REQUEST FOR PROPOSAL

for Migration of Toll Management System

at Hampi Expressways Pvt. Ltd.

Project Name- Four Laning of Hospet-Chitradurga Section of NH-50 from Chainage 299+000
to Km 418+750 in the State of Karnataka (Length 120 KMs) on DBFOT (Toll) Mode under
NHDP Phase- III

S.N. Description

1. Introduction and Project Details

2. Annexure A : Special Conditions
3. Annexure B: Scope of Services and URS
4. Annexure C: Scope Matrix
5. Annexure D: Payment Terms and BOQ

1. Introduction and Project Details

Hampi Expressways Private Limited is a SPV formed by TRIL Roads Pvt limited and Concessionaire
for operation and maintenance of 120 KM section of Hospet to Chitradurga of National Highway No-
50 in the state of Karnataka.

We hereby invite Bid for Migration of Toll Management System as per URS and Project details
provided below-

Description Quantity Remarks

Project Length 120.18 Km
Toll Plaza 2 Nos Ch. 320+041 and Ch. 383+176 (10 Lanes in each plaza)
Static weigh bridge 4 Nos 2 Nos in each toll plaza location
Existing System Integrator- M/s Efkon India
Toll Management System

ATMS Provision Under DLP SI- M/s Efkon India

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 ANNEXURE A- SPECIAL CONDITIONS

Sr.
Item Description Particulars
No.
1. Hampi Expressways Pvt. Ltd. (“Client”) and the Contractor (“Bidder”) with
Parties its registered office at __________.
Contractor to carry out the Design, Supply, Installation and Maintenance
(under DLP for 03 Years) of Toll management system required for TMS
Migration as per the scope of work, Standards and Specifications.
2. Scope of Work
Contractor needs to propose the BOQ with maximum possible extent of
utilizing existing equipments and components.
The Contract Price shall be inclusive of all taxes, Insurance, duties etc. as
per detailed BOQ attached herewith for Project Scope for the Installation
3. Contract price and Defects Liability Period (DLP) of 36 Months from the date of
Completion Certificate. The Client shall have no liability for corporate or
personal income taxes or other taxes.
The Rates quoted in the BOQ should be inclusive of Design, FAT, SAT,
labour, material, machinery, transportation, licenses, taxes, duties etc.
4. Rates
Labour welfare Cess and Insurance, fulfillment of statutory requirements
and all applicable permits and licenses for entire tenure of the project.
Measurement The actual executed works shall be measured jointly by the Contractor
5. and representative of the Client. The quantity for payment shall be arrived
based on actual work executed.
The Works must be completed within 02 months from the date of issue of
LOI as per given Milestones.

Milestones for Toll Systems:

Time for Completion/
6. 1. Design and Final BOQ for Approval -within 07 days of the issue of
Milestones
LOI
2. Factory Acceptance Test-within 15 days from the issue of LOI
3. Supply of all equipment’s- within 30 days from the issue of LOI
4. Installation and Commissioning -within 60 days from the issue of
LOI
Contractor shall co-ordinate with the other contractors/Client or his
representative in order to ensure timely completion of the work. The
Co-ordination for the
7. Contractor shall be responsible for all coordination and liaison for his
Project
scope of work with NHAI, Independent Engineer, and all other
government / private bodies.
Quantities shown in the BOQ are only indicative. There may be upward
8. Quantity Variations or downward variations in the BOQ Quantities. However, these upward
varied quantities also to be executed at the same rate as per BOQ.
The Contractor is liable to execute and complete all the extra item of
Work, with in the Contract period or extended period (as extended as
9. Payment for extra item per the provisions of the Contract), assigned by Client. The rates for such
extra item of Work shall be derived from the similar item of this contract
or mutually agreed by Contractor and Client.

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Sr.
Item Description Particulars
No.
Contractor shall submit Performance Security of 5% of total value of work
(excluding AMC) within 15 days of issue of Letter of Award by Client and
Contractor in the form of Unconditional and irrevocable Bank Guarantee
in the format provided by the Client. This will be valid till 30 days after
10. Performance Security
expiry of DLP (i.e. with a Claim Period of 30 days) and shall be released
within 30 days of expiry of DLP on successful discharge of Contractor’s
obligations. All Bank Guarantees shall be issued from a Bank located in
Mumbai.
Defects Liability Period DLP of 36 Months from the date of Completion of work or COD whichever
11. (DLP) and Completion is later. Completion Certificate shall be issued by Client on satisfactory
Certificate completion of works as per the scope of works.
Maximum amount of interest free Mobilization Advance Payment is 10%
Mobilization and
of Contract Price which will be paid by the Client to the Contractor along
12. Equipment Advance
with work order/contract agreement, against unconditional Bank
Payment and Recovery
Guarantee, as under:
The contractor shall provide an unconditional and irrevocable Bank
guarantee, issued by Nationalized Bank valid up to end of Installation
Advance Payment Bank period for the advance to the extent of advance to be released. Format of
13.
Guarantee the BG shall be issued by the Client. The bank guarantee shall be released
after completion of the work. All Bank Guarantees shall be issued from a
Bank located in Mumbai.
The Contractor shall raise one Running Account Bill (RA Bill) with
supporting documents, necessary Test report etc. The Client shall check
the RA Bill in detail for its correctness and shall release such assessment
to the Contractor within 07 days of the submission of bill by the
14. Payments of RA Bill Contractor, after all deductions including retention, and taxes.
For avoidance of doubt the bill submission date shall be counted once all
the supporting documents are submitted to the satisfaction of client.
Further Client shall not be liable to pay any interest for any delay in the
release of payment.
Retention Money@ 5% of the Gross Amount of Interim Payment
Certificate/RA Bills shall be recovered during each Running Account
/Interim Bill.

The Contractor, at his option, can substitute the Retention Money with an
15. Retention Money
equivalent Bank Guarantee and the validity of such BGs shall be till the
end of the Defects Liability Period.

All the Retention Money/Bank Guarantee shall be released upon

satisfactory completion of the Defects Liability Period.
The Contractor shall insure its equipment, machinery, manpower etc. at
16. Insurance its own cost. Contractor shall submit all copies of such licenses to Client
before commencement of the work.
Amount of Liquidated
If Contractor fails to deliver the equipment or materials or perform the
Damages for Failure to
Work within the time frames specified in the Contract for the Contract
Achieve Milestones and
Milestones listed above the Contractor shall pay to Client as fixed, agreed
17. Contractual Obligations
and liquidated damages, not as penalty, an amount equal to 1.5 % of
for non-performance as
Estimated Contract Sum per week or part thereof subject to a maximum
per construction
of 20% of the Contract value for delay in completion of the project.
schedule

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Sr.
Item Description Particulars
No.
This Term Sheet shall be governed by the laws of India.
18. Governing Law
Contractor shall follow the highest standard of Quality, Health, Safety and
Environment in the project as detailed in the Concession Agreement and
the approved HSE Plan, Contract conditions and best industry practices
Quality, Safety and and Client’s HSE policy to this regard during execution period and till
19.
Environment completion of the Defects Liability period.

A brief guideline related to Health, Safety will be shared and failure to

adhere to such standards shall attract penalties.
Regular co-ordination meetings shall be held at site to resolve issues
arising during the execution of works. Unresolved issues shall be escalated
as per the matrix described below: -

Level Client Contractor Period

1. Level 1 Client’s Contractor’s Within 2
Representative Representative consecutive
/ Head Projects at Site. monthly review
at Site meetings
2. Level 2 Director MD/CEO of the To meet within
nominated by Contractor 30 days and
Co-ordination
Chairman of resolve the
meetings for resolving
20. Board of dispute within
disputes during
Directors. 45 days of such
execution
meeting.
3. Level 3 If the disputes are not settled at any of the aforesaid
stages of amicable settlement, then the disputes
shall be referred to Arbitration process as per
Arbitration and Conciliation Act. Each party to
appoint 1 arbitrator each who will in turn appoint the
Presiding Arbitrators. The notice for arbitration shall
be issued by either party within 60 days of the expiry
of the timelines

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Sr.
Item Description Particulars
No.
In case contractor commits following defaults :-

(i) failure to adhere to the Milestone consistently for one month

(ii) failure to perform or observe any part of the contract
(iii) failure of contractor to observe and maintain safety measures
mentioned in the contract failure to adhere to the maintenance
standards during DLP
(iv) failure of contractor to remedy deficient/defective works

Client shall provide Contractor written notice notifying the default and
its intention of exercising back charges provision of the contract.
Contractor shall promptly take action to remedy the cause not later than
07 days from receiving notice. Failure of contractor to take action within
15 days of receiving notice to the satisfaction of client will entitle client
to initiate back charge against Contractor for getting the work done or
cost incurred to remedy these or any other Contractor defaults, errors,
21. Backcharges omissions or failures to perform or observe any part of this contract.

The cost of back charge work shall include:

1. Incurred labor costs including all payroll additives;

2. Incurred net delivered material costs;
3. Incurred supplier and subcontractor costs directly related to
performing the corrective action;
4. Equipment and tool rentals at prevailing rates in the Jobsite
area; and
5. A factor of Fifteen (15) percent applied to the total of Items 1
through 4 for Client's overhead, supervision and administrative costs.

Further the limitation of liability for this clause of the Contractor shall be
1.15 times the Contract value . For avoidance of doubt, it is clarified that
these backcharges are in addition to all the other charges client is
entitled to under this contract including liquidated damages.

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 ANNEXURE B: Scope of Services

The Toll System will be provided, supplied, integrated, and tested by the Contractor according to the
provisions of Hybrid ETC Supplementary Agreement’ provisions set forth and scope of work as
mentioned below-

1. Health check-up of existing TMS system and proposal of replacement of Software, equipment and
components with maximum possible extent of utilizing existing TMS equipment and components.

2. Supply and Installation of required Toll System’s Hardware and Software with
Categorization/Classification System, lane components and peripherals, Drivers and third-party
software as per standard and specifications of HES Supplementary Agreement.

(Detailed Software requirements will be discussed during technical evaluation)

3. The Tolling system will be installed with Hybrid ETC lane functionality as per defined guidelines of
NHAI. Hybrid ETC System’s SLA agreement (Standard SLA for all the concessionaires) is signed
between NHAI and Concessionaires so contractor must maintain the uptime defined under the SLA.

4. ETC transactions files transfer to CCH to be done within the prescribed time limit by CCH and in
accordance with latest defined timeline.

5. Migration of old Database, transactions and reports with new Server without any data loss.

6. Contractor will ensure that there is no revenue loss to the Client during the execution phase.

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 ANNEXURE C- Scope Matrix

S. No. Activity Responsibility Supervision

SPV Contractor SPV Contractor
1 Civil work at Toll Plaza (System, Booths)  
2 Raw Power Cabling for Lanes up to Distribution Box near to  
TLC+AVC Panel.
3 Power Cabling from 20 UPS for Plaza equipment’s DB (Server,   
LSDU, Cash up , Cashier , POS, Intercom)
4 Power Cabling from individual Power DB to plaza equipment   
5 Supply of conduits and accessories  
6 Necessary approvals from NHAI/state authorities and  
independent consultant (If any)
7 Traffic diversion and control during installation   
8 Technical support during visits of NHAI/state authorities and  
independent consultant
10 Storage space at site for keeping equipment’s during installation   
11 Warehouse for storage of equipment   
12 Management of Transit and Storage insurance, local freight  
for imported items, liaising with
custom authorities, General administration and follow up
13 Custom clearance for imported toll equipment’s 
14 Providing documents for custom clearance for imported toll   
equipment’s
15 Providing remote connection through VPN for remote access by   
Vendor
16 Materials shifting from storage space to toll plaza  
17 Manpower and machinery required for equipment installation  
18 Equipment / Machinery required for system commissioning  
19 Manpower housing/ lodging during system implementation and  
commissioning, during DLP period and their insurance and safety
20 Safety methodology to be follow for installation and   
commissioning of TMS system
21 Preventive Maintenance schedule during DLP   
22 Software maintenance/ Backup policy   
23 Backup medium  
24 Manuals (System Manuals, Installation Manuals, Software   
Manuals, Safety Manuals, Maintenance Manuals)

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 ANNEXURE D- PAYMENT TERMS AND BOQ

Payment Terms :

1. 10% for Mobilization against BG Submission

2. 10% on FAT approval
3. 40% on Supply of Equipments on pro rata basis.
4. 20% on Installation of Equipments
5. 10% on SAT approval.
6. 10% on Training and Commissioning
7. DLP/AMC Payment- Monthly

Note- The deferred payment of Rs. 10,00,000 would be released on quarterly basis at Rs 2.5
lacs/quarter, after SAT on fulfillment of following conditions-

1. Overall AVC accuracy for the quarter should be above 98% (including non-standard vehicles).
2. Overall system uptime for the quarter should be above 99.5%.

Bill of Quantities (BOQ)

S.N. Item Description Unit/Ma Quantity to be Unit Rate Total Cost

ke Supplied/ Replaced
I Plaza Level Equipments (Plaza 1+ Plaza 2)
1 Plaza Server Nos
2 Workstations Nos
3 TCMS Software with Antivirus Nos
4 Server Database and OS Nos
5 Other Equipment, if required Nos
II Lane Level Equipments -Hybrid ETC
Lanes
1 Lane Controller with Industrial PC Nos
2 Electronics Enclosure Nos
3 AVC including sensors, loop and Nos
detector
4 TCMS Software Lane Level Nos
5 Other Equipment, if required Nos
Total Supply Cost

III Installation, Testing and LS

Commissioning (Inc. Transportation)
IV Database and Report Migration LS
V DLP cum AMC Cost
1 AMC for 1st Year Nos
2 AMC for 2nd Year Nos
3 AMC for 3rd Year Nos
Total AMC Cost

Total Cost for TMS Migration with 03 years AMC proposal

 This is indicative BOQ only and Contractor may propose BOQ based on site conditions.

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