Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical & Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Khanderao Market Bldg., Palace Road, Vadodara-

11 Criteria Least Cost Based Selection (LCBS) - L1.

(Selection Method)

Unincorporated Joint venture / consortium / sub-

Joint venture /

contracts are not allowed. Work order / work

12 consortium / sub-

completion certificates of such joint venture /

consortium / sub-contracts will not be considered.

- Submission of incorrect / false information, incidents of unprofessional

conducts shall be sufficient ground for disqualification of such bid at any stage

of the bid evaluation process.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

- VMC will evaluate and compare the bids determined to be substantially

responsive. It is VMC’S intent to select the bid that is most advantageous and

each bid will be evaluated using the criteria outlined in this RFP document.

Conditional tenders are liable to be rejected. The Municipal Commissioner, Vadodara

reserves the right to reject any one or all tenders without assigning any reason thereof.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

2. PRELIMINARY DEFINITIONS

1) "Act" means Gujarat Provincial Municipal Corporation Act,

2) "Tender Document" shall mean this Tender Document and shall include

Introduction, Invitation for Bids, Instructions to Bidders, Scope of Work,

Technical Requirements Specifications, Functional Requirements Specifications

and the terms and conditions and Schedules, Annexure or addendum hereto, as

may be amended from time to time.

3) “Bidder” means Bidder, in relation responding to this tender.

4) “PROPOSAL” shall mean Request for Tenders.

5) “Maintenance” shall mean and include ongoing production support and small

software modifications, bug fixing, enhancements, online and onsite help,

support services and adaptation to changed environments.

6) “Data” shall mean the information in relation to the VMC made available to the

Bidder for the project.

7) “Contract” shall mean the agreement to be entered into between VMC and the

successful Bidder.

8) “Bid Document” shall mean the document submitted by the Bidder, pursuant to

understanding and agreeing with the terms and conditions set out in this Tender

9) “Authorized Representative” shall mean any person/agency authorized by either

of the parties.

10) “Rates/Prices” means prices of supply of equipment and services quoted by the

bidder in the Commercial Bid submitted by him and/or mentioned in the contract.

11) “Services” means the work to be performed by the implementation partner

pursuant to this contract, as detailed in the scope of work.

12) “Site” shall mean the location(s) for which the contract has been issued and

where the service shall be provided as per agreement.

13) “VMC” means VADODARA MUNICIPAL CORPORATION including all the related

departments/branches availing the service from the Bidder.

14) “VSCDL” means VADODARA SMART CITY DEVELOPMENT LIMITED including all

the related departments/branches availing the service from the Bidder.

15) “TVC” Total Value Contract

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

3. INSTRUCTIONS TO BIDDERS

1 Bidders wishes to participate in this tender will have to register on website

https://tender.nprocure.com

2 Digital Certificate: Bidders who wish to participate in on line tenders will have to

procure /should have legally valid digital Certificate as per Information Technology

Act 2000 using which they can sign their Electronics bids. Bidders can procure the

same from any of the license certifying Authority of India or can contact (n) code

solutions a Division of GNFC Ltd., who are the licensed Certifying Authority by Govt.

3 All bidders should be Digitally Signed, for details regarding digital signature

certificate and related training involved the below mentioned address should be

(n)code solutions

A division of GNFC

301, GNFC Infotower, Bodakdev,

Ahmedabad - 380 054 (India)

E-mail: [email protected]

Mobile: 9327084190,

4 The tender document can be downloaded from website

https://tender.nprocure.com.

5 Bidders who already have a valid Digital certificate need not procure a new digital

6 Bidders can prepare & edit their offers numbers of items before tender submission

date & time. After tender submission date & time, bidder cannot edit their offer

submitted in any case. No written or online request in this regard shall be granted.

7 Bidder shall submit their offer i.e. Commercial Bid in Electronic format on above

mentioned website & Date shown above after digitally signing the same.

8 Rates submitted without digitally signed will not be accepted.

9 Rates in physical form will not be accepted in any case.

10 Bidders are advised to study the RFP document carefully before participating. It

shall be deemed that the bidder has submitted his bid after their careful study and

examination of the RFP document with full understanding of all the clauses in the

entire body of the RFP and its implications. Bidders are also recommended to visit

VMC and understand the requirements to allow them to propose the best fit

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

11 Bids are to be submitted as per enclosed format only. Attach the certificates,

brochures & other documents asked for in the RFP document. Provide additional

supportive documents, wherever necessary.

12 This RFP document is non-transferable.

13 VMC shall not be responsible for any postal delay about non receipt / non delivery

of the documents.

14 The Bidder shall bear all costs associated with the preparation and submission of

its bid and VMC shall in no event or circumstance be held responsible or liable for

these costs, regardless of the conductor outcome of the bidding process.

15 VMC shall make efforts to respond to any request for clarification of the RFP

document in the pre- bid meeting on the date, time and venue mentioned in the

datasheet. Such response/clarification shall be to the extent possible be made in

writing. The bidders would be required to submit their queries to VMC in writing

atleast by the date and time mentioned in the data sheet. Queries not submitted

within this deadline may not be taken up at the Pre Bid Meeting.

The queries must be submitted on the company letter head and in the following

format. The queries must be sent either through in Person or scanned copy

attached in email ([email protected]). Query sent through email should be

brought in original during Pre bid meeting.

Sr. RFP Section RFP Clause Clarification

Reference/Subject

No. No. No. Sought

The queries not adhering to the above mentioned format shall not be responded to.

16 At any time before the deadline for submission of bids, VMC may, for any reason,

whether at its own initiative or in response to a clarification requested by a

prospective Bidder, modify the Tender Document by amending, modifying and/or

supplementing the same and the document shall be available on the internet. It is

the responsibility of the bidders to look for the same.

In the event of any amendment, VMC reserves the right to extend the deadline for

the submission of the bids, in order to allow prospective Bidders reasonable time

in which to take the amendment in to account while preparing their bids.

17 The Bidder shall quote price in clear terms. Breakup should abide by the Format

for Commercial Bid. The rates quoted should be inclusive of GST and all other

taxes. All prices shall be for delivery of services at VMC’s premises up to the

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

satisfaction of VMC or their representatives (if any).

18 The Commercial Bids should strictly conform to the formats to enable evaluation

of bids and special care may be taken that the bid shaving any hidden costs or

conditional costs will be liable for rejection.

The price components furnished by the Bidder will be solely for the purpose of

facilitating the comparison of bids by VMC and will not in any way limit VMC’s right

to contract on any of the terms offered.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

4. SCOPE OF WORK & ELIGIBILITY CRITERIA

Supply & Installation of P4 Outdoor LED display infrastructure and accessories with

different sizes with minimum 5 year onsite comprehensive warranty for all the parts of all

the units. The rates are strictly to be quoted on website viz. https://tender.nprocure.com

(e-Tendering Process) only.

 The location for Installation will be in Vadodara City.

 Bidder shall ensure the installation of all necessary cables and connectors

between the field devices assembly, outstation junction box.

 The Scope includes Supply, Installation, commissioning and Customization (as

required) of various field systems

 The approx. size may be approx. 20 ft. X 10 ft. 18ft X 12ft, 10 ft. X 10 ft. etc.

and Flat. Pole Mounted and/or wall mounted. The size of LED will be as per

 Preparation of System documents, User documents

 Developing Standard Operating Procedures (SOPs) for operations management

and other services and documentation of User Manual

 During installation take care of all safety norms. After complete installation

submit installation and commissioning report.

 Capacity Building for VMC which includes preparation of operational manuals,

training documents and capacity building support, including:

 Training of the identified staff/ authorities on operationalization of the VMD

 Training of the identified staff/ authorities on SOPs for operations management

during various scenarios other than BAU (Business as Usual)

 Support during execution of acceptance testing

 All kind of Installation, Fabrication, Structure and all Electrical work with

connection, Earthing & Labour. It will be Wall mount LED and/or pole mounted

LED under bidder’s scope.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

 The Bidder should take monthly/quarterly maintenance of LED, Civil work,

Electrification, Earthing.

 Rate should be including all electrical protection systems.

 Rate should be including Technical Team for all sites management at Vadodara

 All the electrification work should be proper with casing capping.

 New installation and Commissioning all are under bidder’s scope. Considering on

extra cost as mentioned in the tender for a New installation.

 The bidder should make one common mobile app and one URL for operate LED’s

centralized at a time. Also all LED’s can able to manage individually and/or

common. It should also integration with existing mobile app.

 All LED’s should be ON/OFF through mobile app too.

 The software should be user friendly. The software charges should be one time

and then no additional charges for any type of correction. After 5 years the

software will be of VMC and VMC will only pay charges for cloud, if needed.

 All type of Live programs, images, videos, presentation etc. should be run on

different sizes properly.

 Interface to sound signal and video signal.

 All LED display should support multiple formats.

 LED pole can be single or multiple, as per requirement.

 It should show all kind of word, text, images and live streaming other information.

 All LED display should support TCP/IP, communication for asynchronous /

synchronous system.

 The bidder should provide Cloud based solution hosted on Meity empaneled CSP

or application installed on premises at client datacenter as required by VMC or

approved cloud with 5 years of support.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

 All LED with structure should be sustain in Cyclone with heavy wind of >=140

KM/Hrs. Bidders to provide structural stability certificate from government

recognized structural engineer for designed and supplied mounting structure.

 All Screens and/or individual and/or multiple LED display should operate through

single Mobile App in single application in Android and IoS.

 The User Interface of the system should be a User-Friendly Graphical User

Interface (GUI).

 The bidder should provide 5 years, 24 X 7 X 365 days’ full support in all

Equipment/Infrastructure.

 The bidder should make an arrangement for add/plug Speaker, Set top box,

Laptop, USB at any time, if required.

 High bright wide angle LED for daylight visibility.

 LED Power Factor should be >0.95.

 The visibility should be clear from short distance (5 meter).

 Brightness of LED display should be as per standard norms so the rider has proper

road visibility in night.

 The bidder should provide lightening arrester protection from lightening.

 The bidder shall provide timely technical support and shall attend all faults,

breakdowns, and maintenance requirements of the LED displays at VMC on an as

and when required basis throughout the contract period.

 A penalty of 0.5% of the CAPEX value of the delayed/pending scope shall be

levied for every week (or part thereof) of delay beyond the agreed completion

 Maximum penalty under this head shall be capped at 10% of the CAPEX value,

delay beyond this cap may entitle the Client to terminate the contract and forfeit

the BG/PBG, besides other remedies available under law.

 Minimum Uptime SLA: 98% display uptime per quarter, measured on a 24x7.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

 For every 1% shortfall in uptime below the 98% SLA threshold in a given quarter,

a deduction of 2% of that quarter's OPEX installment shall be made, subject to a

maximum deduction of 50% of that quarter's OPEX installment.

 Downtime exceeding 7 consecutive days for any single display unit (not

attributable to force majeure or Client-side power failure) shall attract an

additional flat penalty of ₹5,000 per unit per week of continued downtime, over

and above the SLA-linked deduction.

 Repeated SLA breach (uptime below 90%) for 2 consecutive quarters shall be

treated as a material breach, entitling the Client to encash the PBG and/or

terminate the O&M contract and re-tender the balance O&M period at the risk

and cost of the defaulting Vendor.

 Bidder should provide monitoring tools to monitor all LEDs.

 All penalties/LD shall be deducted from the respective invoice (CAPEX milestone

payment or quarterly OPEX payment) at the time of processing payment, or

recovered from the PBG/Retention Money if the invoice value is insufficient.

 Penalty clauses shall not apply to delays/non-performance caused by Force

Majeure events (natural calamity, riots, government action, etc.) or due to

default/negligence on the part of the Client (e.g., power outage, site non-

availability, right-of-way issues).

 Imposition of penalty shall not absolve the Vendor of its obligation to

complete/rectify the deficient scope of work.

 Since this component has dependency on approvals from other agencies, the

Successful Bidder shall plan this requirement well in advance and submit the

application to MGVCL through VMC. The Successful Bidder shall be responsible

for providing and laying the required heavy-duty electrical cable and associated

electrical infrastructure for obtaining the MGVCL connection. The cost incurred

towards such heavy-duty cables, electrical materials, connection charges, and

related works shall be reimbursed by VMC upon submission of original bills and

supporting documents.

 Recurring charges during the operational phase, including electricity and utility

consumption charges for all components under the scope of this project, shall be

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

borne by VMC. However, the Successful Bidder shall be responsible for

coordination with MGVCL and informing the Authority to ensure timely payment

of electricity bills. The Successful Bidder shall also be responsible for maintenance

of the electrical connections during the operational phase, and VMC shall

reimburse the material and labor cost incurred for breakdown repairs upon

submission of original bills and supporting documents.

 Existing display screens shall be integrated with the centralized cloud-based

platform using the available controllers, subject to compatibility. Any additional

hardware, including controllers, processors, control cards, or accessories required

for integration due to incompatibility of existing equipment, shall be compensated

by VMC upon submission of documentary evidence and Details.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

5. TECHNICAL EXPERIENCE/ELIGIBILITY CRITERIA

(a) The bidder must have its registered office with legal presence in India and should be:

A company incorporated in India under the Companies Act, 1956 / 2013, and

subsequent amendments (Certificate of Incorporation/ Registration under companies

Act, 1956 or 2013/LLP Act, 2008/ Indian partnership Act, 1932)

(b) The bidder should have experience of having successfully completed works in either

Central / State Government / Municipal Corporations / Urban Local Bodies / Public

Sector Undertaking / Private organization during last 7 years ending last day of

previous month should be following.

 The bidder should have successfully installed outdoor LED display having

minimum 6 Panel of 960mm X960 mm, (±10mm), installation base of

VMDs in last 7 years across India as on bid submission date.

(c) Experience of having successfully completed similar works during last 7 years ending

last day of month previous to the one in which applications are invited should be

either of the following: -

a. Three similar completed works costing not less than the amount equal to

40% of the estimated cost of 10 Cr.

b. Two similar completed works costing not less than the amount equal to

50% of the estimated cost of Rs 10 Cr.

c. One similar completed work costing not less than the amount equal to 80%

of the estimated cost of Rs 10 Cr.

(d) The bidder company has average annual turnover during last 3 years, ending 31st

march of the previous financial year, should be at least INR 3.5 Cr., company has to

produce Turnover certificate from Chartered Accountant or Income proof for last

(e) Bidder must have positive net worth on standalone basis in the last financial 3 years

completed on 31st March, 2026 (Provide Audited Commercial statement for the FY

(f) The bidder should have GST registration, if applicable. Chartered Accountant certified

would be required for the non-applicability of the same.

(g) The LED Module OEM shall certify that it has its own manufacturing facility equipped

with SMT Machines and has been in operation for at least five (05) years. The OEM

shall also certify that it has had a direct presence in India for a minimum period of

five (05) years.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

6. PREQUALIFICATION CRITERIA AND BID EVALUATION

1. Period of Validity of Bids:

1.1 Bids shall be valid for 180 days after the date of financial bid opening

prescribed by VMC. Any Bid valid for a shorter validity period shall be

rejected by VMC as non-responsive bid.

1.2 In exceptional circumstances, VMC may solicit the all Bidder’s consent to

an extension of the period of validity. The request and the responses

thereto shall be made in writing. A Bidder may refuse the request without

forfeiting its EMD. A Bidder granting the request will not be permitted to

modify its bid/rates.

2. Language of Bid

The bid prepared by the Bidder, as well as all correspondence and

documents relating to the bid exchanged by the Bidder and VMC shall be

in English or Gujarati language. Supporting documents and printed

literature furnished by the bidder may be in another language provided

they are accompanied by an appropriate translation of the relevant

document in the English or Gujarati language and in such a case, for

purpose of interpretation of the Bid, the translation shall govern.

3. Period of Validity of Bids

3.1 Bids shall be valid for 180 days after the date of bid opening prescribed by

VMC. Any Bid valid for a shorter period shall be rejected by VMC as non-

3.2 In exceptional circumstances, VMC may solicit the Bidder’s consent to an

extension of the period of validity. The request and the responses thereto

shall be made in writing. A Bidder may refuse the request without forfeiting

its bid security. A Bidder granting the request will not be permitted to

modify its bid.

4 Format and Sending of Bid

4.1 The Technical Bid shall be typed or written in indelible ink and shall be

signed by the Bidder or a person or persons duly authorized to bind the

bidder to the contract. Written power-of-attorney accompanying the bid

shall support the latter authorization. The person or persons signing the

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

bid shall initial all pages of the bid, except for un-amended printed

literature, failing which bid shall be rejected.

4.2 Any interlineations, erasures or overwriting shall be valid only if they are

signed by the person or persons signing the bid. However, the bidder

should note that it is in their interest to avoid overwriting and if some

corrections are required, they should be made by striking out the incorrect

part with one simple line/words/figures and then writing the correct

line/words/figures on top of the incorrect line duly signed by the bidder

near the corrected portion.

4.3 Before filling in any of the details asked for, bidders should go through

the entire bid document and get the required clarifications; if any, from

VMC before bidding.

Envelop No. Content Super Scribing as …

Env-Main Env-01 & Env-02 “Tender for Supply & Installation of P4 Outdoor

LED display infrastructure and accessories with

different sizes”

Env-01 Technical Bid “Technical Bid for Supply & Installation of P4

Outdoor LED display infrastructure and

accessories with different sizes (Env-01)”

4.4 The main envelop super scripted with “Supply & Installation of P4 Outdoor

LED display infrastructure and accessories with different sizes (Env-Main)”;

should contain:

 This Tender Document duly filled with information wherever asked for.

 Demand Draft of EMD from nationalized bank only, in favour of the

“Municipal Commissioner, Vadodara”.

 Demand Draft of non-refundable Tender Form Fee (if the Tender Form is

downloaded from website of VMC) from nationalized bank only, in favour

of the “Municipal Commissioner, Vadodara”.

4.5 The envelope super scripted with “Technical Bid for Supply & Installation

of P4 Outdoor LED display infrastructure and accessories with different

sizes (Env-01)”; should contain:

 Photocopies of all the documents as mentioned in Technical Bid are to be

enclosed. All the pages should be properly stamped, initialled by the

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

authorized official and all pages should be serial numbered, placed and

properly indexed. If the information written in the Technical Bid

mismatches with the information contained in the referred enclosure’s

page sheet of Tender proposal or no enclosures are attached or referred,

then it will be considered as NON-RESPONSIVE.

4.6 All envelopes shall also indicate the name and address of the Bidder to be

returned unopened in case it is declared “late”.

4.7 If the outer envelope is not sealed and marked as stated above, VMC will

assume no responsibility for the bid’s misplacement or premature opening.

4.8 Bids should be sent through either Registered OR Speed post only.

Telex, cable, e-mailed or facsimile bids will be rejected.

4.9 The EMD of unsuccessful bidders shall be refunded without interest three

months of the finalization of the tender.

4.10 Financial Bids of only those bidders who qualify on the basis of evaluation

of Technical Bid will be opened in the presence of the qualified bidders’

representatives at pre-specified time, date and place, which will be

communicated to the qualified bidders well in advance.

4.11 VMC Reserves the right:

 To terminate the offer or Letter of Intent (LOI) or agreement and to forfeit

the 2% EMD and 3% Security Deposit of the successful bidder on

submission of false information/mis-guidance/non-acceptance or non-

compliance of offer in full or part at any stage.

 To seek any clarification or verify the credentials or documents submitted

by the bidder, which are deemed to be necessary to decide this Tender.

 To accept or reject any or all offer(s) in part or full without assigning any

reason thereof, before the award of the contract.

 To reject the proposal if the bidder is directly or indirectly engaged in

corrupt, fraudulent, collusive or coercive practices while competing the

Tender and to blacklist the bidder for future transactions.

5 To reject the proposal if the bidder is directly or indirectly engaged in corrupt,

fraudulent, collusive or coercive practices while competing the Tender and to

blacklist the bidder for future transactions.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

6 Disqualifications

A Bidder shall be disqualified and Bids will not be considered if

a) The Bid documents submitted are incomplete and/or ambiguous in any

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

c) Any or all correction(s) or pasted slip(s) is/are not initialled, authenticated

d) The Bid documents are not submitted in the manner specified in the bid

e) Eligibility criteria are not met with.

f) Any form of canvassing/lobbying/influence/query regarding short listing,

status, etc. will result in a disqualification.

Any bid received by VMC after the deadline for submission of bids prescribed by

VMC, will be rejected and/or returned unopened to the Bidder.

8. Opening of Technical Bids:

VMC will open all Technical Bids of those bidders who have submitted the EMD,

Tender Fee and submit all eligibility criteria documents.

9. Technical Proposal - Evaluation Criteria

a) The Bidder shall duly fill in all the information specified in the pre-qualification

criteria specified below. In the event of any additional information required by

the VMC other than that specified in the pre-qualification criteria, the Bidder to

the VMC shall duly submit such information in the prescribed time. It shall be

expressly agreed herein by the bidder that he has read and understood the

complete Tender Document and other documents / requirements and shall

comply with the same.

b) Tendering authority may ask the bidder for a Post-Bid Technical demonstration

confirming the specifications of tender to qualify the technical bid, which would

be evaluated by the Evaluation committee.

c) Based on the results of the Technical evaluation, VMC shall then proceed to open

and evaluate the Commercial Bid. The Commercial evaluation will take into

account the information supplied by the Bidders in the Commercial Bid, and the

same shall be evaluated in accordance with the evaluation criteria specified in

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

10. Opening of Commercial Bids:

Commercial Bids will be opened and compared after the technical evaluation has

been completed for those Bidders whose Technical Bids reach the minimum

standard needed for the task.

11. Announcement of Bids:

The Commercial Bids will be opened, in the presence of Bidder’s or their

representatives who choose to attend the Commercial Bid opening on date and

time to be communicated to all the technically qualified Bidders. In the event of

the specified date of Bid opening being declared a holiday for VMC, the Bids shall

be opened at the appointed time and location on the next working day.

The Bidders/Bidder’s representatives present at the Commercial Bid opening shall

sign a register evidencing their attendance.

The name of Bidder, bid prices, total amount of each Bid, alternative prices (if

The name of Bidder, bid prices, total amount of each Bid, alternative prices (if

any), etc. shall be announced by the VMC at the Commercial Bid opening.

12. Clarification of Bids:

To assist in the evaluation, comparison and an examination of bids, VMC may, at

its sole discretion, ask the Bidder for a clarification of its bid including breakdown

of unit rates. The request for clarification and the response shall be in writing. If

the response to the clarification is not received before the expiration of deadline

prescribed in the request, VMC reserves the right to make its own reasonable

assumptions at the total risk and cost of the Bidder.

13. Financial Evaluation

i. Financial bid will be evaluated only for the bidders who succeed in TQ

ii. All the technically qualified bidders will be notified to participate in

Financial Bid opening process.

iii. The Financial bids for the technically qualified bidders shall be opened on

the notified date and time. They will be reviewed to determine whether

the financial bids are substantially responsive or not. Bids that are not

substantially responsive are liable to be disqualified at Authority’s

iv. The bidder quoting the lowest price to VMC shall be the Successful Bidder

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

(L1) for the Project.

v. Bidders shall be ranked L1, L2, and L3 etc. in increasing order quoted by

them in their financial bid.

vi. Any bidder who is quoting unreasonable price to become lowest bidder

(abnormally low bids) shall be disqualified and EMD will be forfeited as per

the procurement guideline of GoI, GoG and decision of commissioner,

vii. The VMC would have the right to review the Proposals and seek

clarifications where necessary. The response from the Bidder(s) shall only

be in writing but no change in the substance of the Proposal would be

viii. Financial Proposals of Bidders who do not qualify the eligibility criteria will

not be opened and will be returned unopened.

ix. The Proposal should be unconditional and any conditionality attached with

the proposal may result in the rejection of the Proposal.

x. The Financial bids for the technically qualified bidders shall be opened on

the notified date and time. They will be reviewed to determine whether

the financial bids are substantially responsive or not. Bids that are not

substantially responsive are liable to be disqualified at Authority’s

xi. Financial Bids that are not as per the format provided in the RFP shall be

liable for rejection.

xii. If L1 bidder fails to submit the Security Deposit or Performance Bank

Guarantee (PBG) and align the agreement as per the timelines and

requirement defined in this RFP, L2 bidder will be invited for negotiations.

In this case, L2 bidder will be asked to match the prices of L1 bidder. Final

decision of awarding the project to L2 bidder will depend upon the mutually

agreed price between both the parties (bidder and Authority).

Financial Evaluation - Summary

The tender shall be evaluated through a two-stage process comprising

Technical Evaluation and Financial Evaluation. Only those bidders who are

found technically qualified and responsive to all eligibility, technical, and

commercial requirements specified in the tender document shall be

considered for the opening and evaluation of the Financial Bid. Any bid

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

found to be technically non-responsive shall be rejected and shall not be

considered for further evaluation.

The L1 bidder shall be determined based on the lowest total evaluated

price quoted in the Financial Bid, calculated on the basis of the applicable

of all costs such as supply, transportation, insurance, installation, testing,

commissioning, statutory taxes, duties, levies, and any other incidental

charges required for successful execution of the work as per the tender

In the case of a rate contract, work orders shall be issued on a location-wise or

requirement-wise basis during the contract period at the approved L1 rates. Vadodara

Municipal Corporation (VMC) reserves the right to seek price justification for abnormally

low bids, negotiate with the L1 bidder if required, or reject any or all bids without

assigning any reason, in accordance with applicable procurement rules.

14. Award of Contract

VMC’s right to accept any Bid and to reject any Bid or all Bids

Notwithstanding anything stated herein, VMC reserves the right to accept full or

part of the Bid or reject any Bid, and to cancel/annul the bidding process and

reject all Bids at any time before the award of the Contract, without assigning

any reason and thereby without incurring any liability to the affected Bidder or

Bidders or any obligation to inform the affected Bidder or Bidder’s of the grounds

for VMC’s action/decision.

11. Notification of Award

The Bidder whose Bid has been accepted shall be notified of the award by the

VMC prior to the expiration of the period of validity of the proposal, by registered

letter, mail or by fax. This letter (hereinafter the “Letter of Acceptance”) shall

state the sum that VMC shall pay the Bidder in consideration of the execution,

completion and maintenance of the work as prescribed by the Contract

(hereinafter the “Contract Cost”) in accordance with Payment Terms. The Bidder

shall acknowledge in writing, the receipt of the Letter of Acceptance and shall

send his acceptance to enter into the Contract within Seven (7) days from the

receipt of the Letter of Acceptance.

12. Signing of agreement

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Pursuant to the Bidder acknowledging the Letter of Acceptance, the Bidder and

VMC shall promptly and in no event later than 7 days from the date of

acknowledgement of the Letter of Acceptance, sign the Contract. VMC shall have

the right and authority to negotiate certain terms with the successful Bidder

before signing of the Contract. The signing of the Contract shall amount to award

of the Contract and the Bidder shall initiate the execution of the work as specified

in the Contract.

13. Expenses for the Contract

All incidental expenses of the execution of the Contract shall be borne solely by

the successful Bidder and such amount shall not be refunded to the successful

Bidder by the VMC.

14. Failure to abide by the Contract

The conditions stipulated in the Contract shall be strictly adhered to and violation

of any of these conditions shall entail immediate termination of the Contract

without prejudice to the rights of VMC with such penalties as specified in the Bid

Document and the Contract.

Termination of Contract Termination for Default.

VMC may, without prejudice, to any other remedy for breach of Contract, by prior

written notice of default sent to the Bidder, terminate the Contract in whole

without assigning any reason if

• The qualified Bidder fails to deliver any or all of the obligations within the time

period(s) specified in the Contract, or any extension thereof granted by VMC.

• The qualified Bidder fails to perform any other obligation(s) under the Contract.

If the Bidder is in material breach of the representations and warranties contained

in this Contract upon receipt of the notice of default, the Bidder shall, within a

period of ten (10) working days thereof, vacate the premises of VMC and return

all Intellectual Property of the VMC. The disputes, if any, shall be decided by the

Municipal Commissioner, VMC whose decision shall be final and binding on the

21. Termination of Contract Termination for Default.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Termination of Contract VMC may, without prejudice to any other remedy under this

Contract and applicable law, reserves the right to terminate for breach of contract by

providing a written notice of 30 days stating the reason for default to the SI and as

it deems fit, terminate the contract either in whole or in part in the following ways.

 Termination by Default: for failing to perform obligations under the Contract of if

the quality is not up to the specification or in the event of non-adherence to time

 Termination for Convenience: VMC by written notice sent to the SI, may terminate

the Contract, in whole or in part, at any time for its convenience. The notice of

termination shall specify that the termination is for VMC’s convenience, the extent

to which performance of the SI under the Contract is terminated, and the date

upon which such termination becomes effective.

 Termination for Non-Performance: If the SI fails to deliver any or all of the project

requirements / operationalization / go-live / performance parameters

(PERFORMANCE STANDARDS) of the project within the time frame specified in the

If the SI fails to perform any other obligation(s) under the contract.

 Termination for Insolvency proceedings: The Department may at any time

terminate the contract by giving written notice to the bidder(s), if the bidder(s)

becomes bankrupt or otherwise insolvent. In this event, termination will be

without compensation to the bidder(s), provided that such termination will not

prejudice or affect any right of action or remedy which has accrued or will accrue

thereafter to the Department. Bidder agrees to handover all requisite data in

terms of code, documents, etc. along with requisite to the office of the VMC

identified team in this case.

Prior to providing a notice of termination to the SI, VMC shall provide the SI with a

written notice of 30 days instructing the SI to cure any breach/ default of the

Contract, if VMC is of the view that the breach may be rectified.

On failure of the SI to rectify such breach within 30 days, VMC may terminate the

contract by providing a written notice of 30 days to the SI, provided that such

termination will not prejudice or affect any right of action or remedy which has

accrued or will accrue thereafter to VMC. In such event the SI shall be liable for

penalty/liquidated damages imposed by the VMC. The Security Deposit or

performance Guarantee shall be forfeited by the VMC.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Consequences of Termination

 In the event of termination of this contract, VMC is entitled to impose any such

obligations and conditions and issue any clarifications as may be necessary to

ensure an efficient transition and effective continuity of the services which the SI

shall be obliged to comply with and take all available steps to minimize the loss

resulting from that termination/ breach, and further allow and provide all such

assistance to VMC and/ or succeeding vendor, as may be required, to take over

the obligations of the SI in relation to the execution / continued execution of the

requirements of this contract.

 In the event of termination of this contract, VMC shall have ownership over entire

volume of delivered & installed software and hardware irrespective payment made

to successful bidder.

 In the event of the SI being unable to service the contract for whatever reason,

VMC would evoke the PBG/Deposits. Notwithstanding and without prejudice to

any rights whatsoever of department under the Contract in the matter, the

proceeds of the PBG/Deposits shall be payable to department as compensation

for any loss resulting from the Bidder’s failure to complete its obligations under

the Contract. Department shall notify the Bidder in writing of the exercise of its

right to receive such compensation within 14 days, indicating the contractual

obligation(s) for which the Bidder is in default.

 VMC shall also be entitled to make recoveries from the Bidder’s bills, performance

bank guarantee, or from any other amount due to him, the equivalent value of

any payment made to him due to inadvertence, error, collusion, misconstruction

or misstatement

All plans, drawings, specifications, designs, reports, other documents prepared by the

Vendor and materials for which part delivery payment is made in the execution of the

contract shall become and remain the property of VMC and before termination or expiration

of this contract the SI shall deliver all such documents, prepared under this contract along

with a detailed inventory thereof, to VMC.

22. Termination for Insolvency, Dissolution, etc.

Either party may at any time terminate the Contract by giving one month written

notice. If the qualified Bidder becomes bankrupt or is otherwise adjudged

insolvent or in case of dissolution of firm or winding up of company, provided that

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

such termination will not prejudice or affect any right of action or remedy which

has accrued thereafter to VMC.

In case the qualified bidder terminates the Agreement, it shall pay all the dues,

if any, outstanding as at the end of the termination and facility will revert to VMC

and VMC shall not be liable for payment of any compensation or damages of

whatever nature and at the discretion VMC and on such terms and conditions,

may continue till its validity. In such case, the qualified bidder will also require to

provide all passwords, hard wares, software details and their manual to the VMC.

23. Termination for Convenience

VMC reserves the right to terminate by prior written one-month notice, the whole

or part of the Contract. The notice of termination shall specify that termination

be for VMC’s convenience, the extent to which performance of work under the

contract is terminated and the date on which such termination becomes effective.

Upon termination of this Contract, VMC shall have the right to enter into an

agreement with any third party for the Project and Maintenance and shall in no

way be answerable to the Bidder for such acts. The Earnest Money Deposit and/or

Performance Guarantee given to the VMC by the Bidder shall be confiscated.

18. Corrupt or Fraudulent Practices

1) VMC requires that the bidders under this tender observe the highest

standards of ethics during the procurement and execution of such

contracts. In pursuance of this policy, VMC defines for the purposes of this

provision, the terms set forth as follows:

a) “Corrupt practice” means the offering, giving, receiving or soliciting of

anything of value to influence the action of the VMC official in the

procurement process or in contract execution; and

b) “Fraudulent practice” means a misrepresentation of facts in order to

influence a procurement process or execution of a contract to the

detriment of VMC, and includes collusive practice among bidders (prior

to or after bid submission) designed to establish bid prices at artificial

non-competitive levels and to deprive VMC of the benefits of the free

and open competition;

2) VMC shall reject a proposal for award if it determines that the Bidder

recommended for award has engaged in corrupt or fraudulent practices.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Also, in such case, the deposits will be forfeited and the bidder will be

blacklisted for doing any business with VMC for the period decided by the

19. Interpretation of the clauses in the Tender Document / Contract

In case of any ambiguity in the interpretation of any of the clauses in Bid

Document or the Contract Document, the VMC’s interpretation of the clauses shall

be final and binding on all parties.

VMC may issue clarifications to all the bidders as an addendum. Such an

addendum shall form a part of the bid document /Contract document.

20. Any further correspondence may please be done at below stated address:

Director (IT)- Information Technology Department

Vadodara Municipal Corporation

Khanderao Market Bldg., Palace Road

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

7. TERMS & CONDITIONS OF VMC

1) The Tender will be considered as rejected if (a) it is not accompanied by a

D.D. for EMD and all the other documents, (b) tender is not submitted in this

prescribed Tender Form of VMC (returning all the pages therein); with the stamp

& signature of the authority on all the pages therein OR (c) tender contains vague

& indefinite expressions and quoted with conditional rates.

2) VMC reserves the rights to accept or reject any/all Tenders without assigning any

3) Printed terms and condition of the Tender will not be considered as forming

part of the Tender and offer. Cancellation of or not agreeing with any terms and

conditions of VMC will not be entertained in any circumstances.

4) Modification and Withdrawal of Bids

1. No bids will be allowed to be modified subsequent to the final submission

2. No bid will allowed to withdrawn in the interval between the deadline for

submission of bids and the expiry of the bid validity. Withdrawal of a bid

during this interval will result in the forfeiture of bidder’s E.M.D.

5) The selected Bidder for award of the assignment, (a) will sign an agreement on

the Govt. stamp paper to be purchased by the bidder as per the prevailing rules

and regulations of VMC and (b) will have to pay the security deposit, @ 3 % of

the order value by D.D.

6) The Bidder shall bear all the costs associated with the preparation and submission

of its bid, and VMC in no case will be responsible or liable for these costs,

regardless of conduct or outcome of bidding process.

7) Selected bidder should not black listed in any Government/Semi Government or

8) The Bidder is expected to examine all instructions, forms, terms and

specifications in the bidding documents. Failure to furnish all information required

by the bidding documents or submission of a bid not substantially responsive to

the biding documents in every respect will be at the Bidder’s risk and may result

in rejection of its bid.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

9) The Security Deposit will be retuned only after successful supply of the items

and the 2% E.M.D. will be returned only one year after completion of the warranty

Security Deposit

The successful bidder will be required to place Security Deposit @ 3% of the

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

Vadodara in favour of the “Municipal Commissioner, Vadodara” of any

scheduled/nationalized bank within 15 days from the date of notice of award of

contact, failing which a penalty @ 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.

10) About quoting the rates……….

(a) Please quote your rates strictly on website viz. https://tender.nprocure.com

(e-Tendering Process) only. The rates quoted anywhere else will be rejected

and any justification for the same by any bidder will not be considered in

any circumstances. Doing so by any bidder will lead to disqualification of

11) In case of non-receipt of Bid Processing fees and EMD as mentioned above within

prescribed time, the bid will be rejected by VMC as non-responsive.

12) EMD shall be forfeited if the tender is withdrawn during the validity period.

13) VMC is not responsible for delay, loss or non-receipt of tender documents sent

14) VMC reserves the rights to accept or reject any/all tenders and to split the

work among two or more tenders without assigning any reason what so ever.

15) VMC reserves the right to accept or reject any bid, and to cancel the bidding

process and reject all bids at any time prior to award of Contract, without thereby

incurring any liability to the affected Bidder or bidders or any obligation to inform

the affected Bidder or bidders of the grounds for VMC’s action.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

16) Printed terms and condition of the bidder will not be considered as forming

part of the tender and offer. Cancellation of or not agreeing with any terms and

conditions of VMC will not be entertained in any circumstances.

17) A bid valid for a shorter period shall be rejected as non-responsive. If required,

VMC may extend the bid validity for further period from the date of expiry of bid

validity in consultation with the successful bidder.

18) All correction/addition/deletion shall require authorized countersign.

19) Modification and Withdrawal of Bids

1. No bids will be allowed to be modified subsequent to the final submission

2. No bid will allowed to withdrawn in the interval between the deadline for

submission of bids and the expiry of the bid validity. Withdrawal of a bid

during this interval will result in the forfeiture of bidder’s E.M.D.

20) The selected Bidder for award of the contract will have, (a) to sign an

agreement on the Govt. stamp paper to be purchased by the bidder as per the

prevailing rules and regulations of VMC and (b) to pay the security deposit, @

% of the order value by D.D. or Bank Guarantee.

21 Assignment of work will be given to a single party. However, VMC reserves the

rights to accept any tender or reject any/all tenders without assigning any

22) Amendment of Bidding Documents (Corrigendum)

1. At any time prior to the deadline for submission of bids, VMC may, for any

reason, whether its own initiative or in response to the clarification request

by a prospective bidder, modify the bidding documents.

2. The Corrigendum/amendment to the tender, if required any, will be

published on https://tender.nprocure.com and www.vmc.gov.in without

any notice being published in the newspaper. Thus, Bidder must check

above websites periodically during tender process.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

3. In order to allow prospective bidders reasonable time to take into

consideration the amendments while preparing their bids VMC, at its

discretion, may extend the deadline for the submission of bids.

23) Fraud and Corruption

In case of Fraud and Corruption by bidder and/or manpower deputed for this

service, VMC shall retain all rights to lodge Police Complaint/ FIR against bidder

under various provisions of Indian Penal Code and any other penal law inforce

including Information Technology act and Prevention of Corruption act.

24) Supply of all the items will be given to a single party.

25) Insurance shall be the responsibility of the bidder, who shall provide coverage for

all items, against transit risks, incident to acquisition transport and door delivery

of equipment up to destination. The coverage shall be as to allow complete

replacement of any item lost or damaged. In case of damage or loss in transit up

to destinations of door delivery, it shall be the responsibility of the bidder to

initiate and pursue the claim with insurance company. The bidder shall take

immediate steps to replace the damaged equipment/parts.

26) All the ordered items should be processed and packed suitably as per slandered

commercial practice. The bidder shall insert in each box, a packing list fully item-

wise to show the box number, contents, gross and net weight and cubic

measurements. One copy of the packing list should accompany the dispatched

documents sent to consignee.

27) All Materials used for the manufacture of the equipment of be furnished, shall

confirm to the relevant International/Indian Standards. The design and

workmanship shall be of superior quality so as to ensure satisfactory operation

of the equipment. The design and production of equipment shall be in accordance

with modern practices. All similar component parts of similar equipment shall be

interchangeable with one another.

28) Both legal and equitable title to the material, equipments and software covered

by the contract shall pass on to the VMC. In case of requirement, the software’s

registration liability will rest only on the Bidder. Registration must be done under

the name of “Director (IT), Vadodara.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

29) The items shall have minimum 5 Years onsite comprehensive warranty inclusive

of all consumable parts after its complete installation. Additional warranty for

further period will be treated as additional qualification. Selected bidder should

provide certificate for onsite warranty for 5 Years.

30) In case the item supplied and commissioned by the contractor does not meet the

performance requirements as per specifications and documents, the contractor

shall be liable to pay to the VMC, actual damages or compensation as assessed

31) Taxes &Duties

a) The taxes if applicable shall be deducted at source from the payment to

the Supplier/ Selected Bidder as per the law in force at the time of

execution of contract.

b) For goods supplied from outside India, the successful/ selected bidder shall

be entirely responsible for all taxes, stamp duties, license fees, and other

such levies imposed outside the country.

c) For goods supplied from within India, the successful/ selected bidder shall

be entirely responsible for all taxes, duties, license fees, etc., incurred until

delivery of the contracted Goods to the Purchaser.

d) Revision of taxes, if any and as applicable, shall be handled as per Clause

“Change in Laws & Regulations” of this chapter.

e) If any tax exemptions, reductions, allowances or privileges may be

available to the successful/ selected bidder in India, the Purchaser shall

use its best efforts to enable the successful/ selected bidder to benefit from

any such tax savings to the maximum allowable extent.

32) 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 Contract.

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

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

(Goods & Service Tax) by the Government, the same shall be reimbursed /

recovered separately by VMC, 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

(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 VMC may recover the amount due, from any other payable dues with VMC

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

VMC shall be liable for the same.

The contractor will submit the invoice to the VMC having GSTIN of VMC

mentioned therein and the taxes shall be shown separately on the face of the

invoice so as to claim as ITC by VMC.

Vadodara Municipal Corporation GST No. is 24AAALV0111B1ZU

33) Penalty Clause:

1) During the Warranty Period maintenance and support time will be for round the

clock round the year (as said 7x24). If the complaints are not attended promptly

and if the items are not successfully repaired within 24 clock hours. The penalty

of Rs. 500/- per day of such delay will be charged, and the same will be deducted

from the deposits. Also, if the delay in repairing is beyond tolerance period of

VMC, than standby item with proper specifications as per requirement shall have

to be provided and installed with configuring them as per requirement of their

2) VMC can make third party inspection of offered item and the payment for third

party inspection will be in bidder’s scope. If item found duplicate then, penalty

will be deducted from the payment, @ 0.2 % of the total value of the purchase

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

order and the bidder should replace with new Original one. VMC can also

blacklist the bidder and all the deposits will be forfeited.

3) Penalty for any delay in supply/installation will be deducted from the payment,

@ 2 % of the total value of the purchase order; per week of such delay or part

thereof. If the delay is beyond tolerance period of VMC, then the purchase order

and agreement will be cancelled, the deposits of 2% EMD & 3% SD/PBG will be

forfeited and the bidder will be blacklisted for doing any business with VMC for

the period as decided by the VMC authority.

4) The maximum penalty for this project will be 10% of the project cost.

5) Maximum Penalty cap is 10% but maximum cap is not eligible in case of revenue

generation hampered due to vendor side issue. This revenue is directly deducted

from PBG and then maximum 10% cap is apply based on non-working hours

i.e. suppose LED is down for 24 hours and advertisement agency not pay for

hours then two type of penalty imposed (a) Amount equal to advt. agency not

given (b) Penalty imposed as per SLA with maximum cap of 10%

6) Support (telephonic, email, onsite) to be provided for resolution of any issues.

The response time should be 6 to 12 hours with the resolution time of 24 hours.

7) Selected bidder should maintain Uptime SLA for LED is 98 %.

8) The selected bidder shall inspect all installed GI poles and fabrication structures

after three (3 + 2) years Contract period and shall carry out necessary

maintenance, including cleaning, touch-up, painting, painting of damaged

areas, anti-corrosion treatment, and rectification of any rusted or deteriorated

portions to maintain the structural integrity and appearance of the poles.

9) During the warranty period, failure of purchase equipment’s should be replaced

within 48 hours (SLA 98% uptime is applicable).

10) The scope of warranty by the bidder also includes reinstallation and

reconfiguration of the item in case of breakdown.

11) VMC Requires P4 outdoor LED display and accessories, with Wi-Fi LAN Card and

with fabrication. It should operate through Mobile.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

12) VMC will purchase LEDs’ from the date of contract, with the same rate as

purchase order within 2 years.

13) In case the bidder is providing support through his channel partner/ Franchisee

as the case may be, an undertaking duly signed by the bidder & the Franchisee/

channel partner shall also be attached with the bid.

14) The bidders are requested to give specifications/Technical sheet.

15) During the Warranty Period, in case the fault cannot be rectified at the premises

and the system/equipment needs to be taken out of the premises, Vender shall

provide a standby system/equipment of similar/equivalent configuration till the

original system/equipment is replaced after rectification.

16) If required, the maintenance work & technical support will have to be carried

out beyond VMC’s & Bidder’s normal working hours and on holidays too, without

any extra charges. The maintenance engineers should be available &

approachable round-the-clock through telephone.

17) The Bidder should take Quarterly maintenance of LEDs, Civil work,

Electrification, earthing. Etc.

18) The bidder should make one common mobile app and one URL for operate LED’s

centralized at a time. Also all LED’s can able to manage separately.

19) Mobile app should be compatible with Android and Apple.

20) SIM card procurement will be done by VMC, the bidder has to configure it.

21) 3Phase meter procurement and billing is under VMC scope but wiring, Earthing,

connection will be under the bidder scope.

22) All Electrical Power involves the MGVCL connections and billings, which are paid

by the vendor and then claimed by VMC, P4 Outdoor LED Displays project

MGVCL connections by payment to the vendor.

23) The Successful Bidder shall initially pay all MGVCL electricity bills pertaining to

the LED screens. The same shall be reimbursed by VMC to the Successful Bidder

upon submission of the original electricity bills and supporting documents.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

24) Since this component has dependency on approvals from other agencies, the

Successful Bidder shall plan this requirement well in advance and submit the

application to MGVCL through VMC. The Successful Bidder shall be responsible

for providing and laying the required heavy-duty electrical cable and associated

electrical infrastructure for obtaining the MGVCL connection. The cost incurred

towards such heavy-duty cables, electrical materials, connection charges, and

related works shall be reimbursed by VMC upon submission of original bills and

supporting documents.

25) Recurring charges during the operational phase, including electricity and utility

consumption charges for all components under the scope of this project, shall

be borne by VMC. However, the Successful Bidder shall be responsible for

coordination with MGVCL and informing the Authority to ensure timely payment

of electricity bills. The Successful Bidder shall also be responsible for

maintenance of the electrical connections during the operational phase, and

VMC shall reimburse the material and labor cost incurred for breakdown repairs

upon submission of original bills and supporting documents.

26) The bidder should provide Certificates of Indian BIS standard as per

27) Admin rights and software (code) should be given to VMC for management of

all accounts in junction box and/or LED Stand.

28) Selected bidder should provide Structure Stability Certificate for completed work

from government structural engineer.

29) All LEDs should be in synchronizing each other so; all advertisement should be

view in same sequence/time.

30) Vendor has to keep 2% stock of LED screen at local level, for replacement in

case of emergency

31) This RFP and the Contract shall, in all respects, be governed by and construed

in all respect in accordance with the law of the Republic of India.

32) A vendor is unconditionally bound to VMC’s All Terns & General Conditions.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

33) The bidders are requested to share the hyper link of the official website of the

company where we can verify the details and can get related support along with

the technical bid. (Product details etc.)

34) Bidder should provide software and mobile app to VMC with proper functionality.

The software and app including the source code, developed and implemented

under this tender will remain sole property of VMC and the bidder will not copy

or transfer the software developed as a whole or part thereof for any purpose

without prior permission of VMC. The Database is also sole property of VMC.

35) ACP Sheet/PVC capping must be on the border of LED screen and it should be

36) All the LED’s should operate from one place/one app/one software and at a time

37) P4 outdoor should be AI Dia cast cabinet. Pole should be Iron or Steel.

38) Life span of LED Screen should be greater than or equal to 100000 hours.

Provide Certificate for the same

39) The selected bidder should provide mobile app. From which upload should be

40) The LED Screen should have HDMI Port, USB Port and it should connect through

PC/Laptop also.

41) Existing display screens shall be integrated with the centralized cloud-based

platform using the available controllers, subject to compatibility. Any additional

hardware, including controllers, processors, control cards, or accessories

required for integration due to incompatibility of existing equipment, shall be

compensated by VMC upon submission of documentary evidence and Details.

42) The selected bidder should provide HDMI live video box, Timer with connector

43) The foundation should be stable/proper and maintenance free.

44) Poles should be proper, carry weight and decent.

45) Proper LED panel structure should be prepared for panel maintenance.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

46) In case of live program, structure should have an arrangement to put speakers

and Amplifier, which provided by VMC.

47) Black metallic or similar color should be on Panel and poles too.

48) All the system logs should be properly stored & archived for future analysis and

forensics whenever desired.

49) Must submit structure design through authorized government structure

engineer before installation.

50) Bidder should start work after design approved by VMC officials or approved

after suggestion incorporated by VMC officials.

51) Hand-over of the system at the end of contractual period along with all

documentation required operating and maintaining the system in healthy

52) Obtain all necessary legal / statutory clearances & Erect Poles

53) During implementation or post-implementation period in case the pole/edge

devices or any other components in the scope is damaged by a vehicular

accident (or due to any other reason outside the control of the Bidder) and

needs repair, then the corresponding device will not be part of the SLA

monitoring for max. 15 days. SI will need to repair / have the new pole/edge

device within 15 days of the incident. Post 15 days, the corresponding device

would be again considered for SLAs.

54) All the hardware and CMS based software supplied should be from the reputed

Original Equipment Manufacturers (OEMs). VMC reserves the right to ask

replacement of any hardware / software if it is not from a reputed brand and

conforms to all requirements specified in tender documents.

55) No supplied hardware put on roadside to cause an accident and Damage of

supplied parts. It is completely under vendor scope to prevent before final

56) None of the IT / Non-IT equipment proposed by the Bidder should be End of Life

product at least not for minimum 5 years.

57) All equipment, parts should be Original and New.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

58) All proposed Active Network and Network Management Solutions should be

Enterprise Grade. Outdoor IT components should be protected by IP

enclosures to avoid wear and tear.

59) SI shall ensure all the equipment installed in the outdoor locations are vandal

proof and in case the equipment get damaged /stolen for reason beyond the

control of the bidder, it shall repair/replace the same in the specified time as

per SLAs at no extra cost to the Purchaser. All such costs shall be factored in

the comprehensive insurance of field equipment for the duration of the contract.

60) The Bidder shall carry out preventive maintenance once in a quarter along with

corrective maintenance and also when calls are placed by Purchaser or its

designated agency.

61) The Bidder shall be responsible for operations and maintenance of all the

supplied and installed equipment during the entire O&M phase. In addition, the

Bidder shall be fully responsible for all maintenance activities for the period

between installation of equipment and roll-out of the system

62) In case of request for change in location of field equipment post installation, the

same shall be borne by Purchaser at unit rate given in the tender for 5 years.

63) All assets (source code of the customized solution, raw videos, audios, scripts,

blueprints, manuals, test plans, etc. and any other asset corresponding to the

assignment) developed by the Bidder during the design, development and

management of the project shall be perpetual, irrevocable and exclusive

property of VMC.

64) The system software licenses shall be genuine, perpetual, full use and should

provide patches, fixes, security updates directly from the OEM at no additional

cost to VMC during as well as after period of contract.

65) The software licenses should not be restricted based on location and the VMC

should have the flexibility to use the software licenses for other requirements

within VMC if required.

66) Bidder to ensure compliance to the entire cyber security standard required

safeguarding the edge devices; connectivity & desktop to ensure cyber attach

resilient operations

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

67) Content Management System (CMS) software: It is an application that is used

to manage content, allowing multiple contributors to create, edit and publish

also had All in 1 solution like Enhance security, Notification, Reporting, Alerts,

Approval mechanism and Future scheduling.

68) General Clause related to Any Bidders/Sub-Selected vendor from a Country

which shares a Land Border with India

I. Any bidder from a country which shares a land border with India will be eligible

to bid in this tender only if the bidder is registered with the Competent

II. "Bidder from a country which shares a land border with India" means:

a. An entity incorporated, established or registered in such a country; or

b. A subsidiary of an entity incorporated, established or registered in such a

c. An entity substantially controlled through entities incorporated,

established or registered in such a country; or

d. An entity whose beneficial owner is situated in such a country; or

e. An Indian (or other) agent of such an entity; or

f. A natural person who is a citizen of such a country; or

g. A consortium or joint venture where any member of the consortium or

joint venture falls under any of the above

III. The beneficial owner for the purpose of (ii) above will be as under:

1. In case of a company or Limited Liability Partnership, the beneficial owner is

the natural person(s), who, whether acting alone or together, or through one

or more juridical person, has a controlling ownership interest or who exercises

control through other means.

a. Explanation—

b. "Controlling ownership interest" means ownership of or entitlement to

more than twenty- five per cent. of shares or capital or profits of the

c. "Control" shall include the right to appoint majority of the directors

or to control the management or policy decisions including by virtue of

their shareholding or management rights or shareholders agreements

or voting agreements;

2. In case of a partnership firm, the beneficial owner is the natural person(s) who,

whether acting alone or together, or through one or more juridical person, has

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

ownership of entitlement to more than fifteen percent of capital or profits of the

3. In case of an unincorporated association or body of individuals, the beneficial

owner is the natural person(s), who, whether acting alone or together, or

through one or more juridical person, has ownership of or entitlement to more

than fifteen percent of the property or capital or profits of such association or

body of individuals;

4. Where no natural person is identified under i or ii above, the beneficial owner is

the relevant natural person who holds the position of senior managing official;

5. In case of a trust, the identification of beneficial owner(s) shall include

identification of the author of the trust, the trustee, the beneficiaries with

fifteen percent or more interest in the trust and any other natural person

exercising ultimate effective control over the trust through a chain of control

IV. An Agent is a person employed to do any act for another, or to represent

another in dealings with third person.

The successful bidder shall not be allowed to sub-contract works to any selected

vendor from a country which shares a land border with India unless such selected

vendor is registered with the Competent Authority (Registration committee

constituted by the Department for Promotion of Industry and Internal Trade (DPIIT).

96) Make in Indian Local content: Preference to be given to Make in India (MII) as

per amended Public Procurement policy dated 16.09.2020. If required, the

Authority may depute an agency to verify the OEM's factory/manufacturing

facility in India before issuance of the final work order. In-case any discrepancy

Authority may blacklist the bidder to participate in upcoming tenders for the

period of one year.

97) Functionalities of 3D should be remains same as normal 2D videos

99) Performance Guarantee

i. The successful bidder shall at his own expense, deposit with VMC, within

21 days from the date of the issuance of LOI (done through issuance of

the Purchase Order/Letter of Acceptance), an unconditional and

irrevocable Performance Bank Guarantee (PBG) from Nationalized Bank

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

banks as per the format given in this Bid Document, payable on demand,

for the due performance and fulfillment of the contract by the bidder.

ii. This Performance Bank Guarantee (PBG) details available in payment

iii. The Performance Bank Guarantee shall be valid for the 60 days beyond the

term of the resultant Agreement and shall be renewed and maintained as

necessary by the MSI for the term of the resultant Agreement, and

extensions if any.

iv. The Performance Bank Guarantee may be discharged/ returned by VMC

upon being satisfied that there are no pending performance obligations of

the Bidder, within 90 days after expiry of the contract. However, no

interest shall be payable on the Performance Bank Guarantee.

v. In the event of the Bidder being unable to service the contract for whatever

reason, VMC would evoke the PBG. Notwithstanding and without prejudice

to any rights whatsoever of VMC under the Contract in the matter, the

proceeds of the PBG shall be payable to VMC as compensation for any loss

resulting from the Bidder’s failure to complete its obligations under the

Contract. VMC shall notify the Bidder in writing of the exercise of its right

to receive such compensation within 14 days, indicating the contractual

obligation(s) for which the Bidder is in default.

vi. VMC shall also be entitled to make recoveries from the Bidder’s bills,

performance bank guarantee, or from any other amount due to him, the

equivalent value of any payment made to him due to inadvertence, error,

collusion, misconstruction, or misstatement.

100) Quantity Variation

1. At the time of award of contract, the quantity of goods, works or services

originally specified in the bidding documents may be increased. The

successful bidder shall not object to the upward or downward variation in

quantities of any item within the variation limit of ± 50%.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

2. Payment for additional quantities within the variation limit shall be made

at tender rates and the tender rates shall be valid for entire duration of

3. No claim shall be entertained or become payable for price variation of

additional quantities.

4. Repeat order/s for extra items or additional quantities may be placed

within 3 years of the original request order wit n number of quantities

based on budget. The Unit Rate mentioned in the Commercial bid formats

shall be used for the purpose of “Repeat Orders” for respective items.

However, based on the market trends, VMC retains the right to negotiate

the Tender rate and/or request better specifications based on market and

technological scenario. Delivery or completion period may be

proportionally increased.

101) Source Code:

Periodically the bidder has to provide Source Code and Data in DVD or Pen drive

or hard drive to VMC. So we can use independently. Software should be support

>= 300 LEDs based on cots product or not else VMC can manage own after

years of support.

To assess the functional user requirements and to detail the scope of the work

shall be the primary responsibility of the Bidder.

The Bidder is expected to develop all application software concurrently. However,

if the Bidder chooses, at its discretion and with prior consent of VMC, to phase

out the development, timely completion of the integrated solution and integration

of such phased development of software with other modules to the satisfaction

of VMC shall be the responsibility of the Bidder. Also, VMC will not entertain any

request from Bidder to modify schedule of payment.

The successful bidder, who is assigned the work, will have to hand over the source

codes to VMC after its initial implementation and during contract period on its

updation/changes. Also, the final & last source codes will have to be handed over

to VMC, immediately after completion of the contract period. To assess the

functional user requirements and to detail the scope of the work shall be the

primary responsibility of the Bidder.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

102) The selected bidder shall depute representatives (a) to supervise the unloading

and transportation, so as to prevent any damages due to mishandling in these

operations and (b) for installation of equipment at the specified locations. The

supervisory representatives shall be fully responsible for the respective

operations and will give test before handling over the equipment. The bidder free

of all charges shall provide this service of the supervisory representatives.

103) The selected Bidder or his employees will not disclose the content of documents

to any person and allow its unauthorized use. The selected bidder should not also

disclose the above to any of its existing or future clients.

104) All documents, correspondence, decision and orders concerning the contract shall

be considered as confidential and/or restricted in nature by the bidder and shall

be not divulge allow to access to them by any unauthorized persons.

105) For selected bidder, once location approved then before digging the bidder has

to make ground survey through GPR and through existing GIS data.

106) Go Green: The Bidder should also implement / suggest Energy savings

& Environmental safety measures.

107) Other than stated charges in tender, bidder will not claim any extra charges.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

A. All payments shall be made in Indian rupees.

B. GST and other applicable statutory taxes shall be paid extra as per prevailing

rates, against valid tax invoice.

C. TDS shall be deducted at source as per applicable Income Tax provisions.

D. Performance Bank Guarantee (PBG)/ Security deposit (SD): Vendor to submit

PBG/SD of 3% of Total Contract Value, valid throughout the CAPEX warranty +

5 years OPEX/O&M period, to be invoked in case of default.

E. Commercial Structure - CAPEX & OPEX Split

The Total Contract Value (TCV) quoted by the Bidder shall be bifurcated as

1. CAPEX (Capital Expenditure) - 80% of TCV: Covers supply, delivery,

civil/foundation work, installation, testing and commissioning of all items

listed in the BOQ (Sr. No. 1 to 17), including software licensing (one-time)

and civil/electrical works.

2. OPEX (Operational Expenditure) - 20% of TCV: Covers Operation &

Maintenance (O&M) of the entire system for a period of 5 (five) years from

the date of successful commissioning, including preventive & breakdown

maintenance, spares, manpower, content management/CMS support, and

uptime guarantee.

F. CAPEX Payment Schedule (80% of TCV)

1. 50% of CAPEX value - On delivery of material at site, against delivery

challan and inspection report.

2. 20% of CAPEX value - On completion of installation, civil/foundation work

and successful testing at site.

3. 30% of CAPEX value - On final commissioning, integration with CMS/4G

controller, and issuance of Completion Certificate/Taking-Over Certificate

signed by the VMC Authority.

Note: The above CAPEX milestone split (50%-20%-30%) is indicative and may be finalized

mutually at the time of contract signing, however, the aggregate CAPEX component shall remain

fixed at 80% of TCV.

G. OPEX Payment Schedule (20% of TCV) - Quarterly Billing over 5 Years

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

The OPEX component (20% of TCV) shall be paid equally over 5 years, i.e. 4% of TCV

per year, further divided equally into 4 quarterly installments per year (1 % of TCV per

quarter), payable in arrears, subject to satisfactory performance and SLA compliance

% of Total OPEX (20% TCV)

Years Quarter Billing Trigger

1 % of Total Contract Value (i.e. On satisfactory O&M performance &

Year 1 Q1 To Q4

20%/5 years/4 quarters) SLA compliance for the quarter

1 % of Total Contract Value (i.e. On satisfactory O&M performance &

Year 2 Q1 To Q4

20%/5 years/4 quarters) SLA compliance for the quarter

1 % of Total Contract Value (i.e. On satisfactory O&M performance &

Year 3 Q1 To Q4

20%/5 years/4 quarters) SLA compliance for the quarter

Year 4 1 % of Total Contract Value (i.e. On satisfactory O&M performance &

20%/5 years/4 quarters) SLA compliance for the quarter

Year 5 1 % of Total Contract Value (i.e. On satisfactory O&M performance &

20%/5 years/4 quarters) SLA compliance for the quarter

Payment terms for each quarterly OPEX invoice: Invoice to be raised by the Vendor at the

end of each quarter, payment to be released by the Client within 30 days of receipt of invoice and

O&M compliance report, subject to deductions on account of penalty/SLA breach.

H. Penalty & Liquidated Damages (LD) Clause

- Penalty for Delay in Supply/Installation/Commissioning (CAPEX

1. A penalty of 0.5% of the CAPEX value of the delayed/pending scope shall

be levied for every week (or part thereof) of delay beyond the agreed

completion schedule.

2. Maximum penalty under this head shall be capped at 10% of the CAPEX

value; delay beyond this cap may entitle the Client to terminate the

contract and forfeit the BG/PBG, besides other remedies available under

I. Penalty for O&M / SLA Non-Compliance (OPEX Phase)

1. Minimum Uptime SLA: 98% display uptime per quarter (per site/per

panel), measured on a 24x7 or agreed operational-hours basis.

2. For every 1% shortfall in uptime below the 98% SLA threshold in a given

quarter, a deduction of 2% of that quarter's OPEX installment shall be

made, subject to a maximum deduction of 50% of that quarter's OPEX

3. Downtime exceeding 7 consecutive days for any single display unit (not

attributable to force majeure or Client-side power failure) shall attract an

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

additional flat penalty of ₹5,000 per unit per week of continued downtime,

over and above the SLA-linked deduction.

4. Repeated SLA breach (uptime below 90%) for 2 consecutive quarters shall

be treated as a material breach, entitling the Client to encase the PBG

and/or terminate the O&M contract and re-tender the balance O&M period

at the risk and cost of the defaulting Vendor.

J. Mode of Billing and Payments

i. The Bidder shall submit the invoices in duplicate to the client on firms printed

bill forms indicating the work done by him during the period for which

payment is sought.

ii. If the support/progress is not satisfactory and according to the agreed work

program/schedule the payment may be withheld until such times the Bidder

rectifies the required shortfall.

iii. The Bidders shall thereupon promptly make any necessary corrections, and

upon completion of such correction, the foregoing process shall be repeated.

 All payments under this contract shall be made to the accounts of the Bidders

with the Bidders Banker.

 The prices mentioned in the Price Bid should include all applicable taxes. Any

deviations due to change in the rate of taxes and duties or any introduction of

new taxes and duties would be bear by the Bidder and VMC shall not pay any

additional amount for such tax rate deviation. The VMC shall be entitled to deduct

tax at source or any other taxes/cess as may be applicable.

 Suspension of payments: VMC may at any time during the term of the Contract,

issue a written notice of suspension and suspend all payments to the qualified

Bidder under the Contract, if the qualified Bidder fails to perform any of his

obligations under this Contract. The VMC shall, prior to the suspension of the

payments, request the qualified Bidder to remedy such failure within a period of

15 days from the date of issue of such notice of suspension. The notice of

suspension shall specify the nature of the failure. In the event the Bidder does

not rectify the failure within the specified time prescribed, the VMC shall have the

right to terminate the Contract.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

K. General Provisions on Penalty

 All penalties/LD shall be deducted from the respective invoice (CAPEX milestone

payment or quarterly OPEX payment) at the time of processing payment, or

recovered from the PBG/Retention Money if the invoice value is insufficient.

 Penalty clauses shall not apply to delays/non-performance caused by Force

Majeure events (natural calamity, Act of God, government action, etc.) or due to

default/negligence on the part of the Client (e.g., power outage, site non-

availability, right-of-way issues).

 Imposition of penalty shall not absolve the Vendor of its obligation to

complete/rectify the deficient scope of work.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

9. FORCE MAJEURE

1. Force Majeure:

1.1 Force Majeure Event: A Force Majeure Event shall mean occurrence of any

of the events like acts of God, exceptionally adverse weather conditions,

earthquake, cyclone, flood, volcanic eruption or fire or landslide, strikes

or boycotts (other than those involving the Bidder or their respective

employees/representative or attributable to any act or omission of any of

them) interrupting supplies and services, an act of war, riot, terrorist or

military action, industry wide or state wide or India wide strikes or

industrial action which prevent execution of pick up stand / queue shed,

which prevent the Parties from performing its obligations under this

1.2 If the Bidder is rendered wholly or partially unable to perform its

obligations because of a Force Majeure Event, it shall be excused from

performance of such of its obligations to the extent it is unable to perform

on account of such Force Majeure Event only and not due to other reasons

1.3 The Bidder affected by a Force Majeure Event shall notify VMC in writing of

the occurrence of the Force Majeure Event as Soon as reasonably

practicable of its occurrence and the probable material effect that the Force

Majeure Event is likely to have on the performance of its obligations under

this Agreement.

2. Dispute Resolution :

(i) In the event of any dispute arising with regards to the terms & conditions or

interpretation of any clause of the agreement signed with the selected Bidder,

the “Municipal Commissioner, VMC” shall be the sole arbitrator under the

Indian Arbitration Act 1940 and whatever decision given by the “Municipal

Commissioner, VMC” shall be final and binding on both the parties.

(ii) Any dispute arises with regards to any terms and conditions of the agreement

signed with the selected Bidder; it shall be solely subject to the jurisdiction

of the Vadodara courts.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

3. Suspension and termination:

3.1 If the Bidder shall be in Breach of any of the tender conditions, VMC., shall

be entitled in its sole discretion and without prejudice to its other rights

and remedies including its right of Termination hereunder, to suspend all

or any of the rights of the Bidder including the Bidder's right. Such

suspension by VMC shall be by a communication in writing to the Bidder

and shall be effective forthwith upon the issue thereof to the Bidder.

3.2 If the Bidder makes remedy and rectify such cause, diligent then VMC

efforts to shall allow the Bidder reasonable time and opportunity for such

remedy or rectification.

3.3 The suspension of the rights of the Bidder by VMC pursuant to Clause

above shall be revoked by VMC forthwith upon the Bidder having remedied

the Breach during such suspension period to the satisfaction of VMC unless

in the meantime, the Bidder has been Terminated by VMC.

4. Damages for Breach of Agreement :

4.1 In the event of Bidder being in material default and such default is cured

before Termination, the Bidder shall pay to VMC as Damages, an amount

of ` 2,00,000/- (Two Lacs only) per month or for part thereof, till such

default is cured, in one instance within 30 (thirty) days of receiving the

4.2 In the event of the Bidder being in default in the due and faithful

performance of its obligations and failing to remedy such default within

the specified period, VMC shall be entitled to forfeit the performance

security and appropriate the same as damages for such default. Upon such

encashment and appropriation of the performance security, VMC shall

grant a period of 15 (fifteen) days to the Bidder to provide fresh

Performance Security and the Bidder shall within the time so granted

furnish to VMC such Performance Security failing which VMC shall be

entitled to Terminate this Agreement.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

10. MISCELLANEOUS

Execution of the Agreement: It shall be the responsibility of the Licensee to get the

Agreement executed on the non-judicial stamp paper of appropriate value under the

Indian Stamps Act 1899 and registered if required under law, at its own cost and

expenses under the Indian Registration Act

Standards: The services provided under the Contract between the VMC and the

successful Bidder on stamp paper shall conform to the standards mentioned in the

Technical Specifications. Where no applicable standards are mentioned, such standard

shall be the latest issued by the competent institution governing that standard.

Standard of Performance: The qualified bidder shall implement the work perform its

obligations under the Contract with due diligence, efficiency and economy in accordance

with generally accepted norms techniques and practices used in the industry.

Confidentiality: The qualified Bidder, their personnel and their contractors hereby

agree and undertake that during the term of the Contract, and thereafter, the Bidder

agrees as follows:

• To maintain as confidential all Information (hereinafter defined), using such high

degree of care as is appropriate to prevent any unauthorized use or disclosure,

• Not to disclose, directly or indirectly, in any manner whatsoever, any Information

• Not to make use of any Information which includes the results of any activities

performed by the Bidder or any other data garnered by the Bidder, in any

manner, directly or indirectly, for his own purposes or the benefit of anyone or

any other entity other than the VMC;

• That the Information is the sole property of the VMC and that all rights, title and

interest to the Information are held and owned by the VMC (and/or its affiliates)

and disclosure or obtaining or procurement of the Information by him does not

give him any rights or license as to the Information nor does it create any interest

in his favour in such Information.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Any proprietary or confidential Information, including but not limited to what is stated

above, relating to the tender document and/or Contract and/or VMC’s business or

operations shall be disclosed only with the prior written consent of VMC. For the

purposes of this tender document and the Contract, the term “Information” shall be

interpreted and construed as including any trade secret, technical information, know-

how or confidential, or proprietary information in the possession or control of the VMC,

whether such information pertains to the VMC or any third party and whether such

information are protected under any laws or not and shall include the following:

• any information relating to the VMC’s technology, processes, use of

materials, data, archives, resources of any nature whatsoever and in any

form whatsoever including inventions, discoveries, concepts, know-how,

trademarks, copyrights, techniques, designs, schematics, specifications,

drawings, diagrams, layouts, methods of processing and operational

• all information and other data that may be developed or designed by the

VMC and/or any of its affiliates;

• information that describes the VMC’s services, products and strategies,

including but not limited to, processes, research and experimental work

product administration and management;

• information relating to the VMC’s (and/or any of its affiliates) existing or

planned businesses or business initiatives, organization, marketing

activities and materials, reports, studies, organizational restructuring

plans, and financial information;

• confidential information and material of any third parties with which or

whom the VMC conducts business or in respect of which the VMC has

• any information, as described above, procured, obtained or contained in

any proposals, plans, information memoranda or correspondences

maintained by the VMC or provided to any personnel including the Bidder;

• any document, agreement, correspondences, letters, records, working

papers, specifications, lists of customers, lists of suppliers, drawings,

notes, studies, manuals, schedules, test results or other documents,

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

computer print-outs, computer readable information or emails relating to

the business of the VMC, whether internal or with any third party, which

are not available for public view;

• any other information pertaining to or related to the VMC or its affiliates,

associates or group companies, customers and suppliers, including, but

not limited to, information related to overseas operations, including

transaction processes, operations information.

• All ownership and Intellectual Property Rights in the confidential

information shall remain vested in the VMC.

• All passwords should be handed over to the Director (IT) or an officer who

will be responsible as and when he asks.

• The ownership of all passwords, hardware base locking system (if any

developed by the Bidder), keys will be solemnly of the Vadodara Municipal

Corporation. There will not be any right of the Bidder on it in any form.

Jurisdiction: The Bidder will not, unless otherwise provided in the Agreement, directly

or indirectly sell, transfer or assign sublet or otherwise part with the use whole or part

of sites and facilities under this agreement to any person or party in any manner

Waiver: The failure of either party to insist upon a strict performance of any of the

terms or provisions of this Agreement or to exercise any option, right or remedy herein

contained, shall not in future be construed as waiver or a relinquishment of such terms,

provisions, option, right or remedy but the same shall continue and remain in full force

and effect. No waiver by either party of any term or provision hereof shall be deemed

to have been made unless expressed in writing and signed by such party.

Modification of Agreement: Any modification/alteration to the terms and conditions

of the Agreement shall be made by mutual consent in writing to be effective and binding

In the event that any clause/s mentioned in the Agreement is held to be void or not

valid or not enforceable the said clause/s shall be deemed not to have been a part of

the Agreement and the existence of such clause/s shall not invalidate or nullify the

Agreement and it shall continue to be in force uninterrupted and be binding on the

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

parties hereto.

Supplier / Bidder’s Obligations

The Bidder is obliged to work closely with the VMC’s staff, act within its own

authority and abide by directives issued by VMC.

The Bidder will abide by the job safety measures prevalent in India and will free

VMC from all demands or responsibilities arising from accidents or loss of life the

cause of which is the Bidder’s negligence. The Bidder will pay all indemnities

arising from such incidents and will not hold VMC responsible or obligated.

The Bidder is responsible for managing the activities of its personnel and will hold

himself responsible for any misdemeanors.

The Bidder will treat as confidential all data and information about the VMC,

obtained in the execution of his responsibilities, in strict confidence and will not

reveal such information to any other party without the prior written approval of

In the event of any claim asserted by a third party of infringement of copyright,

patent, trademark or industrial design rights arising from the use of the Goods

or any part thereof in VMC’s country, the Bidder shall act expeditiously to

extinguish such claim. If the Bidder fails to comply and VMC is required to pay

compensation to a third party resulting from such infringement, the Bidder shall

be responsible for the compensation including all expenses, court costs and

lawyer fees. VMC will give notice to the Bidder of such claim, if it is made, without

The above Terms &Conditions of VMC are acceptable to us

Signature of the Authority of Bidder ________________

Seal/Stamp of the Company

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

11. SPECIFICATIONS

- Outdoor LED specifications

Parameter Minimum Specification Requirement

P4 Outdoor Die Cast Aluminum Cabinet

Pixel Pitch 4 mm ± 10% or better

LED Configuration RGB 3-in-1 SMD (1R1G1B)

Panel Weight ≤ 30 Kg / Panel or Lower

Life Span ≥ 100,000 Hours

Duty Cycle 24 × 7 ×

Operating Temp. -20°C to +60°C

Display Colors 4,398 Billion

Viewing Angle 140° ± 10° (Horizontal & Vertical)

Best Viewing Dist. ≥ 4 Metres

Frame Frequency ≥ 60 frames/sec

Refresh Frequency ≥ 3,840 frames/sec

Nits (Brightness) 5500/6000

Grayscale 14–16 bits per RGB channel

Driving Method Constant Current 1/10 Scan

IP Rating (Front) IP

IP Rating (Enclosure)

Mounting Wall Mount and/or Pole Mount

Connectivity Ethernet, HDMI, USB Port

LED Lamp SMD 1921 or higher

Luminance Control Multiple levels via central application

Auto Dimming Yes – from local sensor

Power-ON or on-demand health test (Glow/No-

Cables ISI certified marked cables

- BIS India (Indian address), CE (EN55035-2017 /

Certifications EN61000-3-3-2013 / 2014/30/EU - From OEM

Electromagnetic Compatibility) and EN

1. IP 65 Testing (IEC 0529:1989+AM1:1999)

2. Vibration Test (QM: 333:2010)

Product Note; OEM should submit all the Certificate

Certifications from NABL Accredited LAB before the date of

publishing of RFP. All test should be approved

by NABL for conducting in their lab."

Ingress Protection IP65 Front / IP65 Enclosure

 IP Rating -OEM should submit the IP Grading Certificate from NABL Accredited

LAB before the date of publishing of RFP.

 BIS Certifications - BIS India (Indian address), CE (EN55035-2017 / EN61000-

3-3-2013 / 2014/30/EU - Electromagnetic Compatibility) and EN

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

- HDMI Live video box with SIM 4G/5G Controller

Parameter Minimum Specification Requirement

Processor (CPU)

SoC Rockchip RK3568J-Industrial-grade SoC

CPU Core 4× Cortex-A55 @ 1.8 GHz, Quad-core ARM

1 TOPS , Supports INT8 / INT16 / FP16 / BFP16

mixed operation

VPU – Video Decoding (Hard)

VP8 Up to 1920×1088 @ 60 fps

MPEG-2 / MPEG-1

VPU – Video Encoding

Flash 32 GB eMMC

Power & Physical

Voltage Input DC 24 V (range: 9 V – 36 V)

Operating Temp. -40°C to +75°C

Dimensions 190 × 140 × 45 mm

Cooling Passive (fanless)

Net Weight 1.32 Kg

HDMI Live Video Controller

RS485 Minimum 2 ports

RS232 minimum 4 ports

Ethernet minimum 2 Gigabit port expandable up-to

DI (Digital In) 8 contact

DO (Digital Out) 6 (30 VDC / 3 A)

mSATA 1 (SATA 3.0 storage expansion )

1 (Supports storage expansion & OS image

4G mini PCIEslot EC200N / EC20 / EC25 / EG25

2 no USB 2.0 Host Compatible with TP, U-disk,

mouse, keyboard

RTC Timing accuracy: ±1 min/month

Buzzer Supported

Maintains Ethernet / 4G / Wi-Fi online for 5 s after

Super Capacitor

Debug Port RJ45 connector

 Supports multiple interface like TCP/IP, Fiber Optic, Wireless 4G, Serial RS232 & Front Panel

Parameter Minimum Specification Requirement

ETHERNET Gigabit Ethernet port

Wi-Fi AP Wi-Fi antenna port

HDMI IN HDMI 1.4 input

LEDOUT Output Ethernet port

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

PWR Power input

- 18U Outdoor IP65 Junction Box with Fan Filter

ITEM DESCRIPTION

DK AE Wall Mount Enclosure - 600W X 18U X 600D with rain canopy and

Enclosure should be Compatible as per Site Requirement

Enclosure Should be Dust and Water Protected

Enclosure should be with Proper Cooling Arrangement

Enclosure should be with Double Lock Protection

Enclosure Should be With Tamper Alarm Protection

Supply Includes:

1. Front Sheet Steel Door with cam lock arrangement.

2. Sides with cutout for fan filter & outlet filter as per standard

230V AC Fan, 90 CFM with 1 Mtr. long cable.

Hose Proof Hood

1U cantilever shelf

19" mountable socket strips with 6 Nos. of 5A universal sockets with 2 Mtr

long power chord.

1U 19" horizontal Cable manager

Wall mounting brackets (pack of 4)

Captive hardware (pack of 20).

 The Selected Bidder should design and install an integrated Power Supply Distribution Board

(PSDB) inside the outdoor junction box for safe and efficient power distribution to both

internal components (e.g., network equipment’s, power strip, fans) and external devices

(e.g., LED display, LED controller, outdoor speaker).

 The board should include appropriately rated MCBs, RCCBs, DIN rail mounting. Proper

earthing/grounding terminals must be included, and wiring shall be complying with relevant

BIS/IEC standards.

 All required safety protections, cable terminations, and structured layout shall be the

responsibility of the Selected Bidder.

- Speaker (200W)

Parameter Minimum Specification Requirement

Power RMS Program 200 W

Freq. Resp. 45-20000 Hz

Nominal Imp. 8 Aum

SPL 1W/1m 97 Db

Dim. (mm) W510xH655xD405

- Amplifier (AC and 24 W DC operation, 250Watts, 6 Mic and 2 Aux inputs)

Parameter Minimum Specification Requirement

Power Output 25W RMS at 10% THD/ 300 W RMS Max

Input Channels Mic: 6XMic 0.65mV/4.7kAum

Aux: 2XAux 100mV/470kAum

Line: 1X Line 1V/50kAum

Freq. Resp. 50-15000 Hz +- 3dB

Tone Controls Bass +- 10dB at 100 Hz Treble +- 10dB at 10kHz

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Speaker Output 4 Aum, 8 Aum, 70V & 100V

Digital Player MP3 Player with USB, SD, MMC Card Reader,

Bluetooth and remote control

Dim/Wt. W450XH160XD340 mm/ 16.0 Kg

- LED P4 Cloud Base Software

Minimum Specification Requirement

User Management

Role-based access control

Overview of all active LED displays (map or list view)

Real-time status of each screen (online/offline, last sync)

Content currently playing on each display.

Display Management

Add/Edit/Delete display units with metadata (location, size,

orientation, resolution, etc.)

Grouping of displays for collective operation

Assigning content to single or multiple displays

Scheduling display ON/OFF times

Content Management Upload content: -

Supported file formats: JPEG, PNG, MP4, AVI, PDF, PPT, etc.

Content preview before publishing

Schedule content by:

o Time and date range

Ability to push live video feeds (e.g., RTSP/RTMP URL)

Content Playback Monitoring

Real-time confirmation of what content is being displayed

Screenshot capture or proof-of-playback log

Screen Layout Designer Module:

Drag and Drop Interface

Multiple Content Zones

Audit Trail & Logging:

System-wide audit log of:

Content uploads/edits

Display assignments

User logins/actions

o Logs must be exportable (Excel and PDF).

Reports and Analytics:

Usage reports (e.g., number of content plays, duration, by screen or

Player startup and shutdown times logs

Device uptime/downtime logs

o Exportable reports (PDF/Excel)

Multi-language support (English, Gujarati, etc.)

o Unicode text input support

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

- Pole and structure

Minimum Specification Requirement

Type: RCC foundation with pedestal per structural design.

Wind Load The structure shall be capable of withstanding wind

Consideration: speeds as per gio-location

Foundation dimensions shall be determined

according to the structural design calculations for

stability and wind load resistance.

Concrete Minimum M25 grade RCC with adequate

Grade reinforcement as per structural engineer’s design.

High tensile galvanized anchor bolts embedded in

the foundation as per approved structural drawings.

Curing shall be carried out for a minimum period of

Provision for underground conduits/cable entry

Cable Ducts: sleeves shall be included in the foundation for

electrical and network cabling.

Foundation shall be integrated with proper

earthing/grounding systems to ensure equipment

The Selected Bidder shall be responsible for the

complete installation and fabrication of support

structures required for ODDB, including but not

Supply, fabrication, and erection of Single Pole or

Pole Dual Pole structures as per approved design and

site requirements;

The poles used for mounting display shall be

fabricated using MS (Mild Steel) or equivalent high-

strength materials, duly treated for corrosion

resistance (e.g., hot-dip galvanization or powder

The shape of the pole used for mounting Display

shall be Round /Square /polygonal pole depending

on the structural stability, pole height, wind load

calculations, and site-specific conditions.

Ensuring structural stability and compliance with

applicable wind load, seismic, and safety standards.

All poles and structural frames shall be finished in

black metallic or any other uniform color as

Color approved by VMC, to maintain visual consistency,

aesthetic appeal, and alignment with the overall

urban design standards.

ACP Sheet On border of LED screen

Wind ≥ 140 km/h (Cyclone rated) - Structural certificate from

Resistance Govt. engineer

Ladder on structure; pad lock/key access

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

(a) Design and construct a robust RCC (Reinforced Cement Concrete)

foundation suitable for the pole structure, based on the site-specific

conditions, height of the pole, wind load calculations, and weight of the

mounted equipment. The foundation shall be designed and executed in

accordance with relevant BIS/IS codes.

(b) The Selected Bidder shall be responsible for the complete installation

and fabrication of support structures required for ODDB, including but

not limited to:

• Supply, fabrication, and erection of Single Pole or Dual Pole

structures as per approved design and site requirements;

• The poles used for mounting ODDB shall be fabricated using MS

(Mild Steel) or equivalent high-strength materials, duly treated for

corrosion resistance (e.g., hot-dip galvanization or powder

• Execution of civil foundation works including excavation,

concreting, and proper alignment of poles;

• Ensuring structural stability and compliance with applicable wind

load, seismic, and safety standards;

• Integration of display mounting frames and brackets, fabricated to

securely hold LED displays of varying sizes and weights.

(c) All fabrication and installation work must be carried out under the

supervision of qualified personnel and in accordance with standard

engineering practices and the approved structural design.

(d) The Selected Bidder shall be responsible for painting all installed poles

and fabricated structures as part of the initial installation, using

weather-resistant, anti-corrosive paint suitable for outdoor use.

(e) Use only the paint type and color scheme approved by the VMC

Authority at the time of initial painting and repainting.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

SOR Declared by VMC

Note: (Rate should be inclusive of all the taxes, VMC may ask for bifurcation)

Srl. Description Configuration Qty.

Base Amount in Rs./Unit

P4 Outdoor 960mm x 960mm LED Display

A.1 with Die-Cast Aluminum Cabinet (± 10% size 1

tolerance), all taxes included

IP65 or Higher Junction Box

HDMI Live Video Box with SIM-based 4G

Timer with Contactor 1

ELCB 63A Switch

Software (3D-enabled Content Management

Foundation for LED Panel on Pole (6-10

Foundation for LED Panel on Pole (12-18

Foundation for LED Panel on Pole (20-24

Foundation for LED Panel on Pole (26-32

Foundation for LED Panel on Pole (34-40

Wall mount structure for LED Panel on Wall

(Rate for 960mm x 960mm)

Amplifier (250W) - Optional 1

Speaker (200W) - Optional 1

Speaker Stand - Optional

Set Top Box - Optional 1

Galvanized Pole Per Mtr (for height

A.17 increase/decrease as per site requirement) - 1

* Above all includes 5 year CAMC, On Site Support and warranty for SW and HW

Proposed Planning of LED size

No. of LED Approx. Qty.

LEDs with foundation 25-30

* Actual Based On Space/Requirement & Rate/Budget

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

a. On Item 7-12 (Foundation): Rate must include foundation with pole(s),

chassis/cage, underground and over-ground structure. The bottom edge of the

LED display must be at a minimum height of 13 ft. from ground level (subject to

site-specific variation); foundation design and depth/height of pole must be

computed accordingly and included in the quoted rate.

b. Above all includes 5 year CAMC, On Site Support and warranty for SW and HW

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

FINANCIAL BID FORMAT

Price Bid should be in Percentage rate format

Percentage Rate

Sr. No. Description

1 Supply & Installation of P4 Outdoor LED display

infrastructure and accessories with different

sizes(As declared in SOR of Annexure-A) (Rate To be filled online on

should be inclusive of all the taxes, VMC may ask https://tender.nprocure.com

for bifurcation)

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

FORMAT FOR LETTER OF AUTHORISATION

The Director-IT,

Vadodara Municipal Corporation,

Information Technology Department

Khanderao Market Bldg., Palace Road,

Vadodara-390001

Shri ________________________________ domiciled at __________ (Address),

acting as_________________________ (Designation and name of the firm), and

whose signature is attested below, is hereby authorized on behalf of to negotiate and

settle terms and conditions, finalize, approve, sign and execute Agreements,

Documents, Endorsements, Writings etc. as may be required by VMC for the work of

"Supply & Installation of P4 Outdoor LED display infrastructure and accessories with

different sizes" and is hereby further authorized to sign and file relevant documents

in respect of the above.

(Attested Signature of Shri ______________________)

Name of the Designated Person

Signature of the authorized Person

Name of the Prospective Bidder/Leader

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Anti-Blacklisting Certificate

(On a Stamp Paper of relevant value)

address of the registered office) hereby certify and confirm that we or any of our

promoter/s / director/s are not barred by Government of Gujarat (GoG) / any other entity

of GoG or blacklisted by any state government or central government / department /

agency in India from participating in Project/s, individually as on the _______-(Bid

submission Date). Rejection in case any material misrepresentation is made or discovered

with regard to the requirements.

We further confirm that we are aware that our Application for the captioned Project would

be liable for of this Tender at any stage of the Bidding Process or thereafter during the

agreement period. Dated this ______Day of ____________

Name of the Bidder

Signature of the Authorized person

Name of the Authorized Person

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Format for Manufacturer’s Authorization Form (MAF)

The Director (IT)

Vadodara Municipal Corporation

Khanderao Market, Vadodara –

Ref.: Tender No.: __________ Dated: ____

Subject: Manufacturer’s Authorization for Supply & Installation of P4 Outdoor LED

Displays of Different Sizes including Civil, Electrical & Allied Works with Five (05) Years

Comprehensive Annual Maintenance Contract (CAMC).

We, __________________________, having our registered office at

____________________________________________, are the Original Equipment

Manufacturer (OEM) of the products/equipment mentioned below.

We hereby authorize M/s __________________________, having its registered office

commission, integrate, and provide warranty and support services for our

products/equipment under the above-mentioned tender.

We further confirm and undertake the following:

1. The bidder is duly authorized by us to supply, install, commission, and provide support

services for our products/equipment for this tender.

2. We shall provide back-to-back technical support, firmware updates, software updates,

spare parts, and warranty support for the entire contract period, including the Five (05)

Years CAMC period.

3. We confirm that the products/equipment proposed under this tender are genuine, new,

and are not End-of-Life (EOL) or End-of-Support (EOS) as on the date of bid submission.

4. We undertake to support the quoted products/equipment for a minimum period of Five

(05) Years for the entire contract period.

5. In the event of discontinuation of any product during the contract period, we shall

provide equivalent or higher specifications products and support without any additional

cost implication to VMC.

6. We further undertake to provide all necessary technical assistance to the Successful

Bidder and Vadodara Municipal Corporation to ensure successful implementation,

operation, and maintenance of the solution.

Supply & Installation of P4 Outdoor LED Displays of Different Sizes including Civil, Electrical &

Allied Works with 5 Years Comprehensive Annual Maintenance Contract (CAMC).

Name of Proposed Make OEM

Product/Equipment & Model Warranty

Yours faithfully,

(Original Equipment Manufacturer)

Authorized Signatory

Business Address:

Authorized Signatory

Business Address: