrastructure,
conducting Training sessions etc.
3. I/WealsounderstandthattheExitmanagementandtransitionwillbeconsideredcompleteonthebasisofappr
ovalfromHRTC.
Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)

134
Name :

Designation :

Date :

Time :

Seal :

Business Address:

135
6.15 Annexure XV: Declaration that the bidder has not been blacklisted

To be submitted on the Letterhead of the responding agency)

To,

Managing Director,
Himachal Road Transport Corporation,
Government of Himachal Pradesh
HRTC HQ, Old Bus Stand
Shimla – 171003
Ref: RFP Notification no <xxxx> dated <dd/mm/yy>

Subject: Self Declaration of not been blacklisted in response to the RFP for Selection of IA/SIor
Implementing Agency for implementation of Integrated Public Transport Management
System File No <xxx>>.
Dear Sir,

We confirm that our company, ____________, is not blacklisted in any manner whatsoever by any of
the State/UT and/or central government in India on any ground including but not limited to indulgence in
corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice.

Place:

Date:

Bidder’s Company Seal:

Authorized Signatory’s Signature:

Authorized Signatory’s Name and Designation:

Note: The Bidder shall necessarily provide a copy of ‘Power of Attorney’ authorizing the signatory for
signing the Bid on behalf of the Bidder in its Pre-Qualification Bid.

136
6.16 Annexure XVI: Financial Proposal Template

Form1: Covering Letter

<Location, Date>

To:

Managing Director,
Himachal Road Transport Corporation,
Government of Himachal Pradesh
HRTC HQ, Old Bus Stand
Shimla – 171003
Subject: Submission of the Financial bid for IA/SI or Implementing Agency for the implementation of
Integrated Public Transport Management System across State of Himachal Pradesh.

Dear Sir/Madam,

We, the undersigned, offer to provide the Implementation services for <Title of Implementation Services>
in accordance with your Request for Proposal dated <Date> and our Proposal (Technical and Financial
Proposals). Our attached Financial Proposal is for the sum of <Amount in words and figures>. This amount
is inclusive of the local taxes.

1. PRICE AND VALIDITY

 All the prices mentioned in our Tender are in accordance with the terms as specified in the RFP
documents. All the prices and other terms and conditions of this Bid are valid for a period of 180
calendar days from the date of opening of the Bid.
 We hereby confirm that our prices include all taxes. However, all the taxes are quoted separately
under relevant sections.
 We understand that the actual payment would be made as per the existing indirect tax rates
during the time of payment.

2. UNIT RATES
We have indicated in the relevant forms enclosed, the unit rates for the purpose of on account of
payment as well as for price adjustment in case of any increase to / decrease from the scope of
work under the contract.

3. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the Tender
documents except for the variations and deviations, all of which have been detailed out exhaustively
in the following statement, irrespective of whatever has been stated to the contrary anywhere else
in our bid.

137
 Further we agree that additional conditions, if any, found in the Tender documents, other than
those stated in deviation schedule, shall not be given effect to.

4. TENDER PRICING
We further confirm that the prices stated in our bid are in accordance with your Instruction to
Bidders included in Tender documents.

5. QUALIFYING DATA
We confirm having submitted the information as required by you in your Instruction to Bidders. In
case you require any other further information/documentary proof in this regard before evaluation
of our Tender, we agree to furnish the same in time to your satisfaction.

6. BID PRICE
We declare that our Bid Price is for the entire scope of the work as specified in the <Refer Section
No.>. These prices are indicated Commercial Bid attached with our Tender as part of the Tender.

7. PERFORMANCE BANK GUARANTEE

We hereby declare that in case the contract is awarded .to us, we shall submit the Performance
Bank Guarantee as specified in the <Annexure III> of this RFP document.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from
Contract negotiations, up to expiration of the validity period of the Proposal, i.e., [Date].

We understand you are not bound to accept any Proposal you receive.

We hereby declare that our Tender is made in good faith, without collusion or fraud and the information
contained in the Tender is true and correct to the best of our knowledge and belief.

We understand that our Tender is binding on us and that you are not bound to accept a Tender you
receive.

Thanking you,

We remain,

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name of Firm:

Address:

138
Form2: Financial Bid Format

S. Number of Price per

GST GST Total inclusive
N Description transactions per transaction
(%) (in INR) of GST (in INR)
o day (in INR)
Per transaction
A. <= 400000
cost

Note:

1. The price per transaction quoted by the bidder will be reduced by 4% of the base price for every
increase of 25,000 transactions above 400000 transactions upto maximum of 40%. The
guaranteed per day transactions is 400000 ( 4 Lacs ). The base price of the transaction will be the
rate quoted per transaction by the bidder.
2. The Per transaction price quoted by the bidder in Form 2 Financial Bid Summary shall apply for all
requirements as specified in the Indicative Bill of Material in Section V – Scope of Work of
the RFP. This will also include the temporary requirements mentioned in the Indicative Bill of
Material. The per transaction cost –A quoted by the bidder shall remain constant throughout the
contract period.
3. The per transaction cost only cover the transactional value tickets more than zero cost collected
by HRTC.
4. Free passes, concessional tickets, Exempted or Free traveller (with the value after concession will
be considered) with price value of zero will not be considered as a transaction.
5. The Bill of Material given in the RFP is indicative in nature. Bidders are required to carefully
examine the requirements and may propose components and quantities as per their solution to
meet the objective of RFP. With respect to variation in quantities, quantity may change upto +/-
25% of the gross bid value. Remaining Conditions as per the RFP.
6. The Bidder shall adhere the Public Procurement (Preference to Make in India ), Order 2017
issued by Department of Industrial Policy and Promotion and revised Guidelines / policy /
notifications issued by Ministry of Electronics and Information Technology (MeitY), Department
of Telecommunications (DOT) and Ministry of Communications under PPP-MII order for the
components, items, equipment, products notified under the respective
guidelines/policy/notification. The Bill of Material proposed by the Bidder will become the basis
for future payments. Successful Bidder/ SI will be required to do the installation as per submitted
BoM in its proposal.

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Bill of Material
S.No. Item Quantity Cost including
taxes in INR
1 Android Based GPS enabled EBTM 4500
2 CCTV 2 No. Camera in each bus 200 Buses
3 M-NVR Sim enabled 200
4 Video Management Software 1
5 Cloud Based DC 1
6 Cloud Based DR 1
7 MDM (Support Minimum 5000 Devices) 1
8 NCMC Cards As per requirement
9 Smart Card (The SI/Bidder is to provide Smart Minimum 5 Lakhs
Cards without any cost during the implementation,
Operation and Maintenance of the project.)
10 FTTH /Broadband 100 Mbps minimum speed 1
11 FTTH /Broadband 100 Mbps minimum speed 45
12 Sim 4700
13 Desktop PC 120
14 Multifunction Printer 75
15 Dot Matrix 132 Column printer 40
16 UPS 1 KVA with 1 hour backup 80
17 Manpower Cost for 5 years
18 Any Other items
Total Cost

140
Form 3: Checklist for RFP response
Technical Response Checklist

S. Checklist Included Reference in the

No. (Yes / No) bid (Section,
Page)
1 Cost of RFP document in form of online
2 Earnest Money Deposit as in prescribed format as per
RFP
3 Notarized Power of Attorney executed by the Lead
Bidder in favour of the duly Authorized Representative,
certifying him as an authorized signatory for the purpose
of this RFP in prescribed format as per RFP
4 Technical Bid Submission letter in prescribed format as
mentioned in RFP
5 Lead Bidder and its consortium partner Bidder Profile as
per RFP
6 Duly signed and stamped copy of RFP document with all
amendments / corrigendum / addendum
7 List of Sub-Contractors and OEMs in prescribed format
as per RFP
8 Details of Sub-Contractors and OEMs in prescribed
format as per RFP
9 Manufacturer ‘s Authorization Forms for all OEMs
proposed by the Bidder in prescribed format as per RFP

10 Response to Eligibility and Evaluation Criteria in

prescribed format as per RFP
11 Project Experience List in prescribed format as per RFP

12 Project Experience Details in prescribed format as per

RFP
13 Details of Manpower for the Project in prescribed format
as per RFP
14 Curriculum Vitae (CV) of the proposed manpower in
prescribed format as per RFP
15 Overview of Proposed Solution in prescribed format as
per RFP
16 Details of Product Offered – Solution Stack Template,
Technical Specification Compliance, Functional
Specification Compliance in prescribed format as per RFP

141
S. Checklist Included Reference in the
No. (Yes / No) bid (Section,
Page)
17 Network Map of the proposed GPRS service provider(s)
showing coverage of GPRS services throughout the state
and highlighting areas where the GPRS services of the
GPRS service provider are not available.
18 An undertaking duly attested by the notary that
1) The Lead Bidder and its consortium partner is
currently not blacklisted or banned by any Govt / Govt
Department / Govt Agency / PSU in India for corrupt or
fraudulent practices or non-delivery or non-performance
in last 3 years
2) The Lead Bidder and its consortium partners or any of
its directors have not been convicted of a cognizable
offence by any court of law with imprisonment for a
term exceeding one year

Form 4: Compliance Format for Submission

S.No Item Description Compliance (Yes/No) along with Supporting

Website URL stating the same Documents/Remark

6.17 Minimum Requirement Specification

1. GPS Enabled EBTM Machine

Operating System Android 7.1 or higher
Application CPU : Quad-core Cortex -A53 1.3G
Processor
Security CPU: Cortex M3
Memory 1GB RAM + 8GB ROM 2GB RAM + 16GB ROM (optional)
Display 5” inch TFT Touch Screen

Display Resolution 1280*720 pixels resolution

Printer 2 Inch Thermal Printer – Easy Loading Mechanism
Camera 5M Rear Camera with Flash 0.3M Front Camera (optional)
1 x SIM + 2 x SAM Card slots
Card Slot

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 2 x SIM + 1 x SAM Card Slots (optional)
Card Readers Magnetic Card Reader, Smart Card Reader, Contactless Card Reader
Support ISO/IEC14443 Type A&B, Mifare 1
NFC Card ( In Compliance with EMB and POBC with Card Reading Indicator

Built-in password keyboard ( Virtual );

Password Keyboard Support DES, 3 DES, RSA, SHA - 256 and AES; Algorithm
Physical Key 1 x ON/OFF , 15 X Alphanumeric, 2 X Volume
Communication 4G / 3G / 2G / Bluetooth, Wi-Fi
Peripheral Ports 1 xType-C,1 x Micro-SD slot up to 32G, 1 x Magnetic attract head(optional)
Audio 1 x Speaker, 1 x Microphone, 1 x Headphone
GPS GPS is an Optional feature
Battery Lithium Battery, 7.4V 3000 Mah
Power Adapter Input 100 V to 260 Volts, Output 5 V/2 Amp
Audio 1 x Speaker, 1 x Microphone, 1 x Headphone
Dimension and Weight L x W x H(mm): 201.83 x 79.24 x 68.37 Weight(g): 408 (including battery)
PCI PTS 5.x, EMV L1, L2 & L3, EMV Contactless L1
Certificate

2. Archival Software
S. No. Specifications
1 The software shall support defined policies that are based on a variety of standard file
attributes such as age of file / last access time.
2 The software shall set high and low watermark levels for purging data from high performance
storage based upon a percentage of disk space in use.
3 The software shall keep active data on host arrays while inactive or compliance data is
automatically moved to disk or tape.
4 The software shall support truncated stub files to point to migrated data, enabling seamless file
access regardless of location of the data.
5 Shall enable archived data retrieval at disk speeds, while dramatically decreasing recovery times

6 Shall offer a single logical view of both active and inactive data regardless of where it is
physically located.
7 Shall eliminate repeated backups of the same data.
8 OS support: Microsoft® Windows Server 2008, Enterprise Edition / Red Hat® Enterprise
Linux 7and higher, AS / SUSE® Linux Enterprise Server 9 / Unix.

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3. Backup Software
S. No. Specifications
1 The proposed Backup Solution should be available on various OS platforms such as Windows
and UNIX platforms and be capable of supporting SAN based backup / restore from various
platforms including UNIX, Linux, and Windows.
2 Proposed backup solution shall be offered with Cluster license of server.
3 Proposed backup solution shall have same GUI across heterogeneous platform to ensure easy
administration.
4 The proposed backup solution should allow creating tape clone facility after the backup
process.
5 The proposed Backup Solution has in-built frequency and calendar-based scheduling system
and supports Clustering the Backup Server and Media Server on Windows and UNIX.
6 The proposed backup Solution supports the capability to write multiple data streams to a
single tape device or multiple tape devices in parallel from multiple clients to leverage the
throughput of the Drives using Multiplexing technology.
7 The proposed backup solution support de-multiplexing of data cartridge to another set of
cartridges for selective set of data for faster restores operation to client/servers
8 The proposed backup solution should be capable of taking back up of SAN environment as
well as LAN based backup.
9 The proposed backup solution shall be offered with 50 Client licenses for SAN based back up
as well as LAN based backup.
10 The proposed solution also supports advanced Disk staging.
11 The proposed Backup Solution has in-built media management and supports cross platform
Device & Media sharing in SAN environment. It provides a centralized scratched pool thus
ensuring backups never fail for media.
12 Backup Software is able to rebuild the Backup Database/Catalogue from tapes in the event of
catalogue loss/corruption.
13 The proposed Backup Software shall offer OPEN File Support for Windows based servers.
14 The proposed Backup Solution has online backup solution for different type of Databases such
as Oracle, MS SQL, Sybase etc. on various OS.
15 The Proposed backup solution shall provide granularity of single file restore.
16 The Proposed backup solution shall be designed in such a fashion so that every client/server in
a SAN can share the robotic tape library.
17 Backup Solution shall be able to copy data across firewall.
18 Backup solution should also provide report writer that allows designing of report templates
which can be used to generate meaningful reports in CSV / HTML / XML / Text format / PDF.
19 Backup solution should be provided with all necessary hardware and solution.

4. Directory Service
S. No. Specifications
1 Should be compliant with LDAP v3
2 Support for integrated LDAP compliant directory services to record information for users and
system resources
3 Should provide integrated authentication mechanism across operating system, messaging

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S. No. Specifications
services
4 Should provide directory services for ease of management and administration/replication
5 Should provide support for Group policies and software restriction policies
6 Should support security features, such as Kerberos, Smart Cards, Public Key Infrastructure
(PKI), etc.
7 Should provide support for X.500 naming standards
8 Should support Kerberos for logon and authentication
9 Should support that password reset capabilities for a given group or groups of users can be
delegated to any nominated user
10 Should support that user account creation/deletion rights within a group or groups can be
delegated to any nominated user
11 Should support directory services integrated DNS zones for ease of management and
administration/replication.

5. Antivirus for Desktop

S. No. Specifications
1 Antivirus software shall have a 3 – in – 1 protection of Antivirus, Anti spy ware and Firewall.
This will continuously protect the PC from viruses, spy wares, and hackers. Antivirus
software is protection for PC. Antivirus software shall be upgraded regularly
2 Detects and removes viruses, worms and Trojans automatically. Protects the files, scans and
cleans spy wares and blocking their activities of identity theft automatically
3 Blocks spy wares before they get installed on the PC
4 Protects the privacy by detecting and cleaning spy wares and blocking their activities of
identity theft automatically
5 Daily automatic updates
6 Detects and removes complex Spy wares and Trojans
7 Detects and removes latest ad wares, dialers, bots and risk wares
8 DNAS can technology takes care of new unknown malwares even before the signature
update is available
9 Easy configuration of security level
10 Detects all types of hacker attacks
11 Protects all types of network connectivity
12 Monitors all incoming connections automatically

145
6. CCTV
The specification of the components supplied should be latest available market component not less than
the specification given below however the Bidder/SI is free to supply component with higher
specification.

Image Sensor 1/2.8” 2Megapixel progressive scan CMOS

Minimum Illumination 00.003Lux/F2.0(Color,1/3s,30IRE)0.02Lux/F2.0(Color,1/30s,30IRE)
0Lux/F2.0 (IR on)
Effective Pixels 1920(H)x1080(V)
Shutter Speed Auto/Manual, 1/3~1/100000s
White Balance Auto/Manual
Lens 2.8mm(3.6mm;6mm;8mm;12mm)
Gain Control (AGC) Auto/Manual
Max. Aperture F2.0
Mount Type Board-in
Close Focus Distance 0.5m(0.9m)(2.1m)(3.5m)(8.5m)
DORI Distance
2.8mm: 39m(Detect) 15m(Observe) 8m(Recognize) 4m(Identify)
3.6mm: 55m(Detect) 22m(Observe) 11m(Recognize)
5.5m(Identify) 6mm: 83m(Detect) 33m(Observe)
17m(Recognize) 8m(Identify)
8mm: 107m(Detect) 43m(Observe) 21m(Recognize) 11m(Identify) 12mm:
172m(Detect) 69m(Observe) 3m(Recognize) 17m(Identify)
Video Compression H.265+/H.265/H.264+/H.264H/H.264B/ MJPEG (Sub Stream)
Angle of View H: 110 ˚ (89.5°)(52.8°)(39.7°)(25.7°) ; V: 60˚ (50˚)( 30°)(22°)(14.4°)
S/N Ratio More than 45dB
Back Light BLC / HLC / WDR(120dB)
Compensation
Main Stream: 1080P(1~25/30fps) Sub Stream: D1 (1 ~ 25/30fps) Sub Stream
Video Streaming
2: 1080P(1~25/30fps)
1080P(1920×1080)/ 1.3M(1280x960)/ 720P(1280x720)/
Resolution
D1(704×576/704x480)/ CIF(352×288/352×240)
Digital Zoom 16x
Motion detection Off / On (4 Zone, Rectangle)
Privacy Mask Off / On (4 Area, Rectangle)
ICR Auto (ICR)/Color/B/W
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ROI Off / On (4 Zone)
Audio Compression G.711a/G.726/G.711Mu/AAC
Audio Built-in Mic
Noise Reduction 3D-DNR
Mirror Off / On
Bit Rate H.264H:32Kbps ~ 15104Kbps ; H265: 6Kbps~ 15104Kbps

HTTP; TCP; ARP; RTSP; RTP; UDP; RTCP; SMTP; FTP; DHC P; DNS;
Protocol DDNS; PPPOE; IPv4/v6;
SNMP; QoS; UPnP; NTP; ONVIF; CGI; Milestone; Genetec
People Counting Support Line crossing/Region people counting
Face Capture Support face image capture
Support 4 kinds of face attributes extraction: Age, Gender, Expression (Jolly,
Face Attributes
Calm, Surprise, Sad, Rage), Glasses
Ethernet RJ-45 (10/100Base-T)
Event Trigger N/A
User Account 20 Users
Smart Phone iPhone, iPad, Android
IR IR Range of 50Mtr.
Micro SD N/A
Operating Temperature -40° C ~ +60° C (-40° F ~ +140° F) / Less than 95% RH
Power Source DC12V, PoE (IEEE 802.3af)
Power Consumption DC 12V: 3.6W 5.4W(IR on) PoE: 4.2W 6.2W(IR on)
Weather-proof IP67 & IK10
Standard
Casing Metal
Dimension 108.6mm×55mm(4.17"x1.98")
Weight 0.426kg

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 8. Mobile NVR
Feature Specification

Processor Embedded microprocessor

Operating System Embedded LINUX
Two-way Talk 1 channel Input, 1 channel Output
User Interface GUI
IP Camera Input 4 Channel
Video Output 1 VGA, 2 TV, 1 HDMI
Compression H.265/smart H.265 /H.264/smart H.264
Video Resolution 800×600

Resolution 4 ch@4MP Real-time Recording

Video Display Split 1/4
OSD Channel name, time, GPS, license No
Privacy Masking 4 Rectangular zones (each camera)
Motion Detection MD Zones:396(PAL:22×18,NT SC:22×15)
Video Loss Support
Audio Compression G.711A/G.711U/PCM
Camera Blank Support
Alarm Input 9 channels, Alarm1–8 are local alarm input, Alarm 9 is pulse input.
Alarm Output 2 channels, 1 relay out, 1 Controllable 12V out
Smart Phone iPhone, iPad, Android Phone
Internal Hard Disk 1 SATA
SD Card 1 SD card, Up to 256 GB
Trigger Events Recording, PTZ, Tour, Alarm, Email, FTP, Buzzer & Screen tips
Recording Mode Manual, Schedule (Regular (Continuous), MD, Alarm), Stop
Search Mode Time/Date, Alarm, Motion Detection & Exact search (accurate to second)

Smart Phone iPhone, iPad, Android Phone

Playback Function Play, Pause, Stop, Rewind, Fast play, Slow play, Next file, Previous file,
Next camera, Previous camera, Full screen, Repeat, Shuffle, Backup
selection, Digital zoom
Playback 1 Channel
Backup Mode USB Device/Network
Record Interval 1~120 min (default: 60 min), Pre-record: 1~30 sec, post-record: 10~300
sec
Interface Ports 3 USB 2.0, 3 Port RS232, 2 Port RS485
Max User Account 128 users
Heater Optional

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Wi-Fi Wi-Fi module (optional)
3G Built-in 3G/4G
GPS Built-in high accurate GPS module (optional)
Ethernet 1 RJ-45 Port (10/100Mbps)
Protocols TCP/IP, UDP, DHCP, FTP, Email, Alarm Server
Power Supply DC 6V~36V

Power Consumption <10.2W (Without HDD)

Working Temp -30°C (with heater) ~ +70°C (-22°F ~ +158°F)

Working Humidity 10 ~ 90% RH

Dimensions 180mm×190mm×50mm

Weight 1.92Kg (without HDD)

9. Hardware Server Specification

Operating System Windows 10 or above, Windows Server 2016 and above

CPU Intel Core i7, @2.9Ghz or higher, 12MB cache, 10th Generation Processor or
higher or equivalent

Memory Minimum 32 GB

System Disk 1TB, (7200 RPM or higher) at least 500 GB free for Mobile Centre

Network Connection 2*1000 Mbps Ethernet Port

OS Windows 10 or above

CPU Intel Core i7 64 bit latest generation above 10 4 Core minimum

Memory Minimum 8 GB

Graphic Card Nvidia GeForce GT 730

Storage 200 GB free space

Network Connection 1 1000 Mbps Ethernet Port 802.1 1b/g/n/ac / 802.11bgn, Bluetooth 4.0

OS IOS latest and Android latest

Web Browser Support to all IE9 or above Chrome latest

Virtual Machine VMware ESXi 6.0

149
10. Video Management
Organisation and User Organisation 10 Hierarchies, 999 organisations per
hierarchies

Roles 100

Users 100 Online Users, Unlimited Users

Users for VDP Mobile 500 Online Users, Unlimited Users

App

Device and Channels IP Addresses Intel Xeon E3-1220

1000 Devices,2000 Channels

Auto Register Intel Xeon E5-2640

400 Devices,1600 Channel

ONVIF Devices Intel Xeon E5-2640:

200 Devices,800 Channels

Media Transmission Video Input, per server 600 Mbps

Server
Video Output, per server 600 Mbps

Playback bandwidth, per server 100 Mbps

Video storage bandwidth, per server 600 Mbps

Maximum capacity, per server 200 TB

Maximum storage devices, per server 5

Download tasks 5

Maximum Record Plan 100

Event Rules 200

Number of events without pictures 150

Number of events with pictures 50

Alarm Records 50,00,000

Hierarchy 8

Submap 32 per hierarchy

150
Spots per Map Up to 200 (camera, alarm inputs, etc)

Average Speed Record 5,00,000 (Average record number depends on

disk capacity.5,00,000 records is the maximum)

11. Note
 Bidder/SI should propose make and model against each equipment.
 The Android based EBTM machine should comply with all the banking regulations.
 The solution shall be provided by SI/Bidder with all necessary hardware and solution with 5 Years
Comprehensive onsite OEM Warranty from the date of Go-Live.

6.18 Functional Requirement Specification

The Functional Requirement Specifications mentioned in this section are indicative and the
functional specifications shall be finalized after the completion of the requirement gathering
by the Bidder for the project.

1. GPS enabled EBTM

S. No. Requirement
1 These units shall be handheld devices which will be carried on buses by bus crew. EBTMs can
also be used for sale of Tickets at bus counters.
2 The unit shall be designed and configured to cater to all types of operations including
Interstate, intercity and special category buses operating on flat fare structure, etc.
3 Provision shall be available to download & store all Route details of HRTC Himachal Pradesh
consisting of all stages with alphanumeric name description and rate.
4 EBTM shall be capable of handling all routes as per duty planned for the day
5 EBTM shall be able to print the ticket as per the specified format. Every ticket shall have a
unique ticket number generated. The ticket number shall be the combination of EBTM code,
Bus Number, Date & the serial Number. Tickets issued by the EBTM(S) shall have a legible
print by use of an adequate font size for the commuters to read the same easily.
6 EBTM shall be able to generate ticket with the minimum keystrokes for easy & effective
operations.
7 EBTMs shall be able to issue a group ticket i.e., it shall be able to accept the number of
persons, number of full tickets, number of half tickets in a group and compute the fare
accordingly and issue a single ticket.
8 EBTMs shall be able to issue the luggage tickets and child tickets. Following information shall be
captured while issuing these types of tickets
8.1 Type of ticket (Luggage, child tickets, etc.)
8.2 Route Number
8.3 Source/origin
8.4 Destination
8.5 Time stamp & date
8.6 EBTM Unit Code
8.7 Bus ID
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S. No. Requirement
8.8 Fare
8.9 The conductor shall be able to record the following information
8.9.1 Type of Ticket
8.9.2 Category ID (In case of child Ticket)
8.9.3 Destination (In case of child Ticket)
8.9.4 Fare
9 EBTMs shall have a facility to print the repeat tickets with press of only one button on the
keypad. That is for the cases where two separate passengers’ source & destination are same.
Each ticket shall have a unique ticket number.
10 EBTMs shall be capable of issuing tickets on a nonstandard route/fallback route, in case of non-
adherence to pre-fed routes due to any reasons. In this case, the ticket will only have the time
stamp, EBTM unit code and the fare denomination on them based on the fare stages defined.
11 EBTMs shall provide a facility to compute the refund amount as per business rules of HRTC
operations.
12 Business rules for fare stages, fare structures, various routes, etc. shall be configurable. EBTMs
shall have facility to compute the fare as per the fare stages defined by the HRTC.
13 At the end of every trip, EBTMs shall be able to print the trip report and log sheet of all
transactions.
14 At the end of every trip, EBTMs shall be able to print the trip summary report with trip
collections details, etc.
15 EBTM should be capable to ensure that all the ticketing data is encrypted and pushed to the
central server with 0 data loss. There should be no need to manually download data at the bus
depots.
16 EBTMs shall provide facility to enter the ticket Inspector employee ID and generate inspection
report with Date & Time stamp.
17 EBTMs shall have an access control mechanism build in to facilitate authentication and
authorization.
18 EBTM should be able to authenticate the NCMC based Bus Passes.
18.1 Ticket Classification (i.e., indicate that this is EBTM ticket).
18.2 Category ID (i.e., Student pass or travel as you go)
18.3 Destination
18.4 If free traveller, then following information will be captured
18.4.1 Ticket Classification (i.e. indicate that this is a free traveller ticket).
18.4.2 Free traveller category ID (i.e. Police or Other)
18.4.3 Destination
18.4.4 The conductor shall record the above information with minimum keystrokes
18.4.5 The EBTM should be able to print a 0-value ticket against the pass.
19 Conductor should be able to record in the EBTM, the ticket number of the tickets sold from
the ticket counters at the bus station. This functionality should be designed in such a way that
minimum keystrokes shall be required by conductor to record the ticket number
20 The EBTM should be able to record the details of ticket sold through ORS system.
21 Department may engage the services of various booking agents for selling tickets on interstate
routes. These agents would not be using EBTMs to generate tickets. Therefore, it is imperative

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S. No. Requirement
that some data of the passengers travelling on agents’ tickets be captured by conductor
through EBTMs. This data could be utilized to cross check the claims submitted by the Agents.
There shall be a facility in the EBTMs for the conductor to capture the tickets data issued by
Department’s agents on Interstate buses. EBTMs shall capture the following information:
21.1 Agent Code
21.2 Source
21.3 Destination
21.4 Date & time stamp
22 All the EBTMs shall be docked at respective depots & sub-depots at the end of the day. The
EBTMs shall be fed with unique code, to identify that the tickets are issued from valid EBTMs
and thus controls the misuse of the EBTMs. This number will be randomly generated unique
number and entered every day at depots & sub-depots, before issuing the EBTMs to
conductors. All EBTMs shall also have an asset id / code on their body for identity.
23 Data exchange facility shall be provided between EBTM to PC / Desktop.
24 The list of minimum inputs attributes to be captured through these EBTMs are
24.1 Category of Buses
24.2 Source
24.3 Destination
24.4 No of people for Group ticket.
24.5 No of Full tickets & No of Half tickets in a group.
24.6 Full ticket
24.7 Half Ticket
24.8 Number of Day passes sold.
24.9 Child ticket
24.10 Date & Time stamp
24.11 Fare
24.12 Fare stages
24.13 Route structures
24.14 Bus Number
24.15 Trip Code
24.16 Conductor Name / ID
24.17 Driver Name / ID
24.18 Ticket Inspector ID and Time stamp of checking
24.19 Luggage charges
24.20 Minor Repairs & maintenance during the trip
24.21 Terminal fee
24.22 Toll taxes
24.23 Refund
25 EBTMs shall be provided with the off board charging facility in the depots.
26 EBTMs shall be designed keeping in view the mobility, usability and robust operations.
The display should give clear view in night and day.
27 EBTMs shall be waterproof, dust proof, heat resistant and shock proof.
28 Proper casing with a strap, for EBTMs shall be provided.

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S. No. Requirement
29 The ticketing transaction data shall be loaded from EBTM machine to central server after
issuing every ticket. This frequency of data upload shall be configurable parameter. The system
should have capability to change this interval dynamically without causing any disruption to
operations
30 Should have provision to extract transaction data from EBTM machines in offline mode or
communication error due to fault in EBTM machines
31 Should have capability to transmit real time battery status, EBTM health, count of tickets issued
to central back-end system for real time reporting to management as per the agreed interval.
The data elements to be transmitted and frequency shall be finalized after discussing with
department during design phase.
32 Should have capability to conserve battery during idle time either by invoking auto shut down
or sleep mode
33 Should have capability to raise alert on tampering of hardware or software
34 Should have capability to generate end of shift report for conductor. At minimum, the report
shall contain number of tickets issued in the bus and total revenue collected at any point in
time for end of day reconciliation
35 Should have capability to change the conductor / route / direction etc. dynamically over the air
as well as manually and same shall be reflected in the tickets issued
36 Should have capability to update fare rules, fare tables dynamically over the air and the same
should be reflected in the tickets issued. The device should support over the air updating of
master data, application, hotlist and other configurable parameters for seamless operations
37 EBTM to support read / write of Contactless Smart cards of both Type A and Type B,
confirming to ISO 14443 specifications.
38 The EBTM shall support Open Loop AFC System
39 The operating system should meet the following functional specification:
39.1 Shall support multi-tasking and multi-threading
39.2 Seizing of a single resource by more than one competing process
39.3 Looking of resource (modem, file) to prevent seizing by another process in case one process is
using it
39.4 Unlocking of resource to allow another process the usage of the resource
39.5 Scheduling to allow the usage of single resource by competing processes
39.6 Forced unlocking of resource if a process seized it and crashed without freeing it
39.7 Capability of upgrading application and configuration data over the air directly from the
Backend server
40 Secure Access Module (SAM)
40.1 SAM is encrypted media that store critical keys such as credit/ debit keys which are required
to perform contactless smart card / e-purse transactions.
40.2 Shall not be accessible by external systems
40.3 In order to ensure the security of the transactions being captured, the EBTM support the use
of Security Access Modules (SAM) in slots for SIM Cards
40.4 SAM shall hold the security keys. Minimum one SAM per equipment/ machine/ device is
required. However, the total quantity of the blank SAMs will vary depending upon number of
equipment used by the solution.

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S. No. Requirement
40.5 All the SAMS (equipment wise) to be issued by bidder
41 EBTM should record the transaction before printing the ticket and EBTM data should be
secured and be un-editable after each transaction
42 There should be provision to manually recover encrypted transaction data from EBTM using
cable interface, in case the data is not communicated to central server due to problem in
communication or EBTM device.
43 All the EBTMs should be GPS enabled for determining the position of buses
43.1 Real-time tracking with GPS/Glonass/IRNSS
43.2 Internal + External (Optional) GNSS + GPS +GSM antenna
43.3 Device Tampering Alert
43.4 IP 65 dustproof & waterproof
43.5 Large Battery Backup
43.6 Embedded Sim (Dual Sim Support)
43.7 ARAI certified and AIS 140 approved anti-theft device
43.8 6 Axis Accelerometer + gyroscope
43.9 Load Dump Protection

2. Online Reservation System

S. No. Requirement
1 Web based Online Reservation Software (ORS) should be provided for passengers booking
tickets online.
2 The system should allow one-way trip, round trip and multi city trip booking through the ORS.
3 The ORS should allow users to register on the system and their profile, past travel details etc
should be maintained and be available to him/her whenever he/she wants to access the same
after logging in to the system.
4 The ORS should have a feedback mechanism where the passengers can rate the services
offered by department
5 Randomly selected passengers should be prompted to provide feedback using a small
questionnaire to improve department’s services
6 The ORS system should identify a user on login and prompt / suggest user with latest fare and
availability of the same trip.
7 For searching source and destination on the portal, text box with intelligent auto suggest
feature. In case the user is searching for a location that is not covered by any service, the
system should suggest him the nearest location where he can avail the service from.
8 The system should provide space and feature for advertisement content management on the
portal.
9 The ORS system should have facility to renew passes by making online payments.
10 The web based online reservation software shall have integration with the payment gateway
11 The system should have facility to provide ORS booking details on EBTM before handing over
EBTM to conductor. The EBTM should also be capable of downloading using GPRS/Wi-Fi
connection, the list of the passengers who have done an advance reservation in the bus.
12 Online reservation booking facility should be accessible to authorized ticket booking agents
and online travel agents with all security checks, access permissions and restricting agents to

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S. No. Requirement
cross prescribed financial ceiling permissible for reservation booking.
13 System should be able to cater to Business rules regarding Reservation/cancellation
14 Web enquiry for seats availability, fare, routes, en-routes stops, Arrival and departure time etc.
15 Advance Booking, Full/Partial Cancellation of tickets, and advancement and postponement of
journeys.
16 Interface to payment gateway for Internet booking using credit/debit card/Smart cards/virtual
cards, internet banking etc. However, Bidder should take note that the service / transaction
charges payable to the banks or any other authority will not be borne by department. The
system should accept all type of Cards and UPI. It should comply with all online transaction
legislations / standards. All refunds for online transactions shall happen only online and cash
refund should be restricted. In case of booking from counter with cash payment, the refund
can be made from the same counter in cash.
17 Printing of tickets/cancellation voucher and other related reports.
18 Provision to print ticket details in Hindi as well as in English.
19 Enabling Blocking of seats or issuing ticket for reserved quota.
20 Applying concessions applicable for ORS as per the rules of department.
21 System should provide waiting list facility and automatic confirmation of wait-listed passengers
in case of cancellation of reserved seats.
22 Provide Tatkal reservation facility with special charges for specified period.
23 Centralized control of Stage & Fare tables, Fare revision, various concessions, ticket
cancellation rules, fare charging rules, bus service type, bus stops, route master, user privileges
etc.
24 Facility to capture Passenger data such as name, gender, age, pass / authority no. date etc.
25 System should provide seat layout view and allow user to select available seat by clicking the
preferred seat.
26 The ticketing System will have view / print facility for Seat Vacancy Position (route wise,
clockwise, starting place wise).
27 Depot wise/Authorized Booking Agent wise revenue collection, commissions, cancellations
reports etc.
28 Reconciliation of revenue collection made by authorized booking agents and online travel
agents and the remittance deposited by them.
29 Automatic locking of booking facility provided to authorized booking agents, online travel
agents etc. if the limit is exceeding the permissible limit.
30 Providing accurate and user-friendly accounting system
31 The security for the access to the application must be provided centrally with suitable
authentication/architecture. Audit trail must be maintained for all data updates/ amendments
and deletions for security audit.
32 System shall facilitate booking of entire bus by passengers (group booking). The information
required for such booking i.e. bus type, fare charges, no. of adults & child and other charges
etc. shall be provided online and the system shall facilitate online booking of entire bus.
33 End day procedure for processing information and generating MIS in report formats.
34 Provision for getting information of various types of concessions given to traveling passengers.
35 All transactions should be processed by using keyboard and short keys are to be provided to

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S. No. Requirement
carry the functions of mouse.
36 Multi-level user authorization and authentication with appropriate User Profiles, Rules and
Roles.
37 Facility to provide information and alerts on route wise, bus station wise timetable, seat
availability, fare, to Passengers on mobile phones, web notification etc.
38 Past data analysis capability for Dynamic and effective decision-making in the future.
39 Based on the above data the software will generate various types of reports — text and
graphics on daily, weekly, fortnightly, monthly, yearly basis or as & when required for the use
of various stakeholders such as the Corporation, agents, network, payment gateway,
authentication, back office and other service providers.
40 All operational, MIS and Revenue reports for a specified period. (Booking centre wise, Service
wise, Operator wise, depot wise, agent wise etc.)
41 System should provide the facility for editing or creating new reports for specified period as &
when required and conversion of the same into text format or spread sheet.
42 The system should support remote management. It shall be possible to monitor and tune the
system remotely.
43 Comprehensive audit trail, logging and reporting.
44 The security solution must be capable of comprehensive logging of the traffic through the
network and applications under its control. It should be capable of notifying unauthorized
logging access attempts into the network and the System internal resources and attempts to
login that fail. So also, be capable of notifying appropriate parties including the organization
users/department users/System Security Administrators etc. of suspicious activity.
45 The system should support printing on any printer — dot matrix, laser, inkjet or pre-printed
or plain paper who book tickets through net/web.
46 The system shall provide user management services and service enrolment features to enable
the user to register with the portal. It should also provide secured mechanism for user
identification, transaction integrity, security etc.
47 The ORS for agents should have secure login facility based upon their system’s digital ID in
order to prevent fraudulent practices.
48 The system should have the functionality to:
a. Define user groups
b. Define users
c. Map users to groups
d. Assign the users a role and privileges in the applications
e. Assign the menus/forms/functionalities in the system to the users/groups
f. Grant/impose data-based access/restrictions to the users. E.g. for specific operations etc.
g. Define menus and attach such menus to users/ groups.
h. Disable / re-enable users / groups from the system
i. Disable / re-enable modules within application
49 System should send SMS alert to the passenger on successful reservation and bus details before
starting the journey.

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3. GPS
S. No. Requirement (for GPS)
1 Each bus, using the GPS enabled EBTM device, shall determine its precise location through GIS
based GPS System and transmit the same to the Command Control Centre (through Data
Centre) at defined intervals of time. The location will be displayed on GIS based route maps at
Command Control Centre continuously.
2 The GPS system shall be able to compare the actual location of the bus, at any given time, with
its scheduled location.
3 The GPS system at the control room shall be able to calculate the time for the bus to reach all
subsequent stops along the route, factoring in the current bus and any deviations from the
schedule and reported traffic congestion en-route.
4 The GPS should provide provision for the GIS based route maps which would be required for
real-time vehicle tracking. Vehicle tracking, application software (including complete Himachal
Pradesh Map, All India Map, Map engine and APIs all should be licensed version)
Important:
1) GIS based road maps for GPS would be required to be provided by the bidder from available
sources with proper licenses, etc. as may be required.
2) Map resolution shall be at least 1:10,000 for major cities and 1:25,000 for other places
3) Bidder would be required to create GPS based route maps for HRTC on the procured road
maps through route survey. These route base maps should contain all trafficable routes along
with sufficient Points of Identification for easy identification of the exact location of buses.
5 The system will capture location of different buses at all the bus stands/ depots. The tracking
and locating the buses will cover those buses in movement.
6 Information elements that need to be captured and transmitted to Data Centre at the
minimum include longitude, latitude, and physical location en-route with date and time stamps,
bus number, route number, and Driver ID, speed etc. The data shall be archived after 3
months.
7 Vehicle tracking shall provide these data on real time basis at pre-determined and configurable
intervals (10 seconds) over GPRS network.
8 The GPS device should send alerts in case there is an attempt to tamper with the device.
9 GPS enabled EBTM device unit shall not only operate outdoors but also be able transmit signals
in an environment which may not have a clear view of the sky
10 This system should provide for the following features:
10.1 Facility for polling for current information location on demand
10.2 Tracking of buses that deviate from the scheduled route based on definition of permitted
geographic regions of operation
10.3 Driver Scoring Card based on driver’s driving habits
10.4 Vehicle Fleet Summary Dashboard – Quick view on vehicle fleet performance
10.5 Register a bus on unscheduled route from backend on real time basis
10.6 Exception Recording/ Actions (Over-Speeding, Harsh Acceleration, Harsh Braking, Off-route
Detection, unscheduled stoppage, Non-Stoppage at Bus stops, Trip Cancellation).
10.7 Real-time Running Trip Line diagram of buses on a particular route, for headway detection.
10.8 Auto headway detection and notification.
11 The Command Control Centre software should have following functions:

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S. No. Requirement (for GPS)
11.1 Applications Software shall have a facility to define the Masters.
11.2 New routes shall be created in the application.
11.3 Business rules engine for fare stages, fare structures, various routes, etc. shall be configurable.
11.4 The facility shall be provided to collate the transactional data received from depots/sub-depots.
The transaction data would be uploaded once every day for the previous day.
11.5 Department’s officials shall be able to access the application as per the pre-defined roles and
responsibilities
11.6 The application shall provide facility to query the data and generate the customized reports as
per the requirements.
12 Department’s officials shall be able to generate / download various reports specific to vehicles
associated to specific depots/region such as the following:
12.1 Position of the particular vehicle at any given point of time mapped to the landmark location,
area, bus stop, etc.
12.2 Tracking the complete route taken by a particular vehicle on timescale
12.3 Route specific distance travelled by specific bus on a given date & time
12.4 Time taken to complete a trip by specific bus, route based, at time slots in a day
12.5 Deviations taken by a specific bus during the duty / trip related to routes, stoppages at bus
stops, over speeding, distance travelled between stops within specific time, etc.
12.6 The GPS system should display the contact details of the bus driver / conductor so that the
control Centre staff can communicate with them directly.
13 The Control Room operator shall be able to drill down to the exact location of the event by
clicking on the alert and see the position of event drawn over the map along with driver,
vehicle and standard description of event details related to the business rule.
14 Alerts will need to be generated in case of deviations from the authorized route and recorded
in all cases for reporting and review.
15 Alerts on exceptions for all other pre-configured parameters such as non-stoppage at
designated points, unauthorized stoppages, vehicles stopping for long duration, not meeting the
ETA and ETD schedules etc., and logged into journey details of the bus for each trip.
16 GPS system is required to be functional 24 X 7 X 365 days. Bidder shall provide adequate
resources for system management, data management, etc.
17 The GPS Software should support AIS-140 standards and Ministry of Road Transport &
Highways (MoRTH) guidelines

4. MIS Reporting System

S. No. Requirement
A Reports from EBTM Device
1 Status Report at particular stage indicating trip title, service type, stage point, date & time of
inspection, no. of passengers, no. of tickets sold, revenue collected by conductor as per EBTM,
cash with conductor, no. of penalty tickets issued etc.
2 Ticket Details Report for all tickets (trip wise) or for selected trip
3 Trip wise/Ticket Type wise Revenue Collected through EBTM.
4 Day wise Revenue Collected through EBTM.

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S. No. Requirement
5 Stage wise Report of boarded / alighted passengers (Trip wise)
6 Toll Tax Payment Report (Trip wise)
7 Expenses Report
8 Enforcement Report
9 Trip-wise Traffic Receipt, Luggage charges receipts, toll tax receipts, Total no. of passengers
(Adult & Child), Total no. of concession passengers, Total Earnings & EPKM (Trip-wise and
Duty-wise).
10 Refund of fare Amount Report indicating reason, no. of passengers, ticket no. amount of refund
etc.
11 Concession Report – Trip-wise/ Concession-wise revenue collected through various
concessions; fare collected, & no. of passengers travelled on concession fare
12 Trip wise/ State wise breakup of revenue collection in case of interstate route.
13 Revenue deposited by the conductor details Report
14 Postal Mail Details Report indicating pickup point, handover point & no. of bags
15 SI should provide any other reports as and when required by department. Report Format will
be approved by department.
B Reports from Backend Software
1 Conductor Sign On/ Sign Off details as on required date & time with summary containing
conductors not reported back as per schedule duty, imprest amount tally report.
2 Machine Detail Report indicating No. of Online EBTM, No. of EBTM in depot & unmoved / idle
EBTM in depot on a particular date & time.
3 Conductor-wise & Rupee Denomination-wise revenue Report
4 Shift-wise/ Cashier-wise Cash Collection Report
5 Daily Cash Collection Report for Parent Depot, Other depot, and for Interstate Route
(Conductor wise and Traffic Controller wise)
6 Daily Cash Collection Report for Parent Depot, Other depot, and for Interstate Route
7 Account head-wise report along with summary for Depot, Sub-Depot and for Interstate Route
(Combined for traffic revenue generated manually and through EBTM)
8 Conductor-wise Shortage / Excess Report
9 Expenses Report
10 Toll Tax Payment Report
11 Revenue deposited by conductor at parent depot & other depot Report
12 Night out Deposit Receipt Report
13 Account Head-wise revenue split-up report i.e.:-
13.1 Interstate revenue & No. of passengers (State-wise)
13.2 Senior Citizen revenue & No. of passengers
13.3 Concession-wise revenue & No. of passengers
13.4 Smart Card revenue & No. of passengers etc.
14 Crew change earning reports for crew duty performed for other depot (conductor-wise).
15 Trip-wise Incentive scheme amount paid by cashier report.
16 Trip-wise Passenger Revenue, Luggage Revenue, Toll Tax Revenue with EPKM, LF & No. of
passengers for the selected trip or for all trips.
17 Analysis statement for the selected trip or for all trips

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S. No. Requirement
18 Other revenue report at depot
19 Cashier Wise Details of Night Out Deposit
20 A/C Head-wise and conductor-wise/controller-wise statement of Concessions
21 Trip-wise direct passengers travelled report for the selected trip or for all trips
22 Service type-wise earning report for the selected trip or for all trips
23 trip-wise earning report for the selected trip or for all trips
24 Conductor-wise earning report for selected conductor or for all conductors
25 Analysis statement for the selected trip or for all trips
26 Extra trip earning report
27 Cancellation trip/ KM report
28 Slab-wise trip report
29 Monthly/Quarterly/Yearly/For specified period
29.1 Conductor-wise Shortage / Excess cash Report
29.2 No. of Passengers travelled
29.3 Date wise Revenue Collection Report
29.4 Trip wise Revenue Collection Report
29.5 Date wise Refund Report
29.6 Concession Report indicating concession wise fare collected and amount of reimbursement.
29.7 Inter State Revenue Report
29.8 State wise Breakup of Interstate Earning
29.9 Date wise Inspector Report
29.10 Date wise Inspection Report
29.11 Date wise Toll Tax Report
29.12 Account head-wise /date-wise summary
29.13 Account Head-wise revenue split-up report
29.14 a. Interstate revenue & No. of passengers (State-wise)
29.15 b. Senior Citizen revenue & No. of passenger
29.16 c. Concession wise revenue & No. of passengers
29.17 d. Annual Smart Card revenue & No. of passengers etc.
29.18 Trip-wise Passenger Revenue, Luggage Revenue, Toll Tax
29.19 Revenue with EPKM, LF & No. of passengers for the selected trip or for all trips.
29.20 Trip-wise, stage-wise passengers travelled report for the selected trip or for all trips
29.21 Trip wise direct passengers travelled report for the selected trip or for all trips
29.22 Service type-wise earning report for the selected trip or for all trips
29.23 Trip-wise earning report for the selected trip or for all trips
29.24 Conductor-wise earning report (for selected conductor or for all conductors)
29.25 Detailed analysis statement for the selected trip or for all trips
29.26 Extra trip earning report
29.27 Fair Operation earning report
29.28 Cancellation trip/ KM report
29.29 Slab-wise trip report
29.30 Other revenue report at depot
29.31 Account Head-wise Summary of Concessions
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S. No. Requirement
30 Exception Reports
30.1 Low paying trip report for the given period
30.2 High paying trip report for the given period
30.3 State Master
30.4 Depot Master
30.5 Sub-Depot Master
30.6 Passenger Master
30.7 Machine Master
30.8 Employee Master
30.9 Village/ Stop Master
31.10 Crew Duty Master
31.11 Trip Code Master
31.12 Bus Service Type Master
31.13 Concession Master
31.14 Parameter Master (Shift duty timing, service type wise sanctioned KM, Start ticket No., imprest
cash, age for child, time setting, Avg. Seating capacity etc.)
31.15 Route Master
31.16 Fare Master for HRTC, Himachal Pradesh buses
31.17 Route Details
31.18 Trip Details
31.19 Crew Duty Details
31.20 User role authorization
31.21 Change of password
32 Reports required at the Regional and Head Office Level
32.1 Depot-wise, trip-wise earnings with EPKM, LF, No. of passengers (Daily/Monthly)
32.2 Depot-wise analysis report
32.3 Detailed analysis report
32.4 Route-wise earning report (Monthly/ Yearly)
32.5 Depot-wise, conductor-wise earnings
32.6 Service Type-wise revenue report
32.7 Service Type-wise, trip-wise revenue report
32.8 LF Slab-wise trip detail report
32.9 Trip-wise, stage-wise passenger revenue report
32.10 Trip-wise direct passenger revenue report
32.11 Depot-wise concession reimbursement statement
32.12 Route statement (Route-wise/Clockwise Trips with Summary)
32.13 Concession-wise revenue report
32.14 Depot-wise/Concession-wise Revenue Report
32.15 Account Head-wise/ Depot-wise/date-wise Summary
33 Periodic reports on lost / damaged / late received / defective ETMs
C Other Reports
1 Average peak and lean demand in passenger load during various times of a typical day (non-
seasonal).
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S. No. Requirement
2 Average peak and lean demand in passenger load during various times of a Special day
seasonal).
3 Peak and lean revenue collections during various times of a typical day (non-seasonal).
4 Peak and lean revenue collections during various times of a special day (Seasonal).
5 Average peak and lean time from start to destination of a route during various times of the day.
6 Peak and lean bus-stop utilization rate – no. of passengers boarding at different bus stops
enroute
7 Route planner / optimizer system shall incorporate:
7.1 Route planning, scheduling and analysis
7.2 Real time scheduling and routing of buses
7.3 Demographic analysis and route restructuring
7.4 Transportation planning &modelling

5.SLA Monitoring Tool

S. No. Requirement
1. Ability to track the SLAs as described in the RFP at a minimum
2. The monitoring tool shall have the ability to generate the necessary reports
3. Calculate the penalties if any
4. Should have the ability to export or import the necessary data
5. Integrated performance view of all the SLAs along with various threshold violations for each
service level.
6. Indicate the baseline, breach, lower and high-performance scores against each of the service
level metric in a graphical form.
7. Dashboard must show bidder action taken on each of the SLA breach/ timelines for resolution
etc.
8. The proposed tool should enable users to generate Pre-defined, Standard and Ad-hoc reports
9. Allow users to generate report with pre-defined fields to get a real time view of the system
from the portal
10. Pre-defined Reports will be generated at pre-defined frequencies and will be available for to the
users
11. Standard reports would include reports where report generation criteria are fixed and options
for the same are available to the User. The User can select a combination of options and
submits a request for generation of a report. The system generated the report and the same
would be made available on the User dashboard
12. Ad hoc Reports: These reports can be generated by the User by raising ad hoc queries. These
would provide the ability to generate ad hoc reports as and when required by selecting any
particular field, table or column (as per Database design) by drag and drop feature from the
table.

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6. Mobile NVR
S. No. Requirement
1 Support 4 channels PoE IP Camera Input
2 Support H.265/Smart H.265 video compression
3 Support 4 channels 4MP RealtimeRecording
4 Aviation connectors adopted
5 Support 1 HDD, 3 USB Ports(2.0)
6 VGA, TV, HDMI simultaneous video output
7 Micro SD card, Up to256GB
8 Mobile Software: iCMOB,gCMOB
9 CMS Software: KVMSPro
10 Sim Enabled

7.CCTV
S. No. Requirement
1 1/2.8” 2Megapixel PS CMOS Image Sensor
2 25/30fps@1080P(1920×1080)
3 H.265+ and H.264+ triple-stream encoding
4 WDR(120dB), Day/Night (ICR), 3D-DNR, ROI, AWB, AGC, BLC
5 Support Built-in Mic
6 Support Starlight Technology
7 Support Face capture, Face attributes
8 2.8mm fixed lens (3.6mm, 6mm, 8mm, 12mmoptional)
9 IR Range of 50 Mtrs, IP67, IK10,PoE

8. MDM
The following specification mentioned are minimum, however the SI/Bidder is free to provide
higher specification for the same.

 MDM should not be deleted from device.

 Support Android 7.0 or higher.
 Whitelist/ Blacklist capability (for apps).
 Deploy/ Push new apps in device.
 Location Tracking
 Can manage device above 5000.
 Manage mobile assets efficiently.
 Password enforcement.
 Data encryption enforcement and notify administrator in case of rooted, jailbreak or
unencrypted device.
 Role based access control.

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  Unified endpoint management.
 Company should be ISO 9001:2015; ISO 27001:2013 certified.
 MAF to be supplied for MDM OEM too.
 Can control authorise devices to restrict phone features.
 Protect data with remote lock and wipe, selective wipe or devices locate in case of stolen
or lost device.
 Should be able to control mobile device features like camera, Bluetooth, 3G,4G Data , SD
card if required.

9. Video Management Software

Video Management Software Specifications

Device Management
Add devices via auto search, IP Address, Domain, IP Segment, and auto register (for 3G, 4G, and DHCP
devices) Add third-party devices via ONVIF Protocol

Role and User Management

Manage user permissions and roles
Assign appropriate permissions to specific users
Restrict user access by MAC and expiration dates
Set user PTZ permissions

Event Management
Set alarm type: device, video channel, and alarm input
Set alarm scheme: all day, weekday, weekend, or custom template Set alarm priority: Low, Medium, High
Link recordings, snapshots, live video, alarm output, PTZ actions, or e-mail

Storage
-Supports edge storage and central storage
- Creates record plan by time template: All day template, Weekday template, Weekend template, and
custom template Backup video from edge storage: NVR, by schedule
-Backup the video from Mobile DVR by Wi-Fi
-Disk Quota: Allocate disk and cameras to different disk groups

Map
Use Google online map or offline map - Up to 8 sub map levels
System Maintenance
System Dashboard - Displays overview and detailed system information
Monitor runtime status: CPU, storage, and bandwidth
Review service, device, user information, and device health report View total events and processed
events
Search and export logs
Logs
- View operator log and door log in control client - Search and export logs
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Backup and Restore
- Backup system data automatically Backup system data manually (daily, weekly, monthly)
Restore system data from server or local file
Other Functions
- Supports HTTPS
Calibrate device time and server time -Set message storage time for logs, alarm information, GPS
information
Domain
- Superior level can view live video and recorded videos of subordinate levels Mobile Centre Control
Client
Live View
- Displays device tree, device IP Address or device name Set manual recording to PC or a central storage
device
- Take snapshots
- Select from Live Mode, Map Mode, and Live&Map Mode
- Audio talk
- Set alarm window
-Set Region of Interest: divide one window into 4 or 6 parts, one shows whole image and others show
details
Save current split as a view
Basic Information Management
- Driver and vehicle management
-GPS upload interval time
-Upload device icon
Vehicle Statistics
- Mobile alarms
- E-fence alarms
-GPS statistics
Playback
- Playback recording from edge and central storage devices - Apply video filters: normal, motion, alarm
- Sync play
- Reverse playback - Playback frame-by-frame
- Supports 1/64x to 64x playback speeds
-Lock or mark important recording segments for central storage - Video download formats support.avi,
dav, .flv, .mp4, and asf Supports thumbnail search and smart search
Download Centre
- Download recordings by timeline, files, or tags
- Supports multi-task download
-Supports .dav, .mp4, flv, asf, and .avi video formats
Event
Realtime and history alarm information
Alarm detail information: live video, record, and pictures from related camera, alarmsource location on
the map.
- Acknowledge alarms
- Control arming for alarm source - Forward alarm to relevant user

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- Manually send alarm email to relevant person
- Search alarm by alarm source, alarm time, status, handle user, and priority - Search alarm events and
export the alarm list
Map
-View live video and playback on the map
- Calculates the length or area for the GIS map
- Supports visible range and initial angle
-Icon flashes on map when alarm occurs
History Record
- Show recently viewed channels, open live video or playback via history records
- Up to 20 history records, newer record replaces the oldest operation record
Live View
- Open up to 16 channels at one time
- Three stream types: High Definition (HD), Standard Definition (SD), Fluency (FL) - Supports PTZ
control and horizontal screen play
- One-key switch to playback
-Snapshot, local record, audio talk
Playback
- Replay device record and centre record (Up to 8x and 1/8x) - Calendar indicates if video is present for
a specific day
- Supports snapshot and manual local record
- Supports 1x, 2x, 3x, 4x, 1/2x, 1/4x, 1/8x playback
Alarm Center
- Subscribe to an alarm
- Process alarms
-View alarm video and alarm picture
- Search via alarms
Map
- Supports Google Maps - Display video channel on map and perform playback
Video
- View video of channel added to favourites
- View picture and video via local file

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