ELECTRONICS CORPORATION OF TAMIL NADU LIMITED

Tender No.: ELCOT-ST-HO05-2025-0005

Tender for supply, installation and commissioning of IT hardware

for fire incident command centre and other equipment for
surveillance along with software application development for
Tamil Nadu Fire and Rescue Services Department

JULY 2025

9th Floor, Sigapi Aachi Building, 18/3 Rukmani Lakshmipathy Road,

Egmore, Chennai - 600008
www.elcot.in [email protected]

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P- 2/142 Tender ID: ELCOT-ST-HO05-2025-0005
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 Table of Contents
Table of Contents .............................................................................. 4
Acronyms ........................................................................................ 7
I. NOTICE INVITING TENDER ......................................................... 10
II. TENDER DATA SHEET .............................................................. 11
III. PREAMBLE ............................................................................. 13
IV. GENERAL CONDITIONS OF TENDER .......................................... 15
1. General Instructions .................................................................. 15
2. Pre-Bid meeting and clarifications ............................................... 17
3. Amendments to the Tender ........................................................ 18
4. Language of the Bid .................................................................. 19
5. Bid Currency ............................................................................ 19
6. Labour Laws Compliance ............................................................ 19
7. Conflict of Interest .................................................................... 20
8. Letter of Authorisation ............................................................... 20
9. Tender Validity .......................................................................... 20
10. Contacting Tender Authorities ................................................... 20
11. Bid Preparation and Submission ................................................ 21
e-Tender Procedure: .................................................................. 21
12. Preparation and Submission of Bids ........................................... 23
13. Technical Bid Form .................................................................. 23
14. Price Bid Form ........................................................................ 24
15. Cost of Bidding ....................................................................... 25
16. Earnest Money Deposit (EMD) .................................................. 25
17. Withdrawal of Bids .................................................................. 26
18. Resubmission of Bids ............................................................... 26
19. Technical Bid Opening .............................................................. 27
20. Initial Scrutiny ........................................................................ 27
21. Technical Evaluation ...................... Error! Bookmark not defined.
22. Clarification by ELCOT ............................................................. 29
23. Pre-loaded Software ................................................................ 29
24. Warranty ............................................................................... 36
25. Comprehensive Annual Maintenance.......................................... 37

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26. Liquidated Damages on Delivery ............................................... 38
27. Liquidated Damages for Deficiency in Performance ...................... 39
28. Price Bid Evaluation ................................................................. 29
29. Suppression of facts and misleading information ......................... 32
30. Acceptance of Tender and Withdrawals ...................................... 32
31. Letter of Acceptance (LOA) ...................................................... 33
32. Payment of Security Deposit (SD) ............................................. 33
33. Award and Execution of Contract .............................................. 34
34. Execution of Purchase/Work Order ............................................ 35
35. Right to vary quantity .............................................................. 40
36. Inclusion of the products in ELCOT Rate Contract: ....................... 40
37. Liability of ELCOT .................................................................... 41
38. Limitation of Liability ............................................................... 41
39. Assigning of Tender whole or in part .......................................... 42
40. Indemnity .............................................................................. 42
41. Force Majeure......................................................................... 43
42. ELCOT/End User reserves the right to ........................................ 44
43. General Communication ........................................................... 44
44. Notice ................................................................................... 45
45. Validity and Extension of Contract ............................................. 45
46. Termination of Contract ........................................................... 45
A. Termination for default ....................................................... 45
B. Termination for Insolvency .................................................. 46
C. Termination for Convenience ............................................... 46
47. Effects of Termination .............................................................. 47
48. Dispute and Jurisdiction Clause ................................................. 48
49. Grievance Redressal ................................................................ 49
V. Tender Specific Conditions .......................................................... 50
1. Scope of Work .......................................................................... 50
2. Bidder Eligibility Criteria ............................................................. 66
3. Technical Specifications.............................................................. 72
5. Bidding for Items ...................................................................... 89
6. Site Readiness Certificate by the Purchasing Entity ........................ 89
7. Compliance with Technical Specification ....................................... 90
8. .................................. 90

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9. Contract Period ......................................................................... 92
10. Supply, Installation, Commissioning and Testing ......................... 92
11. Delivery schedule.................................................................... 94
12. Payment Schedule .................................................................. 95
13. Stores, Spares and Manpower .................................................. 97
Annexure - 1 Model Form of Contract .............................................. 100
Annexure 2 Bank Guarantee Format ............................................. 104
Annexure 3 Manufacturer Authorisation Form for OEMs .................. 107
Annexure 4 Power of Attorney ..................................................... 109
Annexure 5 Restrictions on Public Procurement - Instructions to bidders
to be complied ............................................................................. 111
Annexure - 6 Undertaking for Certificate of Registration as per GFR Rule
.................................................................................................. 114
Annexure 7 Blacklisting ............................................................. 116
Annexure 8 Declaration of No Conflict of Interest ........................... 118
Annexure 9 Undertaking on local office in Chennai ......................... 120
Annexure 10 Letter of Undertaking .............................................. 122
Annexure-11 TECHNICAL BID ........................................................ 124
A12.1 Check-list for Enclosures ................................................... 124
A12.2 Profile of the Bidder ......................................................... 126
A12.3 Details in support of Eligibility Criteria ................................ 127
A12.4 Hardware Compliance ....................................................... 129
A12.5 Technical Compliance by Bidder and OEM ............................... 130
Annexure 13 PRICE BID .......................................................... 132
Annexure 14- Comprehensive AMC (CAMC) ................................... 139
Annexure 15- Format for Prebid Queries ....................................... 141

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 Acronyms

AMC/CAMC Annual Maintenance Contract / Comprehensive Annual

Maintenance Contract

GST Goods & Services Tax

DSC Digital Signature Certificate

EMD Earnest Money Deposit

ERTL Electronic Regional Test Laboratories

ERP Enterprise Resource Planning

ETDC Electronics Test & Development Centre

FOR Free On Road / Rail

ICT Information and Communication Technology

IPR Intellectual Property Rights

ISO International Organisation for Standardisation

IT Information Technology

LD Liquidated Damage

LOA Letter of Acceptance

OEM Original Equipment Manufacturer

RFP Request for Proposal

ROHS Restriction Of Use of Hazardous Substances

SAMEER Society for Applied Microwave Electronics Engineering &

Research.

SD Security Deposit

SDK Software Development Kit

SNR Site Not Ready

SPOC Single Point of Contact

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AMC/CAMC Annual Maintenance Contract / Comprehensive Annual
Maintenance Contract

SRS Software Requirements Specification

RAM Random Access Memory

ROM Read Only Memory

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Definitions used in the Tender Document:
a) Act: Act means the Tamil Nadu Transparency in Tenders Act 1998 as
amended from time to time.
b) Bidder: Bidder means the party who makes a formal offer in
pursuance of the Tender floated
c) Contractor: Contractor means the Successful Bidder who signed the
Contract Agreement
d) Day/Week/Month: Means a Calendar day/Calendar Week/Calendar
month respectively
e) L1 Bidder: L1 Bidder is one who quotes the lowest rate for a
Technically, and Financially acceptable bid and declared as such by
ELCOT
f) Life Cycle: The useful life of the Item required in the Tender including
Warranty and Comprehensive Maintenance period.
g) Life Cycle Cost: Life Cycle Cost means the total cost to be incurred by
the End User towards the purchase of tendered item and also charges
to be incurred by the End User towards maintenance of the same for
the whole life of the items including Warranty and Comprehensive
Maintenance period.
h) Overall L1 Bidder: The Bidder who has quoted the Lowest aggregate
Price.
i) Purchaser: National Health Mission Tamil Nadu.
j) Rules: Rules means The Tamil Nadu Transparency in Tenders Rules
2000 as amended from time to time.
k) Service Centre: Service Centre means the centre or place, wherein
the Bidder, inter-alia undertakes and performs the service activities
relating to the tendered items indicated in the tender
l) Successful Bidder: Successful Bidder means the Bidder who becomes
Successful through the Tender process and declared as such by ELCOT

P- 9/142 Tender ID: ELCOT-ST-HO05-2025-0005

 I. NOTICE INVITING TENDER

Government of Tamil Nadu

ELECTRONICS CORPORATION OF
TAMIL NADU LIMITED
9th Floor, Sigapi Aachi Building, 18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai-600008
www.elcot.in |+91 44 2855 6100| [email protected]
NOTICE INVITING TENDER
Tender No. ELCOT-ST-HO05-2025-0005

ELCOT invites tender for Supply, installation and commissioning of IT

hardware for fire incident command centre and other equipment for
surveillance along with software application development for Tamil Nadu
Fire and Rescue Services Department . For complete details, please visit
www.elcot.in or www.tntenders.gov.in. Pre-bid meeting: 07.08.2025,
11:30 AM. Last date for submission of e-bids: 29.08.2025, 3 PM. For
queries: [email protected].
- MANAGING DIRECTOR

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 II. TENDER DATA SHEET

1 Tender Inviting The Managing Director, ELCOT,

Authority, 9th Floor, Sigapi Aachi Building, 18/3, Rukmani

Designation and Lakshmipathi Road, Egmore, Chennai 600008

Address Phone: +91 44 2855 6100

[email protected]

2 Tender Accepting Managing Director, ELCOT.

Authority

3 Name of the Work Supply, installation and commissioning of IT

hardware for fire incident command centre and
other equipment for surveillance along with
software application development for Tamil Nadu
Fire and Rescue Services Department

4 Tender reference ELCOT-ST-HO05-2025-0005

5 Installation/Place of Tamil Nadu Fire and Rescue Services Department,

work Egmore

6 Tender documents Tender documents can be freely downloaded from

available place https://tntenders.gov.in andhttps://www.elcot.intill
the closing date and time of the Tender.

7 Earnest Money Rs. 1,00,000/- (Rupees One Lakh Only) shall

Deposit (EMD) be paid electronically in e-Tender Portal
https://tntenders.gov.in itself. (EMD of all bidders
other than successful bidders shall get refunded
automatically)

8 Tender submission Two Part Tender comprising of Technical Bid and

Price Bid shall be submitted electronically through
the e-Tender Portal https://tntenders.gov.in

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9 Bid signing Bidder shall possess valid Class 3 - Signing and
Encryption Digital Signature Certificates for signing
the Bids

10 Help manuals for e- Bidder may download the help documents and user
Tender manuals from https://tntenders.gov.in

11 Date and Place of 07.08.2025@ 11.30 AM at ELCOT Angadi, II Floor

Pre-Bid Meetings MHU Complex, 692 Anna Salai, Nandanam,
Chennai-600035

12 Due Date and Time 29.08.2025 @ 03.00 PM at the URL mentioned in

of submission of S.No (8) above.
Tender

13 Date, Time and 29.08.2025 @ 04.00 PM at ELCOT Angadi, II Floor

Place of opening of MHU Complex, 692 Anna Salai, Nandanam,
the Technical Bids Chennai-600035

14 Date, Time and Shall be intimated only to the technically qualified

Place of opening of Bidders
the Price Bids

15 Bid validity Bid validity shall be 90 days

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 III. PREAMBLE

Electronics Corporation of Tamil Nadu Limited (ELCOT), a wholly

owned Government of Tamil Nadu Undertaking is the optional
procurement agency of the Government of Tamil Nadu.

As part of the procurement activities, ELCOT is inviting bids for

Supply, installation and commissioning of IT hardware for fire incident
command centre and other equipment for surveillance along with software
application development for Tamil Nadu Fire and Rescue Services
Department

1. Existing System
The current emergency response system operates in a semi-
automated manner, which introduces certain challenges in communication
and coordination. When an emergency call is received by the modern
control room, it is assessed and forwarded to the fire department. The call
is then assigned to the nearest fire station based on the location of the
incident. The station staff quickly deploys the necessary vehicles, such as
fire engines, rescue vehicles, or other equipment, to address the
emergency.

However, there are notable limitations in the way vehicle movement

and on-site updates are managed. While the initial dispatch process is
relatively efficient, any additional vehicle deployments required during the
course of the operation must be communicated manually to both the base
station and the control room. Similarly, the movement of vehicles during
the emergency response, including details such as their current location,
estimated time of arrival, or changes in route, is not automatically
tracked. Furthermore, updates regarding the situation at the incident site
such as the severity of the emergency, additional resources needed, or

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progress made in resolving the issue must also be relayed manually.
This reliance on manual communication can lead to several
inefficiencies. There is a risk of delays in conveying critical information,
miscommunication between teams, and a lack of real-time tracking for
vehicles and operations. These issues can hinder the ability of the control
room and base station to coordinate effectively, potentially affecting the
speed and quality of the response.

2. Problems in existing system

i. It is not centralized, which makes it difficult to get a real-time

view of the location of all vehicles.
ii. It does not provide any information about the status of the
vehicles, such as whether they are on call or not.
iii. No detailed tracking of vehicle entry and exit.
iv. Unreliability issues due to manual entry.
v. Loss of data due to the hardware limitations.
vi. Time consuming when it comes to report generation.

3. Proposed System

The Tamil Nadu Fire and Rescue Services Department (TNFRSD)

seeks to enhance its emergency response capabilities by implementing a
new software application. This application will create a centralized control
room for monitoring and managing over 600 emergency response
vehicles equipped with Surveillance System and water level sensors.

P- 14/142 Tender ID: ELCOT-ST-HO05-2025-0005

 IV. GENERAL CONDITIONS OF TENDER

1. General Instructions
a) Every effort has been made to provide comprehensive and accurate
background information, requirements and specifications in this Tender.
b) This Tender process is governed by The Tamil Nadu Transparency in
Tenders Act 1998 and The Tamil Nadu Transparency in Tenders Rules
2000 as amended from time to time.
c) In case of any conflict between the terms and conditions in the Tender
document and the Tamil Nadu Transparency in Tenders Act 1998 and
The Tamil Nadu Transparency in Tenders Rules 2000, the Act and Rules
shall prevail.
d) In this Tender unless a contrary intention is evident:

i. The clause headings are for convenient reference only and may not
be part of this Tender.

ii. Unless otherwise specified, a reference to a clause number is a

reference to all of its sub-clauses;

iii. Unless otherwise specified, a reference to a clause, sub-clause is a

reference to a clause, sub-clause of this Tender including any
amendments or modifications to the same from time to time;

iv. A word in the singular includes the plural and a word in the plural
includes the singular;

v. A word importing a gender includes any other gender;

vi. A reference to a person includes a body corporate or a legal entity;

vii. A reference to legislation includes legislation which is in effect

during the period of contract;

viii. Where a word or phrase is given a meaning, it includes the

appropriate grammatical forms of that word or phrase which have
corresponding meanings.

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ix. In the event of an inconsistency between the terms of this Tender
and the Bid, the Terms & Conditions hereof shall prevail.

x. The terms Contractor and SI means the same person.

e) The Bidders are required to examine the instructions, terms and
conditions and specifications given in the Tender.
f) The Bidder shall be deemed to have been fully satisfied itself before
Bidding as to the correctness and sufficiency of its Bids for the Contract
and Price quoted in the Bid to cover all obligations under this Tender.
g) It shall be the responsibility of the Bidder that all factors have been
investigated and considered while submitting the Bids and no claim
whatsoever including those of financial adjustments; time schedule to
the Contract awarded under this Tender shall be entertained by ELCOT
on account of failure by the Bidder.
h) Failure to furnish all required information in every aspect shall be at
the Bidder's risk and may result in the rejection of Bid.
i) Bid with conditions other than those specified in the Tender document
is liable to be summarily rejected. No modification by the Bidder in any
of the conditions shall be permitted.
j) No commitment of any kind, contractual or otherwise shall exist unless
and until Letter of Acceptance is issued as per the terms and conditions
of the tender.
k) It shall be imperative for each Bidder(s) to familiarise itself with the
prevailing legal situations for the execution of Contract. ELCOT shall
not entertain any request for clarification from the Bidder regarding
such legal aspects.
l) It must be clearly understood that the Terms and Conditions,
specifications are intended to be strictly enforced. No escalation of cost
in the Tender by the Bidder shall be permitted throughout the period of
Contract.
m) The Contractor shall make all arrangements as part of the Contract to
supply commission and train the beneficiaries at various locations at

P- 16/142 Tender ID: ELCOT-ST-HO05-2025-0005

 their own cost and transport.
n) The Contractor shall be fully and completely responsible to ELCOT and
the End User for all the deliveries and deliverables.
o) The Contractor and the OEM of the Item offered are jointly and
severally responsible for the product specifications and its performance
as required in the Tender document.
p) Any Bidder who is blacklisted by ELCOT or any State or Central
Government or its agencies shall not be eligible to bid for the Tenders
of ELCOT. Bidder shall give an undertaking in this regard.
q) In case Bidder conceals any fact that materially affects the tender, the
bid will be summarily rejected
r) In case any show cause notice has been issued by ELCOT for poor
performance to any of the bidder, then ELCOT reserves the right to
disqualify the bid submitted by such Bidder.

2. Pre-Bid meeting and clarifications

a) Pre-Bid meeting shall be conducted as mentioned under Tender
Schedule. Bidder can seek clarifications on the published Tender
document during the Pre-Bid meeting. All clarifications shall be
requested in the format in Annexure - 15
b) Pre-bid meeting is an opportunity to express any issues or concerns
in a transparent manner. The prospective bidders may raise queries
on any matter related to specifications, conditions or any other
aspects of the tender. Hence, the prospective bidders are advised to
raise any issues during the pre-bid meeting only, rather than
taking any other modalities.
c) The prospective Bidder shall have to ensure that their
queries/clarifications are mailed to ELCOT in the prescribed format
and only those queries/clarifications addressed to the designated e-
mail in prescribed format shall alone be considered.
d) All queries received till the date of pre-bid meeting will be given
a consolidated reply as a part of pre-bid response.

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 e) All other queries received to the designated e-mail after the date of
pre-bid meeting will be responded separately, on a later date,
preferably before 48 hours before opening of tender. Any further
queries on pre-bid clarifications can also be sent to the designated
email.
f) No queries received within 48 hours before the scheduled tender
opening time shall be entertained or responded. Bidder shall have
no right to make any claims based on any query raised in this
manner.
g) No queries received in any other manner or received at any other
time other than specified above or received in any email other than

purpose of this tender. No response will be given to such

communications and no person can have any claims in this regard.

3. Amendments to the Tender

a) ELCOT may amend the tender document as per requirements or
wherever ELCOT feels that such amendments are absolutely necessary.
Amendments also may be made in response to the queries by the
prospective Bidder.
b) The responses given for pre-bid query, corrigendum, addendum or any
amendments shall form part of the tender and shall be notified in
https://tntenders.gov.in from time to time.
c) The Bidder shall periodically check for the amendments or corrigendum
or information in the websites till the closing date of the Tender. ELCOT
shall not make any individual communication to the bidders and shall
in no way be responsible for any ignorance pleaded by the Bidder.
d) No clarifications would be offered by ELCOT within 48 hours prior to
the due date and time for opening of the Tender.
e) ELCOT at its discretion may or may not extend the due date and time
for the submission of Bids.
f) ELCOT is not responsible for any misinterpretation of the provisions of

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 this Tender document on account of the Bidder failure to keep them
updated of the Bid documents on changes announced in the website.

4. Language of the Bid

The Bid prepared by the Bidder as well as all correspondence and
documents relating to the Bid shall be in English only. The supporting
documents and printed literature furnished by the Bidder may be in
another language provided they are accompanied by an accurate
translation in English duly notarised, in which case, for all purposes of the
Bid, the translation provided by the Bidder shall govern. Bids received
without such translated copies are liable to be rejected.

5. Bid Currency
Price shall be quoted in Indian Rupees (INR) only and payment shall be
made in Indian Rupees only. Exchange rate risk and all other similar risks,
if any, shall be borne by the bidder.

6. Labour Laws Compliance

The Contractor shall be solely responsible for payment of remuneration to
the employees employed for the performance of the obligations and to
comply with the Rules and Regulations as laid down in Payment of Wages

1923, Industrial Disputes Act, 1947, Employees State Insurance Act,

1948, Contract Labour (Regulation and Abolition) Act, 1952, Payment of
Bonus Act, 1965, Employees Provident Funds and Miscellaneous
Provisions Act, 1952, Shops and Establishment Act, Factories Act, 1948
and all the applicable Laws from time to time. Any consequences arising
due to non-compliance of the provisions as specified above shall be the
sole responsibility of the Contractor. The relationship between the parties
is on principal to principal basis and cannot be construed as partnership,
agency, delegations or contract labour, etc.

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7. Conflict of Interest
Bidder shall furnish an affirmative statement as to the absence of, actual
or potential conflict of interest on the part of the Bidder due to prior,
current, or proposed Contracts, engagements, or affiliations with other
Organizations of the State Government. Additionally, such disclosure shall
address any and all potential elements (time frame for service delivery,
resource, financial or other) that would adversely impact the ability of the
Bidder to complete the requirements as given in the Tender document.
Declaration to this effect shall be submitted by the Bidder in the
prescribed format given in the Tender document.

8. Letter of Authorisation
Letter of Authorisation or Power of Attorney from the Board of Directors /
Competent authority shall be submitted in the Technical Bid, failing which
the Bids shall be summarily rejected.
9. Tender Validity
a) The offer submitted by the Bidder shall be valid for a period of ninety
days from the date of opening of Tender.
b) The validity of the Bids shall be extended for such period as mentioned
in the Act and Rules when extension is sought by the Authority.

10. Contacting Tender Authorities

a) Bidder shall not make attempts to establish unsolicited and
unauthorised contact with the Tender Accepting Authority, Tender
Inviting Authority or Tender Scrutiny Committee after the opening of
the Tender and prior to the notification of the Award.
b) Any attempt by any Bidder to bring to bear extraneous pressures on
the Tender Accepting Authority or Tender Scrutiny Committee shall be
a sufficient reason to disqualify the Bidder.
c) Notwithstanding anything mentioned above, the Authority may seek
bonafide clarifications from Bidder relating to the Tenders submitted by
them during the evaluation of Tenders. The bidder is bound to furnish

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 the clarification sought by ELCOT and failure to do so may lead to
summary rejection of the tender.

11. Bid Preparation and Submission

e-Tender Procedure:

a) Tender document is uploaded in the e-Tender portal

https://tntenders.gov.in. The prospective Bidder shall register
themselves in the e-Tender Portal (https://tntenders.gov.in) and
submit the Bids electronically through the e-Tender portal.
b) It is mandatory for the Bidder to possess a valid Class -3 Signing and
Encryption Digital Signature Certificate in the name of the Tender
submitting authority to complete the e-Tender Bid process as per the
provisions of Government of India IT Act 2000 with latest
amendments.
c) Digital Signature Certificates can be obtained from the authorized
certifying agencies, details of which are available in the web site
https://tntenders.gov.in
d) The website has user manuals with detailed guidelines on enrolment
and participation in the online Bidding process. The user manuals can
be downloaded for ready reference.
e) An e-Tender training session may be held on the date and time as
mentioned in the Tender Schedule. The Bidders are requested to
download the e-Tender help manual and user manuals from the Portal
for reference.
f) The registered Bidder can log into the e-Tender portal and download
the Bid Forms and Tender document /corrigendum as applicable and go
through them carefully.

g) Bidder shall go through the Tender documents and get ready with all
relevant documents in PDF/XLS/RAR formats as indicated therein and
then have them uploaded against each category. In the Technical
Bid, Bidder may attach an index page wherever necessary, in the

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 beginning, which indicates the details of the files/documents that
follow the index page against Technical Bid content indicated. This shall
also help for easy reference later.

h) While scanning the Bid documents to convert to PDF, Bidder shall scan
the page in 65 to 100 dpi mode, to get a readable page after scanning
and also the size of the document shall also be lesser. For pages in
text, it is advised to use 65 dpi mode and for pages with images, 100
dpi mode.

i) Bidder shall be ready with the Technical Bid and Price Bid in filled form
well in advance to avoid last minute submission and once the bids are
ready in all aspects, they may choose the freeze option to submit the
Bid finally and thereafter they shall get a Bid acknowledgement
receipt which is the final end, indicating the Successful submission of
the Bid.

j) The Technical and Price Bids shall be submitted separately using the
Digital Signature Certificates.

k) Bidder can do the resubmission of the Bid any number of times, either
Technical Bid or Price Bid or both till the closure of bid.

l) The Bids shall be submitted online not later than the date and time
specified in the Tender Schedule or Corrigendum if published. E-Tender
portal shall automatically lock the date and time exactly on the date
and time.
m) Even if the Bid submission is in half way through during the closing
date and time, submission would not be possible. Hence the Bidder
should be cautious to submit the Bids well in advance to avoid failures
in the submission of their bids.
n) ELCOT shall not be responsible for the failure of the Bidder to submit
the Bids due to any reason.

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o) For all Tender processing activities, the server time indicated at the top
of the e-Portal, while doing Bid submission/Tender opening activities
shall be final. The Local system time shall not be taken into account in
such case.
p) The e-Tender system shall issue a Bid acknowledgement receipt
which is the final proof for the Successful Bid submission.
q) Bidder may contact the Helpdesk at National Informatics Centre for
support on the Tender portal.

12. Preparation and Submission of Bids

a) Bidder should examine all Instructions, Terms and Conditions and
Technical specifications given in the Tender document. Failure to
furnish information required by the Bid or submission of a Bid not
substantially responsive in every aspect shall be at the Bidder risk and
may result in rejection of Bids.

b) Any bid with conditions other than those specified in the Tender
document is liable to be summarily rejected. No modification by the
Bidder in any of the conditions shall be permitted.

c) The Bidder shall duly fill, sign and stamp on all pages of the
Tender documents, all statements, certificates uploaded by
them, owning responsibility for their correctness/authenticity.
Not signing in any of the document may lead to rejection of the
Bid.

d) The Bid shall contain no inter-lineation, erasures or overwriting except

as necessary to correct errors made by the Bidder in which case such
corrections shall be counter signed by the Authorised person with date.

13. Technical Bid Form

a) Bidder has to upload the relevant documents in the format, as sought
in the Tender against each Item. The Bidder has to verify each

P- 23/142 Tender ID: ELCOT-ST-HO05-2025-0005

 uploaded document and sign the same using the Digital Signature
Certificate (DSC) before final submission of the bid.
b) The Technical Bid Format shall not be changed or altered or tampered.
If the Bid format is found to be tampered/altered, the Bids shall be
summarily rejected.
c) The Technical Bid documents shall not strictly contain any Price
indications, failing which the Bids shall be summarily rejected.
d) The Technical Bid format as given in the Tender shall be filled and
signed using the DSC and the scanned copy in the prescribed format
shall be submitted.
e) The supporting documents and other documents shall be submitted
as.PDF in the Technical Bid.

14. Price Bid Form

a) Bidder shall submit a Price Bid letter in PDF in the format annexed.
b) The Price Bid Form called as the Bill of Quantity (BOQ) shall be in
spread sheet format (xls). The original BOQ shall be downloaded from
the Tender site, filled in at the appropriate places indicated in offline
and then it has to be uploaded with the same name against the Price
Bid option. The BOQ has to be verified and then signed using the DSC
before final submission.
c) The Price Bid Form shall not be changed or altered or tampered. If the
Bid form is tampered/altered, the Bids shall be summarily rejected.
d) The Price Bid Form shall contain only price offers.
e) The cost quoted by the Bidder shall include cost and expenses on all
counts viz., cost of equipment, materials, tools, software, techniques,
methodologies, manpower, supervision, administration, overheads,
travel, lodging, boarding, in-station & outstation expenses, etc., and
any other cost involved in the supply.
f) The Bidder shall give the total Price with break up details of all
Levies, Taxes & duties, Surcharges, EPF, ESI, Packing, Forwarding,
Freight and insurance, etc.

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g) The cost of the Comprehensive Annual Maintenance shall not be
greater than 10% of the basic cost of the Item/Solution for any year.
h) The negotiated Price shall be kept firm by the Successful Bidder for a
period specified in the Tender subject to the provisions under the Fall
Clause. The Successful Bidder should keep the Price firm during the
period of Contract including period of extensions, if any.
i) Escalation of cost shall not be permitted during the said periods or
during any period while providing services whether extended or not for
reasons other than increase of duties / taxes payable to the
Governments in India within the stipulated delivery period. The Bidder
should particularly take note of this factor before submitting the Bids.
j) The Price finalised after negotiations should be kept valid during the
Contract period including extensions and no escalation in the final Price
shall be entertained including reasons due to Foreign Exchange
fluctuations.
k) Exchange Rate fluctuations (Foreign Currency Rate Exchange) cannot
be cited as reasons for the delay or dishonour of Work/Purchase order.

15. Cost of Bidding

The Bidder shall bear all costs associated with the Preparation,
Submission and Evaluation of Bids including the cost for Sample
evaluation and Demonstration. ELCOT/End User shall in no way be
responsible or liable for the charges/costs incurred regardless of the
conduct or outcome of the Bidding process.

16. Earnest Money Deposit (EMD)

a) EMD amount as specified in the Tender Schedule shall be paid
electronically through their respective internet banking enabled
account via NEFT/RTGS to the account mentioned in the Tender
Schedule.
b) Documentary proof of having deposited the EMD shall be submitted
under Technical Bid.

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c) In the case of EMD amount paid in advance by the Bidder, but due to
some reasons the Bids could not be uploaded, EMD amount paid earlier
shall be refunded by applying through a letter of request to ELCOT with
necessary proof.
d) If the Successful Bidder fails to act according to the Tender conditions
or backs out or fails to accept the LOA, after the Tender has been
accepted, the EMD shall be forfeited by ELCOT.
e) If the Successful Bidder fails to remit the Security Deposit, or sign the
Contract the EMD remitted by them shall be forfeited by ELCOT and the
Tender submitted by the Bidder shall be held void.
f) The Earnest Money Deposit (EMD) of the Successful Bidder shall be
returned when the Successful Bidder furnishes the required Security
Deposit and after confirmation of the genuineness of the Bank
guarantee from the issuing Bank in case of Bank Guarantee.
g) EMD of the unsuccessful Bidder shall be returned after Signing of
Contract with the Successful Bidder. The EMD amount held by ELCOT
till it is refunded to the Successful Bidder/Unsuccessful Bidder shall not
earn any interest thereof for any reason whatsoever.
h) Bidder with valid MSME certificate on the date of opening of Bids is
exempted from the Payment of EMD. Copy of the MSME certificate shall
be submitted in the Technical Bid. Udyam Registration Number
certificate should broadly cover the Equipment/Service called for in the
Tender.

17. Withdrawal of Bids

No Bidder shall be allowed to withdraw the Tenders after submitting the
Bid. Any violation shall lead to forfeiture of EMD and such other
consequences as may be provided.

18. Resubmission of Bids

A Bidder may submit a modified Bid before the last date for receipt of
Bids. Provided that where more than one Bid is submitted by the same

P- 26/142 Tender ID: ELCOT-ST-HO05-2025-0005

Bidder, the lowest eligible Price Bid shall be considered for evaluation.

19. Bid Opening

a) The Bid shall be opened on the date and time as specified in the
Tender schedule in the presence of that Bidder, who chooses to be
present against production of an authorisation letter from the Bidder.
b) Maximum of two representatives for each Bidder would be allowed to
attend the Tender opening.
c) If the date of opening of the Bids happens to be holiday, the Tenders
shall be opened on the next working day at the same time and the
same venue.

20. Initial Scrutiny

Initial Bid scrutiny shall be conducted and incomplete details as given
below shall be treated as non-responsive.

If Tenders are;
a) not submitted in two parts as specified in the Tender
b) received without the Letter of Authorisation
c) received without EMD amount except Bidder with valid MSME
certificate
d) found with suppression of information or incomplete information
e) furnished with subjective and conditional offers.
f) submitted without supporting documents in compliance to the
Eligibility Criteria and Evaluation Criteria
g) non-compliance of any of the clauses stipulated in the Tender
h) lesser validity period
i) All responsive Bids shall be considered for further evaluation. The
decision of ELCOT shall be final in this regard.

21. Tender Scrutiny

a) Tender Scrutiny shall be undertaken after the due date of submission

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 of Bid.
b) The Bids shall be evaluated based on the eligibility criteria and
evaluation criteria given in the tender document.
c) The Bids which did not meet the eligibility criteria and evaluation
criteria shall be summarily rejected and further evaluation shall not be
carried out.
d) If required by the ELCOT/end user, evaluation of samples of the
item/demonstration of solution offered shall be undertaken as a part of
the evaluation.
e) In such cases, Bidder must submit samples as required in the tender
document at its own cost and effort within the stipulated time specified
by ELCOT.
f) Any bidder failing to provide product demonstration on stipulated date
and time shall be disqualified without any further notice. No extension
or change of date shall be permitted.
g) ELCOT may waive any minor infirmity or non-conformity or irregularity
of a substantially responsive Bid which does not constitute a material
deviation, provided such waiver does not prejudice or affect the
relative ranking of the other Bidder.
h) For those Bidders who have already worked or working with ELCOT,
their previous performance in ELCOT would also be one of the criteria
for selection. If any unsatisfactory performances of the Bidders are
found, their Bids may be rejected. Unsatisfactory performance is
defined as
i. Non-responsiveness after getting the LOA or Purchase
order
ii. Delay in supply, installation of the ordered Items etc.
iii. Lack of communication about the delay in deliveries,
Installation etc.
iv. Poor support during warranty and CAMC period.
v.
issues.

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i) Decision of ELCOT is final and no dispute can be raised by any Bidder
for rejection of their Bids and no claims on this account shall be
entertained.
j) The Bidders whose bids meet the eligibility criteria and technical
specifications of the products will be qualified for opening of financial
bids.

22. Clarification by ELCOT

a) When deemed necessary, ELCOT may seek bonafide clarifications on
any aspect from the Bidder. However, that would not entitle the Bidder
to change or cause any change in the substance of the Bid or Price
quoted. No post Bid clarification at the initiative of the Bidder shall be
entertained.
b) If any of the documents, required to be submitted along with the
Technical Bid is found wanting, the offer is liable to be rejected at that
stage. However, ELCOT at its discretion may call for any clarification
regarding the document within a stipulated time period. In case of
non-compliance to such queries, the Bid shall be rejected without
entertaining further correspondence in this regard.
c) In case if the Bidder failed to comply with the requirements of ELCOT,
such Bids may at the discretion of ELCOT, shall be rejected as
Technically non-responsive.

23. Price Bid Evaluation

a) Price bids of those bidders who have qualified in the technical
evaluation as above shall be opened.
b) The Price Bid should include all expenses towards this Tender. The
Price Bids of the Technically Qualified Bidders will be opened and
evaluated. Partial quote is not allowed.
c) No modification of any documents or any quotes shall be allowed at
any stage.
d) Price Bids shall be opened in the presence of the Bidder who chooses

P- 29/142 Tender ID: ELCOT-ST-HO05-2025-0005

 to be present at ELCOT. The Bidder or their authorised representatives
shall be allowed to take part in the Price Bid Opening.
e) Price Bid evaluation will be done as per the Tamil Nadu Transparency
in Tenders Act 1998 and Tamil Nadu Transparency in Tender Rules
2000 there on.
f) The prices will be evaluated as follows and the decision of ELCOT will
be the final.
i) The Price Bid Evaluation shall include all taxes and levies
imposed by the Governments in India as part of the price. The
GST rates quoted should comply with the statutory guidelines
and will be paid as applicable at the time of billing. In evaluation
of the Price of an imported Item, the Price shall be determined
inclusive of the Customs duty and such other levies, if any. If a
Bidder quotes a different tax rate, then ELCOT shall evaluate by
correcting the tax rate at the existing level.
ii) The bidder who becomes overall L1 as prescribed in the price bid
will be called as L1 bidder.
iii) Bidder shall quote for all items and the CAMC charges as listed
in Annexure-14 without fail, failing which the bid is liable for
rejection.
iv) The total cost (including applicable taxes, duties and charges
prevailing at the time submitting the bid) as prescribed in the
Price Bid will be taken for the price bid evaluation.
v) However, the L1 bidder shall be asked to match the L1 price of
the individual item, where they have not become L1.
g) The Bidder, who has been selected after the Price Bid evaluation will
be called as Successful Bidder.
h) The Successful Bidder cannot claim orders from ELCOT as a matter
of right. The final decision for supply, installation and
commissioning of IT hardware for fire incident command centre and
other equipment for surveillance along with software application
development will be decided by ELCOT, in consultation with the end

P- 30/142 Tender ID: ELCOT-ST-HO05-2025-0005

 user department.
i) ELCOT reserves the right to cancel the tender and retender to invite
the competitive offers / quotes after a thorough analysis of the
tender specification terms and conditions.
j) The Successful Bidder shall not sell the Tendered items to any other
Purchaser at a price which is lower than the final negotiated price
offered to ELCOT. If it is found that the item has been sold at lower
rate, then that lower price will be fixed by ELCOT for that item in
future and also for the already supplied quantities under this tender.
k) The successful bidder/s should supply, install and commission the
ordered items only as per the approved specification and as per the
F conditions. If Bidder(s) found violating the conditions,
then the tender is liable for cancellation and penal action will be
initiated against the erring bidder or OEM including blacklisting
them.
l) The Tender Accepting Authority may reject a Tender or the Price
offered by a Bidder for an item, if it has determined that the Price
Bid/Price in combination with other constituent elements of the
Tender is abnormally low or abnormally high in relation to the
subject matter of the procurement and raises concerns with such
authority as to the ability of the Bidder to perform the Contract.
m) Negotiations shall be conducted with L1 Bidder for improvement in
the scope, reduction in Price, enhancement of warranty and
advancement of delivery schedule.
n) ELCOT reserves the right to reject any or all of the Tenders received
without assigning a reason.
o)
least Six months from the date of opening of Tender.
p) ELCOT reserves the right to reject any or all of the Tenders received
without the assignment of a reason.
q) The decision of ELCOT is final in the Price Bid Evaluation.

P- 31/142 Tender ID: ELCOT-ST-HO05-2025-0005

24. Suppression of facts and misleading information
a) During the Bid evaluation, if any suppression or misrepresentation or
any of its kind, is brought to the notice of ELCOT, then ELCOT shall
have the right to reject the Bid and if after selection, ELCOT would
terminate the Contract without any compensation to the Contractor
and the EMD/SD, as the case may be, shall be forfeited.
b) Bidder shall note that any figures in the proof documents submitted by
the Bidder for proving their eligibility is found suppressed or erased,
ELCOT shall have the right to seek the correct facts and figures or
reject such Bids.
c) The Tender calls for full copies of documents to prove the Bidder's
experience and capacity to undertake the project. It is up to the Bidder
to submit the full copies of the proof documents to meet out the
criteria. Otherwise, ELCOT at its discretion may or may not consider
such documents.
d) ELCOT reserves the right to cancel the Tender and retender at its
discretion. The decision of ELCOT is final in this regard.

25. Acceptance of Tender and Withdrawals

a) ELCOT reserves the right to reject wholly or partly any or all the
Tenders without assigning any reason, or relax or waive any of the
conditions stipulated in the terms and conditions of Tender as deemed
necessary in the best interest of ELCOT/End User.
b) The Tender Accepting Authority may also reject all the Tenders for
reasons such as change in Scope, Specification, lack of anticipated
financial resources, court orders, calamities or any other unforeseen
circumstances.
c) After acceptance of the Tender by ELCOT, the Successful Bidder shall
have no right to withdraw their Tender or claim higher Price and any
violation shall lead to forfeiture of EMD/SD.

P- 32/142 Tender ID: ELCOT-ST-HO05-2025-0005

26. Letter of Acceptance (LOA)
a) After Successful completion of the negotiations and after acceptance of
the Tender by ELCOT, Letter of Acceptance shall be issued to Successful
Bidder.

27. Payment of Security Deposit (SD)

a) The Successful Bidder shall be required to remit a Security Deposit
(SD) not exceeding five Percent of the value of the order. The exact
value of the Security Deposit will be mentioned in the LoA to the
Successful Bidder.
b) The proceeds of the Security Deposit shall be payable to the ELCOT as

to perform the obligations under the Contract and warranty

obligations.
c) The Security Deposit shall be submitted as Bank Guarantee from
Nationalised / Scheduled Public Sector Bank in the format annexed
d) The SD shall be paid by the Successful Bidder within 7 days from the
date of issue Letter of Acceptance (LOA) by ELCOT. ELCOT reserves the
right to extend the time limit if the reasons on which the extension is
sought are deemed fit.
e) The Bank Guarantee shall be valid for a minimum period of 9 months
beyond the date of end of Contract.
f) The Security Deposit shall be refunded to the Successful Bidder only
after Successful completion of the Purchase/Work Order. Such
completion would be arrived at when the entire quantity is
supplied/Work is delivered by the Successful Bidder as per the Contract
and as per the LOA or order including Purchase order(s) issued by
ELCOT.
g) If there are recoveries to be made, Successful Bidder shall deposit the
money before the release of BG for getting the BG released and in
failure to do so, BG shall be forfeited and recovery to be effected from

P- 33/142 Tender ID: ELCOT-ST-HO05-2025-0005

 the realized BG amount and the balance amount, if any, after
adjustment of recoveries, shall be refunded to the Successful Bidder.
h) The validity of the Bank Guarantee shall be extended by the Successful
Bidder for appropriate period at its own motion and at its own cost in
case of extension of the Contract.
i) The Security Deposit held by ELCOT till it is refunded to the Successful
Bidder shall not earn any interest thereof.
j) The Security Deposit/EMD shall be forfeited if the Successful Bidder
withdraws the Bid during the period of Bid validity specified in the
Tender or if the Bidder fails to sign the Contract and their offer/Bid
shall be held as non-responsive.

28. Award and Execution of Contract

a) Contract shall be signed with the Successful Bidder after the return of
LoA and submission of Security Deposit.
b) The Successful Bidder should execute a Contract in the INR 100 non-
judicial Stamp Paper bought in Tamil Nadu only in the name of the
Bidder within 7 days from the date of Letter of Acceptance/within 7
days from the date of receipt of SD, whichever is earlier.
c) The Contract shall include all such changes/modifications as may be
indicated by ELCOT at the time of execution upon receipt of
confirmation from ELCOT.
d) The expenses incidental to the execution of the agreement should be
borne by the Successful Bidder.
e) Purchase orders shall be placed to the Successful Bidder as per the
Terms and Conditions of the Tender.
f) The following documents shall be deemed to form and be read and
construed as part of the Contract.
i) Technical Specifications
ii) Tender Terms and Conditions
iii) Amendments issued by ELCOT for the Tender document

P- 34/142 Tender ID: ELCOT-ST-HO05-2025-0005

 iv) Corrigendum/Clarifications issued by ELCOT for the Tender
Document
v) Detailed final offer of the Successful Bidder
vi) Purchase order(s) issued by ELCOT from time to time
vii) Correspondence made by ELCOT to the Successful Bidder from
time to time during the period of the Contract.
g) Wherever the offer conditions furnished by the Successful Bidder are
at variance with conditions of this Contract or conditions stipulated in
the Purchase order, the latter shall prevail over the offer conditions
furnished by the Successful Bidder.
h) ELCOT/Purchaser may also procure, upon terms and in such manner
as it deems appropriate, the goods and services through any Third
party if the Successful Bidder fails to deliver and the Successful Bidder
shall be liable to ELCOT for any additional costs for such similar goods
and services.
i) The conditions stipulated in the Contract agreement shall be strictly
adhered to and violation of any of the conditions shall entail
termination of the Contract without prejudice to the rights of
ELCOT/Purchaser and ELCOT/Purchaser also has the right to recover
any consequential losses from the Successful Bidder.
j) The Successful Bidder shall supply, install and commission the ordered

conditions. If found otherwise or violating condition, the Contract is

liable for cancellation and penal action shall be initiated against the
erring Bidder or OEM.

29. Execution of Purchase/Work Order

a) Purchase/Work order shall be issued in full or in parts throughout the
period of Contract.
b) ELCOT reserves the right to modify the scope or the quantity in the
Tender document and the Successful Bidder shall undertake the work
as in the Purchase/Work order.

P- 35/142 Tender ID: ELCOT-ST-HO05-2025-0005

c) The Successful Bidder should nominate and intimate ELCOT a Nodal
Officer for Single Point of Contact (SPOC), who should be responsible
for effective delivery of work complying with all the terms and
conditions. The Successful Bidder should ensure that the SPOC fully
familiarises with the Tender Conditions, Scope of Work and
deliverables.

30. Pre-loaded Software

a) All Items shall be supplied with full version of associated and required
Software and Licenses for the entire period of Contract including
upgrades.
b) The licensed/supported version of the software shall be pre-
loaded/loaded before delivery strictly as required in the Tender.
c) The Price of preloaded Software and its Licenses shall be included in
the Price of the Item.
d) The license shall be in the name of End User and Original License shall
be submitted to the End User at the time of delivery.
e) In case of extensions of the Contract period, validity of the Software
and License shall be extended accordingly.
f) ELCOT/End User shall not be liable or responsible for any disputes
arising out of Intellectual Property Rights. It is at the risk and liability
of the Contractor when such dispute arises.

31. Warranty
a) All the materials and components of the Tendered items shall be
covered with warranty as stated in special conditions (as applicable),
which includes licences for software and replacement of any spare
parts if necessitated and if the spares are not available then complete
replacement of the item(s) with an equivalent/higher/next generation
model which is acceptable to ELCOT/End User shall be made without
additional cost to the ELCOT/End User.
b) The warranty period shall be calculated from the date of installation /

P- 36/142 Tender ID: ELCOT-ST-HO05-2025-0005

 commissioning of the IT products at the last location in the Purchase
order evidenced from the date of signature of the End User in the
Installation report.
c) The Contractor shall be liable to make good the loss by replacing the
items or other accessories found defective during the warranty period
within the stipulated period, failure of which shall attract LD.
d) Add-on items shall be supplied with negotiated warranty of the item,
throughout the Contract period.
e) LD during the warranty period shall be deducted from any payables to
the Contractor including Security Deposit.

32. Comprehensive Annual Maintenance

a) Post Onsite warranty period, all the materials and components
supplied by the Contractor shall be offered Onsite Comprehensive
Annual Maintenance, If specified in special conditions.
b) The Contractor shall offer CAMC service beyond contract period if
requested by ELCOT/End User.
c) The terms of the CAMC shall be similar to the Warranty including
replacement of parts excluding consumables and physical damages
and Licences, excluding Consumables and physical damages
d) CAMC charges shall be calculated and paid half-yearly to the
Contractor. The Contractor should submit the reports on
Comprehensive Maintenance performance obtained from all the
locations with sign and seal to the Billing Authority. After perusal of the
reports, the Billing Authority shall provide a Final Half yearly
performance report certification to the Contractor for processing CAMC
payment.
e) LD during CAMC period shall be deducted from the Comprehensive
Annual Maintenance or any other charges payable.
f) In case of extension of Contract, the CAMC Price of the previous year
shall be CAMC for the extended year.
g) The Technically Qualified Bidders will be negotiated to match the lowest

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 CAMC Charge offered in the tender.

33. Liquidated Damages on Delivery

a) The delivery period shall be considered from the date of issue of
Purchase Order. Delivery shall be completed within the stipulated
period.
b) Liquidated Damages shall be levied at the rate of 0.25% per day
(inclusive of holidays) on the value of the un-delivered portion of the
item/Purchase order/work order, if the delivery has not been
completed in full within the stipulated period.
c) The Liquidated Damages shall be capped at 10% of the value of the
Purchase order/work order.
d) If the LD levied for non-delivery of a single item reaches 15% of the
value of the item or total LD levied reaches the ceiling of 10% of the
value of the Purchase order/work order, ELCOT may terminate the
Contract with the Contractor in part or full for default and forfeit the
Security Deposit and take further action if required as permitted by
the Contract and Law.
e) Termination by ELCOT on this account shall not entail any
compensation to the Contractor on account of items in transit/ordered
or otherwise and the Contractor shall not make any claim in this
regard.
f) ELCOT reserves the right to blacklist the Contractor from taking part in
any of the ELCOT Tenders for a period up to 3 year from the date of
blacklisting for failure to carry out supply in time or according to the
quality and quantity prescribed or any such similar reasons. This action
shall be over and above the LD/Forfeit of SD/Termination of Contract.
g) Blacklisting shall not relieve the Contractor from the liability of bearing
the additional cost on account of procurement of items through other
technically qualified Contractors or any other alternative sources.

P- 38/142 Tender ID: ELCOT-ST-HO05-2025-0005

34. Liquidated Damages for Deficiency in Performance
a) Liquidated Damages shall be applied for not adhering to the
conditions stipulated for the Onsite Warranty and Onsite CAMC.
b) The time for the calculation of LD shall be counted from the time the
issue is raised in the {Ticketing tool/Call/Mail/Others} to the time the
issue is closed in the {Ticketing tool/Call/Mail/Others}.
c) During the Onsite warranty and Onsite CAMC period, the complaints
received shall be attended as below.
a) Contractor shall ensure the availability of 24*7 support
b) All the complaints shall be attended immediately without any time
delay
d) If the complaint/issue is not rectified within the stipulated period, LD
shall be levied as per the following table:

S. Complaint/Issue Time for LD (in Rs. Per

No Rectification day)
1 Delay in fixing Within 24 hours No LD
issue/replacement of from the time of
any device or other reporting issue
peripheral which was
Beyond 24 hours 0.2% of the value
found to be faulty
of the defective
item and the
impacted items per
day will be
deducted till the
issue has been
resolved/fixed

e) The LD shall be deducted from the any payable/Security Deposit

submitted by the Contractor during the Onsite warranty period and
from CAM charges payable to the Contractor during the CAM period.
f) The Contractor shall submit half-yearly reports on the maintenance
and resolution of complaints/issues in the format to be prepared jointly
by the End User and the Contractor and agreed by ELCOT.
g) There is no ceiling on the LD on account of not adhering to the

P- 39/142 Tender ID: ELCOT-ST-HO05-2025-0005

 conditions stipulated for the Onsite Warranty and Onsite CAMC.
h) ELCOT may terminate the Contract if the value of LD exceeds the
Performance Security or the Maintenance Charges.
i) ELCOT has the right to ask for additional Security Deposit beyond the
Security Deposit mentioned in the LoA and Security Deposit collected
based on the Purchase Orders issued to manage the LD subject to
ceiling of 5% of the total value of the Purchase Order issued.
j) In the event of loss sustained by the End User for non-fulfilment or
non-observance of any of the conditions stipulated in the Tender Terms
& Conditions and Purchase order, the Contractor shall pay as LD an
amount equivalent to 10% of total value of Purchase order or an
amount equal to the actual loss incurred by the End User whichever is
higher subject to the condition that the loss amount would not exceed
the value of the goods supplied/to be supplied.

35. Right to vary quantity

The final quantity ordered shall ordinarily be varied to the extent of
twenty five percent either way of the requirement indicated in the Tender
documents.

36. Inclusion of the products in ELCOT Rate Contract:

In order to provide the products for which the prices are discovered
through this special tender, ELCOT, at its discretion, may include the
products in its rate contract supply also, at the same price as provided in
this tender, for upto one year from the date of issue of LoA. This can be
further extended at the discretion of ELCOT and on mutual agreement
between both parties.

P- 40/142 Tender ID: ELCOT-ST-HO05-2025-0005

37. Liability of ELCOT
a) ELCOT shall not be liable to the Contractor for any losses or damages,
costs, charges which the Contractor may in any way sustain/suffer due
to any delay at the End User side.
b) ELCOT shall not be liable to the Contractor for any delay in the
Payment to the Contractor due to pending/non-receipt of fund from
End User.

38. Limitation of Liability

a) In the case of Gross negligence or willful misconduct on the part of the
Contractor executing the work or in carrying out the services, the
Contractor, with respect to damage including to property and/or
Assets/Sales/Revenue of ELCOT/End User shall regardless of anything
contained herein, shall be liable for any direct loss or damage that is
less than or equal to (A) the Total Contract Value of the Contract or (B)
the proceeds the Contractor may be entitled to receive from any
insurance maintained by the Contractor, to cover such a liability,
whichever of (A) or (B) is higher.
b) There shall be no limitation of liability in respect of the Contractor in
case of any damages for bodily injury (including death) and damage to
real property and tangible personal property, other than as applicable
under the relevant laws.
c) The Contract does not grant or create any rights, benefits, claims,
obligations or causes of action in, to or on behalf of any person or
entity (including any third party) other than between the respective
parties to the Contract, as the case may be.
d) ELCOT/End User shall be entitled to claim the remedy of specific
performance under the Contract. This right to claim for any damage
shall be without prejudice to other rights and remedies available to
ELCOT/End User under the Contract and law.
e) ELCOT/End User shall be entitled without prejudice to its other rights
and remedies, to deduct from the Price payable to Contractor and also

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 to encash the Bank Guarantee for Security Deposit or any other Bank
Guarantee, provided the total amount recovered does not exceed the
Total Contract Value or the insurance cover, whichever is higher.

39. Assigning of Tender whole or in part

a) The Contractor shall not assign or make over the Contract, the benefit
or burden thereof to any other person or persons or body corporate for
the execution of the Contract or any part thereof.
b) ELCOT/End User reserves its right to cancel the Purchase order either
in part or full, if this condition is violated.

40. Indemnity
The Contractor shall indemnify and defend ELCOT/End User and its
representatives & employees and hold ELCOT/End User, its
representatives, employees harmless from
a) Damages and losses to persons or property caused by Contractor
negligent or intentional act.

b) Damages and losses to persons or property resulting from the non-

compliance with the established obligations; Third Party claim against
ELCOT/End User that any Deliverables/Services/Equipment provided by
the Contractor infringes a copyright, trade secret, patents or other
intellectual property rights of any third party, in which case the
Contractor shall defend such claim at its expense and shall pay any
costs or damages that may be finally awarded against ELCOT/End User.

c) If any deliverable is or likely to be held to be infringing, the Contractor

shall at its expense and option either (i) procure the right for End User
to continue using it, or (ii) replace it with a non-infringing equivalent,
or (iii) modify it to make it non-infringing.

d) Any environmental damages caused by Contractor

e) Any and all claims, actions, suits, proceedings, taxes, duties, levies,
costs, expenses, damages and liabilities

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 arising out of, connected with, or resulting from or arising in
connections with the services provided by the Contractor due to
neglect, omission or intentional act of the Contractor.

41. Force Majeure

a) Neither party shall be liable for any failure or delay in the performance
of its obligations under this Contract if such failure or delay is due to

party. For the purposes of this Contract, Force Majeure shall include,
but not be limited to, acts of God, war, terrorism, civil disturbances,
epidemics or pandemics declared by competent authorities, natural
disasters, governmental actions, strikes, lockouts, or other industrial
disturbances (excluding those solely involving the Supplier's
workforce), or any other unforeseeable and unavoidable events which
render the performance of the contract impossible or
impracticable.
b) The party affected by a Force Majeure event shall notify the other
party in writing within seven (7) days of becoming aware of such
event. The notice shall include:
i) The nature and cause of the Force Majeure event;
ii) The anticipated duration of the delay;
iii) The specific contractual obligations affected; and
iv) The steps being taken to mitigate the impact and resume
performance.
c)
obligations particularly concerning delivery, shipment, installation,
and commissioning of laptops shall be suspended for the duration of
the Force Majeure, provided that the affected party uses reasonable
efforts to minimize the delay.

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d) The affected party shall take all reasonable measures to resume
performance of the contract at the earliest possible time upon
cessation of the Force Majeure event.
e) If the Force Majeure event continues for more than sixty (60)
consecutive days, and substantially frustrates the performance of the
contract, either party may terminate the contract by giving fifteen (15)
days' written notice to the other party, without incurring any liability or
penalty.
f) No party shall be held liable for breach of contract, imposition of
liquidated damages, or other penalties arising from non-performance
or delays solely due to a duly notified Force Majeure event.

42. ELCOT/End User reserves the right to

a) Inspect the B
b) Modify, reduce or increase the quantity requirements to an extent of
the Tendered quantity as per the provisions of the Act and Rules.
c) Change the list of areas of supply locations from time to time based
on the requirement of the End user.
d) Insist on quality / specification of materials to be supplied.
e) Withhold any amount, for the deficiency in the service aspect of the
ordered Items supplied to the End User anytime during the Contract
period and for want of sufficient documents.
f) Recover from the payables to the Contractor for any lapse or default
on taxes by the Contractor
g) ELCOT/End User has the right to recover the Input Credit Loss suffered
by it due to any default by the Contractor including black
listing/bankruptcy.
h) Recover from any payable to the Contractor irrespective of Contract.

43. General Communication

General Communication such as Purchase/Work orders, Amendment to
Work/Purchase orders, etc. shall be through email id of the Contractor.

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44. Notice
Any notice to the Contractor shall be deemed to be sufficiently served, if
given or left in writing at their usual or last known place of abode or
business or sent to the e-mail id. Any change in postal address or e-mail
id shall be communicated without delay, failing which, the communication
to the last address or email id shall be deemed to be proper service of
communications/notices.

45. Validity and Extension of Contract

a) The Contract shall be valid for such period mentioned in the Special
Conditions. ELCOT can request for extension of Contract for a further
period as per Act and Rules.
b) The Contract shall be extended for such period with the same Terms
and Conditions including Price as mutually agreed between the parties.
c) Validity of Bank Guarantee for Security Deposit shall be extended by
the Contractor accordingly at its own cost.

46. Termination of Contract

A. Termination for default

a) ELCOT may without prejudice to any other remedy for breach of

Contract, by written notice of default with a period of 7 days, sent to
the Contractor, terminate the Contract in whole or part
i) if the Contractor fails to deliver any or all of the goods within
the time period specified in the Contract or within any
extension thereof granted by ELCOT; or
ii) If the Contractor fails to perform any of the obligation under
the Contract; or
iii) If the Contractor, in the judgement of ELCOT, has engaged in
fraudulent and corrupt practices in competing for or in
executing the Contract or

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 iv) Supplies the Items inferior to the ordered / accepted
specifications; or
v) Not procured and supplied the Item from the OEM from whom
the MAF was obtained; or
vi) Not supplied as per any of the Tender conditions.
b) In the event ELCOT terminates the Contract in whole or in part, ELCOT
may procure, upon terms and in such manner as it deems appropriate,
the goods and services similar to those and delivered and the
Contractor shall be liable to ELCOT for any additional costs for such
similar goods. However, the Contractor shall continue the performance
of the Contract to the extent not terminated.

B. Termination for Insolvency

a) ELCOT may at any time terminate the Contract by giving written notice
with a period of 7 days to the Contractor, if the Contractor becomes
bankrupt or otherwise insolvent.
b) In this event, termination shall be without compensation to the
Contractor, provided that such termination shall not prejudice or affect
any right of action or remedy that has accrued or shall accrue
thereafter to ELCOT.

C. Termination for Convenience

a) ELCOT may by written notice, with a period of seven days sent to the
Contractor, terminate the Contract, in whole or in part, at any time for
its convenience.
b)
convenience, the extent to which performance of work under the
Contract is terminated, and the date upon which such termination
becomes effective.
c) On termination, the Contractor is not entitled to any compensation
whatsoever.
d) ELCOT reserves the right to cancel the order(s) and to terminate the
Contract in the event of short performance or non-performance of

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 Contractor.
47. Effects of Termination
a) In the event that ELCOT terminates this Agreement pursuant to failure
on the part of the Contractor to comply with the conditions as
contained in Tender and depending on the event of default, Security
Deposit furnished by Contractor may be forfeited.
b) Upon the expiration or termination of the Contract, the Contractor shall
undertake the actions set forth in the Contract to assist ELCOT/End
User to replace services as provided hereunder;
i) In respect of Third party Intellectual Property Rights, the Contractor
undertakes to secure such consents or licenses for End User from
such third parties as are necessary to enable End User or its
replacement System Integrator (any other agency that is selected
for maintaining the system in place of the Contractor, if applicable)
to receive services substantially equivalent to the Services
hereunder.
ii) The Contractor shall transfer to End User, in accordance with the
terms of the Contract, Assets or Deliverables including the software,
if any, (and including any data, ownership, source code and
associated documentation) in which End User has the right, title and
interest and that is in the possession or control of the Contractor.
iii) In the event of the premature termination of the contract, the
Contractor shall be eligible to receive Payments as described in the
Payment Schedule for the work completed and approved by ELCOT
and End User.
iv) The Contractor shall continue to perform all their obligations and
responsibilities as stipulated under the Contract and as may be
proper and necessary to execute the scope of work under the
Contract to maintain business continuity.
v) In the event that ELCOT terminates the Contract due to default or
material breach of the Contract on the part of the Contractor, then
ELCOT shall be entitled to forfeit the Security Deposit submitted for

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 this Project and pursue such other rights and/or remedies that may
be available to ELCOT/End User under law.
vi) Notwithstanding anything contained herein above and without
prejudice to the right to terminate the Contract, if the Contractor
fails to set up and operationalize the system at the designated
locations, ELCOT/End User may in its sole discretion, engage
another agency/System Integrator to fulfil the remaining obligations
(or part of the remaining obligations) as may be decided, at the risk
and cost of the Contractor. The additional cost incurred by the
ELCOT/End User shall be recoverable from the Security Deposit or
any amount payable or due to the Contractor, and in case such
Security Deposit or amount is not adequate, the Contractor shall
make good the shortfall.
vii) The termination hereof shall not affect any accrued right or liability
of either party nor affect the operation of the provisions of the
Contract that are expressly or by implication intended to come into
or continue in force on or after such termination.
viii) The action as provided in this clause shall not be construed or
treated as waiver of any right of the ELCOT/End User and the right
to terminate the Contract shall subsist even if an action in
accordance with this clause had been taken.
c) If the Contract is terminated by ELCOT/End User due to supply of
substandard services, system or hardware to the stations, the
difference in cost of the items purchased through other Technically
Qualified Bidder or any other alternative sources shall be recovered
from the Contractor.

48. Dispute and Jurisdiction Clause

The courts situated at Chennai, Tamil Nadu shall have exclusive
jurisdiction over all matters arising out of or in connection with this tender
and the contract.

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49. Grievance Redressal

Any grievances during the tender may be reported in the manner

prescribed in Annexure 15 to this tender document. Any further
unresolved grievances may be sent to the Managing Director, ELCOT
through the email [email protected]. Grievances received, if any, will be
handled in accordance with the provisions of Tamil Nadu Transparency in
Tenders Act and Rules.

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 V. Tender Specific Conditions

1. Scope of Work

The Tamil Nadu Fire and Rescue Services Department (TNFRSD) is

responsible for providing fire safety and rescue services to the people of
Tamil Nadu. The department has a fleet of over 600 vehicles, which are
deployed to respond to emergencies. The Tamil Nadu Fire and Rescue
Service department is looking to improve its emergency response
capabilities by implementing a new software application at State, regional
and district level. The requirement is for hardware and an end-to-
end scalable IT solution and not merely an IT software program.

Key areas of solution requirement include the following:

a) centralized control room for monitoring the movement of vehicles with
video surveillance, water level sensor, managing and mobilizing them
better in case of emergencies
b) facilitating efficient management of fire ground operation and
equipment inventory at state, regional and district level.
c) Vehicles should be fitted with GPS Devices, PTZ Cameras and Water
Level Sensor to track and monitor from the Incident Command Centre.
d) Integration with portals and apps of Tamil Nadu State Disaster
Management Agency (TNSDMA) for volunteer and disaster
management coordination, Tamil Nilam/ equivalent app for GIS
mapping of water bodies, Fire Department licensing/ NoC/ Single
Window portal for fire license data integration including that of fire-
fighting assets available with the license holders.

The system should have the functionalities as outline below:

a. Centralized Control Room/ Incident Command Centre : A unified
interface for real-time incident management, vehicle tracking, and

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 resource allocation. This should serve as the nerve center for
monitoring and managing emergency incidents, vehicle deployment,
and resource allocation. The Incident Command Centre should provide
a unified and real-time view of ongoing incidents, vehicle status, crew
assignments, and overall progress. Equipped with intuitive interfaces
and comprehensive dashboards, Incident Command Centre operators
should have instant access to critical information, enabling them to
make informed decisions swiftly.

b. Integration with existing call center: Incident command Centre

should integrate with existing emergency call Centre (112) to ensure
efficient incident management. The solution should facilitate the
smooth flow of incident data from the call Centre to the Incident
Command Centre, eliminating manual intervention and minimizing the
risk of errors or delays. The integration should be achieved through an
API-based interface, ensuring real-time updates and synchronization
between systems.
c. GPS-Based Vehicle Tracking: Real-time location tracking in about
678 vehicles. To enhance operational efficiency, All emergency
response vehicles should be fitted with GPS devices, enabling real-time
tracking and monitoring of their locations. This feature should provide
the Incident Command Centre with accurate information on vehicle
movements, both when stationary and responding to calls.

d. Surveillance System: To understand the real time situations,

emergency response vehicles should be fitted with PTZ Cameras,
enabling real time monitoring of the fire fighting operations and
capturing of video footage through Video Management Software. A
joystick should be provided to control the PTZ Camera enabling users
to rotate pan, tilt and zoom the camera feed as desired. Surveillance
system is to be setup for real time monitoring and footage capture in
about 22 vehicles. Video Wall, Servers, Desktop Computers,

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 Televisions to be commissioned at Fire Incident Command Centre for
operational and display purposes sa per the Bill of Material

e. Water Level Sensors: To ensure the availability of the water

resources in the fire vehicles, Water Tender/ Water Bowser / Water
Lorry should fitted with water level sensor in 55 vehicles and the water
level information dynamically be displayed on the application by
connecting the sensor output to GPS device. An alarm system should
be incorporated into the solution to monitor the water level in real
time, whether the water level reaches the critical level or emptiness.

f. Data Collection & Management software:

Data collection and Management software should be designed to

standardize and centralize the process of collecting information across
all fire stations. This software should enable Station Officers and
designated Officers to record, manage, and report data related to No
Objection Certificates (NOCs), licenses, drills, and other critical
activities. The data collected should support informed decision-making
and enhance the operational efficiency of the Tamil Nadu Fire and
Rescue Services Department.

Currently, there is no centralized system for capturing and managing

essential data related to fire and Rescue Calls, Fire License issued Fire
Drill / Mock Drill Conducted, Fire Audit conducted. This module should
provide a unified platform for District officers/ Station Officers to enter
and maintain records on various critical aspects, ensuring that all data
is accessible, up-to-date, and ready for analysis. While the initial data
fields for all should be standardized, the system should be flexible
enough to accommodate additional details as specified at a later stage

i. Fetching of all fire-licenses category wise from the

licensing portal:

The system shall automatically fetch license details of fire

licenses given to various industries category-wise. It shall also
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 allow District Officers to update/ or add additional details of
licenses issued within their jurisdiction.

This should include information on the fire and cracker licensee,

the type of fireworks or crackers permitted, and the validity
period of the license.

ii. Mock Drill Details:

Station Officers should be able to record details of mock drills

conducted, including the date, location, type of drill (e.g., fire,
rescue), and participants involved.

iii. Fire Call Details:

The module should allow Station Officers to log detailed

information on fire calls received, including the date and time of
the call, the nature of the incident, response time, and actions
taken.

iv. Rescue Call Details:

Rescue Operations Tracking: Similar to fire calls, details of

rescue operations should be logged by Station Officers. This
should include the type of rescue, location, personnel involved,
and the outcome of the operation.

v. Audit Logging:

Station Officers will be responsible for recording details of fire

safety audits conducted on government buildings, schools, and
other critical infrastructure within their jurisdiction. This System
should include the date of the audit, findings, and
recommendations made.

vi. Employee Specialization Tracking: The module should include

fields for logging the details of specialist employees, such as
commandos, swimmers, and other skilled personnel. This should

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 include information on their training, certifications, and
availability for deployment.

vii. Volunteer Database & Integration with TN SMART/ the

default application of Tamil Nadu State Disaster
Management Agency: The system shall have two-way
integration with TN-SMART or standard portal and app of the
Tamil Nadu State Disaster Management Agency (TNSDMA).

It should provide options for Station Officers to maintain a list of

volunteers, such as swimmers, jumpers, and other trained
individuals who can assist during emergencies. This should
include their contact information, skills, and availability. This
shall be integrated with TN-SMART mobile app of TNSDMA.

The data base shall be shared with the District Disaster

Management Agency (DDMA) & District Collectors, being the
head of DDMA.

viii. Comprehensive Reporting: The collected data should be used

to generate a wide range of reports, including NOC issuance
summaries, license compliance reports, incident response
analysis, resource utilization, response times, and other key
performance indicators. These reports should support data-
driven decision-making at all levels of the department.
ix. Unified Data Repository: All collected data should be stored in
a centralized, secure repository, ensuring that it is easily
accessible by authorized personnel for review, analysis, and
decision-making.
x. Robust master data management: This feature should enable
accurate and up-to-date information about base stations,
including contact details, staff information, available vehicles,
and assets.

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 xi. User and role management: The solution should provide a
secure and role-based access system, ensuring that authorized
users can access and display data based on their jurisdiction and
responsibilities.

g. Asset Management software: The Asset management application is

designed to efficiently manage and track assets, including equipment and
vehicles, within the Tamil Nadu Fire and Rescue Services Department.
This system should facilitate seamless asset tracking, movement, and
maintenance processes, ensuring all assets are utilized effectively and
maintained in optimal condition. Below are the detailed requirements and
functionalities for the application.

i. Equipment-Inventory Management

Equipment management within the Fire and Rescue Services involves

handling various types of firefighting tools and safety equipment that are
essential for operations. This module ensures that all equipment, from
procurement to contamination, is managed, tracked, and maintained
appropriately.

Movement Flow

o Initial Assignment: The equipment is first assigned from the

Directorate (Store) to the Regional Offices. From there, it
moves to District Offices and finally to individual Fire Stations
where it should be stationed.

o Inter-Station Transfers: Equipment may need to be

transferred between stations to meet operational demands.
Such movements should be fully tracked by the application,
ensuring complete visibility over the asset's location at any
given time.

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 o Asset Tracking: The application should track the movement of
each piece of equipment from its initial assignment to its
current location. This includes tracking transfers between fire
stations for operational reasons, with logs capturing each
movement detail.

Asset Transfer Process:

o During the transfer of equipment between stations, a

structured approval process to be implemented at each level
(Region, District, and Fire Station). This ensures that all
transfers are authorized and documented, maintaining
accountability and control over the assets.

Maintenance and Status Tracking:

o Maintenance Records: The application should maintain detailed

logs of all maintenance activities performed on each piece of
equipment. This includes routine checks, repairs, and any
incidents that may impact the equipment's functionality.

o Status Monitoring : The application should provide a real-time

status update on all equipment, indicating whether they are
operational, under repair, or decommissioned. Periodic updates
should be mandatory to ensure data accuracy.

o Lifetime Tracking: The application should track the entire

lifecycle of each piece of equipment, from procurement through
active service to retirement, ensuring that historical data is
always available for review.

ii. Vehicle Management

Vehicle management within the department is crucial, given the

importance of these assets in emergency response operations. This

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module should ensure that all vehicles are tracked, maintained, and
deployed efficiently.

Vehicle Movement Flow

o Initial Assignment: Vehicles are first allocated from the HoD to

regional offices, then to district offices, and finally to specific fire
stations where they are stationed.

o Inter-Station Transfers: Vehicles may be transferred between

stations based on operational requirements. The system should
track all such movements, ensuring complete visibility over vehicle
deployment.

o Asset Tracking: The application should track each vehicle's

movement from its initial allocation to its current station. Detailed
logs should be maintained for each movement, including the
reasons for transfer and the approvals obtained.

Asset Transfer Process:

o Approval Workflow: Similar to equipment, vehicle transfers between

stations should require approvals at each administrative level. This
ensures that vehicle movements are well-documented and
authorized, preventing misuse or misallocation.

o Maintenance and Status Tracking: The system should log all

maintenance activities performed on vehicles, including routine
servicing, repairs, and inspections. Real-time updates on the
operational status of each vehicle should be required. This should
include indicators for vehicles in service, under repair, or out of
service, ensuring that the fleet's readiness is always known.

o Lifetime Tracking: The application should track the entire lifecycle of

each vehicle, from acquisition through active duty to eventual
decommissioning, providing a complete historical record.

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iii. Common Asset Management Features

Receiver Acknowledgment: During any asset transfer, whether it involves

equipment or vehicles, the receiving party (e.g., the regional or district
office, or the fire station) must acknowledge the receipt of the asset. This
acknowledgment should be recorded in the system, ensuring
accountability at every stage of asset transfer.

Asset Maintenance Tracking: The application should maintain a

comprehensive record of all maintenance activities, ensuring that assets
are kept in optimal working condition. Maintenance records should include
details of preventive maintenance schedules, corrective actions taken,
and any unplanned repairs.

Asset Status Tracker: The system should provide a status tracker for all
assets, updated periodically, to indicate their operational condition. This
tracker should show whether an asset is functional, under repair, or
awaiting maintenance, facilitating better planning and resource allocation.

Comprehensive Asset Lifecycle Tracking: The application should track

each asset from procurement to the end of its service life. This includes
recording every movement, transfer, maintenance activity, and status
update, ensuring a complete and auditable history for each asset.

Data Integrity and Reporting: The system should ensure that all data
collected is accurate and up-to-date, with robust validation mechanisms
to prevent errors. Comprehensive reporting tools should allow
administrators to generate detailed reports on asset movements, status,
maintenance history, and overall asset management performance.

h. Fire Assistance/Support Software

The Fire Assistance Software module is designed to enhance the

operational capabilities of the Tamil Nadu Fire and Rescue Services
Department by providing a centralized platform for collecting, managing,
and utilizing critical information during emergency situations. This module

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should empower the Command & Control Center with real-time data,
enabling swift and informed decision-making in crisis scenarios.

i. Geo-Tagging of Fire Stations and Offices:

Geo-Tagging Integration: Each Regional and District Fire

Office should be geo-tagged within the software system, providing
precise location data that can be used to coordinate emergency
response activities.

Centralized Access: The Command & Control Center should

have centralized access to the geo-tagged locations of all fire
offices, enabling them to quickly identify the nearest resources
during an emergency.

Fire Stations: Statewide Coverage: All fire stations within

Tamil Nadu should be geo-tagged in the system, ensuring that the
Command & Control Center can monitor and manage the
deployment of resources across the entire state.

Real-Time Location Tracking: The gea-tagged data should

allow for real-time tracking of fire station locations, enabling quicker
and more effective dispatch of emergency response teams.

ii. Essential Data Collection by Fire Stations

Jurisdictional Data Collection: The System should provide provisions

for fire station for collecting and maintaining essential data within their
respective jurisdictions. This data should be crucial for effective
emergency response and should include the following:

Industries: The system should automatically fetch the data of all

licensees along with their type each fire station to log the number and
details of industries within their jurisdiction. This includes information
on the type of industry, potential fire hazards, and safety measures in
place.

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 Fire Volunteers: A comprehensive list of fire volunteers, should be
maintained by each fire station. This database should include their
contact information, skills, and availability.

Low-Lying Areas, Flood-Prone Zones: The software should include data

on low-lying areas within each station's jurisdiction, which are prone to
flooding or other water-related hazards.

Vulnerable Areas, High-Risk Zones: Each fire station should log details
of vulnerable areas within their jurisdiction, such as densely populated
neighborhoods, slum areas, or locations with high fire hazards.

Safety Shelters: The software should include information on the

locations of safety shelters within each jurisdiction. This data should be
critical during evacuations or when providing temporary housing during
emergencies.

Water Bodies: The system should map out all significant water bodies
within each station's jurisdiction, including lakes, rivers, and ponds.
This information should be vital for firefighting operations, particularly
in areas where water supply may be limited.

Private Resources: Fire stations should collect data on private

resources that could be utilized during emergencies. This may include
private water tanks, construction equipment, or vehicles that can
assist in emergency operations.

Collaboration Planning: The Command & Control Center should use this
data to plan collaborations with private entities, ensuring that
additional resources can be mobilized quickly during large-scale
emergencies.

iii. Data Utilization and Reporting

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 Real-Time Data Access: The collected data should be available in real-
time to the Command & Control Center, allowing them to make
informed decisions during emergency situations. The system should
provide intuitive dashboards and reporting tools to help analyze the
data and identify critical areas of focus.

Emergency Coordination: The data collected through the Fire

Assistance Software should enable the Command & Control Center to
allocate resources effectively, ensuring that the most critical areas
receive the necessary support during emergencies.

Incident Management: The software should also support incident

management by providing detailed information on available -resources,
potential hazards, and the status of ongoing operations.

Periodic Updates: The system should require periodic updates from

each fire station to ensure that the information remains current and
accurate. This should include regular checks on the status of
industries, volunteers, and other critical resources.

Audit and Compliance: The Command & Control-Center should perform

audit to ensure that all stations are maintaining up-to-date records,
thereby enhancing the overall effectiveness of the emergency response
system.

i. Features of proposed system: Proposed system should have the web

portal, GPS based vehicle tracking with video surveillance, water level
sensor, mobile app, etc., the web portal serves as the control room
interface for overall incident management, while the mobile app
empowers the crew with incident details and enables real-time updates.
The integration with the Emergency Response Centre/Modern Control
Room ensures a seamless flow of incident data, while GPS-based vehicle
tracking enhances fleet management.

i. Web Portal

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 The web portal serves as the central interface for the Incident
command Centre operators and state-level officers. It provides a
user-friendly and comprehensive dashboard that offers real-time
visibility and control over ongoing incidents, vehicle tracking with
video surveillance, water resources management, crew
assignments, and overall progress. The web portal allows
authorized users to access and manage incident data, generate
reports, and perform administrative functions. It facilitates efficient
communication, collaboration, and decision-making within the
department-.
ii. Mobile App
Geo-Tagging of essential data such as water resources (Tamil Nialm
or equivalent integration), fire accident places etc.
Crew members and officers should be able to view the following:
Vehicle Position
Fire volunteers available nearby (TNSDMA TN SMART
Integration)
Equipment inventory
Vehicle Inventory (Vehicles assigned to that station)
iii. Emergency Response Centre / Modern Control room
Integration:
The proposed system should integrate with the existing emergency
response centre to streamline incident management. Incident data
flows from the emergency response centre/ Modern Control room to
the Incident Command Centre, eliminating manual intervention and
minimizing delays. The -integration should achieved through an API-
based interface or suitable way, ensuring seamless and real-time
data transfer. This integration enhances the efficiency of incident
handling, improves response times, and provides a unified platform
for capturing and managing incident data.
iv. GPS Devices:

P- 62/142 Tender ID: ELCOT-ST-HO05-2025-0005

 The system incorporates GPS devices installed in emergency
response vehicles should enable real-time tracking and monitoring
of their locations. The GPS-based vehicle tracking feature should
allows the control room to monitor the real-time movement of
vehicles, both when stationary and on call, should provides accurate
information on vehicle positions, routes, and estimated arrival
times.
j. System Performance and Results

i. Enhanced Emergency Response:

The real-time monitoring and tracking capabilities of the system
should enable quicker decision-making and improved resource
allocation, with accurate location information and incident details
readily available, emergency response teams can reach the
scene faster, leading to more timely and effective action. Water
Level Sensor should always alert the crew members as well as
the centralized control room for efficient management of water
resources in the vehicles.
ii. Centralized Oversight and Control:
The incident Command Centre should provide a unified view of
all ongoing incidents, vehicles, and crew assignments. This
enhanced situational awareness should allow incident Command
Centre operators to proactively manage resources, anticipate
potential bottlenecks, and optimize response strategies based on
real-time information. It streamlines communication and
coordination among stakeholders, ensuring a more efficient and
effective emergency response
k. Training, Service Support, Warranty and Maintenance:

Training to Incident Command Centre officials has to be provided for

duration of one week. 3 Years service support, warranty and maintenance
included with software application support, SIM card with internet
connection charges and all technical support from the date of

P- 63/142 Tender ID: ELCOT-ST-HO05-2025-0005

commissioning. The onsite warranty period shall be calculated from the
date of commissioning of last Vehicle Tracking GPS evidenced from the
date of signature of the End User in the Commissioning report.

k. Standards & Integration with other systems

The project must be designed and in compliance with the Reference

standards published by the Government of Tamil Nadu and in line with
overall system requirements set out in this RFP, in order to provide for
good quality, security and interoperability with multiple platforms.

The proposed system should be feasible to Integrate with other

components like IIPGCMS Grievance portal, TNSMART, CM Dashboard, TN

Guidance, authentication services, TNGIS, Geo-tagging map interfaces,
SMS, email, Whatsapp etc.

The API integration with existing applications such as Emergency

Response Cente, Call Centre, etc. should be done seamlessly with data
synchronization for real-time monitoring.

The Application should be responsive to multiple screen sizes, such as

those of a desktop, laptop, tablet, and smart phones. They should also
support all industry standard browsers, such as: Chrome, Edge, Firefox,
Safari.

The user interface of the web portals should be easy-to-use, intuitive,

accessible to those who are differently abled as well, and available in Bi-
lingual (both Tamil and English) with unicode capability.

The mobile app should be available on both Android and iOS.

l. Hosting Infrastructure

The selected SI should ensure the IT Infrastructure is updated with the

latest Antivirus patches and security mechanism installed.

P- 64/142 Tender ID: ELCOT-ST-HO05-2025-0005

Provision to access the Mobile App and Web application, dashboard,
reports by the authorized users of TNFRS outside the office network.

m. Information Security Compliance

The SI should adhere to the following security measures before deploying

the application in the hosting infrastructure.

i. Security Audit compliance before Go-live and regular validation

(every year) during the entire contract period.

ii. Government domain extension is used for API integration in mobile

App and secure access of application

iii. SSL installed and renewed during the entire contract period

iv. The hosting environment is secure with the latest security patches
installed / updated during the entire contract period

v. Data Encryption and protection

vi. Backup policy and recovery process

n. Operation & Maintenance / Warranty period:

The deliverables during the Operation & Maintenance period is listed

below:

i. Comprehensive regular timely operations, maintenance, CR

implementation, H/W and S/W installation & support, commissioning of
H/W and S/W components, managing the system alerts & events.

ii. Continuous operation & Maintenance support of All IT Components

including software applications should be provided by the bidder without
any additional cost.

iii. Addition/Removal/Update of content (static or dynamic), web

pages, style sheets, images, audio, video, maps, Animation, Scripting,
AJAX interfaces, UI interfaces etc.

P- 65/142 Tender ID: ELCOT-ST-HO05-2025-0005

iv. Server-side activities required for proper functioning, but not limited
to: configuration, fine-tuning, optimization, scripting, and addition/soft
deletion/updation of features for the applicable web server(s), application
server(s), database server(s) etc.

v. Feedback-based continuous improvement.

vi. Identification of preventive and corrective measures with respect to

the changes occurring.

vii. Maintain a log for the operations being done which can be used for
further action.

viii. Security Audit compliance and SSL installation

ix. Bug fixing report, system Tuning report & Patch update, incident
and resolution report.

x. The successful bidder should maintain logs for the entire contract
period and the system availability report has to be shared with TNFRS for
regular monitoring of system uptime.

xi. The successful bidder should ensure system uptime of more than
99% as per the Service Level Agreement.

95% to 98.99%: 1% of milestone payment amount for every week

from the date of SL slippage with a cap of 10% of milestone
amount.

Less than 95%: 2% of milestone payment amount for every week

from the date of SL slippage with a cap of 10% of milestone
amount.

Beyond 10% penalty for the milestone, the Department may take a
decision as per the exit clause.

2. Bidder Eligibility Criteria

The Bidder shall have the following Eligibility for participating in the
Tender. The Bidder shall enclose documentary evidence for fulfilling the

P- 66/142 Tender ID: ELCOT-ST-HO05-2025-0005

Eligibility in the Technical Bid. If a bidder fails to enclose the documentary
proof for eligibility, their bid shall be summarily rejected.
S. Pre-Qualification Criteria Documentary Proof to be submitted
No.

1 The Sole bidder/each member Certificate of Incorporation

company (in case of GST Certificate
consortium) shall be a Copy of PAN card
Company registered in India Copy of consortium agreement valid
under the Companies Act till the successful completion of
1956/2013, existing for the
warranty, maintenance period specified
past 3 years as on 31.03.2025 in the tender
and registered with tax
authorities of Government of
India.

Consortium of upto 2 member

companies is allowed.

2 Sole bidder/Prime bidder shall Manufacturer's Authorization Form from

have direct authorization from Original Equipment Manufacturer (OEM)
Original Equipment shall be submitted for the quoted
Manufacturer (OEM) for hardware products. Bidder shall be
supply, installation, responsible to get the MAF from the
commissioning of the quoted Authorized Signatory of the OEM.
products.
(Or)
(Or) Sole bidder/Prime bidder
Any
shall be the OEM Authorized
Reseller/Partner for supply,
of agreement between the OEM and
installation, commissioning of Authorised Reseller/Partner along with
all the quoted products.
the technical bid.

Note: The Technical

P- 67/142 Tender ID: ELCOT-ST-HO05-2025-0005

 compliance from the bidder
and OEM shall be submitted
without fail for the all the
items.

3 Sole Bidder/prime Bidder and Copies of the Audited Annual Reports

consortium member together certified by a Chartered Accountant
(in case of Consortium) containing the Balance sheets, Profit
should have an average and Loss account of any three of the
turnover of Rs. 1.0 crore in
five financial years i.e., 2019-20, 2020-
any three of the last five 21, 2021-22, 2022-23, 2023-24. (If
audited financial years, i.e., audited statement of FY 2024-25 is
2019-20, 2020-21, 2021-22, available, then it can be submitted
2022-23, 2023-24 (If instead of 2019-20)
audited statement of FY
2024-25 is available, then it
can be submitted instead of
2019-20)

Sole bidder / Prime bidder 1. Copy of Purchase order for supply of

4
(in case of consortium) Surveillance Camera/ GPS device and
should have completed / relevant software for viewing in the
executed supply of control/command centre for and
Surveillance Camera/ GPS
device along with other IT 2. Copy of Completion / Performance
hardware and relevant Certificate for the above Purchase
software for viewing in the Order should be submitted.
control/command centre for
a value of Rs. 75 lakhs in a
single work order or
cumulative value (not

P- 68/142 Tender ID: ELCOT-ST-HO05-2025-0005

 exceeding 3 work orders) of
Rs.1 crore for Government /
Central Government/ Quasi
Government / PSU Clients/
Companies in India during
the last five financial years,
i.e., 2020-21, 2021-22,
2022-23, 2023-24, 2024-25.
Sole bidder/ the member Copy of Purchase order for a
5
company in case of cumulative value of Rs.45 lakh
consortium should have software development/maintenance
completed software projects or Single order value of more
development/maintenance than Rs. 30 lakh for Government /
projects for a cumulative Central Government/Quasi
value of Rs. 45 lakhs (or) a Government / PSU Clients/
Single order value of more Companies in India and Copy of
than Rs. 30 lakh for Completion / Performance Certificate
Government / Central for the above Purchase Order should
Government/ Quasi be submitted.
Government / PSU Clients/
Companies in India during
the last five financial years,
i.e., 2020-21, 2021-22,
2022-23, 2023-24, 2024-25.

Sole bidder/ the member

company in case of
consortium should have
done the software
development though his in-
house team only and shall

P- 69/142 Tender ID: ELCOT-ST-HO05-2025-0005

 not be through any other
third party.

6 The bidder (sole bidder/ both Copy of the Sale deed/Rental/ Lease
members of the consortium) Agreement/ latest Landline Telephone
shall have an office in bills/any valid legal document issued
Chennai. by the GoI or Govt. of Tamil Nadu

or
If the bidder(s) does not
have a full-time office in Undertaking by Authorized Signatory

Chennai, the bidder shall of the Bidder for setting up a local

submit an undertaking office in Chennai shall be submitted in

stating that he shall establish the format in Annexure 9.

the same within 30 days of

issue of LoA.

7 Bidder/ Each OEM shall have Proof for the availability of atleast one
functional service centres in functional Service centre in Chennai,
Chennai, Central, West, Central, South parts of Tamil
West,
South parts of Tamil Nadu Nadu. Copy of the Sale deed/Rental/
Lease Agreement/ latest Landline
Telephone bills/any valid legal
document issued by the GoI or Govt.
of Tamil Nadu signed by Authorized
Signatory of the Bidder shall be
submitted. (Or) OEM Authorization on
availability of Service centres in four
regions of Tamil Nadu i.e Chennai,
West, Central, South parts of Tamil
Nadu.

P- 70/142 Tender ID: ELCOT-ST-HO05-2025-0005

8 The bidder& OEMs shall have The URL of the Website and Copy of
their own website Home Page Print out of the Bidder and
OEMs (for all the quoted items) should
be submitted.

NOTE:-
a) In case of Authorised Signatory submitting bid documents, Power of
Attorney (PoA) shall be issued to the Authorized Signatory of Bidder to
sign and submit the bid, execute the Contract Agreement on behalf of
the Bidder firm, to be issued by the Board of Directors/ the Managing
Director of the Company.
b) The Bidder and OEM must not be under a declaration of in-eligibility for
corrupt, fraudulent or any other unethical business practices and shall
not be debarred or blacklisted by any State/ Central Government/
Public Sector Undertaking for any reason in the last 3 years from the
date of the response to this Tender. If at any stage before opening of
the tender it comes to the notice of the Competent Authority
Undertaking letter for Blacklisting shall be submitted by the Bidder in
the format in Annexure 7
c) The Bidder shall comply with the GFR with respect to procurement
from country which shares a land border with India as per GFR Rules.
Undertaking letter for Certificate of Registration shall be submitted by
the Bidder in the format in Annexure 6.
d) Bidder shall ensure the OEM support throughout the warranty and
CAMC period for the offered models.
e) Bidders shall ensure that they have uploaded all the required proof of
documents signed with seal without fail. Bids received without the
supporting documents to prove their eligibility are liable for rejection.
Bidder must be in a position to produce original for verification as and
when demanded by ELCOT, failing which, such of those documents will
not be considered.

P- 71/142 Tender ID: ELCOT-ST-HO05-2025-0005

f) ELCOT reserves the right to verify the Authenticity and Veracity of any
documents submitted for Eligibility criteria.
g) In case show cause notice has been issued by ELCOT for poor
performance, then ELCOT reserves the right to disqualify the bid
submitted by such Bidder.

3. Technical Specifications
Important Note: The bidders can offer reputed products. The components
should be of latest model/specification/generation and equivalent can be
offered without compromising the specification.

Item Code ST-HO-0005-001

Item Description PTZ camera with 4G Streaming Router, VMS
Software, SIM Card with Internet connectivity
with 3 years warranty

S.
Parameter Specification
No
1 Image Sensor 1/2.8" /CMOS

2 Optical 2 Megapixel (1080p) or higher

Resolution
3 S/N Ratio >=55db

4 Memory 1 GB RAM, 4 GB ROM or Higher

5 IR Range IR Range up to 150 Mtr, IR Number-4

6 Optical Zoom 30x
7 Digital Zoom 16x
8 Iris Control Auto / Manual / Fixed
9 Focus Control Auto / Semi - Auto / Manual

P- 72/142 Tender ID: ELCOT-ST-HO05-2025-0005

 10 PAN 0-300 Degree endless

11 Tilt -15 to + 90 Degree, auto flip 180 Degree

12 Power-off Supported
Memory
13 Streaming Unicast / Multicast
Method
14 Resolution 1080P (1920 x 1080) 1.3 MP (1280 x 960) 720 P
(1280>720); D1 (704>576); CIF (352.288)
15 Field of View H: 60.0-2.2 Degree or higher V:35.0-1.5
Degree or higher
D: 68.0-3.0 Degree or higher
16 Video H.264/H.265/ MPEG
compression
17 Audio Support Yes
18 Day/Night Auto (ICR)/ Color / B/W
19 White Balance Auto / Indoor/ Outdoor/Tracking/ Manual/Sodium
lamp/Natural light/ Street lamp
20 Face Supported
Detection
21 Auto Tracking Supported
22 SMD Plus Supported
23 Noise 2D/3D
Reduction
24 Ethernet RJ -45 (10/100Base-T) / 4G LTE
25 Power supply PoE+ (802.3at) / DC 12v-32v
26 Operating -40°C + 60° C
Temperature
27 Operating <=95%
Humidity

P- 73/142 Tender ID: ELCOT-ST-HO05-2025-0005

 28 Protection IP66; 6000V Lighting proof; Surge protection;
Voltage Transit Protection
29 Event Trigger Motion/ Tampering Detection, Video Tampering,
Network disconnection, IP Address Conflict
detection, Illegal Access
30 Other BIS/CE/FCC/UL and RoHS certificates
Features 3 Years Warranty

Item Code ST-HO-0005-002

Item Description 4G GPS Track devices with Software application,
SIM card (Dual Profile) with internet connectivity
with 3 years warranty

S.No Parameter Specification

1 Cellular 4G
2 GNSS Module GPS / GLONASS.
3 Accuracy
<15 Meters (based on the network strength) +

4 GSM Module
Quad Band GSM850/900/1800/1900Mhz +

5 Antenna Internal Antenna

6 Internal Storage 128MB or above, should be able to store at
least 40000 Tracking

7 SIM Records
Dual Profile (enabling switch between two
networks)
8 Power supply DC,8V-36V++
9 Internal Battery 850 mAh, up too to 6Hours backup,

10 Ports 2 Analog Input, 5 Digital Input, 2 Digital

output, 1 RS232 port, water
level sensor has to work with the available IoT.
11 Communication TCP/IP

P- 74/142 Tender ID: ELCOT-ST-HO05-2025-0005

 12 Configuration USB/ SMS

13 Firmware Upgrade Firmware upgrade over the air-FOTA must be

Supported

14 Movement sensors Accelerometer & Gyroscope

15 Performance and Vibration Tolerance, Ingress Protection, Dry

Durability Heat resistance, Shock Protection

16 Other Features IP65 rated casing with appropriate LED

indicators.
Panic Button with Cascading provision.
ARAI/iCAT, AIS 140 certification is
required.
3 Years Warranty

Item Code ST-HO-0005-003

Item Description Water Level Sensor with Cabling,
3 years Warranty

S.
Parameter Specification
No
1 Relay Contacts 5 or more (0, 25%, 50%, 75%, 100%)
2 Output 5 output for 5 Levels
3 Other Features Hassle free Installation
Shock Proof
Corrosion free sensor design
4 Warranty 3 years warranty

Item Code ST-HO-0005-004

Item Description Item Description: P2 Indoor LED Video
wall (Screen size-14ft X 8ft)(±2%)

P- 75/142 Tender ID: ELCOT-ST-HO05-2025-0005

 S.
Parameters Technical Specification
No
1 LED Type SMD
2 Pixel 2 mm
Pixel Resolution Density
4 2,50,000 pixel/m2
/ m2
5 Frame Frequency >_60 HZ
6 Input signal - Controller DVI / DP,HDMI
Brightness Correction through software -
7 Brightness Correction Module by Module.
Cabinet by cabinet
8 Brightness CD/m.ng 500 nits or above
9 Operating Hours 24/7
10 Max Power (W/Sqm) 600W/m2
Avg Power (W/Sqm) 200W/m2 +/- 10%(to allow more
11
Grey participation)
12 Refresh rate 3840 Hz
13 Working Temperature 0°C~40 °C
14 Input Voltage 200 - 240 V 50-60Hz
MTBF (Mean Time
15 Non Stop Running upto 5000 hrs
Between Failure)
16 Life Span 100,000 hours
17 Protection Level IP30 or better
18 Viewing Angel Horizontal 140" Vertical 140 or better
19 Stabilizer Servo (m2=1KVA) or higher
a) LED video Processor suitable for
various input sources.
b) Control unit shall be installed from
same OEM or similar compatible control
20 Control Unit unit is also accepted. However, bidder
shall ensure that no integration problem
arises between the control unit and the
Video Wall during the life cycle period.
21 Certifications BIS/CE/FCC/UL and RoHS

Item Code ST-HO-0005-005

Item Description 2U Rack Server with 2 processor with 3 years
warranty

S. Parameter Specification
No

P- 76/142 Tender ID: ELCOT-ST-HO05-2025-0005

1 Processor 1 x Intel® Xeon® Silver 4416+ Processor
20C/40T, 2.0Ghz, TDP 165W, 37.5MB Cache,
upgradable upto 2 Processor
2 Memory 8 x 32 GB DDR5 RDIMM (16 DIMM Slots per
Processor ) scalable to min 2TB using RDIMM.
Proposed memory should have ECC support.
3 Raid Controller On board SAS/SATA controller which supports
RAID:0/1/5/10/6
8 GB Flash Cache or higher
4 Hard Disk Drive 5 x 1 TB 6G SATA 7.2K LFF / 5 x 1TB 12G SAS
10K, Server should also support additional SSD,
SAS Drive
5 Bays 8 bays or higher
6 System Fans Hot/cold plug fan required

7 Form Factor / 2U Rack Mountable

Cabinet Type

8 Interfaces/PCI Minimum 3 PCI slots

Slots
9 Network 1Gbps Quad Port Network Adapter.
Interface
10 Ports USB min 4 nos with atleast one with 3.0
11 Power Supply hot-pluggable 1 + 1 redundancy

12 Manageability The Server Management Software should be of

the same brand as of the server supplier. Virtual
KVM / Graphical Console / Virtual Folders, Virtual
Media ( USB flash drive and image)
13 OS Support Latest Microsoft Windows Server , Red Hat
Enterprise Linux & SUSE Linux Enterprise Server,
Vmware

P- 77/142 Tender ID: ELCOT-ST-HO05-2025-0005

14 Monitor & Alert Monitor and Alerting on key internal server
components: CPUs, memory, temperatures, fans,
RAID controllers, hard drives (including cache
modules) and power supplies.
15 Industry PCIe 5.0 compliant, PXE support, USB 3.0
Standard Support
Compliance
16 Security Components digitally signed and verified,Secure
Boot & Start,Secure Erase,Silicon Root of Trust,
Tamper free updates, TPM 2.0(Trusted Platform
module) support
17 Benchmarks SPEC int benchmark for the quoted processor
models should be submitted either along with the
bid or shall be submitted within 15 days from the
date of submission of Bid.
18 End Of Sale & This server should not become End Of Sale during
End Of Support the warranty period and should not become End
of Support for seven years from the date of issue
of LoA In case End of Sale is announced,
Equivalent or improved configuration should be
provided without any additional cost.

Item Code ST-HO-0005-006

Item Description 25 TB SAN storage with 3 years
warranty

S. Parameter Tender Specifications

No
1 Controllers Dual active-active controllers
3 Storage Capacity Minimum 25 TB (usable) shall be supplied

P- 78/142 Tender ID: ELCOT-ST-HO05-2025-0005

 using SAS SSD from day one and scalable upto
atleast 100 TB (Usable)
4 Cache /Memory 24 GB across dual controllers or higher
5 Frontend FC ports 4 X 16 Gbps across controller or higher/ 4 X
/Frontend iSCSI 10 Gbps across controller or higher
ports
Storage must support both iSCSI & FC.
Selection of iSCSI or FC will be the customer
choice.
6 Backend SAS ports 4 X 12 Gbps across controller or higher
7 Management ports 1 Management Ethernet Port
9 Raid RAID 5/6 or equivalent
10 OS support Windows, Linux, RHEL, Vmware
11 Hotspare Required
12 Power supply Redundant Power supply Hot pluggable (230
VAC) 2 Nos
13 Cables, Drivers All the necessary cables, drivers, connectors
connectors and and accessories should be provided.
accessories
14 Redundancy The system should have redundancy at
Controller,Power Supply and Fans
15 Management Required
software
16 Software features 1.Thin Technologies - Thin Provisioning, Space
Reclamation, Thin Rebuild
2. Replication, Snapshots, Volume Copy,
Remote Snaps.
All licenses should be offered for the maximum
capacity supported by the quoted storage
model from Day 1

P- 79/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Item Code ST-HO-0005-007
Item Description i5 Desktop with 8GB RAM and
512GB SSD with 3 years warranty

Sl. No Parameter Specification

1 Processor Intel Core i5- 13thGen Processor or higher

2 8 GB DDR4@2400MHz or higher
RAM
upgradable upto 64GB or higher
3 Hard disk 512GB SSD

4 Monitor 21.5 inch or higher

5 Pre-loaded Windows 11 Professional with

OS
digital product key
6 Other Features Front: 1 headphone/microphone combo; 2
USB 3.0 ports,2 USB 2.0 ports; 1 audio-
out; 1 power connector; 1 RJ-45; 1 HDMI;
104 Keys USB Keyboard Mouse: OEM USB
optical Mouse

7 Warranty 3 years Warranty

General Certification Hazardous - RoHS,

Energy efficient - Energy star,
Safety - CE / UL,
Environment EPEAT/EPR and TCO
Certification for Monitor (Copies should be
enclosed)

Item Code ST-HO-0005-008

Item Description LED TV 55 inch with 3 years
warranty

P- 80/142 Tender ID: ELCOT-ST-HO05-2025-0005

 SI No Parameter Specification

1 Type LED
2 Resolution Ultra HD

3 Size 55 inches
4 Refresh Rate 60 HZ
5 Other features HDMI and Other Connection Ports. HDR
Compatibility, Ability to Switch Between Smart
and 'Dumb' Mode
6 Viewing 178 x 178

7 Ports Min HDMI IN X 2

Min USB X 1
Audio Out x 1
Ethernet 10/100 Mbps (RJ45 ) or higher

8 In-built Built in - speaker 10W +10W

Speakers

9 Additional Built in WiFi, Screen Mirroring, Built in Web

Features Browser
10 Accessories 1)Wall Mount Bracket
2) Power Cable
3) Remote control
4) Manual

11 Operating 0°C to 40° or higher

12 Power Supply 100 240 v - 50Hz

13 Certifications BIS/CE/FCC and RoHS

14 Warranty 3 years warranty

Item Code ST-HO-0005-009

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Item Description Laser Printer - A4 - 25 PPM Mono
(D/N with Wifi)

Sl no Parameter Specification
1 Print Technology Laser
2 Print Speed Min 25 PPM
3 Resolution Min 600 x 600 dpi
4 Duplex Automatic
5 Paper Supply 150 Sheets or above
6 Paper Size A4,Legal, Letter
7 Memory 64 MB or above
8 Duty Cycle 10000 or above pages per month
9 Interface USB, Ethernet (10/100 Mbps) & wifi
10 OS Compliance Windows and Linux
11 Toner cartridge Yield Min 1000 pages or higher
Temperature & Should work with Indian Climate and
12
Voltage electrical environment
Scanner with ADF, Scan to email,
13 Other features
network, USB
13 Certification Energy star/ BIS

Item Code ST-HO-0005-010

Item Description Air conditioner for server area and
work room - 1.5 Ton Split AC.

SI No Parameter Specification
1 Type Split AC
2 Condenser Coil Copper

3 Tonnage 1.5 Ton

4 Auto Air Swing Yes
5 Inverter Technology Yes

6 Rating 5 Star
7 Warranty 3 years Warranty

P- 82/142 Tender ID: ELCOT-ST-HO05-2025-0005

Item Code ST-HO-0005-011
Item Description 20 KVA Online UPS for 240 Minutes
backup with 3 years warranty

S.No Parameter Specification

1 Capacity 20 KVA True On-Line UPS

2 Back up Time 240 minutes
3 Inverter Type IGBT
4 Mains Voltage 440V 3Ph -20%, + 10%
Regulation
5 Battery 40 nos, of 200AH
( Secondary Source)

6 Output 230V AC, Single Phase (+/-1%), 50 Hz,

Voltage & +3 Hz, Pure Sine Wave
frequency with
tolerance , Wave form

7 Load power factor 0.8 PF

8 Overload Capacity Withstand for 10 minutes at 110% for 0.8

Power factor. Withstand for 5 minutes at
120% for 0.8 Power factor

9 Overall Efficiency >85%

P- 83/142 Tender ID: ELCOT-ST-HO05-2025-0005

10 Protections 1) Input, Output-Low and High,
2) Battery low and high voltage,
3) Input, output-Fuse,
4) Battery-MCB/Fuse,
5)Short circuit,
6) Over load

In-Built Static bypass switch to be

11 Controls
provided

12 Trip Conditions Over load, Over and Under voltage, Short

Circuit

13 Indications Mains ON, Inverter ON, Battery Low,

Overload.

14 Alarms (Audio) For extreme battery low voltage

15 Meter or Percentage AC 0/P Voltage, 0/P current, I/P Voltage,

Level I/P Current, Battery Voltage, Battery
Current

16 Certification 1. ISO Certifications Mandatory - ISO

9001:2015 and ISO 14001:2015
2. Certificate from SAMEER / ETDC/ NTH /
ERTL / NABL or any other Government
authorized Testing Lab, for any back up of
the quoted UPS Capacity, for this tender
specifications shall be furnished( (issued
within last 6 years).
17 load regulation 2%

18 Other features SNMP Card-Provisions should be available

Diesel Generator Compatible Should be
provided Emergency Switch OFF

P- 84/142 Tender ID: ELCOT-ST-HO05-2025-0005

Item Code ST-HO-0005-012
Item Description 16 Port Network Switch

SI No Parameter Specification

1 Ports 16 X 10/100/1000 Mbps ports

2 Switching 32 Gbps
Capacity
3 Forwarding Rate 23.81 Mpps or above

4 Packet buffer 512 KBytes

RAM
5 Address Table 8 K MAC addresses or above

6 Standards IEEE 802.3 10BASE-T

IEEE 802.3u 100BASE-TX
IEEE 802.3ab 1000BASE-T
IEEE 802.1p Quality of Service (QoS)
Auto-negotiation
IEEE 802.3x Flow Control supported for full-
duplex

7 Certificate CE, FCC, UL 60950/IEC60950,MTCTE

8 Operating 0°C to 40 °C
Temperature
9 Other features 3 Years Warranty

Item Code ST-HO-0005-013

Item Description Annual charges for Internet leased
line connectivity with speed of
10Mbps with 3 years support

P- 85/142 Tender ID: ELCOT-ST-HO05-2025-0005

Item Code ST-HO-0005-014
Item Description PRI connection with IP PBX with cabling

Item Item Description

PRI connection with IP PRI connection with IP PBX with cabling
PBX with cabling Minimum 10 Connections
Land Line phone-5
IP PBX controller -1
Standard Quality Materials
MTCTE
3 years warranty

Item Code ST-HO-0005-015

Item Description Data Collection & Management software

Item Item Description

Data Collection Software application for the collection of the data
Software as prescribed in scope of work with 3 Years
support

Software application
Frontend (Client-Side) Angular
Backend (Server-Side) - .NET Core
Database Postgre SQL

Item Code ST-HO-0005-016

Item Description Asset Management software

P- 86/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Item Item Description
Equipment Software application for equipment inventory as
Inventory Software prescribed in scope of work with 3 Years support

Software Application
Frontend (Client-Side) Angular
Backend (Server-Side) - .NET Core
Database PostgreSQL

Item Code ST-HO-0005-017

Item Description Fire assistance/support software

Item Item Description

Resources collection Software application for the resources collection /
Software Fire assistance as prescribed in scope of work
with 3 Years support

Item Code ST-HO-0005-018

Item Description Modular work station

SI No Parameter Specification
1 Product Type Modular
2 Shape Will be modified based on the
location
3 Number & Size
Suitable to accommodate 5

4 Termite Proof Yes

P- 87/142 Tender ID: ELCOT-ST-HO05-2025-0005

5 Warranty 3 Years
6 Portable Non-Portable

7 Drawer Lockable Yes

8 Plug and Play Yes

Item Code ST-HO-0005-019

Item Description LAN & Electrical

Item Item Description

LAN & Electrical LAN cable and connectivity and electrical work.
LAN cable and other Electrical Work
Standard quality materials
MTCTE for LAN
Three years of warranty

4. Earnest Money Deposit, Security Deposit and Retention Money

S. No Type Amount Remarks

1 Earnest Rs. 1,00,000/- To be submitted along with bid
Money
Deposit To be paid online in the portal

Will be refunded, subject to

tender conditions, on execution
of agreement with the
successful bidder.
2 Security 3% of tender To be submitted by the
Deposit value in the successful bidder within 10 days
form of DD or of issue of LoA and before

P- 88/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Bank Guarantee execution of agreement in the
form of DD or bank guarantee.

Will be refunded, subject to

tender conditions, on successful
completion of work as per
tender conditions.
3 Retention 3% of every bill Will be refunded, subject to
Money value tender conditions, after
Deposit warranty period.

On successful completion of
supply as per tender conditions,
the successful bidder can claim
the retention money along with
final bill on submission of
equivalent bank guarantee for
the prescribed period. (validity
shall be atleast for 6 months
after warranty period
completion)

5. Bidding for Items

a) The items in the Price Bids have been grouped depending on the use
and requirement.
b) It is mandatory for Bidder to Bid for all the items in the Price Bid.
c) Failure to Bid for all the items or Technically not qualifying for
an item shall lead to rejection of Bid.

6. Site Readiness Certificate by the Purchasing Entity

The Nodal Officer of TNFRS shall submit the Site readiness

P- 89/142 Tender ID: ELCOT-ST-HO05-2025-0005

certificate for installation of the equipments.

7. Compliance with Technical Specification

a) All Items offered by the Bidder shall meet the Technical specifications
specified in the Tender. This shall be evidenced by compliance of the
Items in the Technical compliance sheet submitted by the Bidder.
b) Technical compliance sheet for item quoted in Annexure 13 shall be
given by the Bidder and OEM, by filling up the Compliance to the
Technical specifications in the tender document along with Make, Model
and bidder/OEM offer for each parameter in the specifications (Refer
sections A 12.4 and A 12.5).
c) The OEMs of the items quoted in Annexure 13 shall be required to
submit the Technical compliance sheet for the products they offer
under this Tender as an annexure to the MAF submitted.
d) Full license in the name of End User shall be provided for the
software licenses throughout the contract period mentioned in the
Scope/Price Bid including extensions.

8.
a) OEMs can participate in the Tender directly as a Bidder if they meet
the Eligibility requirements.
b) The OEMs shall offer only Standard products against the minimum
requirements and specifications of this Tender.
c) The OEMs shall offer latest, original, meant for sale, non-refurbished,
full software loaded, licensed products fully compliant to the minimum
requirements and Specifications in the Tender.
d) Competent authority of the Manufacturer/Principal should issue the
letter of Authority for signing the MAF and Technical Compliance sheet.
e) The OEMs of the items offered in the Tender shall submit

with/adding the following lines.

i) We are responsible for the specifications and performance of the

P- 90/142 Tender ID: ELCOT-ST-HO05-2025-0005

 following items supplied against the Tender Ref: {include the
Tender Reference} throughout the Lifecycle of the product
mentioned in the Purchase Order and its extensions {Type the
items and description of items offered in a table}
ii) We hereby extend our full warranty and maintenance support for
the goods offered for supply by the above firm against this
Tender.
iii) We also undertake to provide timely supplies as per terms of
tender and as agreed mutually and also to provide a trouble free
and continuous support either directly or through our authorised
partners under our supervision during the Warranty and CAM or
any extended period.
iv) We will provide the necessary spares support in the event of
replacement of any spare parts is necessitated while providing
Warranty and CAMC period or any extended Warranty Period and
if the spares are not available then we will arrange for complete
replacement of the item(s) with an equivalent/higher/next
generation model which is acceptable to ELCOT.
v) Entire responsibility to provide trouble free and continuous
supply and services to the end user/purchaser rests with us and
we undertake to provide supply and services directly or through
our alternative sales/service partners.
vi) Products to be supplied against the Tender are in compliance
with provisions of General Financial Rules (GFR) restrictions on
Bidders from countries which share a land border with India.
f) OEMs shall also sign and submit the Technical Compliance
sheet of the items offered as Annexure to the MAF if required in
the Technical compliance sheet.
g) OEM shall be liable for the Conditions in the MAF, Technical Compliance
sheet and Product specifications with its performance given in the
Compliance sheet.

P- 91/142 Tender ID: ELCOT-ST-HO05-2025-0005

 h) OEMs shall extend full support to ELCOT/Purchaser through the
Bidder/Successful Bidder during the evaluation and throughout the
Contract period including maintaining sufficient stock and supplying the
item and spares in time.
9. Contract Period
a) The Contract shall be valid during the warranty and maintenance period
from the date of supply, installation and commissioning of IT hardware
for fire incident command centre and other equipment for surveillance
along with software application development, evidenced from the date
of signature of the End User in the Installation report. Contract shall be
extended for further periods as mutually agreed by ELCOT and the
Contractor at the same Terms and Conditions including Price.
b) In case of extension of Contract, the CAMC Price of the previous year
shall be CAMC for the extended year.

10. Supply, Installation, Commissioning and Testing

a) The items shall be supplied, installed and commissioned as per
Purchase order Delivery Schedule. The date of completion of the
Purchase order shall be the supplied/installed/tested/commissioned
date whichever is later.
b) In case any installation guideline is given in the Tender, the same shall
be strictly adhered to
c) The End User/Consignee is responsible for the site preparation before
the scheduled installation dates. It is the obligation of the Contractor to
assess the readiness of the site for installation after obtaining the End
User address/Consignee address.
d) ELCOT advises the Contractor not to supply the items for the sites
which are not ready.
e) The Contractor must send the proposed delivery schedule to End User
and to ELCOT well in advance so that End User can plan accordingly

P- 92/142 Tender ID: ELCOT-ST-HO05-2025-0005

f) In exceptional cases, the Contractor shall be permitted to supply a
product of higher specification which is acceptable to ELCOT and the
End User due to non-availability or other reasons submitted by the
Contractor in writing. ELCOT/End User has the right to accept or reject
such request of Contractor.
g) All the Tendered items shall be supplied to the End User/Consignee
site free from breakages, malfunctions, breakdowns or manufacturing
defects. If any of the items are found defective due to manufacturing
defect or design fault or transit damage occurred at the time of supply
or within one month from the date of installation, the items in full shall
be replaced within 7 working days.
h) The Contractor is responsible for all unpacking, assemblies, wiring,
installations, cabling between hardware units and connecting to power
supplies. The Contractor shall test all hardware operations and
accomplish all activities necessary for successful and continuous
operation of the hardware at all the installation sites.
i) Contractor shall be responsible for commissioning of the items

equipment/accessories/software supplied by other Bidder. Contractor

shall coordinate with existing Operator/System Integrator, who is
providing the service till date.
j) The supply and installation of ordered items along with necessary
operational and user manuals/drawings, Architecture, etc., shall be
made available to the End User.
k) After successful Installation, commissioning and handing over of the
ordered items to the End Users, the Contractor must obtain sign & seal
of the Authorized Signatory of End User in the Installation
certificate/Installation Report (IR) and Delivery challan in the Format
prescribed by ELCOT along with Test results if applicable. The IR and
delivery challan shall carry the Item code and its full specification.
Along with IR, User Manual of the commissioned products shall be
handed over to the End User.

P- 93/142 Tender ID: ELCOT-ST-HO05-2025-0005

l) After Delivery & Installation, the successful bidder / Contractor
should share the Contact matrix for service support across Tamil Nadu
with escalation matrix and the successful bidder/ Contractor should
dedicate Single point of contact to TNFRS, to reach out for any
technical / Service related queries and also facilitate Live Monitoring
support.
m) The Contractor shall send status report in the format prescribed
weekly / biweekly / monthly (in such intervals) as may be required by
ELCOT from time to time till the execution of the entire order.
n) The Contractor shall undertake to supply spares for the maintenance
of the supplied items for such period (including extensions) as given in
the Tender.
o) The details of the Service centre representatives responsible for
attending the installation, warranty services at each End User site,
name and designation of the contact person and centre in charge,
higher level in-charge who is responsible to oversee the service
centres, person to whom complaints can be made in case the service
provided by any centre is not satisfactory, phone, mobile numbers &
email address must be provided to ELCOT/End User immediately after
the Contract.
p) The above shall be complied by the Contractor and the Service Centre
details shall be made available in the Websites of the OEM / Bidder.
q) In the rare event of non-acceptance of delivery items by the End User,
the Contractor shall immediately report ELCOT for suitable directions.

11. Delivery schedule

All items shall be supplied, installed and commissioned within 90 days

from the date of the purchase order. The date of completion of the
Purchase order shall be the supplied/installed/tested/commissioned
date whichever is later.

P- 94/142 Tender ID: ELCOT-ST-HO05-2025-0005

12. Payment Schedule
Payment will be made in stages as follows on submission of bills in full
shape to E-Angadi through online portal. (hard copy may be requested by
E-Angadi, if needed)

For all payments to be made by TNFRS directly to the successful bidder in

this tender, a supplementary agreement shall be signed during the
execution of agreement itself.
S. Stage Payment
No.
1 On supply, installation and Full payment of all items
commissioning of all Hardware supplied, installed and
items (excluding connectivity commissioned after deducting
charges, software components) 3% retention money deposit,
as per tender conditions. (Will
be paid through ELCOT)

(Subject to LD and other

tender clauses.)
2 Integration with fire license/ single 60% of software cost shall be
window portal and other specified made upon Go-Live (Will be
portals and apps, Data Collection paid through ELCOT)
& Management software, Asset 20% at the end of I year (Will
Management software, Fire be paid directly by TNFRS)
assistance/support software, 10% at the end of II year
Mobile application (Will be paid directly by
TNFRS)
10% at the end of III year
(Will be paid directly by
TNFRS)
3% retention money will be

P- 95/142 Tender ID: ELCOT-ST-HO05-2025-0005

 deducted in all bills.

(subject to LD and other

tender clauses)
3 On completion of Exit 3% of the retention money
management-Hand over of source deposit will be refunded
code and all artefacts directly by TNFRS

Failure to handover complete

source code, non-adherence
to data safety and security
norms shall lead to
blacklisting of the successful
bidder(s)
4 Connectivity charges (001c- As per the actual billing
Connectivity, 002c- GPS quoted in tender.
connectivity & 013- Internet leased
line connectivity) Internet connection and SIM
connectivity shall be obtained
in the name of Director of Fire
and Rescue Services.

The charges will be paid to

the Telecom Service provider
directly by TNFRS.

a) ELCOT advises the Contractor to supply the items only if the site is
ready. On receipt of the End User details, the concerned authority may
be contacted for issue of site readiness and then arrange for supplies
only to the sites, which are ready.
b) Bills shall be honoured within 30 working days after submission of bills
along with all supporting documents in complete shape and accepted

P- 96/142 Tender ID: ELCOT-ST-HO05-2025-0005

 by ELCOT.
c) Contractor shall submit proof for Payment of the statutory Payments of
earlier Payment if applicable before submitting Invoice of subsequent
Payment.
d) The Contractor shall pass on the benefits of refunds of any incentive,
rebate, custom duty, GST and any other taxes, etc. from authorities
concerned and pass it on to End User. If the Government or any other
appropriate agency reduces the Custom duty, GST or Sales tax or give
incentive of any type retrospectively after supplying the ordered items
failing which action shall be taken to recover the balance amount from
the Contractor under the Revenue Recovery Act or any other relevant
act. If any End User (Government Department/ Institutions/ Unit/ PSU
etc.) request/claim for exemption from custom duty, GST or any other
taxes, then the Contractor before accepting the order shall get such
certificate, if any and accordingly the PO / Work order shall be issued.
e) LD amount if any shall be adjusted in the Payment due to the
Contractor.
f) All taxes and other levies imposed by Governments in India shall be
paid at actual as applicable.
Subject to above conditions, Payment shall be released only after receipt
of funds from End User and no interest shall accrue upon delay in
payment.

13. Stores, Spares and Manpower

Successful Bidder shall arrange for all the Stores, Spares and materials
resources required for the Successful and satisfactory completion of the
Contract/Purchase order.

14. Exit Management

Complete source code, all current and updated data, records,
agreements, all documents and artefacts in order to transition the
provision of the services to department, or its Replacement System

P- 97/142 Tender ID: ELCOT-ST-HO05-2025-0005

Integrator (as the case may be) to carry out due diligence shall be made
available.
Failure to handover complete source code, non-adherence to data safety
and security norms shall lead to blacklisting of the successful bidder(s)

P- 98/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexures

P- 99/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 1A Model Form of Contract

(To be executed on a Rs. 100/- Non-Judicial Stamp Paper bought in Tamil

Nadu by the Successful Bidder for Supply, installation and commissioning
of IT hardware for fire incident command centre and other equipment for
surveillance along with software application development.

The Contract terms and conditions will be communicated to the Successful

Bidder at the time of issue of LOA)

(NO FIGURES IN NUMERALS OR WORDS SHALL BE FILLED UP IN

THIS SAMPLE FORM AT THE TIME OF SUBMISSION OF TENDER)

This CONTRACT is entered into at Chennai on the .................day

of............. (Year) between Electronics Corporation of Tamil Nadu
Limited, a wholly owned Government of Tamil Nadu Undertaking, a
Company registered under the Companies Act, 1956 and having its
Registered office at 9th Floor, Sigapi Aachi Building, 18/3, Rukmani
Lakshmipathi Road, Egmore, Chennai-600008 herein after referred to as

permitte

Companies Act, 1956 and having its Registered Office at

.................................................. hereinafter referred to as the

Successors and permitted assigns).

Whereas, ELCOT had floated a Tender vide Tender No. ELCOT-ST-HO05-
2025-0005 for the supply, installation and commissioning of IT hardware
for fire incident command centre and other equipment for surveillance
along with software application development and the Successful Bidder

P- 100/142 Tender ID: ELCOT-ST-HO05-2025-0005

has been selected in the Tender as per the Terms and conditions of the
Tender.
1. This document on having been signed by both the parties shall
constitute a binding Contract between the parties and shall remain in
force for a period of 45 months. But in the event of any breach of
agreement at any time on the part of the Contractor, the Contract shall
be determinable by ELCOT without compensation to the Contractor.
The Contract may also be terminated any time by ELCOT upon giving

2. Contract shall be extended for further periods as mutually agreed by

ELCOT and the Contractor at the same Terms and Conditions including
Price.
3. Validity of Bank Guarantee for Security Deposit shall be extended by
the Contractor accordingly at its own cost.
4. The following documents shall be deemed to form and be read and
construed as part of the Contract.
a) Technical Specifications
b) Tender Terms and Conditions
c) Amendments issued by ELCOT for the Tender document
d) Corrigendum and Addendum issued by ELCOT for the Tender
Document
e) Purchase order(s) issued by ELCOT from time to time
f) Correspondence made by ELCOT to the Contractor from time to
time during the period of the Contract.
In Witness whereof the parties hereto have signed on the day,
month and year above written in the presence of

For and on behalf of For and on behalf of

The Successful Bidder Electronics Corporation of
Tamil Nadu Limited
Witnesses: Witnesses:

P- 101/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 1B Supplementary Agreement

(To be executed on a Rs. 100/- Non-Judicial Stamp Paper bought in Tamil

Nadu by the Successful Bidder for Supply, installation and commissioning
of IT hardware for fire incident command centre and other equipment for
surveillance along with software application development.

The Contract terms and conditions will be communicated to the Successful

Bidder at the time of issue of LOA)

(NO FIGURES IN NUMERALS OR WORDS SHALL BE FILLED UP IN

THIS SAMPLE FORM AT THE TIME OF SUBMISSION OF TENDER)

This CONTRACT is entered into at Chennai on the .................day

of............. (Year) between Electronics Corporation of Tamil Nadu
Limited, a wholly owned Government of Tamil Nadu Undertaking, a
Company registered under the Companies Act, 1956 and having its
Registered office at 9th Floor, Sigapi Aachi Building, 18/3, Rukmani
Lakshmipathi Road, Egmore, Chennai-600008, hereinafter referred to as
n and include its Successors and permitted
assigns) and represented by the Managing Director, ELCOT through -------
---, General Manager, Procurement), ELCOT,

Directorate, having office at 17, Rukmani Lakshmipathi Road, Egmore,

Chennai-600008 represented by _----------------------
and
................................. a Company registered under the Companies Act,
1956 and having its Registered Office at
.................................................. hereinafter referred to as the

Successors and permitted assigns) represented by ----------

P- 102/142 Tender ID: ELCOT-ST-HO05-2025-0005

Whereas, ELCOT had floated a Tender vide Tender No. ELCOT-ST-HO05-
2025-0005 for the supply, installation and commissioning of IT hardware
for fire incident command centre and other equipment for surveillance
along with software application development and the Successful Bidder
has been selected in the Tender as per the Terms and conditions of the
Tender.

For and on behalf of Electronics

For and on behalf of the
Corporation of Tamil Nadu
Successful Bidder
Limited

For and on behalf of Tamil Nadu Fire and Rescue Services

Directorate

P- 103/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 2 Bank Guarantee Format
(To be executed in Rs.100/- Stamp Paper)

To
The Managing Director
Electronics Corporation of Tamil Nadu Limited
9th Floor, Sigapi Aachi Building, 18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai 600008

Bank Guarantee No:

Amount of Guarantee:
Guarantee covers from:
Expiry Date:
Last date for lodgment of claim/ Claim Expiry Date:

naging Director, Electronics

Corporation of Tamil Nadu Limited, 9th Floor, Sigapi Aachi Building, 18/3,
Rukmani Lakshmipathi Road, Egmore, Chennai 600008 (hereinafter

Rs._______/- (Rupees ________ Only) as per the request of M/s. ______

having its office address at ___________ (hereinafter referred to as
/Contractor
___________ dated __/__/____ of M/s. Electronics Corporation of Tamil
Nadu Limited. This guarantee is issued subject to the condition that the
liability of the Bank under this guarantee is limited to a maximum
Rs._______/- (Rupees ________ Only) and the guarantee shall remain in
full force up to ___ months from the date of Bank Guarantee and cannot
be invoked otherwise by a written demand or claim by the beneficiary
under the Guarantee served on the Bank before ___ months from the
date of Bank Guarantee.

P- 104/142 Tender ID: ELCOT-ST-HO05-2025-0005

 AND WHEREAS it has been stipulated by you in the said ORDER that
the Successful bidder shall furnish you with a Bank Guarantee by a
Scheduled Public Sector Bank for the sum specified therein as security for

accordance with the contract.

AND WHEREAS we have agreed to give the Successful bidder a
Guarantee.

are Guarantors and responsible to you on behalf of the Successful bidder

up to a total of Rs._______/- (Rupees ________ Only) and we undertake
to pay you, upon your first written demand declaring the Successful
bidder to be in default under the contract and without any demur, cavil or
argument, any sum or sums within the limit of Rs._______/- (Rupees
________ Only) as aforesaid, without your needing to prove or show
grounds or reasons for your demand or the sum specified therein. We will
pay the guaranteed amount notwithstanding any objection or dispute
whatsoever raised by the Successful bidder.
This Guarantee is valid until _______ months from the date of Bank
Guarantee.
Notwithstanding, anything contained herein
Our liability under this guarantee shall not be exceed Rs._______/-
(Rupees ________ Only). This bank guarantee shall be valid up to __
months from the date of Bank Guarantee and we are liable to pay the
guaranteed amount or any part thereof under this Bank Guarantee only
and only if you serve upon us a written claim or demand on or before
____________
In witness whereof the Bank, through its authorised Officer, has set
its, hand and sta

Witness: (Signature)

P- 105/142 Tender ID: ELCOT-ST-HO05-2025-0005

 (Name in Block Letters)

P- 106/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 3 Manufacturer Authorisation Form for OEMs

To
The Managing Director,
Electronics Corporation of Tamil Nadu Ltd.,
9th Floor, Sigapi Aachi Building, 18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai 600008

Sir,
We hereby authorise M/s ................................ (Complete address and
full contact details of the partner) to undertake to submit a Bid, and
subsequently negotiate and sign the contract with the End User against
Tender No: ELCOT-ST-HO05-2025-0005 .
We are responsible for the specifications and performance of the
following items as per the Tender Conditions, supplied against the Tender
Ref: ELCOT-ST-HO05-2025-0005 throughout the Lifecycle of the product
mentioned in the contract and its extensions {Type the items and
description of items offered in a table}
Items Description of items

We hereby extend our full warranty and maintenance support for the
goods offered for supply by M/s ................................against this
Tender.
We also undertake to provide timely supplies as per terms of tender
and as agreed mutually and also to provide a trouble free and continuous
support either directly or through our authorised partners under our
supervision during the Warranty and CAMC or any extended period.
We will provide the necessary spares support in the event of
replacement of any spare parts if necessitated while providing Warranty

P- 107/142 Tender ID: ELCOT-ST-HO05-2025-0005

and CAMC period or any extended Warranty Period and if the spares are
not available then we will arrange for complete replacement of the item(s)
with an equivalent/higher/next generation model which is acceptable to
ELCOT/End User.
In the event of discontinuation of supply and service by our partner
or any problem arises during provision of supply and services, entire
responsibility to provide trouble free and continuous supply and services
to the ELCOT/End User rests with us and we undertake to provide supply
and services directly or through our alternative sales/service partners.
We hereby agree and certify to abide by terms and conditions as
mentioned above.

(Signature for and on behalf of Principal)

Signature with date:
Name of the signatory:
Designation:

P- 108/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 4 Power of Attorney

Power of Attorney (PoA) by Authorized Signatory of Bidder authorizing a

staff to sign and submit the Bid and execute the Contract (if selected as a
successful bidder) on behalf of the Bidder

<To be on non-judicial stamp paper of Rupees One Hundred Only (INR

100/-)>

(Name of the Bidder and address of their registered office) do hereby

residential address of Power of attorney holder) who is presently

as our Attorney, to do in our name and on our behalf, all such acts, deeds
and things necessary in connection with or incidental to our Proposal for
<Description of Tender> including signing and submission of bid,
executing the contract (if selected as a Successful Bidder) and providing
information / responses to ELCOT/ END USER, representing us in all
matters before ELCOT/END USER in connection with our Proposal for the
said Project.
We hereby agree to ratify all acts, deeds and things lawfully done by our
said Attorney pursuant to this Power of Attorney and that all acts, deeds
and things done by our aforesaid Attorney shall and shall always be
deemed to have been done by us.
For ___________________________
Name:
Designation:
Date:
Time:

P- 109/142 Tender ID: ELCOT-ST-HO05-2025-0005

Seal:
Business Address:
Accepted,

(Name, Title and Address of the Attorney)

P- 110/142 Tender ID: ELCOT-ST-HO05-2025-0005

Annexure 5 Restrictions on Public Procurement - Instructions to
bidders to be complied

Bidders are requested to comply with the below instructions without fail.
Any bidder from a country which shares a land border with India will be
eligible to bid in this tender only if the bidder is registered with the
Competent Authority. The Competent Authority for the purpose of
registration under this tender shall be
a) The Registration Committee constituted by the Department for
Promotion of Industry and Internal Trade (DPIIT). OR
b) The Registration Committee constituted by Government of Tamil Nadu
consisting of the following members: -
1. Managing Director& Chief Executive Officer, Guidance (as Chairman)
2. Additional Chief Secretary to Government (Finance), or his
representative
3. Principal Secretary to Government (Information Technology and Digital
Services Department) or his representative
4. Principal Secretary to Government (Public Works Department) or his
representative
5. Industries Commissioner and Director of Industries and Commerce.
Definitions:

persons or firm or company, including any member of a consortium or

joint venture (that is an association of several persons, or firms or
companies), every artificial juridical person not falling in any of the
descriptions of bidders stated hereinbefore, including any agency branch
or office controlled by such person, participating in a procurement
process.

ii. Bidder from a country which s for the

P- 111/142 Tender ID: ELCOT-ST-HO05-2025-0005

purpose of this tender means
a. An entity incorporated, established or registered in such a country; or
b. A subsidiary of an entity incorporated, established or registered in such
a country; or
c. An entity substantially controlled through entities incorporated,
established or registered in such a country; or
d. An entity whose beneficial owner is situated in such a country; or
e. An Indian (or other) agent of such an entity; or
f. A natural person who is a citizen of such a country; or
g. A consortium or joint venture where any member of the consortium or
joint venture falls under any of the above. However, there are no
restrictions in case of procurement of goods or services from the bidder
from those Countries (even if sharing a land border with India) to which
the Government of India has extended lines of credit or in which the
Government of India is engaged in development Projects.
for the purpose of (ii) above will be as under:
(1) In case of a company or Limited Liability Partnership, the beneficial
owner is the natural person(s), who, whether acting alone or together, or
through one or more juridical person(s), has a controlling ownership
interest or who exercises control through other means.
Explanation

more than twenty-five percent of shares or capital or profits of the

company;
y of the directors or
to control the management or policy decisions, including by virtue of their
shareholding or management rights or shareholders agreements or voting
agreements.

P- 112/142 Tender ID: ELCOT-ST-HO05-2025-0005

(2) In case of a partnership firm, the beneficial owner is the natural
person(s) who, whether acting alone or together, or through one or more
juridical person, has ownership of entitlement to more than fifteen
percent of capital or profits of the partnership;
(3) In case of an unincorporated association or body of individuals, the
beneficial owner is the natural person(s), who, whether acting alone or
together, or through one or more juridical person, has ownership of or
entitlement to more than fifteen percent of the property or capital or
profits of such association or body of individuals;
(4) Where no natural person is identified under (1) or (2) or (3) above,
the beneficial owner is the relevant natural person who holds the position
of senior managing official;
(5) In case of a trust, the identification of beneficial owner(s) shall include
identification of the author of the trust, the trustee, the beneficiaries with
fifteen percent or more interest in the trust and any other natural person
exercising ultimate effective control over the trust through a chain of
control or ownership.
(6)
any act for another, or to represent another in dealings with third person.
(7) The successful bidder shall not be allowed to sub-contract works to
any contractor from a country which shares a land border with India
unless such contractor is registered with the Competent Authority. The
definition of a a Country which shares a land border with

Each Bidder shall have to submit the Undertaking as per Annexure 6.

Where applicable, the bidder shall have to submit the Certificate of
Registration from the Competent Authority.

P- 113/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure - 6 Undertaking for Certificate of Registration as per
GFR Rule

Ref: Date:

To
The Managing Director,
Electronics Corporation of Tamil Nadu Ltd,
9th Floor, Sigapi Aachi Building,
18/3, Rukmani Lakshmipathi Road, Egmore, Chennai 600008.

Dear Sir,

Sub: Tender for Supply, installation and commissioning

of IT hardware for fire incident command centre
and other equipment for surveillance along with
software application development Declaration
Letter Regarding.
Ref: 1. Tender No. ELCOT-ST-HO05-2025-0005
*****
I/We, < Bidder > have read the clause regarding restrictions
on procurement from a Bidder which shares a land border with India.
I/We hereby certify that I/We, <Bidder >is not from any such
country or, if from such a Country, has been registered with Competent
Authority.
I/We hereby certify that I/We in the event of becoming a
successful bidder shall not subcontract works to any Contractor from a
Country which shares a land border with India unless such Contractor is
registered with the Competent Authority, as defined vide Annexure 5 of
the tender document.
I/We hereby certify that I/We fulfil all requirements in this
regard and eligible to be considered

P- 114/142 Tender ID: ELCOT-ST-HO05-2025-0005

For <Bidder>
Authorised signature:
Name of the authorised person:
Designation:
Name of Bidder
Stamp of bidder

NOTE: 1. Letter shall be submitted on the Letter head of the BIDDER and
shall be signed by the Authorised Signatory.
2. Any deviation would lead to summary rejection of bids.
3. Wherever Applicable, valid Registration certificate obtained from the
Competent Authority shall be attached.

P- 115/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 7 Blacklisting

Declaration of not being banned or blacklisted by State/ Central

Government/ Public Sector Undertaking/ Statutory Boards/ Local Bodies
of any State.
<To be printed on the Bidder letter head>
<Location, Date>
To,
The Managing Director
Electronics Corporation of Tamil Nadu Limited
9th Floor, Sigapi Aachi Building,
18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai 600008

Dear Sir,
Sub: Declaration of not being banned or blacklisted by State/
Central Government/ Public Sector Undertakings/ Statutory Boards/
Local Bodies of any State.
Ref: Tender for <Description of Tender>.
*****

I, authorized representative of _________________________, hereby

solemnly confirm that we and any of our OEMs are not under a
declaration of in-eligibility for corrupt, fraudulent or any other unethical
business practices and not debarred or blacklisted by State/ Central
Government/ Public Sector Undertakings/ Statutory Boards/ Local Bodies
of any State for any reason in the last 3 years from the date of the
response to this Tender.

In the event of any deviation from the factual information/ declaration,

ELCOT reserves the right to reject the proposal or ELCOT/END USER
reserves the right to terminate the Contract without any compensation.

P- 116/142 Tender ID: ELCOT-ST-HO05-2025-0005

Yours faithfully,

Signature of the Authorized Signatory:

Name and Designation of the Authorized Signatory:
Company Seal:
Place:
Date:
Business Address:

Note:
If the bidding firm has been blacklisted by State/ Central Government/
Public Sector Undertakings/ Statutory Boards/ Local Bodies of any State
earlier, then the details shall be provided.

P- 117/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 8 Declaration of No Conflict of Interest

<To be printed on the Bidder letter head>

<Location, Date>

To,
Managing Director
ELCOT,
9th Floor, Sigapi Aachi Building, 18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai 600008.

Dear Sir,

Sub: Supply, Installation and Commissioning of Supply, installation

and commissioning of IT hardware for fire incident command
centre and other equipment for surveillance along with
software application development Reg.
Ref: Undertaking of No Conflict of Interest
*****
I/We as Bidder do hereby undertake that there is absence of, actual or
potential conflict of interest on our part, due to prior, current, or proposed
Contracts, engagements, or affiliations with other Organizations of the
State Government.

I undertake and agree to indemnify and hold ELCOT/END USER harmless

against all potential elements (time frame for service delivery, resource,
financial or other), claims, losses, damages, costs, expenses, proceeding
fees of legal advisors (on a reimbursement basis) and fees of other
professionals incurred (in the case of legal fees & fees of professionals,

P- 118/142 Tender ID: ELCOT-ST-HO05-2025-0005

reasonably) by ELCOT and/or its representatives, if any such conflict
arises later.

Yours faithfully,

Signature of the Authorized Signatory:

Name and Designation of the Authorized Signatory:
Company Seal:
Place:
Date:
Business Address:

P- 119/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 9 Undertaking on local office in Chennai

<To be printed on the Bidder letter head>

<Location, Date>
To,

Managing Director
ELCOT,
9th Floor, Sigapi Aachi Building, 18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai 600008

Dear Sir,
Sub: Undertaking on availability of local office in Chennai,
Tamil Nadu
Ref: Tender No. ELCOT-ST-HO05-2025-0005
*****
I, authorized representative of _________________________, hereby
confirm

that we have a functional local office in Chennai in the following address.

Or We undertake to establish a new office in Chennai within 30 days of
issue of LoA, if we are selected as a successful bidder.

I/ We _____________ understand that if this information / declaration is

found to be false or incorrect/ if we fail to establish local office in Chennai
within 30 calendar days of issue of LoA, ELCOT reserves the right to reject
the proposal or terminate the Contract with us immediately without any
further notice or any compensation.

P- 120/142 Tender ID: ELCOT-ST-HO05-2025-0005

Yours faithfully,

Signature of the Authorized Signatory:

Name and Designation of the Authorized Signatory:
Company Seal:
Place:
Date:
Business Address:

P- 121/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 10 Letter of Undertaking
<To be printed on the Bidder letter head>

To
The Managing Director
Electronics Corporation of Tamil Nadu Limited
9th Floor, Sigapi Aachi Building, 18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai 600008

Sir,
Sub: Undertaking for participating in ELCOT's Procurement Tender -
Reg.
Ref: Tender No. ELCOT-ST-HO05-2025-0005

*****

I/We ----------------------- have gone through the Terms and

Conditions, Scope of Work and Specification and will abide by them as laid
down (Tender Documents, Technical bid and Price Bid)

I/We ------------------------ hereby confirm that our Company was

not blacklisted by any State Government/ Central Government/ Public
Sector Undertakings during the last three years. We also hereby confirm
that our EMD/SD was not forfeited by any State Government / Central
Government / Public Sector Undertakings during the last three years due
to our non-performance, non-compliance with the tender conditions etc.

I/We ----------------------------------------------------------- hereby

declare that all the particulars furnished by us in this Tender are true to
the best of my/our knowledge and we understand and accept that if at

P- 122/142 Tender ID: ELCOT-ST-HO05-2025-0005

any stage, the information furnished is found to be incorrect or false, we
are liable for disqualification from this tender and also are liable for any
penal action that may arise due to the above.

I/We -------------------------------------- ensure that the Year of

Manufacturing for the products supplied vide this tender are 2024 or later.

I/We --------------------------------------- certify that no refurbished

components are used in the manufacturing and supply of tendered items.
The licences for the operating systems and other software to be installed
under this contract are certified as genuine and valid.

I/We ________________ certify that we are liable and responsible

for any disputes arising out of Intellectual Property Rights.

In case of violation of any of the conditions above, I/We

..........................understand that I/ We are liable to be blacklisted
by ELCOT for a period of three years.

Yours faithfully
for _________________
Name, Signature
Designation
Seal

P- 123/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure-11 TECHNICAL BID

A12.1 Check-list for Enclosures

Documents to be submitted Fill (YES or NO)

Filled Tender Technical Bid Form and Price Bid Form
Payment of EMD amount
Two Part Bid submission
Lett
Procurement Tender
Details in support of Eligibility Criteria
Hardware Compliance Sheet
Bidder Technical Compliance Sheet
OEM Technical Compliance Sheet as Annexure to MAF
Price Bid Submission Form
Eligibility Criteria
1 Certificate of Incorporation of bidder
2 GST registration to be submitted by the Bidder
3 PAN Card to be submitted by the Bidder
4 Letter Of Authorization/Power of attorney for the
authorized person to sign the bid documents
5 OEM Authorization Form (MAF) for the quoted
products in Annexure 13A (Or) OEM Authorized
Reseller/Partner Agreement
6 Sales Turn Over: Copies of the Audited Annual
Reports certified by a Chartered Accountant
containing the Balance sheets, Profit and Loss
account of any three of the five financial years shall
have to be submitted.

2019 - 20 (if 2024- 25 not available)

P- 124/142 Tender ID: ELCOT-ST-HO05-2025-0005

Documents to be submitted Fill (YES or NO)

2020 21

2021 22
2022 23
2023 24
2024- 25 (if available)
7 Copy of Completion / Performance Certificate and
Copy of Purchase Order for Past Experience
8 Presence in Chennai: Proof for the availability of
office in Chennai.

9 Service center: Proof for the availability of atleast

one functional Service centre in Chennai, West,
Central, South parts of Tamil Nadu (Or) OEM
Authorization
10
Blacklisting: Self-certified letter in the letter head
of the bidding entity signed by the Authorized
Signatory of the Bidder
11 Bidder and OEM Website: The URL of the Website
Name and Copy of Home Page Print out of the Bidder
& OEMs (for the quoted product in Annexure 13A)
12 Undertaking for Certificate of Registration as per GFR
Rule

P- 125/142 Tender ID: ELCOT-ST-HO05-2025-0005

A12.2 Profile of the Bidder

1. Name of the Company

2. Year of incorporation
3. Nature of the Company
4. Registered office (In
India) or the office
covering the
Business transaction
in India
Telegraphic Address
Office Telephone
Number
Fax Number
Contact Person
Name
Personal Telephone
Number
Email Address
5. Local presence at
Tamil Nadu
Telegraphic Address
Office Telephone
Number
Fax Number
Contact Person
Name
Personal Telephone
Number
Email Address

P- 126/142 Tender ID: ELCOT-ST-HO05-2025-0005

 6. Registration Details
Permanent Account
Number
GST Registration
Number
7.
Address and Account
Number

A12.3 Details in support of Eligibility Criteria

Sl. No. Description File Name of the

Attached Document
Proof and Page No
1 Certificate of Incorporation of bidder
2 GST registration to be submitted by the
Bidder
3 PAN Card to be submitted by the Bidder
4 Letter Of Authorization/Power of
attorney for the authorized person to
sign the bid documents
5 OEM Authorization Form (MAF) for the
quoted products in Annexure 13 (Or)
OEM Authorized Reseller/Partner
Agreement
6 Sales Turn Over: Copies of the
Audited Annual Reports certified by a
Chartered Accountant containing the
Balance sheets, Profit and Loss account
of any three of the five financial years
shall have to be submitted.

P- 127/142 Tender ID: ELCOT-ST-HO05-2025-0005

 2019 - 20 (if 2024- 25 not available)

2020 - 21

2021 22
2022 23
2023 24
2024- 25 (if available)

7 Copy of Completion / Performance

Certificate and Copy of Purchase Order
for Past Experience
8 Presence in Chennai: Proof for the
availability of office in Chennai.

9 Service center: Proof for the

availability of atleast one functional
Service centre in Chennai, West,
Central, South parts of Tamil Nadu
(Or) OEM Authorization
10 Blacklisting: Self-certified letter in the
letter head of the bidding entity signed
by the Authorized Signatory of the
Bidder
11 Bidder and OEM Website: The URL of
the Website Name and Copy of Home
Page Print out of the Bidder & OEMs
(for the quoted product in Annexure
13A)
12 Undertaking for Certificate of
Registration as per GFR Rule (if,
applicable)

P- 128/142 Tender ID: ELCOT-ST-HO05-2025-0005

A12.4 Hardware Compliance

1.The Bidder shall submit the details of the make and model of the item
offered against the tender requirement.

2.Bidder shall submit the Make and Model for Hardware and Software
separately with respect to this tender

3.Brochure for the quoted products to be submitted along with File Name
of the Attached Document Proof and Page No

4.Print of the screenshot of the Brochure in the website and URL of the
same to be submitted along with File Name of the Attached Document
Proof and Page No

S.No Item Code Item Description Make & Year Of

Model Manufacturing
1. ST-HO-0005-001a-
PTZ Camera with
router
2. ST-HO-0005-001b-
VMS License per
Camera
3. ST-HO-0005-001c-
Connectivity
4. ST-HO-0005-002a-
GPS Hardware
5. ST-HO-0005-002b-
GPS Software
Support
6. ST-HO-0005-002c-
GPS connectivity
7. ST-HO-0005-003-
Water Level Sensor

8. ST-HO-0005-004-
Video Wall

9. ST-HO-0005-005-
Server

P- 129/142 Tender ID: ELCOT-ST-HO05-2025-0005

 10. ST-HO-0005-006-
SAN Storage

11. ST-HO-0005-007-
Desktop Computers

12. ST-HO-0005-008-
Television

13. ST-HO-0005-009-
Multi Function Printer

14. ST-HO-0005-010-
Air Conditioner

15. ST-HO-0005-011-
20 KVA UPs

16. ST-HO-0005-012-
Network Switch

17. ST-HO-0005-013-
Internet leased line
connectivity
18. ST-HO-0005-014-
IP PBX

19. ST-HO-0005-015-
Data Collection
Software
20. ST-HO-0005-016-
Asset Management
software
21. ST-HO-0005-017-
Fire
Assistance/Support
22. ST-HO-0005-018-
Modular work station

23. ST-HO-0005-019-
LAN & Electrical

A12.5 Technical Compliance by Bidder and OEM

Bidders and OEMs shall separately submit Compliance to the Technical

P- 130/142 Tender ID: ELCOT-ST-HO05-2025-0005

specifications in the following format for all the quoted items. Bidder
shall submit the compliance as Annexure A12.5 and OEM shall submit
as Annexure to MAF signed and stamped in each page. Bidder shall
submit the Make and Model for each of Hardware separately.
Item Code: Item Description:
Make and Model: Year of Manufacture:
S. Parameter Specifications As per Bidder/ Compliance
No. Brochure (Yes/No)
offer

Note: In case of compliances that are not related to specifications,

performance of the quoted item and which cannot be given by OEM, the
same shall be mentioned as by
the OEM in the relevant field. Bidder shall have to submit compliance for
such Parameter

P- 131/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 13 PRICE BID

(To be printed in the official letter head of the company, signed by

Authorised Signatory and uploaded along with the bid document)

To
The Managing Director,
Electronics Corporation of Tamil Nadu Ltd,
Chennai

Sir,
Sub ELCOT Procurement Tender for supply, installation and
commissioning of IT hardware for fire incident command centre
and other equipment for surveillance along with software
application development - Submission of price bid Reg
Ref Tender No. ELCOT-ST-HO05-2025-0005

************
I/we hereby submit that the price bid as per Annexure 13 A has
been filled and submitted in the online portal https://tntenders.gov.in/.

Optional Undertaking Yes/ No

I/we understand that this is a special tender cum rate contract
enrollment tender. Hence, the products quoted here may also
be enrolled as a product in ELCOT rate contract, at the
discretion of ELCOT and at the same base price quoted in this
tender. (with optional CAMC for 4th and 5th year). I/we
understand that the products shall be available for rate
contract supply atleast for one-year period for the quantities

P- 132/142 Tender ID: ELCOT-ST-HO05-2025-0005

that may be ordered under rate contract during that period.
The quantities to be supplied under the special tender shall be
in accordance with the provisions of TNITT Act and Rules. The
quantities to be procured under Special Tender and RC Tender
are independent of each other.

I/we acknowledge that I/We are submitting this financial bid only
after reading and understanding all the terms and conditions of the tender
and on agreeing to all the terms and conditions.

Authorized signatory

Name:
Designation
Date:

Stamp:

P- 133/142 Tender ID: ELCOT-ST-HO05-2025-0005

 (To be filled only in online Excel sheet of eTender website)

Part-A:
S. Product Description Qty Unit Basic GST GST Custo Any Total
No Code (in Price Price in Value ms Other Price
Nos.) (Rs.) (Rs.) (%) for Duty Charges (Rs.)
(4*5) for Col (Rs.) & (6 + 8
Col No.6 Levies + 9 +
no.6 in Rs. (Rs) 10)
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
1. ST-HO- PTZ camera 22
0005- with 4G
001a- streaming
PTZ router, SIM
Camera card
with
router,
SIM Card
2. ST-HO- VMS License 22
0005- cost per
001b- camera
VMS
License
per
Camera
3. ST-HO- 4G GPS 678
0005- Track
002a- devices with
GPS SIM card
Hardware
4. ST-HO- GPS Software 678
0005- application
002b- support cost
GPS (scalable
Software upto 1000)
Support
5. ST-HO- Water Level 55
0005- Sensor with
003- Cabling
Water
Level
Sensor
6. ST-HO- P2 Video Wall 1
0005- Size -
004- (8H*14L) feet

P- 134/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Video
Wall
7. ST-HO- 2U Rack 2
0005- Server
005-
Server
8. ST-HO- 25 TB SAN 1
0005- storage
006- SAN
Storage
9. ST-HO- i5 Desktop 5
0005- Computers
007-
Desktop
Computer
s
10. ST-HO- LED TV 55 3
0005- inch
008-
Television
11. ST-HO- 25 PPM Multi 3
0005- function Laser
009- Printer
Multi
Function
Printer
12. ST-HO- 1.5 Ton Split 2
0005- AC
010- Air
Condition
er
13. ST-HO- 20 KVA 1
0005- Online UPS
011-20 for 240
KVA UPs Minutes
backup
14. ST-HO- 16 Port 1
0005- Network
012- Switch
Network
Switch
15. ST-HO- IP PBX 1
0005-
014- IP
PBX
16. ST-HO- Software 1
0005- application

P- 135/142 Tender ID: ELCOT-ST-HO05-2025-0005

 015- for collection
Data of data with 3
Collection Years support
Software (500 users
scalable upto
700 users)
17. ST-HO- Software 1
0005- application
016- for equipment
Asset inventory
Managem with 3 Years
ent support
software (500 users
scalable upto
700 users)
18. ST-HO- Software 1
0005- application
017- Fire for the
Assistanc resources
e/Suppor collection /
t Fire
assistance
with 3 Years
support
(500 users
scalable upto
700 users)
19. ST-HO- Modular work Lump
0005- station sum
018- 5
Modular
work
station
20. ST-HO- LAN cable and Lump
0005- connectivity sum
019- LAN and electrical
& work.
Electrical
TOTAL

Note: The Bidder shall submit the offer by filling up all the columns. The
bidder who becomes Overall L1 for all the categories will be declared as
L1 bidder. The L1 bidder shall match L1 prices of all other items where
they have not become L1. ELCOT is reserves the right to issue order in full

P- 136/142 Tender ID: ELCOT-ST-HO05-2025-0005

 or part, based on the requirement from the department.
(Connectivity Charges: Mandatory to be quoted. The below mentioned
items will not be included in L1 determination)
Part B: Connectivity Charges
S. Product Description Qty Unit Basic GST GST Custo Any Total
No Code (in Price Price in Value ms Other Price
Nos.) (Rs.) (Rs.) (%) for Duty Charges (Rs.)
(4*5) for Col (Rs.) & (6 + 8
Col No.6 Levies + 9 +
no.6 in Rs. (Rs) 10)
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
1. ST-HO- Connectivit 22
0005- y charges
001c- for SIM with
Connectiv Internet
ity connectivity
for three
years
2 ST-HO- Connectivity 678
0005- Charges for
002c- SIM card
GPS (Dual Profile
connectivi - enabling to
ty switch
between two
networks)
with internet
connectivity
for 3 years
3 ST-HO- Annual 1
0005- charges for
013- 10 Mbps ILL
Internet for 3 years
leased
line
connectivi
ty
4. ST-HO- IP PBX- 1
0005- Connectivity
014a- IP Charges
PBX
TOTAL

P- 137/142 Tender ID: ELCOT-ST-HO05-2025-0005

P- 138/142 Tender ID: ELCOT-ST-HO05-2025-0005
 Annexure 14- Comprehensive AMC (CAMC)

S.No Item Code 4th year 5th year

CAMC /ATS CAMC/ATS
in % in %
(1) (2) (3) (4)
1 ST-HO-0005-001- PTZ Camera
with router
2 ST-HO-0005-002- GPS
3 ST-HO-0005-003- Water Level
Sensor
4 ST-HO-0005-004- Video Wall
5 ST-HO-0005-005- Server
6 ST-HO-0005-006- SAN Storage
7 ST-HO-0005-007-Desktop
Computers
8 ST-HO-0005-008- Television
9 ST-HO-0005-009- Multi Function
Printer
10 ST-HO-0005-010- Air Conditioner
11 ST-HO-0005-011-20 KVA UPS
12 ST-HO-0005-012- Network Switch
13 ST-HO-0005-013- Internet leased
line connectivity
14 ST-HO-0005-014-IP PBX
15 ST-HO-0005-015- Data Collection
Software
16 ST-HO-0005-016-Asset
Management software
17 ST-HO-0005-017-Fire
Assistance/Support
18 ST-HO-0005-018- Modular work
station
19 ST-HO-0005-019- LAN &
Electrical

P- 139/142 Tender ID: ELCOT-ST-HO05-2025-0005

Optional : The Person Month rate is identified for price discovery purpose
which may be used for award in case of additional requirement if any.
Person-
Total
Month
Qualification/ GST Amount
SNo. Role Rate GST
Certification (%) (Including
(in
GST)
INR)
Experience in
Application development of
1
Developer Web
Application
Should also
Mobile have
2 Application experience in
Programmer designing
Mobile apps.

Note:
a) CAMC should be quoted without fail. CAMC cost means cost toward
all the spares, service charge and all taxes.
b) CAMC percentage quoted should be less than 10%.

P- 140/142 Tender ID: ELCOT-ST-HO05-2025-0005

 Annexure 15- Format for Prebid Queries

(to be sent in a MS Excel sheet through email only [email protected])

(Email Subject: TNFRS Tender Prebid Query - ELCOT-ST-HO05-2025-

0005)

Name of the Company

Name and designation of the
Authorised Person
Mobile No.
E Mail id
S. No Chapter Page Clause Query/ Reasons for
No. No. amendment Query/
requested amendment
requested

P- 141/142 Tender ID: ELCOT-ST-HO05-2025-0005

ELECTRONICS CORPORATION OF TAMIL NADU LIMITED
9th Floor, Sigapi Aachi Building, 18/3, Rukmani Lakshmipathi Road,
Egmore, Chennai 600008. Phone: +91 44 2855 6100

P- 142/142 Tender ID: ELCOT-ST-HO05-2025-0005