Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring & Governance Portal

7. Concept of Integrated Campaign Monitoring & Governance Portal (ICMGP) ......................18

B. Information of Authorized Signatory / Contact Person........................................................48

C. Performa of Compliance Letter cum Self-Declaration ..........................................................49

13.1. General Instruction and Terms & Conditions ..................................................

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

1. Notice Inviting Bid

Surat Municipal Corporation (SMC)

"Surat Mahanagar Seva Sadan"

Gordhandas Chokhawala Marg, Muglisara,

Surat - 395003, Gujarat

Notice Inviting Bid [DC-ISD-ICMGP-01-2026]

Bid for Supply, Installation, Testing and Commissioning of Integrated

Campaign Monitoring & Governance Portal

Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign

Monitoring & Governance Portal for Surat Municipal Corporation (SMC) is invited online

on https://smctender.nprocure.com from the bidder meeting the basic eligibility criteria as

stated in the bid document.

Bid Fee (Non-refundable) • Rs. 4,248/- (Rs. 3,600/- + 18% GST) (by DD or

Banker’s Cheque only)

EMD • Rs. 1,25,000/- (by DD or Banker’s Cheque only)

Online Bid Start Date • 17/02/2026

Online Bid End Date (Last Date • 24/02/2026 upto 18:00 hrs.

of Online Submission of Bids

with all necessary documents as

per tender document

requirement in soft copy)

Online Pre-bid Conference to • Bidders shall have to post queries by email to

Bidders [email protected] on or before

Submission (in Hard Copy) of • In sealed envelope strictly by RPAD/Postal Speed

Bid Fee, EMD and Affidavit Post on or before 02/03/2026 upto 18:00 hrs. to

the Chief Accountant, Surat Municipal

Corporation, Muglisara, Surat – 395003, Gujarat.

• Bidders have to submit Price bid and Technical Bid online along with all necessary

documents as per tender document requirement in electronic format only on

https://smctender.nprocure.com website till the Last Date & time for Online

The right to accept/reject any or all bid(s) received is reserved without assigning any reason

Deputy Commissioner

Surat Municipal Corporation

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

2. Key Events & Dates

Event Target Date

Notice Inviting Tender DC-ISD-ICMGP-01-2026

Bid Availability Upto 24/02/2026 upto 18:00 hrs.

Bid Fee Bid Fee of Rs. 4,248/- (Rs. 3,600/- + 18% GST) by

Demand Draft or Banker's Cheque of any

scheduled/nationalized bank payable at Surat in

favour of Surat Municipal Corporation.

EMD Rs. 1,25,000/- by Demand Draft or Banker's Cheque

of any scheduled/nationalized bank payable at Surat

in favour of Surat Municipal Corporation.

Online Bid Start Date 17/02/2026

Online Pre-bid Conference to Bidders shall have to post queries by email to

Bidders [email protected] on or before 20/02/2026

Online Bid End Date On or before 24/02/2026 upto 18:00 hrs.

(Last Date of Online Submission

of Bids with all necessary

documents as per tender

document requirement in soft

Submission (in Hard Copy) of Bid In sealed envelope strictly by RPAD/Postal Speed

Fee, EMD and Affidavit Post on or before 02/03/2026 upto 18:00 hrs. To the

Chief Accountant, Surat Municipal Corporation,

Muglisara, Surat – 395003, Gujarat.

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

3. Eligibility Criteria

The bidder interested in being considered for “Bid for Supply, Installation, Testing and

Commissioning of Integrated Campaign Monitoring & Governance Portal” at SMC should

fulfill the following minimum criteria to be eligible for opening of the Price Bid:

# Pre-Qualification Criteria Proof Document Required

3.1 The Bidder should be in the business of • Copy of work order / Completion

implementation of IT / ITES solutions for at least 3 certificate / Contract / Any supporting

years as on publication of bid. document from client clearly

indicating the years in operation

3.2 The Bidder should have a registered number of GST • Copy of PAN card

& PAN • Copy of GST

3.3 The bidder should have average turnover of • Certificate from the statutory auditor

minimum INR 2 Crore in last three financial years i.e. / Charted Accountant (CA) as per “E:

2022-23, 2023-24 and 2024-25. Financial Capability Statement”

clearly specifying the annual turnover

for each of the last 3 financial years i.e

• Copy of Audited Balance Sheet along

with Profit & Loss Account of last

Financial Years should be uploaded

3.4 The Bidder shall have successfully completed • Documentary proof from end client

projects in India within the last five (5) years as on like purchase order, completion

the date of publication of this RFP, involving certificate, contract agreement, etc. to

development and implementation of IT / ITES be uploaded online to substantiate

solutions including workflow-based application with the claim.

approval and escalation mechanism, mobile-based • In case of an ongoing project, the

field data collection or inspection module and project must have achieved the value

integration with third-party systems through APIs in terms of amount. The Certificate to

- One (1) project of value not less than INR 2 Crore this effect from the client on client’s

OR letter head to be provided.

- Two (2) projects of value not less than INR 1 Crore • The supporting documents must

each clearly specify the date, duration,

OR value, and other information that help

- Three (3) projects of value not less than Rs. INR ascertain the compliance to the

70 lakh each evaluation criteria.

3.5 The Bidder should not be debarred/blacklisted by Self-declaration / Undertaking by bidder

any Government / PSU in India as on date of as per “C: Performa of Compliance letter

submission of bid. cum Self-declaration” on non-judicial

stamp paper of Rs.

4. Instructions for the Bidder

4.1. Availing Bid Documents

Blank bid documents can be downloaded from the web site

https://smctender.nprocure.com up to the date and time mentioned in the Online Bid

Invitation Notice DC-ISD-ICMGP-01-2026.

4.2. Addenda & Corrigenda

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

If required the Addenda and Corrigenda will be issued and the same will form the part

of the original bid documents and shall override any contradicting effects in the

original bid document.

4.3. Submission of Price Bid and Technical BID

The price bid and the technical bid containing all the relevant supporting documents

must be submitted online only on https://smctender.nprocure.com on or before the last

date of submission of the bid. No documents except the Bid Fee, EMD and Affidavit to

be accepted in hardcopy. It is advised to keep the softcopy of the relevant documents

ready and upload the same in advance on https://smctender.nprocure.com with respect

to this tender to avoid issues if any.

All the relevant softcopy should invariably follow the (n)Code portal's specific

requirements pertaining to file types, file size, file name length, etc.

o File Types: Files with only .pdf, .doc, .txt, .xls, .ppt, .pps, .png, .gif, .jpg, .zip, .rar

extension can be uploaded.

o File name: It should not be more than70 characters. Special Characters Like ( ' %

@ < > : * ? | & ~ ^) are not permitted.

o File size: Single file size should not be more than 3 MB.

The bid document (duly signed and stamped) in hard copy shall be submitted by the

successful bidder upon intimation from SMC.

4.4. Pre-bid Queries

A prospective Bidder requiring any clarification on the RFP Document may submit his

queries, via email, to the following e-mail id on or before 20/02/2026.

Email Id for submission of queries: [email protected]

The queries must be submitted in the following format:

Bidder’s Request for Clarification

Name and Address of Name and Position of Contact Details of the Organization /

the Organization Person submitting Authorized Representative

submitting request request

Sr. Bid Reference(s) Content of Bid requiring Points of clarification required

No (Section, Page) clarification

4.5. Bid Fee & Earnest Money Deposit (EMD)

• The bidder should pay non-refundable Bid Fee of Rs. 4,248/- (Rs. 3,600/- + 18%

GST) and EMD of Rs. 1,25,000/- by separate Demand Draft or Banker's Cheque of

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

any scheduled/nationalized bank payable at Surat in favour of Surat Municipal

• Failure to submit Bid Fee, EMD and Affidavit as required shall lead to the bid being

rejected summarily.

4.6. The bid should be filled in legibly, clearly indicating the figures and its value in words

4.7. Online Submission of the Technical Bid:

The bidder will be required to upload the duly signed, stamped and notarized color

scanned copy of below mentioned documents as indicated in “Section-5: Indicative List

of Documents to be Submitted” in the same order of sequence online on

https://smctender.nprocure.com during e-tendering process. Any other document not

mentioned but required to be attached as per the tender requirement must also be

uploaded as part of online technical bid.

in the same order of sequence online on smc.nprocure.com during e-tendering process.

4.8. Demand Draft for E.M.D. & Tender (Bid) fee shall be submitted in electronic format

through online mode (by scanning) while uploading the bid. This submission shall

mean that E.M.D. & tender fee are received for purpose of opening of the bid.

Accordingly offer of those shall be opened whose E.M.D. & tender (bid) fee is

received electronically. However, for the purpose of realization of D.D. bidder shall

send the D.D. in original through RPAD / Speed post as per Clasue-4.11 below so

as to reach to Chief Accountant, SMC within 7 days from the last date of online

submission of the bid as per tender notice. Penaltative action for not submitting

D.D. in original to shall be initiated and action shall be taken for abeyance of

registration and cancellation of E-tendering code for one year. Any documents in

supporting of bid shall be in electronic format only through online (by scanning) &

hard copy will not be accepted separately.

4.9. All documents must be coloured scanned to be seen as original. Scanning in black

and white or gray shall not be acceptable.

4.10. All documents must be notarized with clearly-displaying stamp, number and name

4.11. Sealing, marking and submission of the Bid Fee, EMD and Affidavit:

Following documents shall only be submitted in Hard Copy to Surat Municipal

Corporation by the bidder:

• Earnest Money Deposit (EMD)

• Affidavit on Non-Judicial Stamp Paper of Rs. 300/-

The “Bid Fee, EMD and Affidavit” shall be put in an envelope containing Bid Fee, Earnest

Money Deposit (EMD) and Affidavit and shall be super scribed as “Bid Fee, EMD and

The envelope must be sealed and super scribed and must be sent as under:

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

Details to be mentioned exactly on sealed envelop

TENDER DETAILS To,

• Notice No.: DC-ISD-ICMGP-01-2026 The Chief Accountant,

• Bid Fee, EMD & Affidavit for Bid for

Surat Municipal Corporation,

Supply, Installation, Testing and

Commissioning of Integrated Mahanagar Seva Sadan,

Campaign Monitoring & Governance Gordhandas Chokhawala Marg,

Portal Muglisara, Surat - 395

• Last Submission Date: 02/03/2026 Gujarat, INDIA.

upto 18:00 hrs.

The envelope containing EMD, Bid Fee and Affidavit must be sent strictly by Postal

Speed Post or Registered Post AD only so as to reach on or before 02/03/2026 up to

18:00 hrs. Bids received in any other manner or mode (like courier, in person, etc.)

will not be considered. SMC won’t be responsible for postal delays.

TECHNICAL BID & PRICE BID

The technical bid & price bid must be submitted online on

https://smctender.nprocure.com. It should not to be sent physically, if submitted

physically the bid shall be rejected.

4.12. The bidder will be bound by the details furnished to SMC, while submitting the bid or at

subsequent stage. In case, any of such documents furnished by the bidder is found to

be false at any stage, it would be deemed to be a breach of terms of contract making

him/her liable to legal action besides termination of contract.

4.13. Late Bids: Bids not reaching on or before the specified time limit will not be accepted.

4.14. Conditional Bids: All the terms and conditions mentioned herein must be strictly

adhered to by all bidders. Conditional tenders shall not be accepted on any ground and

shall be subject to rejection without assigning any reason.

4.15. Withdrawal of Bids

Bid once filled in, submitted shall not be allowed to be withdrawn till the validity of the

bid remains in force or else the EMD shall be liable for forfeiture.

4.16. Period of Validity

The offer should be valid for acceptance for a minimum period of 120 days from the

date of opening of the Price Bid. If required, SMC may request the bidder to have it

extended for a further period.

4.17. Language of Bids

The bids prepared by the bidder shall be in the English language. The supporting

documents in language other than English/Hindi/Gujarati must have its English

translation (which is to be duly attested by the bidder), for purposes of interpretation of

the bid, the English translation shall govern.

4.18. Right To Accept or Reject Any Bid or All Bids

SMC reserves the right to accept or reject any bid and annul the bidding process and

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

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

liability to the affected bidder or bidders or any obligation to inform the affected bidder

or bidders of the ground for SMC’s action.

4.19. Firm Prices & Bid Currency

Prices quoted must be firm and final and shall not be subject to any upward

modifications, on any account whatsoever. Prices shall be expressed in Indian Rupees

4.20. Costs to be Borne by Bidder

All costs and expenses (whether in terms of time or money) incurred by the bidder in

any way associated with the development, preparation and submission of the bid,

including but not limited to attendance at meetings, discussions, demonstrations, etc.

and providing any additional information required by SMC, will be borne entirely and

exclusively by the bidder.

4.21. Acceptance of Terms & Conditions

The bidder will, by taking participation in the bidding process and submitting the bid

documents, be deemed to have thoroughly read, studied and understood the bid

documents including scope of work, the terms and conditions, instructions, etc. referred

there in and the same are acceptable to the bidder.

4.22. All entries in the bid form should be legible and filled clearly. If the space for furnishing

information is insufficient, a separate sheet duly signed by the authorized signatory may

be attached. However, the interlineations, erasures or overwriting, if any, in the Technical

Bid Application must be attested by the person authorized to sign the bids.

4.23. It is to be ensured that the complete information as required by this office may be

furnished by the bidders in the prescribed format. Formats submitted with incomplete

information and not conforming to the requirements are liable to be rejected.

4.24. The agency will be bound by the details furnished by him/her to SMC, while submitting

the bid or at subsequent stage. In case, any of such documents furnished by the agency

is found to be false at any stage, it would be deemed to be a breach of terms of contract

making him/her liable to legal action besides termination of contract.

4.25. The participation in the online tendering process implies that the bidder has thoroughly

read, studied and understood the instructions of the Bid documents, Scope of work,

formats as well as the terms and conditions referred there in and the same are acceptable

4.26. Authorized Signatory

For the purpose of submission of the bid, the bidder may be represented by either the

Principal Officer (Owner/MD/Director/Company Secretary) or his duly Authorized

Representative, in which case he/she shall submit a certificate of authority along with

the technical bid. 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 authorized representative or the principal officer.

4.27. Arithmetical errors will be rectified on the following basis. If there is a discrepancy

between the unit price and the total price that is obtained by multiplying the unit price

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

and quantity, the unit price shall prevail and the total price shall be corrected. If the

supplier does not accept the correction of the errors, its bid will be rejected. If there is a

discrepancy between words and figures, the amount in words will prevail.

4.28. Disqualifications: A Bidder shall be disqualified and Bids will not be considered if

a) Hardcopy envelop does not show on it the reference of bid number & description as

denoted & thus gets opened before due date(s) of opening specified in Tender Notice.

b) The Price Bid and Technical Bid is submitted physically which leads to revelation of prices

before the due date of opening of the Price Bid.

c) The Earnest Money Deposit (EMD) & Bid fee is not deposited in manner specified above.

d) The Bid documents are not in a language as per Clause.

e) The Bid documents are not signed affixing stamp by the authorized signatory.

f) The Bid documents submitted are incomplete and/or ambiguous in any respect.

g) Non-compliance of provisions and requirements of the Bid documents.

h) Any or all correction(s) or pasted slip(s) is/are not initialed, authenticated by the Bidder.

i) The Bid documents are not submitted in the manner specified in the bid document.

j) Eligibility criteria are not met with.

k) Any form of canvassing/lobbying/influence/query regarding short listing, status, etc. will

result in a disqualification.

4.29. Punitive Action in case of non-submission of EMD, Tender (Bid) Fee & Affidavit

a) Demand Draft for E.M.D. & Tender (Bid) fee shall be submitted in electronic format

through online mode (by scanning) while uploading the bid. This submission shall mean

that E.M.D. & tender fee are received for purpose of opening of the bid. Accordingly offer

of those shall be opened whose E.M.D. & tender (bid) fee is received electronically.

However, for the purpose of realization of D.D. bidder shall send the D.D. in original

through RPAD / Speed post as per Clasue-3.7 so as to reach to Chief Accountant, SMC

within 7 days from the last date of online submission of the bid as per tender notice or

addenda thereto.

b) Punitive action will be taken for not submitting original Demand Draft of EMD &

Tender Fee to Account Department of SMC within period as mention in tender

notice or Addenda thereto for the first time as mentioned below.

# Tender Amount Penalty Amount in Rs.

1. Up to Rs. 1 Crore Rs. 10,000/-

2. More than Rs. 1 Crore and Upto Rs. 10 Crore Rs. 20,000/-

3. More than Rs. 10 Crore and Upto Rs. 50 Crore Rs. 30,000/-

4. More than Rs. 50 Crore and Upto Rs. 100 Crore Rs. 70,000/-

5. More than Rs. 100 Crore Rs. 1,00,000/-

c) If bidder will not submit the penalty amount within 10 days to Surat Municipal

Corporation and/or bidder will not submit the demand draft in original for the second

time and after, punitive action shall be taken for abeyance of registration and

cancellation of E-tendering code for 6 (six) months.

d) Any documents in supporting of bid shall be in electronic format only through online

(by scanning) & hard copy will not be accepted separately.

Deputy Commissioner

Surat Municipal Corporation

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

5. Indicative list of Documents to be submitted

Following documents shall be submitted in soft copy online on

https://smctender.nprocure.com by the bidder so as to ascertain the claims made. Following

is the indicative list of documents that are to be submitted.

Instruction for

# Description of Requirement Proof Required to be Submitted

1. The Bidder should be in the • Copy of work order / Completion Notarised colour

business of implementation of certificate / Contract / Any supporting scan copy clearly-

IT / ITES solutions for at least 3 document from client clearly indicating displaying stamp,

years as on publication of bid. the years in operation

2. The Bidder should have a • Copy of PAN card Notarised colour

registered number of GST & • Copy of GST scan copy

PAN clearly-displaying

and name of the

3. The bidder should have average • Certificate from the statutory auditor / Notarised colour

turnover of minimum INR 2 Charted Accountant (CA) as per “E: scan copy clearly-

Crore in last three financial years Financial Capability Statement” clearly displaying stamp,

specifying the annual turnover for each number and

of the last 3 financial years i.e 2022-23, name of the

2023-24 and 2024-25. notary.

• Copy of Audited Balance Sheet along

with Profit & Loss Account of last

Financial Years should be uploaded

4. The Bidder shall have • Documentary proof from end client like Notarised colour

successfully completed projects purchase order, completion certificate, scan copy clearly-

in India within the last five (5) contract agreement, etc. to be uploaded displaying stamp,

online to substantiate the claim

years as on the date of number and

• In case of an ongoing project, the

publication of this RFP, name of the

project must have achieved the value in

involving development and terms of amount. The Certificate to this notary.

implementation of IT / ITES effect from the client on client’s letter

solutions including workflow- head to be provided. The supporting

based application with approval documents must clearly specify the

and escalation mechanism, information that help ascertain the

compliance to the respective evaluation

mobile-based field data

collection or inspection module

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

and integration with third-party

systems through APIs

- One (1) project of value not

less than INR 2 Crore

- Two (2) projects of value not

less than INR 1 Crore each

- Three (3) projects of value

not less than Rs. INR 70 lakh

5. The Bidder should not be Self-declaration / Undertaking by bidder as Colour scan copy

debarred/blacklisted by any per “C: Performa of Compliance letter cum of document,

Government / PSU in India as Self-declaration” on non-judicial stamp which is duly

on date of submission of bid.

paper of Rs. 300 as per Format given in signed &

Section – 13, Annexure to Technical Bid. stamped by

6. The bidder should pay non- As per Clause 4.5 Colour scan copy

refundable Bid Fee of Rs. of document.

Physical copy to

be submitted as

per Clause-4.11

7. The bidder should pay EMD of As per Clause 4.5 Colour scan copy

Rs. 1,25,000/-. of document.

Physical copy to

be submitted as

per Clause-4.11

8. Solvency Certificate amounting Solvency Certificate as per Clause No. Notarised colour

to minimum Rs. 25,00,000/- 11.10 scan copy of

from a scheduled/nationalized (The Solvency Certificate should be valid supporting

bank. and should not be older than one year from documents

the bid start date.) clearly displaying

and name of the

9. The Affidavit as per Form ‘D’ Should be submitted in hard copy on non- Colour scan copy

judicial stamp paper of Rs. 300 and duly of document.

notarized as per Form – ‘D’ as per Format

given in Section – 13, Annexure to

Technical Bid. Physical copy to

be submitted as

per Clause-4.11

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

10. Authorization Letter As per Clause-4.26 (mandatory in case Colour scan copy

tender signatory is other than of document,

Owner/Partner/MD/Director/Company which is duly

Secretary) signed &

11. Particulars of the Bidders As per Section – 13, Annexure to Technical Colour scan copy

Bid, Form-A of document,

12. Information of Authorized As per Section – 13, Annexure to Technical Colour scan copy

Signatory / Contact Person Bid, Form-B of document,

13. Any other supporting Any other document not mentioned Notarised colour

document required to fulfill above but required as per RFP or as scan copy of

RFP requirements. supporting document to substantiate the supporting

claim made by the bidder. documents

clearly displaying

and name of the

Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring SMC

& Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation (SMC)

Bid for Supply, Installation, Testing and

Commissioning of Integrated Campaign

Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Online Bid Start Date Technical

February 17, 2026 Bid

Online Pre-Bid Conference

Online Bid End Date

(Last Date of Online Submission of Bids)

Last Date of Physical Submission of Bid Fee, EMD &

Affidavit in Hard Copy

Information Systems Department (ISD)

Surat Municipal Corporation

Muglisara, Surat-395003

Surat Municipal Corporation

6.1 Surat Municipal Corporation (SMC) is a statutory urban local body constituted under the

Gujarat Provincial Municipal Corporations Act, 1949. SMC is responsible for planning,

execution, operation and monitoring of a wide range of municipal services and statutory

functions across the city. These functions are multi-sectoral and include core municipal

services such as solid waste management, public health, water supply, drainage, roads and

street infrastructure, environment and air quality management, as well as civic

administration such as revenue collection, urban community development and citizen

service delivery.

6.2 Over the last several years, SMC has increasingly adopted technology-enabled governance

mechanisms. SMC has deployed digital systems for citizen service delivery, data-driven

monitoring, and cross-department coordination. Such initiatives include ICCC-based

monitoring, GIS-supported systems, digital grievance redressal mechanisms, departmental

MIS platforms, and workflow systems. These initiatives have helped improve transparency,

responsiveness, and monitoring capacity across several functions.

6.3 However, while SMC has multiple systems for sectoral operations, the monitoring of city-

wide campaigns, special drives, time-bound programs, and cross-department initiatives is

still largely dependent on manual reporting formats or fragmented reporting channels.

This creates a governance gap, particularly when campaigns require real-time monitoring,

evidence validation, accountability tracking and performance benchmarking across zones

6.4 Current Monitoring Challenges and Governance Gaps

6.4.1 SMC implements numerous campaigns and drives throughout the year. These

campaigns often originate from statutory requirements, seasonal priorities, emergency

response needs, state/national missions, or internal performance improvement

initiatives. Examples include but are not limited to: sanitation drives, plastic reduction

initiatives, water conservation campaigns, vector control drives, community

engagement programs, environmental drives, special health camps, revenue collection

drives, preparedness drills, and ward-level monitoring programs.

6.4.2 The operational challenge is not the absence of action but the absence of a unified

monitoring system that creates standardized governance visibility. Presently, campaign

monitoring suffers from the following governance gaps:

6.5 Fragmented Data Capture and Multiple Reporting Channels

6.5.1 Campaign execution data is currently captured through multiple channels such as

spreadsheets, paper-based reports, WhatsApp groups, emails, static presentation

decks, and sometimes through departmental MIS platforms. Because these channels

are not integrated, the same activity may be reported differently by different units, and

it becomes difficult to build a single version of truth. This leads to duplication,

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring & SMC

Governance Portal

Stamp & Notary [DC-ISD- ICMGP -01-2026]

Surat Municipal Corporation

mismatched data, gaps in reporting, and increased effort for headquarters teams who

consolidate data manually.

6.6 Limited Real-Time Executive Visibility:

Many campaigns require daily or real-time monitoring for timely corrective action. In the

current model, executive visibility is often dependent on compiled reports submitted at

fixed intervals. This delays decision-making and reduces the effectiveness of intervention.

Without real-time dashboards, early warning signals such as consistent underperformance

in certain wards, recurring operational bottlenecks, or critical deviations in campaign

targets may not be visible in time.

6.7 Lack of Standardized KPI Governance

Across campaigns, KPIs are sometimes defined differently across departments or zones.

Measurement units, definitions, frequency and target logic may vary, leading to

inconsistency. In many cases, KPIs are not mapped to a uniform RAG framework or

benchmark logic. Without standardization, governance monitoring becomes descriptive

rather than performance-driven. It becomes difficult to compare zone performance fairly

and difficult to institutionalize accountability.

6.8 Evidence Validation at Scale is Not Feasible Manually

Modern governance frameworks increasingly require evidence-backed reporting—

especially geo-tagged photos, time-stamped submissions and location-validated activity

reporting. At city scale, manual validation of thousands of photos and submissions is not

feasible. Without systematic validation, there is risk of incorrect reporting, repetitive

submissions, or unverifiable achievements. This reduces the reliability of monitoring and

weakens performance credibility.

6.9 Absence of Predictive and Anomaly-Based Monitoring

Current monitoring mechanisms are largely descriptive and reactive. There is limited

capacity to automatically flag anomalies such as unrealistic KPI spikes, sudden drops,

suspicious patterns in repeated evidence uploads, or unusual performance trends. Without

anomaly detection, supervisory teams have to detect issues manually, which is inefficient

and misses patterns that an automated system can detect quickly.

6.10 Governance Transformation Imperative

6.10.1 Urban governance is transitioning from periodic reporting to continuous monitoring.

Large cities increasingly require governance systems that can collect operational data

continuously, validate it, visualize performance, and trigger timely intervention. This is

particularly relevant for municipal campaigns which are time-bound and require rapid

correction in execution strategy.

6.10.2 Performance-linked monitoring frameworks such as Swachh Survekshan, thematic

state/national missions, and audit-linked governance initiatives require measurable

and verifiable performance evidence. In these frameworks, poor data structuring or

lack of evidence validation can directly impact rankings, compliance status and public

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6.10.3 Therefore, SMC intends to transition from a fragmented reporting model to a unified

governance intelligence model. The objective is to institutionalize monitoring so that

campaign performance is continuously visible, measurable, evidence-based and

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7. Concept of Integrated Campaign Monitoring & Governance

7.1 Standardization of Field Data Collection: The system shall establish a uniform and

structured mechanism for capturing field-level data across departments, zones and wards.

It shall enable the creation of configurable digital forms without software redevelopment,

thereby eliminating reliance on ad-hoc spreadsheets and external tools. The platform shall

standardize capture of:

• Property and asset information

• Operational service records

• Campaign activity data

• Compliance verification inputs

All submissions shall be structured, validated and centrally stored, ensuring consistency

across wards and departments.

7.2 Strengthening Inspection and Compliance Monitoring: The system shall digitize

inspection workflows and replace manual reporting with structured mobile-based

inspections. Each inspection shall generate trackable records and, where required,

automatically create issue-based tickets.

The platform shall ensure:

• Time-bound resolution of issues

• Transparent status tracking

• Escalation for overdue actions

• Complete audit trail of inspection activities

This will enhance operational accountability across supervisory hierarchies.

7.3 Centralized Monitoring of Solid Waste Operations: The system shall provide an

analytical dashboard layer integrated with existing VTMS (Vehicle Tracking &

Management System), enabling consolidated visibility into:

• Door-to-door collection coverage

• Trip execution performance

• Vehicle utilization

• Route efficiency

• Missed service points

This analytical layer shall support real-time supervisory review without interfering with

operational VTMS workflows.

7.4 Role-Based Governance and Administrative Control: The platform shall enforce

hierarchical access aligned with SMC’s administrative structure, including:

• Headquarters-level oversight

• Zonal-level supervision

• Ward-level execution

• Inspector-level field operations

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Approval workflows, validation mechanisms and escalation logic shall reflect SMC’s chain

7.5 Data-Driven Performance Monitoring: The system shall provide multi-level dashboards

enabling comparison across:

• Contractor (where applicable)

The analytics framework shall support operational optimization and evidence-based

7.6 Transparency and Auditability: All inspection records, ticket actions, and service

verification data shall be digitally logged with timestamp and (where applicable) geo-

location metadata. The platform shall maintain verifiable digital audit trails to strengthen

governance credibility.

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8. Scope of Work

8.1 Core Platform Capabilities

8.1.1 The ICMGP shall operate as a centralized web-based platform accessible through

secure browser-based interface, and where required, through mobile applications or

mobile-responsive interface for field users.

8.1.2 The system shall incorporate a robust Role-Based Access Control (RBAC) mechanism

aligned with SMC administrative hierarchy. User roles shall be configurable and may

include Administrator, Department Officer, Zonal Officer, Ward Supervisor, Inspector,

Field User, Contractor (if applicable), and Monitoring/Viewer roles.

8.1.3 Access control shall ensure that users can view, create, modify or approve data strictly

within their authorized jurisdiction (department/zone/ward). Data isolation must be

enforced at application and database levels.

8.1.4 The platform shall maintain comprehensive audit logs capturing login attempts, form

creation/edit, ticket creation, status changes, approvals, assignment actions, and report

exports. Logs shall be immutable and retained for minimum five (5) years.

8.1.5 The platform shall be scalable to support minimum 300 concurrent users at launch,

with architecture designed to scale up to at least 1,000 concurrent users without

significant redesign.

8.2 Dynamic Data Collection Module

8.2.1 Background: SMC departments frequently require data collection for infrastructure

surveys, sanitation assessments, asset verification, public service studies, campaign

drives, and operational reviews. Currently, new data formats are often created manually

or through standalone tools, resulting in fragmented and non-standardized datasets.

8.2.2 The Selected Bidder shall conduct detailed stakeholder consultations with SMC

Headquarters, Zonal Offices, Ward Supervisors, Inspection Teams, and Solid Waste

Operational Units to understand functional and operational requirements.

8.2.3 Based on consultations, the Bidder shall prepare a comprehensive System Requirement

Specification (SRS) covering functional requirements, user roles, workflows, integration

requirements, performance requirements, security controls and reporting requirements.

No development activity shall commence without written approval of SRS by SMC.

8.2.4 The Bidder shall prepare detailed architecture documentation including application

architecture, database architecture, integration architecture (including API integration

with VTMS), security architecture, logging framework, backup strategy and disaster

recovery readiness design.

8.2.5 The system architecture shall follow a modular, service-oriented design enabling future

expansion of additional governance modules without major structural changes.

8.2.6 Form Builder and Configuration Framework: The system shall provide a

configurable, no-code form builder interface enabling authorized SMC officers to

create digital data collection formats without requiring technical programming

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8.2.7 The form builder shall allow administrators to define form title, description,

instructions, applicable department/zone/ward, validity period, and publishing scope.

The interface shall allow creation of structured forms with dynamic input fields.

8.2.8 Supported input types shall include text fields, multi-line text areas, numeric inputs with

validation, date pickers, dropdown selections, radio buttons, checkboxes, file upload

fields (for photos and documents), and structured section headers.

8.2.9 The system shall allow marking fields as mandatory, defining validation constraints

such as numeric ranges, maximum/minimum lengths, and conditional display logic (for

example, dependent fields visible only upon specific selections).

8.2.10 The form builder shall support versioning, allowing modification of forms while

preserving historical submissions. Administrators shall be able to clone existing forms

to create new variants for similar campaigns or initiatives.

8.2.11 Forms shall be publishable to selected user groups, departments, zones, or wards,

ensuring that only authorized users can access and submit assigned forms.

8.2.12 Data Storage, Security and Retrieval

8.2.13 All submitted form data shall be stored in a centralized structured relational database

hosted within SMC Data Centre.

8.2.14 Each submission record shall store metadata including submission ID, form ID, user ID,

timestamp, GPS coordinates (where enabled), status, and associated attachments.

8.2.15 The system shall automatically compress uploaded images to reduce storage

consumption while maintaining acceptable visual quality. Maximum file size limits shall

be configurable by administrator.

8.2.16 The database design shall support indexing and efficient filtering such that search

queries across up to 100,000 records return results within two (2) seconds under normal

operating load.

8.2.17 Export functionality shall support generation of Excel, CSV and PDF reports, capable of

exporting up to 100,000 records within sixty (60) seconds.

8.2.18 Data retention policy shall ensure that operational data remains available online for

minimum five (5) years.

8.3 Functional Requirements:

8.3.1 Configurable Form Builder: The system shall provide an intuitive interface allowing

authorized officers to design data collection forms without programming knowledge.

Each form shall allow configuration of:

• Title and description

• Instructions to field users

• Applicable department/zone/ward

• Validity period

• Submission rules

Supported field types shall include text inputs, numeric inputs with validation, date fields,

dropdown selections, radio buttons, checkboxes, file uploads (photo/document), and

structured headers. Field-level validation rules and mandatory constraints shall be

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configurable. The system shall support template reuse and version control, ensuring

continuity of historical data even when forms are modified.

8.3.2 Centralized Data Repository: All form submissions shall be stored in a secure,

structured centralized database hosted at SMC Data Centre.

The system shall support:

• Indexing by form ID, department, zone, ward and date

• Status tracking (Submitted / Approved / Rejected / Resubmission)

• Secure attachment storage with image optimization

• Advanced filtering and export in Excel/CSV/PDF

The database shall be designed to support long-term retention and analytics use.

8.3.3 Role-Based Access & Approval Workflow:

Authorized administrators shall be able to:

• Publish forms

• Assign access rights

• Review submissions

• Approve or reject entries with remarks

• Request resubmission

Field users shall only access assigned forms and view their own submission status.

8.3.4 Analytics & Dashboard: The module shall provide real-time dashboards showing:

• Total forms created

• Submission status summary

• Department-wise and zone-wise distribution

• Pending approvals

Trend-based visualization shall be available for time-series comparison.

8.4 Inspection Management & Ticket Lifecycle Module:

8.4.1 Background: SMC conducts inspections across sanitation, infrastructure, service

delivery, and compliance areas. Current tracking mechanisms are partially manual,

limiting structured tracking and escalation.

This module shall digitize the entire inspection lifecycle and introduce a structured

issue-based ticket management system.

8.4.2 Functional Requirements

• Inspection Template Configuration: Authorized administrators shall configure

reusable inspection templates including:

• Checklist items

• Compliance indicators

• Observation fields

• Mandatory photo capture

Templates shall be editable to reflect operational changes.

8.4.3 Mobile-Based Inspection Execution:

Field inspectors shall conduct inspections using mobile interface. The system shall capture:

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• Inspector identity

• GPS location (where enabled)

• Photo evidence

Non-compliance findings shall generate tickets automatically.

8.4.4 Ticket Creation & Lifecycle Management:

Each ticket shall contain:

• Location mapping

• Priority level

• Creation timestamp

8.4.5 The ticket lifecycle shall include defined stages: Open, Assigned, In Progress,

Resolved, Verified/Closed, Reopened. Resolution timelines shall be configurable by

priority category. Escalations shall trigger when tickets exceed defined thresholds. The

system shall calculate resolution time and maintain complete status history.

• Monitoring Dashboard:

The inspection dashboard shall display:

• Total inspections conducted

• Open vs closed tickets

• Overdue tickets

• Priority distribution

• Average resolution time

• Zone/department performance

Automated alerts shall be generated for overdue or critical tickets.

8.5 Solid Waste Door-to-Door Decision Support Dashboard Module:

8.5.1 Background: SMC’s VTMS platform manages operational activities of door-to-door

collection. However, supervisory monitoring requires consolidated decision-support

analytics. This module shall act as an analytical extension consuming VTMS data

without replicating master workflows.

8.5.2 System Architecture:

The module shall:

• Integrate with VTMS via secure REST APIs

• Consume master and transactional data (property, route, vehicle, trip, GPS)

• Perform data aggregation and transformation

• Not duplicate operational data entry

VTMS shall remain single source of truth.

8.5.3 Analytical & Dashboard Capabilities:

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The unified dashboard shall provide:

• Properties/POIs served vs assigned

• Trips planned vs completed

• Route coverage

• Vehicle utilization

• Missed POI identification

• Waste quantity trends (if available)

• Hierarchical drill-down shall be supported from City → Zone → Ward → Route →

8.5.4 Exception Monitoring:

The system shall highlight:

• Low coverage routes

• Repeated missed POIs

• Unexecuted trips

• Abnormal idle time

Alerts shall be displayed in dashboard and optionally communicated via notifications.

8.5.5 Reporting:

The system shall generate exportable reports including:

• Coverage Analysis Report

• Route Performance Report

• Trip Execution Report

• Vehicle Utilization Report

• Missed POI Exception Report

• Waste Collection Trend Report

• Comparative Ward/Zone Performance Report

Reports shall support filtering by date, zone, ward, route and vehicle.

8.6 Inspection Management & Ticket Lifecycle Module

8.6.1 Inspection Template and Execution Framework

• The system shall enable administrators to configure inspection templates with

customizable checklist items, compliance parameters, observation fields and

mandatory evidence requirements.

• Inspection execution shall be mobile-enabled, allowing field inspectors to conduct

inspections using predefined templates via secure login.

• Each inspection shall capture inspector identity, timestamp, GPS location (where

available), checklist responses, remarks and photographic evidence.

• The system shall support offline data capture capability with automatic

synchronization within thirty (30) minutes of connectivity restoration.

8.6.2 Ticket Generation and Lifecycle Management

• Non-compliance identified during inspection shall automatically generate a unique

ticket in the system.

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• Each ticket shall contain unique ticket ID, issue description, location mapping, priority

level, creation timestamp and associated evidence.

• The system shall support configurable SLA timelines based on priority category, with

default configuration as follows:

• Low: 72 hours

• Medium: 48 hours

• High: 24 hours

• Critical: 8 hours

• Ticket lifecycle shall follow defined states: Open, Assigned, In Progress, Resolved,

Verified/Closed, Reopened.

• Escalation alerts shall be automatically triggered when tickets approach or exceed

SLA thresholds, with multi-level escalation as configured by SMC.

• The system shall compute and display average resolution time and overdue

percentages per zone/department.

8.7 Solid Waste Door-to-Door Decision Support Dashboard Module

8.7.1 Integration with VTMS

a) The dashboard module shall integrate with existing VTMS through secure REST

APIs without duplicating operational master data.

b) Data synchronization shall occur in near real-time with maximum allowable lag of

five (5) minutes or at configurable intervals as approved by SMC.

c) The module shall implement error handling, retry mechanisms and logging of

failed API transactions.

8.7.2 Analytical and Dashboard Capabilities

a) The module shall compute and visualize derived indicators including coverage

percentage, trip completion ratio, route efficiency metrics, vehicle utilization

percentage and idle time thresholds.

b) The dashboard shall provide hierarchical drill-down capability from city level to

zone, ward, route and vehicle level.

c) City-level dashboard shall load within four (4) seconds under standard load

d) Drill-down queries shall return results within five (5) seconds.

e) Historical data queries up to two (2) years shall not result in performance

8.8 Non-Functional Requirements

8.8.1 Performance: The system shall maintain minimum 99% uptime calculated on

monthly basis. Average page load time shall not exceed four (4) seconds under

normal operating load.

8.8.2 Scalability: The architecture shall support horizontal scaling and database

partitioning mechanisms to accommodate future data growth and user load

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8.8.3 Security: The system shall enforce TLS 1.2 or higher for all communications. Password

policies shall require minimum eight (8) characters including alphanumeric and

special character combinations. Annual Vulnerability Assessment and Penetration

Testing (VAPT) shall be conducted and all critical vulnerabilities resolved prior to go-

8.8.4 Backup & Recovery: Daily incremental backups and weekly full backups shall be

configured. Backup restoration drills shall be conducted periodically to validate data

recovery capability.

8.8.5 Data Loss SLA: Any confirmed data loss attributable to application defect shall attract

penalty of ₹50,000 per incident along with mandatory recovery effort.

8.8.6 Operation & Maintenance (5 Years): The Bidder shall provide comprehensive

support including corrective maintenance, preventive maintenance, patch

management, SLA reporting, configuration support and minor enhancements within

8.9 On-Site Development & Continuous Enhancement

8.9.1 On-Site Technical Resource Deployment During Contract Period: In order to

ensure continuous enhancement, customization, performance optimization and

incorporation of evolving governance requirements, the Selected Bidder shall

mandatorily deploy two (2) qualified full-time Programmers / Application Developers

at Surat Municipal Corporation (SMC) premises during the Operation & Maintenance

(O&M) period after Go-Live.

8.9.2 Role and Responsibilities of On-Site Programmers

The deployed technical resources shall be responsible for:

1. Development of new forms, workflows and modules as per departmental

2. Major / Minor enhancements and configuration updates.

3. Report customization and dashboard modifications.

4. API integration adjustments and testing.

5. Bug fixing and performance optimization.

6. Database-level query tuning where required.

7. Supporting new campaign onboarding under ICMGP.

8. Assisting in user management and configuration changes.

9. Supporting inspection template updates and SLA logic modifications.

10. Technical assistance to SMC IT team and functional users.

The deployed personnel shall work under the supervision and direction of SMC

Information Systems Department.

8.10 Qualification Requirements:

Each deployed Programmer shall:

1. Hold BE (Computer, IT, Electronics) / B. Tech (Computer, IT, Electronics) / MCA /

M.Sc. (IT) Degree

2. Have minimum three (3) years of experience in web application development

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3. Have working experience in backend and frontend technologies used in ICMGP

Have knowledge of database management systems

9. Project Milestone and Payment Schedules

9.1 Project Milestones & Deliverables

The selected bidder shall be required to adhere to the timelines and deliverables as under. The

delay in delivery will attract delayed penalty as mentioned in this RFP.

# Activity / Milestone Timeline

1 Submission of Inception Report, System Requirement Study 30 days Post Issuance of

(SRS) & Functional Requirement Specification (FRS) Work Order

documentation, approval from SMC

2 Development & Completion of Core Portal Framework and 120 days Post Issuance

Modules: of Work Order

Dynamic Data Collection Module

Inspection Management & Ticket Lifecycle Module

Solid Waste Door-to-Door Collection Monitoring Dashboard

3 Pilot Testing & UAT with selected ULBs (minimum 10) covering: 150 days Post Issuance

Dynamic Data Collection Module of Work Order

Inspection Management & Ticket Lifecycle Module

Solid Waste Door-to-Door Collection Monitoring Dashboard

4 Final Deployment, City wide Go-Live & Training for SMC officials 180 days Post Issuance

5 Hyper Care 210 days Post Issuance

1. The bidder can identify various independent activities under different milestones and can

initiate them in parallel to achieve the implementation timelines.

2. For delay of every day per milestone, a penalty of 0.2% of payment for corresponding /

relevant milestone would be deducted, provided the delay is attributable to the vendor.

The decision of SMC will be binding in this regard.

9.2 Payment Schedule

# Payment Milestone Release

1. Submission of SRS and Functional Requirement Specification (FRS) 10%

4. Hyper Care 15%

5. Completion of 1st year of Support 2.5%

6. Completion of 2nd year of Support 2.5%

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7. Completion of 3rd year of Support 2.5%

8. Completion of 4th year of Support 2.5%

i. The contract period of 5 years is considered from the Go-Live.

ii. The payment of Support Cost to the Selected Bidder shall be on quarterly basis post

completion of respective quarter.

iii. The payments are subject to meeting of KPIs & SLAs failing which the necessary penalty

will be made applicable as per RFP.

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10. Evaluation Criteria

Points assigned for each submission of the Technical Proposals, for the purpose of technical

evaluation of bidder, shall be as under. All necessary supporting documents for evaluation

purpose must be submitted along with the technical bid.

Sr. Evaluation Criteria Maximum

Bidder’s Profile Total – 25 points

1. Average Annual Turnover for last 3 years:

Rs. 2-4 Cr. – 6 points

Rs. 4-8 Cr. – 8 points

> Rs. 8 Cr. – 10 points

(Bidders are required to submit audited Turnover Statements for last

2. Employee Strength (in India)

50-100 – 4 points

100-200 – 6 points

200-300 – 8 points

>300 – 10 points

(Bidders are required to submit letter indicating employee strength in

India from authorized signatory or HR Manager)

3. Experience in relevant field

3 years – 3 points

3 to 5 years - 4 points

More than 5 years - 5 points

Bidder’s Certification Total – 5 points

1. The bidder must possess and submit at least one valid certification,

from any of the following specified certifications, which shall remain

valid as on the date of bid submission.

1. ISO 9001:2015 for Quality management systems

2. ISO 27001 for Information Security Management Systems

3. ISO/IEC 20000 for IT service management (ITSM)

Note: The firm must submit, with its Technical Proposal, the documentary evidence regarding

fulfillment of above criteria for Bidder’s Profile.

Bidder’s Experience Total – 40 points

1. The Bidder shall have successfully completed projects in India within the last

five (5) years as on the date of publication of this RFP, involving development

and implementation project of similar nature as defined in the RFP of IT / ITES

solutions including workflow-based application with approval and escalation

mechanism, mobile-based field data collection or inspection module and

integration with third-party systems through APIs of value not less than Rs.

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Sr. Evaluation Criteria Maximum

Crores in India for Govt. /PSUs /Govt. agencies / Government Educational

Institutes / Private Institutions

► One Project – 10 points

► Two Project – 20 points

2. The Bidder shall have successfully completed projects in India within the last

five (5) years as on the date of publication of this RFP, involving development

and implementation of Mobile app/Website/Web portal/ERP of value not less

than Rs. 2 Crores in India for Govt. /PSUs /Govt. agencies / Government

Educational Institutes / Private Institutions

► One Project – 10 points

► Two Project – 20 points

* Value of project must be for contract value of the services that are similar to present scope.

Note: The firm must submit, with its Technical Proposal, the documentary evidences (such as letter

of award/PO, contract copy or letter of completion from client) regarding fulfillment of above

criteria for Bidder’s Experience.

Bidder’s Approach and Methodology Total – 30 points

1. Understanding of SMC’s needs:

The bidder should demonstrate their understanding of SMC’s intended

scope of work and existing blueprint.

2. Approach and Methodology:

Bidder should explain their understanding of the objectives of the

assignment, approach to the services, methodology for carrying out

the activities and obtaining the expected output, and the degree of

detail of such output.

Total: 100 Points

Eligible Bidders will be required to make a technical presentation on Bidder’s Approach and

Methodology, for which intimation would be sent in advance. The technical presentation

would include the following:

• Background of organization

• Experience of the bidder

• Understanding of SMC context and needs

• Approach and methodology

Final Evaluation

The Total Technical Score of any bidder would be an arithmetic sum of scores obtained by the

bidder for each of the parameter indicated above. The minimum total technical score required

shall be 70% to become eligible for opening of the Financial Proposal.

The Technical Bid Score ‘St’ of the Tenderer shall be derived as under

St= (Stm/SH), where

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St is the Total Technical Bid Score

Stm = Total technical bid marks of the bid under consideration

SH = Highest total technical bid marks amongst all evaluated bids

The Financial Proposal should contain the total cost of all services, comprising of all items as

mentioned under Scope of Work. Formula to determine the scores for the Commercial Bids

shall be as follows

Sf = (FL / F),where

Sf is the Financial Score

FL is the value of lowest Commercial Bid

F is the price quoted in the bid under consideration

FL and F would be computed as:

= [Total of the Monthly Charges specified for each of the three years]

The final evaluation of proposals shall be on the principle of Quality Cum Cost Based Selection

(QCBS) based on the final weighted score. A weightage of 70% will be assigned to the Technical

Bid Score and a weightage of 30% will be assigned to the Financial Bid Score.

The final weighted score will be: (0.70 x St) + (0.30 x Sf)

The work shall be awarded to the bidder scoring the highest final weighted score.

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11. Service Level Agreements (SLAs) & Penalties

Service Level Agreement (SLA) defines the terms of the Successful Bidder’s responsibility in

ensuring the timely delivery of the deliverables and the correctness of the same based on the

agreed Performance Indicators as detailed in this section. The Successful Bidder has to comply

with Service Levels requirements to ensure adherence to Project timelines, quality and

availability of services.

Note: Penalties shall not be levied on the Successful Bidder in the following cases:

1. There is a Force Majeure event effecting the SLA which is beyond the control of the

Successful Bidder.

2. The non-compliance to the SLA has been due to reasons beyond the control of the Bidder.

3. Theft cases, damages due to any accident / mishap shall be considered as “beyond the

control of Bidder”. Similarly, Power shut down or deliberate damage to devices such as

Cameras, Network Switch Systems etc. would be considered as “beyond the control of

The purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly define

the levels of service which shall be provided by the Successful Bidder to SMC for the duration

of this Agreement.

10.1 Definitions

For the purposes of this service level agreement, the definitions and terms are specified in the

contract along with the following terms shall have the meanings set forth below:

• “Uptime” shall mean the time period for the specified services / components with the

specified technical service standards are available to the user department. Uptime, in

percentage, of any component (Non-IT & IT) can be calculated as:

Uptime = {1- [(Downtime) / (Total Time – Maintenance Time)]} * 100%

• “Downtime” shall mean the time period for which the specified services / components with

specified technical and service standards are not available to the user department and

excludes downtime owing to Force Majeure & Reasons beyond control of SI.

• “Incident” refers to any event / abnormalities in the functioning of the Services specified

as part of the Scope of Work of the Systems Integrator that may lead to disruption in

normal operations of the proposed Solution.

• “Resolution Time” shall mean the time taken (after the incident has been reported), in

resolving (diagnosing, troubleshooting and fixing) or escalating (to the second level or to

respective vendors outside the scope of current RFP, getting the confirmatory details about

the same from the vendor and conveying the same to the end user), the services related

troubles during the first level escalation.

10.2 Measurement of SLA

10.2.1 The SLA metrics provided specifies performance parameters as baseline performance,

lower performance and breach. All SLA calculations will be done on monthly basis.

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10.2.2 The SLA also specifies the liquidated damages for lower performance and breach

conditions. Payment to the SI is linked to the compliance with the SLA metrics.

10.2.3 The aforementioned SLA parameters shall be measured as per the individual SLA

parameter requirements and measurement methods, through appropriate SLA

Measurement tools to be provided by the SI and audited by SMC or its appointed

Consultant for accuracy and reliability.

10.2.4 SMC shall also have the right to conduct, either itself or through any other agency as

it may deem fit, an audit / revision of the SLA parameters/ penalty. The SLAs defined,

shall be reviewed by SMC on an annual basis after consulting the SI, Project

Management Consultants and other experts. All the changes would be made by SMC

after consultation with the SI and might include some corrections to reduce undue

relaxation in Service levels or some corrections to avoid unrealistic imposition of

liquidated damages/ penalties, which are noticed after project has gone live.

10.2.5 Total liquidated damages to be levied on the SI shall be capped at 10% of the total

contract value. However, SMC would have right to invoke termination of the contract

in case the overall liquidated damages equals 10% of total contract value.

10.2.6 Incident Resolution SLA: Severity levels shall be defined as Critical, High, Medium and

Low. Critical incidents shall require response within one (1) hour and resolution within

four (4) hours. High incidents shall require resolution within eight (8) hours. Medium

incidents within twenty-four (24) hours. Delay penalties shall be applicable per block

of delay beyond resolution timeline.

# Performance Area SLA Penalty

Project Implementation SLA

1 Delay in Delivery of As per RFP Any delay in the delivery of the project (solely

Project scope attributable to vendor) would attract a penalty of

0.2% per day of corresponding / relevant

milestone would be deducted, provided the delay

is attributable to the vendor.

Total penalty applicable under this clause shall be

limited to 10% of the value of the project value.

If the penalty reaches 10% of the total contract

value, Authority may invoke termination clause.

Uptime of the Solution

2 Application >99% No Penalty

Availability (EA) <99 % to >=97% Penalty of 0.5% of project cost during warranty or

1% of yearly AMC cost

Uptime (%) = Penalty of X*0.5% of project cost during warranty

[Total minutes in a or X*1% of (yearly AMC for software + withheld

month –Planned CAPEX amount for that particular component for

downtime – Total that year)

down time(min) in a

month]*100/[ Total

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minutes in a month -

Planned downtime]

X= [100-(uptime

3 Number instance the Upto 2 instances No Penalty

equipment / >2 instances additional penalty per instance of 25% of total

application is down penalty levied on that particular instance

1. SI shall submit the monthly Reports on the performance and adherence to the SLA. Details

of all incidences and all tickets should be part of the performance report. If required, SI

shall extend necessary support to integrate with existing EMS tools so as to monitor and

generate the SLA compliance report.

2. Following will not be considered for downtime calculation

a) Equipment down due to power failure at Location or due to loss of network

connectivity attributable to SMC

b) Schedule maintenance by SI with prior information to SMC

3. The payment shall be made on quarterly basis on completion of respective quarter.

10.3 Security Breach SLA

Note – This SLA for Security Breach is applicable over and above the SLAs mentioned in above

Definition Security of the overall System is quite important and Successful Bidder

shall be required to ensure no compromise is done on the same.

Security Breach types considered for this SLA are–

• Availability of access of System or data to any other user than

those authorized by SMC/End user department and provided

• Any incidence that violates security policy resulting in,

unauthorised access to system/data, denial of service/disruption,

• Hacking on by any unauthorized user or any other privacy rule is

broken as per Govt. of India guidelines

Service Level Security compliance of the system should be 100%

Measurement Any reported security breach reported. shall be logged into the SLA

of Level Service Management solution as a security breach and same should be

Parameter resolved under Priority level

For every security breach reported and proved, there shall be a penalty

of INR 2,00,000/- or lead to termination of contract

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10.3.1 The System Integrator will comply with the directions issued from time to time by SMC

and the standards related to the security and safety in so far as it applies to the

provision of the Services.

10.3.2 The System Integrator shall also comply with the information technology security and

standard policies in force from time to time by SMC or as recommended by any

statutory authority.

10.3.3 The System Integrator shall use reasonable endeavors to report forthwith in writing to

all the partners / contractors about the civil and criminal liabilities accruing due to by

unauthorized access (including unauthorized persons who are employees of any Party)

or interference with SMC's data, facilities or Confidential Information.

10.3.4 The System Integrator shall upon request by SMC or his/her nominee(s) participate in

regular meetings when safety and information technology security matters are

10.3.5 System Integrator shall promptly report in writing to SMC any act or omission which

they are aware that could have an adverse effect on the proper conduct of safety and

information technology security at SMC's Facilities.

10.3.6 System Integrator shall be required to take necessary security measures so that the

application and database is secured from unauthorized access, data breach and other

security vulnerabilities.

10.4 Breach in supply of Onsite Manpower

10.4.1 All persons deputed shall be on the payroll of the Bidder. If required, the resource will

be interviewed/screed using any screening procedure by SMC and/or is representative

prior to deputation at SMC. The bidder would also remove a person from its staff at

SMC if instructed to do so by the SMC within one month and provide suitable

replacement with minimum overlap of 15 days.

10.4.2 The person deployed for the project at SMC will inform about any leave of absence to

10.4.3 In case of personnel deputed at SMC by bidder as per the resource deployment plan

or during support period is on a leave of absence for more than five days,

a) then a competent substitute, fully conversant with the processes at SMC will have

to be provided by the bidder. Thus, the bidder is required to keep other personnel

employed but not deputed at SMC so that the vacancy of the key personnel could

be kept filled in.

b) if the substitute is not provided for more than 5 days than such leaves after fifth

day will be considered as if a person is not deployed by the bidder and monetary

deduction may be made accordingly.

10.4.4 The personnel of implementation team as during the implementation and post

implementation period will observe the work-time of 8 hours per day, and follow SMC’s

calendar; but they may have to put in extra time whenever called for by SMC without

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any additional charges. The bidder shall make necessary arrangements during post

implementation support to meet defined SLAs.

10.4.5 Twelve leaves of absence per year will be admissible for each position; additional leaves

would be liable to deductions.

10.4.6 In case of change in its team composition owing to attrition the bidder 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

equally or more competent personnel.

10.4.7 The bidder shall ensure minimum team strength during the support period. Failure to

deploy suitably qualified resources will lead to deductions to payable support charge

on a prorate basis considering the total monthly support charge and total no. of

resources required to be deployed.

10.4.8 Non-adherence to above clauses will be considered as Absence of employee. The

bidder shall ensure minimum team strength as defined in RFP. Failure to deploy

suitably qualified resources will lead to deductions as per below mentioned table.

Additionally, penalty may be levied for delays and non-performance attributable to

bidder organization or deployed staff.

# Role Deduction per resource/day

1. Programmer/Developer

Note: There is NO CAPPING on the applicable deduction for non-availability of

resources as per the above table.

10.4.9 In case the minimum resources are not available, penalty will be charged over and

above the deductions as specified above at the following rate for the respective

a) 25% of deduction amount as penalty for delay upto one month

b) 50% of the deduction amount as penalty for delay of more than one month upto

c) 100% of the deduction amount as penalty for delay of more than two months

d) This will be applied even for positions that fall vacant during the contract period

and also for such period during which resource was not available due to leave of

absence for more than 5 days and substitute is not provided.

10.4.10 The persons deployed by the bidder shall not claim nor shall be entitled to pay, perks,

and other facilities admissible to casual, ad-hoc, regular/confirmed employees of SMC

during the contract period or, after expiry of the contract.

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10.4.11 The bidder’s personnel shall not divulge or disclose to any person, any details of office,

operation process technical know-how, administrative/organizational matters as all are

10.4.12 The bidder’s personnel’s working should be polite, cordial, positive and efficient, while

handling the assigned work and his/her actions shall promote goodwill and enhance

the image of SMC. The bidder shall be responsible for any act of indiscipline on the

part of persons deployed.

10.4.13 The bidder shall be solely responsible for the redressal of grievances/resolution of

disputes relating to persons deployed. SMC shall, in no way, be responsible for

settlement of such issues whatsoever.

10.4.14 The transportation, food, medical and other statutory requirements in respect of

personnel of the service provider shall be the responsibility of the bidder.

10.5 Other Penalty

10.5.1 In case the overall support of the bidder to the SSDCL is not found sufficient or

satisfactory, the same will also amount to failure and attract a penalty generally up to

10% of the consideration of Contract. The penalty will be proportionate to the time

period for which the support is not found to be sufficient or satisfactory.

10.5.2 In case the bidder fails to be compliant with SLAs requirements at regular intervals

repeatedly as mentioned above, penalty will be imposed generally up to 10% of the

consideration of contract depending upon the nature of failure or the short-fall.

10.5.3 In case a serious bug/ flaw/ error is found in a system or the system is not found

working as intended/ satisfactorily/ properly due to the software developed then in

that case, generally a penalty of up to 10% of the consideration of contract will be

imposed. The penalty will be proportionate to the delay in amending the bug / flaw /

error, etc. after the date of report.

10.5.4 In case the support of the bidder's staff to the SMC is not found sufficient or

satisfactory, the same will also amount to failure and attract a penalty generally up to

10% of the consideration of Contract. The penalty will be proportionate to the time

period for which the support is not found to be sufficient or satisfactory.

10.5.5 In case of unavailability of the Application for the lack of proper configuration

/administration / maintenance of the system by the bidder's staff at SMC, a direct

penalty of 10% of the consideration of Contract will be imposed, charged.

10.5.6 In case the bidder fails to deliver service as depicted in the scope of work, penalty will

be imposed generally upto 10% of the consideration of contract depending upon the

nature of failure or the short-fall.

10.5.7 The cumulative value of penalties stated under the above clauses (10.5.1) to (10.5.6)

could be upto 10% of the consideration of the contract. Before levy of this penalty,

SMC shall issue the notice to SI and allow them the time to represent their justification/

resolution of any shortcomings. In case, the SI fails to provide the satisfactory

justification / resolution within the time period, SMC shall levy the penalty.

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10.5.8 The decision of Commissioner of SMC will be final and binding in case of the

percentage of penalty to be applied, imposed in all the above cases to the bidder.

10.5.9 In case of continued failure or short-falls from the established standard, the contract

shall be terminated and no payments will be made nor will any damages be paid to

the bidder besides forfeiting Security Deposit.

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12. Terms & Conditions

11.1 The bidder under this tender will be engaged for five years period.

11.2 Prices to be quoted should be inclusive of all Central/State taxes, levies, custom duties,

Transportation, handling charges F.O.R. SMC premises packing, forwarding, transit

losses, insurance, loading and unloading and all other breakage, leakage, losses shall

be borne by the agency.

11.3 The prices/charges quoted should also include:

As part of the bid, the bidder is required to provide the per student charges per year.

The rates/charges quoted by the bidder should also be inclusive of the following:

i. Cost of application customization, deployment and hosting.

ii. Cost of all users irrespective of roles and associated rights.

iii. Cost of support in terms of man and machinery during the contract period.

iv. Cost of paper, printing and other allied expenditure.

v. Delivery and installation of application at sites to be decided by the SMC, within

Municipal limit.

vi. Any Transit Insurance, Freight and loading, unloading charges up to SMC’s site.

vii. Installation & Commissioning of the software and the hardware.

viii. Any other cost associated to perform the scope of work under this tender.

11.4 The bidder has to submit the “Self-Declaration” as per the Performa of Compliance

Letter (as per Form 'B') in soft copy online on https://smctender.nprocure.com on its

letter head duly signed by the authorized signatory.

11.5 The bidder has to submit the “Affidavit” (as per Form 'C') in hard copy on non-judicial

stamp paper of Rs. 300 and duly notarized.

11.6 The right to reject accepts any/all bid(s) without assigning any reason thereof is

11.7 Delivery schedule:

The successful agency shall deliver, install, configure and integrate Integrated

Campaign Monitoring & Governance Portal as per delivery schedule specified in the

bid. A penalty of 0.2% of the consideration of contract will be charged for delayed

supply and installation for delay of each day thereafter.

11.8 Security Deposit

The successful bidder will be required to place Security Deposit at 5% of the

consideration of the Contract by Demand Draft or Banker's Cheque Payable at Surat

in favour of Surat Municipal Corporation of any scheduled/nationalized bank within

10 days from the date of notice of award of contact, failing which a penalty at 0.065%

of the amount of security deposit will be imposed for delay of each day. The EMD

placed may be considered for conversion towards the security deposit and amount

falling short of the required amount shall be payable.

11.9 Agreement, Undertaking and Surety

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The Awardee i.e. the selected agency will have to enter into an Agreement and submit

an Undertaking and Surety with SMC for supply of goods/software and its/their

installation, Commissioning etc. on a Rs. 300/- stamp paper (or of appropriate amount)

of Government of Gujarat at the agency's own cost within 10 (ten) days period from

the date of Notice of Award. No claims for payments will be entertained without

completion of this process.

11.10 Solvency Certificate

Along with the technical bid documents, the bidder should submit Solvency Certificate

amounting to minimum Rs. 25,00,000/- from a scheduled/nationalized bank. The

Solvency Certificate should valid and should not be older than one year from the

bid start date.

11.11 No interest shall be paid on Earnest Money Deposit and/ or Security Deposit placed.

11.12 Any offer/bid not meeting the terms and conditions mentioned hereinabove will be

liable for rejection without assigning any reason thereof.

11.13 Bid once filled in, submitted shall not be allowed to be withdrawn till the validity of the

bid remains in force or else the EMD shall be liable for forfeiture. The agency is

expected to examine the Bid Document carefully. Failure to furnish all information

required as per the Bid Document may result in the rejection of the bid

11.14 In case if breakdown/ maintenance work is required to be carried out during non-

working days/ hours, the bidder shall attend the task(s) during this period at no extra

11.15 The selected bidder shall provide User Manuals, Operational and Maintenance

11.16 The liability as to any damages and/or loss otherwise to any movable or immovable

properties, assets during loading, unloading or otherwise during the contract period,

whether knowingly or unknowingly done or occurred shall be made good forthwith to

the SMC by the Awardee agency upon a communication made therefore.

11.17 The bidder shall indemnify SMC from and against any costs, loss, damages, expense,

claims 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:

• any negligence or wrongful act or omission by the bidder or any third party

associated with bidder in connection with or incidental to this Contract; or

• any breach of terms as stated in the bid document, the bidder’s Bid and the Contract

with the bidder

• any infringement of patent, trademark/copyright or industrial design rights arising

from the use of the supplied goods and related services or any part thereof.

11.18 Prices to be quoted in Indian Rupees and should be inclusive of all Central/State taxes,

levies, Transportation, handling charges F.O.R. SMC premises packing, forwarding,

transit losses, insurance, loading and unloading and all other breakage, leakage, losses

shall be borne by the bidder.

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a) Surat Municipal Corporation does not hold "C" or "D" certificate under the Sales

b) Surat Municipal Corporation is a "Local Self-Government" and the procurement of

products, materials, goods, articles is going to be solely used, utilized for public

amenities and purposes and also for relief to the poor through its various

departments including public hospitals, health centers, dispensaries, maternity

homes, pathological laboratory, filaria/malaria, chemical and bacteriological

laboratories, Medical college and secondary and primary education schools.

Hence, benefit of exemption, concession etc., if any, in Central/State taxes, levies

etc. shall be passed on to the SMC.

11.19 TAX LIABILITY

GST (Goods & Service Tax) has come in existence from 1st July 2017. Contractor /

Successful Bidder is bound to pay any amount of GST prescribed by the Govt. of India

as per the Terms of Contract agreed upon during the course of execution of this

During the course of execution of Contract, if there is any change in Rate of GST (Goods

& Service Tax) by the Government, the same shall be reimbursed / recovered separately

by SMC, subject to the submission of Original Receipt / Proof of the amounts actually

remitted by the Successful Tenderer / Contractor to the Competent Authority along

with a Certificate from Chartered Accountant of Contractor / Successful Bidder

certifying that the amount of GST paid to the Government and the same shall be

intimated / submitted / claimed within 30 (Thirty) Days from the date of payment.

Remittance of GST within stipulated period shall be the sole responsibility of the

Successful Bidder / Contractor, failing which SMC may recover the amount due, from

any other payable dues with SMC and decision of Municipal Commissioner shall be

final and binding on the Contractor / Successful Bidder in this regard. Further, the non-

payment of GST to the Government may lead to the termination of contract and

forfeiture of Security Deposit / Performance Guarantee Amount.

If imposition of any other new Taxes/Duties/Levies/Cess or any other incidentals etc.

or any increase in the existing Taxes/Duties/Levies/Cess or any other incidentals etc.

(excluding GST) are imposed during the course of the contract, the same shall be borne

by the Contractor/Successful Bidder Only, in no case SMC shall be liable for the same.

The contractor will submit the invoice to the SMC having GSTIN of SMC mentioned

therein and the taxes shall be shown separately on the face of the invoice so as to claim

11.20 Should the awarded bidder fail to deliver the scope of work in due time, SMC reserves

the right to get the work done from third party at the bidder’s risk and cost including

the replacement of faulty components/equipments.

11.21 The bidder shall extend all the benefits to the SMC such as free samples of products,

materials, goods, articles including any kind of discount, rebate, commission, incentives

normally offered to any other buyer in the form of gift or otherwise as part of the sales

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promotion scheme(s). If any sales promotion scheme(s) is/are launched after

submission of bid or after the bidder is awarded with the contract by the SMC, all such

benefits of the said sales promotion scheme(s) during the continuance of said

scheme(s) shall have to be made available during the period of contract.

11.22 The bidder shall provide relevant media for supporting software like device drivers,

management software, etc.

11.23 The contract shall be governed by the Laws in India and shall be subject to the

jurisdiction of Surat.

11.24 The agency shall depute only such individuals as are skilled and experienced in the

works to be executed under the contract. The SMC has all the rights to reject the

services of any engineer and can ask for a change, if not found fit.

11.25 The bidder/ its personnel shall not divulge or disclose to any person, any details of

office, operation process technical know-how, administrative/ organizational matters

11.26 Back-office Support: Additional support as and when needed shall be provided from

offsite competent staff of the bidder for specialized repairs, maintenance, configuration

and consultation with no extra cost.

11.27 Force Majeure: The bidder shall not be liable for any delay or failure of performance

of any of its obligations under or arising out of this contract, if the failure or delay is

the result of an event of Force Majeure. “Force Majeure” means an event beyond the

control of the bidder and not involving the bidder’s fault or negligence, and not

foreseeable. Such events may include, but are not restricted to, acts of the End

customer in its sovereign capacity, wars or revolutions, riot or commotion, earthquake,

fires, floods, epidemics, quarantine restrictions. The bidder shall continue to perform

its obligations under the Contract as far as is reasonably practical and feasible.

11.28 Source Code Ownership and Handover

11.28.1 The complete source code of the Integrated Campaign Monitoring & Governance

Portal (ICMGP), including but not limited to:

• Application source code (frontend and backend)

• Mobile application source code (if applicable)

• API source code and integration layers

• Database schema, stored procedures, triggers and scripts

• Configuration files

• Workflow configurations

• AI/analytics modules (if developed)

• Dashboard logic

• Custom libraries and utilities developed under this project

shall be the sole and exclusive property of Surat Municipal Corporation (SMC).

11.28.2 The Selected Bidder shall not claim any ownership, intellectual property right, licensing

restriction, or proprietary control over the developed solution or any part thereof.

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11.28.3 The Bidder shall provide complete, updated and deployable source code to SMC:

a) At the time of Go-Live

b) At every major release or version update

c) At the time of completion or termination of contract

d) Upon written request by SMC during the contract period

11.28.4 The source code shall be handed over in structured repository format including:

• Complete build-ready source code

• Deployment scripts

• Database scripts

• Third-party dependency list

• Environment configuration guide

• Version history documentation

• Technical documentation sufficient for independent maintenance

11.28.5 The source code shall not be encrypted, obfuscated, locked or compiled in a manner

that prevents SMC or any third party appointed by SMC from maintaining or enhancing

11.28.6 The Bidder shall also transfer all necessary rights, licenses and permissions required for

• Modify the source code

• Enhance the system

• Migrate the system

• Engage any third party for maintenance

• Reuse components within SMC

11.28.7 Any open-source components used in the solution shall be clearly declared along with

applicable license terms. Use of components under restrictive or viral licenses (such as

GPL variants that impose distribution restrictions) shall require prior written approval

11.28.8 Failure to provide complete source code and related documentation shall be treated

as material breach of contract and may result in:

• Withholding of payments

• Invocation of Security Deposit

• Blacklisting proceedings

Declaration: I / We have thoroughly read, studied and understood the instructions of the bid

documents, formats as well as the terms and conditions referred to hereinabove and the same

are acceptable to me/us.

Place Signature of Authorized Person

Date Designation

Seal/ Stamp Name

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Annexure to Technical BID

Bid for Supply, Installation, Testing and

Commissioning of Integrated Campaign

Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Online Bid Start Date

February 17, 2026 Technical

Online Pre-Bid Conference

Online Bid End Date

(Last Date of Online Submission of Bids)

Last Date of Physical Submission of Bid Fee, EMD &

Affidavit in Hard Copy

Information Systems Department (ISD)

Surat Municipal Corporation

Muglisara, Surat-395003

Surat Municipal Corporation

13. ANNEXURES TO TECHNICAL BID

All the documents listed below shall be annexed to the bid in the prescribed formats along

with the necessary supporting documents to ascertain the claims made by the bidder.

A. Bidder’s Details

1 Details of responding firm/company

a. Name of the Bidder/Supplier

c. Telephone Fax:

e. Are you a Manufacturer /

Authorized dealer / Sub

dealer / Any other

f. Income Tax Number [PAN]

g. Goods & Service Tax (GST)

2 Information about responding firm / Company

a. Address of Head

Quarter/Head Office

b. Address of Registered

c. Main Office in Guajrat

d. Office in Surat

e. Turnover (figures as per last Yr.-1 (2022-23)

three audited balance Yr.-2 (2023-24)

sheets are to be provided) Yr.-3 (2024-25)

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f. No. of years of operation in

3 Details of Contact Person

d. Telephone No.

4 Details of Authorized Signatory

d. Telephone No.

5 Forum of Business (Select appropriate option and provide the Registration

Details along with attested copies of certificates)

# Forum of Business Yes/ Registration Details Validity

No (submit attested copies of Date

h. Sole Proprietor?

(Registration Number under

Shops and Establishment

i. Hindu Undivided Family?

j. Partnership Firm?

k. Public Limited Company

under The Companies Act?

l. Private Limited Company

under The Companies Act?

m. State Govt. owned

Undertaking/ Corporation /

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n. Central Govt. owned

Undertaking/ Corporation /

o. Co-operative Society?

p. Association of Persons?

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B. Information of Authorized Signatory / Contact Person

Name Recent Passport Size

Address Photograph

Mobile No. Signature

Web Address Capacity/Designation

Name Recent Passport Size

Address Photograph

Mobile No. Signature

Web Address Capacity/Designation

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C. Performa of Compliance Letter cum Self-Declaration

(On non-judicial stamp paper of Rs. 300)

The Deputy Commissioner

Surat Municipal Corporation,

Muglisara, Surat- 395

Sub: Compliance with the bid terms and conditions, specifications and Eligibility Criteria

Ref: Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign

Monitoring & Governance Portal [DC-ISD-ICMGP-01-2026]

With reference to above referred bid, I, undersigned <<Name of Signatory>>, in the capacity

of <<Designation of Signatory>>, is authorized to give the undertaking on behalf of

<<Name of the bidder>>.

I/We the undersigned, hereby submit our proposal along with the necessary documents. The

information/documents furnished along with the above application are true and authentic to

the best of my/our knowledge and belief. I / we, am / are well aware of the fact that furnishing

of any false information / fabricated document would lead to rejection of my tender at any

stage besides liabilities towards prosecution under appropriate law.

I/We have thoroughly & carefully read, studied and understood the Bid documents and

Addenda and Corrigenda (if any) including the technical specification, terms and conditions,

instructions, etc. referred there in and the same are acceptable to our company.

We hereby confirm that all our solution along with software and hardware components meet

or exceed the requirement and are absolutely compliant with requirements mentioned in the

bid document. We also undertake that every feature specified in the RFP will be seamlessly

incorporated into our solution. We guarantee that the final product will not only incorporate

the defined features but will also exhibit the highest standards of quality and performance. We

also undertake to supply the various deliverables such as ID card, results, etc. will meet the

minimum requirements and will be of highest quality.

I/We also state that our company is not black-listed/ debarred by any of the Government or

Public Sector Units in India as on the date of the submission of the tender

Further, I/we agree to abide by all the terms and conditions as mentioned in the bid document

without any condition(s). We have also noted that SMC reserves the right to consider/ reject

any or all bids without assigning any reason thereof.

In case of breach of any tender terms and conditions or deviation from bid specification other

than already specified as mentioned above, the decision of SMC for disqualification will be

accepted by us.

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign SMC

Stamp & Notary Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

<<Name of the bidder>>

<<Authorized Signatory>>

<<Stamp of the bidder>>

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign SMC

Stamp & Notary Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

(To be submitted on non-judicial stamp paper of Rs. 300 and duly notarized in Hard

Name of Work: Bid for Supply, Installation, Testing and Commissioning of

Integrated Campaign Monitoring & Governance Portal [DC-ISD-ICMGP-01-2026]

• I, the undersigned, do hereby certify that all the statements made in the required

attachments are true and correct. I also understand that in case of wrongful / false

information, corporation is entitled to take any civil & criminal punitive action against me

• The undersigned also hereby certifies that neither our firm M/s

____________________________________ nor any of its constituent partners have abandoned any

work in India nor any contract awarded to us has been rescinded during last five years,

prior to the date of this bid and our company is not black-listed/ debarred by any of the

Government or Public Sector Units in India as on the date of the submission of the tender.

• The undersigned hereby authorize(s) and request(s) any bank, person, authorities,

government or public limited institutions, firm or corporation to furnish pertinent

information deemed necessary and requested by the SMC to verify our statements or our

competence and general reputations, etc.

• The undersigned understands and agrees that further qualifying information may be

requested, and agrees to furnish any such information at the request of the SMC.

• The SMC and its authorized representatives are hereby authorized to conduct any inquires

or investigations to verify the statements, documents, and information submitted in

connection with this bid and to seek clarification from our bankers and clients regarding

any individual or authorized representative to any institution referred to in the supporting

information, to provide such information deemed necessary and requested by

representative of Surat Municipal Corporation to verify statements and information

provided in the Tender or with regard to the resources, experience and competence of the

Signed by the Authorize signatory of the firm

Title of the office

Name of the firm

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign SMC

Stamp & Notary Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

E. Financial Capability Statement

(On Statutory Auditor’s or CA letterhead and tobe signed by authorized signatory of

This is to certify that the Annual Turnover as per Audited Financial Statements of M/s

<<bidder’s name>> for the following financial years are as under.

Financial year Turnover Net Worth

(INR Crore) (INR Crore)

*To be provided from latest available Audited statement

I further certify that I am competent officer in my company to make this declaration.

(Signed and Sealed by the statutory auditor or CA)

(1) Copy of Balance Sheet along with Profit & Loss Account for each year to be submitted

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign SMC

Stamp & Notary Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

Surat Municipal Corporation (SMC)

Bid for Supply, Installation, Testing and

Commissioning of Integrated Campaign

Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Online Bid Start Date Price Bid

Online Pre-Bid Conference

Online Bid End Date

(Last Date of Online Submission of Bids)

Last Date of Physical Submission of Bid Fee, EMD &

Affidavit in Hard Copy

Information Systems Department (ISD)

Surat Municipal Corporation

Muglisara, Surat-395003

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign SMC

Stamp & Notary Monitoring & Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

13.1. General Instruction and Terms & Conditions

13.1.1. Bidder should provide all prices as per the prescribed format under this section in

online form only.

13.1.2. All the prices are to be entered in Indian Rupees (INR) only.

13.1.3. The rates quoted online in Price bid shall be exclusive of GST but inclusive of any

other directly or indirectly applicable taxes. GST as applicable shall be payable by the

Authority to the Selected Bidder based on invoice raised and on submitting the

evidence of payment of such Service Tax. Any deviations due to change in the rate

of directly applicable taxes and duties except GST would be Liability of the Selected

13.1.4. Bidder needs to account for all expenses including Out of Pocket expenses due to

Boarding, Lodging and other related items.

13.1.5. SMC shall be entitled to deduct tax at source or any other taxes/ cess as may be

13.1.6. It is mandatory to provide breakup of all Taxes, Duties and Levies wherever asked

13.1.7. SMC reserves the right to ask the bidder to submit proof of payment against any of

the taxes, duties, levies indicated.

13.1.8. Quantities mentioned in the commercial formats are indicative in number. SMC may

or may not procure the services as per mentioned quantities. SMC has the rights to

vary the quantities before implementation and during the contract period.

13.1.9. Solution designing will be responsibility of bidder. Any additional components for

the solution / performance of the project, bidder is required to provision the same

without any additional cost. No claim shall be entertained or become payable for

price variation in this regard.

13.1.10. No escalations of prices will be considered under any circumstances.

13.1.11. The successful bidder shall not object to the upward or downward variation in

quantities of any item.

13.1.12. The rates mentioned in the price bid will be valid for five years post Go-live.

13.1.13. For the purpose of evaluation of Commercial Bids, SMC shall make appropriate

assumptions to arrive at a common Bid price for all the bidders. This however shall

have no co-relation with the Contract value or actual payment to be made to the

13.1.14. SMC may utilize rates obtained through this tender for future requirements. Bidders

are requested to factor this larger demand and give the best possible rate to SMC.

13.1.15. Payment for additional quantities shall be made at approved rates. If SMC wants to

procure additional quantities, the same rate shall be valid during the contract period.

The payment for additional quantifies will be on prorate basis.

13.1.16. SMC reserves the right to question the logic of pricing and thus bidders are required

to ensure that no unjustified higher (or lower) pricing is done for subsequent years.

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring & SMC

Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

13.1.17. SMC reserves the right to do market survey for bid prices offered and negotiate with

the bidder if their prices are higher than the ones discovered at that point of time.

Duly Sign, Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring & SMC

Governance Portal

[DC-ISD-ICMGP-01-2026]

Surat Municipal Corporation

[Note: Must be submitted online, not to be sent physically]

# Description Quantity Unit Rate GST Unit Rate Amount Amount Amount Amount inclusive of

exclusive of all (%) inclusive of exclusive of exclusive of inclusive of GST for 5 years

GST GST GST for 1 year GST for 5 GST for 1 year

Cost Must be submitted online, not to be sent physically

Yearly Support Cost

including cost of

1. The rates (Quoted in Unit Rate Column-D) should be inclusive of taxes except GST. The applicable GST should be quoted separately in GST column

(Column-E) in Price Bid.

2. The GST at prevailing rate will be considered for payment purpose.

3. The contract will be awarded to the bidder achieving highest score as per evaluation criteria defined in Section

Place: Signature of Authorized Person:

Company stamp: Designation:

Duly Sign, Stamp & Bid for Supply, Installation, Testing and Commissioning of Integrated Campaign Monitoring & Governance Portal SMC

Notary [DC-ISD-ICMGP-01-2026]