TD - tnr85939 - Tnigr RFP Volume I PDF

Registration Department Tamil Nadu RFP for SI Selection Volume I
Tender Reference No. 001/Regn/2013
Tender For Selection of System Integrator (SI) to

Design, Develop, Test, Install, Operate, Maintain & Manage
Registration Application
Tender For Selection Of

VOLUME
System Integrator (Si)
To I
Design, Develop, Test, Install,
Operate, Maintain & Manage
Registration Application
Registration Department
GoTN
Volume II
Registration Department - GoTN

March 2013
Office of IG Registration,
100, Santhome High Road, Pattinapakkam,
Chennai - 600028
Table of Contents
1.
Invitation to Bidders / Important dates .............................................................................. 5
2.
Pre-Qualification Requirements ......................................................................................... 8
3.
Project Profile................................................................................................................ 13
4.
Overview of Registration Department ............................................................................... 16

i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
Overview of Property Registration in Tamil Nadu State ........................................................... 16

Key Stakeholders .............................................................................................................. 16
Current Organization Structure ........................................................................................... 18
Overview of Human Resources of the Department ................................................................. 19
Roles and Responsibilities of DR and SR ............................................................................... 20
Functional Structure and their responsibilities........................................................................ 21
Citizen Impact of the Department ........................................................................................ 22
Revenue generated by the department ................................................................................ 23
Services offered by the department ..................................................................................... 23
5.
Envisaged Registration Application Architecture ................................................................. 25
6.
Scope of Work Phase I ................................................................................................ 32

x.
xi.
xii.
xiii.
xiv.
xv.
xvi.
xvii.
xviii.
xix.
xx.
xxi.
xxii.
xxiii.
xxiv.
xxv.
xxvi.
xxvii.
xxviii.
xxix.
7.
Project Deliverables........................................................................................................... 33
Design, Development, Testing & Acceptance of Registration Application Software ...................... 34
Application Implementation, Testing & Acceptance ................................................................ 35
Data Migration.................................................................................................................. 37
Site Preparation ................................................................................................................ 38
Staggered Hardware Supply, Installation & Commissioning ..................................................... 39
Centralized Help Desk........................................................................................................ 42
Connectivity ..................................................................................................................... 46
Primary Data Centre, Disaster Recovery Setup ...................................................................... 48
Change management & Capacity Building ............................................................................. 54
Security & Performance Audit ............................................................................................. 57
Pilot Implementation ......................................................................................................... 57
State-wide Roll-Out ........................................................................................................... 57
Stabilization Period............................................................................................................ 58
Go-Live ........................................................................................................................... 58
Buy-back ......................................................................................................................... 58
Scalability, software upgrades............................................................................................. 58
High availability of application services ................................................................................. 59
Integration with Mobile Service gateway .............................................................................. 59
Interoperability requirements.............................................................................................. 59
Scope of Work - Phase II ................................................................................................ 60

xxx. Registration Application Operate, Maintain & Manage ............................................................. 61
xxxi. Facility Management Services (FMS) .................................................................................... 61
xxxii. Operation & Maintenance ................................................................................................... 62
xxxiii. SDC, DRC and Near-line DRC management & maintenance ..................................................... 63
xxxiv. Manpower Outsourcing ...................................................................................................... 63
xxxv. Power backup management Maintenance of DG sets ........................................................... 65
xxxvi. Periodic Security and Performance Testing & conformance...................................................... 65
xxxvii. SLA monitoring ................................................................................................................. 65
xxxviii. O&M Phase Extension and Knowledge Transfer ..................................................................... 66
8.
Responsibility Matrix for Different Stakeholders ................................................................. 67
9.
Implementation Schedule ............................................................................................... 70
10.
Resource Requirement ................................................................................................... 71
11.
Service Level Agreement ................................................................................................ 73

xxxix. Operations SLA Criteria Pilot Offices (valid upto completion of roll-out): ................................. 76
xl.
Operations SLA Criteria Post State-wide application Roll-Out ................................................. 77
12.
Instruction to Bidders ..................................................................................................... 83

xli.
xlii.
Advice to the bidders ......................................................................................................... 83

Sale of bid document......................................................................................................... 83

xliii.
xliv.
xlv.
xlvi.
xlvii.
xlviii.
xlix.
l.
li.
lii.
liii.
liv.
lv.
lvi.
lvii.
lviii.
lix.
lx.
lxi.
lxii.
lxiii.
lxiv.
lxv.
lxvi.
lxvii.
lxviii.
lxix.
lxx.
lxxi.
lxxii.
13.
Schedule of Tender Process................................................................................................ 83

83
Procedure for Submission of Bids ........................................................................................ 84
Cost to Bid ....................................................................................................................... 87
Earnest money refund ....................................................................................................... 87
Clarification on Tender Document ........................................................................................ 87
Language of Bids .............................................................................................................. 87
Documents Comprising the Bids .......................................................................................... 87
Bid Prices ........................................................................................................................ 88
Firm Prices ....................................................................................................................... 88
Bidder Qualification ........................................................................................................... 89
Period of Validity of Bids .................................................................................................... 89
Local / Site Conditions ....................................................................................................... 89
Modification and Withdrawal of Bids .................................................................................... 90
Opening of Pre qualification Bids ......................................................................................... 90
Opening of Technical Bids .................................................................................................. 90
Evaluation of Bids ............................................................................................................. 90
Negotiations with the successful Bidder .............................................................................. 101
Post Qualification and Award Criteria ................................................................................. 101
Right to Vary Scope of Contract at the time of Award ........................................................... 102
Right to Accept Any Bid and to Reject Any or All Bids ........................................................... 102
Notification of Award - Letter of Acceptance ....................................................................... 102
Forfeiture of Earnest Money Deposit .................................................................................. 102
Signing of Contract ......................................................................................................... 102
Release of Work Order..................................................................................................... 103
Bank Guarantee for Contract Performance .......................................................................... 103
Contract Period............................................................................................................... 103
Rejection Criteria ............................................................................................................ 103
Concessions permissible under statutes .............................................................................. 104
Income tax liability .......................................................................................................... 104
Model Master Service Level Agreement ..........................................................................105

lxxiii. Definitions: .................................................................................................................... 105
lxxiv. Interpretation ................................................................................................................. 106
lxxv. Conditions Precedent ....................................................................................................... 107
lxxvi. Representations & Warranties ........................................................................................... 107
lxxvii. Execution of Work Order .................................................................................................. 109
lxxviii. Assigning of Tender Whole or In Part................................................................................. 109
lxxix. Scope of work/contract .................................................................................................... 109
lxxx. General Requirement....................................................................................................... 109
lxxxi. Deviations...................................................................................................................... 110
lxxxii. Training......................................................................................................................... 110
lxxxiii. Licenses ........................................................................................................................ 110
lxxxiv. Storage & Risk................................................................................................................ 110
lxxxv. Duration of the contract:.................................................................................................. 110
lxxxvi. Contract Performance Guarantee/Security Deposit ............................................................... 111
lxxxvii. System Integrators Obligations ........................................................................................ 111
lxxxviii.
System Integrators Representative .............................................................................. 112
lxxxix. Reporting Progress.......................................................................................................... 112
xc.
Knowledge of Site Conditions............................................................................................ 113
xci. System Integrators Team ................................................................................................ 113
xcii. Contract administration.................................................................................................... 114
xciii. Right of Monitoring, Inspection and Periodic Audit ............................................................... 114
xciv. Registration Department - Tamil Nadu Obligations ............................................................... 115
xcv. Information Security........................................................................................................ 115
xcvi. Ownership of Equipment .................................................................................................. 115
xcvii. Insurance ...................................................................................................................... 116
xcviii. Indemnity ...................................................................................................................... 116
xcix. Confidentiality ................................................................................................................ 117
c.
Term and Extension of the Contract................................................................................... 117
ci.
Prices ............................................................................................................................ 118
cii.
Alteration/Variation ......................................................................................................... 118
ciii. Change Order................................................................................................................. 118
civ. Procedures for Change Order............................................................................................ 119
cv.
Change of Size/Quantities ................................................................................................ 120

cvi. Conditions for extra work/change order.............................................................................. 120
cvii. Suspension of Work ........................................................................................................ 120
cviii. Tenure of Contract .......................................................................................................... 120
cix. Payment Schedule .......................................................................................................... 121
cx.
Penalty for Non-Fulfilment of Service Level Agreement ......................................................... 122
cxi. Events of Default by the System Integrator......................................................................... 122
cxii. Consequences in Event of Default ..................................................................................... 122
cxiii. Terminate the Contract .................................................................................................... 123
cxiv. Termination ................................................................................................................... 123
cxv. Consequences of Termination ........................................................................................... 124
cxvi. Penalty .......................................................................................................................... 125
cxvii. Liquidated Damages for Non-Fulfillment of Commissioning Schedule ...................................... 125
cxviii. Compliance with Statutory Requirements............................................................................ 125
cxix. Arbitration ..................................................................................................................... 125
cxx. Special Terms................................................................................................................. 125
cxxi. Dispute Resolution .......................................................................................................... 126
cxxii. Limitation of the System Integrators Liability towards the Registration Department - Tamil Nadu126
cxxiii. Conflict of interest........................................................................................................... 127
cxxiv. Severance...................................................................................................................... 127
cxxv. Governing Language ....................................................................................................... 127
cxxvi. No Claim Certificate ...................................................................................................... 127
cxxvii. Publicity ........................................................................................................................ 127
cxxviii.Force Majeure ................................................................................................................ 127
cxxix. Exit Management ............................................................................................................ 128
cxxx. Exit Management Purpose ................................................................................................ 128
cxxxi. Transfer of Assets ........................................................................................................... 129
cxxxii. Cooperation and Provision of Information ........................................................................... 129
cxxxiii.Confidential Information, Security and Data ........................................................................ 129
cxxxiv. Employees ..................................................................................................................... 129
cxxxv. Rights of Access to Information......................................................................................... 129
cxxxvi. Exit Management Plan ..................................................................................................... 129
cxxxvii.
General.................................................................................................................... 130
14.
Annexures ...................................................................................................................132
cxxxviii. Annexure I - Specifications of Hardware for buy-back ..................................................... 132
cxxxix. Annexure II SRO office list for Tamil Nadu State ............................................................... 137
1. Invitation to Bidders / Important dates

The invitation to bid is for selection of system integrator (SI) to design, develop, test, install, operate,
maintain & manage registration application for a period of five years from the date of Go-Live. The
bidders are advised to study the tender document carefully. Submission of bids shall be deemed to
have been done after careful study and examination of the tender document with full understanding of
its implications. This section provides general information about the Issuer and important dates.
Issuer
TN Registration Department
Contact Person
IG Registration
Address for Bid Submission and Correspondence

Chennai - 600028
Phone: 044 - 24640160
Fax: 044 - 24642774
Mail ID: tn.igrtender@gmail.com; igr@tnreginet.net; igrchennai@gmail.com,
Web-Site: http://www.tnreginet.net

Key Events & Dates
Table 1 - Tender Schedule
Tender Reference No:
001/Regn/2013
Non-refundable Tender fee
Rs.10,000/- through demand draft / bankers pay order

from a nationalized / scheduled bank, drawn in favour of
Accounts Officer, O/o IG of Registration payable at
Chennai. Demand Draft / bankers pay order should be
obtained only after issue of tender notification. In case
the tender is downloaded from the website then there
shall be no charge for tender fee.
Availability on website
Website for Tender Downloading

http://www.tenders.tn.gov.in/
http://www.tnreginet.net
EMD
Rs. 1,00,00,000/- in the form of Demand Draft / bankers

pay order/irrevocable Bank Guarantee in favour of
Accounts Officer, O/o IG of Registration payable at
Chennai from a nationalized / scheduled bank. Demand
Draft / bankers pay order should be obtained only after
issue of tender notification.
Last date to send in requests for

clarifications on the tender
Pre-Bid Queries shall be sent to following email ID

tender@tnreginet.net & tn.igrtender@gmail.com as
per format attached in Vol-II, section 2.15 on or
before 01/04/2013
Time, Date and Venue for Pre- Bid

Conference
11:00 Hrs, 03/04/2013

Chennai 600028
Last date for submission of bids and venue
Opening of bids and Venue
03.00 PM, 22/04/2013,

100, Santhome High Road, Pattinapakkam, Chennai
600028
04.00 PM, 22/04/2013,
rd
Conference Hall, 3 Floor
Chennai 600028
Presentation by short-listed bidders, if

required
To Be Declared Later
Declaration of short-list of bidders for

commercial bid
Opening of commercial bids
Language of the bid
This bid should be filled in English language only. If any

supporting documents are to be submitted, in any other
language other than English, then translation of the
same in English language, attested by the bidder,
should be attached.
6
2. Pre-Qualification Requirements
The bidder must possess the requisite experience, strength and capabilities in providing the services
necessary to meet the requirements, as described in the tender document. The bidder must also
possess the technical know-how and the financial wherewithal that would be required to successfully
provide the services sought by the Registration Department for the entire period of the contract. The
bids must be complete in all respect and should cover the entire scope of work as stipulated in the
Tender document else the bids shall be summarily rejected.
The invitation to bid is open to all bidders who qualify the eligibility criteria as given below:
Sl.#
Pre-Qualification Criteria
Documents to be attached
The Bidder (Prime ) should be registered
i.
under the Companies Act, 1956, should be in

doing business in India for at least 5 years
copy
of
Certificate
of
Incorporation of the company
ii.
st
Work Orders confirming year &

st
(as on 31 December 2012)
date (dated after 31 December
i. Bidder (prime) should have experience
1.
2007) and IT related services
in IT related services (application
(application
software
development
development
and
maintenance) for a period exceeding 5

st
years (as on 31 December 2012).
software
and
maintenance).
iii.
Memorandum of Association
(MoA)
and
Articles
of
Associations (AoA) articulating

the bidders core services being
in the field of IT related services
as specified in (ii) above.
The Bid can be submitted by an individual
2
company or with a Consortium Partner . In

case of consortium the same shall not
consist
of
more
than
two
companies/
corporations in total i.e. including the prime

bidder.
i. Memorandum
i.
2.
Memorandum
of
of
(MoU)/agreement
Understanding
among
the
Understanding (MoU)/agreement
members signed by the Authorized
between the prime bidder &
Signatories of the companies dated
consortium partner in Rs 100
prior to the submission of the bid to be
non judicial stamp paper.
submitted in original.
ii. A
copy
of
Incorporation,
Articles
1
of
Certificate
Memorandum and
Associations
of
The Prime bidder is the single point of contact and holds complete responsibility for the project.
Consortium Partner shall mean a company with complementing skills which supports the Prime bidder in
certain specific activities of the project.
of
the

ii.
The details of the Consortium
consortium partner should also be
with clear mention about roles
furnished.
and responsibilities of each

partner
iii.
and
one
partner
iii. The
MoU/agreement
shall
clearly
specify the prime bidder, stake of
nominated as Prime Bidder.
each member and outline the roles
The consortium partners cant be
and
a member of another consortium
member.
responsibilities
of
each
that is also participating in this

tender.
iv. Power of Attorney (PoA)/ Delegation

of Powers (DOP)/Board Resolution
listing the names of staff(s) who are
Authorized to sign the MOU & tender
documents shall be submitted by Prime
& Consortium Partners (if any), a copy
of the same must be attached.
v. An
undertaking
authorized
letter
signatory
signed
should
by
be
submitted by the Prime & Consortium

partner stating that they shall not be a
part of any other consortium or as
Prime Bidder for this RFP
I. Bidder
(Prime)
and
the
consortium
A copy of the valid ISO certificate.
partner (if any) must have enterprise

level ISO 9001:2008 certification (as on
st
31 December 2012)
II. Also,
the
mandatorily
Prime
have
bidder
ISO
should
27001:2005
certification at least for software division

3.
(as on 31st December 2012)

Note: In case the certificate is due for
renewal, the bidder should ensure that the
renewed certificate is made available at the
time of signing of contract. In case the same
is not provided till signing of contract then,
the department shall award the contract with
the next eligible Bidder after negotiation.
4.
The Bidder (Prime) should have a CMMi
Valid CMMi Level -V certificate. The
level V Certificate
ceritificate should be valid as on 31st

December 2012.
5.
The Bidder (Prime) and consortium partner
Declaration in this regard by the authorized
shall not be under a Declaration of Ineligibility
signatory of the prime bidder and the
for
consortium partner as per format provided in
corrupt
or
fraudulent
practices
or
blacklisted with any of the Government
Volume II section 2.1
agencies in the State of Tamil Nadu.

The Bidder (Prime) should meet the following
criteria for the last three financial years i.e.
FY: 2009-2010, FY: 2010-2011, FY: 20112012.
i.
6.
Bidder
(prime)
should
have
Copy of the audited Balance
average Turnover over INR 250
Sheet of the company showing
crores for the last 3 years with
turnover of the company for last
a minimum Turnover of INR
three years.
100 cr
ii.
i.
ii.
Certificate from the Company
The Bidder (Prime) should have
Secretary/Statutory
average net worth of at least
ascertaining
INR 30 crores
worth.
an
Auditors
average
net
The consortium partner should meet the

following criteria for the last three financial
years i.e. FY: 2009-2010, FY: 2010-2011,
FY: 2011-2012.
i.
7.
ii.
Consortium Partner should have
i. Copy of the audited Balance
average total turnover over INR 125
Sheet of the company showing
crores for the last 3 years.
turnover of the company for last
Consortium Partner should have
three years.
average net worth of at least INR
ii.
15 crores
Certificate from the Company

Secretary/Statutory
Auditors
ascertaining a average net worth.

The Bidder (prime) should have on their role
i.
st
HR Department certifying the
as on 31 December 2012, the following

i.
8.
ii.
Minimum 500 IT professionals with prior
number of technically qualified
experience for over 5 years in software
professionals
Development
&
number of projects completed by
should have completed at least 2
the resource in the company for
successful IT related projects.
each
mentioned here.
&
implementation
experience for over 5 years in Database

Administration
iii.
Certificate from prime bidders
with
relevant
DBA
ii.
of
along
the four
with
the
categories
For S.Nos. ii. to iii., certificate

from
prime
bidders
HR
certifying
the
certifications
Department
number of technically qualified
10

experience for over 5 years in IT
professionals
networking
relevant
with
valid
CCNA
certificate
iv.
along
with
the
of
the
certificate
resource in the company.
iii.
For S.Nos. iv., certificate from
experience for over 10 years in project
prime bidders HR Department
Management
certifying
possessing
valid
the
number
technically
PMP/PRINCE certification.
of
qualified
professionals along with number

of years of experience of the
resource in the company.
The Bidder (Prime) must have IT System
Copy of work order
Integrators
successfully
Completion Certificate from the Client
completed for at least one eGovernance
Certificate from the company
project
experience
with
in
State
or
Central
secretary certifying
Government/Government-undertaking/PSUs
st
value of the project
in last 5 years (as on 31 December 2012) in
(excluding site preparation &
India.
Electrical works cost) for
Note:
9.
successfully completed
Project
should
be
successfully
projects)
completed.
Project
should
geographically
cover
multiple
coverage of the project

should be for multiple
locations such as
geographically locations
Towns/Districts/States in India
such as
Project value should be a minimum
Towns/Districts/States in
of Rs. 20 Crores (excluding Site
India
preparation & electrical works)

have
Copy of work order
experience in successfully completed for at
Completion Certificate from the Client
least
Certificate from the company
The
Consortium
one
partner
eGovernance
must
project
with
Government/Government-undertaking/PSUs
secretary certifying
st
in last 5 years (as on 31 December 2012) in
10.
value of the project
India.
(excluding site preparation &
The scope of eGovernance project shall have
Electrical works cost) for
any of the following
successfully completed
Development of application software

& Post Implementation Application
projects)
o
coverage of the project
Software support services
should be for multiple
Network Connectivity
districts/states
Data Centre Maintenance
(geographically spread) in
IT Hardware supply & maintenance
India
11

for any Government department.
Note:
Project
should
be
successfully
completed.
Project
should
districts/states
cover
multiple
(geographically
spread) in India
Project value should be a minimum

of Rs. 5 Crores (excluding Site
preparation & electrical works)
11.
The Bidder (Prime) should furnish, as part of
The EMD should be denominated in Indian
its bid, an Earnest Money Deposit (EMD) of
Rupees, and should be in the form of
Rs. <1,00,00,000>
Demand Draft/Bank pay order/irrevocable

Bank Guarantee as per Section: 12.4, in this
RFP
12.
Authorization letter for tender submitting
A board resolution for authorization from the
authority
Board of Directors or Power of Attorney
must
be
provided
by
the
authorizing the tender signing and submitting
Bidder(Prime) and Consortium Partner
authority for bidding the tender

Manufacturers
13.
14.
Manufacturers
Authorization
Form
Authorization
Form
and
As per Section 2.8 & 2.9 Vol. II of this RFP.
for
Only one MAF should be submitted for each
Support Services
of the hardware item present in the bid.
Both bidder (Prime) and Consortium Partner
Copy of Registration Certificate or recent
shall have a local office in Chennai and the
Phone Bills or Service Tax copies etc /
proof for the same should be provided.
Undertaking letter signed by the Authorized
Note: if Bidder (Prime) and/or Consortium
Signatory
Partner does not have a registered office, an

undertaking from party(ies) for establishment
of an office in Chennai within one month from
the date of LoA must be provided.
12
3. Project Profile
Introduction
The role of Information Technology has been well established in the State of Tamil Nadu. The State
has a well-defined IT policy and has been working towards making the State as a preferred
destination for the IT related service industry. Also, there are various activities initiated by the
Government to bring better governance to the citizens. Usage of Information Technology in
governance has brought the total system to work effectively and efficiently. e- Governance assures
transparency in the governance systems and also it has opened new avenues of easy and faster
transactions.
The Department of Registration - GoTN has been successfully rendering registration service to the
citizen over 145 years; it happens to be the one of the highest contributor to states exchequer
considering its vital role both towards the Government & Public. Department of Registration is
primarily responsible for registration of all types of instruments, firms, societies, administration of
stamp duties & also to render Registration related services to the citizens.
Government of Tamil Nadu (GoTN) were the pioneers in the country to computerise the Registration
departmental offices (~578 offices across the state) through Project STAR (since 2000) &
comprehensively render Registration related eServices to citizens, though REGiNET (since 2003).
The Department is constantly in the pursuit for optimising its Registration Process, in order to further
enhance the Citizens-Service-Delivery-Experience (CSDE). In this context registration department
intends for complete system overhaul through a comprehensive Government Process Re-Engineering
(BPR) exercise; and create end-to-end web-based & work-flow system architecture, which shall
seamlessly integrate all the Registration process & its related services in optimal manner.
Some of the envisaged features of this venture
Complete end-to-end Integrated & Centralised System web-based Architecture
Biometric based document registration & fool-proof service delivery
Work-Flow based operations with comprehensive audit trail
Exclusive modules for
Dynamic Real-Time Market valuation module
Appeals Process Management
Financial MIS & Reporting Module
Human Resource module
Provision for Multiple Service-Fee channels including secured online Payment
Gateway of banks/third party.
Capability to integrate with Franking machines/e-stamp
Centralized data repository with Data encryption algorithms
Provision for Aadhaar number (UIDIA) based services
Provision for generation of e-stamp
13
eForms compatibility & adequate provision to interface with state Portal & Service
Delivery Gateway (SP&SDG)
Compatibility provisions for integration of Land Records application with NLRMP
As a first step Department of Registration had hired consultant to carryout comprehensive study of the
existing process and applications; identify the performance gaps & propose a new To-Be System
mitigating the current challenges. This proposal attempts to capture the scope of work, envisaged
project benefits, Project timelines, etc.
This tender call for bids for selection of System Integrator (SI) to Design, Develop, Test
Implement, Supply Hardware, Operate, Maintain & Manage the end-to-end complete integration
of Registration Application in state of Tamil Nadu.
This Scope of work of this tender consists of two phases (viz Phase I & Phase II) as mentioned
below:
Phase - I:
The scope against this phase work covers the Design, Develop, Test & Implement the end-to-end
complete integration of Registration Application as per the scope of work, quantity &
specifications, schedules & requirements as specified in the tender. The historic data needs to be
migrated into the current database. The developed applications would be first tested & implemented
as a pilot. On successful implementation of the pilot application, then the state-wide roll-out would be
commenced. Go-Live commences from the date of successful State-Wide Roll Out of the Registration
Application.
Phase - II:
The scope against this phase covers the Hardware Supply, Operation, Maintenance & Management
of the end-to-end completely integrated Registration Application on 24x7 basis as per the
requirements of the tender and also as per the Service Level Agreement (SLA) over a period of five
years from the date of Go-Live. The scope of phase II also includes manpower outsourcing and
providing connectivity to all the Department offices.
Applicability of Tamil Nadu Transparency in Tender Act, 1998:

This tender will be governed by the Tamil Nadu transparency in Tender Act, 1998 with the Tamil Nadu
Transparency
in
Tender
Rules
2000
as
(http://www.tn.gov.in/gorders/fin446e.htm)
14
amended
from
time
to
time.
Objectives of the Project
Primary Objective:
To migrate to an end-to-end completely web-based environment in order to improve quality

of service through optimized services delivery by the department to be stakeholders
Secondary Objective:
Transparent & citizen friendly environment
To provide services of Registration Department to the citizens at their door steps
Business Intelligent application with appropriate controls against vulnerability
System Work Flow operation
Robust system to cater to the registration process
Centralization of database
Paperless & hassle-free operations
Envisaged Outcomes
Tangible benefits to the Citizen:
Simplified, fast & transparent registration process
ICT enabled service delivery with IVR/SMS based application status review
Easy e-Payments facilitated through Payment Gateway
Minimal Turn-Around-Time to get the registration completed
Registration and return of registered document in single visit
Online issue of certificates
Tangible benefits to the Government:
Better control & visibility over its operations & management
Electronic data processing Paperless office
Empowerment of Common man through easy and simple process
Improved efficiency
Improved service levels
Better quality of service
Fool-proofing against citizens credentials & documents security
Standardization of Systems & Improved Scalability
Automated work-flow will not only ensure smooth and on-time delivery of services but this
will also result in more transparency, improved responsibility and increased productivity in
the organization.
Better monitoring, smooth processes and MIS reporting and auditing
15
4. Overview of Registration Department

i.
Overview of Property Registration in Tamil Nadu State

The Registration Department, one of the oldest (145 years) departments, is the most forward looking
in harnessing Information Technology to make the interface with citizens, a pleasant experience. It
strives to deliver transparent and speedy service to the Registrants. It is the one of the higher revenue
generating department.
There are 578 Sub Registrar offices (SRO), 50 District Registrar offices (DRO) and 9 Deputy
Inspector General of Registration (DIGR) offices in the Department. The process of supply of IT
hardware such as PC, UPS, printers, etc was taken up by the department of Registration GoTN in a
phased manner. Under Phase-I, 14 SROs and 9 DROs were computerized on an outright purchase
basis. Then under Phase-II (a), 89 SROs and 11 DROs were computerized on operating lease basis.
As the model was functioning effectively, the same method was followed for the next 195 SROs, 30
DROs under Phase-II (b). There are 578 registration offices throughout Tamil Nadu, which operate
computerized counters to help citizens to complete process of registration of properties in few days
instead of several days, as was necessary under the earlier system.
Antiquated procedures such as manual copying and indexing of documents, and storage in paper
forms in ill-maintained record rooms have all been replaced. Door delivery of encumbrance
certificates, certified copies of documents and extracts of Hindu Marriages on submission of requests
on the exclusive website (https://www.tnreginet.net) became reality. This case illustrates some of the
key implementation issues faced by State and National Governments in their efforts to use IT to
improve citizen-government interfaces.
The IT enabled registration process emerged as a decision support tool at the strategic management
level even for amending provisions of various Acts. The IT enabled process has taken place in two
levels namely: STAR (Simplified and Transparent Administration of Registration) and REGiNET
(Registration information Network). This e-Governance initiative has been evaluated from the
following perspective:
a) Citizen, Governance and Service Delivery
b) Systemic improvements have helped the department in regaining the confidence of the public
and in
Registration is the process of legalizing a deed. Registration involves presentment of:
ii.
Handwritten or typed pages
On which appropriate stamp duty has been paid
To get the deed representing the transaction legalized
Key Stakeholders
16
TN Govt
Regist
ration
Dept.
Citizens
The key stakeholders in this computerization effort have been highlighted above. The project is
being funded by Government of Tamil Nadu. Registration department is the major stakeholder
where all the implementation will happen. Finally the citizens are the ultimate beneficiaries of this
effort and their convenience is of prime importance during the implementation of the project.
17
iii.
Current Organization Structure
INSPECTOR GENERAL OF
REGISTRATION
Add. IG
(4)
DIG
(11)
SDC (STAMPS) - (11)
AIG
DR(ADMIN)
AEE
(5)
(50)
(2)
Assistant
Superintendent of
Stamps (1)
DR (AUDIT)
(45)
SR
ASST
JA
RC
OA
Inspector General of Registration also holds the position of Chief Controlling Revenue Authority
(CCRA). As CCRA, he is the highest appellate authority in the department and his verdict can only be
challenged in a High Court. The post of Special Deputy Collector (SDC) is filled by the Revenue
18
Department and he is deputed to work in Registration Department and reports to the DIG. He collects
Stamp Duty under Section 47(A). Also, there is an Assistant Executive Engineer (AEE) deputed from
the Public Works Department (PWD) for inspection of building properties worth more than 25 lakhs.
He reports to DIG for review of his assessment.
There are 4 Additional Inspector Generals of Registration who are based in this office and Assist the
IGR. Each of the 4 Additional IGRs are handling different subjects namely Stamps; Guidelines,
Appeals and Information Technology; Intelligence (pertaining to buildings); and Chits and Societies.
Under the Additional Inspector Generals, there are 11 Deputy Inspector Generals of Registration (2
functional + 9 for the different territories). Out of the two functional DIGs, one is working as the
director of the Registration Training Institute (RTI institute) and the other is working as the PA
(general) at the IGR office. Underneath the DIG is the post of Assistant Inspector General of
Registration which numbers 20 (15 functional and 5 for the zones). For each district, there is a District
Registrar (Admin). Also there are District Registrars (Audit) who are at the same level as the DR
(Admin). DR (Admin) reports to directly to DIG while DR (Audit) reports directly to the Assistant IG.
Beneath the District Registrars, there are Sub Registrars who operate at the various Sub-Registrar
Offices in the state. Each SR office may also have Assistant(s), Junior Assistant(s), Record Clerk(s)
and Office Assistant(s). The above mentioned staff members are directly involved in the registration
process. There are other staff members such as Night watchman, mesalji, etc who work to maintain
the office premises and do not affect the process of registration and hence have not been mentioned
in the hierarchy above.
iv.
Overview of Human Resources of the Department

Sl. No.
Post
Allocated Strength
Inspector General of Registration
Additional Inspector Genl. Of Registration
4 (functional)
Deputy Inspector Genl. Of Registration
11 (2 functional + 9 territorial)
Asst. Inspector Genl. Of Registration
20 (15 functional + 5 territorial)
District Registrar Category
137
Sub Registrar (Grade I)
385
Sub Registrar (Grade II)
385
Assistants Category
1472
Junior Assistants Category
1005
10
Record Clerks
204
11
Office Assistants
1267
19
The department has very dedicated and well trained staffs that make every effort to provide better
services to the citizens. They work hard to satisfy the customers on most of the occasions. Their
service quality has been at a relatively good level even at the present state of shortage of staff at most
of the offices. The resource requirements at various levels have been highlighted above. Periodically,
the numbers of resources are decreasing because of regular retirements. The reducing staff strength
puts the department under pressure towards quicker service delivery. The proposed project may be
able to provide the required assistance to the department in improving the service delivery and
gaining the trust of the citizen.
v.
Roles and Responsibilities of DR and SR

The roles and responsibilities of DR and SR have been profiled below:
i.
District Registrar (DR)
The DR is the chief representative of the department at the district level. The responsibilities of the
District Registrar are to inspect the Sub-Registrar offices and to ensure adherence to The Registration
Act and such notifications and rules made by the State Government. The responsibilities of the DR
are as follows:
Conducts inspection once a year
First Appellate Authority for certain disputes
Ensuring implementation of IGRs circulars and Govt. policies at the registration district level
Registering and renewing Firms, Societies and Chit funds
Annual inspection of SR offices pertaining to adherence of all the procedures
Administrative Head for the District thus controlling human resources within the district
Issuing and renewal Authority for Stamp vendors and document writer Three types of
licenses are issued for document writer namely A, B and C. DRO is responsible for only B
and C types which are pertaining to district level and sub-registrar office level. License type A
is for the whole state and is issues by the IGR
ii.
Sub Registrar (SR)
The Sub Registrar in the SRO, along with his staff, represents the department at the grassroots level.
His duties and responsibilities are as follow:
Registering documents - Registration of Documents comes under the purview of Registration

Act 1908
Ensure proper classification of deeds presented for Registration to realize correct Stamp duty
and Registration fees
Ensuring proper classification of land, buildings and other properties
Recording Encumbrances to land & properties
Collecting registration fee, stamp duty, sub-division fee and other charges
Issuing receipt
Periodical filling of returns / Submission of periodical MIS returns
20
vi.
Storing records
Deciding proper Stamp Duty
Attending court matters
Functional Structure and their responsibilities

Below is the list of functional structures operational in the state under Registration Department. Their
responsibilities have been highlighted below.
i.
IGRO
The IGR office is headed by the IGR, an IAS officer and is responsible for administering and
discharging the following duties:
Administrative head of the department for the entire state in all respects
Issue of Christian Marriage Extract
Renewal Authority for document writer of type A pertaining to the State level
Final Appellate Authority in citizen disputes
Appointing authority for Junior Assistants, Assistants, Sub-registrar.
Disciplinary action against these officers and award punishments like removal, suspension
Chairman of Central valuation committee for guideline valuation and fixation
ii.
DRO
The DRO is responsible for discharging the following duties:
Administering the respective districts
Chit Activities such as issue of Prior Sanction Order (PSO), commencement certificate and
release of deposit at the end of a chit period
Societies registration under Societies Registration Act
Registration of firms under Partnership Act
Super Inspection of buildings and Fixation cases
Coordinator for fixing Guideline Value
Christian Marriage Certificate forwarding after proper verification
Authorizing refund of stamp duty
Inspection of respective SROs
iii.
SRO
The SRO is responsible for discharging the following duties:
Deed Registration
Marriage Registration
Filing of minutes of Chit Funds
Preparation and Maintenance of Indexes
Issue of EC, certified copies, marriage extracts, etc.
Proper valuation and building
21
iv.
Camp Office
There are 3 camp offices out of 578 SR offices. These offices are created to serve areas which are
remote and registration activities are minimal. In these offices, there are no permanent SRs sitting at
the office and no records are maintained. However, the camp offices are assigned a parent SR office.
Weekly twice, the SR of the parent office goes there along with an Office Assistant to conduct
registrations. But, regular registration numbers are not allotted to these registrations. Instead a
pending number is assigned. After the Document is brought back to main office, a running registration
number is assigned and it is processed. On days the SR is not visiting the Camp Office, it is shut
down. Other than these distinctions, the duties of a camp office are exactly same as an SRO.
v.
DRO (Audit)
The DRO (audit) is mainly responsible for conducting cent percent Audits of all the SR offices under
the respective DRO (audit). The purpose of his audit is to find out and recover any leakage of
revenue. Generally, quarterly and monthly audit is conducted in all SROs and Joint I SROs under his
jurisdiction. His responsibility is to visit a particular SRO and check all the documents registered one
by one meticulously to find any error in judgement, wrong fixation, wrong calculation, etc. He is
mandated to check all the documents.
vii.
Citizen Impact of the Department

The department impacts almost every citizen in the state. The services provided by departments are
very relevant to all the citizens. Registration of any document serves several purposes that safeguard
common citizens interests which include:
Facilitate conservation of evidence
Department as the notary to the transaction
Publicity of documents
Maintaining transparency of any property pertaining to transactions done
Impact of the department on citizens can be understood by the fact that during 2010-11 financial year,
the department registered more than 32.5 lakhs documents. As a result, the department is one of the
high revenue earning departments for the state. The transaction volumes have been steadily rising
over the last few years due to better market conditions, better awareness and better citizen centric
focus of the department. The department realizes this fact and wants to be capable of serving even
larger number of citizens in future.
22
viii.
Revenue generated by the department

The department is one of the higher revenue generating departments for the state. The revenue
generated by the department over the last five years has been shown below. The revenue generated
in the financial year 2006-07 was 3407.50 crores which jumped to 4232.36 crore showing an increase
of nearly 24%. After that, for the next two years, the department saw dip in the revenue for the next
two years. The revenues showed considerable increase in 2010-11 and department collected 5020.50
crores. Further, it grew to 6620 crores in 2011-12. As the markets conditions remain favourable, the
department expects the revenues to grow at a healthy rate in future.
This initiative to have an integrated service platform would definitely help the department to handle
increase in work load due to growing revenues and number of transactions. Number of registrations
handled by annually is shown below:
No of Docs Registered
4000000
3280503
3500000
3000000
2691002
2832686
3518435
2731026
2500000
2000000
1500000
1000000
500000
0
2007-2008 2008-2009 2009-2010 2010-2011 2011-2012
ix.
Services offered by the department

The department provides the following services to citizens (list mentioned below is not exhaustive):
Performing registration of instruments presented by a citizen
Issuance of certified copies of documents on demand
Issue of encumbrance certificate
Registration of various Marriages and providing certificates
Registration of Chits, Firms and Societies and monitoring Chits and Societies activities
Impounding of documents and deciding it in appeal
Maintaining and updating Guideline values for land and buildings
Issue of extracts of Birth and Death
Selling non-judicial stamps and court fee (CF) Labels
Refund of stamp duty
23
The registration department registers different types of documents. Some of the frequently registered
document types are listed below:
Deed of Conveyance
Agreement of Sale
Agreement relating to deposit of title deeds
Deed of cancellation
Deed of exchange
Deed of indemnity
Deed of Lease
Deed of Partition
Deed of Ratification
Deed of rectification
Deed of settlement
Deed of Trust
Partnership deed
Special Power of Attorney
Gift deed
Adoption Deed
Simple Mortgage deed
General Power of Attorney
Release deed
Will
Cancellation deed of Will (Will and Cancellation deed of Will do not come under Stamp Act
unlike the remaining).
Promissory Note
24
5. Envisaged Registration Application Architecture

The detailed functional requirement of the Registration Application is given as annexure to this
Tender. The application is envisaged to designed & developed with following architecture.
The overall Registration Application shall be a multi-tier architecture cartering to unique services
deliveries. The typical system architecture with its layers are detailed below
Client Layer:
This layer represents the users who will be using the Registration application and avail the
various G2C and G2G services offered online
Broadly these can be categorized as
a. External users These are users external to the Government who will be availing the
services offered as part of the eGovernance initiative mainly citizens & businesses
through IVRS, IPTV, eMail,SMS etc
b. Internal users These are users internal to the government like officials from the
departments, Government agencies and common service centers
Presentation Layer:
The presentation layer encapsulates all presentation logics required to serve the users to access
the system. This layer intercepts all client http requests initiated from the client layer,
authenticates the users, conducts session management, controls access to business services,
constructs the response and delivers the http response back to the client.
The following are the key services offered by this layer
Registration Application Framework
Application Framework is a popular design pattern that provides a clear demarcation of

presentation and business logics. In the proposed framework, all web requests (http/https) will be
handled by the controller components of the framework. This business services (which will reside
in the business layer) are represented as the "model" part of the framework. Based on the
outcome of the request execution, the controller decides which "view" to forward. The view uses
the data in the desired model to create the presentation that is returned to the user.
G2C Presentation Service
The presentation services performs functions such as configuring the visual display of the
content, rendering platform user interface page, accepts and validates user input, acquire
processed data from business service and renders the page. There will be separate user
interfaces for each of the G2C government services for e.g. applying for EC, Birth certificate,
marriage registration, etc. and these services will be availed by citizens and processed by
government agency.
User Personalization & Dashboard Services
25
These are presentation layer services that provide user personalization services allowing users to
maintain their own specific profiles and customize their preferences for better user experience.
Gateway Enabled Services
Gateway enabled services like Payment gateway, email Gateway, SMS Gateway etc would be a
part of the layer.
Business Layer
All business processing for the proposed application software will be centralized in this layer. It
receives requests from the presentation tier, processes the business logic based on the requests,
and mediates access to the other underlying layer (data access layer or integration layer)
resources.
This layer will also host the application infrastructure components like content management
services, workflow and rule management, government data schema management services,
database access services, session management, notifications etc.
The following are the key services offered by this layer
Transactional Government Services
These are the business layer components that will provide the business logics and rules to
achieve the desired service functionality.
Services
These are the internal Application software services that may not be required to expose as
services to external applications. These services will be developed using business logic
components, data access components. These services can in turn call common service
components, workflow process engines, notification service or content services based on the type
of processing requested by the presentation layer. It mediates access to the data access layer to
retrieve data from the data store or persist data in the data store.
o
Search Services These are search components that will provide quick access to
information including documents, images, HTML pages, audio-video files etc.
Workflow & Business Rule Services - During the entire life cycle of the service
requests (initiated by citizens or business) processing, approval / rejection by
intermediary and final approval has been an important service requirements of
authorised bodies.
The proposed solution architecture will make use of open
standard workflow services to cater to the approval / rejection workflow cycle. The
workflow engine deployed in the business layer will takes care of routing approval
request to the respective users and decisions triggered the process for completion.
o
Notification & Messaging Services These services will facilitate sending

notifications to registered users. Users will be able to subscribe for some of the
services like notifications on sale of a particular property, notification on filing of
minutes of a chit, etc.
Reporting These services will be used to generate audit trail reports, web analysis
reports, usage statistics etc.
26
Support & Utility Services
These services will provide support and common functionality to other eService
interface and application infrastructure components. The following are some of the
key support components to be provided by this service -
Audit Trail Services

Audit Trail Services will maintain an historical record of transactions that have been
applied to an object or set of objects. The record should contain enough detail to
determine how the objects affected by the transactions reached their current state.
Audit Trail Services in eService interface can be implemented by following the
Prototype design pattern and also using database functionalities like trigger or stored
procedures.
Exception, Error Handling & Logging Services
A robust and reliable application error handling mechanism should
be part of the basic infrastructure which will handle normal situation
as well as unexpected application error. Error detection, error
handling, propagation of error information and error logging
capabilities will be considered to make the application robust.
Logger will be used to log the system debug activities, errors and
exceptions with different severity level. All errors would be logged
with error code, error level and error message along with timestamp.
27
Application Framework Services
Security Services
The security services will over the user profile management, authentication and authorization
aspects of security control. This is an application framework service that will be availed by any
government interfaces and applications accessing the overall framework. This service run across
all the layers since service components from different layers will interact with the security
components. All public contents should be made available to all users without authentication. The
service will authenticate users and allows access to other features of the framework for which the
user is entitled to.
The security service will provide the following security control features
User Registration & User Profile Management This service will allow system administrator
of the application software, various ministry and govt. agencies to register and create user
profiles for users who will access the system.
User Authentication This security service will validate the identity of the users against
specific security credentials. This service will be realized using underlying HTTP Server and
directory service features, which adds a comprehensive set of Web single sign-on services,
and extends them further with centralized user provisioning that is available in any open
LDAP, version 3-compliant directory service. End users logging on to the interface will be
authenticated against the user name / password credentials.
User Authorization - Users, groups, roles and security policies will be defined to prevent
unauthorized access to specific government services.
o
Server Management & Monitoring Services
This service will provide administration, management and monitoring functionality for networks,
system software and applications, links to internet, hardware nodes etc. This service cuts across
the presentation, business and integration layers. These services will help automate processes
covering aspects like performance monitoring, network monitoring, incident management, data
backup, disaster management etc.
Data Access Services
This service forms the bridge between the business layer and the data storage layer services.
The data access service is responsible for communicating with external source system and data
stores. All access to the underlining eService database will be through these services.
This service may use JDBC/ODBC technology to connect to the database in the data storage
layer. More often it will be required in course of the SDLC to make changes in the underlying
database schema, when propagation of the changes to the services layer will turn out to be very
expensive. An Object Relationship Mapping (ORM) framework steps in to fill this gap providing an
easy to use and powerful object-relational persistence framework. The ORM data access
services will provide persistence to the interface and Application Softwares infrastructure data in
database and facilitate creation, updation and deletion of entities and relation
28
Data Layer
The Back end Departmental Data will reside in this layer. The autonomy of the data lies completely
with the department.
Integration Layer
All interfacing with other department specific application services, external system service (if any)
will take place through this layer. This layer will provide relevant service communication
infrastructure encapsulates container environment for services, service interface, protocol
translation, message routing, data transformation services etc. Integration service will enable the
system to consume different external services exposed this service will also expose services
which can be consumed by other ministry applications, payment authority, etc.
29

Typical Registration System Architecture:
30

The Proposed IT Data Centre Architecture (typical) is schematically shown below
Trusted Source
Untrusted Source
Access Layer
Router
Link Load Balancer
Intrusion Prevention
Perim eter
Firewall
Service Layer
Si
Si
Si
Access Switch
Envisaged Registration
Application
Core Layer
Service Layer
Core Switch
Internal
Firewall
Server Load
Balancer
Ethernet
Management Layer
Si
Si
Si
Si
Si
Si
31
Si
Si
6. Scope of Work Phase I

The scope of work of this RFP is to select System Integrator (SI) who shall design, develop,
migrate, install, test, train, supply hardware & successfully implement the total end-to-end
integrated eGovernance Solution for Registration Department and Operate Maintain & Manage
the solution for period of 5 years post Go-Live. The scope has been strategically dived into two
phases (viz Phase I & II), a brief outline of activities covered in each phase is captured below:
Phase I
This phase starts from the date of issue of LOA to the SI till the date of Go-Live. The SI has to
design, develop, migrate, install, test & implement the end-to-end integrated eGovernance
Registration Solution, throughout the state of Tamil Nadu as per the detailed technical
specifications and schedule of requirements given in the tender. The SI has to supply &
commission the necessary IT compute & support Infrastructure at the various offices as per the
RFP requirements. The SI shall engage in preparation of all offices identified for supply of
hardware with LAN connectivity, electrical connectivity with necessary backup & adequate
redundancy. The existing furniture may be used for placing the required supplied hardware to
respective office, incase of any additional requirements the same made available by the SI.
The SI shall also carry out the necessary Capacity Building & Change Management process for
effective roll-out of the end-to-end eGovernance solution in the state of TamilNadu.
The legacy registration database shall be migrated to envisaged end-to-end Registration
application. The SI shall also responsible smooth migration of digitized historic data provided by
Registration Department. The SI shall facilitate the Registration Department or its Designated
Agency in sharing the data template / structures in which the historic manual data needs to be
digitized, so that there are no challenges during migration.
This developed application shall primarily be rolled out on pilot basis in 10 Sub Registrar office
(SRO) along with atleast higher grade office offices like of IGR (1), DR office(1), Zonal(1), DIG(1),
SDC(1), REGiNET Centre. The IT compute infrastructure installed at State Data Centre, National
Disaster Recovery Centre (DRC) & Near-line Data Centre shall house the application & database
in redundant manner. Post the pilot implementation the system run through stabilization period of
10 days, during the period the system should be able meet the operational SLA requirements
mentioned in this RFP. On compliance to the same the system is deemed to be stable and fit for
State-Wide Roll-Out. The SI shall ensure all the sites are commissioned with necessary compute
& support infrastructure so that web-based application can be made operational throughout the
state of TamilNadu. The SI shall also need take the existing desktops through buy back scheme
post the hardware supply & successful Go-Live.
The SI shall also ensure the application is free from vulnerabilities through a comprehensive
security audit and this mandatory security audit exercise shall be periodically carried out to ensure
the application is free from security threats. The SI is expected to meet minimum required Service
32
Levels mentioned in the RFP w.r.t this implementation phase & liable for penalty incase of any
breach.
x.
Project Deliverables
The Project Deliverables are in two Phases as given below,
Phase I
This phase starts from the date of issue of LOA to the date of Go-Live.
The Successful Bidder has to
Design, Develop, Test & Implement the end-to-end complete integration of

Registration Application along with a web portal for e-service delivery. The web portal
will be an interface to interact and seek registration department services through
internet. Services such as Document Registration Module (includes Model form
creator and SD and Fees calculator), Issuance of Certified Copies, Issuance of EC,
Societies Registration Module, Issue of Birth and Death Extract, Chit Funds
Registration Module, Filling of minutes for Chit Funds, Firm Registration Module,
Marriage Registration Module, Searching for marriage details, Firm, Society, Chit
funds details, etc and ePayment module. Static data for the web-portal will be
provided by the department while only dynamic content would be required to be
fetched from the SDC databases.
Data Migration of historic data which may include both data capture & data migration
of legacy records into the new systems database.
Site preparation work at offices where new hardware is to be supplied by the SI
Staggered Supply and maintenance of hardware as detailed in the RFP
Centralized Helpdesk System setup
Connectivity Supply of routers and set up of an alternative network
Commissioning of Data Centre, Disaster Recovery Center and near-line Disaster

Recovery Center
Change management & Capacity Building
Security & Performance Audit
Pilot Implementation
Stabilisation - Monitoring of Registration Application & support infrastructure for

Stabilisation & Trail-Run
State-wide Roll-Out & Go-Live - Preparation of State-Wide Roll out Strategy plan; the
Go-Live shall be declared after the successful meeting the SLA/performance metrics
during the Stabilisation Period
Buy-back of existing hardware
On successful completion of Pilot Implementation, State-Wide roll out shall

commence
33
Provide and maintain a web portal for citizens, mail server for the department people
and registered citizens
During Phase I, the Successful Bidder has to submit stage-wise Reports and it should be
done strictly in accordance with the scope of work. If the Implementation is not effected as per
tender, Department has the right to cancel the order and to take any such action which will be
deemed fit in such circumstances.
xi.
Design, Development, Testing & Acceptance of Registration Application

Software
The application shall be designed as a work-flow, web-based, 3-tier architecture. The Successful
Bidder shall prepare:
1. A comprehensive High Level System Design (HLSD) Document: The HLSD document
shall contain Data Flow drawings, proposed system architecture, Database architecture
including clustering, mirroring, back up strategies, defining data structures, data dictionary,
etc. as per the standard laid down by government of India/Tamil Nadu.
2. A comprehensive Low Level Design (LLD) document: The LLD should detail each and
every module of the system with the functional logic involved.
3. Relevant System Requirement Specification (SRS) based on the Envisaged process &
Functional Requirement Specifications document attached in this Tender. The SRS shall
be reviewed by the consultant & nodal offices of the Project Implementation Committee
(PIC); based on their recommendation, PIC would approve the SRS with which the SI
would develop the application.
4. Data Architecture detailing interface and integration architecture, etc. The SI shall deploy
adequate manpower with appropriate skill sets to ensure robust application development.
The SI shall also deploy required hardware for development & testing of the Registration
Application.
5. The proposed system should be capable of interfacing with external systems/ agencies in
order to allow for exchange of data and communication with those systems. The following
is an indicative list of external systems / agencies that the proposed system should be
capable of interfacing with:
a. Courts
b. UID
c. Income Tax
d. State Portal and SSDG
e. MSDG Mobile Service Delivery Gateway
f. Corporation and Municipality Database
g. TN Electricity Board
h. Food and Civil Supplies Department
i. Road Transport Corporation
j. Election Commission
34
k. MEA database passport

l. RBI for verification of Bank details
m. Revenue Department patta
n. Survey and Settlement Department
o. CSC and other citizen service delivery projects such as eDistrict
6. The SI should develop any additional modules required by the department arising due to
any change in the existing Act and rules without any additional cost.
7.
The application developed by SI should compatible with various mobile platforms also.
8. The Application software prepared by the SI should have a bi-lingual interface (English and
Tamil)
xii.
Application Implementation, Testing & Acceptance

The System Integrator should develop a Registration Application Prototype to simulate certain
aspects of the Registration Application. This activity should be done parallelly and should be
showcased to the Registration Department for any feedback and approval. This activity should
help in getting valuable feedback in developing the final application.
The module-wise application would be developed & tested by the SIs Testing team. SI should
carryout Integration Testing, System Testing and Performance & Load testing and provide the
results for review by the department. After successful completion of the unit testing, the application
shall be tested for integration & User Acceptance testing at the pilot locations.
The System Integrator will develop the UAT Test plan and a detailed User acceptance procedure.
The same would be reviewed and agreed by the Department. A high-level approach to be followed
by the selected System Integrator for the acceptance testing is mentioned below:
a. UAT would be applicable once the web-portal is operational and all the modules under
the Contract are operational and linked.
b. UAT would involve:
c.
Development of Test cases and their approval from the Department
Application functional testing and testing of other Quality-of-Service requirements
For all tests performed by the Department, the selected System Integrator will prepare the
test reports and submit to the Department for approval. Defects identified in any round of
UAT by the Department would be communicated to the System Integrator. The System
Integrator will do the needful to troubleshoot or resolve the defects and resubmit the
application to Department for UAT. This iterative process for UAT will be performed till
zero defects are shown by the selected System Integrator for the test cases
developed.
d. The selected System Integrator would ensure that errors detected in previous round of
tests do not get repeated in successive tests.
e. Partial acceptance testing (PAT) for each module as and when it is ready can be taken up
by the Department
35
f.
The software application and test environments required to conduct UAT / PAT by the
Department would be provided by the selected System Integrator along with all the
information necessary on-site to complete the UAT / PAT. The test environment would be
maintained by the selected System Integrator and transferred to the Department at the
End of the Contract.
g. The selected System Integrator would inform the Department in writing 15 days in
advance of the date by which it would be ready for PAT / UAT
h. The Department reserves the right to appoint a Third Party Assessment and Acceptance
Agency to review and evaluate the selected System Integrator on test cases and test
results.
i.
Documentation at this stage to include but not be limited to the following

a. Test cases
b. Test results
c. Test assumptions
d. Test coverage and boundary conditions
The pilot district(s) may be decided later by the Registration Department in consultation with the
selected SI and pilot implementation plan may be subsequently finalized. The pilot implementation
should cover the following offices (at least one type of each office should be selected for pilot):
1. IGR office, Chennai
2. Special Deputy Collector Offices (Stamps)
3. Deputy IGR office
4. AIG office
5. District Registrar office
6. Sub-registrar office
SI should supply new hardware to all the pilot locations. However, the pilot implementation should
test the applications and compatibility and stability on both new and old machines. This is
important because during state-wide roll-out, some SROs will have old hardware and some will
have new hardware supplied by the SI.
Before the commencement of Acceptance Testing, the SI shall showcase their readiness for AT.
The consultant along with nodal officers engages in a comprehensive system review & Acceptance
Testing with functional use-cases & predefined AT templates. In case of any observation made
during the AT, SI shall make necessary corrective measures & have new version release. Each
version release shall have proper documentation to articulate the type of change made effect in the
current release. After successful completion of Pilot Implementation; the pilot locations shall
continue to run the application till the date of Go-Live.
Based on the learning from the Pilot implementation SI shall prepare a comprehensive application
Roll-Out strategy. The SI shall Roll-out the application based on approved Roll-Out strategy plan.
36
The Final Acceptance Testing (FAT) for rolled-out application shall be tested for both remotely &
onsite basis. The FAT shall be done by the Department/consultant & their recommendations shall
be reviewed & approved by the PIC. SI must get the application Vulnerability Assessment &
Penetration Testing (VAPT) complaint before hosting in the State Data Center.
The SI shall submit a comprehensive O & M manual which shall articulate on how to use the
registration application & also detail about the various features of the Registration Application. The
O & M shall be reviewed & approved by the PIC based on the recommendations from the
consultant.
The SI shall also provide demo of the Registration Application with voice-over detailing the various
features, FAQ, live demonstration to facilitate e-learning of the end users. This demo should
adequately address the needs of both new users & others users with some doubts in the system.
These informations may be added to all the modules and should be stored in the central server. All
the office staffs should be able to access the videos from the application itself as and when
required. Any changes implemented in the software modules should also be updated and
uploaded in the respective module demo video.
xiii.
Data Migration
i.
One time legacy data migration to proposed Database
The historic data amounting since 1975 shall be effectively migrated. Major data migration includes
- i. Index II data since 1975 which has approximately 6 Cr records; ii. Scanned documents which
have approximately 2.4 Cr records; and iii. Other smaller miscellaneous databases such as Index
III, Index IV, Guideline register, list of local bodies, Chits with 22201 running chits, Firms with 7020
registered firms, Societies with 1,88,471 registrations, Hindu marriage with 4.22 lakhs records, etc.
Index II data and other transactional data table migration should be done ensuring Unicode
compatibility and it should support bilingual (English and Tamil) data entry. Data migration should
be ensuring minimum business downtime for the department. Also, pilot implementation should
ensure all the relevant data migration is successfully completed. Scanned Images are captured in
two tables Scanned index and flat file table and total size is 12 TB. The different types of data
tables are also classified as below:
a. Data from SRO Master tables, transactional tables such as index II, III & IV, Hindu
Marriage & Tamil Nadu Marriage and Scanned images available in the SRO,
The data from the SRO office alone to be migrated in the proposed system database
and central database should not be used for migration.
b. Data from DRO Master & Transactional tables of Firms, Chit & Society, etc. The
data from the DRO office alone to be migrated in the proposed system database and
central database should not be used for migration.
c. Other database like Guideline, etc.
37
The scope may also include data capture of few of essential fields that are not available in the legacy
application. The SI shall comprehend the existing data structure & prepare and submit migration plan,
clearly articulating the field level mapping between the legacy data & fields in the proposed system.
The database structure of the legacy system is to be properly mapped with the proposed database
structure and then migration should be carried out. SI shall ensure through fool-proof data migration
strategy in order to achieve a 100% accuracy of data migration. The SI shall also engage in Data
Cleansing if required before data migration in order to have seamless & hassle free operations. The
quality of the data migrated shall be checked as per ISO standards and accuracy of the migrated data
should be 100%.
ii.
Facilitate digitization by Registration Department/Designated Agency
Responsible for porting of digitized data by Registration Department / Designated Agency into the
proposed DB. Also facilitate the client / third party agency during the data digitization process
a)in sharing the data structures
b)in sharing Physical IT infrastructure provided by SI
xiv.
Site Preparation
The SI is expected to prepare the client sites for setting up the necessary client site infrastructure.
Site preparation at SROs & DROs will exclude providing connection from the main power supply &
will include but not limited to:
a) Body Earthing for infrastructure such as UPS, DG set, etc
b) LAN connectivity (LAN Cables, LAN ports, etc.) with adequate redundancy with
minimum 5 spare over and above the connected hardware for entire SR office
c) Electrical cabling for UPS and Genset, adequate rating Power sockets & switches for
UPS, Desktops, printers
d) After supply of hardware at various offices & peripherals to be placed using the
existing furniture
e) Facilitate during shifting of SR / DR office site. The likely office shifting shall be
approximately 50 offices per annum for 5 years
f)
The electrical cabling and LAN cabling length will vary from 10 meters to 50 meters.
The bidders are advised to visit few sample sites to assess the actual requirement
and quote accordingly. The selected SI will have to wiring for as much length
optimally required at the Registration Department offices.
In addition to the above, other activities as needed shall be carried out by SI to ensure successful
site preparation and installation at every access location to commission it. Site Preparation shall
cover all the activities necessary to enable the SRO/DRO to setup the client side infrastructure and
operate the registration application to be developed by the SI.
38
xv.
Staggered Hardware Supply, Installation & Commissioning

The SI shall supply all the necessary server, storage, network infrastructure that is detailed in the
consolidated BOM in Vol. II of this tender. The SI shall size the servers & other related
infrastructure keeping in mind the total number of SR offices (600 locations including buffer),
concurrent internal users (1000 max), external / citizen users 5,000-10,000 concurrent users
transactions volumes, packet sizes, etc. All the offices already have legacy desktops and other
peripherals which would be used till new hardware is supplied. . These PCs have already been
pre-loaded with MS Windows OS (2007, XP and 2000 versions). However, the SI would be
required to procure hardware (Desktops, printers, vertical scanners, UPS, comfort AC, etc.) for all
the offices in different phases as detailed below. The Department shall provide the space for
installation, furniture, electricity.
Particulars
No. of
offices
Type A Offices for H/w support
168
Type B Offices for H/w support
284
Type C Offices for H/w support
108
Type D with only 3 years

warranty
Sub Total
575
Type B DRO (Admin) offices
41
15
Today
Y-0
Y-1
Y-2
OLB
FMS+
EWC
FMS+
EWC
FMS+
EWC
Y-3
Y-4
SI
SI
SI
SI
FMS+
EWC
SI
Type A DRO (Admin) offices
OLB
SI
Type A DRO (Audit) offices
45
OLB
SI
Type A DIG offices
OLB
SI
Type A SDC offices
11
OLB
SI
Grand Total
Y-5
690
The table below shows the estimated number of hardware to be procured in a particular year. The
bidder should provide the price bid details accordingly. AMC for Type A offices should be the
responsibility of SI after the OLB terms expire. These offices will not receive new hardware but old
systems will have to be maintained.
The above table divides all the 690 offices of Registration department into four categories namely
Type A, B C and D depending on the time of expiry of the contract for the office hardware. Type A
offices have the most latest contract initiated on 1st August, 2011 that will expire on 31th July,
2016. For these offices, the SI would be required to take over the AMC for all the office hardware
for which the contract expired. The SI shall quote the AMC cost for till the expiry of its own contract
with the registration department. Type B represents those offices where the current contract has
ended on 31st July, 2012. In this case, the SI has to procure the hardware immediately after
signing the Master Service Agreement (MSA) with the Registration Department. The SI has to
procure and maintain these offices for the period before the Go-live as well as for entire 5 years
39
after the State-wide Go-Live or more as long its engagement with Registration Department
continues and shall accordingly provide its quotes. For Type C and Type D offices the SI has to
procure the required hardware immediately after signing the MSA. It should be noted that SI shall
provide ADF scanners for all the 625 offices from the start of the go-live of the project and provide
support for the remaining 5 years. The detail requirements of infrastructure for all types of
registration offices have been provided in the table below:
i. Hardware requirements at Registration Department Offices:
Type of
Office
SRO 1
SRO 2
SRO 3
SRO 4
SRO (Rest)
DRO (Type
B)
DRO (Type
A)
DIG Office
RegiNet
RTI
Zonal AIG
Chit
Arbitrator
SDC
Total
Units
PC with
OS
Vertical
ADF
scanner
MFD
Laser
Printer
UPS 5
kVA
UPS 3
kVA
Comfort
AC (1.5
Ton)
181
140
54
32
168
4
5
6
7
0
1
1
2
2
1
1
1
1
1
1
1
1
1
1
0
0
0
1
1
0
1
1
0
0
0
1
1
1
1
0
41
9
9
1
1
4
0
0
5
10
2
1
0
0
0
0
1
1
1
1
0
0
0
1
1
1
0
0
1
1
0
0
0
0
0
1
0
0
1
1
1
3
11
2
1
2134
0
0
711
0
1
647
1
0
457
0
0
88
1
0
369
1
0
457
The hardware listed above should all be supplied immediately after the SI is onboard except for
the vertical ADF scanner. The vertical ADF scanner should be supplied only after during Statewide roll-out and should be commissioned during Go-Live.
Activities to be carried out by the SI at the offices where new desktops are supplied:
a) Preload image (Latest Windows OS, STAR application, Accounts, Scanning,
marriage, antivirus) at the SR/DR offices; Registration department already has 1236
Windows 2000/XP licenses which should be upgraded by the SI. For the remaining
desktops supplied by the SI, fresh windows licenses should be purchased by SI
b) File transfer of scanned copies, registered documents in the SRO / DRO office
available in the old systems into the new supplied system
c) Testing & UAT of legacy application should be done on the new hardware supplied by
the SI & Commissioning the hardware. This will commence the O&M for the supplied
system.
40
d) Vertical ADF scanners and MFD supplied at all locations by the SI have to be
maintained by the SI for the entire contract period.
For the offices where SI is not supplying new desktops, the existing hardware will be maintained
by OLB operator till 31st July 2016. After that, all these hardware listed above should be
maintained by SI till the expiry of SI contract. The hardware available at these 242 offices is as
follows:
Type of Office
Units
PC with OS
Laser Printer
UPS 5/3 kVA
Comfort AC
168
840
168
168
168
DRO(Admin)
36
DRO (Audit)
45
90
45
45
45
DIG
27
SDC
11
11
SRO
ADF and MFD supplied by SI at all these offices have to be maintained by SI only. SI should
ensure power back up as per technical specification mentioned in Volume-II. To ensure proper
backup, the SI should replace the UPS batteries.
The SI shall however plan & supply the adequate software licenses w.r.t Database, Middleware
& GUI required for the Registration Application. The SI should provide proper encryption in the
database to the store the data safely. Incase Registration Application is to be developed in
Windows based environment then all desktops/PCs in the offices would not require any
additional licenses to be installed in the desktops/PCs. All the servers shall be supplied with OS
license coupled along with it. Desktops supplied to registration department should all be
SYSmark rated.
ii. Additional Support Infrastructure - DG Sets:
The Registration Department is in the process of procuring DG sets for all its SROs. The SI is
expected to maintain all the DG sets already procured by Department and should also procure
DG sets for all the remaining SROs for which DG sets have not been procured by the
department. Diesel cost would be reimbursed on actual to SI however other consumables such
as lube oil, etc. would be borne by SI. The SI should supply 269 DG sets of 5kVA while it
should also maintain the 317 DG sets of 7.5 kVA already procured by Registration Department.
Below are the details of DG sets procured/planned to be procured by the department:
41
S.No.
Quantity
DG Capacity
Brand
Month of Procurement
17
7.5 kVA
Mahindra
April 2012
150
7.5 kVA
Mahindra
To be supplied in the month of

April 2013
150
5 kVA
To be procured
Addition of any hardware required by the department as an enhancement at a later stage should
also be supplied by the SI. The supply price would be decided by the PIC after seeking a quote
from the SI. The committee shall seek market rates to decide the final approved price at which the
hardware should be provided
xvi.
Centralized Help Desk

Registration Department intends to set up a central Helpdesk in the state in order to provide the
departmental personnel and external users of its system a one-stop solution for resolution of all
their IT and business process related queries / grievances. An indicative list of activities that the
selected System Integrator would be required to perform for set-up and operationalization of the
Helpdesk are detailed below.
All users (departmental and external) of the system should be able to log a request in the system
using any of the following channels:
1. email
2. Telephonic call on the Toll-free Helpline
3. Online chat on the departmental web-portal
4. Through intranet for departmental users or web-portal for external users
The detailed description of activities to be performed by the selected System Integrator for the
Helpdesk is as listed below:
i.
Site Preparation at Helpdesk

The selected System Integrator has to operate the central Helpdesk on a 24x7 basis from the
Department office in Chennai. The space for the Helpdesk will be provided by the Department.
The selected System Integrator will be responsible for the site preparation at the proposed
Helpdesk location. The minimum site preparation requirements are given in the table below. The
selected System Integrator has to deploy all necessary infrastructures and prepare the site so as
to meet the SLAs mentioned in the RFP.
S. No.
1.
Location
Minimum Site preparation Requirements per Site
Helpdesk
(Space
provided
1. Adequate firefighting equipment

to
be
by
2. Generators
3. UPS with at least 30 minutes of backup upgradeable to 2 hours.
42
S. No.
Location
Department)
Minimum Site preparation Requirements per Site

The minimum battery backup required to be provisioned by selected
System Integrator is 30 minutes
4. Structured cabling for Electrical and Network Wiring and Cabling.
The SI needs to undertake the assignment to design, lay & maintain
structured cabling for providing electrical and network connectivity to
all the required devices. The cabling done should ensure adequate
rodent protection, protections at difficult corners of the building,
waterproof cabling. The cabling should be done in a manner so that
least changes are required for future expansion & should also be
resistant to wear & tear.
5. Required Furniture for seating operators
6. Toll-free number with 5 lines
7. Air-conditioning if deemed necessary by the System Integrator
8. Partitioning of the space for operator as required should be done
by the SI
Please note that Civil works, flooring etc at Helpdesk are not
required to be done by the selected System Integrator as part of this
Project
ii.
IT Infrastructure at Helpdesk
The selected System Integrator will be responsible for procurement, installation, commissioning
and operating the IT infrastructure required for the smooth functioning of the Helpdesk. Minimum
IT infrastructure to be provided at Helpdesk is desktops - 5, Antivirus software (client licenses) - 5,
toll-free number 5, helpdesk application 1, EMS license.
The detailed scope of work including indicative list of activities to be performed with respect to the
Infrastructure component of the Helpdesk is similar to that of infrastructure at various other office
locations and may be referred to in Section 3.3 of this Volume of the RFP
iii.
Application Software at Helpdesk

The selected System Integrator will be responsible for installation of application software at the
Helpdesk under the purview of this Project. The functional requirements of the Helpdesk
application are listed below:
Helpdesk Functional Requirements

1
Helpdesk should be able to receive requests from internet / intranet / chat/ phone.
All requests received from external and internal users from the portal / intranet / chat/ phone
43
Helpdesk Functional Requirements

should be logged into the Helpdesk application along with details of who made the request
(User name, email ID), time and date of request etc
3
For requests received via phone, the system shall have the capability of Calling Line
Identification (CLI) or the Automatic Number Identification (ANI) from the telephone system.
A menu based IVR should help categorize the calls and for every call landing on the
Helpdesk through the Helpline, it shall be possible to intelligently route the calls to specific
operators, based on nature of call. If a caller abandons/disconnects the call while waiting for
an agent, such abandoned calls shall be removed from the queue.
System should be able to match the detected number of the caller with the existing dealer
database to retrieve their profile/related information.
System should allow categorization of the request based on type of problem. The application
should be menu-based to arrive at the category of the request.
System should provide unique reference number for all requests logged which can be
quoted by the users at the Helpdesk to know the status of the request
System should send acknowledgement of request received at Helpdesk through SMS or

email to the users (if the user is internal staff or a registered dealer)
Depending upon the category of the request, system should route the request logged into
the Helpdesk application to the designated Helpdesk operator or to a designated officer
within the Department as per process agreed for resolution of requests.
10
System allows queuing of request by category. Requests should be resolved on a FIFO

basis
11
System should allow the user to submit details relating to the response / resolution of the
request
12
After the resolution of any issue, system should send e-mail and SMS requesting for
confirmation of the issue resolution from the internal user who had logged the request.
System shall facilitate capturing the feedback, in both quantitative and qualitative manner as
agreed with Department, from the caller through email, SMS or online form for each call
logged by the caller
13
User should be able to close the request after receiving confirmation from the internal user
or otherwise in case of external user
14
System should allow voice recording of calls as per requirements of the Department.
15
System should provide facility in Helpdesk application to create a knowledge base of all
request logged through various channels and their resolution to allow operators to search /
query the knowledge base based on keywords
16
The knowledge base should provide for FAQs and also be able to provide for the import of
any issue along with its resolution method into the knowledge base
44
iv.
Helpdesk Operators
The selected System Integrator is required to provide operators at Helpdesk for operating and
managing the Helpdesk on a 24 x 7 basis. The operators would have to perform various activities
including:
a.
Understanding the query/issue in the reported request. Query could be related to the
following:
i.
hardware including issues related to desktop/laptop, printer/multi-function device,

local server, routers/switches
ii.
application including login and password issues, accessing a particular module,

navigation assistance, report generation assistance
b.
iii.
network including internet/intranet and Tablet PC connectivity
iv.
others including Digital Certificates
Providing information/ clarification on the spot in case of an informational query or providing
necessary troubleshooting assistance in case of a logged issue.

c.
Forwarding the query to concerned departmental personnel in case the selected System
Integrators personnel does not have sufficient knowledge to answer the information sought and
the query pertains to departmental procedures / policies. The answers to such queries should also
be recorded in the knowledge base for future reference
d. In case of technical issues for which a resolution is not possible instantly, the operator
will submit the request into the system for escalation and further action by the System
Integrators team.
Specific qualifications and experience of manpower to be deployed for Helpdesk operations are
below:
a) Minimum Educational qualifications and certifications: Graduate/Diploma in IT / Computer
Science (atleast 2
nd
division) from a University recognized by Central/ State Government of
India
b) Should have atleast 1 year experience as a Helpdesk operator as on date of submission of
Bid
c) Should be fluent in speaking/reading/writing of at least English and Tamil.
d) Should have expertise in computer skills including usage of operating systems, browsers,
word processing applications.
e) Should have been trained on use of Helpdesk application
f)
Should be familiar with and possess basic knowledge of services, procedures and processes
of the Department
v.
Toll-free Line
a. The selected System Integrator is required to provide the Helpdesk services over a Toll-free
number. Atleast 5 lines should be available 24 X 7 for the Helpdesk services.
45
b. Any one-time charges such as those for procurement, development, registration,

commissioning, etc of the Toll-free lines and any fixed recurring charges such as monthly
rentals etc will be borne by the selected System Integrator for the period of Contract.
c. The phone lines would have to be procured in the name of the Department.
vi.
Helpdesk Capacity
The selected System Integrator is required to provide a minimum 5 seater Helpdesk with 5 phone
lines during all hours (24 x 7). The helpdesk should be manned by 5 operators during the peak
hours (10 AM to 7 PM) while minimum of 2 operators should be available during the off-peak hours
providing 24x7 support. However, if the selected System Integrator believes that in order to meet
the SLAs, additional capacity is required, the same may be provided by the selected System
Integrator. It is also to be noted any supervisors required for the Helpdesk operators would be over
and above the 5 operators mentioned.
vii.
Call logging Critical & Non-Critical Calls

The calls logged should have two types of priorities 1. Critical calls that lead to inability of
registration offices to provide all services to citizens or perform critical back office functions at any
location(s). Such calls will include issues with hardware, software, network, etc. Any dysfunctional
hardware at any of the registration offices would be classified as critical, and 2. Non-critical calls
that do not lead to complete disruption of services at any location(s). Further, Calls related to
application, hardware at registration offices and SDC may be classified as calls pertaining to
availability and performance which may be again classified as critical or non-critical. Availability is
inversely related to downtime while performance is related to memory usage, CPU usage, etc. The
SLA for handling these calls have been provided in section 11.3.
xvii.
Connectivity
All the offices locations namely 575 SROs, 50 DROs (admin), 45 DROs (audit), 11 SDC offices, 9
DIG offices, IGR Office, REGiNET Center, Registration Training Institute (1) and State Data Center
needs to be connected through completely redundant MPLS cloud. In locations where MPLS cloud
is not available due to geographical constraints such as hilly areas, etc. alternate reliable
connectivity may be established without compromising on the minimum bandwidth proposed for
the location. Such locations envisaged with alternate connectivity needs to be reviewed &
approved by Registration Department. The SI is allowed to implement alternate connectivity only
for such approved locations & all other locations shall only operate on MPLS cloud. Location-wise
bandwidth is mapped for all the SROs in Annexure. The minimum bandwidth connectivity at the
various Registration offices as shown in the table below:
Type of Offices
State
Data
Center
National
DR
Center
(NKN)
Nearline
DRC
Class A
& IGR
Office
46
Class B,
RTI &
REGiNET
Class
C
Class
D
DRO,
DIG &
SDC
Office
No of Reg.
trans. Per Day >
No of Offices
Min. Bandwidth
Requirement
1
45
MBPS
More than
60
60-40
40-20
0-20
186
1
MBPS
302
512
KBPS
70
512
KBPS
29
61
100
MBPS
As
required
2 MBPS
1 MBPS
The same shall be increased as & when there is increase in internet traffic to avoid any latency.
The internet connection shall have minimum uptime of 98.5% calculated on a quarterly basis. In
case of any non-conformance appropriate penalty as per agreed SLA shall be applicable. The
application shall remotely communicate with the central database through a secured VPN based
tunnel. The Digital Certificate shall be used for better & enhanced secured & authentic
communication. However, it should be noted that actual bandwidth requirement may be reduced or
increased at the discretion of the department for some of the offices depending on the volume of
transactions.
Additionally, the SI would be needed to supply routers as per the bill of material (mentioned in VolII of this RFP) for locations where no routers are presently available. During implementation, SI
should configure all the modems for the MPLS connectivity and commission after testing for use by
the department.
The current TNSWAN (Primary) connectivity infrastructure has completely redundant fibre
connectivity till district level from TNSWAN Headquarter POP (located at ELCOT premise,
Perungudi, Chennai - co-located with TNSDC). Horizontal connectivity from the district level to the
registration department offices such as Sub-Registrar offices, District Registrar offices, etc. is on
less reliable copper wire based connectivity. In order to ensure High Availability of the connectivity
at the horizontal offices (SROs, DROs, etc.), redundant secured connectivity has been envisaged
as detailed below.
Option I VPNoMPLS & TNSWAN All Horizontal Offices of Registration Department will be on
VPNoMPLS and the end point consolidation of all the offices within a district happens at the District
level. From the District to TNSWAN State Headquarter POP, existing redundant TNSWAN fibrebased infrastructure should be leveraged.
Option II: VPNoBB Connecting all Horizontal Offices of Registration Department through a
secured VPNoBB to the State Headquarter NOC through an intermediate consolidation at the
respective ISP level.
The department shall choose an optimal option from the above connectivity options and SI shall be
responsible to ensure the auto-changeover to the secondary on the failure of primary connectivity.
After the primary connectivity is restored, it should switch back to primary. The auto-changeover
capability should be available for the all Registration Department offices.
47
The SI has to ensure that department is able to use TNSWAN connectivity in case of failure of
primary connectivity. However, for SLA calculation, the uptime maintained by TNSWAN will be
taken as downtime for the SI.
xviii.
Primary Data Centre, Disaster Recovery Setup
i.
Primary Data Centre - Tamil Nadu State Data Center
The SI shall pay 1% per quarter of total hardware cost that is to be deployed at the State Data
Centre (SDC) to the Data Centre Operator (DCO) through Registration Department. The
application shall support clustering & virtualization & same may be done for increasing the
utilization of the each server. TN SDC supports rack servers and hence servers provided by SI for
SDC should be rack only. Other hardware such as access switch, etc. should be procured as per
SDC supported infrastructure requirements.
All legacy data shall follow a periodic archival process; such archived data shall be stored in tapes
/ DVD Disks & stored in the fire Proof storage units.
Typical State Data Centre Architecture is given below
Tamil Nadu data center has some common infrastructure that can be leveraged by all departments.
The following common equipments are available from TNSDC:
48
S. No
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
Description of Material
Current Qty
Core Switches
Access Switches
10
External Firewall
Internal Firewall
Internet Router
SWAN Interface Fibre module
AAA Appliance
Link Load Balancer
Server Load Balancer
Network IPS
Backup Servers
Staging Servers
Integration Servers
Archival Server
Directory Server
DNS Server
Enterprise Access Servers
NIPS Server
IP KVM Switches
10
Sever Rack (max 5 KVA)
10
Network Rack
The following common infrastructure is available at the TNSDC which can be utilized by the
Government Departments applications planned to be hosted at TNSDC. Therefore, SI may
have to deduce the additional license/hardware requirement for the below mentioned
common infrastructure and procure the same to ensure effective operation and
maintenance of the proposed Registration solution.
49
S. No
Description of Material
1.
2.
3.
4.
5.
6.
Make
Model
Current
Qty
HIPS / AV Server
HP
DL380G6
SAN Storage
EMC
Clarion CX4-480
Tape Library
HP
MSL6060
Backup Software
EMC
EMC Networker
Archival Software
EMC
Disk Extender
Security Management Solution
Novel
50
Storage Requirements
Current legacy storage amounts to approximately 12 TB & is expected to grow by 2 TB annually
contributed by about 35 lakh records. The anticipated storage requirement will tend to grow more
than existing trend because of the storage of Thumb Impressions, digital photos, etc or even due
to increase in number of documents and marriages registered every year. The SI shall be
responsible for providing exclusive SAN storage of 40 TB capacity compatible with SDC
infrastructure.
EMS requirements
The EMS Solution implemented for TNSDC is based on CA suite of Tools like CA-Spectrum, CAeHealth, CA-Wily, CA-Insight and CA-Service Desk. For the Postgres and MySQL DB monitoring
Athenta ATPL manager is deployed. Following diagram depicts the EMS Architecture deployed at
TNSDC.
All implemented CA products have been integrated hand in hand in order to simplify the monitoring
console. CA Ehealth and CA Insight have been integrated with CA Spectrum. CA Wily and CA
Spectrum are integrated with CA Service Desk for generating and tracking incidents. Henceforth,
alarms generated from any of the devices and applications (Routers, switches, servers, firewalls,
database & Application processes) will be viewed as an incident in the Service desk.
51
The following are the modules installed for the EMS solution implemented at TNSDC.
Application Name
Application Function
CA Spectrum 9.2
Monitoring of Network devices
a.CA eHealth 6.2

&
b.CA Insight 11.2.4
CA Service Desk 12.5
a. Reporting of Availability
&
b. DB Monitoring
Incident Management
CA Wily APM 6.0
Application Process monitoring

Application monitoring Customer Experience
Manager
Postgres DB Manager
CA Wily CEM 11.1

Athenta ATPL 4
CA Cleverpath portal 4.7 & Athenta Portal
CA Service Desk BOXI (Business Object
Enterprise 3.1)
Managing of DB Tools
Reporting of Service Desk
The following are the agents installed in the CA based EMS solution at TNSDC.
Type of Servers
Agent currently installed
Application Servers
Database Servers
Other servers
ii.
Ca SysEdge Agent
Ca Intro-scope Agent (for .NET & Java webspehere)
Ca SysEdge Agent
Ca Database Agent (Oracle, MS SQL, IBM DB2, SYBASE)
Ca SysEdge Agent
Disaster Recovery Centre
The Registration Department envisages active-passive type of Disaster Recovery (DR)

management. The registration application shall be developed in such a manner with necessary
clustering, such that it facilitates 3 way DR operations. The primary location being TNSDC and
near-line DR to be at the designated place proposed by Department of Registration, Govt. of TN
and the DR is to be located at NIC Data Center, Pune or proposed state owned DR site at Madurai.
In the event of DR site not being feasible, the SI should place the servers in any of the Public sector
owned Data Centers such as BSNL after getting approval from the department. The DR is planned
in a 3 way mechanism with primary side being TNSDC and National DC at Pune
Disaster Recovery Set-up
52
The near-line DR site space shall be provided by the Registration Department. The SI has to
Design and implement adequate data backup, business continuity and restoration procedures for
the departmental data (including but not limited to the database, attachments and all other data
elements created in and generated by the system and users). The SI should also create the
necessary infrastructure for the near-line DR center such as precision ACs, generators, adequate
power backup, physical partitioning, etc. The SI should ensure that there is no single point of failure
and adequate level of redundancy is built in to meet the uptime and other requirements of this RFP.
While building redundancies, it should be ensured that failure of a single component of
communication link does not result in failure of primary as well as secondary connectivity. Hence
primary and secondary connectivity should be taken from 2 separate communication link providers
and both links should not have any single point of failure. Preferably, all the redundancy will be in
auto fail over mode so that if primary component fails, secondary component automatically takes
over.
It should be ensured that data backup till the last transaction occurring in the system to ensure
enhanced service levels and following RPO and RTO objectives:
a.
Peak hours: Zero RPO and RTO <= 15 minutes
b.
Non-Peak Hours: Zero RPO and RTO <= 60 minutes
Periodic testing may be done to ensure that all replication and data synchronization procedures are
in place all the time. Replication between Data Centre and DR Site as well as change-over during
disaster should be automatic and real-time for minimal impact on user experience.
EMS has to be procured by SI exclusively for managing the Registration Department infrastructure
such as desktops and should be installed at the Near-line DR center. Also, it should be used to
configure the SLA requirements and monitor the same.
53
xix.
Change management & Capacity Building

The selected System Integrator would be required to provide training on various aspects to enable
effective use of the new system to achieve the envisaged outcomes. The scope of work of the
selected System Integrator is described in this section.
i.
Preparation of Training material

a) Training Plan: The selected System Integrator would be required to prepare a detailed
training plan covering atleast the trainings to be conducted, targeted audience, location,
dates for training, duration and training content. The training plan would be submitted to
the Department as per timelines mentioned in this RFP for feedback and approval from
the Department.
b) Training Materials: The following minimum training materials will be required to be
prepared by the selected System Integrator to facilitate the training of users:
Method of training
Brief description
Training Artifacts
Training Material
IT infrastructure
English
adopted for
and dummy data
Tamil
departmental users.
for hands-on
Class room training
This approach can be
(Hands-on training)
Languages of
training
Participant
handouts
Online and Paperbased tests to

evaluate the
quality of learning
and Training
Provision for online

and paper-based
feedback
submission
Self learning
Downloadable
English
both the departmental
Computer Based
Tamil
users and for citizens to
toolkits, PPTs and
learn system operations
videos on system
in the new application.
operations and
This would include
usage
This will be useful for
several self learning
FAQs
methods for enablement
Online help
54
Method of training
Brief description
Training Artifacts
of easy learning and
modules with
adoption of the system
search by
by the departmental
keywords, topic
users and citizens
etc.
Languages of
Training Material
Online tests that

may be taken up
by the participant
after completing
the learning to
evaluate his
learning
Online forms to
submit feedback
on the quality of
training material
Approval for training materials prepared should be obtained from the Department at least 2 weeks
before delivery of the training program.
ii.
Training Programs
The selected System Integrator would be required to conduct the following Training programmes.
iii.
Departmental Users
The Training programs proposed for departmental users are mentioned below:
Type of Training
Minimum Minimum
Targeted
Location
number
number of Personnel
of days
participant
s
Project Management
1
943
To be provided
Head
to sub-registrars Office, All
and above
division
offices
Business
Processes/Applicatio
n
3624
To be provided
to Record Clerks
and above
Specialized
Technology Training
30
20
To be provided
to personnel
identified by
department
55
Training
modes
Class-room
training
Head
Class-room
Office, All
training
division
Selflearning
offices
Head Office Class-room
training
Maximum number of participants per Batch: 40
Please note that the selected System Integrator would have to plan for training programs in various
locations in line with the proposed implementation plan. For instance, the selected System
Integrator would have to make arrangements for completing training for the targeted number of
users at the pilot location before the pilot rollout so as to facilitate evaluation of all aspects of the
Project at the pilot location.
iv.
Training Assessment and Collection of Feedback

All users who have undergone the training provided by the selected System Integrator would be
assessed. As part of training assessment, Department would perform the following:
Design forms for gathering feedback on the training course and satisfaction level of trained
participants. The feedback would be aimed at gathering participant inputs on parameters
including course coverage and its relevance, quality of presentation, quality of training
material provided, relevant examples / practice sessions, quality of faculty, logistics for the
training, etc.
Supervising conduct of training exams with the help of SI manpower
Evaluation of exams by the Department or its appointed Third Party Agency with support from
the selected System Integrator.
The selected System Integrators responsibilities as part of training assessment are as follows:
a) Develop computer-based tests for evaluation of training and collecting training feedback.
Details of the parameters for tests / feedback, duration of tests, specific questions etc will be
discussed with the selected System Integrator during the implementation stage.
b) Incorporate the feedback to improve the Training Materials and Methods
v.
Space and Physical Infrastructure

The space required to conduct training will be provided by the Department. The training space
provided will be furnished with seating arrangement and a machine per participant for hands-on
Training. The selected System Integrator may provide anything over and above this, as may be
deemed fit to meet the training requirements of this Project.
vi.
Staffing and Training

The selected System Integrator must ensure that:
a) deployed trainers possess needed skills and experience in the specific domains and are fully
aware of the deployed systems and have a prior experience of training personnel in the
Government sector
b) deployed trainers should be fluent in speaking and writing in English and Tamil
vii.
Other arrangements
56
a. The training environment where users are provided hands-on training should be exact
replica of the live application allowing entry of dummy data etc. Any additional infrastructure
required for this may be budgeted for by the Bidder in the pricing format in Volume - III of
the RFP. The Bidder may provision for this Training environment separately or may
provision to use the Test environment for the purpose of delivery hands-on training to
Departmental Staff. This training environment will be handed over to the Department along
with all other assets at the end of Contract Period.
b. Arrangements for travel/boarding/lodging for the training instructors and supporting staff at
all designated locations across the state would be done by the selected System Integrator
at no additional cost.
xx.
Security & Performance Audit

SI shall be responsible for conduct application Vulnerability assessment, security & performance
audit done by any CERT-IN empanelled agency. Only on successful clearance report through a
compliance audit done by the same agency i.e. post SI addressing all the Non-conformance &
vulnerability aspects the application is deemed ready for Go-live. In case of any default there
would penalty levied as per SLA & Tender conditions.
xxi.
This developed application shall primarily be rolled out on pilot basis in 10 Sub Registrar office
(SRO) along with atleast higher grade office offices like of IGR (1), DR office(1), Zonal(1), DIG(1),
SDC(1), Reginet Centre. The IT compute infrastructure installed at State Data Centre, National
Disaster Recovery Centre (DRC) & Near-line Data Centre shall house the application & database
in redundant manner and should be ready before pilot implementation. Training for the pilot
location staff should be completed before initiating pilot implementation. Pilot locations should be
chosen to include locations with older hardware, new hardware supplied by the SI. Connectivity
should be provided for the pilot locations.
Post the pilot implementation the system run through stabilisation period of 10 days, during the
period the system should be able meet the operational SLA requirements mentioned in this RFP.
On compliance to the same the system is deemed to be stable and fit for State-Wide Roll-Out.
xxii.
State-wide Roll-Out
Once the system has been rolled out across the State post pilot acceptance, the System Integrator
will notify the Department so that the State-wide system may be assessed by the Department/Third
Party Assessment and Acceptance Agency. The procedure adopted thereafter is similar to the
procedure adopted for acceptance of Pilot. A sign-off on the Go-Live will be provided by the
Department after Acceptance.
57
xxiii.
Stabilization Period
The application tested for acceptance testing & Final Acceptance Testing is observed over 5
weeks. The application shall be monitored for consistency & efficiency over a period of time. The
application & resources should be well equipped such that SI is able to comprehensively meet the
SLA / performance requirements.
xxiv.
Go-Live
Go-Live is declared by the Department when the proposed solution becomes operational after
successful conclusion of all acceptance tests to the satisfaction of the Department or as provided
in this RFP.
xxv.
Buy-back
a) The existing infrastructure as detailed below is being replaced by the System Integrator; the
System Integrator is required to buy-back the same. Such buy-back should be done at the
time of commissioning of new system at a particular location/office such that this does not
adversely impact the functioning of the current system or the transition to the new system.
b) The detailed plan and modalities of the same can be worked out with the selected System
Integrator. The System Integrator will have to ensure that all data in the infrastructure being
bought-back is deleted securely.
c) The total buy-back value for this infrastructure should be accounted for by the selected
System Integrator in his Total Contract Value (as indicated in Volume - III of the RFP) which
will be used for evaluation of the Bids.
d) The list of hardware available for buyback is provided below:
Hardware
Quantity
Purchase Date
Desktops
1855
1st August 2007
Scanner
771
1st August 2007
Dot Matrix Printer
825
1st August 2007
UPS (5 kVA)
63
1st August 2007
UPS (3 kVA)
370
1st August 2007
Out of the total number of desktops mentioned in the table above, 784 desktops (2 hard-disk
each at 384 offices) should be bought back without the hard-disk and the hard-disk should be
handed over safely to the particular office SR. The Annexure I of Volume I of this RFP
contains the specifications of buy-back hardwares. If the SI desires to inspect the hardware
condition planned for buy-back, then SI needs to get prior approval from Tender Inviting
Authority & then may pay necessary visit to the respective sites to check the current
conditions of the hardware.
xxvi.
Scalability, software upgrades

All vertical upgrades within supplied IT computer & networking infrastructure shall be responsibility
of the SI. The necessary patch updates, software upgrades for already supplied hardware by SI,
shall be the responsibility of the SI.
58
xxvii.
High availability of application services

In case of failure of the network connectivity / Bandwidth, the application should be able to use the
local infrastructure available at the SROs/DROs to store & render the required services. When
connectivity is restored, the offline transactions should then be pushed to SDC.
xxviii.
Integration with Mobile Service gateway

Integration with Mobile service gateway provided by Govt. of India/NIC should be done by the
SI. The cost arising due to installation and maintenance of the integrated SMS service should
be borne by the SI. The recurring cost of SMS should be borne by the SI.
xxix.
Interoperability requirements
The entire system/subsystem should be interoperable, in order to support information flow and
integration. Operating systems, database and storage technologies from several vendors must
interact well with each other. These systems should support the open architecture solutions such
as XML, LDAP, SOAP, etc. where information/data can be ported to any system, whenever
desired.
59
7. Scope of Work - Phase II

This is a five year period commencing from the date of Go-Live, wherein the Successful Bidder has
to Operate, Maintain & Manage the Registration Application on 24x7 basis as per the requirements,
SLA & contract agreement. The Successful Bidder has to do Vulnerability Assessment &
Penetration Testing of the application within the first quarter of operation. The failure to successful
completion & mitigation of all the risks envisaged in the application shall attract Liquidity
Damages as mentioned in the section 13.45 in this tender. The Vulnerability Assessment &
Penetration Testing (VAPT) shall be carried out on yearly basis till the end of contract during the
O&M phase. The submission of monthly SLA/performance reports should be made strictly in
accordance with the Tender Document and should get necessary approval from Registration
Department. The report SLA/Performance metrics, shall not only capture those metric asked in the
tender however it shall also cover other essential metrics deemed necessary by the department
during this phase. In case of any breach w.r.t agreed performance metrics appropriate penalty shall
be levied as per the SLA & Tender Terms & conditions. After the configuration of the SLA
reports in the EMS software, the application should be audited by the third party approved
by the department. The cost of such audits should be borne by SI.
Based on the Quarterly SLA reports, the yearly Audit reports should be submitted. If the
maintenance terms are not effected as per tender and SLA, Registration Department has the right
to cancel the order and to take any such action which will be deemed fit in such circumstances. The
detailed scope under each above mentioned heads are captured below.
Phase II
This is a five year period commencing from the date of Go-Live.
The Successful Bidder during this phase shall,
Operate, Maintain & Manage the Registration Application on 24x7 basis as per the
requirements, SLA & contract agreement.
Update website regularly as directed and maintain the mail server
Facility Management Services
Provide manpower for outsourced activities such as scanning, biometric and photo
capture, data entry and others for offices with heavy workload
Operations and maintenance
Perform mitigation measures to address various challenges envisaged during the

Vulnerability Assessment & Penetration Testing of the application done by a CERT-IN
60
certified agency empanelled by ELCOT/Govt. of India. This VAPT assessment needs

to be completed within the period specified in the SLA.
The submission of monthly SLA/performance reports should be made strictly in accordance with the
Tender
Document
and
should
get
necessary
approval
from
Department.
The
report
SLA/Performance metrics, shall not only capture those metrics asked in the tender, however it shall
also cover other essential metrics deemed necessary by the department during this phase. In case
of any breach w.r.t agreed performance metrics appropriate penalty shall be levied as per the SLA
& Tender Terms & conditions.
Based on the Quarterly SLA reports, the Audit reports should be submitted. If the maintenance
terms are not effected as per tender and SLA, department has the right to cancel the order and to
take any such action which will be deemed fit in such circumstances.
xxx.
Registration Application Operate, Maintain & Manage

The application developed by the SI has to be maintained for 5 years after the Go-Live. The SI has
the responsibility to make it available as per SLA requirements.
xxxi.
Facility Management Services (FMS)

All the hardware shall be covered under 5 years (effective from date of Go-Live) AMC. The SI
should also provide AMC for all the hardware during the implementation phase apart from the five
year AMC mentioned above. SI shall maintain adequate spares to meet the SLA & Tender
requirements. The connectivity shall be maintained as per SLA & tender terms & conditions. The SI
shall engage in necessary mock Disaster Recovery drill to ensure Business-as-usual status
continuously. The SI shall plan for preventive maintenance strategies to ensure the availability of
hardware in the project. The following activities should be part of the FMS services extended by the
SI to the department:
AMC for IT hardware provided by the SI to locations as per section 1.5. The AMC for
hardware provided at the SROs, DROs and other department offices by the SI immediately
after starting the implementation should also cover the period from the commissioning of the
hardware to the Go-Live and further 5 years from the Go-Live.
AMC for IT hardware for type A offices (242 locations) shall be provided by the SI after the
expiry OLB contracts for the remaining period of the SIs contract with the Registration
Department.
Facilitate support services for IP Camera installation with commissioned hardware
AMC for SDC, DRC and Near-line DRC infrastructure
61
Maintenance of Network Connectivity to meet the SLA requirement. The SI should deploy
adequate technical support manpower to ensure high availability of the connectivity.
AMC for MFD and vertical ADF scanner should also be provided at all the offices during the
entire contract period of implementation and 5 year support.
Consumables: The SI should also provide consumable for printers such as toners and paper
for both laser and MFD printers. The number of pages can be estimated to be equal to four
for each registration. One page will be used for receipt print and the other three pages will be
used for first page print of the Document. Total number of registrations (deed) in the
department was approximately 35 lakhs in 2011-2012. An equal number of ECs (35 lakhs)
were generated. The number of ECs generated at the offices is expected to decrease with the
implementation of web-based system. An EC will also involve a receipt and 3 pages of EC.
For marriage registration, a total of approximately 164000 registrations and 50000 registered copies
were issued in the last year. Each marriage registration would involve a page of receipt and an
average of 3 pages for certificate is used. Number of marriages registered and registration copies
sought are expected to increase every year and the cost of consumables should be estimated
accordingly and increased requirement of consumables should be provided by the SI.
The price quoted for the consumables should include the estimated toner cost. Consumables in the
form of legal size paper should be quoted for 1.50 Cr pages and 55 lakhs A5 pages. Additionally,
quote for 10000 legal size pages should also be provided. This would help in compensating the SI
in case of higher consumption of paper. For consumption of paper over and above the estimated
quantities, the SI shall be compensated for every 10000 extra pages at the rate quoted in the price
bid.
For the DG sets, the SI has to maintain the sets. It should also procure, store diesel for consumption
and the SI will be compensated as per actual consumption of diesel subject to maximum
consumption per hour only.
xxxii.
Operation & Maintenance

The SI shall adequate manpower for overall operation & management of the Registration
application. The O & M team shall be by the SI shall take care of all networking, hardware
maintenance and & software related issues. All issues shall be centrally tracked & monitored
through a help desk system. The front-ending support staff shall have L2 level domain professionals
who need to be available for resolution. These L2 domain experts shall be headed by a set of zonal
in-charge & a project manager. Zonal in-charge shall take care of administrative activities in their
respective zones through the support staff. The SI shall ensure necessary on-job training is given to
their support & zonal in-charges.
62
The SI should deploy the following minimum number of Manpower for running O & M operations
1. One technical manpower per 10 SROs, 1 Project Director, 2 Project managers, 4 Zonal
leads, 1 training manager, 1 helpdesk manager and others as required should be
deployed by the SI for successful maintenance during the 5 years period except the
training manager who may be required only during the period when training for the
department staff is carried out.
2. 3 Programmers at the disposal of IGR to customize the application as needed - There
would be an exclusive Application Support Team (a team of developers who would be
used to develop new modules, add-ins/ons, modify work flow, build enhancements and
other related activities) of minimum of 3 members under the disposal of the IGR office
who shall be responsible for configuration level changes in the Registration Application.
Atleast one of these 3 member team shall necessary track, build custom reports. The
department can seek two more developers as and when needed.
3. SDC support team inclusive of network expert, database administrator, system admin,
etc.
The MIS reports of the effective performance, utilization of the resources are to be submitted
periodically to the registration Department.
xxxiii.
SDC, DRC and Near-line DRC management & maintenance

The SI has to provide support in maintaining the SDC, DRC and near-line DRC infrastructure. At
SDC and DRC, SI will be doing shared maintenance of the Registration Department infrastructure
while he has to fully maintain the infrastructure built at the near-line DRC.
xxxiv.
Manpower Outsourcing
The SI shall provide manpower support for certain activities for offices which have more number of
average transactions per day. The number of such offices is 151. The manpower deployed at these
offices should have the capability of handle all the four activities mentioned below and the
department reserves the right to move any outsourced manpower to another office as needed. The
manpower deployed should first be approved by the department and any underperformance may
lead to removal of a particular resource supplied by the SI. The manpower requirements have been
indicated in the following table:
Class A
Class B
Class C
No of Offices
28
59
64
Avg. No of Transactions Per Day
More than 60
60-40
30-40
63
Class A
Class B
Scanning of Registration Documents
0.5
Capturing of biometrics & photo capture
0.5
Rendering services like searching & EC
Data Entry for indexing in Tamil
Minimum Requirement Per Office
Class C
Resource Requirement
1
The following activities are to be outsourced:

a.
Scanning of Registration Documents - The Department handles a lot of registration
documents that are required to be scanned with a scanner that can handle legal size paper
scanning. The documents are scanned at 200 dpi resolution and this may be changed after
discussion with the Registration Department and SI. The scanning has to be done in pdf format.
The Department registered 3273197 documents in 2010-11. Assuming an average of 12 pages per
document, the assignment would involve scanning of approximately 3.93 crore pages. The
scanning should be carried out with 100% accuracy and no damages should be inflicted on the
document during scanning by the manpower deployed by the SI.
b.
Capturing of biometrics & photo - This activity requires capturing biometric thumb
impression using a biometric thumb scanner and capturing photos of the executants and claimants.
The hardware for the activity is already available at all the 575 sub-registrar offices.
The photos and thumb impression should be taken as mandated by the department without any
errors. The number of transactions for this activity is directly proportional to the number of
documents registered. The manpower deployed for Scanning of Registration Documents and
Capturing of biometrics & photo capture should be proficient in handling computer software and
hardware. They shall also be given a basic training on the particular process before deployment by
the SI.
c.
Rendering services like searching & EC - The number of ECs generated every year is
nearly equal to the number of documents registered in that year. Manpower deployed for rendering
services such as searching and EC would require domain training from the department which shall
be coordinated by the SI. The SI shall prepare a time plan for training the manpower and their
further deployment.
d.
Data Entry for indexing in Tamil and English - Manpower deployed for data entry that
would also populate the index II database should necessarily know Tamil and English typing as well
as read and write capabilities in both the languages. They shall be given a basic training on data
64
entry before deployment by the SI. It should be noted that the names of people and places should
be directly copied from the application form and entered in both Tamil and English during the data
entry. Other details may just be written in one language and the application should provide the
details in both languages whenever searched. The application should thus be able to translate from
English to Tamil and vice versa.
The SI should also deploy IGR support manpower (management staff and programmers) for
supporting the application and catering to the requests of the IGR office. These requests would be
related to updating the application according to changes in the delivery process as mandated by
department and government from time to time. The IGR support team would also be responsible to
configure and create MIS reports as per requests. They may also be required to train the
department staff. The IGR support team should be available for the entire 5 years from go-live of
the application.
The SI shall also provide manpower for supporting the SDC activities. It is expected that the SDC
support staff should help stabilize the application and simultaneously provide knowledge transfer to
the designated department staff to help the SDC support. The SI shall prepare a plan for the
knowledge transfer. The SI shall provide support at the SDC for all the 5 years and quote for five
year of support. The need for support staff at the SDC provided by SI may be assessed every year.
The Registration Department may ask the SI to discontinue the support services by their SDC
support staff and payments for SIs services will be not be made for the subsequent years.
xxxv.
Power backup management Maintenance of DG sets

DG sets supplied by the SI as per BOM in section 2.5 Volume-II, has to be maintained for the 5 year
period. Moreover, the SI has to provide the diesel to run the DG sets on a daily basis to each of the
offices where necessary. The SI can claim the diesel consumption expenses from the department
after producing the necessary bills on a monthly basis. Moreover, the DG sets already procured by
Registration Department or to be procured by the department as detailed in Section-6 Clause No.
(xv), the SI has to maintain it for 5 years. The SI has to provide the diesel to run these DG sets also
on a daily basis to each of the offices where necessary.
xxxvi.
Periodic Security and Performance Testing & conformance

SI shall conduct Security and Performance testing by any CERT-IN empanelled agency designated
by the Registration Department. All Non-conformance & vulnerability aspects need to be
immediately mitigated & closed before 2 weeks of succeeding quarter. In case of any default there
would penalty levied as per SLA & Tender conditions.
xxxvii.
SLA monitoring
The Service Level mentioned in these tender needs to be captured, analyzed & reported to the
Registration Department. The consultant & department nodal officers shall review the SLA reports &
65
ratify the same. Based on the ratification, PIC shall approve the SLA/performance report. The SI
shall get his payment after deducting penalties, if any.
xxxviii.
O&M Phase Extension and Knowledge Transfer

After the expiry of O&M phase, the SI should continue to provide support for an extended O&M
phase of 3 months if the department is not able to bring any replacement in time. The O&M phase
may be extended by another 3 months by Registration Department. If O&M phase extension is
required further, then the department can seek extension of another 6 months on mutual
agreement. The payment for the first six month extension will be same as quarterly payment during
the O&M period. The payment for the extension will be made proportionately as per the actual
extended period. Payment for the next 6 months period will be done on a mutually agreed price.
The SI would be required to do knowledge transfer of the operations, responsibilities to the
department/new SI for a period of minimum 1 month to 3 months with limited manpower and should
transfer all responsibilities to the new team. As soon as a new SI is on-board, the O&M extension
will end and knowledge transfer will start. During the knowledge transfer, the SI will not be paid.
66
8. Responsibility Matrix for Different Stakeholders

The roles of the stakeholders shall change over a period of time as the project will evolve from design
to implementation and enter the operations phase. With this background, stakeholders
responsibilities, illustrative organizational structure for the design & implementation phase, operational
phase is given below:
Below mentioned Table summarizes the roles and responsibilities of stakeholders involved in the
project.
Various Stakeholders identified for the Registration Project are as below:

PIC
Project Implementation Committee
Reg. Dept.
Registration Department
SIA
State Implementation Agency (ELCOT)
NIC
National Informatics Centre
Con
Consultant
DCO
Data Center Operator
SI
Successful Bidder/System Integrator
TPA
Third Party Agency
DIT
GOI Department of Information Technology, Government of India
SWO
SWAN Operator
SG/GoTN
State Government/Government of Tamil Nadu
Stakeholders
S.
No.
Activity
PIC
Reg.
Dept.
Con
Project Conceptualization
10
Defining of System Boundary

Functional Requirement Analysis from various
stakeholders
As-Is and To-Be study of various services /
processes
Approval of As-Is and To-Be study of various
services / processes
Sanction of necessary funds for the project
Preparation of RFP for selection of Systems
Integrator
Brainstorming to strategize the collaborated
approach among all project stakeholders;
finalization of detailed Roles & Responsibilities
Finalization of bid Scope, implementation
model, SLA & other essentials Terms &
Conditions for the RFP
Preparation of Budget Estimate
11
Preparation of Implementation Time Plan
12
Approval of RFP
3
4
5
6
7
8
SI
DCO
SWO
GoTN
Y
Y
Y
Y
67
Stakeholders
S.
No.
Activity
13
Bid Process Management
14
Selection of SI through Competitive Bidding
15
Award of LOI
Review & Finalization of Comprehensive
Functional Requirement Specifications (FRS) of
the various User Departments
Preparation
of
System
Requirement
Specification (SRS) based on FRS
Review and ratification of SRS prepared
PIC
16
17
18
19
Designing of High Level Design Document

(HLD) with application architecture
20
Review & Recommendation of System Design

documents i.e. SRS, HLD document, etc
21
Approval of System Design Documents
22
Software Development
23
Development & Approval of Policy Documents

& Standard Operating Procedures
24
26
27
28
29
30
31
32
33
34
35
3
6
3
7
3
8
3
9
4
Con
SI
DCO
SWO
GoTN
Y
Y
Y
Y
Y
Y
Y
Allocation of space for setting up testing facility

Setting up the testing facility with Hardware and
manpower
Module-wise Unit Testing
25
Reg.
Dept.
Y
Y
Integration Testing for Workflow Application

Pre-AT to showcase the readiness for
Application Testing
Preparation of comprehensive Test-Cases for
applications
Conducting the Acceptance Testing as per
Test-Cases
Preparation of recommendations & Acceptance
Report
Submission of O & M manual, Application files,
etc by SI
Declaration of completion of Successful Pilot
Implementation
Appointment of Third Party Agency (TPA) for
surveillance Audit
Monitoring of Application Stabilization of
Pilot implementation
Strategizing for State-Wide workflow
application Roll-out
Review & Recommendation of Roll-Out
Strategy
Finalization of Terms of Reference (TOR)
for Roll-Out strategy
Preparation of Detailed State-Wide RollOut Schedule
State-Wide Roll out
Y
Y
Y
Y
Y
Y
Y
68
Stakeholders
S.
No.
Activity
PIC
Reg.
Dept.
Con
SI
DCO
0
4
1
4
2
4
3
4
4
Final Acceptance Testing
Go-Live
Monitoring of SLA adherence during

Stabilization period
Conducting VAPT & Periodic Surveillance
Audit
4
5
Reporting of any Application, Infrastructure

& Process Vulnerabilities, deviations, etc
4
6
4
7
implementation of mitigation plan for any

vulnerabilities
Project Closure & Exit Management
Process
Y
Y
Y
Y
69
Y
Y
SWO
GoTN
9. Implementation Schedule
The Implementation Schedule for the Registration application is 55 weeks from the date of LOA to
the date of Go-Live
S.No.
1.
Activity
Target Completion Time
Issue of LOA & agreement signing to the Successful

Bidder
Presentation of System Design (High Level Design

2.
Document), SRS, Data Structures, controls to State

Implementation Agency (SIA) for review & ratification
T + 8 weeks
by the department
Development of Registration Application as per the

3.
approved System Design & architecture for pilot
T + 33 weeks
location
4.
Unit Testing of application
T + 35 weeks
5.
Pilot Data Migration
T + 35 weeks *
6.
Training to key Stakeholders for Pilot Implementation
T + 35 weeks *
7.
Acceptance Testing Pilot Application
T + 37 weeks
8.
Roll-Out Strategising
T + 38 weeks
9.
State-wide Roll Out
T + 44 weeks
10.
State-Wide Data Migration
T + 44 weeks *
11.
Training & Change Management
T + 44 weeks *
12.
Final Acceptance Testing (FAT)
T + 46 weeks
13.
Stabilisation Period
T + 51 weeks
14.
Go-Live
15.
Start of O & M phase
16.
Closure of O & M Phase
T + 52 weeks = P
P
P + 5 years
70
10. Resource Requirement

The table below provides the indicative resources that shall be required SDC operations.
Proposed System Integrator Team

Sr. No.
Role
Shift
9X6
1.
Project Director
2.
Domain Expert
3.
Project Manager
4.
5.
Certification/Role/Qualification
24X7
Advisory Capacity
Retired employee of Registration
Department
PMP / PRINCE Certified
Project Manager (Application
OEM Certified (MCSE, etc)
Development)
Training Head
ITIL Certified or equivalent
71
6.
Helpdesk Manager
7.
Programmers
8.
Database Admin
OEM certified level 2 / 3
9.
Network Admin
CCNP or equivalent
10.
Service Desk Staff
OEM certified
11.
Outsourced Manpower
12.
System Administration
CCP/JAVA certified/other relevant

certifications
The System Integrator will also provide District leads for a minimum of one resource per 10 offices,
who should be responsible for handling and resolving issues at the ground level as required. The
Domain Expert should have considerable experience of the Registration Department processes and
preferably may be a retired Registration Department employee. The SI should be employing the
domain expert. Domain expert should be available during the development of the web-based software
and provide all support to the SI till the implementation phase.
72
11. Service Level Agreement
1.1.1 Implementation phase SLA criteria Pilot and statewide rollout

The following timelines and SLA terms will apply to the milestones which are to be achieved during the pilot phase of the Project. The deliverables for
each milestone is discussed in detail in Section 9 of this RFP.
Table 2: Pilot & Statewide rollout SLA Criteria
Milest Milestone
one #
Type
Timeline
Penalty
Presentation of System Design (High Level Design

For Penalty calculation, the milestones are
Document), SRS, Data Structures, controls to

1. Project Implementation Committee (PIC) for review
Type II
T*+8 weeks
divided into Type I and Type II milestones. Type I

milestones are the key milestones, while Type II
& ratification by the department
milestones are the secondary milestones leading

to the Type I milestones.
Development of Registration Application as per the
2.
approved System Design & architecture for pilot
For each week (5 working days) of delay in

Type I
T+33 weeks
location
achieving
any
of
the
Type
II
milestones,
Registration Department shall levy a penalty of Rs

0.1% of total project value from the SI.
3. Unit Testing of application & Pilot Implementation
Type II
T+35 weeks
For each week (5 working days) of delay in
4. Pilot Data Migration
achieving any of the Type I milestone, Registration

Type II
T + 35 weeks***
73

Milest Milestone
one #
Type
Timeline
Penalty
Department shall levy a penalty of 0.2% of total
5. Training to key Stakeholders for Pilot Implementation
project value from the SI.

Type II
T + 35 Weeks***
If the SI completes the Type I milestone 2 in time,
the penalties levied for Type II milestones 1 will
6. Acceptance Testing Pilot Application
Type I
T + 37 Weeks
be waived off, provided all submissions for

milestone 1 are completed before milestone 2.
the penalties levied for Type II milestones 3, 4
7. Roll-Out Strategizing
Type II
T + 38 Weeks
and 5 will be waived off, provided all submissions

for these milestones are completed before
milestone 6.
8. State-wide Roll Out
Type II
9. State-Wide Data Migration
Type II
T+44 weeks

the penalties levied for Type II milestones 7, 8, 9
T+ 44 Weeks***
and 10 will be waived off, provided all submissions

for
10 Training & Change Management
Type II
T+ 44 Weeks***
these
milestones
are
completed
before
milestone 11.
If the SI completes the Type I milestone 13 and 14
in time, the penalties levied for Type II milestone
11 Final Acceptance Testing (FAT)
Type I
T+ 46 Weeks
12 will be waived off, provided all submissions for

milestone 12 are completed before milestone 13
12
Stabilization Period
and 14.
Type II
T+ 51 Weeks
74

Milest Milestone
one #
Type
Timeline
Penalty
If the overall delay in any of the Type I milestone
13
Go-Live
Type I
T+ 52 Weeks = P
is
beyond
one
months,
then
Registration
Department may at its discretion, invoke the entire

performance
14
Start of O & M phase
bank
guarantee
amount
and
terminate the contract.
Type I
During the Operational and Maintenance

15
Closure of O & M Phase
phase, the department can set application

Type I
P + 5 years
related performance criteria based on the

outcome of the pilot phase
*T refers to the date in which the Master Service Agreement is signed by the System Integrator and Registration Department
**Go-live is the date on which the proposed web-based application (Pilot Phase) is completely operational as per the requirements provided
in Vol I of this RFP, subsequent changes agreed and signed-off with the SI and all the acceptance tests are successfully concluded to the
satisfaction of Department.
*** refers to parallel activities
Deployment of resources as proposed by the SI: In case of any change in the original proposed resource, a prior approval from the department should
be taken and only a better resource can be considered for change. The department can approve the change of a resource if the resource has resigned or
has an exceptional reason for change but still SI insists on a change, the department can levy a penalty of 10 lakhs per change of resource. This SLA
shall be valid during the implementation and O&M phases.
75
xxxix.
Operations SLA Criteria Pilot Offices (valid upto completion of roll-out):

The minimum Service Level Requirements to be complied for successful completion of Pilot Implementation are tabulated below:
S.No.
1
Service Level Parameters

Average availability of web-based
application over the Internet/Intranet
Baseline Metric
>98.5%
Time taken to load the web-based

application Portal page at any time
<2 sec
3.1
Resolution of Critical calls *
< 10 hours per call
3.2
Resolution of critical calls * pertaining to

registration application unavailability
< 5 hour per call
Resolution of Non-Critical calls *
< 48 hours
Adequacy of Training
Data migration (DM)
Basis of Measurement/ Remarks

Measured using an EMS tool. Non-availability of any of the
services would amount to deviation.
Speed measured over a leased circuit or equivalent at 2
mbps bandwidth by using EMS.
The faults will be logged by the helpdesk on the EMS, as and

when alerted by users by e-mail/fax/call.
>80% satisfaction rating
Data migration accuracy should not be

less than 100%
Satisfaction levels measured through questionnaires

circulated to Trainees. (Questionnaire to be finalized by SI
and Registration Department)
Error should be found out using standard sampling methods
as mandated by ISO standards.
*Critical & non-critical calls have been defined in section 6.6.

Deployment of resources as proposed by the SI: In case of any change in the original proposed resource, a prior approval from the department should
be taken and only a better resource can be considered for change. The department can approve the change of a resource if the resource has resigned or
has an exceptional reason for change but still SI insists on a change, the department can levy a penalty of 10 lakhs per change of resource. This SLA
shall be valid during the implementation and O&M phases.
76
xl.
Operations SLA Criteria Post State-wide application Roll-Out

Post the State-wide application Roll-Out a single comprehensive operations SLA to measure the
SIs operational efficiency shall be enforced for all the registration office. This SLA shall cover
entire state of TamilNadu. The following SLA may be further enhanced taking into consideration
the learning & challenges faced during the pilot implementation.
If the SI performs as per the baseline metrics, then 100% of the amount of the quarterly payment
will be paid to the SI as per the payment terms specified in Table 2 Vol I. However, if the SI
falters in one or more of the SLA resulting in lower performance or breach, then penalty
deduction would be appropriately levied as per table below subject to maximum penalty of
25% of quarterly payment. Incase the SIs penalty crosses the maximum limit of 25% of
quarterly then the Registration Department may decide to terminate the SIs contract.
Deployment of resources as proposed by the SI: In case of any change in the original
proposed resource, a prior approval from the department should be taken and only a better
resource can be considered for change. The department can approve the change of a resource if
the resource has resigned or has an exceptional reason for change but still SI insists on a
change, the department can levy a penalty of 10 lakhs per change of resource. This SLA shall
be valid during the implementation and O&M phases.
77
Sl
No.
Baseline
Breach

Metric
Deductions (%)
Metric
Deductions (%)
Measured using the EMS tool on
Availability of web-based
application over the
99%
For every 0.5%

drop from 99%
Internet/Intranet
0.5% of
QGR
a quarterly basis. Non-availability

of any of the services would
amount to deviation.
Average web-based application
<1 sec
Portal page loading
Resolution of Critical* calls
Resolution of Non-Critical*
< 3 hours
< 24 hours
calls
For every
second drop
from 1 sec
0.5% of QGR
For every 1
hours
0.01% of QGR
For every hour

>24 hours
0.01% of
QGR
Speed measured over a leased

circuit or equivalent at 2 mbps
bandwidth
Faults will be logged by the
helpdesk on the EMS, as and
when alerted by users by email/fax/call. SLA is applied if SI
is found to have failed once in
case of critical fault and thrice in
case of non critical fault
78
Sl
No.
Baseline
Breach

Metric
Adequacy of Training
>60%
index.
Deductions (%)
Metric
Deductions (%)
NA
NA
satisfaction
0
Satisfaction
levels
through
measured
feedback
questionnaires
circulated
to
Trainees. (Questionnaire to be
finalized by SI and Registration
Department). In case of any
candidate
60%
scoring
marks
the
less
than
respective
candidate would need to retrained by SI

Approvals have to be obtained
6
All
vulnerabilities/non- Resolved within 14
conformance reported during days
VAPT shall be resolved within
14 days
For every 1 day

beyond
14
days
0.02%
of QGR
from
the
department
after
conducting VAPT and resolving

the issues raised. If multiple
approval iterations are involved,
then last submission date for
approval will be considered for
SLA imposition.
79
Sl
No.
Baseline
Breach

Metric
All Registered
Documents made ready
Scanning documents at each of by SR / DR the same
needs to be scanned on
the SROs
the same day to the
minimum of 60
Registered Documents
per day
Deductions (%)
Metric
For every
document not
scanned on total
of 60 documents
for that day
Deductions (%)
Application
0.0002% of
QGR
shall
have
the
capability to generate the matrix

for
number
of
documents
scanned in a particular SRO in

any day and the time delay in
scanning each document.
Biometric
capture
thumb
and
Biometric thumb and

photo photo capture has to
be captured for all the
documents registered
on the day by SR and
forwarded for thumb
& photo capture
For every
record not
captured or
inappropriately
captured
Application
0.0002% of
QGR
shall
have

for incomplete biometric thumb
capture and photo capture in a
particular SRO in any day
80
the
Sl
No.
Baseline
Breach

Metric
Data Entry
Data Entry has to be

done for all the
documents in a day
Deductions (%)
Metric
Deductions (%)
For every
extra
document
not entered
or wrongly
entry in a
day
0.0002% of
QGR
Application
shall
have
the

for documents not entered by
DEO
against
generated
tokens/registered documents and

rejected entries by SR in a
particular SRO in any day
10
Data migration (DM) for
Data migration w.r.t

content
accuracy
should not be less
than 100%
For any
error(s) in one
document
81
Penalty of Rs.
500 per
erroneous
document &
the rectification
work to be
completed
within 1 week
Sample Size shall be 5 search

reports per village. In case of any
error the same needs to be
rectified by SI & proof as to be
given
Sl
No.
Baseline
Breach

Metric
Deductions (%)
Data migration accuracy

w.r.t scanned image
should not be less than
100%
Metric
Deductions (%)
Sample Size shall be 5

For any error(s) Penalty of Rs. 500
in one document per erroneous
documents reports per village.
document & the
rectification work
to be completed
within 1 week
*Critical & non-critical calls have been defined in section 6.6.
Performance related calls logged pertaining to hardware and software may be classified as critical and non-critical. The threshold for various non-critical calls
may be defined later pertaining to memory utilization, response time, CPU utilization, etc. SLA for performance related calls have already been specified
above.
82
12. Instruction to Bidders

xli.
Advice to the bidders

Bidders are advised to study this RFP document carefully before participating. It shall be deemed that
submission of Bid by the bidder has been done after their careful study and examination of the RFP
document with full understanding to its implications.
xlii.
Sale of bid document

a. The Bid Document is available on Registration Department website http://www.tnreginet.net
as per Table I - Tender Schedule in Volume I of this RFP. Interested bidder may please
download the same form the website. The tender document can also be purchased from the
Office of IG Registration, 100 Santhome High Road, Chennai by paying Rs 10000/- as
tender fee using a demand Draft drawn from Nationalized/Schedule bank in favor of
Accounts Officer, Office of IG Registration, payable at Chennai
b. Bids not submitted in prescribed form will be rejected.
c. The DD needs to be included in Pre-Qualification envelope.
xliii.
Schedule of Tender Process

S.No
Milestone
Time in Working Days
1.
Notice
2.
Pre-Bid Conference
10
3.
Receipt of Bids
35
4.
Opening of Technical Bids
35
5.
Evaluation of Technical Bids
6.
7.
8.
36-40
Opening of Price bids & Selection of Successful

41-45
Bidder
Negotiation and finalisation of the offer.
45-50
Issue of LOA (Letter of Acceptance) of tender

(D)
to the Successful Bidder
9.
Workshop with the Successful Bidder (SI)
(D+7)
10.
Receipt of Security Deposit
(D+15)
Agreement deeds between Department and
(D +15)
11.
12.
13.
SI (Effective date of Contract)

Strategic and basic planning
(D+15)
Presentation by the SI on implementation

(D+15)
methodology
83
xliv.
Procedure for Submission of Bids

I.
Cover Systems
It is proposed to have a Three Cover System for this tender:
Pre-qualification Bid : (3 copies) in one cover (along with the same information on CD)
Technical Bid : (3 copies) in one cover (along with the same information on CD)
Commercial Bid : (3 copies) in one cover (along with the same information on CD)
Each copy of Pre-Qualification Bid, Technical Bid and Commercial Bid of the Tender should be
covered in separate sealed covers super-scribing Pre Qualification Bid, "Technical Bid" and
Commercial Bid respectively. Each copy in each bid should also be marked as "Original", "First
copy" and "Second copy". All the three copies of each bid should be put in a single sealed cover
super-scribing Pre Qualification Bid, "Technical Bid" and Commercial Bid as the case may be.
Please Note that Prices should not be indicated in the Technical Bid and should only be
indicated in the Commercial Bid.
The cover containing three copies of Pre Qualification Bid, the cover containing three copies of
Technical Bid and the cover containing three copies of Commercial Bid should be put in another
single sealed envelope clearly marked SELECTION OF SYSTEM INTEGRATOR (SI) TO DESIGN,
DEVELOP, TEST, INSTALL, OPERATE, MAINTAIN & MANAGE REGISTRATION APPLICATION
This envelope is to be super scribed with Tender Number, Due Date, Item and the wordings DO
NOT OPEN BEFORE DECIDED DATE OF PRE QUALIFICATION
The cover thus prepared should also indicate clearly the name, address and telephone number of the
bidder, to enable the Bid to be returned unopened in case it is declared "Late".
Each copy of the tender should be a complete document and should be bound as a volume. The
document should be page numbered and appropriately flagged and must contain the list of contents
with page numbers. Different copies must be bound separately. Any deficiency in the
documentation may result in the rejection of the Bid.
As part of the bid, Bidder should also provide the technical and commercial bid in soft copy format, in
the form of a non-re-writeable CD (Compact Disc) as follows:
Three (3) copies of CD each containing the Pre Qualification bid - The CDs containing Pre
qualification bid should be sealed along with the hard copies of the respective pre qualification
bids
Three (3) copies of CD each containing the technical bid - The CDs containing technical bid
should be sealed along with the hard copies of the respective technical bids.
Three (3) copies of CD each containing the commercial bid - The CDs containing commercial
bid should be sealed along with the hard copies of the respective commercial bids.
All CDs submitted by the Bidder must be in sealed covers. The sealed covers as well as the CD
media must be duly signed by the Bidder using a Permanent Pen/Marker, should be super scribed
with Pre Qualification Bid / Technical Bid / Commercial Bid (as the case may be) and should bear
the name of the Bidder.
Bidder must ensure that the information furnished by him in respective CDs is identical to that
submitted by him in the original paper bid document. In case of any discrepancy observed by
Registration Department - Tamil Nadu, in the contents of the CDs and original paper bid documents,
the information furnished on original paper bid document will prevail over the soft copy.
Bidder must ensure that Technical Bid CDs do not contain any Commercial items / prices.
84
The original and all copies of the bid shall be typed or written in indelible ink. The original and all
copies shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the
Contract in accordance with Section 13. All pages of the bid, except for un-amended printed
literature, shall be initialed and stamped by the person or persons signing the bid.
The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors
made by the Bidder, in which case such corrections shall be initialed by the person or persons signing
the bid.
The Bidder shall duly sign and seal its bid with the exact name of the firm/company to whom the
contract is to be issued.
All the Bids submitted by hand should be put in the Tender Box at the specified office not later than
1530 Hrs. (IST) on the specified date.
Telex / Telegraphic / Telefax / Xerox / Photocopy bids will not be considered.
II.
Transferability of the RFP document
This RFP document is non-transferable.
III.
Misplacement of the RFP document
Registration Department shall not be responsible for any postal delay about non-receipt / non-delivery
of the documents.
IV.
Pre bid discussions, place, time and date:
Place: Office of IG Registration, 100, Santhome High Road, Pattinapakkam, Chennai - 600028
Date: 03/04/2013
Time: 11.00 am
V.
Address at which the bids are to be submitted:
Chennai 600028
VI.
Last time and date for receipt of bid:
Upto 03.00 pm on 22/04/2013
VII.
Place, time and date of opening of pre-qualification bid:
Chennai 600028
At 04.00 pm on 22/04/2013
VIII.
Deadline for submission of Proposals
Proposals must be received by the Registration Department at the address specified in the RFP not
later than scheduled date and time. Registration Department may, in exceptional circumstances and
85
at his discretion, extend the deadline for submission of Proposals by issuing a Corrigendum or by
intimating all System Integrators who have purchased the RFP document, in writing by post or email.
In this case, all rights and obligations of the Department and the System Integrators previously subject
to the original deadline will thereafter be subject to the deadline as extended.
IX.
Late Proposals
Any Proposal received by the Registration Department after the deadline for submission of Proposals
prescribed in RFP will be summarily rejected and will be returned unopened to the System Integrator.
X.
Earnest money deposit (EMD)
All bids must be accompanied by an earnest money of Rs. 100,00,000/- (Rs. One Crore only) in the
form of Demand draft/bankers pay order/irrevocable bank guarantee from a scheduled bank in India
and shall be valid for at least three months, in favour of Accounts Officer, Office of IG Registration
payable at Chennai. No interest shall be paid on the earnest money under any circumstances.
Earnest Money Deposit of the Successful Bidder may be adjusted towards Security Deposit and the
balance amount if any will be returned only after the finalization and issue of firm work order to the
Successful Bidder.
XI.
Pre-bid conference
a. Registration Department shall hold a pre-bid conference (PBC) on 03/04/2013. In this
PBC, tenderer would address the clarifications sought by the bidders with regard to the
RFP document and the project. The bidders would be required to submit their queries
to the tenderer in writing on or before 01/04/2013. Queries not submitted within this
deadline may not be taken up at the PBC.
b. Bidders who have purchased/downloaded the RFP document are welcome to attend
the PBC, even if they do not have any specific queries. These bidders would be
required to register for the PBC at Registration Department. No clarifications shall be
entertained after the PBC.
c. Tenderer will entertain queries of and clarifications sought by only those companies
who have purchased/downloaded this RFP document.
d. Tenderer reserves the right not to respond to any/all queries raised or clarifications
sought if, in their opinion and at their sole discretion, they consider that it would be
inappropriate to do so or do not find any merit in it. The minutes of the PBC shall be
circulated by tenderer to all those companies who have purchased/downloaded this
RFP document. No extension to any deadline referred to in this document will be
granted on the basis or grounds that tenderer should respond to any queries to provide
any clarification.
e. The clarification offered at the Pre-Bid meeting will be recorded and the
corrigendum/addendum issued will form part of the tender document. Bidders alone will
be allowed for the meeting along with the authorisation letter.
f.
XII.
OEMs are not allowed to participate in the pre-bid conference
Cross checking
Tenderer reserves the right to contact and verify bidders information, references and data submitted
in the bid proposal without further reference to the bidder.
XIII.
Absence of specifications
86
The absence of specifications details regarding any equipment to be supplied under this RFP implies
that best general practices will prevail and that first quality material and workmanship will be applied
as per the discretion of tenderer. Certification standards, when available, for the to-be-installed
equipments and materials, will prevail.
xlv.
Cost to Bid
The Bidder shall bear all costs associated with the preparation and submission of its bid, including
cost of presentation for the purposes of clarification of the bid, if so desired by the Registration
Department. The Registration Department will in no case be responsible or liable for those costs,
regardless of the conduct or outcome of the Tendering process.
xlvi.
Earnest money refund

a. The draft of earnest money to the bidder(s), who fail(s) to qualify for the technical bid, will
be returned back by tenderer to the authorized representative of the bidder against a proper
receipt or will be sent by the registered post at the mailing address of the bidder as
specified in the bid within four weeks of opening of the pre-qualification bid.
b. The draft of earnest money to the bidder(s), who fail(s) to qualify for the commercial bid, will
be returned back by tenderer to the authorized representative of the bidder against a proper
receipt or will be sent by the registered post at the mailing address of the bidder as
specified in the bid within eight weeks after completion of technical bid evaluation.
c. The draft of earnest money to the bidder(s), who qualify(s) for the commercial bid, but do
not get the order for the project will be returned back by tenderer to the authorized
representative of the bidder against a proper receipt or will be sent by the registered post at
the mailing address of the bidder as specified in the bid within one month after signing of
contract agreement between tenderer and the successful bidder.
xlvii.
Clarification on Tender Document

A prospective Bidder requiring any clarification on the Bidder Document may submit his queries, in
writing, at the Registration Department mailing address and as per schedule indicated in Invitation to
Bids / Important dates. The queries must be submitted in the following format only to be considered
for clarification:
Clause
Sr. No
Section No.
Reference/ Subject
Clarification Sought
No.
..
..
..
..
..
The queries not adhering to the above mentioned format shall not be responded to.
Registration Department will respond in writing, to any request for clarification to queries on the
Tender Document, received not later than the dates prescribed in Invitation to Bids / Important Dates.
Written copies of the clarifications (including the query but without identifying the source of inquiry) will
be sent to all prospective Bidders who have received the Tender Documents.
xlviii.
Language of Bids
The Bids prepared by the Bidder and all correspondence and documents relating to the bids
exchanged by the Bidder and Registration Department, shall be written in English language, provided
that any printed literature furnished by the Bidder may be written in another language so long the
same is accompanied by an English translation in which case, for purposes of interpretation of the bid,
the English translation shall govern.
xlix.
Documents Comprising the Bids

The bid prepared by the Bidder shall comprise of the following components:
87
1.1.1.
Pre qualification Bid
The pre-qualification Bid, besides the other requirements of the Tender, shall comprise of the
following
Compliance for pre-qualification
Cover letter
EMD
All documents supporting the pre qualification criteria
Power of Attorney executed by the Bidder in favour of the Principal Officer or the duly
Authorized Representative, certifying him as an authorized signatory for the purpose of
this Tender
Demand Draft
1.1.2.
Technical Bid
The Technical Bid, besides the other requirements of the Tender, shall comprise of the following:
Technical Bid Letter
General information about the Bidder
Technical Solution
Specifications of the Physical Components
Specifications of the IT Components
Unpriced BOM
Manpower Details
Deviations from the Tender Terms & Conditions
1.1.3.
Commercial Bid
The Commercial Bid, besides the other requirements of the Tender, shall comprise of the following:
Commercial Bid Letter
Breakdown of Cost Components
l.
Bid Prices
a. The Bidder shall indicate in the Performa prescribed, the unit rates and total Bid Prices of
the equipment / services, it proposes to provide under the Contract. Prices should be shown
separately for each item as detailed in Tender Documents.
b. In absence of above information as requested in Clause a above, a bid may be considered
incomplete and be summarily rejected.
c. The Bidder shall prepare the bid based on details provided in the tender documents. It must
be clearly understood that the Scope of Work is intended to give the Bidder an idea about
the order and magnitude of the work and is not in any way exhaustive and guaranteed by
tenderer. The Bidder shall carry out all the tasks in accordance with the requirement of the
tender documents & due diligence and it shall be the responsibility of the Bidder to fully
meet all the requirements of the tender documents. If during the course of execution of the
project any revisions to the work requirements like Technical specifications, Equipment
sizing etc. is to be made to meet the goals of Registration Department - TN project, all such
changes shall be carried out within the current price without any impact to Registration
Department.
li.
Firm Prices
a. Prices quoted in the bid must be firm and final and shall not be subject to any upward
modifications, on any account whatsoever. However, Registration Department reserves
the right to negotiate the prices quoted in the bid to effect downward modification. The Bid
Prices shall be indicated in Indian Rupees (INR) only.
88
b. The Commercial bid should clearly indicate the price to be charged without any
qualifications whatsoever and should include all taxes, duties, fees, levies, works contract
tax and other charges as may be applicable in relation to the activities proposed to be
carried out. It is mandatory that such charges wherever applicable / payable should be
indicated separately in volume III, Section 3.3 Breakdown of Cost Components. However,
should there be a change in the applicable taxes, Registration Department, reserves the
right to negotiate with the Bidder.
c. Prices in any form or by any reason before opening the Commercial Bid should not be
revealed, failing which the offer shall be liable to be rejected. If price change is envisaged
due to any clarification, revised Bid in a separate sealed cover shall be submitted with
prior written permission of Registration Department.
lii.
Bidder Qualification
a. The "Bidder" as used in the tender documents shall mean the one who has signed the
Tender Form. The Bidder may be either the Principal Officer or his duly Authorized
Representative, in either cases he/she shall submit a certificate of authority. All
certificates and documents (including any clarifications sought and any subsequent
correspondences) received hereby, shall, as far as possible, be furnished and signed by
the representative and the principal.
b. It is further clarified that the individual signing the tender or other documents in
connection with the tender must certify whether he/she signs as the Constituted attorney
of the firm, or a company.
c. The authorization shall be indicated by written power-of-attorney accompanying the bid.
d. The power or authorization and any other document consisting of adequate proof of the
ability of the signatory to bind the Bidder shall be annexed to the bid.
e. Any change in the Principal Officer shall be intimated to Registration Department in
advance.
liii.
Period of Validity of Bids

a. Bids shall remain valid for 180 days after the date of opening of Technical Bids prescribed
by Registration Department A bid valid for a shorter period may be rejected as nonresponsive.
b. In exceptional circumstances, Registration Department may request the Bidder(s) for an
extension of the period of validity. The request and the responses thereto shall be made
in writing (or by fax). The validity of EMD shall also be suitably extended.
liv.
Local / Site Conditions

a. It will be incumbent upon each Bidder to fully acquaint himself with the local conditions
and other relevant factors at the proposed Registration Office sites which would have any
effect on the performance of the contract and / or the cost. The Bidders are advised to
visit the proposed locations (at its own cost) and due-diligence should be conducted
before the pre-bid meeting/ bid-submission.
b. The Bidder is expected to make a site visit to the proposed Registration Office sites to
obtain for himself on his own responsibility all information that may be necessary for
preparing the bid and entering into contract. Obtaining such information shall be at
Bidders own cost.
c. Failure to obtain the information necessary for preparing the bid and/or failure to perform
activities that may be necessary for the providing services before entering into contract
will in no way relieve the successful Bidder from performing any work in accordance with
the Tender documents.
d. It will be imperative for each Bidder to fully inform themselves of all legal conditions and
factors which may have any effect on the execution of the contract as described in the
89
bidding documents. The Registration Department shall not entertain any request for
clarification from the Bidder regarding such conditions.
e. It is the responsibility of the Bidder that such factors have properly been investigated and
considered while submitting the bid proposals and that no claim whatsoever including
those for financial adjustment to the contract awarded under the bidding documents will
be entertained by Registration Department and that neither any change in the time
schedule of the contract nor any financial adjustments arising thereof shall be permitted
by Registration Department on account of failure of the Bidder to appraise themselves of
local laws and site conditions.
lv.
Modification and Withdrawal of Bids

a. The Bidder may modify or withdraw its bid after the bid's submission, provided that written
notice of the modification or withdrawal is received by the Registration Department prior
to the last date prescribed for receipt of bids.
b. The Bidders modification or withdrawal notice shall be prepared, sealed, marked and
dispatched in accordance with the provisions of Clause xliii. A withdrawal notice may also
be sent by fax but followed by a signed confirmation copy, post marked not later than the
last date for receipt of bids.
c. No bid may be altered / modified subsequent to the closing time and date for receipt of
bids. Unsolicited correspondences from Bidders will not be considered.
d. No bid may be withdrawn in the interval between the last date for receipt of bids and the
expiry of the bid validity period specified by the Bidder in the Bid. Withdrawal of a bid
during this interval may result in the Bidders forfeiture of its EMD.
lvi.
Opening of Pre qualification Bids

a. An evaluation committee will be formed for verifying the prequalification criteria of the
bids. Decision of the committee would be final and binding upon all the Bidders.
b. Registration Department will open the Pre qualification Bid, in the presence of the
representatives of the Bidders who choose to attend, at the time, date and place, as
mentioned in Invitation for Bids / Important Dates.
c. The Bidders names, modifications, bid withdrawals and the presence or absence of the
requisite EMD and such other details considered appropriate will be announced at the bid
opening.
lvii.
Opening of Technical Bids

a. Registration Department will open the Technical Bid, in the presence of the
representatives of the Bidders who choose to attend, at the time, date and place, as
mentioned in Invitation for Bids / Important Dates.
b. The Bidders names, modifications, bid withdrawals and the presence or absence of other
details considered appropriate will be announced
lviii.
Evaluation of Bids
The evaluation process of the tender proposed to be adopted by the Registration Department is
indicated under this clause. The purpose of this clause is only to provide the Bidders an idea of the
evaluation process that the Registration Department may adopt. However, the Registration
Department reserves the right to modify the evaluation process at any time during the Tender
process, without assigning any reason, whatsoever, and without any requirement of intimating the
Bidders of any such change.
1.1.4.
Preliminary Examination:
a. The Registration Department will examine the bids to determine whether they are
complete, whether the bid format confirms to the Tender requirements, whether any
computational errors have been made, whether required EMD has been furnished,
90
whether the documents have been properly signed, and whether the bids are generally
in order.
b. A bid determined as not substantially responsive will be rejected by the Registration
Department and may not subsequently be made responsive by the Bidder by correction
of the nonconformity.
c. The Registration Department may waive any informality or non-conformity or irregularity
in a bid which does not constitute a material deviation according to the Bidder, provided
such waiver does not prejudice or affect the relative ranking of any Bidder.
1.1.5.
Clarification
When deemed necessary, during the tendering process, the Registration Department, may seek
clarifications or ask the Bidders to make Technical presentations on any aspect from any or all the
Bidders. However, that would not entitle the Bidder to change or cause any change in the substance
of the tender submitted or price quoted.
1.1.6.
Evaluation of Bids
a. Pursuant to the pre-qualification criterion bidders will be short-listed for technical bid.
Technical bids will be opened only for the bidders who succeed the pre-qualification
criterion. The technical bids for the disqualified bidders will be returned unopened at the
address mentioned on the envelopes containing the technical bid.
b. At the stage of technical evaluation, Registration Department will assign points (quality
of services score) to the pre-qualified bidders based on the technical evaluation
criterion prescribed in this RFP. To qualify the technical evaluation stage, the bidder
must score a minimum of 70 marks. The commercial bids of the technically qualified
bidders will then be opened and reviewed to determine whether the commercial bids
are substantially responsive.
c. The evaluation will be made on the basis of Price bid, the lowest bidder (L1) would be
declared successful.
1.1.7.
Technical evaluation Criteria
The following criteria shall be used to evaluate the technical bids. All the bids scoring 70 and above in
the technical evaluation will be qualified for commercial bid opening.
Evaluation will be carried out for the compliance against the Technical Bid. The Technical Bid
will be evaluated based on the compliances filled up in the technical bid and also all the terms
and conditions of the tender. The tenders that do not confirm to the tender conditions and
tenders from firms without adequate capabilities for execution of the work as per tender
requirements shall be liable for rejection straight away, specifying the reason.
The entire documentary proof shall be legible & readable otherwise the document will not be
considered for evaluation.
No content in the documentary proofs should be scored/shaded/deleted/erased otherwise the

document will not be considered for evaluation
Any new historical document will not be accepted for evaluation after opening of the Technical
Bid. However any supporting historical documents for the already submitted document will be
accepted
The Technical Bid will be examined and evaluated by the Technical Evaluation Committee (TEC) as
detailed below.
91
Sl.
Evaluation Parameters
#
A
Organizational Strength
Maximum
Corresponding
Marks
Schedule
30
Average Turnover for Bidder (Prime) from IT related services

which include Software development & support / IT hardware
supply & maintenance / Data Centre establishment &
maintenance / providing network connectivity during the last
three financial years (FY: 2009-2010, FY: 2010-2011, FY:
2011-2012), will be awarded marks as below
>=1000 crore = 10 marks
Schedule A,
>=900 crore but < 1000 crore = 9 marks

1
10
Volume II,
Clause 2.7

>=100 crore but < 200 crore = 1 mark
Evaluation of CVs of Key Resources (Project Director, Project
2.
Manager,
Project
Manager
(Application
Development),
Helpdesk Manager, Training Head, Application Engineer, etc)
Schedule B,
10
Clause 2.7
as detailed in section 12.18 (V) of RFP Vol I
Undertaking from
The Bidder (prime) with minimum of over 10,000 IT

3.
professionals as on 31st December 2012 would be awarded
10
full marks others on prorata basis

B
Volume II,
HR on company
letter head to be
submitted
Project Experience
65
The Bidder (Prime) must have experience in successfully

completed project IT related services (application software
development and maintenance) of minimum project value of
st
INR 5 crores for last 5 years (as on 31 December 2012).

1
Schedule C,
Marks will be awarded as follows,
10
>=5 projects = 10 marks
Volume II,
Clause 2.7
>=4 projects= 9 marks

>=1 project = 6 marks
92
The Bidder (prime or consortium partner) with experience with

2
Facility Management Services in IT domain. FMS project value

of minimum of INR 50 crores would get maximum marks &
Schedule D,
5
Volume II,
Clause 2.7
others would get marks on prorata basis.

The Bidder (Prime) & Consortium Partner having maximum
number of eGovernance project,
i. of value more than INR 5 crores,
ii. either successfully completed or ongoing
iii.
executed
for
Government/Government
Undertaking/PSU/Public sector banks/public sector insurance

companies
iv. covering multiple districts/states (geographically spread) in
India
v. during last 5 years as on 31st December 2012 in India,
The
scope
of
eGovernance
project
for
Undertaking/PSU/Public
any
sector
Schedule E,
10
Volume II,
Clause 2.7
banks/public sector insurance companies should include any

of the following
System integration
application Maintenance services
connectivity
Hardware supply & maintenance
Marks would be awarded as follows
If Total No. of Projects i.e. from both Bidder (Prime) and
Consortium Partner is more than 10 projects then full marks
will be awarded, others would be awarded on prorata basis
The Bidder (Prime) or Consortium Partner must have
experience
in
eGovernance
high
project
value
with
successfully
completed
Undertaking/PSU/Public sector banks/public sector insurance

companies in last 5 years in India,
4
The
scope
of
eGovernance
Schedule F,
project
for
any
Government/Government Undertaking / PSU/ Public sector

banks/public sector insurance companies should include any
of the following
System integration
93
10
Volume II,
Clause 2.7
application Maintenance services

connectivity
Hardware supply & maintenance
Note:
Project should be successfully completed.
Project
should
cover
multiple
districts/states
(geographically spread) in India

Marks would be awarded for only the highest value project
value and summation of project values for multiple projects will
not be allowed.
If project value (excluding Site preparation & electrical
works) is more than INR 150 crores then full marks will be
awarded others would be awarded on prorata basis
The Bidder (Prime) or Consortium Partner must have
experience
in
successfully
completed/ongoing
software
development project for Registration Department with any

state government in last 5 years in India.
5
Total Project Experience of both i.e. Bidder (Prime) +

Consortium Partner
Schedule G,
5
Volume II,
Clause 2.7
No of Registration Projects >= 4 projects = 5 marks

No of Registration Projects = 3 projects = 4 marks
No of Registration Projects = 2 projects = 3 mark
No of Registration Projects = 1 projects = 2 mark
The Bidder (Prime) shall have experience of management of
Server, Storage, Network & Security in Data Centre in last 3
st
years as on 31 December 2012. A maximum of 5 projects will

be awarded full marks.
6
Schedule H,
No of projects >=5 then = 5 marks
No of projects =4 then = 4 marks
Volume II,
Clause 2.7

The Bidder (Prime) shall have experience of management of
IT Disaster Recovery Operations in last 3 years as on 31
st
December 2012. A maximum of 3 such projects will be

7
awarded full marks.
Schedule I,
5
No of projects >=3 = 5 marks
Volume II,
Clause 2.7
No of projects =2 = 3 marks
94
The Bidder (Prime) shall have experience in successfully

completed Data Migration from legacy system of any State or
Central Government/ Government Undertaking/ PSU/ Public
sector banks/public sector insurance companies, in the last 5
st
years as on 31
8
December 2012. A maximum of 5 Data
migration projects will be awarded full marks.
Schedule J,
5
No of projects >=5 then = 5 marks
Volume II,
Clause 2.7

The Bidder (Prime) shall have experience of System
Integration (experience in rendering end-to-end integration of
Application
software,
hardware
supply/maintenance)
for
projects worth more than INR 5 crore in the last 5 years as on

st
31 December 2012. A maximum of 6 such completed projects

9
will be awarded full marks
Schedule K,
10
No of projects >=6 = 10 marks
Clause 2.7
No of projects =2= 5 marks
D.
Bidders value Proposition

Bidders understanding the requirements, approach and
methodology and comprehensive proposal will be awarded
marks by the Committee based on the details provided by the
Bidder. Brief evaluation parameters would be
1. Value Proposition in IT servers specification over and
above minimum specification provided in RFP (2
marks)
2. Proposition for DR process optimisation w.r.t RTO with

clear technical solution to backup the same. If
proposed
bidder
agrees
Volume II,
to
comply
requirement of RTO = 15 minutes
RPO = 15 mins = 0 marks
RPO = 14 mins = 0.5 marks
RPO = 13 mins = 1 marks
RPO = 12 mins = 1.5 marks
95
with
RFP
RPO <= 11 mins = 2 marks
3. Robust Solution Architecture integration with SSDG/

eDistrict / Land Records under NLRMP (1 mark)
Total Marks
100
*If needed, the bidders may be asked to provide National Skill Registry details of the all their
employees for which certificate has been furnished by their HR.
Those Bidders who scored 70% or more in the Technical Bid as well as cleared the sectional cut-offs
of 70% or more in the following two sections viz. Organization Strength and Project Experience will be
called as Technically Qualified Bidders and those Bidders alone will be taken for further
evaluation.
The technically qualified Bidder alone will be informed of the date of opening of the Price
Bid. The Price Bids of technically qualified Bidder will alone be opened and evaluated.
The decision of Registration Department will be final in this regard
1.1.8.
Evaluation of CVs of Key Resources
The key personnel should meet the following minimum profile requirements. The individual resources
can be deployed on need basis.
Project Director
S.No.
Maximum
marks
Description
1
2
Educational Qualification: B.Tech/B.E /MCA +

MBA
PMP/PRINCE Certification
1
2
Relevant year of experience: 20 years or more (full

marks) and less than 20 years (prorata marks)
Relevant experience in delivering large web-based

transactional systems involving delivery of services
: 4 projects or more (full marks) and less than 4
projects (prorata marks)
Project Manager
S.No.
Maximum
marks
Description
1
2
Educational Qualification: B.Tech/B.E / MCA +

MBA
PMP/PRINCE Certification
1
2

96
4
5

transactional systems involving delivery of
services: 3 projects or more (full marks) and less
than 3 projects (prorata marks); Minimum one
project should be with any State or Central
Government/ Government Undertaking/ PSU/
Public sector banks/public sector insurance
companies
Ability to Read write & speak in Tamil (local
language)
3
1
Project manager (Application Development)
S.No.
1
2
3
4
5
Maximum
marks
Description
Educational Qualification: B.Tech/B.E /MCA
OEM Certification such as MCSE
than 3 projects (prorata marks); Minimum one
project should be with any State or Central
Government/ Government Undertaking/ PSU/
Public sector banks/public sector insurance
companies
language)
1
2
3
3
1
Database expert/administrator
S.No.
Maximum
marks
Description
Educational Qualification: B.Tech/B.E in

IT/Computer Science /ECE/MCA
OEM Certification such as MCDBA/ORACLE/IBM
certified (certification should be relevant to the
solution proposed)

Relevant experience in delivering large webbased

transactional systems: 4 projects or more (full
marks) and less than 4 projects (prorata marks)
System Administrator
S.No.
Maximum
marks
Description
97

IT/Computer Science /ECE/MCA
OEM Certification such as MCSA/other relevant
certification


than 4 projects (prorata marks)
1
2
Network Expert/Administrator
S.No.
Maximum
marks
Description
1
2
Educational Qualification: B.Tech/B.E /MCA

OEM Certification such as CCNP/CCSP/CCIE
1
2

4
5

than 3 projects (prorata marks)
language)
3
1
Helpdesk manager
S.No.
Maximum
marks
Description
Educational Qualification: B.Tech/B.E / MCA/MSc

IT/Computer Science

3
4
Relevant experience in L1/L2 support services for

citizens with English and local language: 4 projects
or more (full marks) and less than 4 projects
(prorata marks)
language)
4
1
Training Head
S.No.
1
Maximum
marks
Description
Educational Qualification: B.Tech/B.E./ MCA/MSc
IT/Computer Science
98
ITIL Certification or equivalent

Relevant experience in managing training

exercises for more than 1000 people in a project: 3
projects or more (full marks) and less than 3
projects (prorata marks)
language)
4
5
3
1
Software Programmers Applicable to the three programmers to be placed at IGR office
S.No.
Maximum
marks
Description

IT/Computer Science or MCA
Certifications such as CCP/JAVA certified/other
relevant certifications

Relevant experience in software development in

the proposed platform: 3 projects or more (full
marks) and less than 3 projects (prorata marks)
language)
4
5
1
2
3
3
1
Total marks allotted to the all the personnel is 90. This shall be scaled down to 10 for consideration
while calculating the technical qualification marks. It should be noted that the resources proposed in
the RFP should only be deployed for the project implementation at the Registration Department in
Chennai or DR center or other locations within Tamil Nadu. In case of any change in the original
proposed resource, a prior approval from the department should be taken and only a better resource
can be considered for change. The department can approve the change of a resource if the resource
has resigned or has an exceptional reason for change but still SI insists on a change, the department
can levy a penalty of 10 lakhs per change of resource.
1.1.9.
1.1.10.
Evaluation of Commercial Bids
The Price Bid consists of two sections detailed below
Section 1
1. Part A calls for the Bid to develop, test and implement software, hardware installation
at SDC, establishment of connectivity infrastructure, data migration, training
expenses.
2. Part B calls for the OPEX over 5 years against Part A as applicable.
Section 2
99
1. Part D calls for bid for Total Cost infrastructure procurement for all registration Offices
in multiple phases which constitutes Cost of infrastructure procurement
2. Part E calls for cost of manpower outsourcing over a 5 year period
3. Part F calls for AMC over 5 years against Part D as applicable
Part G (Part C + Part D + Part E) constitutes the Grand Total Value of Price Bid
Section 3
1. Part G calls for rate contract of hardware and manpower cost for outsourcing
Part H (Part C + Part D + Part E + Part F + Part G) constitutes the Grand Total Value
of Price Bid
The Price Bid evaluation will be carried out as stated below
a) Arithmetical errors will be rectified on the following basis:

If there is any discrepancy between unit price and the total price i.e. obtained by
multiplying the unit price and the quantity, the unit price shall prevail and the total price
shall be corrected and will be taken for evaluation. If the Bidder does not accept the
correction of the errors, their tender will be rejected.
b) The Price Bid evaluation shall include all central duties such as customs duty and central
excise duty and sales tax as a part of the price as detailed below:
i. In evaluation of the price of an imported item, the price shall be determined
inclusive of the customs duty.
ii. In evaluation of the prices of articles that are subject to excise duty, the price
shall be determined inclusive of such excise duty.
iii. Against this tender where all the Bidders are from within the State of Tamil
Nadu or where all the Bidders are from outside the State of Tamil Nadu, the
sales tax shall be included for the evaluation of the price.
iv. Against this tender where the Bidders are both from the State of Tamil Nadu
as well as from outside the State of Tamil Nadu, the sales tax shall be
excluded for the evaluation of the price.
The Price Bids of the technically qualified Bidders in the Technical Bid evaluation alone
will be opened and evaluated.
The value of the Price Bid as specified above will be taken as reference for evaluation of
the Price Bid.
1.1.11.
Final Evaluation of Bid
The overall bid value will be calculated as follows:The Final Evaluation will be done on Quality-cum-Cost-Based-System (QCBS) with the
weightage of Technical & Price Bid score in the ratio 60:40. The final evaluation of shall be
done as described below,
The marks scored in Technical Bid will be evaluated as follows:
100
TN = TB / TMax * 100
TN
= Normalized technical score of the bidder under consideration
TB
= Evaluated technical score for the bidder under consideration
TMax = Maximum technical score for any bidder
For Technically Qualified Bidders, the commercial scores will be calculated as

FN = FMin / FB * 100
Where
FN
= Normalized financial score of the bidder under consideration
FB
= Evaluated cost for the bidder under consideration
FMin = Minimum evaluated cost for any bidder
Both the Technical Bid mark & Price Bid mark will be added to arrive at the total mark
as follows:
BN = 0.6 * TN + 0.4 * FN
Where
BN = overall score of bidder under consideration
TN = Normalized technical score for the bidder under consideration
FN = Normalized financial score of the bidder under consideration
The total mark will be arranged in the descending order. The Highest scorer (H1) will be
declared as the Successful Bidder.
lix.
Negotiations with the successful Bidder

As per the evaluation criteria specified above in this Tender Document, selection of the
Successful Bidder will be made and such Bidder will be called for negotiations for
improvement of scope of work and commercial terms. Registration Department reserves the
right to negotiate with the Bidder.
While negotiating the following aspects are to be considered:
i. To improve the Service Level Agreement (SLA) and the Quality of Services (QoS).
ii. Further reduction in the offer submitted.
iii. Advancing the commissioning schedule.
iv. To improve the quantity
v. Scope of training offered.
lx.
Post Qualification and Award Criteria

a. An affirmative determination will be a prerequisite for award of the Contract to the Bidder.
A negative determination will result in rejection of the Bidders bid, in which event; the
Registration Department will proceed to the next best evaluated bid to make a similar
determination of that Bidders capabilities to perform satisfactorily.
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b. The Registration Department is not bound to accept the best evaluated bid or any bid and
reserves the right to accept any bid, wholly or in part.
lxi.
Right to Vary Scope of Contract at the time of Award

a. The Registration Department may at any time, by a written order given to the Bidder,
make changes to the scope of the Contract as specified.
b. If any such change causes an increase or decrease in the cost of, or the time required for
the Bidders performance of any part of the work under the Contract, whether changed or
not changed by the order, an equitable adjustment shall be made in the Contract Value or
time schedule, or both, and the Contract shall accordingly be amended. Any claims by
the Bidder for adjustment under this Clause must be asserted within thirty (30) days from
the date of the Bidders receipt of the Registration Department changed order.
lxii.
Right to Accept Any Bid and to Reject Any or All Bids

a. The Registration Department reserves the right to accept any bid, and to annul the
Tender process and reject all bids at any time prior to award of Contract, without thereby
incurring any liability to the affected Bidders or any obligation to inform the affected
Bidders of the grounds for the Registration Department action.
b. The TN Registration Department reserves the right to negotiate the commercials with the
selected Bidder and seek revised commercial bid.
lxiii.
Notification of Award - Letter of Acceptance

a. Prior to the expiration of the period of bid validity, the Registration Department - Tamil
Nadu will notify the successful Bidder in writing by sending a Letter of Acceptance (LOA)
using registered letter or by fax, to be confirmed in writing by registered letter, that its bid
has been accepted.
b. The commissioning period accepted will be counted from the date of issue of LOA.
c. The notification of award will constitute the formation of the Contract.
d. Upon the successful Bidders furnishing of Bank Guarantee for contract performance the
Registration Department - Tamil Nadu may notify unsuccessful Bidders and will discharge
their EMD
lxiv.
Forfeiture of Earnest Money Deposit

If the Successful Bidder fails to act according to the tender conditions or backs out after his
tender has been accepted, his Earnest Money Deposit will be forfeited to Registration
Department.
lxv.
Signing of Contract
a. At the same time as the Registration Department - Tamil Nadu notifies the successful
Bidder that its bid has been accepted, the Registration Department - Tamil Nadu will send
the Bidders the Proforma for Contract provided in the Tender Document, incorporating all
agreements between the parties.
b. Within 7 days of receipt of the Contract, the successful Bidder shall sign and date the
Contract and return it to the Registration Department - Tamil Nadu. If the same is not
executed within seven working days, the Earnest Money Deposit (EMD) of the Bidder will
be forfeited and their tender will be held as non responsive and the tender is liable for
rejection.
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lxvi.
Release of Work Order

After the execution of the agreements specified in the Tender Document and after receipt of
the Security Deposit remittance, Registration Department will release the formal Work Order
to the Successful Bidder on behalf of GoTN.
lxvii.
Bank Guarantee for Contract Performance

a. Within 15 days of the receipt of LOA from the Registration Department - Tamil Nadu, the
successful Bidder shall furnish the performance security in accordance with the Terms &
Conditions of Contract, in the Contract Performance Bank Guarantee prescribed at
Volume II, Section 2.11.
b. Failure of the successful Bidder to comply with the requirement of this Clause shall
constitute sufficient grounds for the annulment of the award and forfeiture of the EMD. In
case of exigency, if the Registration Department - Tamil Nadu .gets the work done from
elsewhere, the difference in the cost of getting the work done will be borne by the
successful Bidder.
lxviii.
Contract Period
The Contract will be valid during the implementation period and the operation period of five
years from the date of Go-Live.
lxix.
Rejection Criteria
The right of final acceptance of the tender is entirely vested with the Registration Department
who reserves the right to accept or reject any or all of the tenders in full or in parts without
assigning any reason whatsoever. There is no obligation on the part of Registration
Department to communicate with rejected Bidders. After acceptance of the tender by
Registration Department, the Bidder should have no right to withdraw his tender, or claim
higher price. The tender approving authority may also reject all the tenders for reasons such
as change in scope of work, new technologies, and lack of anticipated financial resources,
court orders, accidents or calamities and other unforeseen circumstances.
Besides other conditions and terms highlighted in the tender document, bids may be rejected
under following circumstances:
1.1.12.
General Rejection Criteria
a. Bids submitted without EMD or with improper EMD

b. Conditional Bids
c. If the information provided by the Bidder is found to be incorrect / misleading at any
stage / time during the Tendering Process
d. Any effort on the part of a Bidder to influence the bid evaluation, bid comparison or
contract award decisions
e. Bids received by the Registration Department - Tamil Nadu, after the last date
prescribed for receipt of bids.
f. Bids without signature of person (s) duly authorized on required pages of the bid
g. Bids without power of authorization and any other document consisting of adequate
proof of the ability of the signatory to bind the Bidder.
1.1.13.
Technical Rejection Criteria
a. Technical Bid containing commercial details.

b. Revelation of Prices in any form or by any reason before opening the Commercial Bid
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c.
Failure to furnish all information required by the Tender Document or submission of a

bid not substantially responsive to the Tender Document in every respect.
d. Bidders not quoting for the complete scope of Work as indicated in the Tender
documents, addendum (if any) and any subsequent information given to the Bidder.
e. Bidders not complying with the Technical and General Terms and conditions as
stated in the Tender Documents.
f. The Bidder not confirming unconditional acceptance of full responsibility of providing
services in accordance with the Scope of work and Service Level Agreements of this
tender.
g. If the bid does not confirm to the timelines indicated in the bid.
1.1.14.
Commercial Rejection Criteria
a. Incomplete Price Bid

b. Price Bids that do not conform to the Tenders price bid format.
c. Total price quoted by the Bidder does not include all statutory taxes and levies
applicable.
d. If there is an arithmetic discrepancy in the commercial bid calculations the
Registration Department - Tamil Nadu shall rectify the same. If the Bidder does not
accept the correction of the errors, its bid may be rejected.
lxx.
Concessions permissible under statutes

Bidder, while quoting against this tender, must take cognizance of all concessions
permissible under the statutes including the benefit under Central Sale Tax Act, 1956,
failing which it will have to bear extra cost where Bidder does not avail concessional rates
of levies like customs duty, excise duty, sales tax, etc. Registration Department - Tamil
Nadu will not take responsibility towards this. However, Registration Department - Tamil
Nadu may provide necessary assistance, wherever possible, in this regard.
lxxi.
Income tax liability

a. The bidder will have to bear all Income Tax liability both corporate, service and personal
tax.
b. Proprietary rights
c. The bidder/supplier shall indemnify the tenderer against all third party claims of
infringement of patent, copyright, trademark and trade designs arising from use of the
goods or any part thereof in India.
d. The Bidder shall indemnify the tenderer against all third-party claims of infringement of
patent, trademark or industrial design and intellectual property rights arising from the use
of the Goods or any part thereof.
e. Additional information/clarification - Tenderer reserves the right to ask for any additional
information, as it may deem necessary to evaluate the bid proposal. Bidders that fail to
submit additional information or clarification as sought by evaluation committee within 10
days of the receipt of tenderers letter requesting for such additional information and/or
clarification, their bids will be evaluated based on the information furnished along with the
bid proposal.
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13.
Model Master Service Level Agreement
Format of the contract to be entered between successful bidder and Registration Department TN is given below:
This CONTRACT is made and entered into on this ..day of .. by and between Registration
Department - Tamil Nadu, (hereinafter referred to as Registration Department - Tamil Nadu which
expression shall include its successors, administrators, executors and assignees) on the one part and
M/s ., a company registered under the companies Act with its Registered office at
referred to as the SYSTEM INTEGRATOR (which expression shall include its successors,
administrators, executors and permitted assignees) on the other part.
Whereas Registration Department - Tamil Nadu is desirous of software development, hardware
supply & maintenance for carrying out Registration Department TN, IT operations conforming to
specifications as set forth in the Scope of Work in tender document Vol-I.
And Whereas the SI represents that it has the necessary capabilities for carrying out Registration
Department - TN IT operations as referred to herein and has submitted a bid for providing the required
services against Tender No. all in accordance with the terms and conditions set forth herein
and any other reasonable requirements of the Registration Department - Tamil Nadu from time to
time.
And Whereas Registration Department - Tamil Nadu has accepted the bid of the SI and has placed
Letter of Intent /Notification of Award vide its letter .. Dated. On the SYSTEM INTEGRATOR.
Now it is hereby agreed to by and between the parties as under:
lxxii.
Definitions:
In this Contract, the following terms shall be interpreted as indicated:
a. Business Day means any day that is not a Sunday or a public holiday (as per the official
holidays observed by Registration Department - Tamil Nadu);
b. Confidential Information means any information disclosed to or by any Party to this
Contract and includes any information in relation to the Parties, a third party or any
information with regard to any registrant, or any other person who is covered within the
ambit of any legislation related to Registration Department, Government of Tamil Nadu
including any such information that may come to the knowledge of the Parties hereto /
Bidders Team by virtue of this Contract that:
i. is by its nature confidential or by the circumstances in which it is disclosed
confidential; or
ii. is designated by the disclosing Party as confidential or identified in terms
connoting its confidentiality;
but does not include information which is or becomes public knowledge other than by a
breach of this Contract;
c. Contract means the Agreement entered into between the Registration Department Tamil Nadu and the System Integrator as recorded in the Contract form signed by the
Registration Department - Tamil Nadu
and the System Integrator including all
attachments and Annexes thereto, the Tender and all Annexes thereto and the agreed
terms as set out in the bid, all documents incorporated by reference therein and
amendments and modifications to the above from time to time;
d. System Integrators Representative means the person or the persons appointed by the
SI from time to time to act on its behalf for overall co-ordination, supervision and project
management.
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e. Document means any embodiment of any text or image however recorded and includes
any data, text, images, sound, voice, codes or and databases or microfilm or computer
generated micro fiche.
f. Effective Date means the date on which this Contract is signed and executed by the
parties hereto. If this Contract is executed in parts, then the date on which the last of such
Contracts is executed shall be construed to be the Effective Date;
g. Intellectual Property Rights means any patent, copyright, trademark, trade name,
design, trade secret, permit, service marks, brands, propriety information, knowledge,
technology, licenses, databases, computer programs, software, know how or other form of
intellectual property right, title, benefits or interest whether arising before or after the
execution of this Contract and the right to ownership and registration of these rights;
h. Kick Off Meeting means a meeting convened by the Registration Department - Tamil
Nadu to discuss and finalize the work execution plan and procedures with System
Integrator.
i. The SI means the company with whom the order has been placed for providing Services
as specified in this tender/contract and shall be deemed to include the System Integrator's
successors, representatives (approved by the Registration Department - Tamil Nadu), heirs,
executors, administrators and permitted assigns, as the case may be, unless excluded by
the terms of the contract.
j. System Integrators Team means the successful Bidder who has to provide services to
the Registration Department - Tamil Nadu under the scope of this Tender / Contract. This
definition shall also include any and/or all of the employees of Bidder, their authorized
agents and representatives and approved Sub-Implementation Agencies or other personnel
employed or engaged either directly or indirectly by the SI for the purposes of the Contract.
k. Parties means the Registration Department - Tamil Nadu and the SI and Party means
either of the Parties;
l. Service means facilities/services to be provided as per the requirements specified in this
tender document and any other incidental services, such as installation, implementation,
maintenance, provision of technical assistance and other such obligations of the SI
covered under the Contract;
m. Service Specification means and include detailed description, statements to technical
data, performance characteristics, and standards as applicable and as specified in the
Contract as well as those specifications relating to Industry standards and codes applicable
to the performance of the work, work performance quality and the specifications affecting
the works or any additional specification required to be produced by the SI to meet the
design criteria.
n. Sub-System Integrator means any person or persons or firm/company or their legal
representatives, successors, assignees to which part of the contract has been outsourced
by the SI after necessary consent of Registration Department - Tamil Nadu
o. The Contract Price/Value means the price payable to the SI under the Contract for the
full and proper performance of its contractual obligations;
p. State Govt shall mean Registration Department - Tamil Nadu and shall include its legal
representatives, successors and permitted assignees.
q. State Govts Representative shall mean the person appointed by the Registration
Department - Tamil Nadu from time to time to act on its behalf at the site for overall
coordination, supervision and project management at site.
lxxiii.
Interpretation
In this Contract unless a contrary intention is evident:
a. the clause headings are for convenient reference only and do not form part of this Contract;
b. unless otherwise specified a reference to a clause number is a reference to all of its subclauses;
c. unless otherwise specified a reference to a clause, sub-clause or section is a reference to a
clause, sub-clause or section of this Contract including any amendments or modifications to
the same from time to time;
106
d.
e.
f.
g.
a word in the singular includes the plural and a word in the plural includes the singular;
a word importing a gender includes any other gender;
a reference to a person includes a partnership and a body corporate;
a reference to legislation includes legislation repealing, replacing or amending that
legislation;
h. where a word or phrase is given a particular meaning it includes the appropriate
grammatical forms of that word or phrase which have corresponding meanings.
i. in the event of an inconsistency between the terms of this Contract and the Tender and the
Bid, the terms hereof shall prevail.
lxxiv.
Conditions Precedent
a.
b.
c.
d.
e.
lxxv.
This Contract is subject to the fulfillment of the following conditions precedent by the
System Integrator.
Furnishing of an unconditional and irrevocable and continuing Bank Guarantee for Contract
Performance of the sum of Rs. _____/- (10% of the total contract value), in a form and
manner acceptable to the Registration Department - Tamil Nadu (Refer Clause lxxxv) which
would remain valid until such time and be renewable as may be stipulated by the
Registration Department - Tamil Nadu.
Execution of a Deed of Indemnity in terms of Clause xcvii of this Contract
Obtaining of all statutory and other approvals required for the performance of the Services
under this Contract
Where the designated SI is a subsidiary of a company or a member of a group of
companies or is a joint venture company or is special purpose vehicle (SPV) [formed to
execute the obligations under this Contract] and where the Registration Department - Tamil
Nadu may specify (on account of the System Integrators failure to fulfill all selection criteria
specified in the Tender), the parent or flagship company/ majority shareholder of such SI
having furnished an unconditional, irrevocable and continuing bank guarantee of an amount
equivalent to Rs ___/- on behalf of the SI in a form and manner acceptable to the
Registration Department - Tamil Nadu which would remain valid until such time, beyond
the term of the Contract, as may be stipulated by the Registration Department - Tamil Nadu
.
The Registration Department - Tamil Nadu reserves the right to waive any or all of the
conditions specified in 13.3 above in writing and no such waiver shall affect or impair any
right, power or remedy that the Registration Department - Tamil Nadu may otherwise have.
Representations & Warranties

In order to convince the Registration Department - Tamil Nadu to enter into this Contract, the SI
hereby represents and warrants as of the date hereof, which representations and warranties
shall survive the term and termination hereof, the following:
a. That the SI has the requisite experience in providing software development and
maintenance services, the technical know-how and the financial wherewithal, the power and
the authority that would be required to successfully provide the Services sought by the
Registration Department - Tamil Nadu for the purposes of this Contract.
b. That the SI is not involved in any major litigation or legal proceedings, pending, existing,
and potential or threatened, that may have an impact of affecting or compromising the
performance or delivery of Services under this Contract.
c. That the representations and warranties made by the SI in the bid or will be made in this
contract are and shall continue to remain true and fulfill all the requirements as are
necessary for executing the obligations and responsibilities as laid down in the Contract and
the Tender and unless the Registration Department - Tamil Nadu specifies to the contrary,
the SI shall be bound by all the terms of the Bid and the contract through the term of the
contract.
107
d. That the SI has the professional skills, personnel and resources/authorizations that are
necessary for providing all such services as are necessary to fulfill the Scope of Work
stipulated in the Tender and this Contract.
e. That there shall not be any privilege, claim or assertion made by a third party with respect to
right or interest in, ownership, mortgage or disposal of any asset, property, movable or
immovable as mentioned in any Intellectual Property Rights, licenses and permits.
f. That the SI shall use such assets of the Registration Department - Tamil Nadu as the
Registration Department may permit for the sole purpose of execution of its obligations
under the terms of the Bid, Tender or this Contract. The SI shall however, have no claim to
any right, title, lien or other interest in any such property, and any possession of property for
any duration whatsoever shall not create any right in equity or otherwise, merely by fact of
such use or possession during or after the term hereof.
g. That the SI shall procure all the necessary permissions and adequate approvals and
licenses for use of various software and any copyrighted process/product free from all
claims, titles, interests and liens thereon and shall keep the Registration Department - Tamil
Nadu indemnified in relation thereto.
h. That the execution of the Services and the Scope of work herein are and shall be in
accordance and in compliance with all applicable laws.
i. That all conditions precedent under the Contract has been satisfied.
j. That neither the execution and delivery by the SI of the Contract nor the System Integrators
compliance with or performance of the terms and provisions of the Contract
will contravene any provision of any Applicable Law or any order, writ, injunction or
decree of any court or Governmental Authority binding on the System Integrator,
will conflict or be inconsistent with or result in any breach of any or the terms,
covenants, conditions or provisions of, or constitute a default under any Contract,
Contract or instrument to which the SI is a party or by which it or any of its property or
assets is bound or to which it may be subject or
will violate any provision of the Memorandum and Articles of Association of the System
Integrator.
k. That the SI certifies that all registrations, recordings, filings and notarizations of the Contract
and all payments of any tax or duty, including without limitation stamp duty, registration
charges or similar amounts which are required to be effected or made by the SI which is
necessary to ensure the legality, validity, enforceability or admissibility in evidence of the
Contract have been made.
l. That the SI owns, has license to use or otherwise has the right to use, free of any pending
or threatened liens or other security or other interests all its Intellectual Property Rights,
which are required or desirable for performance of its services under this contract and
regarding the same the SI does not, so far as the SI is aware, in carrying on its business
and operations, infringe any Intellectual Property Rights of any person. So far as the SI is
aware, none of the Intellectual Property Rights, owned or enjoyed by the SI or which the SI
is licensed to use, which are material in the context of System Integrators business and
operations for the performance of this contract are being infringed nor, so far as the SI is
aware, is there any infringement or threatened infringement of those Intellectual Property
Rights licensed or provided to the SI by any person. All Intellectual Property Rights (owned
by the SI or which the SI is licensed to use) required by the SI for the performance of the
contract are valid and subsisting. All actions (including registration, payment of all
registration and renewal fees) required to maintain the same in full force and effect have
been taken thereon and shall keep the Registration Department - Tamil Nadu indemnified in
relation thereto.
m. That time is the essence of the Contract and hence the SI shall at all times maintain
sufficient manpower, resources, and facilities, to provide the Services in a workmanlike
manner on a timely basis.
n. That its security measures, policies and procedures are adequate to protect and maintain
the confidentiality of the Confidential Information.
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o. That in providing the Services or deliverables or materials, neither SI nor its agent, nor any
of its employees, shall utilize information which may be considered confidential information
of, or proprietary to, any prior employer or any other person or entity;
lxxvi.
Execution of Work Order

a. In the event of tender being submitted with consortium of partners, the primary Bidder
alone will be liable or responsible to the Department for due fulfilment of terms and
conditions of the tender including installation, commissioning, operation, management
and maintenance of the entire project.
b. The Successful Bidder should nominate and intimate Department a Project Manager
specifically to handle the Work Order from Department and ensure that he fully
familiarizes with the terms and conditions of the tender, scope of work, Work Order and
the guidelines, and is responsible to effectively execute the Work Order complying all the
terms and conditions.
c.
In the event of tender being submitted with consortium of partners, the consortium cannot
change its constituent partners during the execution of the work order.
lxxvii.
Assigning of Tender Whole or In Part

The Successful Bidder should not assign or make over the contract, the benefit or burden
thereof to any other person or persons or body corporate except declared consortium partners.
They should not underlet or sublet to any person/s or body corporate except declared
consortium partners for the execution of the contract or any part thereof unless a proper
approval for subletting is obtained from the Registration Department TN.
lxxviii.
Scope of work/contract
Scope of the CONTRACT shall be as defined in the RFP Ref No xxx/File-xx/xx and the
Corrigendum / Addendum issued with respect to this RFP.
lxxix.
General Requirement
The Bidder shall review the FRS and RFP before the Pre-Bid
The service delivery shall be of the highest quality.
The Bidder should make his own arrangements to obtain all the material required for
this work such as PCs, printers, scanners, adequate human resource, stationery deemed
necessary at various stages of the project.
The Successful Bidder at his own cost shall also arrange all stationary, projectors,
drinking water.
All hardware and software supplied by the bidder shall be properly stored by the
bidder and they shall be responsible for its safe custody it is supplied to the respective
Registration Offices.
All necessary use/test cases for the unit and integration testing shall be designed and
prepared by the bidder under the guidance of the department/consultant.
109
It shall be obligatory for the Bidder to furnish Certificate, if demanded by the

Department/Consultant from manufacturer or the material supplier that the work has
been carried out by using their material and as per their Recommendation
All electrical materials conforming to the Indian Standard Specification shall be used and
the materials must comply with relevant standard specifications
lxxx.
Deviations
The tender should be for the complete scope of work and services. However, in case of any
minor deviations, the Bidder should clearly and separately state the item that is in deviations in
their tender. This should be clearly stated under deviations head quoting the index and serial
references in Technical Specifications. Any deviation mentioned elsewhere in the tender but
not clearly stated under this section should not be considered. The Bidder should also clearly
indicate the services and utilities to be provided by the Department including their obligations,
if any. Department reserves the right to consider or reject these deviations of the tender.
lxxxi.
Training
Training will be provided by the selected bidder to the government officials according to the
need basis. All the training materials (Soft copy & Hard copy) will be provided by the SI.
Detailed training schedule is provided as a part of scope of work defined in this bid
lxxxii.
Licenses
In case of Foreign Supplies, the Successful Bidder should arrange necessary import license
and other clearances.
All the licenses related to software and hardware procured for registration department should
be transferred to Registration Department and should be perpetual licenses.
lxxxiii.
Storage & Risk

The Successful Bidder should make arrangements for transportation of Hardware/Software etc,
to site and build their own stores for the intermediate storage of equipment, maintain the stores
and all related documents and records, transport the equipment to site. SI shall at his own
expense adopt suitable Risk Management methodology to mitigate all risks assumed by the SI
under this CONTRACT. SI shall underwrite all the risk related to its personnel deputed under
this CONTRACT as well as equipment and components of the registration department,
procured for the Department, equipment, tools and any other belongings of the SI or their
personnel during the entire period of their engagement in connection with this CONTRACT and
take all essential steps to reduce and mitigate the risk. Tendering Authority or State
Government will have no liability on this account.
lxxxiv.
Duration of the contract:

The CONTRACT shall remain valid for implementation period till Go-Live and for another 5
years or more in case of extension from the date of Final Acceptance Certificate issued by
Registration Department - TN.
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lxxxv.
Contract Performance Guarantee/Security Deposit

The Successful Bidder will be required to remit the Security Deposit equivalent to 5% of the
value of the work order inclusive of EMD by way of demand draft payable to Registration
Department, Chennai (or) in the form of unconditional irrevocable Bank Guarantee as per the
sample format valid for a period of six years from the date of LOA, with in fifteen days from the
date of LOA. If the accepted Bidder fails to remit the Security Deposit within the above said
period, their tender will held void and the Earnest Money Deposit remitted by them will be
forfeited to Registration Department.
lxxxvi.
System Integrators Obligations

a. SI should perform the Services specified by the Registration Department - Tamil Nadu and
make available the necessary equipment / facilities / services as may be necessary and
other Scope of work requirements as specified in the tender and changes thereof.
b. The SI shall ensure that the System Integrators Team is competent, professional and
possesses the requisite qualifications and experience appropriate to the task they are
required to perform under this Contract. The SI shall ensure that the Services are
performed through the efforts of the System Integrators Team, in accordance with the
terms hereof and to the satisfaction of the Registration Department - Tamil Nadu. Nothing in
this Contract relieves the SI from its liabilities or obligations under this Contract to provide
the Services in accordance with the Registration Department - Tamil Nadu directions and
requirements and as stated in this Contract and the Bid to the extent accepted by the
Registration Department - Tamil Nadu and the SI shall be liable for any non-performance,
non-compliance, breach or other loss and damage resulting either directly or indirectly by or
on account of its Team.
c. Warranty - The equipment supplied would carry onsite comprehensive OEM warranty for
the entire duration of the contract as mentioned in section 13.13. The supplied software
shall carry warranty/support as per the agreement between the Registration Department,
Tamil Nadu and the software OEMs.
d. Third party claims - The selected System Integrator(s) shall indemnify Registration
Department against all third-party claims of infringement of patent, trademark or industrial
design rights arising from use of the Goods or any part thereof in India.
e. Delivery and documentation - Delivery of Goods shall be made by the selected System
Integrator strictly in accordance with the specifications of the tender document or in case of
deviations, the specifications approved and accepted by the Registration Department. The
SI should also provide a. detailed design document containing details pertaining to
application, network and security; b. Database architecture that includes detailed about
clustering, mirroring, backup strategies, data structure definitions, data dictionary as per
standards laid down by govt. of TN/India; c. Data Architecture containing interface and
integration architecture; d. Detailed system requirement specifications (SRS).
f. Ownership of equipments - All the equipments provided by the selected agency(s) shall
virtually have the right to use of the property by Registration Department throughout the
contract period though the ultimate transfer may come much later, after the expiry of the
contract period. The selected agency will therefore not shift, move, and transfer the
equipments without the prior consent of the Registration Department. Such a request by the
System Integrator should be made with suitable justification and reasoning. However, the
System Integrator will be allowed to carry out normal maintenance activities as scheduled. It
should be noted that if equipment has to be replaced, the replacement must have a
manufacturing date later than the equipment being replaced and the configuration of the
replacement should be same or higher. Information about all such replacements along with
reasons for should be provided in writing to Registration Department.
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Ownership of all the data created during the period of contract shall be the property of the
Registration Department, however, the responsibility of its maintenance, updation,
correctness and backup would be that of System Integrator.
No third party interest in any form (lien, mortgage, hypothecation etc.) without the prior
approval and consent of the Department, can be created on the assets, equipments etc.
installed by the selected agency (s).
g. The System Integrator is required to ensure that at least one Senior Staff (Project Leader /
Project Manager) who is capable of decision making and required coordination on day-today operations of the project are seated full-time at Department Office in Chennai, for the
rollout and O&M of the project.
h. Interpretation of Clauses - In case of any ambiguity in the interpretation of any of the
clauses in the tender document, the interpretation of the clauses by Authorized
Representative of Registration Department shall be final and binding on all parties.
lxxxvii.
System Integrators Representative

The System Integrators representative shall have all the powers requisite for the performance
of services under this contract. The System Integrators Representative shall liaise with the
Registration Department - Tamil Nadu Representative for the proper coordination and timely
completion of the works and on any other matters pertaining to the works. He will extend full cooperation to Registration Department - Tamil Nadu representative in the manner required by
them for supervision/inspection/observation of the facilities, equipment/material, procedures,
performance, reports and records pertaining to the works. He shall also have complete charge
of the System Integrators personnel engaged in the performance of the works and to ensure
internal discipline, compliance of rules, regulations and safety practice. He shall also coordinate and co-operate with the other Service Providers/Vendors of the Registration
Department - Tamil Nadu working at the Site/offsite for activities related to planning, execution
of scope of work and providing services under this contract.
lxxxviii.
Reporting Progress
a. SI shall monitor progress of all the activities specified in the contract and submit free of
cost monthly progress report about various aspect of the work to the Registration
Department - Tamil Nadu. The Registration Department - Tamil Nadu on mutual
agreement between both parties may change the periodicity of such reports. Extracts of
the progress report to be termed, as Executive Summary shall be submitted in 3 copies,
along with 3 copies of monthly progress report. The same is required to be submitted in
soft copy as well. Formats for such reporting shall be discussed at the Kick-Off meeting.
b. The Infrastructure facilities / services, and manpower to be provided by the SI under the
Contract and the manner and speed of execution and maintenance of the work are to be
conducted in a manner to the satisfaction of Registration Department - Tamil Nadu
representative in accordance with the Contract. The rate of progress of the work,
compliance to the requirements of the Data Centre and departmental offices/its facilities,
or any part of them at any time fall behind the stipulated time for completion or is found to
be too slow to ensure completion of the works or insufficient for satisfactory operation of
the Department, Registration Department - Tamil Nadu representative may so notify the
SI in writing.
c. The SI shall reply to the written notice giving details of the measures he proposes to take
to expedite the progress so as to complete the works by the prescribed time. The SI shall
not be entitled to any additional payment for taking such steps. If at any time it should
appear to the Registration Department - Tamil Nadu or Registration Department - Tamil
Nadu representative that the actual progress of work does not conform to the approved
programme the SI shall produce at the request of the Registration Department - Tamil
Nadu representative a revised programme showing the modification to the approved
programme necessary to ensure completion of the works within the time for completion or
steps initiated to ensure compliance/improvement to the stipulated requirements
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lxxxix.
Knowledge of Site Conditions

a. The System Integrators undertaking of this Contract shall be deemed to mean that the SI
possesses the knowledge of all the related requirements as stipulated in the Tender
Document including but not limited to environmental, demographic and physical
conditions and all criteria required to meet the design of the systems.
b. The SI shall be deemed to have understood the requirements and have satisfied himself
with the data contained in the Bidding Documents, the quantities and nature of the works
and materials necessary for the completion of the works, etc., and in-general to have
obtained himself all necessary information of all risks, contingencies and circumstances
affecting his obligations and responsibilities therewith under the Contract and his ability to
perform it. However, if during the process of site preparation and installation of the
equipment at the Data Centre and department offices, as required by Registration
Department - Tamil Nadu, SI detects any obstructions affecting the work, the SI shall take
all measures to overcome them.
c. SI shall be deemed to have satisfied himself as to the correctness and sufficiency of the
Contract Price for the works. The consideration provided in the Contract for the SI
undertaking the works shall cover all the System Integrators obligation and all matters
and things necessary for proper execution and maintenance of the works in accordance
with the Contract and for complying with any instructions which the Registration
Department - Tamil Nadu Representative may issue in accordance with the connection
therewith and of any proper and reasonable measures which the SI takes in the absence
of specific instructions from the Registration Department - Tamil Nadu Representative.
xc.
System Integrators Team

a. The SI shall submit to the Registration Department - Tamil Nadu 7 days prior to the
effective date of commencement of works / services or kick-off meeting whichever is
earlier, an organization chart showing the proposed organization/manpower to be
established by the SI for execution of the work/facilities including the identities and
Curriculum-Vitae of the key personnel to be deployed. The SI shall promptly inform the
Registration Department - Tamil Nadu in writing, of any revision or alteration of such
organization charts.
b. The team proposed by the SI as a part of the technical proposal should be deployed at
IGR. Any change in the team profile should be brought in to the notice of Registration
Department - TN. SI should ensure that any replacement personnel, if unavoidable, is
equivalent or better than the original personnel in terms of experience and qualification.
c. The SI shall be responsible for the deployment, transportation, accommodation and other
requirements of all its employees required for the execution of the work and for all
costs/charges in connection thereof.
d. The SI shall provide and deploy, on the Site for carrying out the work, only those
manpower resources who are skilled and experienced in their respective trades and who
are competent to execute or manage/supervise the work in a proper and timely manner.
Any deviation from the team proposed in the Technical Bid shall be given to Registration
Department - TN as and when required.
e. The Registration Department - Tamil Nadu Representative may at any time object to and
require the SI to remove forthwith from the site a supervisor or any other authorized
representative or employee of the SI or any person(s) deployed by SI or his consortium
partner/sub-contractor, if, in the opinion of the Registration Department - Tamil Nadu
Representative the person in question has misconduct himself or his deployment is
otherwise considered undesirable by the Registration Department - Tamil Nadu
Representative the SI shall forthwith remove and shall not again deploy the person in
question of the work site without the written consent of the Registration Department Tamil Nadu Representative.
f. The Registration Department - Tamil Nadu Representative may at any time request the SI
to remove from the work / Site the System Integrators supervisor or any other authorized
representative including any employee of the SI or his sub-SI or any person(s) deployed
by SI or his his consortium partner/sub-contractor for professional incompetence or
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negligence or for being deployed for work for which he is not suited. The SI shall consider
the Registration Department - Tamil Nadu Representative Request and may accede to or
disregard it. The Registration Department - Tamil Nadu Representative, having made a
request, as aforesaid in the case of any person, which the SI has disregarded, may in
the case of the same person at any time but on a different occasion, and for a different
instance of one of the reasons referred to above in this Clause object to and require the
SI to remove that person from deployment on the work, which the SI shall then forthwith
do and shall not again deploy any person so objected to on the work or on the sort of
work in question (as the case may be) without the written consent of the Registration
Department - Tamil Nadu Representative.
g. The Registration Department - Tamil Nadu Representative shall state to the SI in writing
his reasons for any request or requirement pursuant to this clause.
h. The SI shall maintain backup personnel and shall promptly provide replacement of every
person removed, pursuant to this section, with an equally competent substitute from the
pool of backup personnel.
i. In case of change in its team composition owing to attrition, the SI shall ensure a
reasonable amount of time-overlap in activities to ensure proper knowledge transfer and
handover/ takeover of documents and other relevant materials between the outgoing and
the new member. The exiting team member should be replaced with an equally
competent substitute from the pool of backup personnel.
xci.
Contract administration
a. Either party may appoint any individual / organization as their authorized representative
through a written notice to the other party. Each Representative shall have the authority
to:
b. exercise all of the powers and functions of his/her Party under this Contract other than the
power to amend this Contract and ensure the proper administration and performance of
the terms hereof; and
c. Bind his or her Party in relation to any matter arising out of or in connection with this
Contract.
d. The SI along with the members of Sub-Implementation Agencies/third parties shall be
bound by all undertakings and representations made by the authorized representative of
the SI and any covenants stipulated hereunder, with respect to this Contract, for and on
their behalf.
e. For the purpose of execution or performance of the obligations under this Contract, the
Registration Department - Tamil Nadu representative would act as an interface with the
nominated representative of the System Integrator. The SI
shall comply with any
instructions that are given by the Registration Department - Tamil Nadu representative
during the course of this Contract in relation to the performance of its obligations under
the terms of this Contract and the Tender.
f. A Committee comprising of representatives from the Registration Department - Tamil
Nadu and the SI shall meet on a quarterly basis to discuss any issues / bottlenecks
being encountered. The SI shall draw the minutes of these meetings and circulate to the
Registration Department - Tamil Nadu.
xcii.
Right of Monitoring, Inspection and Periodic Audit

a. The Registration Department - Tamil Nadu, reserves the right to inspect and
monitor/assess the progress/performance/maintenance of the application and
infrastructure at any time during the course of the Contract, after providing due notice to
the System Integrator. The Registration Department - Tamil Nadu may demand and upon
such demand being made, the Registration Department - Tamil Nadu shall be provided
with any document, data, material or any other information which it may require, to enable
it to assess the progress of the project.
b. The Registration Department - Tamil Nadu shall also have the right to conduct, either
itself or through another SI as it may deem fit, an audit to monitor the performance by the
SI of its obligations/functions in accordance with the standards committed to or required
114
by the Registration Department - Tamil Nadu and the SI undertakes to cooperate with and
provide to the Registration Department - Tamil Nadu / any other SI appointed by the
Registration Department - Tamil Nadu all documents and other details as may be
required by them for this purpose. Any deviations or contravention identified as a result of
such audit/assessment would need to be rectified by the SI failing which the Registration
Department - Tamil Nadu may, without prejudice to any other rights that it may have issue
a notice of default.
xciii.
Registration Department - Tamil Nadu Obligations

a. The Registration Department - Tamil Nadu Representative shall interface with the System
Integrator, to provide the required information, clarifications, and to resolve any issues as
may arise during the execution of the Contract. Registration Department - Tamil Nadu
shall provide adequate cooperation in providing details, assisting with coordinating and
obtaining of approvals from various governmental agencies, in cases, where the
intervention of the Registration Department - Tamil Nadu is proper and necessary.
b. Registration Department - Tamil Nadu shall ensure that timely approval is provided to the
System Integrator, where deemed necessary, which should include SR office details and
all specifications related to equipment/material required to be provided as part of the
Scope of Work.
xciv.
Information Security
a. The SI
shall not carry and/or transmit any material, information, layouts, diagrams,
storage media or any other goods/material in physical or electronic form, which are
proprietary to or owned by the Registration Department - Tamil Nadu out of its premises
without prior written permission from the Registration Department - Tamil Nadu.
b. The SI shall adhere to the Information Security policy developed by the state.
c. SI acknowledges that Registration Department - Tamil Nadu business data and other
Registration Department - Tamil Nadu proprietary information or materials, whether
developed by Registration Department - Tamil Nadu or being used by Registration
Department - Tamil Nadu pursuant to a license agreement with a third party (the
foregoing collectively referred to herein as proprietary information) are confidential and
proprietary to Registration Department - Tamil Nadu ; and SI agrees to use reasonable
care to safeguard the proprietary information and to prevent the unauthorized use or
disclosure thereof, which care shall not be less than that used by SI to protect its own
proprietary information. SI recognizes that the goodwill of Registration Department - Tamil
Nadu depends, among other things, upon SI keeping such proprietary information
confidential and that unauthorized disclosure of the same by SI could damage
Registration Department - Tamil Nadu and that by reason of System Integrators duties
here under. SI may come into possession of such proprietary information, even though SI
does not take any direct part in or furnish the services performed for the creation of said
proprietary information and shall limit access thereto to employees with a need to such
access to perform the services required by this agreement. SI shall use such information
only for the purpose of performing the said services.
d. SI shall, upon termination of this agreement for any reason, or upon demand by
Registration Department - Tamil Nadu whichever is earliest, return any and all
information provided to SI by Registration Department - Tamil Nadu including any copies
or reproductions, both hard copy and electronic copy.
xcv.
Ownership of Equipment
The Registration Department - Tamil Nadu shall own the equipment / software and data
centre infrastructure, supplied by the SI arising out of or in connection with this Contract.
Registration Department - TN shall reserve rights to use the software for any other
applications or purpose other than mentioned in this RFP.
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xcvi.
Insurance
a.
SI shall, at his own expense, arrange appropriate comprehensive insurance to cover all
risks assumed by the SI under this CONTRACT in respect of its personnel deputed under
this CONTRACT as well as SYSTEM INTEGRATORs equipment, tools and any other
belongings of the SI or their personnel during the entire period of their engagement in
connection with this CONTRACT. Registration Department - Tamil Nadu will have no
liability on this account.
b. SI shall take out insurance policies against all risks of loss or damage caused to
Registration Department - Tamil Nadu property/ equipments for property owned or hired
by Registration Department - Tamil Nadu and the works and part of the works taken over
by Registration Department - Tamil Nadu.
c. Notwithstanding anything contained in any provision of this CONTRACT, save as
specified above in this Clause Registration Department - Tamil Nadu shall defend,
indemnify and hold SI harmless from and against any losses, damages, cost or claims
relating to Registration Department - Tamil Nadu existing property except in case of
gross negligence or willful misconduct of the System Integrator, its sub-SI their agents or
employees, in which case the SI shall be liable to bear any loss or damage occurring to
the Property of the Registration Department - Tamil Nadu as a result of its gross
negligence or willful misconduct, provided however, that such liability shall be limited to
100% of the CONTRACT Price.
d. Gross Negligence means: any act or failure to act (whether sole, joint or concurrent) by
a person or entity which was intended to cause, or which was in reckless disregard of or
wanton indifference to, avoidable and harmful consequences such person or entity knew,
or should have known, would result from such act or failure to act. Notwithstanding the
foregoing, Gross negligence shall not include any action taken in good faith for the
safeguard of life or property, willful misconduct means: intentional disregard of good
and prudent standards of performance or proper conduct under the CONTRACT with
knowledge that it is likely to result in any injury to any person or persons or loss or
damage of property.
e. Certificate of Insurance: Before commencing performance of the CONTRACT, SI shall
upon request furnish Registration Department - Tamil Nadu with certificates of insurance
indicating (1) kinds and amounts of insurance as required herein (2) insurance
Registration Department - Tamil Nadu or companies carrying the aforesaid coverage (3)
effective and expiry dates of policies (4) that Registration Department - Tamil Nadu shall
be given thirty (30) days written advance notice of any material change in the policy (5)
waiver of subrogation endorsement has been attached to all policies and (6) the territorial
limits of all policies. If any of the above policy expire or/ are cancelled during the term of
this CONTRACT and SI fails for any reason to renew such policies, then Registration
Department - Tamil Nadu may replace same and charge the cost thereof to SYSTEM
INTEGRATOR. Should the relapse in any insurance required to be carried out by SI
hereunder for any reason; losses resulting there from shall be to the sole account of the
SYSTEM INTEGRATOR. Such insurance shall be affected within Insurance Company
incorporated and registered in India or jointly with a company of International repute and
an Insurance Company incorporated and registered in India.
xcvii.
Indemnity
a. The SI shall execute and furnish to the Registration Department - Tamil Nadu a Deed of
Indemnity in favor of the Registration Department - Tamil Nadu in a form and manner
acceptable to the Registration Department - Tamil Nadu indemnifying the Registration
Department - Tamil Nadu from and against any costs, loss, damages, expense, claims,
patents, trademarks, copyrights including those from third parties or liabilities of any kind
howsoever suffered, arising or incurred inter alia during and after the Contract period out
of:
b. any negligence or wrongful act or omission by the SI or the System Integrators Team or
any sub-System Integrator/ third party in connection with or incidental to this Contract; or
116
c.
Any breach of any of the terms of the System Integrators Bid as agreed, the Tender and
this Contract by the System Integrator, the System Integrators Team or any sub-System
Integrator/ third party.
d. The indemnity shall be to the extent of 100% in favour of the Registration Department Tamil Nadu.
xcviii.
Confidentiality
a. The SI shall not use Confidential Information (Biometric Records etc), the name or the
logo of the Registration Department - Tamil Nadu except for the purposes of providing
the Service as specified under this contract;
b. The SI may only disclose Confidential Information in the following circumstances:
with the prior written consent of the Registration Department - Tamil Nadu ;
to a member of the System Integrators Team (Authorized Person) if:
- the Authorized Person needs the Confidential Information for the performance of
obligations under this contract;
- the Authorized Person is aware of the confidentiality of the Confidential
Information and is obliged to use it only for the performance of obligations under
this contract
c. The SI shall do everything reasonably possible to preserve the confidentiality of the
Confidential Information including execution of a confidentiality agreement with the
members of the, sub Implementation Agencies and other service providers team
members to the satisfaction of the Registration Department - Tamil Nadu.
d. The SI shall sign a Non Disclosure Agreement (NDA) with the Registration Department Tamil Nadu. The System Integrator, its antecedents and the his consortium partner/subcontractor shall be bound by the NDA. The SI will be held responsible for any breach of
the NDA by its antecedents, delegates or sub-Implementation Agencies
e. The SI shall notify the Registration Department - Tamil Nadu promptly if it is aware of any
disclosure of the Confidential Information otherwise than as permitted by this Contract or
with the authority of the Registration Department - Tamil Nadu.
f. The SI shall be liable to fully recompense the Registration Department - Tamil Nadu for
any loss of revenue arising from breach of confidentiality. The Registration Department Tamil Nadu reserves the right to adopt legal proceedings, civil or criminal, against the SI
in relation to a dispute arising out of breach of obligation by the SI under this clause.
xcix.
Term and Extension of the Contract

a. The term of this Contract shall be initially for a period of five years from the date of GoLive issued by Registration Department - TN.
b. After the expiry of contract period, Registration Department may extend the contract term
by 3 months twice subject to maximum of 6 months at the discretion of the Registration
dept., for which payment may be made at the same rate of quarterly payment. The SI will
have to compulsorily provide support for the extended term. After that if mutually agreed it
can further be extended for 3 months twice. For this mutually agreed extended period, the
amount will be paid on mutually agreed rate. The Registration Department - Tamil Nadu
shall reserve the sole right to grant any extension to the term above mentioned and shall
notify in writing to the System Integrator, at least 3 months before the expiration of the
Term hereof, whether it will grant the SI an extension of the Term. The decision to grant
or refuse the extension shall be at the Registration Department - Tamil Nadu discretion.
c. Where the Registration Department - Tamil Nadu is of the view that no further extension
of the term be granted to the System Integrator, the Registration Department - Tamil
Nadu shall notify the SI of its decision at least 3 (three) months prior to the expiry of the
Term. Upon receipt of such notice, the SI shall continue to perform all its obligations
hereunder, until such reasonable time beyond the Term of the Contract within which, the
Registration Department - Tamil Nadu shall either appoint an alternative System
Integrator/service provider or create its own infrastructure to operate such Services as are
provided under this Contract.
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c.
Prices
a. Prices quoted must be firm and shall not be subject to any upward revision on any
account whatsoever throughout the period of contract.
b. SI shall provide Most Preferred Customer status to the Registration Department - Tamil
Nadu. Accordingly, the prices payable for services relating to the Physical & IT
infrastructure components, Maintenance and Management shall in no event exceed the
lowest price at which the SI offers similar services to any other customer during the
currency of the contract.
c. If at any time during the period of contract, the SI offers services similar in nature to any
other customer, at prices lower than those chargeable under this contract, he shall notify
the same to the Registration Department - Tamil Nadu and extend such reduced prices to
the Registration Department - Tamil Nadu with immediate effect.
ci.
Alteration/Variation
a. The SI agrees that the Data Centre and registration department offices requirements
given in specifications of the Bidding Documents are broad requirements and are in no
way exhaustive and guaranteed by the Registration Department - Tamil Nadu.
b. It shall be the responsibility of the SI to meet all the requirements contained in the
Bidding Documents and any upward revisions and / or additions of quantities /
specifications / sizes given in Specifications and drawings etc. of the Bidding Documents
required to be made during commissioning of Data Centre and department offices shall
not constitute a change order and shall be carried out without a change order and shall
be carried out without any time and cost effect to Registration Department - Tamil Nadu.
c. Further upward revisions and or additions required to make System Integrators selected
space, facilities, equipment and installation procedures to meet Bidding Documents
requirements expressed and to make entire facilities safe, operable and as per specified
codes and standards shall not constitute a change order and shall be carried out without
any time and cost effect to Registration Department - Tamil Nadu.
d. Any upward revision and/or additions consequent to errors, omissions, ambiguities,
discrepancies in the specification, etc. of the Bidding Documents which the SI had not
brought out to the Registration Department - Tamil Nadu notice in his tender shall not
constitute a change order and such upward revisions and/or addition shall be carried out
by SI without any time and cost effect to Registration Department - Tamil Nadu.
cii.
Change Order
a. The change order will be initiated only in case (i) the Registration Department - Tamil
Nadu directs in writing the SI to include any addition to the scope of work covered under
this Contract or delete any part of the scope of the work under the Contract, (ii) SI
requests to delete any part of the work which will not adversely affect the operational
capabilities of the facilities and if the deletions proposed are agreed to by the Registration
Department - Tamil Nadu and for which cost and time benefits shall be passed on to the
Registration Department - Tamil Nadu (iii) the Registration Department - Tamil Nadu
directs in writing the SI to incorporate changes or additions to the various requirements
already covered in the Contract.
b. Any changes required by the Registration Department - Tamil Nadu over and above the
minimum requirements given in the specifications and drawings etc. included in the
Bidding Documents before giving its approval to detailed design or Engineering for
complying with design criteria and changes required to ensure systems compatibility and
reliability for safe (As per codes, standards and recommended practices referred in the
Bidding Documents) and trouble free operation shall not be construed to be change in the
Scope of work under the Contract.
c. Any change order as stated in Clause cii.a. Comprising an alteration which involves
change in the cost of the works (which sort of alteration is hereinafter called a Variation)
118
shall be the Subject of an amendment to the Contract by way of an increase or decrease

in the Contract Price and adjustment of the implementation schedule if any.
d. If there is a different of opinion between the SI and Registration Department - Tamil Nadu
Representative whether a particular work or part of the work constitutes a change order or
not, the matter shall be handled in accordance with the procedures set forth in Clause ciii.
e. Within 14 working days of receiving the comments from the Registration Department Tamil Nadu or the drawings, specification, purchase requisitions and other documents
submitted by the SI for approval, the SI shall respond in writing, which item(s) of the
Comments is/are potential changes(s) in the Scope of work at Section 4 and 5 of the
Volume I of the tender document covered in the Contract and shall advise a date by
which change order (if applicable) will be submitted to the Registration Department Tamil Nadu .
ciii.
Procedures for Change Order

a. During detailed Engineering and subsequently, if the SI observes that any new
requirement which other than that required for meeting the design criteria is not specific or
intended by the Contract has been stipulated by the Registration Department - Tamil
Nadu while approving the specifications, calculations, purchase requisitions, other
documents etc. he would verbally discuss the matter with Registration Department - Tamil
Nadu Representative. Any addition of modules/sub-modules in the Registration
Department software as required by the department during implementation or O&M phase
shall not constitute a change order.
b. In case such requirement arises from the side of the System Integrator, he would also
verbally discuss the matter with Registration Department - Tamil Nadu Representative
giving reasons thereof.
c. In either of the two cases as explained in Clause ciii.a and ciii.b above, the
representatives of both the parties will discuss on the new requirement for better
understanding and to mutually decide whether such requirement constitutes a change
order or not.
d. If it is mutually agreed that such Requirement constitutes a Change Order then a joint
memorandum will be prepared and signed by the SI and Registration Department - Tamil
Nadu to confirm a Change Order and basic ideas of necessary agreed arrangement.
e. Upon completion of the study referred to above under Clause ciii.d, the results of this
study along with all relevant details including the estimated time and cost effect thereof
with supporting documents would be submitted to the Registration Department - Tamil
Nadu to enable the Registration Department - Tamil Nadu to give a final decision whether
SI should proceed with the change order or not in the best interest of the works. The
estimated cost and time impact indicated by SI shall be considered as a ceiling limit and
shall be provisionally considered for taking a decision to implement change order. The
time impact applicable to the Contract shall be mutually agreed, subsequently, on the
basis of the detailed calculations supported with all relevant back up documents. In case
SI fails to submit all necessary support and back up documents, the decision of the
Registration Department - Tamil Nadu regarding time and cost shall be final and binding
on the System Integrator.
f. If Registration Department - Tamil Nadu accepts the implementation of the change order
under Clause ciii.e above in writing, which would be considered as change order, then SI
shall commence to proceed with the relevant work stipulated in the change order pending
final agreement between the parties with regard to adjustment of the Contract Price and
the Construction Schedule.
g. In case, mutual agreement whether new requirement constitutes the change order or not,
is not reached, then SI in the interest of the works, shall take up the implementation of the
work, if advised in writing to do so by Registration Department - Tamil Nadu
Representative pending settlement between the two parties to the effect whether such
requirement constitutes a change order or not as per the terms and conditions of Contract
documents. The time and cost effects in such a case shall be mutually verified and
119
recorded. Should it establish that the said work constitutes a change order; the same
shall be compensated as per the clause h given below.
h. The SI shall submit necessary back up documents for the change order showing the
break-up of the various elements constituting the change order for the Registration
Department - Tamil Nadu review. If no agreement is reached between the Registration
Department - Tamil Nadu and SI within 60 days after Registration Department - Tamil
Nadu instruction in writing to carry out the change concerning the increase or decrease
in the Contract price and all other matters described above, either party may refer the
dispute to arbitration.
civ.
Change of Size/Quantities
The Registration Department - Tamil Nadu will have the option to increase or decrease the
size of the dedicated and exclusive space at its offices as well as the related quantities of
equipment/material to be provisioned by the SI as mentioned in the Contract, at any time
before work is initiated at the site, provided that such increase or decrease shall not exceed
twenty five per cent (25%) as per tender rules of Tamil Nadu. The changes would be effected
by using the unit price quoted by the System Integrator. In case the change required by the
Registration Department - Tamil Nadu exceeds 25% of the total Contract Price, the said
change would be subject to the SI providing his written consent to the Registration
Department - Tamil Nadu request.
cv.
Conditions for extra work/change order

a. The provisions of the Contract shall apply to extra work performed as if the Extra work /
Change order has been included in the original Scope of work. However, the Contract
Price shall increase / decrease and the Time Schedule shall be adjusted on account of
the Extra work / Change orders as may be mutually agreed in terms of provisions set forth
in Clause cii through civ above. The System Integrators obligations with respect to such
work remain in accordance with the Contract.
b. The rates provided by the SI as part of its commercial quote will be considered as
benchmark rates for placing change orders, if any.
cvi.
Suspension of Work
a. The SI shall, if ordered in writing by the Registration Department - Tamil Nadu
Representative, temporarily suspend the works or any part thereof for such a period and
such a time as ordered. The SI shall not be entitled to claim compensation for any loss or
damage sustained by him by reason of temporary suspension of the Works as aforesaid.
An extension of time for completion, corresponding with the delay caused by any such
suspension of the works as aforesaid shall be granted to the System Integrator, if request
for same is made and that the suspension was not consequent to any default or failure on
the part of the System Integrator. In case the suspension of works, is not consequent to
any default or failure on the part of the System Integrator, and lasts for a period of more
than 3 months, the SI shall have the option to request the Registration Department Tamil Nadu to terminate the Contract with mutual consent.
b. In the event that the Registration Department - Tamil Nadu suspends the progress of
work for any reason not attributable to the SI for a period in excess of 90 days in
aggregate, rendering the SI to extend his performance guarantee then Registration
Department - Tamil Nadu shall bear only the cost of extension of such bank guarantee for
such extended period restricted to the normal bank rates as applicable in the international
banking procedures subject to the SI producing the requisite evidence from the bank
concerned.
cvii.
Tenure of Contract
Unless terminated earlier, pursuant to Clauses lxxv, xcv, xcviii, etc. the Contract shall
terminate on the completion of term as specified in the Contract and only after the obligations
mentioned in Clause cxiv are fulfilled to the satisfaction of the Registration Department - Tamil
Nadu.
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cviii.
Payment Schedule
Phase I
Payments for the Phase-I & II will be released after the stage-wise completion certificate &
final commissioning certificate
Table 3 Payment Terms

Phase
Payment Schedule
Fee Payable
Remarks
UAT
5%
Payable after successful completion of

Unit Acceptance Testing of Pilot
Application
10%
Payable after successful commissioning

Pilot Locations/Districts
State-Wide Application
Roll-Out
15%
Payable on Successful Completion of

State-Wide Roll-Out
20 quarterly payments
equally amortized over
5 years
65%
3.25% per quarter in equated installments;

Performance Service Levels will determine
penalty if any during each Quarter
Handover
5%
After
successful
handover/knowledge
transfer at the end of the project
II
Phase II conditions
The SI shall obtain the VAPT assessment certification for the Registration Application
within the first Quarter of Operations; otherwise it would invite invocation of the Liquidity
Damages mentioned in section 13.45 of this tender. In case of non-fulfilment of this
assessment in the subsequent quarter Registration Department may terminate the
contract.
After the end of every quarter, The Quarterly SLA/performance report in a prescribed
format should be submitted within 7 working days in the succeeding quarter.
Quarterly payment will be released after deducting the LD or penalties as per SLA of the
previous quarter if any.
Note:
1. All Payments shall be made in Indian Rupees Only
2. Registration Department reserves the right to release the part payment for completed work
against the milestone payment.
121
cix.
Penalty for Non-Fulfilment of Service Level Agreement

In case of non-conformity to SLA terms penalty will be deducted from the quarterly payment
as mentioned in the SLA
cx.
Events of Default by the System Integrator

a. The failure on the part of the SI to perform any of its obligations or comply with any of the
terms of this Contract shall constitute an Event of Default on the part of the System
Integrator. The events of default as mentioned above may include inter-alia the following:
b. the SI has failed to perform any instructions or directives issued by the Registration
Department - Tamil Nadu which it deems proper and necessary to execute the scope of
work under the Contract, or
c. the SI has failed to adhere to any of the key performance indicators as laid down in the
Key Performance Measures / Contract, or if the SI has fallen short of matching such
standards/targets as the Registration Department - Tamil Nadu may have designated with
respect to any task necessary for the execution of the scope of work under this Contract.
The above mentioned failure on the part of the SI may be in terms of failure to adhere to
timelines, specifications, requirements or any other criteria as defined by the Registration
Department - Tamil Nadu ;
d. the SI has failed to remedy a failure to perform its obligations in accordance with the
specifications issued by the despite being served with a default notice which laid down
the specific deviance on the part of the SI to comply with any stipulations or standards as
laid down by the Registration Department - Tamil Nadu ; or
e. the System Integrator/System Integrators Team has failed to conform with any of the
Service/Facility Specifications/standards as set out in the scope of work of this Tender
document or has failed to adhere to any amended direction, modification or clarification
as issued by the Registration Department - Tamil Nadu during the term of this Contract
and which the Registration Department - Tamil Nadu deems proper and necessary for
the execution of the scope of work under this Contract
f. the SI has failed to demonstrate or sustain any representation or warranty made by it in
this Contract, with respect to any of the terms of its Bid, the Tender and this Contract
g. There is a proceeding for bankruptcy, insolvency, winding up or there is an appointment
of receiver, liquidator, assignee, or similar official against or in relation to the System
Integrator.
h. The System Integrator/System Integrators Team has failed to comply with or is in breach
or contravention of any applicable laws.
i. Where there has been an occurrence of such defaults inter alia as stated above, the
Registration Department - Tamil Nadu shall issue a notice of default to the System
Integrator, setting out specific defaults / deviances / omissions and providing a notice of
Sixty (60) days to enable such defaulting party to remedy the default committed.
j. Where despite the issuance of a default notice to the SI by the Registration Department Tamil Nadu the SI fails to remedy the default to the satisfaction of the System Integrator,
the Registration Department - Tamil Nadu may, where it deems fit, issue to the defaulting
party another default notice or proceed to adopt such remedies as may be available to
the Registration Department - Tamil Nadu.
k. If the system integrator is given a penalty of more than 25% of any milestone payment, it
constitutes a default and the registration department has the right to consider the
termination at any time after the default.
cxi.
Consequences in Event of Default

a. Where an Event of Default subsists or remains uncured the Registration Department Tamil Nadu may/shall be entitled to:
b. Impose any such obligations and conditions and issue any clarifications as may be
necessary to inter alia ensure smooth continuation of Services and the project which the
SI shall be obliged to comply with which may include unilateral re-determination of the
122
consideration payable to the SI hereunder. The SI shall in addition take all available
steps to minimize loss resulting from such event of default.
c. The Registration Department - Tamil Nadu may, by a written notice of suspension to the
System Integrator, suspend all payments to the SI under the Contract, provided that such
notice of suspension:
d. shall specify the nature of the failure; and
e. shall request the SI to remedy such failure within a specified period from the date of
receipt of such notice of suspension by the System Integrator
f. Where the Registration Department - Tamil Nadu deems necessary, it shall have the right
to require replacement of any of the System Integrators consortium partner/ subcontractors / vendors with another suitable member. The SI shall in such case terminate
forthwith all their agreements/contracts other arrangements with such member and find of
the suitable replacement for such outgoing member with another member to the
satisfaction of the Registration Department - Tamil Nadu who shall execute such
Contracts with the Registration Department - Tamil Nadu as the Registration Department
- Tamil Nadu may require. Failure on the part of the SI to find a suitable replacement
and/or terminate all agreements/contracts with such member, shall amount to a breach of
the terms hereof and the Registration Department - Tamil Nadu in addition to all other
rights, have the right to claim damages and recover from the SI all losses/ or other
damages that may have resulted from such failure.
cxii.
Terminate the Contract

a. Retain such amounts from the payment due and payable by the Registration Department
- Tamil Nadu to the SI as may be required to offset any losses caused to the Registration
Department - Tamil Nadu as a result of such event of default and the SI shall compensate
the Registration Department - Tamil Nadu for any such loss, damages or other costs,
incurred by the Registration Department - Tamil Nadu in this regard. Nothing herein shall
effect the continued obligation of the consortium partner/sub-contractor/other members of
its Team to perform all their obligations and responsibilities under this Contract in an
identical manner as were being performed before the occurrence of the default.
b. Invoke the Performance Bank Guarantee and other Guarantees furnished hereunder,
enforce the Deed of Indemnity, recover such other costs/losses and other amounts from
the SI may have resulted from such default and pursue such other rights and/or remedies
that may be available to the Registration Department - Tamil Nadu under law.
cxiii.
Termination
a. The Registration Department - Tamil Nadu may, terminate this Contract in whole or in
part by giving the SI prior and written notice indicating its intention to terminate the
Contract under the following circumstances:
b. Where the Registration Department - Tamil Nadu is of the opinion that there has been
such Event of Default on the part of the SI which would make it proper and necessary to
terminate this Contract and may include failure on the part of the SI to respect any of its
commitments with regard to any part of its obligations under its Bid, the Tender or under
this Contract.
c. Where it comes to the Registration Department - Tamil Nadu s attention that the SI (or
the System Integrators Team) is in a position of actual conflict of interest with the
interests of the Registration Department - Tamil Nadu in relation to any of terms of the
System Integrators Bid, the Tender or this Contract
d. Where the System Integrators ability to survive as an independent corporate entity is
threatened or is lost owing to any reason whatsoever, including inter-alia the filing of any
bankruptcy proceedings against the System Integrator, any failure by the SI to pay any of
its dues to its creditors, the institution of any winding up proceedings against the SI or the
happening of any such events that are adverse to the commercial viability of the System
Integrator. In the event of the happening of any events of the above nature, the
Registration Department - Tamil Nadu shall reserve the right to take any steps as are
123
necessary, to ensure the effective transition of the project to a successor System

Integrator/service provider, and to ensure business continuity
e. Termination for Insolvency: The Registration Department - Tamil Nadu may at any time
terminate the Contract by giving written notice to the System Integrator, without
compensation to the System Integrator, if the SI becomes bankrupt or otherwise
insolvent, provided that such termination will not prejudice or affect any right of action or
remedy which has accrued or will accrue thereafter to the Registration Department Tamil Nadu.
f. Termination for Convenience: The Registration Department - Tamil Nadu may, by prior
written notice sent to the SI at least 6 months in advance, terminate the Contract, in whole
or in part at any time for its convenience. The notice of termination shall specify that
termination is for the Registration Department - Tamil Nadu convenience, the extent to
which performance of work under the Contract is terminated, and the date upon which
such termination becomes effective.
g. The SI may, subject to approval by the Registration Department - Tamil Nadu terminate
this Contract before the expiry of the term by giving the Registration Department - Tamil
Nadu a prior and written notice at least 12 months in advance indicating its intention to
terminate the Contract by paying losses to the department as estimated by the
department.
cxiv.
Consequences of Termination
a. In the event of termination of this contract due to any cause whatsoever except 13.42 (f),
the SI shall be blacklisted and the empanelment with stand cancelled effective from the
date of termination of this contract.
b. In the event of termination of this Contract due to any cause whatsoever, [whether
consequent to the stipulated Term of the Contract or otherwise] the Registration
Department - Tamil Nadu shall be entitled to impose any such obligations and conditions
and issue any clarifications as may be necessary to ensure an efficient transition and
effective business continuity of the project which the SI shall be obliged to comply with
and take all available steps to minimize loss resulting from that termination/breach, and
further allow and provide all such assistance to the Registration Department - Tamil Nadu
and/or the successor System Integrator/service provider, as may be required, to take-over
the obligations of the erstwhile SI in relation to the execution/continued execution of the
scope of this Contract.
c. Where the termination of the Contract is prior to its stipulated term on account of a Default
on the part of the SI or due to the fact that the survival of the SI as an independent
corporate entity is threatened/has ceased, or for any other reason, whatsoever, the
Registration Department - Tamil Nadu through unilateral re-determination of the
consideration payable to the SI shall pay the SI for that part of the Services which have
been authorized by the Registration Department - Tamil Nadu and satisfactorily
performed by the SI up to the date of termination. Without prejudice any other rights, the
Registration Department - Tamil Nadu may retain such amounts from the payment due
and payable by the Registration Department - Tamil Nadu to the SI as may be required
to offset any losses caused to the Registration Department - Tamil Nadu as a result of
any act/omissions of the System Integrator. In case of any loss or damage due to default
on the part of the SI in performing any of its obligations with regard to executing the
scope of work under this Contract, the SI shall compensate the Registration Department
- Tamil Nadu for any such loss, damages or other costs, incurred by the Registration
Department - Tamil Nadu. Additionally, the sub SI / other members of its team shall
perform all its obligations and responsibilities under this Contract in an identical manner
as were being performed before the collapse of the SI as described above in order to
execute an effective transition and to maintain business continuity. All third parties shall
continue to perform all/any functions as stipulated by the Registration Department - Tamil
Nadu and as may be proper and necessary to execute the scope of work under the
Contract in terms of the System Integrators Bid, the Tender and this Contract.
124
d. Nothing herein shall restrict the right of the Registration Department - Tamil Nadu to
invoke the Bank Guarantee and other Guarantees furnished hereunder, enforce the Deed
of Indemnity and pursue such other rights and/or remedies that may be available to the
Registration Department - Tamil Nadu under law.
e. The termination hereof shall not affect any accrued right or liability of either Party nor
affect the operation of the provisions of this Contract that are expressly or by implication
intended to come into or continue in force on or after such termination.
cxv.
Penalty
The SI should sign the contract with in the timelines as specified in the Section 12.3 of this
RFP. Any Delay in signing the contract would attract a penalty of INR 50,000 per week.
cxvi.
Liquidated Damages for Non-Fulfillment of Commissioning Schedule

a. A penalty as per service level agreement of late completion beyond the stipulated
commissioning schedule will be levied.
b. In the case it leads to termination, the Registration Department - Tamil Nadu shall give 30
days notice to the SI of its intention to terminate the Contract and shall so terminate the
Contract unless during the 30 days notice period, the SI initiates remedial action
acceptable to the Registration Department - Tamil Nadu.
c. The Registration Department - Tamil Nadu may without prejudice to its right to affect
recovery by any other method, deduct the amount of liquidated damages from any money
belonging to the SI in its hands (which includes the Registration Department - Tamil
Nadus right to claim such amount against System Integrators Bank Guarantee) or which
may become due to the System Integrator. Any such recovery or liquidated damages
shall not in any way relieve the SI from any of its obligations to complete the Works or
from any other obligations and liabilities under the Contract.
cxvii.
Compliance with Statutory Requirements

The SI shall have to comply with the Contract labour Act (Regulation & Abolition Act),
Apprentices Act 1961, Payment of Wages ACT, Minimum Wages ACT, Employee State
insurance Act, Employee Provident Fund and Miscellaneous provision ACT, Fatal Accident
ACT, TamilNadu Manual Workers (Regulation of Employment and Conditions of Workers)
ACT 1982 and other applicable Labour Laws and Regulations in force from time to time.
cxviii.
Arbitration
In case of any dispute, the matter will be referred to an Arbitrator under "Arbitration and
Conciliation Act 1996". The arbitration should be held in Chennai only and the Courts at
Chennai only should have jurisdiction in relation thereto.
cxix.
Special Terms
Registration Department reserves the right to reduce or increase the quantity requirement
to an extent of 25% of tendered value at the time of releasing the work order or by issue
of an amendment subsequently.
Any additional active devices that will be provided by GoTN/Government Departments,

during the contract period, which may be under warranty/AMC shall be deployed and
monitored by the Successful Bidder as per the SLA and terms and conditions of the
tender.
125
The SI is allowed to sub-contract some of the activities mentioned in the contract scope
only after approval from the department. The sub-contracting should be limited to only
one level. In case of any deviations, penalties may be imposed.
During the contract period, any additional internet bandwidth as required by GoTN is to
be provided by the SI at the rates finalised in the tender
During the contract period, if any tariff reduction is announced by TRAI, the same has to
be extended by the SI to the internet bandwidth and services.
After the expiry of contract period, it may be extended to maximum of two quarter at same
th
quarterly cost in the 20 Quarter, at the discretion of the Registration Department. In case
of any further extensions, the same may be done at a mutually agreed rate.
cxx.
Dispute Resolution
a. The Registration Department - Tamil Nadu and the SI shall make every effort to resolve
amicably by direct informal negotiations, any disagreement or disputes, arising between
them under or in connection with the Contract.
b. If, after Thirty (30) days from the commencement of such direct informal negotiations, the
Registration Department - Tamil Nadu and the SI have been unable to resolve amicably a
Contract dispute, either party may require that the dispute be referred for resolution to the
formal mechanism specified in Clauses c and d.
c. In the case of a dispute or difference arising between the Registration Department - Tamil
Nadu and the SI relating to any matter arising out of or connected with this Contract,
such dispute or difference shall be referred to the award of two Arbitrators, one Arbitrator
to be nominated by the Registration Department - Tamil Nadu and the other to be
nominated by the SI or in case of the said Arbitrators not agreeing, then to the award of
an Umpire to be appointed by the Arbitrators in writing before proceeding with the
reference, and in case the Arbitrators cannot agree to the Umpire, he may be nominated
by the Secretary, Indian Council of Arbitration, New Delhi. The award of the Arbitrators,
and in the event of their not agreeing, of the Umpire appointed by them or by the
Secretary, Indian Council of Arbitration, New Delhi, shall be final and binding on the
parties.
d. The Arbitration and Conciliation Act 1996, the rules there under and any statutory
modification or reenactments thereof, shall apply to the arbitration proceedings.
e. The venue of arbitration shall be the Chennai, India.
f. The Registration Department - Tamil Nadu may terminate this contract, by giving a written
notice of termination of minimum 30 days, to the System Integrator, if the SI fails to
comply with any decision reached consequent upon arbitration proceedings pursuant to
Clause cxvii.
g. Continuance of the Contract: Notwithstanding the fact that settlement of dispute(s) (if
any) under arbitration may be pending, the parties hereto shall continue to be governed
by and perform the work in accordance with the provisions under the Scope of Work to
ensure continuity of operations.
cxxi.
Limitation of the System Integrators Liability towards the Registration

Department - Tamil Nadu
a. Except in case of gross negligence or willful misconduct on the part of the SI or on the
part of any person or company acting on behalf of the SI in carrying out the Services, the
System Integrator, with respect to damage caused by the SI to Registration Department Tamil Nadus property, shall not be liable.
b. for any indirect or consequential loss or damage; and
c. For any direct loss or damage that exceeds (A) the total payments payable under his
contract to the SI hereunder, or (B) the proceeds the SI may be entitled to receive from
126
any insurance maintained by the SI to cover such a liability, whichever of (A) or (B) is
higher.
d. This limitation of liability shall not affect the SI liability, if any, for damage to Third Parties
caused by the SI or any person or firm/company acting on behalf of the SI in carrying out
the Services.
cxxii.
Conflict of interest
The SI shall disclose to the Registration Department - Tamil Nadu in writing, all actual and
potential conflicts of interest that exist, arise or may arise (either for the SI or the System
Integrators Team) in the course of performing the Services as soon as practical after it
becomes aware of that conflict.
cxxiii.
Severance
In the event any provision of this Contract is held to be invalid or unenforceable under the
applicable law, the remaining provisions of this Contract shall remain in full force and effect.
cxxiv.
Governing Language
a. The Agreement shall be written in English language. All correspondence and other
documents pertaining to the Contract that are exchanged by parties shall be written in
English language only.
cxxv.
No Claim Certificate
The SI shall not be entitled to make any claim, whatsoever against the Registration
Department - Tamil Nadu under or by virtue of or arising out of, this contract, nor shall the
Registration Department - Tamil Nadu entertain or consider any such claim, if made by the
SI after he shall have signed a No claim certificate in favour of the Registration
Department - Tamil Nadu in such forms as shall be required by the Registration Department
- Tamil Nadu after the works are finally accepted.
cxxvi.
Publicity
The SI shall not make or permit to be made a public announcement or media release about
any aspect of this Contract unless the Registration Department - Tamil Nadu first gives the SI
its written consent.
cxxvii.
Force Majeure
a. Force Majeure shall not include any events caused due to acts/omissions of such Party or
result from a breach/contravention of any of the terms of the Contract, Bid and/or the
Tender. It shall also not include any default on the part of a Party due to its negligence or
failure to implement the stipulated/proposed precautions, as were required to be taken
under the Contract.
b. The failure or occurrence of a delay in performance of any of the obligations of either
party shall constitute a Force Majeure event only where such failure or delay could not
have reasonably been foreseen, or where despite the presence of adequate and
stipulated safeguards the failure to perform obligations has occurred. In such an event,
the affected party shall inform the other party in writing within five days of the occurrence
of such event. The Registration Department - Tamil Nadu will make the payments due for
Services rendered till the occurrence of Force Majeure. However, any failure or lapse on
the part of the SI in performing any obligation as is necessary and proper, to negate the
damage due to projected force majeure events or to mitigate the damage that may be
caused due to the abovementioned events or the failure to provide adequate disaster
management/recovery or any failure in setting up a contingency mechanism would not
constitute force majeure, as set out above.
127
c.
cxxviii.
In case of a Force Majeure, all Parties will endeavor to agree on an alternate mode of
performance in order to ensure the continuity of service and implementation of the
obligations of a party under the Contract and to minimize any adverse consequences of
Force Majeure.
Exit Management
For the completion of the five year period or extension thereof, the current SI shall follow the
Exit Management Plan given below.
a) Selection of the SI for the period beyond the current contract (hereinafter referred to as
New SI) by Department. The current SI can also bid for the same.
b) Submission of reports on the history of physical infrastructure / IT hardware / software by
the Current SI to Department.
c) Specification of configuration changes (based on the approval of Department) with
necessary document proof by the current SI.
d) Submission
of
documentation
on
the
current
configuration
to
Registration
Department/GoTN application, hardware, etc.

e) Verification and acceptance of documentation with respect to the physical inventory by
Department.
f)
Deployment of resources at the Registration Department and TNSDC by the New SI to

meet the SLA requirements.
g) Current SI has to co-ordinate with the New SI for smooth rollout.

h) Parallel run by the New SI and Current SI for a period of 1 month to 3 months. The
Current SI has to provide necessary training to the New SI for smooth takeover of
operations.
i)
The Current SI shall transfer in good and working condition, all equipment (without any
liability) necessary for the proper and normal operation of the TNSDC to GoTN.
j)
Any confidential Information relating to the current services rendered and performance
data relating to the performance of the services; Documentation relating to Registration
Department, Projects Intellectual Property Rights; any other project data and confidential
information related to Registration Department shall be transferred to Registration
Department. A due diligence may be carried out by Registration Department or New SI on
the transition of all the information (including but not limited to documents, records and
agreements) relating to the Department to the Registration Department.
k) In case of any contract extension beyond the contract period, the same shall be made
effect as per the clause mentioned in the Special terms
cxxix.
Exit Management Purpose

This Schedule sets out the provisions, which will apply on expiry or termination of the SLA, the Project
Implementation, Operation and Management SLA. The Parties shall ensure that their respective
associated entities carry out their respective obligations set out in this Exit Management Schedule.
128
cxxx.
Transfer of Assets
SI shall be entitled to use the Assets for the duration of the exit management period, which shall be
the four month period from the date of expiry of contract, or termination of the SLA.
cxxxi.
Cooperation and Provision of Information

During the exit management period SI will allow Registration Department - TN access to information
reasonably required to define the then current mode of operation associated with the provision of the
services to enable the client to assess the existing services being delivered.
cxxxii.
Confidential Information, Security and Data

The SI will promptly on the commencement of the exit management period, supply to the Registration
Department - TN or its nominated agencies the following:
a. Information relating to the current services rendered and performance data relating to the
performance of the services; Documentation relating to Projects Intellectual Property Rights; any
other data and confidential information related to Registration Department - TN;
b. Project data as is reasonably required for purposes of the Registration Project or for transitioning
of the services to its Replacing SI in a readily available format.
c. All other information (including but not limited to documents, records and agreements) relating to
the services reasonably necessary to enable the Registration Department - TN and its nominated
agencies, or its Replacing SI to carry out due diligence in order to transition the provision of the
Services to Registration Department - TN or its nominated agencies, or its Replacing SI (as the
case may be).
cxxxiii.
Employees
a. Promptly on reasonable request at any time during the exit management period, the SI shall,
subject to applicable laws, restraints and regulations (including in particular those relating to
privacy) provide to Registration Department - TN a list of all employees (with job titles and
communication address) of the SI, dedicated to providing the services at the commencement of
the exit management period;
b. To the extent that any Transfer Regulation does not apply to any employee of the SI, Registration
Department - TN or Replacing SI may make an offer of employment or contract for services to
such employee of the SI and the SI shall not enforce or impose any contractual provision that
would prevent any such employee from being hired by the Registration Department - TN or any
Replacing SI.
cxxxiv.
Rights of Access to Information

At any time during the exit management period, the SI will be obliged to provide an access of
information to Registration Department - Tamil Nadu and / or any Replacing SI in order to make an
inventory of the Assets (including hardware / Software / Active / passive), layouts, diagrams,
schematics, documentations, manuals, catalogs, archive data, IP addressing, Live data, policy
documents or any other material related to Registration Project.
cxxxv.
Exit Management Plan

a. SI shall provide Registration Department - TN with a recommended exit management plan ("Exit
Management Plan") which shall deal with at least the following aspects of exit management in
relation to the SLA as a whole and in relation to the Project Implementation, the Operation and
Management SLA and Scope of work definition.
i. A detailed program of the transfer process that could be used in conjunction with a
Replacement Successful Bidder including details of the means to be used to ensure continuing
provision of the services throughout the transfer process or until the cessation of the services
and of the management structure to be used during the transfer;
ii. Plans for the communication with such of the SI, staff, suppliers, customers and any related
third party as are necessary to avoid any material detrimental impact on DC Projects
operations as a result of undertaking the transfer;
iii. Plans for provision of contingent support to Registration Department Project and Replacement
SI for a reasonable period (minimum one month) after transfer.
b. SI shall re-draft the Exit Management Plan annually thereafter to ensure that it is kept relevant
and up to date.
129
c.
d.
e.
f.
g.
h.
cxxxvi.
Each Exit Management Plan shall be presented by the SI to and approved by Registration
Department - TN or its nominated agencies.
The terms of payment as stated in the Terms of Payment Schedule include the costs of the SI
complying with its obligations under this Schedule.
In the event of termination or expiry of SLA, Project Implementation, Operation and Management
SLA or Scope of Work each Party shall comply with the Exit Management Plan.
During the exit management period, the SI shall use its best efforts to deliver the services.
Payments during the Exit Management period shall be made in accordance with the Terms of
Payment Schedule.
This Exit Management plan shall be furnished in writing to Registration Department - TN or its
nominated agencies within 15 days from the receipt of notice of termination or one month prior to
the expiry this Agreement.
General
I.
Relationship between the Parties

a. Nothing in this Contract constitutes any fiduciary relationship between the
Registration Department - Tamil Nadu and System Integrator/System Integrators
Team or any relationship of employer employee, principal and agent, or partnership,
between the Registration Department - Tamil Nadu and System Integrator.
b. No Party has any authority to bind the other Party in any manner whatsoever except
as agreed under the terms of this Contract.
c. The Registration Department - Tamil Nadu has no obligations to the System
Integrators Team except as agreed under the terms of this Contract.
II.
No Assignment
The SI shall not transfer any interest, right, benefit or obligation under this Contract
without the prior written consent of the Registration Department - Tamil Nadu.
III.
Survival
The provisions of the clauses of this Contract in relation to documents, data, processes,
property, Intellectual Property Rights, indemnity, publicity and confidentiality and
ownership survive the expiry or termination of this Contract and in relation to
confidentiality, the obligations continue to apply unless the Registration Department Tamil Nadu notifies the SI of its release from those obligations.
IV.
Entire Contract
The terms and conditions laid down in the Tender and all annexure thereto as also the
Bid and any attachments/annexes thereto shall be read in consonance with and form an
integral part of this Contract. This Contract supersedes any prior Contract, understanding
or representation of the Parties on the subject matter.
V.
Governing Law
This Contract shall be governed in accordance with the laws of India.
VI.
Jurisdiction of Courts
The courts of India at Tamil Nadu have exclusive jurisdiction to determine any proceeding
in relation to this Contract.
VII.
Compliance with Laws

The SI shall comply with the laws in force in India in the course of performing this
Contract.
130
VIII.
Notices
A notice means:
i. a notice; or
ii. a consent, approval or other communication required to be in writing under this
Contract.
All notices, requests or consents provided for or permitted to be given under this
Contract shall be in writing and shall be deemed effectively given when personally
delivered or mailed by pre-paid certified / registered mail, return receipt requested,
addressed as follows and shall be deemed received two days after mailing or on the
date of delivery if personally delivered to:
To Registration Department - Tamil Nadu, at:
Chennai - 600028.
Phone: 044 - 24640160
Fax: 044 - 24642774
To SI at:
<Address>
<Phone:>
<Fax:>
Any Party may change the address to which notices are to be directed to it by notice to
the other parties in the manner specified above. A notice served on a Representative is
taken to be notice to that Representatives Party.
IX.
Waiver
a. Any waiver of any provision of this Contract is ineffective unless it is in writing
and signed by the Party waiving its rights.
b. A waiver by either Party in respect of a breach of a provision of this Contract by
the other Party is not a waiver in respect of any other breach of that or any
other provision.
c. The failure of either Party to enforce at any time any of the provisions of this
Contract shall not be interpreted as a waiver of such provision.
X.
Modification
Any modification of this Contract shall be in writing and signed by an authorized
representative of each Party.
XI.
Application
These General Conditions shall apply to the extent that provisions in other parts of the
Contract do not supersede them.
XII.
IT Act 2000
Besides the terms and conditions stated in this document, the contract shall also be
governed by the overall acts and guidelines as mentioned in IT Act 2000.
131
14. Annexures
cxxxvii.
Annexure I - Specifications of Hardware for buy-back

These hardware are offered for buy-back to the SI. On the basis of the specifications mentioned
below, the buy-back quote may be provided by the SI.
Server
Processor
1 No of Intel Xeon Dual Core 5120 Processor @ 1.8 Ghz or above
Cache Memory
4 Mb L2Cache
Memory
4Gb DDR2 SD RAM @ 667Mhz with ECC Upgradeable upto 12 GB on

DIMM
Motherboard
FSB 1066 Mhz with 1 PCI , 1 PCI express , dual LAN
Chipset
Intel 5000 series chipset or better
Raid Controller Not Required

Hard Disk drive 2X144 Gb, 10000/15000 rpm SAS HDD
Optical Drive
DVD writer (CD and DVD read and write )
Video Controller On Board memory 8 MB dynamic video memory

Bays
Minimum 6 Bays (2 External and 4 Internal Hot Plug bays )
Cabinet Type
Rack-1 U with Black/ Grey colour
Chassis
With redundant(1+1) ATX power supply unit 500 W with redundant fans
with redundancy and security locks for the front panel , HDD trays
Management
Software
Server management utility software with facility for failure detection for
voltage variation, thermal, operating system watch dig or equivalent, fan
failure, driver failure, power supply failure, CPU heat sink fan check, log
reports )
Certification
Windows and Linux ( red Hat and Suse linux certification preferred)
Desktops
Processor
Intel PIV Dual Core D 820 @ 2.8 GHz or above
Cache Memory
2 x 1 MB or above L2 Cache
Memory
512 MB DDR 2 SDRAM @533 MHz upgradeable upto 2 GB on DIMM
Motherboard
FSB 800 MHz with 2 PCI, 1 PCI Express X1 and 1 PCI Express X 16,
Integrated Graphics Controller, 10/100/1000 MBPS Network card with
remote booting facility & 1 Serial Port, 4 USB port (2 in front), 1 Parallel
Port & 2 PS/2 Port
Chipset
945G/NVIDIA Chipset or equivalent
Hard Disk
160 GB or higher SATA HDD
Optical Drive
Combo (DVDR-CD RW)
Modem
Modem (Int)
Monitor
17 TFT LCD Colour Monitor ISO Certified
keyboard
PS/2 104 Keys Mechanical Keyboard
Mouse
Optical Mouse with Pad
Bays
4 Bays (2 Internal and 2 External)
Cabinet Type
Mini Tower Type, Black Cabinet
132
OS Support
Windows, RedHAT and Suse Linux
Pre-loaded OS
Windows XP Starter Edition with DVD Media or Suse Linux Enterprise

Desktop 10 with Tamil Language support with DVD Media
Certification
Protective
Cover
Windows & Suse Linux certification should be submitted before

actual delivery if not at the time of submission of bids
ISO Certification Mandatory for the Manufacturing process
Dust covers to be provided for the CPU, keyboard, monitor and mouse
Dot Matrix Printer

Printing method Impact dot matrix
Number of Pins 24
Print Width
136 columns
Print head life
200 million characters or dots/pin or strokes/ wire @ 25% duty cycle
Print Direction
Bi- Directional with logic seeking
Ribbon life
3million characters
Printer Speed
Cps 300 @10 cpi
High speed draft
Fonts
Draft, Roman, Sans serif, Courier, Script, Prestige, Orator, OCR_B,

Orator-S, English, Built in Unicode Fonts
Paper Handling
Paper feed
Friction Feed,(Top), Tractor Feed (Rear)
method
Input Buffer
24 KB or Above
Interfaces
Standard
IEEE 1284 Parallel
Operating
System
Compatibility
Windows & Linux (Linux Drivers Mandatory)
Necessary
Drivers &
Cables
To be provided
Reliability
MTBF
6000 Hrs@25% duty cycle
Electrical
Specifications
Voltage
Frequency
150 270 VAC

47 Hz- 53Hz
Scanner
Type
Flat bed
Scan Resolution 4800 dpi

Color Depth
48 bit color
Scan Speed
Less than 28 secs. 4x6 inch color photo

Less than 47 secs full page of text
133
Max. Document
A4, legal
Size
Interface
Universal Serial Bus (USB)
Operating
System
Compatibility
Windows & Linux O/S (Linux Drivers mandatory)
Necessary
Drivers &
Cables
To be provided
Power
Requirement
230V AC, 50 Hz, Wattage may be specified by the tendered
UPS 3 kVA
Capacity
3.0 KVA TRUE ONLINE UPS
Back up time
2 hour
Inverter Type
MOSFET/IGBT
INPUT
Voltage Mains
(Primary
Source)
170-250V AC, SINGLE PHASE
Input Power
Factor
0.95 Lag unity
Frequency with
50 Hz,+/-3Hz
Tolerance
Battery
(Secondary)
Sealed maintenance free (SMF) type- AH and no of batteries shall be

suitably sketched for a backup time of 30 mins . (minimum) at 2400w
resistive load or 3.0 KVA load with 0.8 PF.
Battery Storage External battery storage box/ Rack for housing the batteries worth safety
Box/ Rack
provisions to be supplied along with the UPS system
OUTPUT
Nominal Voltage 230 V AC, Single phase
Voltage
Regulation
+/-2%
Frequency
50 Hz
Variation in
Frequency
+/-0.2Hz
Load Power
factor
0.70 lag to unity
Waveform
Pure Sine Waves
Overload
capacity
110% load withstand for 10 minutes

Overall
efficiency
Greater than 85% at full load
Total Harmonic Less than 5% for non liner load

Distortion
Less than 4 % f0or linear load
Duty Cycle
Continuous
134
Cooling
Protections
Forced Air cooling

1.
2.
3.
4.
5.
6.
7.
Input , output Low and High

Battery low and high voltage
Input, Output Fuse
Battery MCB/fuse
Short Circuit
Overload
Lightening
Mobility
All UPS fitted with castors for mobility
Controls
Manual By pass switch and static bypass switch to be provided with

indications
Power Sockets
2 Nos.(15 Amps , Capacity ) Sockets
Trip Conditions Over Load, Over, Under Voltage, Short Circuit

Indications
Mains ON, Inverter ON , Battery Low , Overload
Alarms (Audio)
For extreme battery low voltage
Meters
AC volt meter for input and output dc
Input Cable and

Proper rated cable with PVC pipe to be provided
Output cable
Manuals
Operating and User manual to be provided
Isolation
Transformer
Isolation transformer must be provided
Certification
SAMEER or ETDC Certification Mandatory
ISO
ISO certification mandatory for the manufacture process
Software
Software for auto save & automatic shutdown of the system compatible
with windows and Linux . technical details of the software to be enclosed
(preferable)
UPS 5 kVA
Capacity
5.0 KVA TRUE ONLINE UPS
Back up time
2 hour
Inverter Type
MOSFET/IGBT
INPUT
Voltage Mains
(Primary
Source)
170-250V AC, SINGLE PHASE
Input Power
Factor
0.95 Lag unity
Frequency with
50 Hz,+/-3Hz
Tolerance
Battery
(Secondary)
Sealed maintenance free (SMF) type- AH and no of batteries shall be

suitably sketched for a backup time of 30 mins. (minimum) at 4000w
resistive load or 5.0 KVA load with 0.8 PF.
Battery Storage External battery storage box/ Rack for housing the batteries worth safety
Box/ Rack
provisions to be supplied along with the UPS system
OUTPUT
Nominal Voltage 230 V AC, Single phase
135
Voltage
Regulation
+/-2%
Frequency
50 Hz
Variation in
Frequency
+/-0.2Hz
Load Power
factor
0.70 lag to unity
Waveform
Pure Sine Waves
Overload
capacity

Overall
efficiency
Greater than 85% at full load
Total Harmonic Less than 5% for non liner load

Distortion
Less than 4 % f0or linear load
Duty Cycle
Continuous
Cooling
Forced Air cooling
Protections
1.
2.
3.
4.
5.
6.
7.
Input , output Low and High

Battery low and high voltage
Input, Output Fuse
Battery MCB/fuse
Short Circuit
Overload
Lightening
Mobility
All UPS fitted with castors for mobility
Controls
Manual By pass switch and static bypass switch to be provided with

indications
Power Sockets
1 Nos.(32 Amps , Capacity ) Capacity Terminal Block
Trip Conditions Over Load, Over, Under Voltage, Short Circuit

Indications
Mains ON, Inverter ON , Battery Low , Overload
Alarms (Audio)
For extreme battery low voltage
Meters
AC volt meter for input and output DC
Input Cable and Proper rated cable with PVC pipe to be provided (approx 3 mtrs x 3
Output cable
runs)
Manuals
Operating and User manual to be provided
Isolation
Transformer
Isolation transformer must be provided
Certification
SAMEER or ETDC Certification Mandatory
ISO
ISO certification mandatory for the manufacture process
Software
Software for auto save & automatic shutdown of the system compatible
with windows and Linux . technical details of the software to be enclosed
(preferable)
136
cxxxviii.
Annexure II SRO office list for Tamil Nadu State

S. No.
Zone Name
District Name
SRO Code
SRO Name
Chennai
Chengalpattu
38
Achirapakkam
Chennai
Chengalpattu
44
Cheyyur
Chennai
Chengalpattu
43
Jt-I Chengelpattu
Chennai
Chengalpattu
42
Jt-II Chengelpattu
Chennai
Chengalpattu
47
Maduranthagam
Chennai
Chengalpattu
40
Salavakkam
Chennai
Chengalpattu
48
Sriperumpudur
Chennai
Chengalpattu
604
Chennai
Chengalpattu
45
Thirupour
10
Chennai
Chengalpattu
46
Thiukalukundram
11
Chennai
Chengalpattu
39
Uthiramerur
12
Chennai
Chenna North
17
Ambattur
13
Chennai
Chenna North
18
Arani
14
Chennai
Chenna North
20
Gummidipoondi
15
Chennai
Chenna North
22
Joint I Chennai North
16
Chennai
Chenna North
27
konnur
17
Chennai
Chenna North
605
18
Chennai
Chenna North
25
Ponneri
19
Chennai
Chenna North
26
Redhills
20
Chennai
Chenna North
19
Royapuram
21
Chennai
Chenna North
21
Sembium
22
Chennai
Chenna North
23
sowcarpet
23
Chennai
Chenna North
24
Thiruvottiyur
24
Chennai
Chenna South
Adayar
25
Chennai
Chenna South
Alandur
Chennai
Chenna South
14
Avadi
27
Chennai
Chenna South
10
Guduvanchery
28
Chennai
Chenna South
Joint-I Chennai South
29
Chennai
Chenna South
Joint-II Chennai South
30
Chennai
Chenna South
11
Kundrathur
31
Chennai
Chenna South
16
Neelankarai
32
Chennai
Chenna South
12
Padappai
33
Chennai
Chenna South
34
Chennai
Chenna South
15
35
Chennai
Chenna South
36
Chennai
Chenna South
603
Salaiyur
37
Chennai
Chenna South
T.Nagar
38
Chennai
Chenna South
Tambaram
39
Chennai
Chenna South
13
Velacherry
Chennai
Chenna South
Chennai
Chennai Central
26
40
41
28
137
Sunguvar Chattiram
Madavaram
Pallavaram
Pammal
Ponnemallee
Virugambakkam
Anna Nager
S. No.
Zone Name
District Name
SRO Code
SRO Name
Chennai
Chennai Central
37
Ashok Nager
Chennai
Chennai Central
33
Joint-I Chennai Central
44
Chennai
Chennai Central
35
Joint-II Chennai Central
45
Chennai
Chennai Central
29
Kodambakkam
46
Chennai
Chennai Central
34
Mylapore
47
Chennai
Chennai Central
32
Periamet
48
Chennai
Chennai Central
31
Purasaivakkam
49
Chennai
Chennai Central
30
Triplicane
50
Chennai
Chennai Central
36
Villivakkam
51
Chennai
Kanchipuram
50
Joint-I Kancheepuram
52
Chennai
Kanchipuram
51
Joint-II Kancheepuram
53
Chennai
Kanchipuram
52
Joint-IV Kancheepuram
54
Chennai
Kanchipuram
59
Manavalnagar
55
Chennai
Kanchipuram
56
Pallipet
56
Chennai
Kanchipuram
57
Peramabakkam
Chennai
Kanchipuram
60
R.K.pettai
58
Chennai
Kanchipuram
53
Thamal
59
Chennai
Kanchipuram
58
Thiruvalangadu
60
Chennai
Kanchipuram
54
Tirutani
61
Chennai
Kanchipuram
55
Tiruvallur
62
Chennai
Kanchipuram
49
Uthukottai
61
Walajabath
Coimbatore
75
Aanamalai
Coimbatore
62
Annur
Coimbatore
65
Coimbatore Joint I
Coimbatore
66
Coimbatore Joint II
Coimbatore
72
Ganapathy
Coimbatore
64
Gandhipuram
Coimbatore
78
Kinathukadavu
Coimbatore
70
Madukkarai
Coimbatore
71
Mettupalayam
Coimbatore
83
Negamam
Coimbatore
73
Peelamedu
Coimbatore
69
Periyanaickenpalayam
76
Chennai
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Kanchipuram
Coimbatore
85
Pollachi
77
Coimbator
Coimbatore
67
Singanallur
42
43
57
63
64
65
66
67
68
69
70
71
72
73
74
75
138
S. No.
Zone Name
District Name
SRO Code
SRO Name
99
10
0
10
1
10
2
10
3
10
4
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
10
Coimbator
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
Coimbatore
80
Sulur
Coimbatore
68
Thondamuthur
Coimbatore
74
Vadavalli
Erode
106
Erode
93
Erode
102
AvalPoondurai
Erode
100
Bhavani
Erode
98
Chenniamalai
Erode
94
Erode Joint I
Erode
96
Kodumudi
Erode
101
Erode
97
Erode
104
Surampatti
99
Thingalore
Erode
Gobichetti
palayam
Gobichetti
palayam
Gobichetti
palayam
Gobichetti
palayam
Gobichetti
palayam
Gobichetti
palayam
Gobichetti
palayam
Gobichetti
palayam
Ammapettai
Anthiyur
Perundurai
Sivagiri
111
Gobi Joint I
112
Gobi Joint II
109
Kavundapadi
116
Nambiyur
117
Punjaipuliampatti
113
Sathyamangalam
114
Thalavadi
115
Thookanaickan palayam
The Nilgiris
88
Coonoor
The Nilgiris
89
Gudalur
The Nilgiris
90
Kothagiri.
The Nilgiris
91
Ooty Joint I
The Nilgiris
92
Ooty Joint II
Tirupur
63
Avinashi
139
S. No.
Zone Name
10
6
10
7
10
8
10
9
11
0
11
1
11
2
11
3
11
4
11
5
11
6
11
7
11
8
11
9
12
0
12
1
12
2
12
3
12
4
12
5
12
6
12
7
12
8
12
9
13
0
13
1
13
2
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
Coimbator
e
13
District Name
SRO Code
SRO Name
Tirupur
105
Tirupur
79
Tirupur
103
Tirupur
77
Tirupur
110
Kunnathur
Tirupur
107
Moolanur
Tirupur
86
Nallur
Tirupur
84
Palladam
Tirupur
87
Thottipalayam
Tirupur
81
Tirupur Joint I
Tirupur
82
Tirupur Joint II
Tirupur
76
Udumalai pettai
Tirupur
95
Uthukuli
Tirupur
108
Vellakoil
Cuddalore
Chicambaram
154
Bhuvanagiri
Cuddalore
Chicambaram
151
JT.I Chidambaram
Cuddalore
Chicambaram
150
Kumaratchi
Cuddalore
Chicambaram
156
Mannarkudi
Cuddalore
Chicambaram
153
Parangipettai
Cuddalore
Chicambaram
155
Pundhuchattiram
Cuddalore
Chicambaram
152
Sethiyathoppu
Cuddalore
Cuddalore
118
Joint 1 cuddalore
Cuddalore
Cuddalore
119
Joint 2 Cuddalore
Cuddalore
Cuddalore
120
Kadampuliyur
Cuddalore
Cuddalore
122
Kullanchavadi
Cuddalore
Cuddalore
121
Kurinjipadi
Cuddalore
Cuddalore
124
Nellikuppam
Cuddalore
Cuddalore
125
Panruti
140
Dharapuram
Gomangalam
Kangeyam
Kaniyur
S. No.
Zone Name
District Name
SRO Code
SRO Name
3
13
4
13
5
13
6
13
7
13
8
13
9
14
0
14
1
14
2
14
3
14
4
14
5
14
6
14
7
14
8
14
9
15
0
15
1
15
2
15
3
15
4
15
5
15
6
15
7
15
8
15
9
16
0
16
Cuddalore
Cuddalore
126
pudupettai
Cuddalore
Cuddalore
123
Thirunavalur
Cuddalore
Cuddalore
127
Vadalur
Cuddalore
Kallakurich
143
Chinna selam
Cuddalore
Kallakurich
139
Elavanasurekottai
Cuddalore
Kallakurich
140
JTI Kallakurich
Cuddalore
Kallakurich
141
JTII Kallakurich
Cuddalore
Kallakurich
145
Nagalore
Cuddalore
Kallakurich
146
Rishivandiyam
Cuddalore
Kallakurich
142
Sankarapuram
Cuddalore
Kallakurich
144
Thiyagadurgam
Cuddalore
Kallakurich
148
Vadakkanandal
Cuddalore
Kallakurich
147
Vadaponparappi
Cuddalore
Tindivanam
158
Avalurpettai
Cuddalore
Tindivanam
157
Avarapakkam
Cuddalore
Tindivanam
161
Gingee
Cuddalore
Tindivanam
162
JTI Tindivanam
Cuddalore
Tindivanam
163
JTII Tindivanam
Cuddalore
Tindivanam
164
Marakkanam
Cuddalore
Tindivanam
165
Mayilam
Cuddalore
Tindivanam
160
Sethiyamangalam
Cuddalore
Tindivanam
167
Valathi
Cuddalore
Tindivanam
166
Vallam
Cuddalore
Tindivanam
168
Vanur
Cuddalore
Villupuram
129
Anathapuram
Cuddalore
Villupuram
128
Anniyur
Cuddalore
Villupuram
130
Aragandanallur
Cuddalore
Villupuram
133
JTI Villupuram
141
S. No.
Zone Name
District Name
SRO Code
SRO Name
1
16
2
16
3
16
4
16
5
16
6
16
7
16
8
16
9
17
0
17
1
17
2
17
3
17
4
17
5
17
6
17
7
17
8
17
9
18
0
18
1
18
2
18
3
18
4
18
5
18
6
18
7
18
8
18
Cuddalore
Villupuram
134
JTII Villupuram
Cuddalore
Villupuram
137
Kandamangalam
Cuddalore
Villupuram
135
Manalurpettai
Cuddalore
Villupuram
132
Thirukovilur
Cuddalore
Villupuram
131
Thiruvennainallur
Cuddalore
Villupuram
136
Valavanur
Cuddalore
Villupuram
138
Vikkaravandi
Cuddalore
Virudhachallam
169
JTI Virudhachallam
Cuddalore
Virudhachallam
172
Kammapuram
Cuddalore
Virudhachallam
174
Mangalampattai
Cuddalore
Virudhachallam
175
Nallur
Cuddalore
Virudhachallam
179
Pennadam
Cuddalore
Virudhachallam
176
Sirupakkam
Cuddalore
Virudhachallam
173
Thozhudur
Cuddalore
Virudhachallam
171
Tirumuttam
Cuddalore
Virudhachallam
170
Titagudi
Cuddalore
Virudhachallam
177
Ulundorpettai
Cuddalore
Madurai
Virudhachallam
Dindigul
178
207
Vepure
JointI SRO
Madurai
Dindigul
205
Nilakottai
Madurai
Dindigul
198
Athoor
Madurai
Dindigul
199
Ayyampalayam
Madurai
Dindigul
210
Batlagundu
Madurai
Dindigul
200
Chinnalapatti
Madurai
Dindigul
201
JointII SRO
Madurai
Dindigul
203
Kannivadi
Madurai
Dindigul
202
Kodaikanal
Madurai
Dindigul
204
Nagalnayakenpatti
142
S. No.
Zone Name
District Name
SRO Code
SRO Name
9
19
0
19
1
19
2
19
3
19
4
19
5
19
6
19
7
19
8
19
9
20
0
20
1
20
2
20
3
20
4
20
5
20
6
20
7
20
8
20
9
21
0
21
1
21
2
21
3
21
4
21
5
21
6
21
Madurai
Dindigul
206
Natham
Madurai
Dindigul
208
Sanarpatti
Madurai
Dindigul
209
Sendurai
Madurai
Karaikudi
211
Aranthangi
Madurai
Karaikudi
212
Devakkottai
Madurai
Karaikudi
215
Karaikudi joint I
Madurai
Karaikudi
213
Karaikudi joint II
Madurai
Karaikudi
214
Meemisal
Madurai
Karaikudi
216
Ponnamaravathi
Madurai
Karaikudi
217
Singampunari
Madurai
Karaikudi
219
Thiruvadanai
Madurai
Karaikudi
218
Thiupathur
Madurai
Karaikudi
220
Thondi
Madurai
Periyakulam
232
Andipatti
Madurai
Periyakulam
234
Chinnamanur
Madurai
Periyakulam
235
Ezhumalai
Madurai
Periyakulam
239
Jt1, Periakulam
Madurai
Periyakulam
236
Jt2, Periakulam
Madurai
Periyakulam
237
Kadamalaikundu
Madurai
Periyakulam
238
Kambam
Madurai
Periyakulam
233
Podinayakanur
Madurai
Periyakulam
240
Sindhupatti
Madurai
Periyakulam
241
Theni
Madurai
Periyakulam
242
Thevaram
Madurai
Periyakulam
244
Usilampatti
Madurai
Periyakulam
243
Uthamapalayam
Madurai
Ramanathapura
m
Ramanathapura
245
Abiramam
256
Joint I Ramnad
Madurai
143
S. No.
Zone Name
7
21
8
21
9
22
0
22
1
22
2
22
3
22
4
22
5
22
6
22
7
22
8
22
9
23
0
23
1
23
2
23
3
23
4
23
5
23
6
23
7
23
8
23
9
24
0
24
1
24
2
24
3
24
4
24
District Name
SRO Code
SRO Name
m
Madurai
Madurai
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Ramanathapura
m
Sivaganga
Madurai
Sivaganga
279
Jt. I SRO
Madurai
Sivaganga
274
Jt. II SRO
Madurai
Sivaganga
275
Kalayarkovil
Madurai
Sivaganga
277
Madagupatti
Madurai
Sivaganga
276
Manamadurai
Madurai
Sivaganga
278
Nainarkovil
Madurai
Sivaganga
280
Paramakudi
Madurai
Sivaganga
281
Tiruppuvanam
Madurai
Virudhunagar
258
Aruppukkottai
Madurai
Virudhunagar
259
Coonoor
Madurai
Virudhunagar
261
Kariapatti
Madurai
Virudhunagar
262
KeelaRajakularaman
Madurai
Virudhunagar
264
Panthalkudi
Madurai
Virudhunagar
265
Rajapalayam
Madurai
Virudhunagar
266
Sathur
Madurai
Virudhunagar
267
Sethur
Madurai
Madurai
Madurai
Madurai
Madurai
Madurai
Madurai
Madurai
Madurai
Madurai
144
246
Joint II Ramnad
247
Kadaladi
248
Kamuthi
249
Keelakarai
250
Mudukulathur
253
Perunazhi
254
Poghalur
251
R.S.Mangalam
252
Rameshvaram
255
Sayalkudi
257
Velipattinam
273
Ilayangudi
S. No.
Zone Name
District Name
SRO Code
SRO Name
5
24
6
24
7
24
8
24
9
25
0
25
1
25
2
25
3
25
4
25
5
25
6
25
7
25
8
25
9
26
0
26
1
26
2
26
3
26
4
26
5
26
6
26
7
26
8
26
9
27
0
27
1
27
2
27
Madurai
Virudhunagar
268
Sivakasi
Madurai
Virudhunagar
269
Srivilliputhur
Madurai
Virudhunagar
271
Thiruchuli
Madurai
Virudhunagar
270
Thiruthangal
Madurai
Virudhunagar
282
Veerachozhan
Madurai
Virudhunagar
263
Virudhunagar Joint I
Madurai
Virudhunagar
260
Virudhunagar Joint II
Madurai
Virudhunagar
272
Watrap
Madurai
Madurai North
189
Alanganallur
Madurai
Madurai North
190
Chockikulam
Madurai
Madurai North
191
Karungalakudi
Madurai
Madurai North
192
Melur
Madurai
Madurai North
196
Original Regn Branch
Madurai
Madurai North
602
Othakadai
Madurai
Madurai North
194
Tallakulam
Madurai
Madurai North
193
Tamaraipatti
Madurai
Madurai North
195
Teppakulam
Madurai
Madurai North
197
Vadipatti
Madurai
Madurai South
180
Arasaradi
Madurai
Madurai South
181
Chekkanurani
Madurai
Madurai
Madurai South
Madurai South
186
182
Cholavandan
District Registrar Office
Madurai
Madurai
Madurai South
Madurai South
183
184
Joint IV Sub Registrar

Kallikudi
Madurai
Madurai South
185
Peraiyur
Madurai
Madurai South
187
Thirumangalam
Madurai
Madurai South
188
Thirupparankundram
Madurai
Palani
225
Joint I SRO Palani
145
S. No.
Zone Name
District Name
SRO Code
SRO Name
3
27
4
27
5
27
6
27
7
27
8
27
9
28
0
28
1
28
2
28
3
28
4
28
5
28
6
28
7
28
8
28
9
29
0
29
1
29
2
29
3
29
4
29
5
29
6
29
7
29
8
29
9
30
0
30
Madurai
Palani
223
Joint II SRO Palani
Madurai
Palani
221
SRO Chathiraptti
Madurai
Palani
231
SRO Kallimandayam
Madurai
Palani
226
SRO Keeranur
Madurai
Palani
227
SRO Kujiliamparai
Madurai
Palani
224
SRO Ottanchathiram
Madurai
Palani
228
SRO Vadamaudari
Madurai
Palani
229
SRO Vedasandur
Salem
Dharmapuri
289
Barur
Salem
Dharmapuri
284
Dharmapuri (West)
Salem
Dharmapuri
283
Harur
Salem
Dharmapuri
293
Joint I Dharmapuri
Salem
Dharmapuri
285
Joint II Dharmapuri
Salem
Dharmapuri
286
Kadathur
Salem
Dharmapuri
287
Karimangalam
Salem
Dharmapuri
294
Marandahalli
Salem
Dharmapuri
288
Morappur
Salem
Dharmapuri
290
Palacode
Salem
Dharmapuri
291
Pappireddipatty
Salem
Dharmapuri
292
Pennagaram
Salem
Krishnagiri
295
Bargur
Salem
Krishnagiri
303
Denkanikottai
Salem
Krishnagiri
299
Hosur
Salem
Krishnagiri
306
Joint I Krishnagiri
Salem
Krishnagiri
296
Joint II Krishnagiri
Salem
Krishnagiri
297
Kaveripattinam
Salem
Krishnagiri
298
Kelamangalam
Salem
Krishnagiri
300
Pochampalli
146
S. No.
Zone Name
District Name
SRO Code
SRO Name
1
30
2
30
3
30
4
30
5
30
6
30
7
30
8
30
9
31
0
31
1
31
2
31
3
31
4
31
5
31
6
31
7
31
8
31
9
32
0
32
1
32
2
32
3
32
4
32
5
32
6
32
7
32
8
32
Salem
Krishnagiri
301
Rayakottai
Salem
Krishnagiri
302
Soolagiri
Salem
Krishnagiri
304
Uthangarai
Salem
Krishnagiri
305
Veppanapalli
Salem
Namakkal
307
Erumapatti
Salem
Namakkal
314
Joint I Namakkal
Salem
Namakkal
308
Joint II Namakkal
Salem
Namakkal
309
Kumarapalayam
Salem
Namakkal
310
Mallasamuthiram
Salem
Namakkal
311
Mohanur
Salem
Namakkal
313
Namagiripettai
Salem
Namakkal
317
Pallipalayam
Salem
Namakkal
315
Paramathi
Salem
Namakkal
316
Puduchathiram
Salem
Namakkal
318
Rasipuram
Salem
Namakkal
319
Sendamangalam
Salem
Namakkal
320
Thiruchengode
Salem
Namakkal
322
Velagoundampatti
Salem
Namakkal
321
Vellur
Salem
Salem(East)
325
Attur
Salem
Salem(East)
332
Ayothiyapattinam
Salem
Salem(East)
327
Dadagapatti
Salem
Salem(East)
326
Gangavalli
Salem
Salem(East)
324
Joint 1 Salem (East)
Salem
Salem(East)
329
Pethanayackanpalayam
Salem
Salem(East)
331
Thalaivasal
Salem
Salem(East)
330
Thammampatti
Salem
Salem(East)
328
Valappady
147
S. No.
Zone Name
District Name
SRO Code
SRO Name
Salem
Salem(East)
333
Veerapandy
Salem
Salem(East)
334
Yercaud
Salem
Salem(West)
343
Edappadi
Salem
Salem(West)
342
Jalakandapuram
Salem
Salem(West)
335
Joint I Salem (west)
Salem
Salem(West)
336
Joint III Salem (west)
Salem
Salem(West)
344
Magudanchavadi
Salem
Salem(West)
341
Mecheri
Salem
Salem(West)
340
Mettur
Salem
Salem(West)
337
Omalur
Salem
Salem(West)
345
Sankagiri
Salem
Salem(West)
338
Suramangalam
Salem
Salem(West)
339
Tharamangalam
Thanjavur
Kumbakonam
454
Kumbakonam
Thanjavur
Kumbakonam
458
Nachiyarkoil
Thanjavur
Kumbakonam
459
Papanasam
Thanjavur
Kumbakonam
455
Swamimalai
Thanjavur
Kumbakonam
457
Thiruppanandal
Thanjavur
Kumbakonam
456
Thiruvidaimarudhur
Thanjavur
Kumbakonam
460
Valangaiman
Thanjavur
Myladuthurai
405
Kollidam
Thanjavur
Myladuthurai
404
Kudavasal
Thanjavur
Myladuthurai
403
Kuthalam
Thanjavur
Myladuthurai
409
Myladuthurai Joint.I
Thanjavur
Myladuthurai
407
Myladuthurai Joint.II
Thanjavur
Myladuthurai
408
Nannillam
Thanjavur
Myladuthurai
411
Peralam
Thanjavur
Myladuthurai
402
Sembanarkoil
9
33
0
33
1
33
2
33
3
33
4
33
5
33
6
33
7
33
8
33
9
34
0
34
1
34
2
34
3
34
4
34
5
34
6
34
7
34
8
34
9
35
0
35
1
35
2
35
3
35
4
35
5
35
6
35
148
S. No.
Zone Name
District Name
SRO Code
SRO Name
7
35
8
35
9
36
0
36
1
36
2
36
3
36
4
36
5
36
6
36
7
36
8
36
9
37
0
37
1
37
2
37
3
37
4
37
5
37
6
37
7
37
8
37
9
38
0
38
1
38
2
38
3
38
4
38
Thanjavur
Myladuthurai
412
Serkazhi
Thanjavur
Myladuthurai
413
Tharangambadi
Thanjavur
Nagapattinam
415
Koothanalur
Thanjavur
Nagapattinam
416
Mannarkudi
Thanjavur
Nagapattinam
417
Muthupettai
Thanjavur
Nagapattinam
420
Nagapatinam Joint I
Thanjavur
Nagapattinam
419
Nagoor
Thanjavur
Nagapattinam
418
Needamangalam
Thanjavur
Nagapattinam
426
Thakkattur
Thanjavur
Nagapattinam
429
Thirukuvalai
Thanjavur
Nagapattinam
422
Thirupoondi
Thanjavur
Nagapattinam
423
Thiruthuraipoondi
Thanjavur
Nagapattinam
424
Thiruvaroor
Thanjavur
Nagapattinam
428
Vedharanyam
Thanjavur
Pattukkottai
430
Adhirampattinam
Thanjavur
Pattukkottai
431
Erandampulikkadu
Thanjavur
Pattukkottai
433
Keeramangalam
Thanjavur
Pattukkottai
434
Madukkur
Thanjavur
Pattukkottai
437
Orathanadu
Thanjavur
Pattukkottai
438
Pappanadu
Thanjavur
Pattukkottai
436
Pattukkottai Jt-1
Thanjavur
Pattukkottai
432
Pattukkottai Jt-2
Thanjavur
Pattukkottai
440
Peravurani
Thanjavur
Pattukkottai
441
Subramaniyapuram
Thanjavur
Pattukkottai
442
Thiruvonam
Thanjavur
Pattukkottai
444
Ullikkottai
Thanjavur
Thanjavur
445
Ayyampettai
Thanjavur
Thanjavur
446
Budalur
149
S. No.
Zone Name
District Name
SRO Code
SRO Name
5
38
6
38
7
38
8
38
9
39
0
39
1
39
2
39
3
39
4
39
5
39
6
39
7
39
8
39
9
40
0
40
1
40
2
40
3
40
4
40
5
40
6
40
7
40
8
40
9
41
0
41
1
41
2
41
Thanjavur
Thanjavur
447
Joint 1, Thanjavur
Thanjavur
Thanjavur
448
Karuthanttankudi
Thanjavur
Thanjavur
449
Maharnombuchavadi
Thanjavur
Thanjavur
451
Thirukkattuppalli
Thanjavur
Thanjavur
452
Thiruvaiyaru
Thanjavur
Thanjavur
453
Vallam
461
Ambasamudhiram
467
Cheranmadevi Jt I
462
Cheranmadevi Jt II
463
Kadayam
464
Kalakkadu
465
Kallidaikurichi
466
Mukkoodal
468
Vadakkuveeravanallur
469
Vickramasingapuram
Tirunelveli
Cheranmahadev
i
Cheranmahadev
i
Cheranmahadev
i
Cheranmahadev
i
Cheranmahadev
i
Cheranmahadev
i
Cheranmahadev
i
Cheranmahadev
i
Cheranmahadev
i
Tirunelveli
Kanyakumari
470
Boothapandi
Tirunelveli
Kanyakumari
471
Eranial
Tirunelveli
Kanyakumari
472
Idalagudi
Tirunelveli
Kanyakumari
476
Kanyakumari Jt I
Tirunelveli
Kanyakumari
473
Kottaram
Tirunelveli
Kanyakumari
474
Kulatchal
Tirunelveli
Kanyakumari
475
Manavalakurichi
Tirunelveli
Kanyakumari
477
Palliyadi
Tirunelveli
Kanyakumari
478
Rajackamangalam
Tirunelveli
Kanyakumari
479
Thackalai
Tirunelveli
Kanyakumari
481
Thovalai
Tirunelveli
Kanyakumari
480
Vadaseri
Tirunelveli
Marthandam
482
Arumanai
Tirunelveli
Tirunelveli
Tirunelveli
Tirunelveli
Tirunelveli
Tirunelveli
Tirunelveli
Tirunelveli
150
S. No.
Zone Name
District Name
SRO Code
SRO Name
3
41
4
41
5
41
6
41
7
41
8
41
9
42
0
42
1
42
2
42
3
42
4
42
5
42
6
42
7
42
8
42
9
43
0
43
1
43
2
43
3
43
4
43
5
43
6
43
7
43
8
43
9
44
0
44
Tirunelveli
Marthandam
485
Karungal
Tirunelveli
Marthandam
484
Kollankodu
Tirunelveli
Marthandam
487
Marthandam Jt I
Tirunelveli
Marthandam
483
Marthandam Jt II
Tirunelveli
Marthandam
486
Munchirai
Tirunelveli
Marthandam
488
Palugal
Tirunelveli
Marthandam
489
Thiruvattar
Tirunelveli
Marthandam
490
Verkilambi
Tirunelveli
Palayamkottai
491
Alwarthirunagar
Tirunelveli
Palayamkottai
492
Burkitmanagaram
Tirunelveli
Palayamkottai
493
Ettayapuram
Tirunelveli
Palayamkottai
494
Kadambur
Tirunelveli
Palayamkottai
495
Kalugumalai
Tirunelveli
Palayamkottai
498
Kayathar
Tirunelveli
Palayamkottai
497
Kommadikottai
Tirunelveli
Palayamkottai
496
Kovilpatti
Tirunelveli
Palayamkottai
500
Melapalayam
Tirunelveli
Palayamkottai
501
Murapanadu
Tirunelveli
Palayamkottai
502
Nazareth
Tirunelveli
Palayamkottai
503
Palayankottai Jt I
Tirunelveli
Palayamkottai
505
Sathankulam
Tirunelveli
Palayamkottai
506
Srivaikundam
Tirunelveli
Tirunelveli
Palayamkottai
Tenkasi
508
535
Thisaiyanvilai
ALANGULAM
Tirunelveli
Tenkasi
536
IDAIKKAL
Tirunelveli
Tenkasi
549
JOINT I SRO
Tirunelveli
Tenkasi
537
JOINT II SRO
Tirunelveli
Tenkasi
538
KADAYANALLUR
151
S. No.
Zone Name
District Name
SRO Code
SRO Name
1
44
2
44
3
44
4
44
5
44
6
44
7
44
8
44
9
45
0
45
1
45
2
45
3
45
4
45
5
45
6
45
7
45
8
45
9
46
0
46
1
46
2
46
3
46
4
46
5
46
6
46
7
46
8
46
Tirunelveli
Tenkasi
539
Tirunelveli
Tenkasi
540
KARIVALAMVANTHANALL
UR
MEELANELITHANALLUR
Tirunelveli
Tenkasi
541
PANPOLI
Tirunelveli
Tenkasi
542
PAVOORCHARTRAM
Tirunelveli
Tenkasi
543
PULIYANKUDI
Tirunelveli
Tenkasi
544
SANKARANKOVIL
Tirunelveli
Tenkasi
547
SHENCOTTAI
Tirunelveli
Tenkasi
545
SIVAGIRI
Tirunelveli
Tenkasi
546
SURANDAI
Tirunelveli
Tenkasi
548
UTHUMALAI
Tirunelveli
Tenkasi
550
VASUDEVANALLUR
Tirunelveli
Tenkasi
551
VEERASIGAMANI
Tirunelveli
Thoothukudi.
519
Eral
Tirunelveli
Thoothukudi.
521
Kayalpattinam
Tirunelveli
Thoothukudi.
523
Keezhur
Tirunelveli
Thoothukudi.
524
Melur
Tirunelveli
Thoothukudi.
528
Ottapidaram
Tirunelveli
Thoothukudi.
531
Perungkulam
Tirunelveli
Thoothukudi.
530
Pudukottai
Tirunelveli
Thoothukudi.
529
Pudur
Tirunelveli
Thoothukudi.
532
Thiruchendur
Tirunelveli
Thoothukudi.
527
Tuticorin Jt1
Tirunelveli
Thoothukudi.
520
Tuticorin Jt2
Tirunelveli
Thoothukudi.
533
Udankudi
Tirunelveli
Thoothukudi.
534
Vilathikulam
Tirunelveli
Tirunelveli
509
Gangaikondan
Tirunelveli
Tirunelveli
511
Moolakaraipatti
Tirunelveli
Tirunelveli
512
Nanguneri
152
S. No.
Zone Name
District Name
SRO Code
SRO Name
9
47
0
47
1
47
2
47
3
47
4
47
5
47
6
47
7
47
8
47
9
48
0
48
1
48
2
48
3
48
4
48
5
48
6
48
7
48
8
48
9
49
0
49
1
49
2
49
3
49
4
49
5
49
6
49
Tirunelveli
Tirunelveli
514
Panagudi
Tirunelveli
Tirunelveli
515
Pettai
Tirunelveli
Tirunelveli
516
Radhapuram
Tirunelveli
Tirunelveli
517
Thirukarungudi
Tirunelveli
Tirunelveli
513
Tirunelveli Jt I
Tirunelveli
Tirunelveli
510
Tirunelveli Jt II
Tirunelveli
Trichy
Tirunelveli
Ariyalur
518
347
Valliyur
Aandimadam
Trichy
Ariyalur
354
Ariyalur Joint I
Trichy
Ariyalur
348
Ariyalur Joint II
Trichy
Ariyalur
349
Chettikulam
Trichy
Ariyalur
366
Erumbulikurichi
Trichy
Ariyalur
350
Jayakondam
Trichy
Ariyalur
351
Keezhaapazhur
Trichy
Ariyalur
352
Lalkudi
Trichy
Ariyalur
353
Meensurutti
Trichy
Ariyalur
355
Perambalur
Trichy
Ariyalur
356
Pullampadi
Trichy
Ariyalur
357
Sendurai
Trichy
Ariyalur
358
Tha.Pazhur
Trichy
Ariyalur
359
Thuraiyur
Trichy
Ariyalur
360
Udayarpalayam
Trichy
Ariyalur
361
Uppiliyapuram
Trichy
Ariyalur
362
Valighandapuram
Trichy
Ariyalur
365
Veppanthattai
Trichy
Ariyalur
364
Veppur
Trichy
Ariyalur
363
Vikramangalam
Trichy
Karur
367
Aravakurichi
153
S. No.
Zone Name
District Name
SRO Code
SRO Name
7
49
8
49
9
50
0
50
1
50
2
50
3
50
4
50
5
50
6
50
7
50
8
50
9
51
0
51
1
51
2
51
3
51
4
51
5
51
6
51
7
51
8
51
9
52
0
52
1
52
2
52
3
52
4
52
Trichy
Karur
368
Chinnadarapuram
Trichy
Karur
373
Karur (West)
Trichy
Karur
370
Karur Joint I
Trichy
Karur
369
Karur Joint II
Trichy
Karur
372
Krishnarayapuram
Trichy
Karur
371
Kulithalai
Trichy
Karur
374
Nangavaram
Trichy
Karur
375
Tharagampatti
Trichy
Karur
377
Velayuthampalayam
Trichy
Karur
376
Velliyanai
Trichy
Pudukottai
378
Alangudi
Trichy
Pudukottai
379
Annavasal
Trichy
Pudukottai
383
Gandarvakottai
Trichy
Pudukottai
380
Illuppur
Trichy
Pudukottai
381
Karambakudi
Trichy
Pudukottai
382
Keelanilai
Trichy
Pudukottai
384
Kulathur
Trichy
Pudukottai
385
Manamelkudi
Trichy
Pudukottai
386
ORB - Pudukkottai
Trichy
Pudukottai
387
Perungalur
Trichy
Pudukottai
388
Thirumayam
Trichy
Pudukottai
389
Viralimalai
Trichy
Trichy
390
JOINT 3 SRO
Trichy
Trichy
392
K.SATHANUR
Trichy
Trichy
391
KATTUPUTHUR
Trichy
Trichy
401
MANACHANALLUR
Trichy
Trichy
393
MANAPARAI
Trichy
Trichy
394
MUSIRI
154
S. No.
Zone Name
District Name
SRO Code
SRO Name
5
52
6
52
7
52
8
52
9
53
0
53
1
53
2
53
3
53
4
53
5
53
6
53
7
53
8
53
9
54
0
54
1
54
2
54
3
54
4
54
5
54
6
54
7
54
8
54
9
55
0
55
1
55
2
55
Trichy
Trichy
395
ORB
Trichy
Trichy
396
SRIRANGAM
Trichy
Trichy
397
THATHAIYANGARPETTAI
Trichy
Trichy
398
THIRUVERMBUR
Trichy
Trichy
399
THUVARANKURICHI
Trichy
Trichy
400
WORAIYUR
Vellore
Arakonam
559
Arakonam Joint I
Vellore
Arakonam
555
Arakonam Joint II
Vellore
Arakonam
552
Arcot
Vellore
Arakonam
556
Kalavai
Vellore
Arakonam
557
Kaveripakkam
Vellore
Arakonam
558
Nemili
Vellore
Arakonam
561
Sholingar
Vellore
Arakonam
563
Walaja
Vellore
Cheyyar
564
Arani
Vellore
Cheyyar
566
Dusi
Vellore
Cheyyar
571
Joint-I Cheyyer
Vellore
Cheyyar
567
Joint-II Cheyyer
Vellore
Cheyyar
568
Kalambur
Vellore
Cheyyar
569
Kannamangalam
Vellore
Cheyyar
570
Kilkodungalore
Vellore
Cheyyar
572
Peranmallur
Vellore
Cheyyar
573
Thellur
Vellore
Cheyyar
574
Vandavasi
Vellore
Cheyyar
575
Vembakkam
Vellore
Tiruvannamalai
576
Chengam
Vellore
Tiruvannamalai
577
Chetput
Vellore
Tiruvannamalai
584
Joint I Thiruvannamalai
155
S. No.
Zone Name
District Name
SRO Code
SRO Name
3
55
4
55
5
55
6
55
7
55
8
55
9
56
0
56
1
56
2
56
3
56
4
56
5
56
6
56
7
56
8
56
9
57
0
57
1
57
2
57
3
57
4
57
5
Vellore
Tiruvannamalai
579
Joint II Thiruvannamalai
Vellore
Tiruvannamalai
580
Kadaladi
Vellore
Tiruvannamalai
581
kalasapakkam
Vellore
Tiruvannamalai
582
Kilpennathur
Vellore
Tiruvannamalai
583
Mangalam
Vellore
Tiruvannamalai
585
Polur
Vellore
Tiruvannamalai
586
Thandrampet
Vellore
Tiruvannamalai
587
Thanipadi
Vellore
Tiruvannamalai
588
Vettavalam
Vellore
Vellore
589
Ambur
Vellore
Vellore
593
Gudiyatham
Vellore
Vellore
590
jolarpet
Vellore
Vellore
592
Kaniyampadi
Vellore
Vellore
591
Katpadi
Vellore
Vellore
601
Keezh vazhithunkuppam
Vellore
Vellore
594
Natrampalli
Vellore
Vellore
596
Odugathur
Vellore
Vellore
597
Pallikonda
Vellore
Vellore
598
Pernambutt
Vellore
Vellore
599
Tirupathur
Vellore
Vellore
600
Vaniyambadi
Vellore
Vellore
595
Vellore-Joint I
156

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Registration Department Tamil Nadu RFP for SI Selection Volume I

Tender Reference No. 001/Regn/2013

Tender For Selection of System Integrator (SI) to

Tender For Selection Of

Registration Department - GoTN

Registration Department Tamil Nadu RFP for SI Selection Volume I

Invitation to Bidders / Important dates .............................................................................. 5

Pre-Qualification Requirements ......................................................................................... 8

Overview of Registration Department ............................................................................... 16

Overview of Property Registration in Tamil Nadu State ........................................................... 16

Envisaged Registration Application Architecture ................................................................. 25

Scope of Work Phase I ................................................................................................ 32

Scope of Work - Phase II ................................................................................................ 60

Responsibility Matrix for Different Stakeholders ................................................................. 67

Implementation Schedule ............................................................................................... 70

Resource Requirement ................................................................................................... 71

Service Level Agreement ................................................................................................ 73

Instruction to Bidders ..................................................................................................... 83

Advice to the bidders ......................................................................................................... 83

Registration Department Tamil Nadu RFP for SI Selection Volume I

Schedule of Tender Process................................................................................................ 83

Model Master Service Level Agreement ..........................................................................105

Registration Department Tamil Nadu RFP for SI Selection Volume I

Registration Department Tamil Nadu RFP for SI Selection Volume I

1. Invitation to Bidders / Important dates

Address for Bid Submission and Correspondence

Registration Department Tamil Nadu RFP for SI Selection Volume I

Non-refundable Tender fee

Rs.10,000/- through demand draft / bankers pay order

Website for Tender Downloading

Rs. 1,00,00,000/- in the form of Demand Draft / bankers

Last date to send in requests for

Pre-Bid Queries shall be sent to following email ID

Time, Date and Venue for Pre- Bid

11:00 Hrs, 03/04/2013

Last date for submission of bids and venue

Opening of bids and Venue

03.00 PM, 22/04/2013,

Presentation by short-listed bidders, if

Declaration of short-list of bidders for

Opening of commercial bids

Language of the bid

This bid should be filled in English language only. If any

Registration Department Tamil Nadu RFP for SI Selection Volume I

Registration Department Tamil Nadu RFP for SI Selection Volume I

The Bidder (Prime ) should be registered

under the Companies Act, 1956, should be in

Incorporation of the company

Work Orders confirming year &

(as on 31 December 2012)

date (dated after 31 December

i. Bidder (prime) should have experience

2007) and IT related services

in IT related services (application

maintenance) for a period exceeding 5

years (as on 31 December 2012).

Associations (AoA) articulating

company or with a Consortium Partner . In

corporations in total i.e. including the prime

members signed by the Authorized

between the prime bidder &

Signatories of the companies dated