U.P.

Annual maintenance Charges Electronics

of Serial Corporation
Limited
no 1.1,1.2,1.3 and 1.7
(U.P. Government Undertaking)
10 Ashok Marg, Lucknow-226001
Telephones: (0522) 2286808, 4130303, (Extn. 311) Fax: (0522) 2288583
Website : www.uplc.in E-mail :uplclko@gmail.com

FOR

Scanning and Digitization of Records including indexing and Meta Data entry of Records
and upload in e-office for Mahila Kalyan Uttar Pradesh

Bid REFERENCE : UPLC/Software /2022-23/25

E-tender Portal : http://etender.up.nic.in

Critical Dates
SN Particulars Date Time
1 Publishing Date 08 Aug 2023 06:55 PM
2 Bid Submission Start Date 08 Aug 2023 6:55 PM
Onwards
3 Bid Submission End Date 16 Aug 2023 11:30 AM
4 Bid Opening Date 16 Aug 2023 12:30 PM

Place of Opening e-Bids : UP Electronics Corporation Ltd

10-Ashok Marg,
Lucknow-226001

This Document Contains – 34 pages

Limited Tender

Page 1 of 34
 Index
SN Contents Page
Nos
1 e-Bid Notice 3
2 SECTION I : Letter of Invitation 5
3 SECTION II: INSTRUCTIONS TO BIDDERS (ITB) 6
4 SECTION III: TERMS OF REFERENCE (TOR) AND SCOPE OF WORK 12
5 SECTION IV: BIDDER'S ELIGIBILITY CRITERIA 13
6 SECTION V : STANDARD TERMS AND CONDITIONS 14-22
7 SECTION VI: TECHNICAL PROPOSAL SUBMISSION FORM (Annexure I & II) 23-24
8 DECLARATION FOR PROPOSAL SUBMISSION FORM (Annexure III) 25
9 FINANCIAL PROPOSAL SUBMISSION FORM (Annexure IV) 26

Page 2 of 34
 e-Bid Notice

FOR

Scanning and Digitization of Records including indexing and Meta Data entry of Records
and upload in e-office for Mahila Kalyan Uttar Pradesh

Online e-bids are invited from experienced Service Providers, who are already empaneled with
U.P. Electronics Corporation Limited under Job Category- I,II (IT Enabled Services) and Service
Provider Category ("B" & "C") only for Scanning and Digitization of Records including
indexing and Meta Data entry of Records and upload in e-office for Mahila Kalyan Uttar
Pradesh

The e-bids are invited from 08 Aug 2023 to 16 Aug 2023 and e-Bids shall be opened on the 16
Aug 2023 or afterwards. The details of submission of e-Bids are available in the e-Bid document
uploaded on the e-tender portal http://etender.up.nic.in. The Corporation reserves the right to
cancel any or all the e-Bids or annul the Bidding process without assigning any reason thereof.

Managing Director
U.P. Electronics Corporation Ltd.
10 Ashok Marg
Lucknow-226001

e-Bid Ref No: : UPLC/Software /2022-23/25

Page 3 of 34
 Request for Proposal
For
Scanning and Digitization of Records including indexing and Meta Data entry of Records
and upload in e-office for Mahila Kalyan Uttar Pradesh

The Information Technology (I.T.) Act, 2000 enacted by Government of India provides the
necessary legal and regulatory frame work in which we will use IT in our daily lives. This law
has created the right environment for the entry of the private entrepreneur and at the same time,
defines the standards of services to the consumers and mainly to the rural masses.

U.P. Electronics Corporation Ltd (UPLC) is the nodal agency appointed by the Government of
Uttar Pradesh to provide IT/ITES solutions to the departments. One of the main objectives of the
State Government’s IT effort is to provide speedy, transparent, accountable and efficient conduct
of Government Systems and Delivery of Services. The Government of UP shall use Information
Technology as a tool to reduce poverty. The Government is the largest service provider to the
rural masses who are handicapped by the lack of information. The UPLC, being the nodal agency
is committed to provide the necessary inventories for the spread of IT based education,
healthcare, agriculture and allied information in the rural areas.

SERVICES PROVIDED BY THE UPLC:

(i) To Provide IT Consultancy to Various State Government Establishments of Uttar Pradesh.

(ii) To provide services as `System Integrator’ to Various State Government Establishments of Uttar
Pradesh.
(iii) To Provide Hardware Solutions with Installation, Commissioning and Warranty (ICW) to meet
out the requirement of Various State Government Establishments of Uttar Pradesh.
(iv) To Provide Software Solutions to cater to the requirement of Various State Government
Establishments of Uttar Pradesh.
(v) To Provide IT&ITES Solution on a turnkey basis suitable for end-to-end or partial functioning of
State Government Establishments.
(vi) To provide Computer Education and Training to the officials of various Government
Departments/ Organizations/Institutions

Page 4 of 34
 SECTION I: Letter of Invitation

Through this Request for Proposal (RFP), it is intended to invite e-Bids for the selection of
appropriate Software Agency/firm for the work Scanning and Digitization of Records
including indexing and Meta Data entry of Records and upload in e-office for Mahila
Kalyan Uttar Pradesh

Bidders are advised to study the e-Bid document carefully.

1. Submission of e-Bids against this tender shall be deemed to have been done after careful study
and examination of the procedures, terms and conditions of the e-Bid document with full
understanding and its implications.
2. The Corporation may, at its own discretion, extend the date for submission of e-Bids. In such
case all the rights and obligations of the Corporation and Bidders previously subject to the
deadline will thereafter be subject to the deadline as extended.
3. Only those Service Providers who are empanelled in U.P. Electronics Corporation Ltd
under the Job Category – II (IT Enabled services) and Service {Provider Category ( "B" &
"C") vide e-bid reference no UPLC/ Software / Empanelment 015/2019-20 and UPLC/
Software / Empanelment 016/2019-20 and UPLC/ Software / Empanelment 018/2021-22
are eligible to participate in this Tender. e-Bids submitted by any other bidders will be
treated as non responsive and will not be considered against this e-Bid.
4. The e-Bid document is available on e-tender portal http://etender.up.nic.in and also on UPLC's
website www.uplc.in. Interested Bidders May view, download the e-Bid document, seek
clarification and submit these e-Bids online only on e-tender portal http://etender.up.nic.in, up
to the date and time mentioned in the table below:-
e-Bid Reference No. UPLC/Software /2022-23/25
Purpose Request For Proposal (RFP Scanning
and Digitization of Records
including indexing and Meta Data entry of Records and upload
in e-office for Mahila Kalyan Uttar Pradesh

Date of Publication of e-Bid notice 08 Aug 2023 on e-tender portal http://etender.up.nic.in.

Last date for submission of e-Bids 16 Aug 2023 up to 02:00 P.M.
Site for submission of e-Bid http://etender.up.nic.in
Web site address www.uplc.in
e-mail address uplcsoftware@gmail.com , uplclko@gmail.com
e-Bid Inviting Officer Managing Director
Date of opening of e-Bids 16 Aug 2023 at 12:30 PM or afterwards
Venue of Opening of e-Bids UP Electronics Corporation Ltd,
10, Ashok Marg, Lucknow-226001
Contact numbers (0522) 2286808, 4130303, (Extn. 311)
Fax number 0522-2288583
5. UPLC reserves the right to cancel any or all the e-Bids or annul the e-Bid process without
assigning any reason thereof.
6. All the required documents must be uploaded by the Bidders electronically in the PDF
format. It is suggested that the PDF Files should be made in grayscale using the minimum
readable appropriate resolution so that the size of the files is minimized for fast uploading on the
e-Bid portal http://etender.up.nic.in. The required electronic documents for each document label of
Technical (Fee details, Annexure etc) schedules/packets can be clubbed together to make single
different files for each label. The size of single label file should not exceed 15-20 MB size.

Page 5 of 34
 SECTION II: INSTRUCTIONS TO BIDDERS (ITB)

1. DEFINITIONS

In this Contract, the following terms shall be interpreted:

a. “The Software Company/Firm” means only those Software Firms/Companies who are
empanelled in U.P. Electronics Corporation Ltd as Service Provides vide e-bid reference
no UPLC/ Software / Empanelment 015/2019-20 and UPLC/ Software / Empanelment 016/2019-
20 UPLC/ Software / Empanelment 018/2021-22

b. “e-Bid” means the Technical proposal and the financial proposal.

c. “Instructions to Bidders” means the document which provides interested Bidders with all
information needed to prepare their Bids. This document also details out the process for
the selection of the Consultant for the work mentioned in this tender document.

d. “Scope of work” (SOW) means Scope of work mentioned in Section III: Terms of
Reference of the RFP which explains the objectives, Scope of work, activities, tasks to be
performed, and expected results and deliverables of the assignment, respective
responsibilities of the Purchaser and the Bidder.

e. “The Contract rates” mean the charges for the various consultancy assignment payable to
the Consultant under the Contract for the full and proper performance of its contractual
obligations;

f. “The Project Site”, where applicable, means the sites or office of Mahila Kalyan Uttar
Pradesh
g. “Services” means the Development and implementation of application Software services
and other obligations of the Service provider covered under the Work Order/Contract;

h. “Day” means a calendar day.

i. The “End-Customer/Client Department” means the Mahila Kalyan Uttar Pradesh

Page 6 of 34
2. THE BIDDING DOCUMENT

1. Availability of e-Tender Document

This e-tender document is available on the e-tender portal http://etender.up.nic.in and
UPLC's website www.uplc.in to enable the Bidders to view and download the Bidding
document, submit their e-Bids online up to the last date and time mentioned in e-tender
document only on e-Bid portal http://etender.up.nic.in.

2. Contents of e-Bid Document

The nature and types of various consultancy services required, Bidding procedure, terms
and conditions etc. are prescribed in the e-bid document. The e-bid document includes:

 SECTION I : LETTER OF INVITATION

 SECTION II : INSTRUCTIONS TO BIDDERS (ITB)
 SECTION III : TERMS OF REFERENCE (TOR) AND SCOPE OF WORK
 SECTION IV : BIDDER'S ELIGIBILITY CRITERIA
 SECTION V : STANDARD TERMS AND CONDITIONS
 SECTION VI : TECHNICAL PROPOSAL SUBMISSION FORM (Annexure I &
II)
 DECLARATION FOR PROPOSAL SUBMISSION FORM (Annexure III)
 FINANCIAL PROPOSAL SUBMISSION FORM (Annexure IV)

The Bidders are expected to examine all the instructions, forms, terms and conditions,
requirements and qualifications in the e-tender documents. Failure to furnish all the
information required as per the Bidding documents or submission of an e-Bid not
responsive to the e-tender document in every respect will be at the Bidder’s risk and May
result in the rejection of his e-Bid.

3. Clarifications of e-Tender Documents

A prospective Bidder requiring any clarification of the e-tender documents may raise his
point of clarification to UPLC’s e-mail uplcsoftware@gmail.com, md@uplcl.in or
uplclko@gmail.com.

4. Amendment of e-Tender Document

At any time prior to the deadline for submission of eBids, the UPLC May, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective
Bidder, modify the e-tender document by amendments. Such amendments shall be posted/
uploaded on the e-tender portal http://etender.up.nic.in through corrigendum and shall
form an integral part of the eBid documents. The relevant clauses of the e-tender
documents shall be treated as amended accordingly.

It shall be the sole responsibility of the prospective Bidders to check the e-tender portal
http://etender.up.nic.in and www.uplc.in from time to time for any amendment in the e-Bid
document. In case of failure to get the amendments, if any, the UPLC shall not be
responsible for any negligence on part of the Bidder.

In order to allow prospective Bidders a reasonable time to take the amendment into
account in preparing their e-Bids, UPLC at its discretion, May extend the deadline for the

Page 7 of 34
 submission of e-Bids. Such extensions shall be posted/up-loaded on the e-tender portal
http://etender.up.nic.in.

3. PREPARATION & SUBMISSION OF e-Bids

3.1 Documents Constituting the e-Bid
The e-Bids prepared by the Bidder shall comprise the following components:
e-Bids - e-Bids will comprise of:
a) Technical proposal submission form – Annexure I , II & III
b) Financial proposal submission form – Annexure IV

3.2 Documents Establishing Bidder’s Qualification

The Bidder shall furnish, as part of Technical Proposal (Annexure I& II), documents
establishing the qualification to perform the Contract. The documentary evidence in
support of the information furnished should be submitted by the Bidder electronically in
the PDF format. The Bidder's eligibility criteria and selection procedure are defined in
Section IV of e-Tender document.

It is suggested that the PDF files should be made in grayscale using the minimum readable
appropriate resolution so that the size of the files is minimized for fast uploading on the e-
Bid portal.

4 Format and Signing of e-Bids

The Bidder shall prepare one electronic copy for the e-Bids.

Bidder or a person or persons duly authorized to bind the Bidder to the Contract. All the
pages/ documents of the e-Bid shall also be signed manually by the person authorized to
sign the e-Bids before converting them into PDF and uploading them as bidding
documents.

5 Submission of e-Bids

The e-Bid Submission module of e-tender portal http://etender.up.nic.in enables the

Bidders to submit the e-Bid online against the e-tender published by the UPLC. Bid
Submission can be done only from the Bid Submission start date and time till the e-Bid
Submission end date and time given in the e-Bid. Bidders should start the Bid Submission
process well in advance so that they can submit their e-Bid in time. The Bidders should
submit their Bids considering the server time displayed in the e-tender portal. This server
time is the time by which the Bid submission activity will be allowed till the permissible
time on the last/end date of submission indicated in the e-tender schedule. Once the Bid
submission date and time is over, the Bidders cannot submit their e-Bid. For delay in
submission of e-Bids due to any reasons, the Bidders shall only be held responsible.

The Bidders have to follow the following instructions for submission of their e-Bids:

For participating in e-tender through the e-Biding system, it is necessary for the Bidders to
be the registered users of the e-tender portal http://etender.up.nic.in. For this, the Bidders
have to register themselves by depositing a fee of Rs 6000/- (Rupees Six thousands only)
in the office of U.P. Electronics Corporation Limited, 10, Ashok Marg, Lucknow-226 001
for getting a valid User ID and password and the required training/ assistance etc. on e-

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tender portal http://etender.up.nic.in. The Bidders May contact U.P. Electronics
Corporation Limited at the contact details given in Section I of e-tender document.

In addition to the normal registration, the Bidder has to register with his/her Digital
Signature Certificate (DSC) in the e-Biding system and subsequently he/she will be
allowed to carry out his/her e-Bids submission activities. Registering the Digital Signature
Certificate (DSC) is a onetime activity till its validity. Before proceeding to register his/her
DSC, the Bidder should first log on to the e-Biding system using the User Login option on
the home page with the Login Id and Password with which he/ she has registered as
enumerated in the preceding paragraph above.

For successful registration of DSC on e-Procurement portal http://etender.up.nic.in the

Bidder must ensure that he/she should possess Class-2/ Class-3 DSC issued by any one of
certifying authorities approved by Controller of Certifying Authorities, Government of
India. The Bidder May also apply to office of U.P. Electronics Corporation Limited,
(UPLC) for getting DSC at the address given in the preceding paragraph above on a
prescribed form available at UPLC’s website www.uplc.in along with the payment of fee
of Rs 1708/- per person, The Bidder is also advised to register his/her DSC on e-tender
portal well in advance before Bid submission end date so that he/she should not face any
difficulties while submitting his/her e-Bid against this e-tender. The Bidder can perform
User Login registration/creation and DSC registration exercise as described in preceding
paragraphs above even before e-Bid submission date starts. The UPLC shall not be held
responsible if the Bidder tries to submit his/her e-Bids at the last moment before end date
of submission but could not submit due to DSC registration or any other technical
problems.

The Bidder can search for active Bids through "Search Active Bids" link, select a Bid in
which he/she is interested in and then move it to ‘My Bids’ folder using the options
available in the e-Bid Submission menu. After selecting and viewing the Bid, for which the
Bidder intends to e-Bid, from "My Bids" folder, the Bidder can place his/her Bid by
clicking "Pay Offline" option available at the end of the view Bid details form. Before this,
the Bidder should download the Bid document and study hem carefully. The Bidder
should keep all the documents ready as per the requirements of e-Bid document in the PDF
format.

After clicking the ‘Pay Offline’ option, the Bidder will be redirected to the Terms and
Conditions page. The Bidder should read the Terms & Conditions before proceeding to fill
in the Processing Fee offline payment details. After entering and saving the Processing fee
details, the Bidder should click "Encrypt & Upload" option given in the offline payment
details form so that "Bid Document Preparation and Submission" window appears to
upload the required documents Technical Proposal Submission Form etc (Annexure "I" to
Annexure "IV") of this e-tender document. The details of the Demand Draft or any other
accepted instrument which is to be physically sent in original before Bid submission and
date and time, should tally with the details available in the scanned copy and the data
entered during e-Bid submission time otherwise the e-Bid submitted will not be accepted.
Before uploading, the Bidder has to select the relevant Digital Signature Certificate. He
May be prompted to enter the Digital Signature Certificate password, if necessary. For
uploading, the Bidder should click "Browse" button against each document label in
Technical schedules/packets and then upload the relevant PDF files already prepared and
stored in the Bidder's computer. The required documents for each document label of
Technical. Schedules/packets can be clubbed together to make single different files for
each label.
Page 9 of 34
 The Bidder should click "Encrypt" next for successfully encrypting and uploading of
required documents. During the above process, the Bid documents are digitally signed
using the DSC of the Bidder and then the documents are encrypted/locked electronically
with the DSC’s of the Bid openers to ensure that the Bid documents are protected, stored
and opened by concerned Bid openers only.

After successful submission of e-Bids, a page giving the summary of e-Bid submission
will be displayed confirming end of e-Bid submission process. The Bidder can take a
printout of the Bid summary using the "Print" option available in the window as an
acknowledgement for future reference.

6 Deadline for Submission of e-Bids

E-Bids must be submitted by the Bidders on e-tender portal http://etender.up.nic.in, not

later than the date and time specified in this e-tender document.

The UPLC May extend this deadline for submission of e-Bids by amending the e-tender
document in accordance with ITB Clause 4, in which case all rights and obligations of the
UPLC and Bidders previously subject to the deadline will thereafter be subject to the
deadline as extended.

UPLC shall not consider any request for date-extension for e-Bid-submission on account
of late downloading of e-tender (RFP) by any prospective Bidder. E-Bids should be
uploaded on e-tender portal http://etender.up.nic.in on or before 02:00 P.M. of 16 Aug
2023.

7 Late e-Bids

The server time indicated in the Bid Management window on the e-tender portal
http://etender.up.nic.in will be the time by which the e-Bids submission activity will be
allowed till the permissible date and time scheduled in the e-tender. Once the e-Bids
submission date and time is over, the Bidder cannot submit his/ her Bid. Bidder has to start
the e-Bid Submission well in advance so that the submission process passes off smoothly.
The Bidder only, will be held responsible if his/ her e-Bids are not submitted in time due to
any reasons.

8 Withdrawal and Resubmission of e-Bids

At any point of time, a Bidder can withdraw his/ her e-Bids submitted online before the e-
Bids submission end date and time. For withdrawing, the Bidder should first log in using
his/ her Login Id and Password and subsequently by his/ her Digital Signature Certificate
on the e-procurement portal http://etender.up.nic.in. The Bidder should then select "My
Bids" option in the Bid Submission menu. The page listing all the Bids submitted by the
Bidder will be displayed. Click "View" to see the details of the Bid to be withdrawn. After
selecting the "Bid Withdrawal" option, the Bidder has to click "Yes" to the message "Do
you want to withdraw this Bid?" displayed in the Bid Information window for the selected
Bid. The Bidder also has to enter the Bid Withdrawing reasons and upload the letter giving
the reasons for withdrawing before clicking the ”Submit" button. The Bidder has to

Page 10 of 34
 confirm again by pressing "Ok" button before finally withdrawing his/ her selected Bid.
Once the Bidder has withdrawn his /her Bid he/she cannot re-submit this Bid again.
The Bidder has to request the UPLC with a letter, attaching the proof of withdrawal and
submission of e-Bids Processing Fee in the office of Managing Director, UPLC, to return
back the e-Bids Processing Fee as per the procedure.
The Bidder can resubmit his/ her e-Bids as and when required till the Bid submission end
date and time. The e-Bids submitted earlier will be replaced by the new one. The payment
made by the Bidder earlier will be used for revised e-Bids and the new Bid submission
summary generated after the successful submission of the revised e-Bids will be
considered for evaluation purposes. For resubmission, the Bidder should first log in using
his/ her Login ID and Password and subsequently by his/ her Digital Signature Certificate
on the e-procurement portal http://etender.up.nic.in. The Bidder should then select "My
Bids" option in the Bid Submission menu. The page listing all the Bids submitted by the
Bidder will be displayed. Click "View" to see the details of the Bid to be resubmitted.
After selecting the "Bid Resubmission" option, click "Encrypt & Upload" to upload the
revised e-Bids documents by following the methodology provided in clauses 09 above.
The Bidders can submit their revised Bids as many times as possible by uploading their e-
Bids documents within the scheduled date & time for submission of e-Bids.
No e-Bids can be resubmitted subsequently after the deadline for submission of e-Bids.

9 Receipt and Opening of e-Bids by the Purchaser

Bidders are advised to submit their e-bids in ‘Two-Bid’ system with Technical and
Financial bids separately on e-tender portal.
Please note that prices should not be quoted in the Technical Bid. The Prices should be
quoted in the Financial Bid only. On receipt on e-tender portal, the technical proposals will
be opened first by the Committee members in the office of U.P. Electronics Corporation
Ltd, Lucknow.
UPLC will open all e-Bids, in the presence of bidder’s authorized representatives who
choose to attend at 12:30 PM on 16 Aug 2023 at UP Electronics Corporation Ltd, 10
Ashok Marg, Lucknow-226001. The bidder’s representatives who are present shall sign a
register evidencing their attendance. In the event of the specified date of e-Bid opening
being declared a holiday for the Purchaser, the e-Bids shall be opened at the appointed
time and place on the next working day. The bidder’s names and the presence and other
details as the Purchaser at its discretion May consider appropriate, will be announced at the
opening. The name of such bidders not meeting the qualification requirement shall be
notified subsequently.

After evaluation of technical e-Bids, UPLC shall notify those bidders whose e-Bids were
considered non-responsive to the Conditions of the Contract and not meeting the
Qualification Requirements indicating that they did not technically qualify for selection as
Consultant. UPLC will simultaneously notify the bidders, whose technical e-Bids were
considered acceptable and they have been short listed for opening of their financial e-bids.

Page 11 of 34
Scanning and Digitization of Records including indexing and Meta Data entry of Records
and upload in e-office for Mahila Kalyan Uttar Pradesh

Scope of Work

SCOPE OF WORK:
(a) Digitization of records
MAHILA KALYAN VIBHAG (Uttar Pradesh New & Renewable Energy Development Agency)
needs to get its data digitized in order to implement e-office, All the files from the year
2000 till date need to be digitized to achieve:
Opaque System prone to manipulations, harassment and extortion.
I.
High Value and importance of documents.
II.
III. Age and decaying of documents.
IV. Handling of document is difficult because of their sizes and volume.
V. Delay in issue of duplicate documents.
(b) Advantage of Digitization:
The basic advantages of getting the documents digitize are
I. Immediate response to queries made department officials and other users.
II. Accessing old document without handling/damaging them.
III. Overcome storage space shortages.
IV. Flexible and fast retrieval regardless of archive size.

(c)Document Preparation:
 Documents/Files will be received from the department in counted numbers.
 If required unbinding / Un-stitching of document will be done if required
followed by fanning of Documents and making them dust free for smooth
scanning.
 Straightening will be done to enhance the quality of creased ‘dog-eared’ documents, if
required.

(d) Scanning:
A setup of Computers of high Storage Capacity and High Resolution Document
Scanner Table top scanners and wide format Scanners will be installed in the
concerned sections of the Department.
I. Secured working space with furniture and un-interrupted power supply will have to
be provided by the Department.
II. The Documents will be received from the concerned section by our Supervisor.
III. No bar-coding or numbering will be done from our side on the files, for the
documents/Files.
IV. The Document will then be passed to the Scanner Operator who will receive the
documents and start the scanning process.
V. The Scanner Operator will name the digitized file in the pre-decided file naming
format based on document number, type and size.
VI. After completing the scanning of a batch the scanner operator will commit the batch
and hand it over to Quality Control operator.
VII. The document then goes to the concerned department officials for final checking.

Page 12 of 34
VIII. Documents scanned can be rescanned within 24 hours of handing over of the
documents to be department if department raises any issue or problem in the
scanning, after 24 hours of the scanning service provider will not be responsible of
any issues arising further.
IX. The images of the documents generated through scanning will be in PDF format,
which is generally used standard image format in document imaging.
X. If any document is not found to be fit for scanning, it will be noted and further action
will be taken after discussing with Department Authority.
(e) Quality Control and Indexing:
a. De-skewing, aligning and color corrections of all the scanned pages.
b. The scanned batches will automatically appear on the Scan Quality Control
workstation. The operator will receive the files along with the batch of
scanned documents. At this stage an operator will be required to check and
verify the following :
II. Scan Quality is up-to-the mark or not. If any discrepancy is found, re-scanning will be
done. If the image has some spots or patches, it will be cleaned. Images will be
cropped to size, if required.
III. The number of documents scanned - should match the number of pages mentioned
in the scan batch. If the number of pages scanned, are less and the pages whose
image is missing is found in the packet, he will insert the image at the correct place in
the batch by using scan-insert option.
IV. The sequence of the documents scanned - if it is not correct, he will correct the image
sequence electronically.
V. After passing the images through Image QC, the image batches will come to Indexing
Stage from Scan Quality Control Stations.
a. The Document code shall be entered against the entered data and document
will be indexed with the soft data.
b. The Indexed Document will get linked with the Data entered by the Data Entry
Section.
c. Once the Scanned Image is Indexed and linked with entered data, final Quality
Control is done by randomly checking the records. After final data verification
accuracy level of 100% is assured.

(f) Post Scanning Activities:

I. After completion of the digitization process (scanning, QC and indexing) the
physical records will be rearranged in the similar condition in which the records
were received from Record Room keeper.
II. They will be marked with a sign to indicate that they have been scanned.

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 S.No. Steps Description
1 Step I/II Document preparation/Pre-Scanning Activities
3 Step III Scanning of Documents
4 Step IV Quality checking and Post Processing of Images
5 Step V Profiling of the Documents i.e. grouping the Documents under
their respective profile.
6 Step VI Indexing/Entering of the Meta data
7 Step VII Meta data QC
8 Step VIII PDF Generation
9 Step IX PDF View
10 Step X PDF conversion
11 Step XI Setting the attributes of the PDF Documents (Title, Author, Save
as, Print, Copy etc)
12 Step XIII Backup and archival
13 Step XIV Post Scanning activities, Stapling, Rearranging/Refilling&
handing over of records.

3.00. Scanning of records: Web based software for Document Management System for
records:

Page 14 of 34
 Registration / Login Creation
 Forget Password/Reset password option
 Dashboard of the Super Admin
 Can Create Sub Admin profile with Limited access
 Searching of the file, or pages (through Files number)
 Reports as per requirement of the data entered in the software.

a) Architectural Considerations Software:

 Built on a multi-tier architecture with each tier fully in dependent
 Support in dusty standard 
 Support communication between server and client components using HTTP
protocol
 Provide dependable digital archival, fast retrieval and
efficient distribution solutions by storing documents.
 Support SAN/NAS for high volume image storage
 Support XML based data transfer between the components.

b) Document Scanning Features:

 Support all industry standard compatible scanners
 Support quick scanning and indexing of bulk documents. The stages of
scanning, quality check and Indexing shall be preferably mapped as stages
in scanning solution
 Easy to use GUI for setting the scanning properties like indexing
parameters.
 Facility to upload scanned batches with folder/Subfolder creation
document filing & indexing on user defined fields
 Support all the special image enhancement functionality offered by the
scanner through the driver interface
 Capture tool should be capable of delivering asynchronous processing –
work does n’t “wait” for other pages in the batch to enable parallel
processing without compromising on Document integrity

c) Document Acquisition Features:

 Support bulk import of image and electronic document along with
dragandrop option and should provide support for unlimited file formats.
 Support Scheduled uploading from directories i.e. Folder Mapping as so
that files can be scheduled for upload
 Workflow support – the solution must allow for the automation of arrange
of processes. Provide GUI tools to construct the automation of the
complete lifecycle of documents in managing policies associated with each
lifecycle stage, attributes, access control, document ownership, document
format transformation, folder linking, etc.

d) Archival of Electronic Documents:

 Web based Capture through document scanning, document acquisition,
automatic data capture e.g. Uploading of email, incoming fax, scheduled
uploading from directories.
 The Capture product should support both browser (web) based scanning
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 and indexing capabilities.
 Support categorization of documents in folders-subfolders similar to
windows interface. There shall not be any limit in creation of number of
folders and sub-folders. Properties and attributes of a folder like security,
meta-data, etc. shall be percolated to lower levels.
 Allow storage of different file formats and documents belonging to any of
these file formats can be stored.
 DMS and Capturing tool should be integrated and must provide following
functionality out of box.
 The capture product must be able to trigger appropriate processes
internal based on classification of the documents and Metadata.
 Upon export, the capture product must be able to attach appropriate
lifecycles
 Uponexport,thecaptureproductmustbeabletoassigntheappropriatesecu
rity and access control profile based on the document type
 Upon export, the capture product must be able to export images to the
correct folder location and create a folder if necessary
 Upon Export the capture product must be able to create a new version
(Major and Minor) of document if one already exist.

e) Document View:
 The viewer should support multiple imaging features like Zoom In, Zoom
Out, Rotation, navigation across the pages etc.
 The system shall provide facility of taking print outs with or without
annotations.

f) Indexing:
 Supportcreationofcustomdefineddatatypedefinition.Eachdatatypein-
turnshallhavemultiplevariable
 Support Index in gat multiple levels–Batch Level Indexing, Folder Level
Indexing, Document Level Indexing, Page Level Indexing.
 Facility to have number of fields of various types like Alphanumeric, date,
float, numeric etc.
 Provide facility to index folders and documents on user-defined data type.

g) Search & Retrieval:

 Provide extensive search facility to retrieve documents or Folders
 Support search on custom defined metadata for documents and folders
 Provide full text search for searching across contents of documents.
 In case of word or phrase search, text around the search term from the
documents should be displayed in the search result. The words searched
for shall also get highlighted providing the context of the document around
the word(s).

h) Version Control:
 Inbuilt version control system

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  Support for single Check In and Check Out of documents
 Proper Access mechanism on version control
 Provide version history of documents with appropriate comments entered
by concerned end users.

i) Security:
 Support definition of Users, Groups in the system.
 Support access permissions on Folders, documents and object level.
 Support multiple levels of access rights (for Add/Delete/Edit/View/
Print/Copy or Download) and the system should provide following
hierarchal access rights :
o No permissions
o User should be able to search but not open the document
o View only permission
o View and an not ate Only permission
o User should be able to create a new version of a document but not
be able to modify the original version.
o User can modify the original document
o Delete permission etc.
 Support secure login id and passwords for each user and passwords shall be
stored in encrypted for martin database.
 Support extensive password validations like passwords must be of
minimum 8 characters, shall be alpha numeric.
 Support Disaster recovery by replicating the data at remote locations
 Support Extensive Audit-trails at document, Folder and for highest levels
for each action done by particular user with user name, date and time and
system should provide detailed out-of-box Reports and granular audit trials
(access time of the file, time of share office, changes if any)

j) Easy Administration:
 Support single point web-based administration for the complete
management of access for managing and administering all repositories,
servers, users and groups regardless of their location across the enterprise
 The Admin module support Users/Groups granting Access Rights to the
mindset password expiries
 The Admin module provide easy to use interface for Index structure
definition, that can be used by different users
 The Admin module shall provide facility to take complete and increment all
backups and restore mechanism and shall be able to integrate with third
party backup solutions.

4.00. Cloud Hosting server for MAHILA KALYAN VIBHAG.

Cloud hosting through MeitY empanelled service provider with below configuration: -
 1VM, 08vCPU, 64 GB-RAM and 01 TB Block Storage including Window Server with SQL Server
Standard licenses for one Year

Project Organization Chart

Page 17 of 34
UPLC’s project Management Team focuses on successful project deployment for client. Our best
practices are based on the PMI standards for the Project Management which includes processes
such as initiating, Planning, Executing, Controlling and Closing the Project.
UPLC’s Project Management Team will be established in order to manage the complete demands
for scope, time, cost, risk and quality in addition to stakeholder with different and expectations.
The project will be conducted in accordance with the contractual obligations order, to fulfil or
exceed the client’s expectations. The Project Management Team and organization has been
formed with the best available Project and technical managers.

Customer

Project Manager

Technical Creative Quality

Manager Design Analyst
Manager

Application Interface
Programmer Designer

Database
Programmer

The manpower planned within the development phase will be as follows:

Project Manager | Team Leader | Development Team | Design Team | Testing Team |
Implementation Team

Project Methodology
Following a development methodology mainly depends upon the problem areas as per the
requirement of the application to be developed. Generally we follow below mentioned
methodologies.
 Waterfall Model
 Software Prototyping
 Rapid Application Development (RAD)
 Extreme Programming (XP)
 Incremental Development.

Following is the development process we use in the phased manner.

 Requirement Gathering
 System Analysis and Design
 Coding/Development
 Quality Assurance/Testing
 Implementation/ User Training
 Maintenance Support.

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1. ARCHITECTURE OF THE SOLUTION :
The system will be three tier and offline system, stated as below :
a. Client or Front End:
This tier will have browser to access the application. Suitable rich and clients
would be selected based on the usability needs.
b. Middle Tier:
This Tier will have the application server where the core logic for the application
will be hosted and will also be responsible for transaction management
authentication and data protection.
c. Back End:
This tier will have the database where the data of the application will be hosted.
Software Interfaces will be protected by username and password, which will have
different levels of authentication.
All the data will be entered or modified in the central database server in real time.
This will enable the authorities to view real time reports.
d. Security
Respective users are authenticated using password security. The access rights
assigned to various users using the system is based on the pre-defined groups in
the software. The user roles are mapped to these groups for the granting the
access. Access to database is only through the application. Direct access is
removed by using appropriate security setting and by encrypting the passwords.

5. METHODOLOGY OF DEVELOPMENT CYCLE:

The Service provider of software development and implementation will have to comply
with the following stages:
Stage 1 – System Study (07 working days)
 Finalize Project Approach
 Finalize Project Organization
 Discussion with client, staff and senior management.
 Develop understanding of client organization, systems and procedures, processes,
locations, staffing etc.
 Identify core activities, data size, transaction size etc.
 Provide Documents detailing the Software Requirement Specifications.

Stage 2 – Architecture and Design (05 working days)

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 Technology and Architectural Design

Stage 3 – Application Development (20 working days)

Development/Customization of the application software for various requirements briefly
explained before in this document and elaborated in the Software Requirement
Specification Document development in stage 1. This stage shall include the following:
 Application development/ customization
 User Acceptance & Testing
 Master Data Creation

Stage 4 – Project Implementation and Training (05 working days)

Support shall be provided to client for a period of one year, post final acceptance of the
software. Creation of training material for all the modules will be done.

6. PLATFORM OF DEVELOPMENT:
The Software will be Developed on Web based Technology. Front-end will be browser and
back end will be robust RDBMS.
The application will be developed on 3-Tier Structure.
The coding shall be done on ASP.NET and use of HTML, Java Script, JPEG Images, GIF
Images, etc. shall be made extensively. Flash animations will be used at some places.
Software Interfaces will be protected by username and password, which will have different
levels of authentication. e.g. higher authorities will be given Administration Logins, lower
staff will have rights for data entry and data view etc.
All the data will be entered or modified in the central database server in real time. This will
enable the authorities to view real time reports.
The application will be in English language only.
Back-end : MS SQL
Front-end : ASP.NET, FLASH, HTML and JAVA Script
Server O/s : Windows Server (recommended).
Client O/s : Windows

7. WARRANTY& POST WARRANTY TERMS:

UPLC warrants that the functionality of the application software shall confirm to the
functionalities as demonstrated at the time of acceptance. The scope of the
software/application maintenance during warranty period will be limited to rectification of
any bugs in the application software and troubleshooting. The period of warranty for the
application software will be one year from the date of implementation of project
successfully.
UPLC may enter into post warranty maintenance agreement with the Dept, upon terms and
conditions, which are mutually agreed upon and it shall commence immediately upon
completion of warranty maintenance. The charges for post warranty will be 25% of the
total application development cost. This will include operational support, re-training, re-
implementation and re-installation.
Page 20 of 34
SECTION IV: BIDDER'S ELIGIBILITY CRITERIA

Only those bidders shall be eligible for bidding in this tender who are empanelled in UPLC
under Job Category – I and II (IT Enable services) and Service Provider Category ("B" &
"C") only vide e-bid reference UPLC/ Software / Empanelment 015/2019-20 and UPLC/
Software / Empanelment 016/2019-20 and UPLC/ Software / Empanelment 018/2021-22

Bids should comprise of following sections:

i) Technical Bid
ii) Financial Bid

a) Both the bids must be submitted separately on e-tender portal http://etender.up.nic.in.

Prices should not be quoted in the Technical Bid. The prices should be quoted in the
Financial Bid only.
b) The bidder should submit/upload the following documents as mentioned in SECTION VI
(Annexure –I&II) of Technical Proposal Submission along with the followings for
technical eligibility of the tender failing which your bid may be rejected:-

(i) Strategy and Work Plan of completing the entire job work (as per scope of
work )
(ii) Bidder should have executed digitization project in relevant field for Central
Govt. / state govt. / PSU/ institution
(iii) Company should be ISO certified
(iv) Details of Hardware Infrastructure for Scanning and Manpower Details

Page 21 of 34
 SECTION V – Standard Terms and Conditions

“After successful completion of Job, you will provide all data, source code, complete
solutions of project to the client department.”

1. Prices
1.1 The total Prices (F.O.R. destination) quoted by the Service Provider should be F.O.R.
destination and inclusive of all prevalent Taxes e.g. GST, Duties, License fees, etc till
delivery , installation and implementation of application software and all the services to the
end-customer.
1.2 If at any time during the said period, the Service Provider reduces the sale price, sells, or
offers to sell such Services and goods to any person/organization, Central or State
Government Departments etc as the case May be, at a price lower than the price chargeable
under the contract, the Service Provider shall forthwith notify such reduction, or sale or
offer to sell to the UP Electronics Corporation Ltd (UPLC) and the price payable under the
contract for the supply of Services and material after the date of coming into force of such
reduction or sale or offer to sell, shall stand correspondingly reduced.
2. Period of Validity of Offer
The offer shall remain valid for 150 days after the date of offer opening prescribed by
UPLC. Any offer valid for a shorter period shall be rejected by UPLC as non-responsive.
3. UPLC's Centage Charges
UPLC's Centage Charges as per norms, would be added over and above the prices quoted by
the Vendor/negotiated prices payable to the Service Provider, before submission of final
proposal of UPLC to the end-customer, by UPLC.
4. Scope of Work
The Scope of Work shall be as per requirement of the end-customer, as mentioned in Section –
III (Terms of Reference (TOR) And Scope of Work.
5. Time Schedule/Delivery Period
The supply or installation of Software and training as per schedule mentioned in Section-III
and all other items and integrated Solution, if required in the project to the end-customer
should be completed within the time specified by the end-customer/as per requirement of the
project.
6. Submission of Offer
The Service Provider should submit their e-bid duly signed and stamped by the authorized
Signatory on each and every page of the documents.
7. Evaluation of Offers
The Service Providers will upload their e-bid within stipulated time. The selection will be
based on the proven competence of technically qualified bidder and lowest bid.
8. Changes in Technical Specifications
8.1 UPLC reserves the rights to effect changes within the general scope of work in consultation
with the end-customer in any one or more of the following:
(a) technical specifications of the systems and Goods to be furnished under the scope of
work are to be specifically designed and manufactured to meet the requirement of
project for supply to end-customer; and the application software so developed on the
required SW environment to meet the requirement of project
(b) the method of transportation or packing;
(c) the place of delivery; and/or
(d) The Services to be provided by the Service Provider.
8.2 Any such change will be notified in writing, before opening of the financial
proposal/quotation. In case, any of the Service Provider has already submitted its offer
before receiving the notification of changes from UPLC, will be allowed to submit its
Page 22 of 34
 revised offer. If any such change causes an increase or decrease in the cost, or the time
required for, the Supplier’s performance of any provisions under the Contract, an equitable
adjustment shall be made in the Contract Price or delivery schedule, or both, and the
Contract shall accordingly be amended. Any claims by the Supplier for adjustment under
this clause must be asserted within seven (7) days from the date of the Supplier’s receipt of
the Purchaser’s change order.
8.3 UPLC reserve the right to reject the bid in following conditions
a. if and only if the bidder has participated as a consortium.
b. if the bidder has participated in the bid with conditions.

9. Right to negotiate
The negotiation, if required shall be carried out only with the technically qualified with the
lowest Bidder by UPLC and/or end-customer / any other competent authority/ high power
purchase committee of the State Government as per the procedures/policy of the Government
of UP, prevailing at that point of time.
10. Award Criteria
10.1 The UPLC will determine to its satisfaction whether the Service Provider that is
selected as having submitted the lowest evaluated responsive offer, meets the criteria
specified, and is qualified to perform the contract satisfactorily.
10.2 Lowest (L-1) cost will be evaluated based on the total cost quoted against on Serial
No. 1to 5 only Financial Bid (BOQ) – Annexure -IV.

10.3 The UPLC will award the contract/order after receiving work order/confirmation of
contract from client department to the lowest evaluated successful Service Provider whose
offer has been determined to be responsive to all the conditions of the contract and meeting the
Technical specification and qualification requirement of the end-customer.
.
11. Acceptance of the Bid
UPLC do not bind itself to accept the lowest or any bid, and reserves the right to:-
(a) Reject any or all offers with/without any reason
(b) Accept any offer of Service Provider without assigning any reason and also reduce
or extend the period of contract without assigning any reason.
(c) Accept any offer of Service Provider, who is capable to handle the project and/or
whose offer is viable.

12. Notification of Award

12.1 After receiving the firm Order from the end-customer, prior to the expiration of the
validity period (i.e. 180 days), UPLC will notify the successful Service Provider in writing by
letter/e-mail/fax, that its offer has been accepted.
12.2 The notification of award will constitute the formation of the Contract.
13. Signing of Contract
13.1 As soon as the UPLC notifies the successful Service Provider whose offer has been
accepted, (if required by the client department) the UPLC will send the Service Provider the
Contract Form, incorporating all the conditions of the contract between the parties only after
executing agreement with client department i.e. UPLC and successful Service Provider, and if
required with the end-customer also. On back to back basis.
13.2 Within 7 days of receipt of the Contract Form, the successful Service Provider shall
execute, sign and date the Contract and return it to the UPLC.
14. Inspection & Tests
Inspection and tests prior to web enabled application software for Work Progress Information
System (WPIS) and at final acceptance are as follows:
14.1
Page 23 of 34
(i) Service Provider shall intimate to the UPLC indicating that the developed Application
Software and are ready for inspection and the UPLC can send their representative for
inspection at their premises. After receipt of such intimation from the Service Provider, the
UPLC shall arrange for test. The test will be conducted in the premises of the Service
Provider prior to supply and installation at final destination. For conducting the inspection and
tests at the premises of the Service Provider, all reasonable facilities and assistance, shall be
furnished by the Service Provider at no charge to the inspectors of the UPLC/end-customer.
The developed application Software, which is required to be carried out after approval of SRS,
Design document etc by the end-customer, such approved application Software should be
delivered and installed by the Service Provider at the respective sites within the time schedule and
integrate it with the Hardware environment for satisfactory performance of the project. For site
preparation, the Service Provider should furnish all details to the UPLC sufficiently in advance
so as to enable to the end-customer to get the works completed before receipt of the
equipment.
(ii) The acceptance test will be conducted by the UPLC/end-customer, their consultant or any other
person nominated by the UPLC/end-customer, at its option. There shall not be any additional
charges for carrying out acceptance tests. The acceptance will involve trouble-free operation
during acceptance testing period. No malfunction, partial or complete failure of any part of
hardware or excessive heating of motors attached to printers, drivers etc. or bugs and
malfunctioning in the software should occur. The software should be complete in itself in
totality or module-wise as approved in the project by the end-customer. During acceptance
tests, the items having the same or only higher technical specifications as given in the contract
shall be accepted. The Service Provider shall maintain necessary log in respect of the result of
the tests to establish to the entire satisfaction of the UPLC/end-customer. An average uptake
efficiency of 98% for the duration of test period shall be considered as satisfactory.
(iii) In the event of the developed Application Software and/or goods failing to pass the acceptance
test, if carried out at site of installation, a period specified by UPLC/end-customer will be
given to rectify the defects and clear the acceptance test, failing which the UPLC/end-customer
reserves the rights to get the application SW/equipment replaced by the Service Provider at no
extra cost.
14.2 The UPLC’s rights to inspect, test and, where-ever necessary, reject the Goods
after the Goods’ arrival at Project Site shall in no way be limited or waived by reason of the
Goods having previously been inspected, tested and passed by the UPLC or its representative
prior to the Goods shipment.
14.3 Manual and Drawing
14.3.1 The technical/operational/user manual shall be in the English or Hindi language and in
such form and numbers as stated in the purchase order. Manual May be in CD/DVD
Format also.
14.3.3 The Service Provider at its own expense will provide necessary training to the officials
of the end-customer on the Software and Systems supplied by the Service Provider.
15. Incidental Services
All the incidental costs e.g. On-site delivery & satisfactory installation of all the items
and/or LAN/WAN/Networking as per purchase order; Furnishing all the manuals as per
purchase order to the project sites; and Maintenance and repair of the equipment at each
location during the comprehensive warranty period including the cost of all spares shall be
deemed to be included in the Contracted Value with the Service Provider and the Service
Provider should provide such services without claiming for any extra charges for it.
16. Warranty and Maintenance Services
a) The Service Providers shall be responsible for providing technical support for the
successful running of the software/system so developed/ deployed as per the approved
project during the period of Warranty for one year & as extended by UPLC.
Page 24 of 34
 b) The Service Providers shall be required to provide maintenance support of the
developed software and/(or) hardware equipment etc, provided to the client, under the
Specific Job awarded to the Service Provider, for the period mutually agreed upon with
the client.
c) The UPLC shall promptly notify the Service Provider in writing of any claims arising
under this warranty.
d) During warranty period, any changes suggested after one month of feedback time shall
be taken care of in the support period extending up to one year. The
defects/bugs/edit/modification of application software shall be rectified or repaired
whatever required, by the Service Provider, to the satisfaction of the user departments.
e)
Period for correction of defects in the warranty period is 48 hrs.
f)

g) p

17. UPLC’s right to vary Quantities at the Time of Award

The UPLC reserves the right at the time of Contract award to increase or decrease the services
originally specified in the Schedule of Requirements without any change in unit price or other
terms and conditions.
If any such change causes an increase or decrease in the cost, or the time required for, the
Supplier’s performance of any provisions under the Contract, an equitable adjustment shall be
made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be
amended. Any claims by the Supplier for adjustment under this clause must be asserted within
seven (7) days from the date of the Supplier’s receipt of the Purchaser’s change order.

18. Performance Bank Guarantee

18.1 The Service Provider will have to submit a Bank Guarantee (BG) of 10% of order value
valid for project period. In case of delay in submitting the BG, corresponding amount will be
withheld by the Corporation out of payment payable to the service provider for a period till
satisfactory project completion, or for a period specifically mentioned by the client department
required for the smooth services during the Warranty period. The performance Bank
Guarantee shall be denominated in Indian Rupees. After submission of Bank Guarantee in
UPLC, its cognizance would be taken only after its verification from the concerned Bank.
18.2 The proceeds of the performance Bank Guarantee shall be payable to the authority in
favor of whom the performance bank guarantees was prepared, as compensation for any loss
resulting from the Service Provider’s failure to complete its obligations under the Contract.
18.3 In case of Award work i.e. AMC Services, Security Audit, SSL, Bulk SMS, Scanning,
online Examination etc (one Time job) and 100% payment has been released by the client
department after completion of Project/Job submission of Performance Bank Guarantee will
not be necessary
19. Assignment/Sub-contracting
The Service Provider shall not assign/sub-contract, in whole or in parts its obligations to
perform under the Contract to any other firm except with the UPLC’s prior written
consent, but not absolving of Sub-Provider's ultimate responsibilities to successfully
implement the project in totality in proper functional performance.
20. Termination for Default
21.1 The UPLC May, without prejudice to any other remedy for breach of contract, by written
notice of default sent to the Service Provider, terminate the Contract in whole or part:
(a) If the Service Provider fails to deliver any or all of the Goods or services within the
period(s) specified in the Contract/Purchase Order, or within any extension thereof
granted by the UPLC/ end-customer
(b) If the Service Provider fails to perform any other obligation(s) under the Contract or
Purchase Order.

Page 25 of 34
(c) In the event the UPLC terminates the Contract in whole or in part, UPLC May procure,
upon such terms and in such manner as it deems appropriate. Goods or Services similar to
those undelivered, and the Service Provider shall be liable to the UPLC for any excess
costs for such similar Goods or Services. However, the Service Provider shall continue the
performance of the Contract to the extent not terminated.
21. Termination for Insolvency
The UPLC May at any time terminate the Contract by giving written notice to the Service
Provider, if the Service Provider becomes bankrupt or otherwise insolvent. In this event
termination will be without compensation to the Service Provider, provided that such
termination will not prejudice or affect any right of action or remedy which has accrued or
will accrue thereafter to the UPLC/end-customer.
22. Termination for Convenience
23.1 The UPLC, by written notice sent to the Service Provider May terminate the Contract, in
whole or in part, at any time for its convenience. The notice of termination shall specify
that termination is for the UPLC/end-customer’s convenience, the extent to which
performance of the Service Provider under the Contract is terminated, and the date upon
which such termination becomes effective.
23.2 The Goods that are complete and ready for shipment at the time of Service Provider’s
receipt of notice of termination shall be accepted by the UPLC/end-customer’s at the
Contract terms and prices. For the remaining Goods, the UPLC/end-customer’s May elect:
(a) To have any portion completed and delivered at the Contract terms and prices;
and/or
(b) To cancel the remainder and pay to the Service Provider an agreed amount for
partially Completed Goods.
23. Service Provider Integrity
The Service Provider is responsible for and obliged to conduct all contracted activities in
accordance with the contracts using state-of-the-art equipments/SW solutions, methods and
economic principles and exercising all means available to achieve the performance specified in
the contract.
24. Service Provider’s Obligations
The Service Provider is obliged to work closely with the UPLC/end-customer’s staff, act within
its own authority and abide by directives issued by the UPLC/end-customer and implement all
the activities. The Service Provider shall abide by the job safety measures prevalent in the
country and will indemnify the UPLC from all demands or responsibilities arising from
consequences, accidents or loss of life and property due to negligence of the Service Provider.
The Service Provider will pay all indemnities arising from such incidents and will not hold the
UPLC responsible or obligated. The Service Provider is responsible for managing the activities
of its personnel and will hold itself responsible for any misdemeanors. The Service Provider
will treat all data and information as confidential about the UPLC and end-customer, obtained
in the execution of his responsibilities, in strict confidence and will not reveal such information
to any other party without the prior written approval of the UPLC/end-customer.
25. Patent Right
In the event of any claim asserted by a third party of infringement of copy right, patent,
trademark or industrial design rights arising from the use of the services, Goods or any parts
thereof in the country, the Service Provider shall act expeditiously to extinguish such claim. If
the Service Provider fails to comply and the UPLC is required to pay compensation to a third
party resulting from such infringement, the Service Provider shall be responsible for the
compensation including all expenses (court costs and lawyer fees etc), without delay on getting
demand notice from UPLC.
26. Site Preparation and Installation
Incharge of the project site, deputed by the end-customer will be solely responsible for site
preparation in compliance with the technical and environmental specifications defined by
Page 26 of 34
 the Service Provider. The incharge of project site will identify the installation site before
the scheduled installation date to allow the Service Provider to perform a site inspection to
verify the appropriateness of the sites before the installation of the Hardware and Software.
27. Software and System Installation
The Service Provider is responsible for all unpacking, the assemblies, installations of
required hardware and software, cabling between hardware units and connecting to power
supplies. The Service Provider will test all required hardware and software operations and
accomplish all adjustments necessary for successful and continuous operation of the
hardware and software at all installation sites.
28. Software and System Maintenance
The Service Provider will accomplish preventive and breakdown maintenance activities to
ensure that all required Hardware execute without defect or interruption for at least 98% up
time for 24 hours a day, 7 days of the week of operation of the machine worked on a
quarterly basis. If any critical component of the entire configuration is out of service for
more than two days, the Service Provider shall immediately replace the defective unit at its
own cost. The Service Provider will ensure to respond to a project site visit and commence
repair work on the equipment/ make functional the application Software within 24 hours of
being notified of system malfunction.
29. Transfer of the Rights of the UPLC
All the items are being procured by the UPLC on behalf of end-customers (various
offices/institutions of Government of Uttar Pradesh). Till successful installation and
commissioning of all the items, the UPLC will be responsible for monitoring of the
observance of the clauses under this contract. After successful installation &
commissioning of all the items, all the rights, duties and obligations of the UPLC under
this contract, shall be exercised by the concerned offices/ institutions of Government of
Uttar Pradesh.
30. Code of Conduct
a) Relationship with Client: Dealings with client must be conducted in an ethical
manner, terms of agreement should be clearly and precisely expressed and fulfilled
in good faith; work undertaken should be carried out promptly and efficiently and
client’s interests properly safeguarded and confidentiality maintained.
b) Relationship with other Service Provider: Dealings with other Service Providers
must be conducted in a positive and professional manner and in utmost courtesy
and fairness; property rights, work results, confidential data and vendor/client
relations of Service Providers ought to be respected; and no engagement in
harmful, disappearing or predatory tactics will be entertained.
c) Relationship with Principals: Service Providers shall represent Principals in a fair
and business-like manner in accordance with their contract, their property and other
rights; and provide full and accurate business records.
d) Relationship with Employees: Service Providers shall strive to employ high
caliber staff and offer fair and equal opportunities for growth and development.
Relevant training and constant upgrading of the employees has to be provided in
line with job responsibilities. Also, employees have to be informed of their
obligation to keep important data confidential. And of the fact that any professional
misconduct constituting of unauthorized disclosure of confidential nature or
violation of copyright laws will cause employers to take disciplinary action.
e) Relationship with Public: Service Providers shall promote effective use of
Information Technology as an instrument for social and economic good and act as
good corporate citizens and fulfill their responsibilities to the community.
f) Intellectual Property Protection: Service Providers shall neither use nor
encourage the use of Pirated Software in their own and their client’s organizations.
All Software and other related Software Products must be Original, Licensed and
Page 27 of 34
 genuine and must conform to the norms and guidelines of Information Technology
(IT) Act, 2000 and its amendments from time to time, failing which the
empanelment of Service Providers will automatically stand terminated.
31. Use Of Documents And Information For Software Projects
The Service Providers shall not, without UPLC's prior written consent, disclose any
document containing specification, plan, drawing, pattern, sample or information furnished
by or on behalf of end-customer in connection therewith to any person other than a person
employed by the Service
Providers in the performance of the allotted job. Disclosure to any such employed person
shall be made in confidence and shall extend only as far as May be necessary for purpose
of such performance.

32. Intellectual Property Rights(IPR) and Replication Rights

Application software plans, drawings, specifications, design, reports and other documents
prepared by the Service Providers in the execution of the allotted Job order shall become
and remain the exclusive property of the UPLC. The Source Code of the Application
Software and the documents will be the exclusive property of UPLC and UPLC will have
the Intellectual Property Rights (IPR) and Replication Rights on developed software and
documents. Service Providers will be obliged to submit at least two copies of Software
with Source Code and complete SRS and Complete Operational documentation. The
bound copies of Documentation of System Study, System Requirement Specification
(SRS) and Users Manuals are to be handed over to the end-customer after its completion at
respective stages along with its soft copies on the latest media available at that time.
33. Force Majeure
38.1 Notwithstanding the provisions of conditions of contract, the Service Provider shall not be
liable for forfeiture of its performance security, liquidated damages or termination for
default, if and to the extent that, its delay in performance or other failure to perform its
obligations under the Contract is the result of an event of Force Majeure.
38.2 For purpose of this Clause, “Force Majeure” means an event beyond the control of the
Service Provider and not involving the Service Provider’s fault or negligence and not
foreseeable. Such events May include, but are not limited to, acts of the UPLC either in its
sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine
restrictions and freight embargoes. If a Force Majeure situation arises the Service Provider
shall promptly notify the UPLC in writing of such conditions and the cause thereof. Unless
otherwise directed by the UPLC in writing, the Service Provider shall continue to perform
its obligations under the Contract as far as is reasonably practical, and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure event.
34. Settlement of Disputes
39.1 If any dispute or difference of any kind whatsoever arises between the UPLC and the
Service Provider in connection with or arising out of the Contract both the parties shall
make every effort to resolve amicably such dispute or difference by mutual consultation.
39.2 If, the parties have failed to resolve their dispute or difference by such mutual consultation
within 30 (thirty) days, then aggrieved party May give notice to other party of its intention
to commence arbitration, as hereinafter provided, as to the matter in dispute, and no
arbitration in respect of this matter May be commenced unless such notice is given.
39.3 Any dispute or difference in respect of which a notice of intention to commence arbitration
has been given in accordance with this Clause shall be finally settled by arbitration.
Arbitration May be commenced prior to or after delivery of the Goods and services under
the Contract.
40. Arbitration
40.1 In case of dispute or difference arising between the UPLC and a Service Provider relating
to any matter arising out of or connected with the award of contract, such dispute or difference
Page 28 of 34
shall be referred to Sole Arbitrator, the Principal Secretary/Secretary, IT & Electronics
Department, Govt of U.P. or its nominee, to decide the dispute both in case of foreign supply as
well as Indian supply. The provision of Arbitration and Conciliation Act, 1996 shall apply.
40.2 Arbitration proceedings shall be held at Lucknow, India, and the language of the arbitration
proceedings and that of all documents and communications between the parties shall be in
English or Hindi.
40.3 The decision of the Sole Arbitrator or its nominee shall be final and binding upon both
parties. The cost and expenses of arbitration proceedings will be paid as determined by the
Arbitrator. However the expenses incurred by each party in connection with the
preparation, presentation etc. of its proceedings shall be borne by each party itself.
40.5 Notwithstanding any reference to arbitration herein.
The parties shall continue to perform their respective obligations under the Contract unless they
otherwise agree; and
The UPLC shall pay the Service Provider any money due to the Service Provider.
40.6 All disputes shall be subject to the jurisdiction of the Courts at Lucknow only.
41. Limitation of Liability
Except in cases of criminal negligence or willful misconduct, and in the case of Infringement
(a) the Service Provider shall not be liable to the UPLC/end-customer, whether in contract
tort, or otherwise, for any indirect or consequential loss of damage, loss of use, loss of
production, or loss of profits or interest costs, provided that this exclusion shall not apply
to any obligation of the Service Provider to pay liquidated damages to the UPLC; and
(b) the aggregate liability of the Service Provider to the UPLC/end-customer, whether under
the Contract, in tort or otherwise, shall not exceed the total value of items ordered under
this Contract provided that this limitation shall not apply to the cost of repairing or
replacing defective equipment.
42. Governing Language
The Contract shall be written in English or Hindi language. Subject to condition of
contract, English language version of the Contract shall govern its interpretation. All
correspondence and other documents pertaining to the Contract which are exchanged by
the parties shall be written in the same languages.
43. Applicable Law
The Contract shall be interpreted in accordance with the laws of the Union of India.
44. Notices
44.1 Any notice given by one party to the other pursuant to the award of Contract shall
be sent to other party in writing by e-mail or by Fax or by post and confirmed in
writing to the other Party’s address. For the purpose of all notices, the following
shall be the address of the UPLC and Service Provider
UPLC: U.P. Electronics Corporation Ltd,
10, Ashok Marg,
Lucknow (U.P.) - 226 001
Service Provider: (To be filled in at the time of Contract execution)
………………………………….
A notice shall be effective when delivered or on the notice’s effective date whichever is
later.
45. Acquaintance with all Conditions
The Service Provider acknowledged that he has made himself duly acquainted with all the
terms, conditions and circumstances under which the services/supplies required under the
contract will have to be made or furnished and with all the terms, clauses, conditions,
specifications and other details of the contract and the Service Provider shall not plead
ignorance of any of those as excuse in case of complaint against or on rejection of supplies
and services tendered by him or with a view either to ask for encashment of any rates
agreed to in the contract or to evading any of his/her obligations under the contract.

Page 29 of 34
 SECTION VI - Technical Proposal Submission Form
Annexure -I
Bid Reference No: UPLC/Software /2022-23/25

1. Bidder’s General Information –

SN Particulars Description/Details Reference Page

Documents No.
A. Name of Bidding Company

B. Contact Details
a) Address

c)Telephone with STD

Code

d)Mob No.–

e) Fax

f) email

g) Website

h) Name of Managing
Director/ CEO

C Job Category and Service

Provider Category in
(attached UPLC’s letter of Empanelment)
which your firm is
empanelled.

Page 30 of 34
2- Technical / Managerial Staff [Enclosed Separate Sheet if required]

Years of
Sl. No. Name Position Task
Qualification Experience
1.
2.
3.
4.

3.0 List your clientele with amount of project completed

Name of Client: Approx. Value of Services (INR)

Assignment Name: Assignment Ref no:

Address: Job Awarding Authority

Start date (Month / Completion date (Month / Job Completion Certificate Ref no:
Year): Year):

NOTE:
1. Bidder must enclose copy of the LOI/LOA/WO/Agreement / Client certificate placed
by the Procurer /Department/sponsoring authority on the Bidder towards award of
Consultancy assignments.
2. Bidder must have sufficient infrastructure for smooth implementation of the project.
3. The Bidder must enclose separate sheets for each requirement.

Signature………………
In the capacity of………..
Duly authorized to sign proposal for
and on behalf of…………..
Date…………………
Place……………..

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 Proposed Hardware Requirement (if required).

Sn Description Required Hardware Quantity Detailed Specifications

1 Client (a) Desktop Computer Processor with Chipset Clock
speed
RAM
HDD
DVD R/W
Ports
Operating System

(b) Printers
(c) Scanners
(d) Network Switches and Routers
(e) Mention any other Hardware requirement,
if any
2 Data Centre/Hired (a) Application/Hosting Servers Processor with Chipset Clock
Web Space speed
RAM
HDD
DVD R/W
Ports
Operating System with No of
Licenses etc
(b) Database Servers Processor with Chipset Clock
speed
RAM
HDD
DVD R/W
Ports
Operating System with No of
Licenses etc
(c) Mention any other Server requirement, if
any
(d) Printers
(e) Scanners
(f) Network Switches and Routers
(g) Mention any other Hardware requirement,
if any
(h) Data Base Name of Database, Version
and No of Licensed
(i) Middleware/Application Server Software Name of Middleware
Like Tomcat/JBoss/
Web logic/IIS etc
(j) Other System Software, if required
(j) If Web Space is Hired, then specify Hired Size in GB……
Service Provider Name-
Service Provider website-
Service Provider e-mail Id-

Page 32 of 34
 Annexure III

DECLARATION FOR PROPOSAL SUBMISSION FORM

The Managing Director,

UP Electronics Corporation Ltd.
10, Ashok Marg, Lucknow.

Sub: Submission of Techno- Commercial Proposal against your letter

UPLC/Software/2022-23/25

Dear Sir,

Kindly refer your letter no. UPLC/Software/2022-23/25 on the subject cited above and
find enclosed our Techno-Commercial Proposal on your prescribed format.

We as an Empanelled Software Service Provider registered with your Corporation vide

letter no:____________________________Dated__________, hereby declare that though we are
bound by the terms and conditions laid down while empanelling us as a Software Vendor. We
however specifically submitted that we are also bound by the terms and conditions of this tender
and also fulfill the eligible criteria as mentioned in this tender in addition to terms and condition
aforesaid.

We are looking forward to take this opportunity.

Regards.

Yours faithfully

Date: [authorized signatory]

Place: Name of Firm with address
(Seal)

Page 33 of 34
 Annexure IV
Financial Proposal Submission Form
Ref: Submission of Proposal against your RFP Reference No. UPLC/Software/2022-23/25
Our details financial proposal is as follows:
S. Description Quantity Price GST Grand Total (Rs.)
No. (Rs.) @18.00%
(1) (2) (3) (4) 5=(3+4)
Scanning and Digitization of Records including indexing and Meta Data entry
of Records and upload in e-office for Mahila Kalyan Uttar Pradesh

1 Above A3 paper/per page. (per image) 1

2 Size A3 Paper /per page. (per image) 1
3
Size of A4/Letter/Legal paper/per 1
page. (per image)

4
Compression and conversion to 1
searchable PDF
5 Indexing and Paging 1
Web based software for Document 1
6 Management System for Affiliation
records
Cloud Hosting Specification:- 1
1VM, 08vCPU, 64 GB-RAM and 01 TB Block
7 Storage including Window Server with SQL
Server Standard licenses for one Year
8 SSL Cost for 01 Year 1
9
Technical & Operational Support Services 1
on implementation of e-office for 1 year
Security Audit of Application through 1
10 CERT-in empaneled service provider. Cost
for 01 Year

2 AMC Cost of Solution 2nd Year Onwards

Web based software for Document 1

2.1 Management System for Affiliation
records
Cloud Hosting Specification: - 1
2.2 1VM, 08vCPU, 64 GB-RAM and 01 TB Block
Storage including Window Server with SQL
Server Standard licenses for one Year
2.3 SSL Cost for 01 Year 1
2.4 Technical & Operational Support Services 1
on implementation of e-office for 1 year
Security Audit of Application through 1
2.5 CERT-in empaneled service provider. Cost
for 01 Year
Total

Amount in Words:-

Date: [authorized signatory]

Place: Name of Firm with address
(Seal)

Page 34 of 34