RFP for Supply, Installation, Testing, Commissioning of GPS Vehicle Tracking Device with Fuel Level Sensor combo including Operation and Maintenance of vehicle tracking & Fuel Monitoring system software and Hardware for the period of 05 years.

2. BoQ Bill of Quantity

3. CPU Central Processing Unit

4. GST Goods & Service Tax

5. DD Demand Draft

6. EMD Earnest Money Deposit

7. IT Information Technology

8. LoI Letter of Intent

9. SLA Service Level Agreement

10. SMC Surat Municipal Corporation

11. SP Service Provider

12. OEM Original Equipment Manufacturer

13. RFP Request For Proposal

14. WO Work Order

15. NDA Non-Disclosure Agreement

16. GIS Geographical Information System

17. GPS Global Positioning System

18. VTMS Vehicle Tracking & Monitoring System

19. ICCC Integrated Command & Control Center

20. UAT User Acceptance Test

SURAT MUNICIPAL CORPORATION

MUNICIPAL WORKSHOP

Notice for Inviting Tender

Tender (Online) Invitation Notice:

Notice:ACE/Workshop/06/2026--2027

The Tender for are invited online on https://smctender.nprocure.com as per

ing details and schedule.

Wo. Name of Work 1. Estimated Amount (Rs.)

3. Tender Fee(Rs.)

4. Class of Contractor

01 RFP for Supply, Installation, Testing, 1. 3,51,00,000/-

Commissioning of GPS Vehicle Tracking Device 2. 3,51,000/--

with Fuel Level Sensor combo including

Operation and Maintenance of vehicle tracking 7080/-

& Fuel Monitoring system software and As mentioned in the tender.

Hardware for the period of 05 years.

Schedule of Tendering:

Downloading of Tender document From14/08/2026 to 05/09/2026

On line submission (Last Date) Up to 05/09/2026 till 18:00 Hour.

Submission of Technical Bid, Tender fee, From 07/09/2026 to 14/0

EMD, and other documents etc. in hard To, Chief Accountant, SMC Tapi bhavan,

copy. Muglisara, Surat by RPAD / Speed Post only.

Probable Opening of Tender – 05/09/2026 18.01 hrs. onwards

Pre Bid Email Query Upto 29/08/20265/12/2025

Email ID:[email protected]

[email protected]

 Bidders shall have to mention th

thee name and address of Tenderer, tender notice number,

name of work and last date of submission on the main cover of hard copy submitted. Surat

Municipal Corporation shall not be responsible for any postal delay.

 Bidders have to submit price bid in electron

ic format only on

https://smctender.nprocure.com website till the last date & time for submission.

 Price bid in physical form shall not be accepted in any case.

 The Surat Municipal Corporation (S.M.C) reserves the right to accept or reject any or all the

tender to be received without assigning any reasons thereof.

 Any clarifications or if training required for participating in online tender, they can visit the

https://smctender.nprocure.com which is a website of “(n) Code solutions- A division

 Tender Notice Details are on website www.suratmunicipal.gov.in/tenders of Surat

Municipal Corporation.

Add. City Engineer

Surat Municipal Corporation

Municipal Workshop

Workshop(Surat Municipal Corporation)

SURAT MUNICIPAL CORPORATION

MUNICIPAL WORKSHOP

Important information of tender:

1. Tender Notice (On line) No. ACE/Workshop/06/2026--2027

3. Estimated Cost of tender Rs. 3,51,00,000/-

4. Name of work RFP for Supply, Installation,

Installatio Testing, Commissioning

of GPS Vehicle Tracking Device with FuelFue Level

Sensor combo including Operation and

Maintenance of vehicle tracking & Fuel Monitoring

system software and Hardware for the period of

5. Tender documents fees per set Rs.7080/-with GST

6. Tender documents fees per set is In the form of Cross Demand Draft / Pay order of

payable Nationalized Bank / Schedule bank (As per bank list

mentioned in Annexure--VIII of this tender only)

drawn in favor of the “Commissioner, Surat

Municipal Corporation” payable at Surat.

7. Tender Fees and EMD in Hard copy to The Chief Accountant, Accounts Department,

be submitted to SURAT MUNICIPAL CORPORATION,

TapiBhavanMugalisara,Surat.

8. By: Speed Post/Registered Post only

9. Tender Cover to be sup

superscribed with: Tender Notice No., Due Date, Name of Work,

Name of Tenderer with Address.

10. Tender guarantee [Earnest Money Rs.3,51,000.00

Executive Engineer,

Municipal Workshop,

Surat Municipal Corporation.

Seal and Signature of Bidder

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop

Workshop(Surat Municipal Corporation)

SURAT MUNICIPAL CORPORATION

MUNICIPAL WORKSHOP

Important notes for on line tender submission:

 PRICE BID shall be submitted in electronic format only

 Price bid in physical form shall not be accepted in any case. In ccase

ase of submitting price bid

in physical condition or in case of providing any type of indication of quoted price, the

bidder shall get disqualified.

 Soft copy of technical bid as per IT

IT-05 and IT-06

06 shall also be submitted online only.

Submission of technical

ical bid in hard copy shall lead the bidder to disqualification.

However, bidders should fill all required details mentioned in technical bid before

 Further, all other supportive and qualifying documents shall also be submitted online in

soft copies. Affidavits and Undertaking are required to be submitted in hard copy as well

as upload online.

 Only E.M.D., Tender fees, affidavit and Undertaking

ndertaking are required to be submitted in sealed

cover within the stipulated time limit. Indicate on the sealed envelope Tender Notice no.,

Name of the Work, Name of the Department, Name and Address of the tenderer and last

date of submission.

 Primary assessment of the tenders shall be carried on the basis of the qualifying and other

supportive documents submitted by the bidder online.

 Acceptance of the tender shall rest with the Competent Authority, who does not bind

himself to accept the lowest and reserves the right to reject any or all quotations /

tenders, and noreasonsshall be given for acceptance or rejection thereof. The Tenderer,

whose tender is accepted, shall have to enter into regular Contract and abide by all the

conditions of the tender.

 Surat Municipal Corporation shall not be responsible for any postal delay in submission of

hard copy of tender or slo

sloww working of the website for online submission. Hence, bidders

are advised to fill tender well in time.

Executive Engineer,

Municipal Workshop,

Surat Municipal Corporation.

Seal & Signature of the bidder

1. Introduction

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

1.1 ABOUT SURAT

Located in western part of India in the state of Gujarat, Surat is referred as the silk city and the

diamond city. It has the most vibrant present and an equally varied heritage of the past. Surat is

also known as economic capital of Gujarat and is having one of the highest growth rates

amongst Asian cities. As per the Census 2011, it is the eighth largest city in the country with

population of 4.48 million. On the scale of population growth, Surat is the fastest growing city in

Asia and holds 4th rank in the world. On the economic front, Surat holds top most position with

highest per house-hold income in the country.

1.2 About Surat Municipal Corporation

Surat Municipal Corporation is a local self-government which has come into being under the

Bombay Provincial Municipal Act, 1949. It carries out all the obligatory functions and

discretionary functions entrusted by the BPMC Act, 1949. It became one of the first municipalities

of India in 1852 AD, and a municipal corporation in

The administration of SMC with the help of the people and elected members of the city has

transformed Surat to one of the cleanest cities of India. SMC has taken all necessary steps to

make the city a better place to live with all amenities. SMC has taken up many path breaking

initiatives and these efforts have been acknowledged at national and international level.

Municipal Workshop Department in SMC performs the following:

1. To procure vehicles/machineries in line with the demands raised by various zones.

2. To procure specialized vehicles/machineries for specific purpose like sewer jetting machines,

gulper machines, etc.

3. To undergo preventive and breakdown maintenance of various vehicles/machineries of SMC

either in house or through third party agencies whom work is allotted.

2. Project Background

Surat Municipal Corporation is responsible for providing basic amenities to the citizens. Surat

Municipal Corporation has a large fleet of around 1400 vehicles ranging from LMV, MGV, HGV,

Case rollers, TIppers, Excavators, sewer jetting machines, cess pool tankers, gulper machines

2.1 Existing Process

a) At present only GPS tracking device is installed in around 400 number of vehicles which

incorporates various SMC owned and Contractual Vehicles and special dedicated vehicles.

b) Surat Municipal Corporation has a dedicated ITMS dashboard/website with

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

https://smcitms.in/avls/index.php/DeptDashboard.

3. Project Objectives and Scope of Work

Definition – GPS + Fuel Sensor Combo: The term “GPS + Fuel Sensor Combo” refers to an

integrated functional solution comprising a GPS/VTS tracking device and one or more fuel-

level sensors installed in the vehicle and interfaced with the tracking platform. The GPS

device and fuel sensor may be physically separate devices, provided they operate as one

integrated solution and all required data is available on the centralized VTS/FMS

3.1 Primary Objective:-

The primary objectives of implementing the Integrated Vehicle Tracking System (VTS) and Fuel

Monitoring System (FMS) are as follows:

3.1.1 Real-Time Vehicle Tracking and Monitoring

To monitor the real-time location, movement, operational status and availability of SMC

vehicles and mobile assets through GPS/GNSS-based tracking, thereby improving fleet visibility,

operational control and vehicle productivity.

3.1.2 Centralized Fleet Monitoring

To provide a centralized platform through the existing Integrated Command & Control Centre

(ICCC) for monitoring vehicles belonging to different SMC departments, divisions, locations and

operational categories through a common dashboard.

3.1.3 Fleet UtilisationOptimisation

To monitor actual vehicle utilisation, distance travelled, operating hours, idle time, trip

frequency and vehicle availability and identify under-utilised, idle or excessively utilised vehicles

for better deployment, reassignment and resource optimisation, including the potential

reduction of dependence on rented/vendor vehicles.

3.1.4 Route Monitoring and Optimisation

To monitor actual vehicle routes against planned or authorised routes, identify route deviations

and support efficient route planning and allocation for reducing unnecessary vehicle

movement, travel time and fuel consumption.

3.1.5 Geo-Fencing

To create configurable geographical zones/geofences for SMC offices, workshops, depots, fire

stations, water works, other designated municipal locations, project sites and other designated

locations and generate automated alerts whenever a vehicle enters or exits such zones or

remains within a zone beyond a predefined duration.

3.1.6 Fuel Level Monitoring

To continuously monitor the fuel level of vehicles through suitable fuel-level sensors and

provide real-time, periodic and historical fuel-level information through the centralized

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

3.1.7 Fuel Filling Validation

To electronically record and validate fuel-filling events by correlating fuel-level sensor data with

the vehicle's GPS location, date/time and vehicle movement. The system shall facilitate

identification of whether a reported fuel filling event is consistent with the actual increase in

fuel level and shall support detection of discrepancies between fuel issued/recorded and actual

fuel added to the vehicle.

3.1.8 Fuel Theft and Fuel Drainage Detection

To detect and report abnormal or unauthorized reduction in fuel level, including sudden fuel

drops, fuel theft, fuel drainage, siphoning or other unexplained fuel losses. The system shall

support configurable thresholds and generate alerts for abnormal fuel-level reduction events.

3.1.9 Fuel Consumption Monitoring

To monitor vehicle-wise fuel consumption and analyse fuel usage in relation to distance

travelled, operating hours, engine running time and vehicle utilisation.

3.1.10 GPS–Fuel Correlation

To correlate GPS-based vehicle movement and operational data with fuel-level sensor data to

establish the relationship between vehicle movement, distance travelled, operating hours,

stoppages and fuel consumption.

The system shall assist in identifying abnormal fuel consumption patterns, including cases

where fuel consumption is inconsistent with the actual distance travelled or operating

conditions of the vehicle.

3.1.11 Fuel Consumption Analytics and Exception Reporting

To provide vehicle-wise, department-wise, division-wise, vendor-wise and fleet-level analysis of

fuel consumption and generate exception reports for vehicles showing unusually high or low

fuel consumption compared with predefined benchmarks or historical performance.

3.1.12 Idling Analysis and Monitoring

To identify and monitor excessive vehicle idling and unnecessary engine running. The system

shall provide configurable idle-time thresholds and generate alerts/reports for vehicles

remaining stationary with the engine running beyond the prescribed duration.

Idling analysis shall assist SMC in reducing unnecessary fuel consumption, emissions, engine

wear and operating costs.

3.1.13 Driver Behaviour Monitoring

Where supported by the installed GPS tracking device or vehicle interface, the system shall

facilitate monitoring of driving behaviour including over-speeding, harsh acceleration, harsh

braking, excessive idling and other configurable driving events.

3.1.14 Unauthorised Vehicle Movement

To identify vehicle movement outside authorised operating hours, routes or geographical areas

and generate automated alerts to the designated officials.

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

3.1.15 Trip and Journey Management

To maintain complete electronic trip history including trip start and end time, distance travelled,

route followed, stoppage duration, trip duration, destination and other relevant operational

3.1.16 Departmental Activity Monitoring

To enable concerned departments to verify whether vehicles assigned for specific municipal

activities are operating in the intended geographical areas and during the prescribed

operational periods.

3.1.17 Vendor Vehicle and Contract Monitoring

For vendor/rented vehicles, the system shall facilitate verification of actual vehicle deployment,

operating hours, kilometres travelled, geographical presence, trip details and other contractual

performance parameters.

3.1.18 Vendor Billing Verification

The system shall facilitate verification of vendor bills/claims by providing electronically recorded

information relating to vehicle deployment, kilometres travelled, operating hours, trips, fuel

consumption and other measurable parameters specified in the applicable contract/SLA.

The system shall assist SMC in identifying discrepancies between vendor-submitted claims and

system-generated operational records before processing of payments, wherever such

parameters are contractually applicable.

3.1.19 SLA Monitoring and Compliance

The system shall support monitoring of applicable Service Level Agreement (SLA) parameters

for outsourced/vendor-operated vehicles and services, including vehicle availability,

deployment, operating hours, response time, route adherence, attendance/deployment and

other measurable service parameters.

3.1.20 Emergency Response Monitoring

For Fire & Emergency Services and other critical municipal services, the system shall facilitate

rapid identification of available vehicles, real-time location monitoring, route visibility and

operational coordination to improve response time.

3.1.21 Vehicle Breakdown and Operational Exception Monitoring

The system shall provide suitable alerts for prolonged stoppage, abnormal inactivity,

communication failure and other configurable operational exceptions. Where supported by the

vehicle/device interface, the system may also provide relevant vehicle-status information.

3.1.22 Maintenance and Vehicle Usage Monitoring

The system shall facilitate monitoring of distance travelled, engine operating hours and other

usage parameters for supporting preventive maintenance schedules and maintenance-related

3.1.23 Centralized Vehicle and Document Management

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

To maintain a centralized digital database of vehicles and associated information including

registration details, department, vehicle category, assigned location, insurance, PUC, fitness

certificate, permit, tax, contract details and other applicable documents.

3.1.24 Automated Document Expiry Alerts

To provide automated alerts and reminders for expiry/renewal of insurance, PUC, fitness

certificates, permits, tax, contracts and other statutory or departmental documents.

3.1.25 Device Tamper Detection

The system shall support detection and reporting of unauthorized tampering, disconnection,

removal, power interruption or other abnormal conditions affecting the GPS tracking device

and/or fuel monitoring equipment, to the extent technically supported by the proposed

Suitable alerts shall be generated for device tampering, power disconnection, communication

interruption and restoration of connectivity.

3.1.26 GPS/Device Connectivity Monitoring

To continuously monitor the communication status of installed GPS and fuel-monitoring

devices and identify vehicles/devices that are offline, not transmitting data or experiencing

prolonged communication interruptions.

The system shall generate configurable alerts for prolonged loss of communication and shall

record the duration and time of such communication failures.

3.1.27 Data Recovery and Synchronisation

Where communication is temporarily unavailable due to network or connectivity issues, the

system should support appropriate data buffering/storage and subsequent synchronization of

recorded data upon restoration of communication, subject to device capability.

3.1.28 Reduction of Manual Intervention

To minimize dependence on manual registers, vehicle logbooks and manually prepared fuel-

consumption records by automatically capturing vehicle movement, fuel events and

operational data wherever technically feasible.

3.1.29 Transparency and Accountability

To establish a transparent and auditable system for vehicle deployment, movement, utilisation

and fuel consumption, thereby reducing the possibility of manipulation of manual records and

improving accountability of concerned personnel.

3.1.30 Audit Trail

The application shall maintain an appropriate audit trail of system activities, including user

login/access, important configuration changes, vehicle assignment changes, alert

acknowledgement, data modifications and other critical administrative activities.

The audit trail shall assist SMC in reviewing system usage, investigating discrepancies and

maintaining administrative accountability.

3.1.31 Historical Data and Analytics

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

The system shall maintain suitable historical records of vehicle movement, fuel levels, fuel filling

events, fuel consumption, trips, idling, alerts and other relevant parameters for the period

specified by SMC.

The system shall provide historical analysis and trend reports to identify recurring

abnormalities, changes in fuel consumption, vehicle utilisation patterns and departmental

3.1.32 Comparative Fleet Analytics

The system shall provide comparative analytics at vehicle-wise, department-wise, division-wise,

vehicle-category-wise, vendor-wise and fleet-wide levels to assist SMC in identifying high-

performing and under-performing vehicles and operational units.

3.1.33 Management Information System (MIS)

To provide management with comprehensive dashboards, KPIs, graphical analysis and detailed

reports covering vehicle utilisation, fuel consumption, fuel abnormalities, idling, route

adherence, vendor performance, SLA compliance and other relevant fleet parameters.

3.1.34 Exception-Based Monitoring

The system shall provide exception-based monitoring so that supervisory and management

personnel can focus on abnormal events rather than continuously monitoring every vehicle.

Configurable alerts shall include, but not be limited to:

1. Sudden fuel drop

2. Fuel theft/drainage

3. Abnormal fuel consumption

4. Fuel filling event

5. Fuel filling discrepancy

6. Excessive idling

7. Over-speeding

8. Route deviation

9. Geofence entry/exit

10. Unauthorised vehicle movement

11. Unscheduled/prolonged stoppage

12. Vehicle operation outside authorised hours

13. Prolonged vehicle inactivity

14. GPS/device communication failure

15. Device tampering/disconnection

16. Power interruption

17. Restoration of device connectivity

18. Other configurable operational exceptions

3.1.35 Role-Based Access Control

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

To provide role-based access to authorised users such as ICCC operators, Vehicle Supervisors,

Assistant Engineers, Department Heads, Divisional Heads, administrators and other designated

Access to vehicles, dashboards, reports, configurations and administrative functions shall be

controlled according to the user's assigned role and jurisdiction.

3.1.36 Centralized ICCC Integration

The proposed VTS/FMS application shall be capable of integration with SMC's existing

Integrated Command & Control Centre (ICCC) and associated monitoring infrastructure.

The solution shall provide appropriate mechanisms for displaying real-time vehicle location,

status, alerts and other relevant information through the ICCC, wherever required by SMC.

3.1.37 API and System Integration

The proposed system shall provide secure and documented APIs/web services or other

standard integration mechanisms to facilitate integration with SMC's existing and future IT

applications, ICCC, dashboards, departmental applications and other approved systems.

The API architecture should support, as applicable, exchange of vehicle master data, GPS

location, vehicle status, fuel level, fuel events, alerts, trip information and other relevant data.

3.1.38 Data Export and Reporting

The system shall provide authorized users with facilities for generating, viewing, downloading

and exporting reports in commonly used formats such as PDF, Excel/CSV or other formats

specified by SMC.

3.1.39 Fleet Cost Optimisation

The system shall assist SMC in reducing fleet operating costs through improved vehicle

utilisation, fuel monitoring, reduction of fuel wastage, reduction in excessive idling, route

optimisation and better deployment of owned and rented vehicles.

3.1.40 Vendor Performance Assessment

The system shall provide objective operational data for evaluating vendor performance, vehicle

availability, deployment, kilometres, operating hours, route compliance and other applicable

contractual parameters.

3.1.41 Data Security and Access Control

The solution shall ensure secure transmission, storage and access of vehicle and operational

data through appropriate authentication, authorization, role-based access control, audit

logging and other suitable information-security mechanisms.

3.1.42 System Availability and Reliability

The system shall be designed to provide reliable and continuous monitoring and shall

incorporate suitable mechanisms for handling GPS/network interruptions, device connectivity

failures and restoration/synchronisation of data after communication is re-established.

3.1.43 Scalability to 1,400+ Vehicles

The proposed solution shall be scalable and capable of supporting SMC's existing fleet as well

as future expansion to at least 1,400 vehicles/mobile assets, or such higher number as may be

required by SMC during the contract period.

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

The scalability shall include the capability to accommodate additional GPS devices, fuel-level

sensors, users, departments, geofences, historical data, reports, alerts and integrated systems

without requiring fundamental modification or replacement of the core application.

3.1.44 Future Technology and System Expansion

The architecture shall permit incorporation of additional fleet-management features, sensors,

vehicle interfaces, dashboards, analytical modules and integrations in the future, as required by

3.1.45 Data-Driven Decision Making

To provide reliable, consolidated and actionable data to SMC management for fleet planning,

budgeting, vehicle procurement/replacement, vehicle hiring/renting, route planning, fuel

budgeting, deployment and operational decision-making.

3.1.46 Improved Operational Efficiency and Public Service Delivery

The overall system shall assist SMC in improving vehicle availability, productivity, response time,

fuel efficiency, accountability and service delivery while reducing avoidable operating

expenditure, fuel wastage and inefficient utilisation of municipal resources.

3.2 OVERALL PROJECT GOAL

The overall goal of the project is to establish a centralized, integrated, scalable, technology-

driven and transparent Vehicle Tracking and Fuel Monitoring ecosystem for SMC.

The proposed solution shall integrate GPS/GNSS Vehicle Tracking, Fuel Level Monitoring , Fuel

Filling Validation , Fuel Theft/Drainage Detection , GPS–Fuel Correlation , Geofencing, Route &

Trip Monitoring , Idling Analysis, Vendor/SLA Monitoring , Device Health Monitoring , Alerts

,Compliance Management , Historical Analytics ,MIS Dashboards and ICCC/API Integration into

a single dedicated application.

The system shall enable SMC to transition from a predominantly manual and reactive fleet-

management approach towards a real-time, data-driven, preventive, transparent and

accountable fleet-management model.

The system shall ultimately assist SMC in:

1. Minimising fuel theft, leakage and wastage;

2. Validating fuel filling and consumption;

3. Improving vehicle and fleet utilisation;

4. Reducing unnecessary idling and vehicle movement;

5. Improving route planning and operational efficiency;

6. Monitoring vendor/rented vehicle deployment and SLA compliance;

7. Supporting verification of vendor bills/claims;

8. Improving emergency response and service delivery;

9. Reducing manual intervention and scope for manipulation;

10. Providing transparent and auditable fleet operations;

11. Enabling data-driven managerial decision-making; and

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

12. Establishing a scalable platform capable of supporting 1,400+ vehicles and future

expansion of SMC's fleet.

3.3 SCOPE OF WORK

3.3.1 Broad Scope of Work

The broad scope of work shall include the design, development/provisioning, supply, installation,

integration, configuration, commissioning, operation, maintenance and comprehensive support

of an end-to-end Integrated Vehicle Tracking System (VTS) and Fuel Monitoring System (FMS),

including all required hardware, GPS/GNSS tracking devices, fuel-level sensors,

communication/SIM connectivity, servers, storage, software/application, database, GIS, mobile

applications, APIs, dashboards, reports, alerts, training, technical support and other components

necessary for successful implementation of the solution.

The successful bidder shall be responsible for delivering a complete end-to-end working solution

and shall not restrict its responsibility only to supply and installation of hardware/software. All

hardware, software, accessories, cabling, connectors, mounting arrangements, communication

components, integration components and other items necessary for proper functioning of the

system shall be within the scope of the bidder.

The broad activities shall include, but not be limited to, the following:

1. Supply, installation, configuration, integration, testing, commissioning and comprehensive

maintenance of GPS/GNSS-based Vehicle Tracking Devices in all vehicles identified by

2. Supply, installation, configuration, calibration, integration, testing, commissioning and

comprehensive maintenance of Fuel Level Monitoring Sensors in all identified vehicles.

3. Supply, installation, configuration and maintenance of application servers, database

servers, storage, backup infrastructure and other necessary hardware/software required

for hosting the solution at the SMC Data Centre or at any other location specified by SMC.

4. Design, development, customization, configuration, deployment and maintenance of a

centralized Integrated Vehicle Tracking and Fuel Monitoring Application for real-time,

data-driven, preventive, transparent and accountable fleet management.

5. Integration of GPS devices, fuel-level sensors and other approved hardware components

with the centralized VTS/FMS application.

6. Integration with SMC's existing systems, applications, other SMC systems, ICCC and other

systems as specified by SMC through suitable APIs/web services or other approved

integration mechanisms.

7. Provision of real-time dashboards, GIS-based visualization, fleet monitoring screens and

customizable reports for day-to-day operational monitoring, management information

and decision-making.

8. Provision of configurable alerts and notifications for specified events through

application/dashboard and SMS and/or other communication channels approved by SMC.

9. Provision of real-time and historical vehicle movement, fuel-level, fuel-consumption, trip,

idling, alert and other fleet-related data in formats and at time intervals specified by SMC.

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

10. Provision of a scalable solution capable of supporting the existing fleet and future

expansion of SMC's fleet to at least 1,400 vehicles/mobile assets or such higher number as

may be required by SMC during the contract period.

3.3.2 Detailed Scope of Work

The successful bidder shall be responsible for carrying out the following activities:

3.3.2.1 Supply and Installation of Complete VTS/FMS Solution

The bidder shall supply, install, configure, integrate, commission and maintain:

 Vehicle Tracking GPS/GNSS devices;

 Fuel Level Monitoring Sensors;

 Required wiring, connectors, mounting accessories and protective arrangements;

 Communication/SIM connectivity;

 Servers and storage;

 Desktop/workstation equipment, wherever specified;

 Networking and communication components required within the bidder's scope;

 Application software;

 Database and GIS components;

 Mobile applications;

 APIs/integration components;

 Backup and recovery components; and

 All other hardware, software and accessories necessary for successful operation of the

The bidder shall maintain minimum 5% spare GPS devices and 5% spare fuel sensors, or such

higher quantity as may be specified by SMC, during the contract period.

3.3.2.2 Comprehensive Warranty

The scope shall include a five (05) year comprehensive warranty for all hardware, software and

associated components supplied by the bidder.The bidder shall replace defective/non-repairable

hardware with new or equivalent/higher specification hardware at no additional cost to SMC

during the contract period.Repeatedly failing equipment shall be replaced with new equipment

where considered necessary by SMC.

3.3.2.3 GPS-Based Vehicle Tracking Application

The bidder shall design, develop/configure, deploy and maintain a GPS-based Vehicle Tracking

Application integrated with the GPS devices for:

 Real-time vehicle tracking;

 Vehicle location monitoring;

 Route tracking;

 Trip monitoring;

 Historical route playback;

 Distance calculation;

 Vehicle status monitoring;

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

 Route deviation monitoring;

 Vehicle utilisation analysis;

 Vehicle availability monitoring;

 GIS-based visualization;

 Trip reports;

 Vehicle day summary;

 Department-wise and vehicle-wise monitoring; and

 Other VTS functions specified by SMC.

3.3.2.4 Fuel Monitoring System

The bidder shall provide an integrated Fuel Monitoring System connected with the fuel-level

sensors installed in the vehicles.The system shall provide, as applicable:

 Real-time fuel level;

 Historical fuel level;

 Fuel filling events;

 Fuel consumption;

 Fuel drop events;

 Sudden fuel drop detection;

 Fuel theft/drainage detection;

 Fuel filling validation;

 Abnormal fuel consumption detection;

 Vehicle-wise fuel analysis;

 Department-wise fuel analysis;

 Vendor-wise fuel analysis;

 Fuel trend analysis;

 Fuel efficiency analysis; and

 Fuel-related alerts and exception reports.

3.3.2.5 Fuel Filling Validation

The system shall validate fuel filling events by correlating:

 Vehicle identification;

 Date and time;

 GPS location;

 Vehicle movement status;

 Fuel level before filling;

 Fuel level after filling;

 Quantity of fuel increase; and

 Other relevant available parameters.

The system shall enable SMC to identify discrepancies between reported/recorded fuel filling and

actual increase in fuel level.

Sign& Stamp RFP for Vehicle Tracking & Fuel Monitoring Solution SMC

Municipal Workshop(Surat Municipal Corporation)

3.3.2.6 Fuel Theft/Drainage Detection

The system shall identify abnormal or unauthorized fuel-level reductions and generate alerts for:

 Sudden fuel drop;

 Fuel drainage;

 Suspected fuel theft;

 Repeated unexplained fuel loss;

 Fuel loss while vehicle is stationary;

 Fuel loss outside authorized locations; and

 Other configurable abnormal fuel events.

Thresholds for generation of alerts shall be configurable by SMC.

3.3.2.7 GPS–Fuel Correlation

The system shall correlate GPS-based vehicle movement with fuel-level information to analyse:

 Distance travelled;

 Fuel consumed;

 Fuel efficiency;

 Operating hours;

 Vehicle utilisation;

 Fuel filling;

 Fuel loss; and

 Abnormal consumption.

The system shall provide exception-based reports where fuel consumption is inconsistent

with the vehicle's actual movement or operating conditions.

3.3.2.8 Idling Monitoring and Analysis

The system shall monitor vehicle idling and identify excessive engine-running time while

the vehicle is stationary, wherever the required vehicle/device data is technically

available.The system shall provide:

 Vehicle-wise idling duration;

 Department-wise idling analysis;

 Daily/monthly idling reports;

 Configurable idling thresholds;

 Excessive-idling alerts; and

 Historical idling trend analysis.

3.3.2.9 Geofencing and Location-Based Monitoring

The bidder shall configure geofences as required by SMC, including:

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 Fire stations;

 Ward offices;

 other designated SMC facilities;

 designated municipal locations;

 Project sites;

 Authorized parking locations; and

 Other designated locations.

The system shall generate configurable alerts for entry, exit and prolonged stay within defined

3.3.2.10 Vendor Vehicle and SLA Monitoring

For vendor/rented vehicles, the system shall facilitate monitoring and verification of:

 Vehicle deployment;

 Vehicle availability;

 Operating hours;

 Kilometres travelled;

 Trips performed;

 Route adherence;

 Attendance/deployment;

 Service availability;

 Response time; and

 Other applicable contractual/SLA parameters.

3.3.2.11 Vendor Bill/Payment Verification

The system shall provide electronically generated data required for verification of vendor

claims/bills wherever applicable.

The system shall facilitate generation of monthly payment sheets incorporating, as applicable:

 Vehicle deployment;

 Vehicle attendance;

 Operating hours;

 Approved deductions;

 SLA violations;

 Non-deployment;

 Excess/short deployment; and

 Other contractual parameters specified by SMC.

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The system shall not automatically authorize payment unless specifically approved by SMC.

The final payment approval shall remain with the competent authority of SMC.

3.3.2.12 Centralized Application

The bidder shall design, develop/configure, deploy and maintain a dedicated centralized

application incorporating SMC's requirements, existing business processes and approved

workflows.The application shall include, as applicable:

 Vehicle tracking;

 Fuel monitoring;

 Trip management;

 Vendor monitoring;

 SLA monitoring;

 Document management;

 User management;

 Mobile application;

 API integration;

 Configuration management; and

 Administrative modules.

3.3.2.13 Mobile Application

The bidder shall develop/provide and maintain a mobile application for designated SMC officials

 Real-time vehicle monitoring;

 Vehicle location;

 Vehicle status;

 Trip reports;

 Vehicle day summary;

 Geofence monitoring;

 Fuel status, where authorized;

 Other approved monitoring functions.

The mobile application shall also provide functionality for vehicle attendance/deployment

marking at Ward level at the start of the day, as specified by SMC.

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3.3.2.14 Server, Storage and Database

The bidder shall deploy and maintain suitable server, storage and database infrastructure at the

SMC Data Centre or any other location specified by SMC.

The infrastructure shall have sufficient processing capacity, storage and scalability to support:

 Existing fleet;

 Expansion to at least 1,400 vehicles;

 Historical transactional data;

 Mobile applications;

 User access; and

 Future expansion requirements.

3.3.2.15 Backup and Disaster Recovery

The bidder shall establish and maintain appropriate backup mechanisms for application, database

and configuration data.The bidder shall:

 Schedule regular backups;

 Monitor backup completion;

 Maintain backup logs;

 Facilitate restoration testing;

 Protect backup data from unauthorized access; and

 Restore data/application functionality in accordance with the approved recovery

SMC may specify backup frequency, retention period and recovery requirements.

3.3.2.16 API and ICCC Integration

The bidder shall provide secure APIs/web services or other standard integration mechanisms for

integration with:

 other SMC applications;

 Existing/future SMC applications;

 Departmental systems;

 Mobile applications; and

 Other systems specified by SMC.

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The integration may include exchange of:

 Vehicle master data;

 Vehicle location;

 Vehicle status;

 Distance;Utilisation data; and

 Other approved information.

3.3.2.17 Data Availability and Data Exchange.

The bidder shall make vehicle, GPS, fuel and other relevant system data available to SMC in the

formats, frequency and data structure specified by SMC.

Data shall be made available through:

 Export facilities; and

 Other approved mechanisms.

3.3.2.18 Data Ownership

All vehicle, GPS, fuel, operational, transactional, historical and other data generated, collected or

processed under this project shall remain the property of Surat Municipal Corporation.

The bidder shall not sell, share, commercially exploit or disclose SMC's data to any third party

except with prior written authorization from SMC or where legally required.

3.3.2.19 MIS and GIS Reports

The bidder shall design and develop MIS/GIS reports as required by SMC.

Reports shall include, but not be limited to:

 Vehicle movement;

 Vehicle utilisation;

 Fuel consumption;

 Fuel filling;

 Fuel theft/drainage;

 Fuel efficiency;

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 Route deviation;

 Vehicle availability;

 Vendor performance;

 SLA compliance;

 Vehicle attendance;

 Department-wise analysis;

 Historical trends;

 Exception reports; and

 Management dashboards.

3.3.2.20 Historical Analytics

The system shall maintain historical records for the period specified by SMC and provide

analytical capabilities for comparison of:

 Vehicle performance;

 Fuel consumption;

 Fuel efficiency;

 Vehicle utilisation;

 Route patterns;

 Vendor performance; and

 Other relevant parameters.

The system shall support daily, weekly, monthly and yearly trend analysis wherever applicable.

3.3.2.21 Alert and Notification Management

The system shall provide configurable alerts through dashboard/application and SMS and/or

other approved channels.

Alerts shall include, but not be limited to:

 Fuel theft/drainage;

 Sudden fuel drop;

 Fuel filling;

 Fuel filling discrepancy;

 Excessive idling;

 Over-speeding;

 Route deviation;

 Geofence entry/exit;

 Unauthorized movement;

 Prolonged stoppage;

 Device tampering;

 Device disconnection;

 GPS/network communication failure;

 Power interruption;

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 Restoration of connectivity; and

 Other events specified by SMC.

3.3.2.22 Device Tamper and Connectivity Monitoring

The bidder shall provide mechanisms for detecting and reporting:

 GPS device disconnection;

 Device tampering;

 Device removal;

 Power interruption;

 Communication failure;

 Prolonged absence of data;

 Fuel sensor disconnection/failure; and

 Restoration of connectivity.

The system shall maintain the history of such events for audit and analysis.

3.3.2.23 User Management and Role-Based Access

The system shall provide role-based access for authorized users including:

 ICCC Operators;

 Vehicle Supervisors;

 Assistant Engineers;

 Department Heads;

 Divisional Heads;

 Ward-level users;

 Administrators; and

 Other users nominated by SMC.

Users shall only be provided access to the vehicles, departments, divisions, reports and functions

authorized for their role.

3.3.2.24 Audit Trail

The application shall maintain an audit trail of significant system and administrative activities,

 User login/logout;

 User creation/deactivation;

 Role changes;

 Vehicle assignment changes;

 Configuration changes;

 Alert acknowledgement;

 Important data modifications;

 Report generation where required;

 Administrative actions; and

 Other critical system events.

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Audit records shall be protected from unauthorized alteration or deletion.

3.3.2.25 Payment Sheet and Penalty Module

The bidder shall develop/configure a module for generation of monthly payment sheets for

applicable vendor-operated vehicles/services.

The module shall provide provision for applying penalties/deductions based on:

 Non-deployment;

 Late deployment;

 SLA violation;

 Excessive downtime;

 Route deviation;

 Non-compliance;

 Other contractual parameters specified by SMC.

The final penalty/payment rules shall be configurable by SMC.

3.3.2.26 Vehicle and Master Data Management

The bidder shall register and maintain master data including:

 Vehicle number;

 Vehicle type;

 Vehicle ownership;

 Driver/operator details where applicable;

 Fuel sensor ID;

 Assigned location;

 Contract details;

 Other information specified by SMC.

3.3.2.27 Maintenance and Support

The bidder shall maintain the complete solution throughout the contract period, including:

 Fuel sensors;

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 Mobile application;

 Dashboards; and

 Other components supplied under the contract.

3.3.2.28 Onsite Technical Manpower

The bidder shall provide, during the five (05) year Post Go-Live Support (PGLS) period:

 One (01) Programmer/Application Support Engineer, and

 Three (03) Hardware/Field Support Engineers

or such additional manpower as may be specified by SMC based on actual operational

3.3.2.29 Programmer/Application Support Responsibilities

The Programmer/Application Support Engineer shall:

 Provide application-level support;

 Implement approved changes;

 Configure reports;

 Support users;

 Resolve application issues;

 Coordinate with SMC users;

 Support testing and deployment;

 Coordinate with bidder's backend development team;

 Assist in data/API integration;

 Support application enhancements; and

 Facilitate smooth adoption of the system.

3.3.2.30 Hardware Engineer Responsibilities

The Hardware Engineers shall:

 Resolve field-level hardware issues;

 Attend GPS/device/sensor complaints;

 Carry and manage spare devices;

 Replace defective devices;

 Attend wiring and installation issues;

 Carry out preventive maintenance;

 Carry out breakdown maintenance;

 Coordinate with bidder's backend support team;

 Maintain hardware issue records;

 Ensure timely restoration of vehicle tracking/fuel monitoring; and

 Monitor the operational health of server/storage infrastructure within the bidder's scope.

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3.3.2.31 Spare Management

The bidder shall maintain sufficient spare GPS devices, fuel sensors, accessories, wiring and other

components at Surat or at locations specified by SMC.

The minimum spare stock shall be 5% of the deployed quantity, unless otherwise specified by

The bidder shall ensure timely replacement of defective equipment without waiting for

procurement of fresh stock.

3.3.2.32 Replacement of Non-Working Hardware

The bidder shall collect non-working hardware from the field and provide equivalent or

higher specification working hardware.

Replacement shall be carried out within the response/resolution time specified in the SLA.

3.3.2.33 SIM Card and Communication Connectivity

The successful bidder shall provide SIM cards and required data connectivity for the GPS/VTS

devices. SIM cards shall be procured/registered in the name of the selected bidder or in such

manner as approved by SMC.The bidder shall propose the communication/data plan for approval

The cost of SIM/data connectivity shall be included in the quarterly Annual Maintenance bill to be

paid to the bidder., The bidder shall submit the applicable service-provider invoice/supporting

documents as specified by SMC.

The bidder shall be responsible for maintaining continuous communication connectivity for the

deployed devices and resolving SIM/network-related issues within the applicable SLA.

3.3.2.34 Training and Handholding

The bidder shall provide training and handholding to SMC and contractor/vendor staff as

required.Training shall cover:

 GPS device operation;

 Fuel sensor operation;

 Application usage;

 Mobile application;

 User administration;

 Troubleshooting;

 Basic system administration; and

 Other relevant modules.

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3.3.2.35 Manuals and Documentation

The bidder shall provide manuals in English and Gujarati, wherever specified by SMC, including:

 Training Manual;

 System Administration Manual;

 Installation Manual;

 Operational Manual;

 Maintenance Manual;

 Troubleshooting Manual;

 API/Integration Documentation;

 Backup/Restore Procedure; and

 Other technical documentation required by SMC.

3.3.2.36 Help Desk and Complaint Management

The bidder shall establish a well-managed help desk/service support mechanism for registering

and resolving complaints related to:

 Fuel sensors;

 Communication;

 Mobile application;

 Database; and

 Other components of the solution.

Every complaint shall be assigned a unique complaint/ticket number.The system shall maintain:

 Complaint date/time;

 Complaint description;

 Vehicle/device details;

 Assigned support person;

 Action taken;

 Resolution date/time; and

 Closure details.

3.3.2.37 Preventive and Breakdown Maintenance

The bidder shall carry out preventive and breakdown maintenance of all supplied hardware

and software components.

Preventive maintenance shall include inspection of:

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 Power connection;

 Device mounting;

 Sensor calibration/health;

 Communication;

 Server/storage;

 Application performance; and

 Other relevant components.

3.3.2.38 Application Bug Fixing and Enhancement

The bidder shall promptly rectify all bugs, errors, defects and performance issues identified

during the contract period.

Approved changes arising from changes in SMC's operational requirements shall be

implemented by the bidder as per the agreed change-management procedure.

3.3.2.39 Departmental Change Requirements

The bidder shall implement approved changes in workflows, reports, dashboards, configurations

and other application functionality arising from changes in SMC's departmental requirements

during the contract period.

3.3.2.40 Cybersecurity and Access Security

The bidder shall implement appropriate security measures for:

 User authentication;

 Role-based access;

 Password management;

 Secure API access;

 Data transmission;

 Database security;

 Application security;

 Audit logging;

 Backup security; and

 Prevention of unauthorized access.

Any security vulnerability identified in the solution during the contract period shall be addressed

by the bidder within the stipulated period.

3.3.2.41 Application Performance

The bidder shall ensure that the application, dashboards, reports and APIs perform satisfactorily

under the expected operational load.

The solution shall be designed to support simultaneous access by authorized SMC users and shall

be scalable for future expansion.

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3.3.2.42 Data Retention

The bidder shall maintain historical data for the period specified by SMC.The bidder shall ensure

that historical data remains searchable, retrievable and exportable throughout the contract

3.3.2.43 Data Migration and Initial Setup

The bidder shall assist SMC in:

 Collection and validation of vehicle master data;

 Existing vehicle registration;

 Device mapping;

 Fuel sensor mapping;

 Department mapping;

 Ward/division mapping;

 Geofence creation;

 User creation;

 Initial configuration; and

 Other activities required for commissioning.

3.3.2.44 Testing and Commissioning

The bidder shall conduct complete testing before Go-Live, including:

 Hardware testing;

 GPS tracking testing;

 Fuel sensor testing;

 Fuel filling event testing;

 Fuel drop detection testing;

 Communication testing;

 Application testing;

 Mobile application testing;

 Report testing;

 Alert testing;

 User-role testing;

 Security testing; and

 Integration testing.

The system shall be considered commissioned only after successful completion of the testing and

acceptance procedure specified by SMC.

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3.3.2.45 Acceptance Testing

System Acceptance Testing: SMC shall conduct acceptance tests covering GPS position accuracy,

configurable transmission interval, offline data buffering and synchronization, fuel-level

resolution and guaranteed accuracy, fuel filling validation, fuel drainage/theft detection, GPS-fuel

correlation, geofencing, overspeeding, idling, tamper/disconnection alerts, application

availability, dashboards, reports, APIs, mobile application, audit trail, backup/restore and data

export. The bidder shall submit a detailed UAT procedure and test cases for SMC approval before

commencement of UAT.

SMC shall have the right to conduct User Acceptance Testing (UAT), field verification and

performance verification before acceptance of the system.

Any deficiency identified during testing shall be rectified by the bidder at no additional cost to

3.3.2.46 Vehicle Attendance and Deployment

The system shall provide functionality for recording vehicle attendance/deployment at

Ward/department level, including date, time, vehicle and designated location.

The attendance/deployment information shall be capable of being correlated with GPS

movement and vehicle operational data.

3.3.2.47 Vehicle Availability Monitoring

The system shall provide real-time information regarding:

 Available vehicles;

 Deployed vehicles;

 Non-operational vehicles;

 Under-maintenance vehicles;

 Offline vehicles;

 Idle vehicles; and

 Other configured vehicle statuses.

3.3.2.48 Comprehensive Reporting

The bidder shall generate all reports specified by SMC during the contract period.The system

shall provide configurable report generation based on:

 Vehicle category;

 Fuel consumption;

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 Other parameters.

3.3.2.49 System Scalability

The solution shall be capable of scaling to at least 1,400 vehicles/mobile assets, with provision for

further expansion without fundamental replacement of the application architecture.

Scalability shall cover:

 Fuel sensors;

 Historical data;

 Dashboard users; and

 Other system components.

3.3.2.50 Exit Management and Handover

At the end of the contract period, or upon termination as per contractual provisions, the bidder

shall provide SMC with:

 Complete vehicle master data;

 Historical GPS data;

 Historical fuel data;

 Application data;

 Database backup;

 Configuration data;

 User/master data;

 API documentation;

 Technical documentation;

 Other project-related data and documentation.

The bidder shall assist SMC in migration/transition to another system or agency, if required,

without withholding SMC's data.

3.3.2.51 General End-to-End Responsibility

The successful bidder shall be responsible for ensuring the complete and functional operation of

the Integrated VTS & FMS solution throughout the contract period.

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Any item, component, accessory, software module, integration, configuration, cabling,

communication component or service reasonably required for successful operation of the

solution, even if not individually listed in the Scope of Work, shall be provided by the bidder

where it is within the bidder's technical scope and shall not be used as a reason for non-

functioning of the system.

The bidder shall ensure that the solution remains operational, reliable, secure, scalable and fit for

the intended municipal fleet-management purpose throughout the contract period.

3.4 FUNCTIONAL REQUIREMENTS AND SPECIFICATIONS

Below diagram provides software and hardware components involved in entire ecosystem.

Vehicle Tracking

Fuel level Sensors

SOFTWARE SOLUTION

PenaltyCalculation

On Vehicles At ICCC, Ward offices and Zone /ward offices

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3.4.2 SOFTWARE SOLUTION – VEHICLE TRACKING AND FUEL LEVEL SENSOR

MANAGEMENT SYSTEM

For the purpose of implementing the Vehicle Tracking and Fuel Level Sensor Management

Solution, the selected Bidder/System Integrator (SI) shall provide, install, configure, integrate,

commission and maintain a complete end-to-end hardware and software solution.

The proposed solution shall provide a single, integrated and centralized software platform for

monitoring GPS-based vehicle tracking and fuel-level information received from the GPS devices

and fuel-level sensors installed in SMC vehicles.

The solution shall support real-time monitoring, historical analysis, alerts, route management, fuel

monitoring, fuel consumption analysis, vehicle management, device management, reporting,

dashboard, mobile access, system administration and integration with other SMC systems.

The requirements specified below are indicative and shall be finalized/refined during preparation

of the System Requirement Specification (SRS) and implementation, provided that such

refinement does not dilute the essential requirements specified in this tender.

3.4.2.1 General Requirements of Software Solution

3.4.2.1.1 Integrated Application

1. The VTS and Fuel Monitoring System shall be provided as a single integrated

application/platform.

2. SMC users shall not be required to access separate applications for routine monitoring,

reporting, alert management or analysis of GPS and fuel-level data.

3. The application shall integrate all GPS devices and fuel-level sensors installed on SMC

4. The application shall provide a common database and common user-management

framework for GPS and fuel-monitoring information.

5. The system shall support real-time data acquisition, processing, storage, visualization and

6. The system shall maintain a unique relationship between:

Vehicle → GPS Device → Fuel Sensor → SIM/Communication → Driver/Operator

7. The system shall maintain historical mapping whenever a GPS device, fuel sensor, SIM or

other device is replaced or reassigned.

8. The application shall be browser-based and accessible through standard web browsers

without requiring proprietary client software, except where specifically required.

9. The solution shall support access from desktops, laptops, tablets and smartphones

through the web application and/or approved mobile application.

10. The solution shall support role-based access and shall ensure that users can access only

the functions and data authorized for their respective roles.

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3.4.2.1.2 System Architecture

The proposed solution shall generally comprise the following logical layers:

A. Vehicle/Field Layer

 GPS Vehicle Tracking Device

 Fuel Level Sensor

 GPS/GNSS antenna, wherever applicable

 Communication module/SIM

 Tamper/power monitoring

 Necessary wiring, connectors and accessories

B. Communication Layer

The system shall receive data transmitted from vehicles through the applicable cellular/mobile

communication network or other approved communication mechanism.

C. Central Application Layer

The central system shall comprise, as applicable:

 Application Server

 Database Server

 GIS/Map Service

 API/Integration Layer

 Reporting Engine

 Authentication and Authorization Layer

 Backup and Recovery mechanism

 System Monitoring mechanism

The system shall provide:

 Web-based application

 Management dashboard

 Operator dashboard

 Mobile application, where applicable

 Alerts and notifications

 Administrative functions

The SI shall submit the detailed solution architecture and data-flow diagram during the

implementation phase for approval by SMC.

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3.4.2.1.3 Application Hosting

1. The application shall be hosted in the SMC Data Center, unless otherwise directed by

2. SMC shall provide the required virtual machine/virtual infrastructure and necessary

network connectivity as specified by SMC.

3. The SI shall be responsible for installation, configuration, deployment, optimization,

monitoring and maintenance of the application and database components.

4. Necessary application software, database software, middleware, supporting software and

licenses required for operation of the proposed solution shall be provided by the SI unless

specifically stated otherwise in the tender.

5. The SI shall configure the application to operate within the infrastructure provided by

6. The SI shall be responsible for application-level security, database security, patching of

application dependencies and other components falling within its scope.

7. The SI shall ensure appropriate backup, restoration and disaster-recovery mechanisms in

coordination with SMC.

8. The system shall be scalable to accommodate the present and future SMC fleet without

major redesign of the application.

3.4.2.1.4 Login and Authentication

1. The system shall provide a secure login screen for authorized users.

2. Users shall authenticate using username/password and/or other authentication

mechanisms approved by SMC.

3. The system shall provide a forgot-password mechanism.

4. Password reset shall be performed through a secure mechanism using the registered

mobile number/email or other authentication mechanism approved by SMC.

5. The system shall support configurable password policies.

6. The system shall automatically terminate/expire sessions based on configurable security

7. The system should support multi-factor authentication if required by SMC.

8. The system shall maintain login/logout and authentication audit logs.

3.4.2.2 ADMINISTRATION AND MASTER MANAGEMENT MODULE

The Administration Module shall enable authorized administrators to configure and manage the

complete VTS/FMS solution.

3.4.2.2.1 User and Role Management

The system shall provide:

a) Create, edit, deactivate and manage users.

b) Define roles and associated privileges.

c) Create/Edit/Delete/Deactivate roles.

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d) Assign specific permissions to each role.

e) Show/hide application screens and functions based on user roles.

f) Restrict users to specific zones, wards, vehicle groups or vehicle categories, wherever

g) Reset/change user passwords.

h) Maintain user activity logs.

i) Maintain login and logout history.

j) Support configurable user-access hierarchy.

3.4.2.2.2 Vehicle Master

The system shall provide functionality to create and manage vehicle records including, as

 Vehicle registration number

 Vehicle category

 Chassis number

 Engine number

 Tank capacity

 Owner/department

 Vehicle group/sub-group

 Contractor, if applicable

 Assigned driver

 Operational status

 Installation date

 Commissioning date

 Warranty details

 Other relevant vehicle information

3.4.2.2.3 GPS Device Master

The system shall maintain:

 IMEI/unique device identification

 Firmware version

 SIM/mobile number

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 Installation date

 Vehicle mapping

 Device status

 Last communication time

 Warranty details

 Replacement history

 Maintenance history

The system shall maintain historical mapping of GPS devices to vehicles.

3.4.2.2.4 Fuel Sensor Master

The system shall maintain detailed information relating to each fuel-level sensor, including:

 Sensor ID/serial number

 Measurement range

 Vehicle mapping

 Fuel tank capacity

 Installation date

 Calibration date

 Calibration parameters

 Calibration history

 Sensor status

 Replacement history

 Warranty details

 Maintenance history

The system shall maintain historical records whenever a fuel sensor is replaced or reassigned.

3.4.2.2.5 Driver Management

The system shall provide:

 Driver registration

 Employee/contractor ID

 Contact details

 Driving licence details, where required

 Vehicle assignment

 Driver-to-vehicle history

 Start/end date of assignment

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3.4.2.2.6 Vehicle Group and Location Management

The administrator shall be able to create and manage:

 Vehicle groups

 Vehicle sub-groups

 Vehicle categories

 Operational areas

 Contractors/agencies, where applicable

Vehicles and users shall be mapped to the relevant groups/locations.

3.4.2.2.7 Audit Trail

1. The system shall maintain audit trails for all critical administrative and transactional

2. The audit trail shall capture, as applicable:

 Activity performed

 Previous value

 IP/device information, where available

3. Any modification/deletion of critical master or transactional information shall be

4. Deletion of critical records should preferably be implemented through logical

deletion/deactivation rather than permanent deletion.

3.4.2.3 GIS / MAP AND GEO-FENCING MODULE

3.4.2.3.1 GIS Map

1. The system shall display vehicles on an interactive digital map.

2. The map shall display:

 Current vehicle location

 Vehicle number

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 Vehicle status

 Fuel level, where applicable

3. Vehicles shall be identifiable through different icons/status indicators.

4. The user shall be able to zoom, pan and search the map.

5. The system shall support map-based vehicle selection.

6. The solution shall support standard GIS/map services.

7. Map layers and geo-tagged information shall be configurable.

3.4.2.3.2 Geo-Fencing

The system shall provide functionality to:

a) Create geo-fences.

b) Edit/delete geo-fences.

c) Define circular, polygonal and/or other supported geo-fence shapes.

d) Assign vehicles/groups to geo-fences.

e) Configure entry and exit alerts.

f) Generate geo-fence violation reports.

g) Maintain historical geo-fence events.

3.4.2.4 VEHICLE MANAGEMENT AND REAL-TIME TRACKING MODULE

3.4.2.4.1 Vehicle Tracking

The system shall provide real-time tracking of all connected vehicles. The user shall be able to

 Vehicle number

 Current location

 Distance travelled

 Ignition status

 Moving/idle/stopped status

 GPS availability

 Communication status

 Fuel percentage

 Fuel sensor status

3.4.2.4.2 Vehicle Search and Filtering

Users shall be able to select/filter vehicles based on:

 Vehicle number

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 Vehicle category

 Vehicle group

 Operational status

3.4.2.4.3 Historical Vehicle Tracking

The system shall allow users to select a specific vehicle and date/date range to view:

 Route travelled

 Start location

 Distance travelled

 Geo-fence events

 Fuel level history

3.4.2.4.4 Trip Replay

The system shall provide trip-replay functionality. The user shall be able to select:

and replay the vehicle movement on the map.The replay should display relevant vehicle and fuel

information along the timeline.

3.4.2.5 GPS EVENT AND ALERT MANAGEMENT

The system shall support configurable alerts, including, as applicable:

2. Excessive idling.

3. Unauthorized movement.

4. Route deviation.

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5. Geo-fence entry.

6. Geo-fence exit.

7. Ignition ON/OFF.

8. Vehicle movement during unauthorized hours.

9. GPS device tampering.

10. Device disconnection.

11. GPS communication failure.

12. Low battery/power failure where supported.

13. Prolonged data gap.

14. Vehicle stationary beyond configured duration.

15. Other alerts specified by SMC.

Alerts shall be configurable by vehicle, group, zone and user.

The system shall support on-screen alerts and integration with SMS/email gateways provided by

3.4.2.6 FUEL LEVEL SENSOR MANAGEMENT MODULE

This module shall be a core component of the proposed solution.

3.4.2.6.1 Real-Time Fuel Monitoring

The system shall display real-time fuel information received from the fuel-level sensor.

The system shall provide:

 Fuel level in litres

 Fuel level in percentage

 Fuel tank capacity

 Date/time of reading

 Vehicle location

 Fuel sensor status

 Last valid reading

 Data communication status

3.4.2.6.2 Fuel Level History

The system shall provide graphical and tabular fuel-level history. The user shall be able to select a

vehicle and date/date range and view:

 Initial fuel level

 Final fuel level

 Minimum fuel level

 Maximum fuel level

 Fuel level trend

 Fuel filling events

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 Fuel drainage events

 Vehicle movement corresponding to fuel-level changes

3.4.2.6.3 Fuel Filling Detection

The system shall identify and record fuel-filling events based on configurable business rules.

The fuel filling event should include:

 Vehicle number

 Fuel level before filling

 Fuel level after filling

 Estimated quantity filled

 Vehicle status

 Relevant alert/event

3.4.2.6.4 Fuel Drainage / Abnormal Fuel Reduction

The system shall detect abnormal fuel reduction/drainage based on configurable thresholds and

business rules. The system should consider, as applicable:

 Rate of fuel reduction

 Quantity reduced

 Vehicle movement status

 Ignition status

 Fuel level before and after event

The system shall generate an alert for abnormal fuel reduction.

3.4.2.6.5 Fuel Consumption Analysis

The system shall provide vehicle-wise fuel-consumption analysis. Reports should include, as

 Fuel consumed

 Distance travelled

 Fuel consumption per kilometre

 Fuel consumption per operating hour

 Average fuel efficiency

 Fuel filling quantity

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 Abnormal fuel loss

 Period-wise consumption

The SI shall ensure that fuel-consumption calculations use clearly defined business rules

approved by SMC.

3.4.2.6.6 Low Fuel Alert

The system shall provide configurable low-fuel thresholds.The system shall generate an alert

when fuel falls below the configured threshold. Thresholds may be defined in:

 Litres; and/or

 Percentage of tank capacity.

3.4.2.6.7 Fuel Sensor Health Monitoring

The system shall monitor:

 Sensor communication

 Last received data

 Sensor failure

 Sensor disconnection

 Abnormal sensor values

 Sensor tampering, where supported

 Communication/data gap

 Calibration status

The dashboard shall identify vehicles having non-functional or abnormal fuel sensors.

3.4.2.6.8 Fuel Sensor Calibration

The system shall maintain:

 Calibration date

 Calibration method

 Calibration parameters

 Calibration result

 Calibration history

 Next calibration date, where applicable

 Person/agency performing calibration

Any calibration modification shall be recorded in the audit trail.

3.4.2.7 GPS + FUEL CORRELATION / ANALYTICS MODULE

The system shall correlate GPS and fuel data for the same vehicle.

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The system shall support analysis such as:

1. Fuel level versus distance travelled.

2. Fuel level versus vehicle operating time.

3. Fuel consumption versus distance.

4. Fuel consumption versus vehicle category.

5. Fuel consumption versus route.

6. Fuel filling versus GPS location.

7. Fuel drainage versus GPS location.

8. Fuel drainage while vehicle is stationary.

9. Abnormal fuel reduction during vehicle movement.

10. Vehicle-wise fuel efficiency.

11. Vehicle/category-wise comparison.

12. Historical fuel-consumption trends.

The purpose shall be to identify abnormal fuel consumption, possible fuel loss and operational

inefficiencies.

3.4.2.8 DEVICE HEALTH AND MAINTENANCE MODULE

The system shall provide a device-health dashboard covering:

 GPS device online/offline

 Fuel sensor online/offline

 Last communication

 Device failure

 Sensor failure

 Power status, where available

 Communication status

 Firmware/software status, where available

The system shall maintain maintenance and replacement history for each device.

3.4.2.9 DASHBOARD REQUIREMENTS

The dashboard shall provide a quick and comprehensive view of the SMC fleet.

The dashboard shall be configurable according to user role.

Fleet Dashboard

The dashboard should display:

 Total vehicles

 Moving vehicles

 Idle vehicles

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 Stopped vehicles

 Offline vehicles

 GPS-failed vehicles

 Fuel-sensor-failed vehicles

 Vehicles with low fuel

 Vehicles with abnormal fuel reduction

 Vehicles with active alerts

GPS Dashboardshould display:

 Vehicles online

 Vehicles offline

 GPS data gaps

 Route deviations

 Overspeed events

 Excessive idling

 Tampering alerts

Fuel Dashboard should display:

 Vehicles with valid fuel data

 Vehicles with no fuel data

 Low-fuel vehicles

 Fuel filling events

 Abnormal fuel reduction

 Fuel consumption

 Fuel efficiency

 Vehicle-wise fuel trends

 Fuel sensor health

Alert Dashboard

All active and historical alerts shall be displayed with:

 Acknowledgement

3.4.2.10 REPORTING AND MIS MODULE

The solution shall provide configurable MIS and operational reports.

Indicative reports shall include:

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Vehicle Reports

1. Vehicle master report.

2. Vehicle-wise tracking report.

3. Vehicle movement report.

4. Vehicle trip report.

5. Vehicle stoppage report.

6. Vehicle idling report.

7. Overspeed report.

8. Route deviation report.

9. Geo-fence report.

10. Vehicle utilization report.

11. GPS device status report.

12. GPS downtime report.

13. GPS data-gap report.

14. Device tampering report.

15. Device replacement history.

16. GPS availability report.

17. Vehicle-wise fuel-level report.

18. Fuel filling report.

19. Fuel consumption report.

20. Fuel efficiency report.

21. Abnormal fuel reduction report.

22. Fuel drainage alert report.

23. Low-fuel report.

24. Fuel sensor status report.

25. Fuel sensor failure report.

26. Fuel sensor calibration report.

27. Fuel sensor replacement history.

28. Vehicle-wise fuel trend report.

29. Daily/weekly/monthly fuel consumption report.

30. Vehicle/category-wise fuel comparison report.

Combined GPS & Fuel Reports

31. Vehicle movement versus fuel consumption.

32. Distance travelled versus fuel consumed.

33. Fuel filling with GPS location.

34. Fuel drainage with GPS location.

35. Fuel consumption during idling.

36. Abnormal fuel consumption report.

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37. Vehicle performance report.

38. Fleet fuel-efficiency report.

The final report list shall be finalized during preparation of the SRS.

3.4.2.11 MOBILE APPLICATION

The selected Bidder shall provide a mobile application for Android and iOS, where specified by

The mobile application shall provide authorized users with access to relevant VTS/FMS

The application shall include, as applicable:

1. Secure login.

2. Vehicle list.

3. Real-time vehicle location.

4. Vehicle status.

5. Vehicle movement.

7. Vehicle history.

8. Trip replay.

10. Fuel level.

11. Fuel filling alerts.

12. Abnormal fuel reduction alerts.

13. Low-fuel alerts.

14. Fuel history.

15. Vehicle-wise fuel consumption.

16. Dashboard for authorized officers.

17. Alert acknowledgement.

18. Basic reports.

19. Search and filtering by vehicle/zone/ward/category.

The mobile application shall use the same centralized data source as the web application.

3.4.2.12 ALERT NOTIFICATION AND COMMUNICATION GATEWAY

1. The system shall support integration with SMS and email gateways.

2. SMC shall provide the required gateway/API details wherever applicable.

3. Integration with the gateway shall be the responsibility of the SI.

4. The system shall support configurable notification recipients.

5. Notifications may be configured based on:

 Vehicle group

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6. The system shall maintain notification history including:

 Delivery status

3.4.2.13 API AND SYSTEM INTEGRATION

1. The solution shall provide open and documented APIs for integration with SMC's

existing/future applications.

2. The system shall support data exchange through standard APIs and commonly used

3. APIs may be required for:

 Vehicle master

 Vehicle location

 Fuel consumption

 Vehicle/device mapping

4. The SI shall provide necessary API documentation.

5. The SI shall provide necessary support for integration with SMC systems during

implementation and support periods.

3.4.2.14 DATA STORAGE, ARCHIVAL AND BACKUP

1. All GPS and fuel-monitoring data shall be stored in a centralized database.

2. The database shall maintain appropriate relationships between vehicle, GPS device and

3. Historical data shall be retrievable based on vehicle/date/date range and other applicable

4. The SI shall implement the data archival policy approved by SMC.

5. Archived data shall be provided in a usable and machine-readable format whenever

required by SMC.

6. The SI shall configure and monitor database backup.

7. Backup shall be periodically tested for restoration.

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8. The SI shall take reasonable measures to prevent data loss.

9. Data shall not be deleted or altered except through authorized administrative functions

and in accordance with SMC-approved policies.

3.4.2.15 SECURITY REQUIREMENTS

The SI shall implement appropriate security measures for the complete solution.

The solution shall include, as applicable:

1. Role-based access control.

2. Secure authentication.

3. Password policy.

4. Session management.

6. Database access controls.

7. Secure API access.

8. Encryption of sensitive communication.

9. Secure backup.

10. Malware protection at applicable infrastructure layers.

11. Regular security patches.

12. Vulnerability remediation.

13. Logging and monitoring.

14. Protection against unauthorized access.

The SI shall comply with applicable SMC information-security policies and applicable Government

of India requirements communicated by SMC.

Any security breach attributable to the SI shall be handled in accordance with the SLA and

Security Breach provisions of the Contract.

3.4.2.16 SCALABILITY

The solution shall be scalable and shall not impose unreasonable restrictions on:

 Number of vehicles

 Number of GPS devices

 Number of fuel sensors

 Number of users

 Number of vehicle groups

 Number of zones/wards

 Number of alerts

 Number of reports

 Number of geo-fences

 Number of API integrations

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The proposed architecture shall be capable of accommodating future expansion of the SMC fleet

without fundamental redesign.

3.4.2.17 CONFIGURATION AND BUSINESS RULE ENGINE

The solution should provide configuration capabilities for authorized administrators without

requiring source-code modification for routine changes.

The system should allow configuration of:

 Alert thresholds

 Overspeed limits

 Idling duration

 Geo-fence parameters

 Low-fuel threshold

 Fuel-drainage threshold

 Data-gap threshold

 Notification recipients

 Vehicle groups

 Report parameters

 User permissions

 Other operational parameters approved by SMC

Any change to critical business rules shall be captured in the audit trail.

3.4.2.18 DATA EXPORT

The system shall provide export functionality for authorized users.Reports/data should be

exportable in commonly used formats such as; Excel, CSV and PDF. The system should support

 Fuel filling events

 Fuel drainage events

 Device information

3.4.2.19 SYSTEM ACCEPTANCE AND SRS

1. The selected SI shall prepare a detailed System Requirement Specification (SRS) based on

the tender requirements.

2. The SRS shall be submitted to SMC for review and approval.

3. The SRS shall include:

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 Functional requirements

 Non-functional requirements

 System architecture

 Screen layouts

 Business rules

 GPS integration

 Fuel sensor integration

 API requirements

 Data retention

 Performance requirements

4. The approved SRS shall form the basis for implementation and acceptance testing.

5. No essential requirement specified in the tender shall be omitted from the SRS.

3.4.2.20 SOFTWARE TESTING AND COMMISSIONING

Before Go-Live, the SI shall conduct:

1. Functional testing.

2. GPS device integration testing.

3. Fuel sensor integration testing.

4. Real-time tracking testing.

5. Fuel-level accuracy/data testing.

6. Alert testing.

7. Report testing.

8. User/role testing.

9. API testing.

10. Backup and restoration testing.

11. Security testing.

12. Performance testing.

13. Mobile application testing.

14. User Acceptance Testing (UAT).

The system shall be declared operational only after successful completion of the applicable

acceptance tests and approval by SMC.

3.4.2.21 OWNERSHIP OF DATA

1. All vehicle tracking data, fuel-level data, fuel-consumption data, alerts, reports and other

operational data generated under this Contract shall belong to SMC.

2. The SI shall not claim ownership over SMC's operational data.

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3. The SI shall not disclose or share SMC data with any third party except where specifically

authorized by SMC or required by applicable law.

4. On expiry or termination of the Contract, the SI shall provide complete data and necessary

technical information to SMC in a usable electronic format.

3.4.2.22 EXIT AND TRANSITION SUPPORT

Upon expiry or termination of the Contract, the SI shall provide reasonable transition support to

SMC or its nominated agency. The SI shall provide:

 Complete vehicle master data

 GPS device mapping

 Fuel sensor mapping

 Historical GPS data

 Historical fuel data

 Alert history

 Configuration information

 API documentation

 Database/data export

 Other information reasonably required for transition

The SI shall not obstruct or restrict SMC's access to its own data or operational records.

3.4.2.23 GENERAL REQUIREMENT

The proposed solution shall be an end-to-end integrated Vehicle Tracking and Fuel Level Sensor

Management System capable of providing SMC with reliable, real-time and historical information

Vehicle Location + Vehicle Movement + Vehicle Utilization + GPS Health + Fuel Level + Fuel

Filling + Fuel Consumption + Fuel Efficiency + Abnormal Fuel Reduction + Alerts + Reports +

The SI shall ensure that the complete solution is designed, supplied, integrated, commissioned

and maintained as a single operational platform throughout the Contract Period.

3.4.3 Hardware Specifications

The below section specifies the minimum specification and requirement for the proposed

solution components under this RFP.

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3.4.3.1. Vehicle Tracking GPS Device Specifications

I. Vehicle Tracking GPS Device Specifications

# Parameters Minimum Specification/Particulars

1. Navigation GPS/IRNSS Complied

2. GPS Channels 32 Channel or more

3. GPS Acquisition Time Cold Start <55 sec

Warm Start< 40 sec

Hot Start < 10 sec

4. GPS Sensitivity -165dBm

5. Horizontal Position on Up to 10 meter

6. Standards WGS-84 Standard compliant

Outputs as per NMEA protocol

7. Antenna Internal Antenna for GPS and GPRS

8. Input Voltage Range 8V - 36V / Optional 8V-90V for EV Support

9. Average current < 100mA

10. Average current with < 135mA

Battery charging

11. Battery Specification Lithium-ion

12. Battery Backup Time 3 hrs. or more in active mode

13. Digital Inputs/Outputs Minimum

14. Analog Inputs Minimum

15. Over speed User Settable Speed limit

16. Internal Memory Support minimum 40,000 data logs

17. GPS Track Recording and Built in memory to store data when out of GPRS radio

Resending coverage.

Automatically resend Non- GPRS coverage data when device

goes into GPRS coverage.

18. Power Supply External & Internal Battery

19. GPS based Speed up to 180 KMPH

Measurement Range

20. Factory setting Switch for default factory setting

21. Data send frequency Adjustable up to 8 seconds or more

22. LED status Power

23. USB for parameter Required

24. Multi IP connection two Primary, Secondary

25. Operating Temperature -10°C to +60°C

26. Storage Temperature -10°C to +60°C

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27. Humidity 95% non-condensing

28. Protection IP

29. API/SDK Should provide API's protocols and necessary

documentation for integration purpose.

30. Connection USB/RS232 port

31. GPRS 1 In- Built GPRS module/Modem

2 Multi Slot GPRS

3 GPRS class 10 or Above

Should support – SMS, Voice, Data, GPRS, TCP/IP

32. GSM Module Quad Band GSM 850/900/1800/1900Mhz

33. AGPS support Required

34. GSM Module Number IMEI

35. Firmware Upgrade Firmware over the air upgrade (FOTA)

36. Certification ARAI Approved

37. Warranty 5-year comprehensive replacement warranty from the date

of Post Go Live.

3.4.3.2 Fuel Level Sensor Specifications

II. Fuel Level Sensor Device Specifications

# Parameters Minimum Specification/Particulars

1. Technology Digital capacitive fuel-level sensor or equivalent solid-state

technology suitable for vehicle fuel tanks.

2. Application Suitable for diesel/petrol fuel tanks used in SMC vehicles and

compatible with the vehicle/tank construction.

3. Measurement Continuous fuel-level measurement with output in litres

and/or percentage after calibration.

4. Accuracy ±1% of full-scale tank capacity or better after vehicle/tank-

specific calibration. Bidder shall declare guaranteed accuracy,

repeatability and temperature-related tolerance, which shall

be demonstrated during calibration and UAT.

5. Resolution 1 mm or better fuel-level resolution, or equivalent resolution

appropriate to the tank capacity.

6. Probe Length Suitable/customizable probe length for different tank

depths; installation shall not adversely affect the tank or

7. Supply Voltage Nominal 9–36 V DC or wider range suitable for the vehicle

electrical system.

8. Output/Interface RS-485/RS-232/CAN/analogue or other standard interface

compatible with the proposed GPS/VTS device;

protocol/documentation shall be provided.

9. Communication Fuel sensor data shall be transmitted through the integrated

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GPS/VTS device to the central application.

10. Sampling/Reporting Configurable sampling/reporting interval; the proposed

system shall support sufficiently frequent data capture for

detection of filling and abnormal fuel reduction.

11. Operating Temperature At least -20°C to +70°C, or better.

12. Ingress Protection Minimum IP67 for sensor/electronic enclosure exposed to

vehicle environment.

13. Fuel Compatibility Sensor materials shall be compatible with the applicable fuel

and resistant to corrosion/chemical effects under normal

operating conditions.

14. Tamper/Disconnection System shall support detection/reporting of sensor

disconnection, abnormal signal and/or tampering where

supported by the sensor/device.

15. Calibration Calibration shall be vehicle/tank specific and shall include

calibration records and history in the software.

16. Installation Complete installation shall include mounting, wiring,

connectors, sealing, protection and integration accessories

required for safe and reliable operation.

17. Data Retention at Device Where communication is unavailable, the integrated solution

shall buffer/store relevant fuel data and transmit it after

communication is restored, subject to device memory.

18. Certification/Compliance The sensor and installation shall comply with applicable

statutory, safety and vehicle requirements. Bidder shall

submit OEM datasheet and relevant test/certification

19. Warranty Five (05) year comprehensive warranty/replacement support

as specified in the Contract.

20. Factory setting Switch for default factory setting

21. Warranty 5-year comprehensive replacement warranty from the date of

3.4.4 NON- FUNCTIONAL REQUIREMENTS OF SOFTWARE SOLUTION

Non-Functional requirements of an IT system are quality requirements or constraints of the

system that must be satisfied. These requirements address major operational and functional

areas of the system in order to ensure the robustness of the system. The Non-Functional

Requirements established for the Integrated monitoring and tracking system are described in this

section of the document. The main areas addressed are:

1. Capacity Estimates and Planning

a. Response Time

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4. Availability (including recoverability and reliability)

6. Disaster Recovery

These Non-Functional Requirements should be used:

a) As a basis for system sizing and estimates of cost.

b) To assess the viability of the proposed IT system components.

c) To drive the design of the operational models.

d) As an input to component design.

Details of the NFRs are as follows:

1. Capacity Estimates & Planning- The architecture of the system must support the current

anticipated load of more than 30 concurrent users. The solution is expected to provide

acceptable level of performance under peak load.

2. Performance- Response Time requirements define the time to complete a specific system

task or process. The time interval, or response time, can be expressed as an exact

measurement of time or as an acceptable range. The following table provides response time

bands for the most significant user-system interaction within the different classes of

transaction present in the system.

Frequency of Use Target Average End-to-End Response Time (seconds)

Simple Page / Screen Load 1–4

Complex Page / Screen Load 5–8

Simple Page / Screen Load – Example: Screen to screen transition during static page /

Complex Page / Screen Load – Example: Delivery of a dynamic page / screen that is

populated with information from various tables in database (e.g. complex report).

During Inception and requirement analysis phase, architecturally significant use cases

should be mapped to one of these response time bands and agreed upon by Bidder.

3. Scalability- Scalability is the ability to expand the system architecture to accommodate more

users and vehicles, more transactions and more data as additional users and data are added

in the future. The existing systems should be extensible up to additional 50% of existing

capacity without necessarily having to replace them. System should be able to scale

horizontally and vertically.

4. Availability- Availability requirements address the time a system must be available (up and

running) to service user requests. Availability is the acceptable and agreed-to level of service

during scheduled periods.

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The following table has grouped different service levels bands based on how critical the

overall availability of the system is to system users.

Requirement Critical High Medium Low

Availability 99.9% 99% 98% 97%

Mean Time to Repair (MTTR) 2 – 4 hours 8 hours 16 hours 32 hours

The bidder shall be responsible for designing and implementing high availability for the

solution. All the components proposed like DB, OS, Application server should support high

5. Maintainability-The Integrated VTS/FMS Solution should be easy to maintain. Technical

design should not be monolithic in such a way that any change/repair of a single module

affects entire application which needs to be tested every time. Design should be modular so

that only affected module needs to be deployed and tested in case of any change in that

6. Browser Requirements- Solution should support application accessibility from latest web-

browser from Google, Microsoft, Firefox and Safari.

7. Security- Solution must have necessary security in place to protect the application and data

from any unauthorized access and exploits. Necessary audit trail should be maintained to

8. Authentication-

a) System should support a password based authentication.

b) System should enable setting up of password policies based on roles and responsibilities.

c) System should support password storage and transmission using strong encryption.

d) Authentication technologies utilized must be industry standards.

e) User accounts must contain a unique ID.

f) System should allow administrators the ability to create, delete and manage user

g) System should have configurable password restrictions and policies.

9. Authorization-

(a) System should support a role based access control model.

(b) System should support the creation of user roles.

(c) System should support delegated administration of role assignment and management

Performance testing to measure and ensure performance (and scalability) of the application,

network emulation capabilities to test real world load scenarios and network conditions along

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with regression testing across releases will be required as part of the project. Any test tool

required for the testing will be responsibility of Implementation Agency.

3.4.4 POST IMPLEMENTATION SUPPORT AND MAINTENANCE

The following section describes post go live support requirements, service management and

support requirements and enduring support requirements.

As part of the delivery of the solution it is expected that the Bidder shall provide Post Go Live

Support (“PGLS”) for the Solution for five (5) years. The Post Go Live Support (“PGLS”) will start

after completion of 3 months of Hypercare Support after Go Live. Warranty support for the

solution will be provided for the 3 months Hyper Care Support period or until all defects in the

Solution for which the Bidder shall be responsible are resolved, whichever is longer.

Defects include those that were known prior to Go-Live and any new defects that materialize in

operation during Warranty.

The Bidder shall work to ensure that all defects and issues are resolved in line with agreed

processes and procedures.

The five (05) year Post Go-Live Support (PGLS) period shall commence after Go-Live, with the

initial Hypercare period forming part of the implementation/stabilisation support unless

otherwise specified in the Contract. The Bidder shall provide appropriate levels of on-site and off-

site support as necessary. The Bidder’s PGLS team shall be responsible for the continued delivery

of stable systems, development, and operational support. The selected agency shall provide

operations and maintenance services for the software, hardware and other IT and Non-IT

infrastructure installed as part of project for a period of five (05) years post Go-Live. This would

also include the support for various solution components that may be under warranty or

comprehensive AMC.

This includes a preventive maintenance program, managing releases, monitoring and system

health checks and incident management. It is expected that out of hours support will be provided

Support of the system is key to establishing system and process stability within the Integrated

VTS/FMS ecosystem following the deployment. Over and above the technical support required in

this period, it is expected that support efforts shall target improving end-user familiarization with

new applications and processes to enhance adoption and aid transition of new processes to a

business-as-usual status.

3.4.5.1 Operations and Maintenance for a Period of Five (05) Years

Success of the Project would also depend on how the entire Project is managed once the

implementation is completed. From the System Integrator perspective too this is a critical

phase since the quarterly payments are linked to the SLA’s in the post implementation phases.

SI shall provide operations and maintenance services for the software, hardware and other IT

and Non-IT infrastructure installed as part of project for a period of 5 years (post Go-Live). This

would also include the support for various solution components that may be under warranty or

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3.4.5.1.1 Warranty, ATS and Annual Maintenance Services

(1) The bidder shall provide warranty and maintenance services for the entire solution

covering all components including the IT infrastructure and software infrastructure for

contract duration. The bidder shall provide the comprehensive manufacturer's warranty in

respect of proper design, quality and workmanship of all hardware, equipment,

accessories etc. covered by this bidding document. The bidder must warrant all hardware,

equipment, accessories, spare parts, software etc. procured and implemented as per this

bidding document against any manufacturing defects during the warranty period.

(2) The bidder shall provide comprehensive and on-site warranty from the date of Go-Live for

the infrastructure deployed on the project. The bidder needs to have OEM support for

these components and documentation in this regard need to be submitted to SMC on

(3) Maintain all defined Service Level Agreements (SLA) mentioned in this RFP

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

documentation required to operate and maintain the system. After the completion of

contract duration, the bidder shall hand over the entire solution covering all the

components in working condition to SMC.

(5) The bidder is responsible for sizing and procuring the necessary hardware and software

licenses as per the performance requirements provided in the RFP. During the warranty

period the bidder shall replace or augment or procure higher-level new equipment or

additional licenses/hardware at no additional cost to the SMC in case the procured

hardware or software is not enough or is undersized to meet the service levels and the

project requirements.

(6) Maintain the entire solution, modify, repair or otherwise make improvements in all

components, if any to comply with Technical Specifications, Service Level Agreements

specified in RFP.

(7) To ensure smooth operation of all components and the entire solution by undertaking

routine and periodic maintenance including all periodic software upgrades in order to

maintain the Minimum Service Levels specified in RFP.

(8) The bidder shall carry out Preventive Maintenance (PM) of all components and should

maintain proper records. Necessary PM activities including cleaning, washing, blowing,

etc. will be carried out with proper security and safety measures from time to time. The

PM should be carried out at least once in six months as per industry standard maintaining

proper checklist. If required, SMC may ask to modify the maintenance plan/activity to

cover additional components/activities.

(9) The bidder shall carry out Corrective Maintenance for maintenance/troubleshooting of

supplied hardware/software and support infrastructure. The bidder shall also maintain

complete documentation of problems, cause and rectification procedures for building

knowledge base for the known problems in centralized repository, accessible to SMC

(10) Take responsibility for any defect or failure of any components comprising of Hardware

and Software (including Non-IT/ passive items) due to defective design, material or

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workmanship, manufacturing or development defects or latent defect or normal wear and

tear within the design limit, during the Contract Period.

(11) The bidder shall have to stock and provide adequate onsite and offsite spare parts and

spare component to ensure that the uptime commitment as per SLA is met. No separate

charges shall be paid for visit of engineers or attending to faults and repairs or supply of

(12) The rectification change of spare of hardware and software units, modification and all

software upgrades (Major and minor) shall have to be undertaken by the bidder to cure

the faults/defects/deficiency in order to raise speed, efficiency and/or effectiveness of the

sub system and achieve a higher performance level of Project within the Remedial Period

specified by the SMC.

(13) In case if breakdown/ maintenance work is required to be carried out during non-working

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

(14) The bidder should either repair the equipment, or replace the equipment with new

equipment, to ensure that the proposed system/solution is operational. Any equipment is

either breakdown, damaged due to the negligence of the bidder, or any technical reasons,

it should be replaced with new equipment or item under the guidance of operational

team of the SMC.

(15) In case the quoted item is not available in the market, the bidder shall have to supply

higher Version/ Replacement of that item with prior approval of SMC at no extra cost. No

“End of Life” product should be supplied to minimize such instances during OEM support

for 5 years. If any spare(s)/ material(s) found defective than the same should be repaired

or new spare(s)/ material(s) is to be replaced. In any case secondhand material is not

(16) In case if the bidder is not able to repair the original equipment or any part of it, the

bidder shall supply the new substitute of same specifications or of higher specifications,

with prior approval of the concern officer in SMC. In case, if it is found that the substituted

item is of lower quality/specification then the same must be replaced. In case of, repetitive

instances, SMC will take punitive action against the bidder.

(17) The bidder should perform all the tasks that need to be taken to upkeep the proposed

system in a 24 x 7 days environment. This includes but not limited to any component

breakdowns, reworks; relay of cable/re-configure system that needed to perform / replace

the breakdown components etc. as per SLA.

(18) The bidder should also take up the work including reworks, relaying of cable cuts, shifting

of equipment, reconfiguring the system, optimization or performance of the proposed

system/solution, re-installation of software, etc. as & when needed. The bidder to ensure

above activities without any additional cost to SMC.

(19) The bidder will supply all the installation material/ accessories/ consumables (e.g. screws,

clamps, fasteners, ties anchors, supports, grounding strips, wires etc.) necessary for the

installation and operation of the systems.

(20) Deploy required number of competent technical manpower /engineers/ supervisors along

with necessary spare parts, standby items and inventories of all parts of the proposed

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system during the Contract period at its own cost for evaluation of performance,

operation, maintenance and management of all components in order to maintain the

Minimum Service Levels specified in RFP during the Contract period. Necessary technical

personnel shall also be deputed by the bidder at its own cost for investigating defects and

failures and carrying out modifications as and when required during the Contract Period.

(21) Ensure smooth operation of the end to end solution during the Contract Period by

undertaking routine and periodic maintenance of all components and carrying out

rectification, modification, software upgrades, change of spare if need so arise in order to

maintain the Minimum Service Levels all time during the Contract Period.

(22) Ensure uptime and availability of the proposed system/solution, all times of Contract

Period at all identified locations in relation to the minimum Service Levels specified in this

RFP and the scope specified in RFP.

(23) Undertake timely upgradation of the system if need so arise during the Contract Period.

(24) Prepare a Maintenance Manual and other manuals specified in this RFP in consultation

with SMC specifying the detailed operation plan, methodology and time period of

regular and preventive maintenance, comprehensive information of equipment, hardware,

software (including Non-IT/ passive items) used in Project, operation procedure of each

sub system installed, the repair and maintenance procedures of each component and

hardware of the Project, procedures for diagnosis, removal of bugs and replacement of

any item of equipment, diagnosis procedures of faults and procedures for removing it and

(25) Provide all MIS report specified in RFP or any other reports required by SMC.

(26) Component that is reported to be down on a given date should be either fully repaired or

replaced by temporary substitute (of equivalent configuration) within the time frame

indicated in the Service Level Agreement (SLA). In case the selected System Integrator fails

to meet the above standards of maintenance, there will be a penalty as specified in the

(27) The bidder shall also maintain records of all maintenance of the system and shall maintain

a logbook on-site that may be inspected by SMC at any time

(28) The support for planning, optimization and tuning of hardware and software after

commissioning, whenever needed during Operation period/ Warranty / AMC shall be

provided by System Integrator at no extra cost to SMC.

(29) Take all precautions to ensure that all software and hardware (including Non-IT/ passive

items) involved remains safe and secure in general and free from attacks arising from

attempted manipulation, fraud, break down, compromising of data security, malware and

virus attacks, physical attacks or damage due to neglect or omission.

(30) Provide training and handholding support to SMC.

(31) The server and other system software should be regularly patched/ updated. Major

patching / update which requires system downtime has to be informed well in advance

and should be undertaken only after SMC’s confirmation.

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(32) Necessary network connectivity LAN/WAN will be provided by SMC. However, the bidder

will be responsible for network configuration and management of the IT infrastructure

provided under this project

(33) Ensure that any premises/Project Site provided by SMC to the System Integrator for the

purpose of carrying out its obligations shall be used solely for the purpose of carrying out

the functions intended and obligations placed under this contract and not for any other

(34) The bidder shall not permit anti-social activities/illegal activities on Project Site during the

Contract Period. Any liabilities arising as consequences of such event shall be borne by

the bidder. On occurrence of such event, the bidder shall solely be responsible for legal

remedies and SMC may consider Termination on occurrence of such event.

(35) Take prompt and reasonable action for redressal of each complaint received from users.

(36) Obtain and keep valid all applicable permits/ Licenses required by it under applicable laws

for carrying out its scope of work during the Contract Period.

(37) The bidder shall be required to hand over all the equipment’s under the scope of this

project in working condition at the time of completion/termination of the Contract,

otherwise the equipment, found faulty, shall be rectified from any external agency and

whole replacement/repair cost will be borne by the bidder only.

(38) During post-implementation period, in case the edge devices 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. The bidder will need to repair / have the new edge device within 15 days of

the incident. Post 15 days, the corresponding device would be again considered for SLAs.

The cost for repair/replacement of such device will not be in the scope of the bidder.

(39) The bidder is not responsible to maintain the existing infrastructure which is being re-

utilized for this scope. However, the bidder is required to inform the SMC if any

damage/discrepancies observed during the monitoring. SMC shall get the faulty

equipment repaired by their respective Service Provider.

3.4.5.1.2 Systems Administration Services:

The bidder shall ensure that IT Environment for the proposed solution operates smoothly,

securely and consistently. The bidder shall ensure following activities for SMC:

(1) Configuration of server, storage, networking & security component parameters, operating

systems administration, and tuning.

(2) Adequate hardening of the operating systems of the servers, storage, etc. to prevent

known and unknown attacks.

(3) Operating system administration, including but not limited to management of users,

processes, resource contention, preventive maintenance and management of upgrades

including migration to higher versions and patches to ensure that the system is properly

(4) Re-installation in the event of system crash/failures.

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(5) Maintenance of a log of the performance monitoring of servers including but not limited

to monitoring CPU, disk space, memory utilization, I/O utilization, etc.

(6) Periodic health check of the systems, troubleshooting problems, analyzing and

implementing rectification measures.

(7) Troubleshooting issues in the infrastructure, network and IT application to determine the

areas where fixes are required and ensuring resolution of the same.

(8) Identification, diagnosis and resolution of problem areas pertaining to various solution

components and application and maintenance of assured SLA levels under the scope of

(9) IT assets performance monitoring, fine-tuning, optimization & Problem Resolution

(10) Configuring and monitoring of regular backups of relevant database and application so as

to ensure minimum loss and ensure prompt restoration of the same as and when

(11) Installation, configuration, monitoring and management of the storage system in

accordance to the application requirement and uptime and KPI requirements.

(12) Monitoring, maintenance and tuning of the databases to meet ensure optimum

performance maximize efficiency and minimize outages, as necessary and proactively

reviewing database logs and alert logs and taking appropriate actions.

(13) Sever and application hardening to prevent attack from any known and unknown attacks.

Ensuring that patches / workarounds for identified vulnerabilities are patched / blocked

3.4.5.1.3 Application Support and Maintenance Support

Application support includes, but not limited to, production monitoring, troubleshooting and

addressing the functionality, availability and performance issues, implementing the system

change requests etc. The SI shall keep the application software in good working order; perform

changes and upgrades to applications as requested by the SMC team. Key activities to be

performed by SI in the application support phase are as follows:

(1) Compliance to SLA: SI shall ensure compliance to SLAs as indicated in the RFP and any

upgrades/major changes to the software shall be accordingly planned by SI ensuring the

SLA requirements.

(2) Annual Technology Support: The SI shall be responsible for arranging for annual technology

support for the OEM products to SMC provided by respective OEMs during the entire

project duration

(3) Application Software Maintenance:

 SI shall provide unlimited support through onsite team or offsite team as and when

required during the contract period.

 SI shall address all the errors/bugs/gaps in the functionality in the solution implemented

by the SI at no additional cost during the contract phase

 All patches and upgrades from OEMs shall be implemented by the SI ensuring

customization done in the solution as per the SMC requirements are unaffected. Technical

upgrade of the installation to the new version, as and when required, shall be done by the

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SI. Any version upgrade of the software / tool / appliance by SI to be done after taking

prior approval of SMC and after submitting impact assessment of such upgrade.

 Any changes/upgrades to the software performed during the support phase shall subject

to the comprehensive and integrated testing by the SI to ensure that the changes

implemented in the system meets the specified requirements and doesn’t impact any

other function of the system. Release management for application software will also

require SMC approval. A detailed process in this regard will be finalized by SI in

consultation with SMC.

 Issue log for the errors and bugs identified in the solution and any change done in the

solution shall be maintained by the SI and periodically submitted to the SMC team.

 SI, at least on a monthly basis, will inform SMC about any new updates/upgrades available

for all software components of the solution along with a detailed action report. In case of

critical security patches/alerts, the SI shall inform about the same immediately along with

his recommendations. The report shall contain SI’s recommendations on update/upgrade,

benefits, impact analysis etc. The SI shall need to execute updates/upgrades though

formal change management process and update all documentations and Knowledge

databases etc. All such updates and upgrades will be carried out free of cost.

(4) Problem Identification and Resolution:

 SI shall identify and resolve all the application problems in the identified solution (e.g.

system malfunctions, performance problems and data corruption etc.).

 Monthly report on problem identified and resolved would be submitted to SMC team

along with the recommended resolution.

(5) Change and Version Control: All planned or emergency changes to any component of the

system shall be through the approved Change Management process. For any change, SI

 Detailed impact analysis

 Change plan with Roll back plans

 Appropriate communication on change required has taken place

 Proper approvals have been received

 Schedules have been adjusted to minimize impact on the production environment

 All associated documentations are updated post stabilization of the change

 Version control maintained for software changes

 The SI shall define the Software Change Management and Version control process. For

any changes to the solution, SI has to prepare detailed documentation including

proposed changes, impact to the system in terms of functional outcomes/additional

features added to the system etc. SI shall ensure that software and hardware version

control is done for entire duration of SI’s contract.

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(6) Maintain Configuration Information: SI shall maintain version control and configuration

information for application software and any system documentation.

3.4.5.1.4 Provision for Onsite Support

SI shall deploy Manpower during implementation and O&M phases. The deployed resource

shall report to SMC Project In-charge. The support team must be backed by off-site support as

necessary. The SI’s Post Go Live Support team shall be responsible for the efficient functioning

of the system and continued delivery of stable systems, development, and operational support.

It is expected that out of business hours support will be provided as needed.

Minimum Required onsite support: The bidder is required to provide the dedicated onsite team

as per the below mentioned table during the support. Necessary backend support must be

extended to the onsite team so as to achieve the SLAs and KPIs defined in RFP. The selected

bidder shall nominate one senior official as a Project Manager for this project, who will be the

SPOC for SMC, who intern will coordinate with onsite and offsite team members.

The onsite team will also be engaged in development of new reports and requirements,

functionalities. Necessary backend support must be imparted by SI to the onsite team so that

apart from maintaining and managing existing setup the team is able to deliver new

development/integration activities.

Following are the minimum resources required to be deployed in the Project, however SI may

deploy additional resources based on the need of the Project and to meet the defined SLAs in

# Resource Type Minimum Quantity Minimum Deployment during

Operation & Maintenance Phase

Programmer/Developer 1 100%

Hardware Engineer 3 100%

# Qualification & Experience of the Resource

1 Programmer/Developer

 Availability: Onsite

 Educational Qualification: BE (Computer, IT, Electronics) / B. Tech (Computer, IT,

Electronics) / MCA / M.Sc. (IT)

 Work experience: Minimum 3 or 5 years of experience in software

implementation Projects

 Roles & Responsibility:The Application Developer will be responsible to carry out

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necessary changes in the application, provide application-level support to the users, and

coordinate with users for easy and early adaptation of the system. S/he shall be well versed

and experienced to handle above stated activities. S/he must be in a position to ascertain

and carryout the necessary activities w.r.t. any minor or major changes in the existing domain

system integrated or use cases created. S/he will capture the requirements and carry out

necessary developments on her/his own. S/he will keep the Project Manager informed about

the activities. S/he will interact the OEM/back office team either directly or through Project

Manager for necessary changes/developments/support issues for resolving problems if any.

2 Hardware Engineers

 Availability: Onsite

 Educational Qualification: Graduate/ Diploma

 Work experience: Minimum 3 years of experience in IT infrastructure

 Roles & Responsibility:S/he will be responsible to provide field level support at ward

level/zone offices and vehicles for any issue related to the supplied solution components like

GPS devices, Fuel Level sensors, etc. S/he will be responsible to ensure preventive and

breakdown maintenance. S/he will resolve any hardware/network related issues and will

coordinate with onsite programmer or backend team either directly or through Project

Manager for necessary repair/replacement of hardware or support issues for resolving

problems if any.

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

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

deputation at SMC. The bidder would also remove a person from its staff at SMC if instructed

to do so by the SMC within one month and provide suitable replacement with minimum

overlap of 15 days.

2. Deputed resources must be imparted necessary training by the SI/OEM to perform their tasks

3. Onsite team must have mobile phones round the clock and must have personal vehicle.

4. SMC may verify attendance of each person proposed as part of the onsite team through an

appropriate attendance mechanism on a monthly basis.

5. Considering the criticality of the nature of work, the SI is expected to deploy the best of the

breed resources to ensure smooth service delivery to the end users and seamless

coordination with other entities involved for tasks related to smooth operation of entire

6. The SI will be notified through an email or phone or any other medium by the SMC or any

operational team that would exist as the case may be on the issues faced related to the

system. The SI will be required to extend support during office hours and beyond as well to

attend the issues.

7. The SI’s Engineer shall be responsible to identify the fault and take corrective measures.

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8. These engineers shall be deputed for the sole purpose for configuring, installing and

maintaining the hardware, deploying and installing the system software as per the

requirements /testing /integration of various hardware and software, as may be needed at

SMC Site without any additional cost during contract period from the date of installation for

all supplied items.

9. These engineers shall be deputed for the sole purpose of installation, re-installation,

maintenance and troubleshooting the hardware and software supplied and installed for the

duration of the contract. SMC may provide a table space for the engineer(s) deputed for the

sole purpose of servicing products installed under this project at SMC.

10. The onsite engineers shall also be required to install, configure and troubleshoot all hardware

/ software issues pertaining to smooth functioning of deployed system/solution at various

locations within SMC limit. In case of major issues, the support engineer will be required to

inform SMC. The same applies for network problems as well, where in client side

troubleshooting and primary diagnosis is to be done by the deputed resident support

11. The Engineer must be equipped with all necessary facilities/equipments such as Laptop,

mobile telephone, Internet connection, personal vehicles, etc.

12. The SI shall depute only such individuals as are skilled and experienced in the works to be

executed under the contract. The SMC has all the rights to reject the services of any support

engineer and can ask for a change, if not found fit. The service engineer’s leave applications

are to be channeled through SMC. In the event of change of any support engineer from the

site, prior approval from the Head of ISD, SMC shall be essential.

13. The SI shall be responsible for providing all materials, equipment, installation / maintenance

tools and services, specified or otherwise, which are required to fulfil the intent of ensuring

operability, maintainability and reliability of total materials covered under these specifications.

4. PROJECT MILESTONES AND PAYMENT SCHEDULES

4.1. Project Milestones & Deliverables

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

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

# Milestone/Particulars SITC Time Limit

1 Installation, configuration, calibration, integration, testing and 75 days Post Issuance of

commissioning of GPS/VTS devices and fuel-level sensors on Request Order

identified vehicles along with SIM/data connectivity, required

accessories, spares and other hardware components.

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2 Installation, configuration and commissioning of centralized 45 days Post installation

application, database, dashboards, GIS, mobile application, of GPS/VTS devices and

APIs/integrations and related infrastructure. Fuel Level Sensors as

mentioned in Milestone

3 User Acceptance Testing (UAT), defect rectification and 20 days Post Installation,

approval configuration and

commissioning of

centralized application,

database, dashboards,

GIS, mobile application,

APIs/integrations and

related infrastructure as

mentioned in Milestone

4 Go-Live of the complete Integrated VTS & FMS solution. 10 days Post User

Acceptance Testing

(UAT), defect rectification

and approval as

mentioned in Milestone

5 Hyper Care Support and stabilization 90 days Post Go-Live

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

initiate them in parallel to achieve the implementation timelines.

2. For delay in completion of any milestone, solely attributable to the SI, liquidated damages

shall be levied at 0.2% per day of the value of the delayed milestone/work package,

subject to a maximum of 10% of the value of such delayed milestone/work package. The

same delay shall not be penalized twice under different clauses for the same period/event.

4.2. Payment Schedule

# Payment Milestone Release

1 Installation & Commissioning of the GPS devices and 50%

Fuel Monitoring Sensors

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4 Completion of 1st year of Support 2.5%

5 Completion of 2nd year of Support 2.5%

6 Completion of 3rd year of Support 2.5%

7 Completion of 4th year of Support 2.5 %

8 Completion of 5th year of Support 15% (shall be released along

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

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

completion of respective quarter.

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

be made applicable as per RFP.

Hypercare deliverables shall include closure of issues reported at Go-Live, stabilization of the

solution and rectification of defects attributable to the SI.

Monthly Progress Reports/MIS to be submitted every month or as and when desired by SMC

indicating the activities remaining/completed and progress as against the scheduled tasks /

5. 5. SERVICE LEVEL AGREEMENT (SLA), PERFORMANCE INDICATORS AND PENALTIES

5.1 Service Level Agreement

The Service Level Agreement (SLA) shall form an integral part of the Agreement between Surat

Municipal Corporation (SMC) and the Successful Bidder/System Integrator (SI).

The SLA defines the responsibilities of the SI for ensuring timely delivery, availability, reliability,

accuracy, maintainability and performance of the complete Vehicle Tracking System (VTS) and

Fuel Monitoring System (FMS) based on the agreed Performance Indicators specified in this

The SI shall comply with the prescribed Service Level Requirements throughout the Contract

Period, including the implementation period, warranty period and subsequent support/AMC

period, as applicable.

The SI shall provide suitable software/automated tools within the proposed Application/Portal for

monitoring and generating SLA compliance reports for all applicable SLA parameters.

The SI shall be responsible for monitoring the complete end-to-end solution comprising, as

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 GPS/VTS devices;

 Fuel Level Sensors;

 vehicle wiring and installation;

 communication/SIM connectivity under SI's scope;

 GPS and fuel-data transmission;

 application/software;

 web portal/dashboard;

 mobile application;

 cloud/server infrastructure;

 APIs/integration;

 alerts and notifications;

 data storage and archival;

 technical support;

 preventive and corrective maintenance.

5.1.1 Exclusions from SLA Penalty

Penalty shall not ordinarily be levied for non-compliance where the SI establishes that the failure

1. Force Majeure events beyond the reasonable control of the SI.

2. Deliberate damage to GPS devices, fuel sensors, antennas, wiring or other equipment by

SMC personnel or third parties, provided the SI reports the incident promptly.

3. Theft of installed equipment, where the SI has complied with its installation and

protection responsibilities.

4. Accident/mishap resulting in physical damage to the equipment, where such damage is

not attributable to defective installation or negligence of the SI.

5. Power failure or deliberate electrical isolation by SMC or its authorized personnel.

6. Vehicle being officially declared under repair/maintenance and unavailable for operation.

7. Loss of mobile/network connectivity in an area where the SI demonstrates that the

communication network was genuinely unavailable and that the device was otherwise

functioning correctly.

8. Planned maintenance approved in advance by SMC.

9. Any other reason specifically accepted by SMC as being beyond the reasonable control of

The SI shall provide documentary/technical evidence for claiming exclusion from SLA calculation.

Mere declaration by the SI shall not automatically constitute acceptance by SMC.

5.2 Definitions

“Uptime” shall mean the period during which the specified service/component is available to

SMC and performing in accordance with the prescribed technical and functional requirements.

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Uptime (%) shall generally be calculated as:

Uptime (%) = [(Total Time – Planned Maintenance Time – Unplanned Downtime) / (Total Time –

Planned Maintenance Time)] ×

“Downtime” shall mean the period during which the specified service/component is unavailable

or fails to perform its intended function. Downtime shall exclude approved planned maintenance

and accepted Force Majeure/reasons beyond the control of the SI.

“Incident” means any event, abnormality, defect, malfunction or failure affecting the normal

operation of the VTS/FMS or any component thereof.

5.2.4 Resolution Time

“Resolution Time” means the time elapsed between registration/logging of a complaint/incident

and restoration of the affected service or implementation of an acceptable corrective solution.

5.2.5 GPS Device Availability

GPS Device Availability means the percentage of time an installed GPS device is operational and

capable of transmitting valid GPS/vehicle data to the central application, subject to approved

5.2.6 Fuel Data Availability

Fuel Data Availability means the percentage of expected fuel-level/fuel-related data records

successfully received, processed and displayed by the central system.

A Data Gap means an unexplained period during which expected data from an otherwise

operational GPS device/fuel sensor is not received by the central application.

5.2.8 Critical Incident

A Critical Incident means any failure materially affecting the operation of the system, including:

 complete application/server failure;

 large-scale GPS tracking failure;

 large-scale fuel monitoring failure;

 loss of critical vehicle/fuel data;

 failure of critical alerts;

 major cybersecurity incident;

 failure affecting essential SMC operations.

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Municipal Workshop(Surat Municipal Corporation)

5.3 Measurement of SLA

1. All SLA calculations shall ordinarily be performed on a monthly basis.

2. SLA performance shall be measured using system-generated logs, device communication

logs, server/application logs, complaint/ticket records and other appropriate electronic

3. The SI shall provide all required SLA measurement and monitoring tools as part of the

4. SMC shall have the right to audit, verify or independently measure SLA compliance either

itself or through an appointed consultant/agency.

5. In case of discrepancy between the SI's SLA report and SMC's records, SMC shall examine

the available technical evidence and determine the applicable SLA performance.

6. The SI shall submit a monthly SLA Compliance Report to SMC by the 7th day of the

succeeding month.

7. The report shall include, at minimum:

o vehicle-wise GPS uptime;

o vehicle-wise fuel-data availability;

o application uptime;

o server/cloud uptime;

o communication/data gaps;

o device failures;

o fuel-sensor failures;

o device replacement records;

o fuel filling events;

o abnormal fuel drainage alerts;

o complaint/ticket details;

o response and resolution time;

o system downtime;

o SLA violations;

o penalties applicable;

o corrective and preventive actions.

8. SMC may review SLA parameters periodically based on actual system performance and

operational requirements. Any material modification shall be communicated to the SI in

accordance with the Contract.

5.4 SLA Performance Parameters

A. Project Implementation SLA

1. Delay in Implementation/Deployment

The SI shall complete supply, installation, configuration, integration, testing and commissioning

within the timelines specified in the Contract.

Any delay in the delivery of the project (solely attributable to vendor) would attract a penalty of

0.2% per day of the CAPEX value of that particular item.

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Total penalty applicable under this clause shall be limited to 10% of the value of the

equipment/device in software or hardware to be supplied, installed and commissioned for which

Request Order is placed

If the penalty reaches 10% of the total contract value, Authority may invoke termination clause.

B. GPS Device Performance

1. GPS Device Availability

Sr. Performance Area

No Performance SLA Penalty

1 Equipment Baseline ≥ 99% No penalty

Availability (EA)

Penalty of 0.5% of purchase cost

for that particular equipment

Lower <99% to during warranty or 1% of (yearly

[Total minutes in a

Performance ≥97% AMC + withheld CAPEX amount

for that particular component for

downtime – Total

down time(min) in a that year)

month]*100/[Total Penalty of X*0.5% of purchase

minutes in a month -

cost for that particular equipment

Planned downtime]

during warranty or X*1% of

(yearly AMC + withheld CAPEX

X= [100-(uptime

amount for that particular

component for that year)

The penalty shall be determined based on the number of affected vehicles and duration of