AEP Automation System (AEPAS) Implementation

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Nov 5, 2013 (3 years and 7 months ago)

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RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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BUREAU OF CIVIL AVIATION SECURITY (BCAS)
AEP Automation System (AEPAS)
Implementation
Request for Proposal




January, 2010




A Request for Proposal (RFP) for the implementation of Airport Entry Permit Automation System(AEPAS)
for the Bureau of Civil Aviation Security(BCAS), Ministry of Civil Aviation, Government of India.
RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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TABLE OF CONTENTS

1 INTRODUCTION
.........................................................................................................................4
2 PURPOSE OF THIS REQUEST FOR PROPOSAL
................................................................6
3 BIDDING PROCESS
.....................................................................................................................7
3.1 General Instructions.............................................................................................................7
3.2 Project Schedule...................................................................................................................8
3.3 Bid Documents and bidder’s Response...............................................................................9
3.4 Bid Security....................................................................................................................... 10
3.5 Pre-Bid Conference... 10
3.6 Bidder Evaluation and Award of Contract.... 10
4 BID FORMAT
..............................................................................................................................13
4.1 Bid Cover Letter....................................................................................................................13
4.2 Bidder Pre-Qualification .....................................................................................15
4.2.1 Qualification Criteria............................................................................................................15
4.2.2 Prequalification Bid Format..................................................................................................16
4.3 Technical Bid Format............................................................................................................17
4.4 Financial Bid Format........................................................................................ 19
5
FUNCTIONAL REQUIREMENTS
...........................................................................................21
5.1 Online User Account Creation..............................................................................................21
5.2 Online Application Submission............................................................................................21
5.3 Application Processing by BCAS Staff................................................................................21
5.4 Status Updates.......................................................................................................................22
5.5 Exception Alerts....................................................................................................................22
5.6 Performance Dashboard .......................................................................................................22
5.7 Application Administration..................................................................................................23
5.7.1 User Administration..............................................................................................................23
5.7.2 Workflow Administration.....................................................................................................23
5.8 Reports..................................................................................................................................23
5.9 Specimen Screens.................................................................................................................23
RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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6
TECHNICAL REQUIREMENTS
.............................................................................................24
6.1 Deployment Detail.............................................................................................................24
6.1.1 Web Site Deployment........................................................................................................24
6.1.2 Branch site Deployment.....................................................................................................24
6.2 Solution Overview.............................................................................................................24
6.2.1 User Interface.....................................................................................................................24
AEPAS System Application..............................................................................................25
6.2.2 Communications and Information Exchange.....................................................................25
6.2.3 Base Platform Support Subsystem.....................................................................................25
6.3 Technology and Implementation.......................................................................................26
6.3.1 General 26
6.4 Security Deployment..........................................................................................................26
7
HARDWARE DETAILS
.............................................................................................................28
7.1 At Central Location............................................................................................................28
7.2 At Branch Locations....................................................................................... 29
7.2.1 User PCs.............................................................................................................................30
7.2.2 Laser Printers.....................................................................................................................31
7.2.3 UPS .............................................................................................................................31
8
TRAINING
...................................................................................................................................32
9 PROJECT IMPLEMENTATION............................................................................................33
10 SERVICE PROVIDER’S SCOPE OF WORK
......................................................................34
11 PROJECT TERMS AND CONDITIONS
...............................................................................35
12 ROLES AND RESPONSIBILITIES
........................................................................................37
12.1 BCAS .............................................................................................................................37
12.2 Service Provider.................................................................................................................37
13
PAYMENT TERMS AND CONDITIONS
.............................................................................39
14
ANNEXURE 1 – DETAILS OF PASSES ISSUED
.................................................................40
15
ANNEXURE 2 – LIST OF BRANCHES
.................................................................................41
16 MODEL AGREEMENT
45

RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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1 Introduction
Bureau of Civil Aviation Security(BCAS) is an att
ached office of the Ministry of Civil Aviation.
It is responsible for laying down the standards for pre-embarkation security and anti-
sabotage measures
in respect of civil flights ensuring their compliance through regular inspections and security audits.
The
Headquarter of Bureau of Civil Aviation Security(BCAS) is a t New Delhi. It has four Regional Offices
located at Delhi, Mumbai, Kolkata and Chennai.

The Bureau of Civil Aviation Security is headed by the Commissioner of Security(COSCA) who
is the designated “Appropriate Authority”
to ensure development, maintenance, updation and
implementation of National Civil Aviation Security programme for India and to fulfill all international
obligations in this context.
One of the important functions of Bureau
of Civil Aviation Security(BCAS) is to regulate the
access to all airports in the country
. For this purpose, BCAS issues Airport Entry Passes(AEPs) to all
individuals requiring legitimate access to the airports.
The AEPs issued by BCAS fall into the following categories:
 One Time Airport Entry Permit
 Photo Identity Cards
 Transferable Passes
 Temporary Photo Identity Cards
 Casual Labor Tokens
Generally, the following entities request BCAS for granting AEPs:
 Government Agencies whose officials need to visit
the airport premises in connection with the
discharge of their official duties.

Various commercial entities operating their businesses within the airport premises including
though not limited to restaurants and eateries, travel and tour operators, taxi operators etc.
 Diplomats and officials of embassies and high commissions.

Contractors responsible for maintenance and upkeep of airport facilities or rendering other services
necessary for the operation of the airport including those carrying out constructio
n activities within
the airport premises.
 Employees of scheduled air carriers.
 Employees of airport operators.
The head office of BCAS is located in Janpath, Delhi. In addition, BCAS has four regional offices

across the country, namely:
RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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 New Delhi
 Mumbai
 Kolkatta
 Chennai
RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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2 Purpose of this Request for Proposal

Through this Request for Proposal, BCAS intends to automate its process of issuance of AEPs to
make it more secure, efficient, transparent and user friendly. The automation is intended to be achieved

through a web based system, hereinafter referred to as the Airport Entry Permit Automation System
(AEPAS). AEPAS is expected to achieve the following objectives:

Complete automation of AEP issuance process by enabling online submission, processing and
status checking of AEP applications
 Reducing dependence on paper and thereby achieving a paper-
less office by introducing
electronic workflows wherever practicable

Effectively manage and monitor the process of permit issuance and regulate access to airport
premises
 Reduce the time taken to process the AEP application

Introduce a higher degree of transparency in the process, thereby reducing hardship for
applicants

Reduce footfall into BCAS offices by making the relevant information available on the Internet
a
nd thereby obviating the need for applicants to frequently visit BCAS offices to seek such
information

Provide a variety of reports to facilitate analysis and audit of the AEP issuance process by senior
BCAS officials
The system should allow the movement
of electronic documents from the applicants to BCAS as
well as between various officials within BCAS, thereby reducing dependence on paper.
BCAS envisages that a main AEPAS website (hereinafter referred to as the main website) will be
deployed at a central
location and the branch setup will be deployed at 80 branches to enable AEP
application processing from these locations.
The project duration shall be 14 weeks of implementation (maximum duration of implementation) and 3
years of support after the AEPAS goes live.

RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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3 Bidding Process
3.1 General Instructions
This bid is a “Quality and Cost Based Selection
” (QCBS) model where the most competent bid, both
technically and commercially, shall be selected by BCAS.
A bidder shall submit one bid only. If more than o
ne bid is submitted, BCAS may reject all bids of that
bidder.
The invitation to bid is open to all Indian firms that fulfill the pre-
qualification criteria set forth in this
RFP. Bidders must qualify on their own merit and Consortiums will not be allowed.
If a bidder’s past is found unsatisfactory by BCAS, the bidder shall not be eligible to bid.
Disqualification may result from corrupt, fraudulent and/or unethical practices followed by the bidder in
the past, or under-performance in a past project. This
shall include unsatisfactory behavior and/or
performance of the bidder in past projects with BCAS or any of the other organizations under the M
CA
such as DGCA, AAI and others or any other govt. organizations.
With regard to the past practice, performance
or behavior of the bidder, the decision to qualify or
disqualify shall rest solely with BCAS and BCAS shall not be liable to provide any reason for its
decision to any bidder.
The bidder’s expense in purchasing this RFP and expenses incurred in the process
of bid preparation and
submission shall not be reimbursed by BCAS. BCAS may or may not award this project to a bidder, or
to any bidder, and may even cancel or defer the project or the award of contract. BCAS does not
guarantee directly or indirectly th
at this bidding process shall result in a business transaction/contract
with any bidder.
For all communication with BCAS, bidders shall send queries and clarifications in writing to:
Deputy Director(Admin.)
Bureau of Civil Aviation Security (BCAS)
Janpath Bhawan, A Wing
Janpath
New Delhi 110001
Phone:23718561
Bidders shall submit their bids in four separate sealed envelopes containing Bid Security, Pre-
qualification Bids,Technical Bids and Financial Bids.
Bidders shall not include any commercial information in the Pre-
qualification and Technical Bids.
Similarly, bidders shall not include any technical information in the Financial
Bid. Any deviation from
this requirement shall result in disqualification of the bidder and forfeiture of the Bid Security.
RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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P
rices shall be quoted in Indian Rupees and shall include all expenses, rates, duties and taxes except
Service Tax which shall be paid on actual by BCAS.
Assumptions and deviations may be provided in the Technical Bid. Bidders are advised to not deviate in

any manner from the given requirements, and assumptions if any, must not have any impact on the
bidder’s price to BCAS.
The source codes of, and intellectual property rights over all the software developed under this project
shall be the exclusive property of BCAS.
Bids shall be valid for a period of six months from the date of opening of the Bids. A proposal valid for
a shorter period may be rejected as non-
responsive. On completion of the validity period, unless the
bidder withdraws his proposal in wr
iting, it will be deemed to be valid until such time that the bidder
formally (in writing) withdraws his proposal.
The language used in Bids shall be English only.
The rates shall be written in both figures as well as in words. Over writing is not permitt
ed. Incase of
disparity in figures and words, the rates in words will be considered.
The Bids submitted to BCAS shall become the property of BCAS and will not be returned.
The bidder’s price, submitted in the Commercial Bid, shall be final. It shall be t
he only payment
payable by BCAS to the selected bidder except for service tax. The price shall be fixed and not subject
to escalation.
3.2 Project Schedule
Activity
Date & Time
Issue of Request for Proposal (RFP)
15.01.2010
Last Date for Submission of pre-bid queries by bidders
22.01.2010
Pre-bid clarifications by Bureau of Civil Aviation
Security(BCAS)
1.02.2010
Last Date for Submission of Bids by bidders
15.02.2010 ( 4.00 PM)
Opening of Bid Security and Pre-qualification Bids
16.02.2010
Pre-qualification of bidders
16.02.2010
Opening of Technical Bids
17.02.2010 ( 2.30 PM)
Opening of Financial Bids for technically qualified bidders

RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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BCAS shall notify to the bidders the exact date, time and venue for opening of the pre-
qualification,
technical and financial
bids. This shall be done through a circular or notification published on BCAS’s
website.
Changes in dates and other information shall also be published on the same website from time to time.
Bidders are expected to check the website frequently for such updates.
BCAS may at its discretion extend/change the schedule of any activity by issuing an addendum or by
intimating the bidders through a written notification on the BCAS website or directly to the bidders. In
such cases, all rights and o
bligations of BCAS and the bidders previously subject to the original
schedule will thereafter be subject to the schedule as extended/changed.
Bids received after the due date and the specified time (including the extended/changed period if any)
for any reason whatsoever, shall not be entertained.


3.3 Bid Documents and bidder’s Response
The RFP comprises of one volume only (this document). Clarifications and other documents issued
during the bid process shall be treated as extensions of this RFP.
Bidders sha
ll submit their response in the following manner and in formats as provided in a separate
section of this RFP:
Envelope 1: Bid Security
Envelope 2: Pre-qualification
Envelope 3: Technical Bid
Envelope 4: Financial Bid
Envelope 5: All the above 4 envelopes must be put in Envelope 5 and sealed.
All envelopes shall bear the bidder’s name and address.
Bidders shall furnish the required information in the enclosed formats only. Any deviations in format
may make the bid liable for rejection.
The bid shall be a
ttached with the covering letter as specified in the “Bid Format” section and shall be
enclosed with the Pre-qualification bid along with the Bid Security and other Pre-
qualification
documents. Proposals not submitted with this covering letter shall be liable for rejection.
RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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Bidders are expected to examine and understand all instructions, requirements, terms and conditions and
other information as described in the RFP documents. Failure to furnish the required information or
submission of a bid not substan
tially responsive to the RFP documents shall be at the bidder’s risk and
may result in rejection of the bid and forfeiture of the Bid Security.
Bidder shall sign and put company seal on all the pages of the RFP extensions of RFP and all other
documents submitted by the bidder or authorized signatory of the bidder.
3.4 Bid Security
Bidders shall submit, along with their Bids, a non-refundable fee of Rs. 5,000/-
(Five Thousand) as
tender fee and Bid Security of Rs. 15,00,000/-(Rupees Fifteen Lakhs) only, in the fo
rm of a demand
drafts issued by a nationalized bank in favor of “Pay & Account Office
r, Secretariate, Minister of Civil
Aviation”
payable at New Delhi. Bid security in any other form shall not be entertained. The Bid
Security shall be a part of the Pre-Qualification Bid”.
Bids not containing fee and Bid Security shall be rejected by BCAS.
The Bid Security of unsuccessful bidders shall be refunded by BCAS within 30 days of the bidder being
notified by BCAS as being unsuccessful.
3.5 Pre-Bid Conference
Bidders shall send their queries by email to the BCAS-Deputy Director in the format given below. The
document type for queries shall be Microsoft Word 2003.
RFP Section

Query
No
No
Name
Text requiring clarification
Bidder’s Query

A single query list
shall be accepted from a bidder. The queries must reach BCAS at least 3 working
days prior to the pre-bid conference. BCAS may decide not to have the pre-
bid conference if it is able to
resolve bidder queries otherwise. In this case, clarifications shal
l be sent to bidders electronically and/or
posted on the BCAS website.
BCAS makes no representation or warranty as to the completeness or accuracy of any response, nor
does BCAS undertake to answer all the queries that have been posed by the bidders. All
responses
given by BCAS will be distributed to all the bidders.

3.6 Bidder Evaluation and Award of Contract
Bids shall be evaluated in four stages:
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Stage 1: Covering Letter and Bid Security
Bids not having the covering letter in the specified format, and bids
not having the required Bid Security
shall be summarily rejected. Such bids shall not be opened for pre-qualification also.
Stage 2: Pre-qualification
Bids shall be evaluated for fulfillment of the pre-qualification criteria set forth in this RFP. Bids
not
meeting the criteria shall be termed “not eligible”.
Stage 3: Technical Evaluation
Bids having pre-
qualified shall be evaluated against the technical evaluation criteria set forth in this
RFP. There shall be no disqualification at this stage except for the following reasons:
 Material deviations have been made from the specified requirements.

Assumptions have been made by the bidder which directly or indirectly may have a financial
impact on BCAS.
 The technical solution proposed is not satisfactory for BCAS.
Technical evaluation shall have a maximum score of 100 points with weightage of 60 percent.
Deviations, if any, may become the reason for technical disqualification of the bidder if so deemed by
BCAS.
Bidders scoring less then 50 in the technical
evaluation criteria shall be rejected and their financial bids
shall not be opened.
The total score achieved by a bidder shall be multiplied by the technical evaluation weightage of 60

percent.
Illustration:
If the technical evaluation score of a bidder is 80, the technical score after applying the
weightage shall be (80 * 60%) = 48. This shall be called the “Bidder’s Technical Bid Score”.

Stage 4: Financial Evaluation
Financial Bids shall be evaluated for bidders who have qualified the technical evaluation.
This shall
include both implementation and post implementation support charges.
Financial evaluation shall have a maximum score of 100 points with weightage of 40 percent.
RFP for BCAS Airport Entry Permit Automation System(AEPAS)

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The bid with least TOTAL PRICE shall be given 100 points in the financial e
valuation. Other bids shall
be scored in proportion to the highest bid. This has been explained in the following example: If Bid-
A
has the lowest price, it shall be given a score of 100; if Bid-B has a price 10% higher than Bid-
A, it shall
be given a score of 100 minus 10% = 90.
The total score achieved by a bidder shall be multiplied by the financial evaluation weightage of 40%.
Illustration:
If the financial evaluation score of a bidder is 90, the financial score after applying the
weightage shall be (90 * 40%) = 36. This shall be called the “Bidder Financial Bid Score”.
Under the QCBS model, the “Bidder Technical Bid Score” and “bidder Financial Bid Score” shall be
added to derive the “Bidder Total Score”. The bidder having the maximum “Bidder Tota
l Score” shall
be termed as the selected “Service Provider
” for BCAS for Award of Contract
and will have to sign a
MOU with Bureau of Civil Aviation Security(BCAS) as per Annexure-3.
BCAS’s decision in the evaluation process shall be final and binding on all bidders.
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4 Bid Format
4.1 Bid Cover Letter
Bidder shall submit a cover letter with their bids. The letter shall be in the format given below and
signed by the authorized signatory in the bidder’s organization.
Date: DD/MM/YYYY

Deputy Director(Admin.),
BCAS
BCAS House
Janpath
New Delhi 110003

Dear Sir,

Ref: Request for Proposal – AEPAS Project

We, the undersigned, hereby submit our Pre-Qualification, Technical and Commercial Bids for
Airport Entry Permit Automation System (AEPAS) for the Bureau of Civil Aviation Security,
Ministry of Civil Aviation, Government of India. We have read and understood the
requirements as described in the RFP which is hereby duly acknowledged through this letter.
We shall deliver the services required by you as stated in the RFP.
If our Bid is accepted and if we are selected by BCAS as its Service Provider, we shall
implement and support AEPAS Project as per the implementation plan set forth in our Bid and
agreed by you with or without changes.
We agree for unconditional acceptance of all the terms and conditions set forth in the RFP. Our
Bid shall also remain valid for a period of six months from the date fixed by BCAS for bid
opening and it shall remain binding upon us with full force until the time a formal contract is
prepared and executed between us and BCAS.
We confirm that the information contained in our Bid, including its annexure, attachments,
exhibits, schedules, and other documents delivered to BCAS is true, accurate and complete.
We ensure that the statements in any of the documents submitted by us do not in whole or in
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part mislead BCAS as to any material fact.
We agree that you are not bound to accept any Bid you may receive. We also understand that
you reserve the right in absolute sense to reject all or any of the products/ services specified in
the Bids.
It is hereby confirmed that I/We are entitled to act on behalf of our
company/corporation/firm/organization and empowered to sign this document as well as such
other documents which may be required in this connection.
Dated this Day of 2010



(Signature)

Name:
Designation:

Duly authorized to sign the Bid for and on behalf of:

Name and Address of Company:

Seal/Stamp of bidder

Witness Signature:

Witness Name:

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Witness Address:


CERTIFICATE AS TO AUTHORISED SIGNATORIES

I, ……………………………, the Company Secretary of …….…………………, certifies that
……………………………………………………………… who signed the above Bid is
authorized to do so and bind the company by authority of its board/governing body.



(Signature)
Name:
Date:

(Company Seal)
Company Name:

4.2 Bidder Pre-Qualification
Bidders shall submit their Pre-Qualification documents in a separate sealed envelope labeled as “PRE-
QUALIFICATION” with one set of signed hard-copy (full signature on the first page, initials
on all
pages) and a CD.
4.2.1 Qualification Criteria
Bidders shall qualify the criteria given in the table below. There shall be a single Prime bidder and
Consortiums shall not be allowed.
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No
Prequalification Criteria
Compliance
(Y/N)
Supporting Document
Attached by bidder
1. Bidder should be a leading Information
Technology (IT) Services Company
with IT Services as its main business.

2. Bidder should be headquartered in India
and registered under the Indian
Companies Act, 1956.

3. Bidder should have annual revenue
(turnover) of minimum Rupees 250
crores in each of the last 5 financial
years (2008-09, 2007-08, 2006-07,
2005-06 and 2004-05).

4. Bidder has implemented at least 1
Government (Central or State) or PSU
projects in India, that included a citizen-
facing portal with Government to
Consumer (G2C) services.

5. Bidder has implemented at least 1
Government (Central or State) or PSU
project of at least Rupees 10 crores in
value each, that included electronic
workflows designed specifically by the
bidder for that particular Government
Client.

6. Bidder shall be ISO 20000 / BS 15000
OR
CMMI level 4 certified.

Missing, incomplete or incorrect supporting documents shall imply “non-compliance”.
4.2.2 Prequalification Bid Format
In addition to the prequalification criteria compliance and supporting documents, bidders shall furnish
the following details in the given format.
Bidder’s Organization Details:
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Company Name
Registered Office
Telephone
Fax
Company Status
(public, private)

Incorporation Date
ROC Number
Total Employees
Bidder’s Authorized Person Details:
Name
Address
Telephone
Fax
Email
4.3 Technical Bid Format
Bidders shall provide their Technical Bid in two
parts within a single document. The Technical Bid
shall be submitted in a sealed envelope labeled “TECHNICAL BID” with one set of signed hard-
copy
(full signature on the first page, initials on all pages) and a CD.
Part A: Functionality
This part will have a maximum score of 30 and would be evaluated by Bureau of Civil Avia
tion
Security(BCAS) based on its requirement as mentioned in this RFP.
Part A of the technical bid shall provide the features and functionality proposed by the bidder. Bidders
are advised to cover the items listed below (the minimum set):
 The high level vi
ew of the functional solution proposed showing all the components and their
interaction
 Explanation of the end-to-
end AEP issuance process under the proposed AEPAS, accompanied
by a process flow diagram
 Features and functionality for AEP applicants (person
s applying for access to the airport either as
individuals or authorized representatives of organizations requiring their staff to visit any airport
for bonafide purposes)
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 Features and functionality for the BCAS staff engaged in the processing, approval an
d grant of
AEPs

Features and functionality for senior BCAS staff who may wish to monitor the AEP issuance
process, in particular the status of a particular application and summary data in the form of
dashboards
 Features and functionality relating to report generation and analysis
Bidders are advised to include other value-
added features that may not have been covered in the above
list. BCAS’s vision as stated in this RFP must be understood by bidders clearly in order to propose the
value-added features and functionality.
Part B: Technology Architecture and Bill of Material
This part will carry 70
marks and would be allotted by Bureau of Civil Aviation Security(BCAS)
as per its evaluation.
The Technology Architecture and Bill of Material shall describe the
following components of the
proposed solution:
1. Overall Solution architecture(15 Marks)
2. Solution software components to be deployed at the main website and the branch locations(10
Marks).
3. Hardware components to be deployed at the main website and the branch locations:
3A. Infrastructure requirements at the branch locations(15 Marks)
3B. Scalability of the proposed architecture considering growth in volumes of AEPs(15 Marks)
4. Implementation plan and schedule ¦
¦ (15 Marks)
Assumptions and Deviation, if Any ¦

Bill of Materials with item make, model, specifications and quantities (un-
priced) shall be furnished for
each item category separately in the format given below. B
idders shall propose their infrastructure
needs which shall be provided by BCAS at the branches. The selected Service Provider shall be
responsible for hosting the main website infrastructure.
No
Item Name
Make
Model/
Specifications
Bidder Proposed Quantity

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4.4 Financial Bid Format
Bidders shall provide their Financial
Bid in the format given below. The bid shall be submitted in a
sealed envelope labeled “FINACIAL BID” with one set of signed hard-copy (
full signature on all
pages
). No CD shall be submi tted for the fiancial bid.
Deputy Director(Admin.)
Bureau of Civil Aviation Security(BCAS)
Janpath Bhawan, A Wingh
Janpath
New Delhi 110001

Sub: Financial Bid for AEPAS Implementation for BCAS, Ministry of Civil Aviation,
Government of India
Dear Sir,
We, the undersigned bidder, have read and examined in detail all the bidding documents for
developing and supporting the AEPAS for Bureau of Civil Aviation Security, Government of
India, and propose hereby our price as below:

Total Bid Price in Indian Rupees (in figures):
Total Bid Price in Indian Rupees (in words):

Price in Indian Rupees for Implementation (in figures):
Price in Indian Rupees for Implementation (in words):

Price in Indian Rupees per Quarter in the Support Period (in figures):
Price in Indian Rupees per Quarter in the Support Period (in words):

The aforesaid price is for the infrastructure, application and services as per the bidding
documents. The price is valid for a period of 6 months from the date of submission. Our price
includes all costs (including third party costs), taxes and duties excluding Service Tax which
shall be paid on actual by the BCAS. We declare that our
Financial
Bid is in accordance with the
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bid documents, irrespective of whatever has been stated to the contrar
y anywhere else in our bid.
We clearly understand and agree that we shall be bound by the terms and conditions defined in
the RFP and the payment made to us shall be adjusted accordingly in case any penalty is applied.

Yours faithfully,



(Signature of the Authorized Representative of the bidder)

Name:
Designation:
Company Name:


Seal:


Place:
Business Address:
Date:


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5 Functional Requirements
The functional requirements described in this section shall form an integral part of the proposed AEP
AS.
Bidders shall explain their proposed solution in detail to demonstrate that the requirements stated
hereinafter are appropriately and effectively addressed in the solution.
The proposed solution shall
also be flexible for BCAS to seek changes in the AEPAS as per BCAS’ evolving needs.
5.1 Online User Account Creation
It is proposed that individual users or authorized representatives of private or government organizations
(institutional users) whose staff is required to visit any airport (E.g. airline operato
rs) should be required
to create an account on the AEPAS portal before they can be permitted to make online AEP
applications. The account will only become operational once it is approved by BCAS. In case of
institutional users, BCAS may require the submiss
ion of signed applications before granting access.
BCAS should be given the facility of specifying an expiry date for the account after which the account
will automatically become disabled.
Once a user account is validated by BCAS, an email will be sent t
o the user and thereupon, the user will
be allowed to login to the AEPAS website and make online AEP applications.
5.2 Online Application Submission
Users holding a valid user account on the AEPAS portal will be able to do the following:
 Login to the AEPAS we
bsite and fill up an online application form for issuance of the AEP. The
user should be able to select the desired category of pass. At this stage the system will
automatically perform a validation based on the criteria provided by BCAS to determine if th
e
user is entitled to the category of pass requested. Institutional users may make applications on
behalf of staff of the organization which they represent.
 Submit a digital photo of the applicant as per the specification provided on the online form.
 Once
the form is submitted the user will be sent a system generated email and SMS notification
confirming the submission of the applications

The application will automatically be queued to the work list of the relevant AEP Issuing
Officer. The system will deci
de the Issuing Officer as well as the approval workflow for
processing the application based on criteria specified by BCAS (e.g. location of airport where
entry is required, category of pass etc.)
5.3 Application Processing by BCAS Staff
The system should facilitate application processing by BCAS in the three stages:
Stage1: Application examination and approval by first level staff
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The AEP Issuing Officer in whose work list the application is queued will carry out a first level review
of the application and det
ermine if the application needs to be processed further or rejected. This will
include a review of the digital photo submitted to see if it fits the criteria determined by BCAS. After the
Issuing Officer has reviewed the application, the issuing officer wi
ll approve the application with or
without change (such as the category of pass) and thereupon the application will be queued in the work
list of the concerned approving officer.
Stage 2: Application Approval
The approving officer will review the applicat
ion and if the application is found in order and if the
approving officer feels that the issuance of AEP is warranted, he will approve the application on the
system and the AEP will be forwarded to the printing section for printing.
There may be multiple
levels of approvals, depending upon the category of pass applied, the type of
airport and other criteria that may be specified by BCAS.
Stage 3: AEP Printing
The system will generate different files for different categories of passes so that the printing
section can
print the AEPs on different stationary. The format of the file will be determined by the Service Provider
in consultation with BCAS and the service provider for the card printing equipment. The printing section
will also be given access to AEPA
S so that they can update the application status once the AEP has been
printed. While updating the status, the printing section will specify the date and time when the AEP can
be collected from the BCAS office. This will trigger an email and an SMS alert to the applicant.
5.4 Status Updates
At such stages of the application as may be specified by BCAS, the system will automatically send
SMS/email updates to the applicants on the status of the application. The system shall also allow the
user to check the status
of the application by logging into the AEPAS portal. For this purpose, the
system should allow the user to search an application based on application number, applicant name or
other particulars related to the application.
5.5 Exception Alerts
The system shoul
d send exception alerts through email and SMS to senior officials in BCAS if an
application is pending for more than a specified number of days.
5.6 Performance Dashboard
The system should provide a performance monitoring dashboard for the senior officials pr
oviding the
key summary data on the AEP application on a single screen. The dashboard should provide data such
as:

Total number of applications received in each category during the last month or week or such
other period as may be specified
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 Total number of applications processed within defined time limits under each category

Applications under each category that have been delayed
5.7 Application Administration
5.7.1 User Administration
The system should provide an administrative console where BCAS users with administ
rative privileges
can create, modify and delete user accounts and assign different privileges.
5.7.2 Workflow Administration
The system should allow administrative users in BCAS to customize the workflow for processing the
different categories of AEPs.
5.8 Reports
The system should be capable of generating a variety of reports relating to the issuance of AEPs. The
bidder is advised to suggest in the Technical Bid the various reports that may be useful to BCAS for a
more effective administration of the AEP issuance process.
5.9 Specimen Screens
The bidders shall submit sample screens for the BCAS Portal in their Technical Bid. Following is an
indicative list of screens that the bidder may submit:
 Application Submission and Status Check on AEPAS portal by users
 Application Work List and Application Approval
 Performance Dashboard
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6 Technical Requirements
The solution must incorporate the latest technologies that are commercially available for both software
and hardware computing systems.
6.1 Deployment Detail
6.1.1 Web Site Deployment

The system shall deploy a Web-
based AEP System with redundant connectivity to the Internet in
a load balancing mode and a storage and backup framework with adequate RAID levels
.
 The bidder will provide appropriate server hardware that is commensurate
with the requirements
of AEPAS for at least three years from the date of go live.

The bidder shall ensure proper load balancing and fail safe connectivity by installing firewalls
and IPS.
The service provider shall host the AEPAS Portal at its data centers
or any other secure location of its
choice.
6.1.2 Branch site Deployment
The bidder shall suggest the necessary hardware required at the various BCAS branch offices and
airports. A bidder shall be required to provide hardware for 80 branches.
6.2 Solution Overview
The system shall provide an end-to-
end, authority based and automated workflow with a comprehensive
tracking, reporting and audit trail features and a centralized controlling and monitoring mechanism.
This section provides an indicative AEPAS System arch
itecture, its components along with their
functions and interactions with each other to achieve the AEPAS functionality.
6.2.1 User Interface
1.
The UI shall be a browser based client and will have HTTP interface with the centralized
application component. The UI shall be made available to users through web via http.
2.
The UI shall expose user access control, authorization authentication functions besides all other
system functionality via Application Logic as described in the section 5 (Functional
Requirement) of the RFP.
3.
The UI shall support all type of passes and permits issued by BCAS with entry, query, reports,
administration and output interfaces. (Please refer Annexure 1 for the number of passes currently
issued under each category).
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AEPAS System Application
The AEPAS system shall be realized through an application component that will constitute the core of
AEPAS system. This component shall perform the following tasks:
1.
Information management, workflow management, user and access control function from the
system functionality set as described in the section 5 - Functional Requirements
of the
RFP.
2.
Organizing storage/archival and retrieval, database interactions and document repository
management functions.
3. System administration and control functions.
4.
Entry Pass request processing chain, starting from request receipt, logging, tracking, acceptance,
and pass issuance.
5. Report generation, tracking and dashboard functions.
6.2.2 Communications and Information Exchange

1. The Service Provider shall provide all the necessary connectivity to main website as well
as
branch (airports) connectivity. Minimum prescribed
connectivity for the central web site
application towards the internet is 10 mbps and for the braches (airports) is 512 kbps. It
is
expected that on an average, a total of around 1000 requests
for passes will be received every day
(please refer to Annexure 1 for
details of passes issued). The maximum size of each request packet
is expected to be not more than 100 KB, including a small passport size
photograph image file in
JPEG format.

2. The Service Provider shall provision for necessary and sufficient
security of the data exchange
using appropriate encryption algorithms as well as ensure network
and perimeter security
requirements as described at various sections of the RFP.

3. The Service Provider shall build-in adequate redundancies in the
communication links for
ensuring high availability of the system.

4. The storage shall be capable of holding a maximum of five lakh active AEPAS
profiles at any
given point of time, each of a maximum size of 1 MB.

5. The storage shall be able to retain an AEPAS profile for a minimum of three years.
6.2.3 Base Platform Support Subsystem
Service provider shall provide the following services in the AEPAS system:
1.
The system shall have management functions for performance, fault and configuration
management for efficient management of the system.
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2. The system shall have user profiles man
agement for creation, addition, modification and deletion
of user profiles.
3. The system shall have a comprehensive system backup mechanism.
4.
The system shall maintain comprehensive audit logs and event logs and store them in a
repository for later viewing by generating appropriate reports etc.
5.
The Service Provider shall implement and provide management frameworks for various services
such as e-mail service, anti-virus, firewalls, IPS and patch management.
6.3 Technology and Implementation
This section describes the technology aspects that must be considered while proposing the solution.
6.3.1 General
1. The system is expected to be implemented as a centralized web-
based solution hosted at the
Service Provider’s Data Centre or at a 3
rd
party location with adequately
provisioned access
bandwidth and security frame work as described in various sections of the RFP.
2.
The service provider shall implement the AEPAS System with appropriately provided
redundancies in connectivity and in all other resources.
3. The system shall b
e implemented in a load balancing mode with clustered server deployment and
a storage and backup framework with adequate RAID levels.
4.
The system access shall be made available using a standard web based remote client using
Mozilla Firefox or Internet Explorer.
5.
The AEPAS application architecture must be designed using latest and industry standard
software development framework such as J2EE, Microsoft .Net etc.
6.4 Security Deployment
1. The service provider shall provide adequate levels of Perimeter security by d
eploying IDS/IPS
and Firewalls. Firewalls shall have rules controlling both incoming and outgoing connections.
The system shall use a simple host based Intrusion detection system (Tripwire) that will send
message to user when there is unexpected change in important system file.
2.
The service provider shall provide a Security Event Management framework for a secure system
events and audit logging for all the system components. Further, all identified security events
shall be escalated for further analysis and
immediate action. The service provider shall also
provide a comprehensive log monitoring mechanism to help analyzing the logs to find the most
vulnerable loophole in security and most frequent cause of security violation.
3. The service provider shall provid
e a comprehensive Application Security framework for Identity
and Credentials Management. This shall be achieved using password credentials with the
following features:
 Expiry period for passwords
 Strength of password mechanism
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 Password history mechanism

Locking of user
4. The service provider shall implement Data Security on following lines:

The system shall have a Data Classification Model for a policy based classification and access
control of all information such as AEP request information, processing and
verification
information and reports, for limited and targeted usage.

The system shall have adequate database encryption/decryption using secure advanced
encryption algorithm(s).

All the data exchanges between the branch and central location shall be enc
rypted using 128 bit
encryption using non-
patented algorithms such as CAST5, Triple DES, AES, Blowfish and
Twofish.

Server Equipment Protection shall be achieved using hardware level protection by OS hardening,
hardware lockdown, blocking USB/fire-wire ports, floppy drives or optical disk burner.


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7 Hardware Details
7.1 At Central Location
Following is the indicative minimum list of the hardware at the central location.The service provider is
free to quote hardware of such higher standards or specifications as
may be required to serve the needs
of AEPAS system as described in this RFP. Service provider shall also provide necessary software and
licenses.
S.N. Equipment Specifications Quantity
1. AEPAS Web Server 2 Processor socket with 2 QC min 2.0
GHz Xeon , 32 GB RAM, 2 x 300 GB
Hot Plug 10k/15k RPM HDD in RAID
1, 2 x 1GbE NIC, Wake-On-LAN, with
clustering, Redundant power supply
and fan kits, 3 yrs warranty
Support for major industry standard
operating systems such as MS 2003
server, RHEL etc
2
2. AEPAS Server 2 Processor socket with 2 QC min 2.0
GHz Xeon , 32 GB RAM, 2 x 300 GB
Hot Plug 10k/15k RPM HDD in RAID
1, 2 x 1GbE NIC, Wake-On-LAN, 2X
SAS cards, with clustering, Redundant
power supply and fan kits, 3 yrs
warranty
Support for major industry standard
operating systems such as MS 2003
server, RHEL etc
2
3. Base platform server 2 Processor sockets initially with 1QC
Xeon, 8 GB RAM, 2 x 320 GB hot
plug 10k/15k RPM HDD in RAID 1, 2
x 1GbE NIC, Wake-On-LAN,
Redundant power supply and fans, 3
yrs warranty
Support for major industry standard
operating systems such as MS 2003
server, RHEL etc
2
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4. SAN Storage with
Tape Library and
backup software
Minimum 2.5 TB usable with RAID 5
/6.
Minimum 2 LTO4 tape drive with at
least 8 slots.
Necessary Backup software should be
proposed for industry standard NDMP
protocol for backups in multiple modes
such as direct attach shared library, 3
way backup, network backup etc.
1
5. Network Switch Minimum 16 10/100/1000 BaseT port
network switch
2
5. UPS Appropriately sized online UPS with at
least 1 hour of power backup with
redundancy
1
7.2 At Branch Locations
Following is the indicative minimum list of the hardware at the branch locations. The service provider is
free to quote hardware of such higher specifications as may be
required to serve the needs of AEPAS
system as described in this RFP. Service provider shall also provide necessary software and licenses.
The service provider will be required to provide the branch hardware for 80 branches. The list of
branches is provided in Annexure 2.
7.2.1 User PCs
S.N. Components Detailed Specifications Quantity

Make,Model
Can be specified by Vendor
1.
Processor
Intel ® Core 2 Duo Processor E8400
(3.0GHz/1333FSB/6M L2 cache) with
Vpro or better
2.
Chipset
Intel® Q45 or better
3.
Motherboard
OEM Motherboard
4.
Memory
2 GB DDR3; Up to four DIMM slots;
Non-ECC dual-channel 1066MHz
DDR3 SDRAM*, up to 8GB
2
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5.
Hard Disk Drive
2.5” Hard Drives: 160GB* 7200 RPM
SATA 3.0GB/s
6.
Optical Drive
DVD Writer Drive
7.
Network Connectivity
Integrated Intel® 82567LM Ethernet
LAN 10/100/1000;
8.
Graphics
Intel ® Graphics Media Accelerator
4500 Integrated Graphics
9.
Audio
Integrated High Definition Audio with
Internal Speakers
10.
Keyboard
Keyboard (Same OEM Make as PC)
11.
Mouse
Optical Mouse (Same OEM Make PC)
12.
Monitor
19" Flat Panel TFT LCD with
Minimum 1280 x 1024@60Hz (native)
resolution with Adjustable Height,
same OEM Make
13.
Slots
1 low-profile PCIe x16; 2 low-profile
PCI
14.
Ports
8 External USB 2.0 ports and 1 Internal
USB 2.0; 1 Parallel; 1 Serial; 1 RJ-45;
1 VGA; 1 Display Port; 1 eSATA; 2
Line-in (stereo/microphone); 2 Line-
out
15.
Power Supply
Above 255 Watts
88% Efficient PSU; Energy Star 5.0
compliant, Active PFC
16.
Operating System
Pre Installed latest version of Micorosft
Windows Vista Business with Soft
Assurance i.e Latest MS OS released at
the time of delivery
17.
Warranty
Three Years OEM on site
comprehensive

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7.2.2 Laser Printers
S.N. Equipment Specifications Quantity
1 Laser Multi-function
Printer / Scanner /
Copier
Duty cycle of at least 5000 A4 pages
per month.
1

7.2.3 UPS
S.N. Equipment Specifications Quantity
1

UPS Appropriately sized online UPS with at
least 1 hour of power backup with
redundancy
1
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8 Training
For quick and seamless adoption of the proposed system by BCAS staff, the Service Provider shall
organize and conduct an application training program in the BCAS Headquarters at Janpath, New Delhi
or any other location in Delhi as may be determined by BCAS.
The training program shall train the BCAS users in the use of the AEPAS application for AEP issuance
and for application administration.
One training program shall be conducted for a period of 3 working days for a maximum of 15 staff of
BCAS under “Train the Trainer” program.
In addition to the training programs, the Service Provider shall create online help and an online training
module for BCAS and external users.

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9 Project Implementation
The following phases are recommended for implementation from “Contract Sign Date” or “Letter of
Award Date” whichever is earlier. This is denoted by “C” in the table below:
Milestones
Completion Timeline
Phase 1: AEP - Analysis and Design

Requirements analysis and design
C+4
Hardware dimensioning and procurement
C+8
Hardware and connectivity setup
C+8
Phase 2A: AEP Solution Iteration1

System development
C+6
Unit & release testing
C+8
Implementation / delivery
C+12
Phase 2B: AEP Solution Iteration 2

System development
C+8
Unit & release testing
C+10
Implementation / delivery
C+14
AEPAS support shall include site support for all seven days of the week between 9AM to 6PM. The
enhancement of AEPAS, features and functionality shall be done as part of the Change Control Process
at additional charge.
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10 Service Provider’s Scope of Work
The key elements that bidders shall take into account are the following:

The Service Provider shall understand the current processes for issuance of AEP and the various
regulatory requirements pertinent thereto

The Service Provider shall carry out a Business Analysis phase to draw and freeze system
requirement specification
 The Service Provider shall carry out the hardware sizing and procurement
 The Service Provider shall install the hardware
at the central location and the 80 branches. The
list of branches is provided in Annexure 2
 The Service Provider shall develop and install the software

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11 Project Terms and Conditions
In addition to the functional and technical requirements of BCAS, the following shall be applicable:
Technical Infrastructure
Bidders shall provide a detailed Bill of Materials (BOM) (excluding prices) as part of the Technical Bid.
Documentation
The Service Provider shall prepare and submit to BCAS, documentation for all proj
ect deliverables,
including but not limited to, application software, portal, solution architecture, technical architecture,
bill of materials, project plan, test plans and test cases, configuration management, user manuals,
training, security management procedures, and so on.
The Service Provider shall also create process descriptions/models of BCAS’s functional requirements
(for dynamic functions only). These shall be used to baseline the requirements at the start of the project.
Changes and enhancements in future shall be managed using the Change Control Process.
Review and Approval
BCAS shall review and approve the documents submitted by the Service Provider.
Application and System Software Version Control
All changes to the application software shall
follow an agreed upon Change Control Process. No change
shall be made in the system without BCAS’s written approval.
Every change shall be documented with analysis of its impact on other solution components.
The Service Provider shall maintain a proper version control for all changes.
Operational Control
The Service Provider shall follow global best practices in terms of processes deployed (e.g. ISO, etc).
Processes shall be documented and internally audited by the Service Provider periodically. BCAS may
engage external auditors for auditing these processes at any time.
Personnel
The Service Provider shall be responsible for sourcing of its personnel and their management.
The Service Provider shall demonstrate thorough checks and balances to ensure strict
confidentiality of
BCAS information.
The number of staff required for the project shall be solely the Service Provider’s responsibility.
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Project Implementation
The Service Provider shall adhere to the project implementation period. For every week of dela
y caused
in the intermediate milestones agreed between the Service Provider and BCAS, the Service Provider
shall pay a penalty of Rupees One Lakh. No penalty shall be levied if the delay caused in beyond the
control of the Service Provider but due to external factors or on account of BCAS and/or other BCAS-
affiliated organizations.
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12 Roles and Responsibilities
12.1 BCAS
BCAS shall be the owner of the Project and shall fulfill the following responsibilities:
 BCAS shall provide the information, documents, data and
resources as required by the Service
Provider for successful implementation of the project.

BCAS shall allow and provide access to the Service Provider of all existing data in electronic
form and process descriptions. BCAS shall also conduct a week long w
orkshop for the Service
Provider to explain in detail the existing AEP issuance processes. This shall be done as part of
the Software Requirements Specifications (SRS) phase.
 BCAS shall sign-off and approve the SRS document that will be used for the imple
mentation of
the Portal.

BCAS shall bear all expenses related to electricity, air conditioning, diesel, repair, maintenance
and consumables at the branch locations.
 BCAS shall constitute a Program Steering Committee along with the Service Provider for regu
lar
monitoring and control of the project.
 BCAS shall monitor the performance of the Service Provider.

BCAS shall ensure timely release of payments to the Service Provider as per the terms of the
contract.
 BCAS shall depute its staff for training and works
hops as per the training plan agreed with the
Service Provider. BCAS shall ensure appropriate participation and involvement of its staff in the
project as required by the Service Provider.
 BCAS shall provide the venues for training. All training shall be
done in BCAS’s office in
Janpath or some other location within Delhi as may be determined by BCAS.

BCAS shall conduct Acceptance Testing itself or engage a third party for the same. It shall
provide acceptance of the system as per the agreed upon plan and criteria.
12.2 Service Provider
The Service Provider shall be responsible for developing the proposed AEPAS as defined in the RFP
and/or agreed with BCAS. The main responsibilities are listed below:
 The Service Provider shall evaluate the space and infrastru
cture provided by BCAS for hosting
the AEPAS branch applications on technical, environment and operational aspects. It shall
provide acceptance or feedback to BCAS accordingly.
 The Service Provider shall host and take full responsibility of the central we
bsite deployment at
its own data centre or any other appropriate location.

The Service Provider shall deploy appropriate staff for different activities in AEPAS design and
development.
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 The Service Provider shall provide training to BCAS staff based in Delh
i on functional and
technical aspects of the AEPAS, including but not limited to, AEPAS administration.

The Service Provider shall assign senior resources for the Project Steering Committee as the
Service Provider’s representatives for key decision making.

The Service Provider shall use global best practices in all areas of project implementation.
 The Service Provider shall provide adequate quality control.
The Project Steering Committee structure and functioning shall be decided between BCAS and the
Service Provider during project implementation.

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13 Payment Terms and Conditions
AEPAS Project shall have milestone-
based payment model during the Implementation Period and fixed
quarterly payments during the Support Period.
The Service Provider shall be paid the Implementation Period charges in two stages:
STAGE 1: Software Requirements Specifications (SRS) Acceptance by BCAS:
20% of the quoted
Implementation Period charge shall be paid.
STAGE 2: Acceptance by BCAS of AEPAS: 80% of the quoted Implementation Peri
od charge shall
be paid.
Additionally, the Service Provider shall be paid a FIXED QUARTERLY CHARGE
every quarter for
the support period of the contract.
If the AEPAS portal is “live” and visible to internal and external users, it shall be considered as
“Deemed Acceptance” by BCAS and payment shall be made to the Service Provider for that STAGE.
The following terms and conditions shall apply to the Service Provider:
BCAS shall provide acceptance within 2 working weeks of submission by the Service Provider
if all
compliance requirements are met by the Service Provider.
The cost of acceptance and/or audits done by BCAS or BCAS-
authorized 3rd parties shall be borne
completely by BCAS.
During the support period, payment to the Service Provider shall be a FIXED
QUARTERLY CHARGE
as accepted by the Bureau of Civil Aviation Security(BCAS).
Penalty for delays caused by the Service Provider in the implementation phase shall be adjusted in the
next payment accordingly.
The bidder’s price shall be all inclusive, except
Service Tax and third party costs which shall be payable
by BCAS on actual.
BCAS shall make all payments within 30 days from the date of the invoice.
The Service Provider shall provide the complete list of Bill of Materials (un-priced) in the Technical Bid

as per the format provided.
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14 Annexure 1 – Details of Passes Issued


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15 Annexure 2 – List of Branches
LIST OF OPERATIONAL AIRPORTS
No. NAME OF AIRPORT STATE OPERATOR AIRCRAFT OPERATING STATUS
1. BANGALORE (CE) KARNATAKA HAL G.A. OPERATIONAL
2. GOA (CE) GOA NAVY DDC-10/B767 OPERATIONAL
3. GONDIA MAHARASHTRA AAI A-320/GA OPERATIONAL
4. GORAKHPUR (CE) UTTAR PRADESH IAF B-737/CRJ OPERATIONAL
5. HYDERABAD ANDHRAPRADESH AAI G.A. OPERATIONAL
(BEGUMPET)
6. KANPUR (CIVIL) UTTAR PRADESH AAI G.A. OPERATIONAL
7. LUDHIANA PUNJAB AAI ATR-42/GA OPERATIONAL
8. NADIRGUL ANDHRAPRADESH AAI D GCA GA FLYINGCLUB OPERATIONAL
9. PANTNAGAR UTTARANCHAL AAI DO-228/ GA OPERATIONAL
10. SAFDARJUNG (DELHI) DELHI AAI G.A. OPERATIONAL
11. TURA MEGHALAYA SG GA OPERATIONAL
12. AGRA (CE) UTTAR PRADESH IAF B-737-800 OPERATIONAL
13. BHAVNAGAR GUJARAT AAI B-737-800 OPERATIONAL
14. BHOPAL MADHYAPRADESH AAI B-737-800 OPERATIONAL
15. BHUJ (CE) GUJARAT IAF B-737-800 OPERATIONAL
16. JODHPUR (CE) RAJASTHAN IAF B-737-800 OPERATIONAL
17. JORHAT (CE) ASSAM IAF B-737-800 OPERATIONAL
18. MANGALORE KARNATAKA AAI B-737-800 OPERATIONAL
19. PATHANKOT (CE) PUNJAB IAF B-737-800 OPERATIONAL
20. KHAJURAHO MADHYAPRADESH AAI B-737-700 OPERATIONAL
21. VISHAKHAPATNAM (CE) ANDHRAPRADESH NAVY B-737-700 OPERATIONAL
22. BANGALORE(DEVANHALLI)KARNATAKA BIAL B-747-400 OPERATIONAL
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23. CHENNAI TAMILNADU AAI B-747-400 OPERATIONAL
24. COCHIN (CIAL) INTERNATIONALKERALA CIAL PVTB-747-400 OPERATIONAL
25. DELHI (IGI) DELHI DIAL B-747-400 OPERATIONAL
26. HYDERABAD(SHAMSABAD)ANDHRA PRADESHHIAL B-747-400 OPERATIONAL
27. KOLKATA (NSCI) WEST BENGAL AAI B-747-400 OPERATIONAL
28. MUMBAI MAHARASHTRA MIAL B-747-400 OPERATIONAL
29. NAGPUR MAHARASHTRA AAI B-747-400 OPERATIONAL
30. THIRUVANANTHAPURAM K E R A LA AAI B-747-400 OPERATIONAL
31. AIZAWL(LENGPUI) MIZORAM S.G. B-737-400 OPERATIONAL
32. JABALPUR MADHYAPRADESH AAI B-737-200 OPERATIONAL
33. SILCHAR (CE)(KUMBHIGRAM)ASSAM IAF B-737-200 OPERATIONAL
34. AMRITSAR PUNJAB AAI B-777 OPERATIONAL
35. AHMEDABAD (SVBPI) GUJARAT AAI B-747 OPERATIONAL
36. RAJKOT GUJARAT AAI B-737 OPERATIONAL
37. DEHRADUN UTTARANCHAL AAI B737-700 OPERATIONAL
38. DIU UNION TERRITORY SG ATR-72-500 OPERATIONAL
39. HUBLI KARNATAKA AAI ATR-72-500 OPERATIONAL
40. JAMSHEDPUR JHARKHAND PVT ATR-72-500 OPERATIONAL
41. KOLHAPUR MAHARASTRA AAI ATR-72-500 OPERATIONAL
(LEASED TOSG)
42. VIDYANAGAR KARNATAKA PVT ATR-72-500 OPERATIONAL
43. BELGAUM KARNATAKA AAI ATR-42-500 OPERATIONAL
44. KANPUR (CE) (CHAKERI) UTTAR PRADESH IAF ATR-42-500 OPERATIONAL
45. KULLU (BHUNTAR) HIMACHALPRADESH AAI ATR-42-500 OPERATIONAL
46. AGARTALA TRIPURA AAI A-320 OPERATIONAL
47. AURANGABAD MAHARASHTRA AAI A-320 OPERATIONAL
48. BAGDOGRA (CE) WEST BENGAL IAF A-320 OPERATIONAL
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49. BHUBNESHWAR(B.P.AIRPORT)ORISSA AAI A-320 OPERATIONAL
50. CHANDIGARH (CE) UT IAF A-320 OPERATIONAL
51. COIMBATORE TAMILNADU AAI A-320 OPERATIONAL
52. DIBRUGARH(MOHANBARI)ASSAM AAI A-320 OPERATIONAL
53. DIMAPUR NAGALAND AAI A-320 OPERATIONAL
54. GAYA BIHAR AAI A-320 OPERATIONAL
55. GWALIOR (CE) MADHYAPRADESH IAF A-320 OPERATIONAL
56. IMPHAL MANIPUR AAI A-320 OPERATIONAL
57. INDORE MADHYAPRADESH AAI A-320 OPERATIONAL
58. JAISALMER (CE) RAJASTHAN IAF A-320 OPERATIONAL
59. . JAMMU (CE) J & K IAF A-320 OPERATIONAL
60. JAMNAGAR (CE) GUJARAT IAF A-320 OPERATIONAL
61. LEH (CE) J & K IAF A-320 OPERATIONAL
62. NORTH LAKHIMPUR ASSAM AAI A-320 OPERATIONAL
63. MADURAI TAMILNADU AAI A-320 OPERATIONAL
64. PATNA BIHAR AAI A-320 OPERATIONAL
65. PORT BLAIR (CE) ANDMAN NICOBAR NAVY A-320 OPERATIONAL
66. PUNE (CE) MAHARASHTRA IAF A-320 OPERATIONAL
67. RAIPUR CHHATTISGARH AAI A-320 OPERATIONAL
68. RANCHI JHARKHAND AAI A-320 OPERATIONAL
69. SRI SATYA SAI ANDHRAPRADESH PVT. A-320 OPERATIONAL
PUTTAPARTHY
70. TEZPUR (CE) ASSAM IAF A-320 OPERATIONAL
71. TIRUCHIRAPALLI TAMILNADU AAI A-320 OPERATIONAL
72. TIRUPATI ANDHRAPRADESH AAI A-320 OPERATIONAL
73. UDAIPUR RAJASTHAN AAI A-320 OPERATIONAL
74. VADODARA GUJARAT AAI A-320 OPERATIONAL
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75. VARANASI UTTAR PRADESH AAI A-320 OPERATIONAL
76. LUCKNOW UTTAR PRADESH AAI A-310 OPERATIONAL
77. CALICUT KERALA AAI A-300 OPERATIONAL
78. GUWAHATI ASSAM AAI A-300 OPERATIONAL
(LGBI AIRPORT)
79. JAIPUR RAJASTHAN AAI A-300 OPERATIONAL
80. SRINAGAR (CE) J & K IAF A-300 OPERATIONAL
81. AGATTI LAKSHDWEEPISLAND AAI DO-228 OPERATIONAL
82. KOTA RAJASTHAN AAI DO-228 GA OPERATIONAL
83. PONDICHERRY UNIONTERRITORY AAI DO-228 OPERATIONAL
84. SHIMLA HIMACHALPRADESH AAI DO-228 OPERATIONAL
85. ALLAHABAD (CE) UTTAR PRADESH IAF CRJ-200 OPERATIONAL
86. PORBANDAR GUJARAT AAI ATR-72 OPERATIONAL
87. KANDLA GUJARAT AAI ATR-42 OPERATIONAL
88. KANGRA (GAGGAL) HIMACHALPRADESH AAI ATR-42 OPERATIONAL
89. KESHOD (JUNAGARH) GUJARAT AAI ATR-42 OPERATIONAL
90. RAJAMUNDRY ANDHRAPRADESH AAI ATR-42 OPERATIONAL
91. SHILLONG(UMROI) MEGHALAYA AAI ATR-42 OPERATIONAL
92. SHOLAPUR MAHARASTRA AAI ATR-42 OPEARTIONAL
(LEASED TOSG)
93. SURAT GUJARAT AAI ATR-42 OPERATIONAL
94. TUTICORIN TAMILNADU AAI ATR-42 OPERATIONAL
95. VIJAYAWADA ANDHRAPRADESH AAI ATR-42 OPERATIONAL
96. KARGIL JAMMU &KASHMIR SG AN-32 OPERATIONAL
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16 Memorandum of Agreement
THIS AGREEMENT is made on
BY AND BETWEEN Deputy Director (Administration) Bureau
of civil Aviation Security(BCAS), hereinafter referred to as "BCAS", of the FIRST PART
; AND
M/s…………………., hereinafter referred to as "Service Provider"
(which term or expression, unless
exc
luded by or repugnant to the subject or context, shall mean and include its successors and assigns) of
the SECOND PART;
WHEREAS
BCAS wishes to install the Automated Airport Entry Permit System for efficient Air Port
Access.
WHEREAS BCAS wishes to promote
transparency in issuance of Airport passes through Automation
of Airport Entry Permit System.
WHEREAS
BCAS desires that the technical solution will upgrade its current Airport Entry Permit
System.
WHEREAS the Bureau of Civil Aviation Security
(the BCAS) has invited Bids for development and
maintenance of its Automated Airport Entry Permit System.
WHEREAS Service Provider has submitted its response to the RFP.
WHEREAS BCAS had decided to award work to the Service Provider.
NOW, THEREFORE, in co
nsideration of the mutual promises and undertakings set forth in this
Agreement, BCAS and the Service Provider have agreed and do hereby agree as follows:
1. DEFINITION
1.1. Unless otherwise clearly required by the context, the following terms, as used in
this Agreement
shall have the respective meanings as defined below:
(a) “Acceptance Test Document
” means the document submitted by the Service Provider and approved
by BCAS. The procedures for the Acceptance Test shall include tests that establish:
(i) Services are being provided in accordance with this Agreement;
(ii) Documentation in accordance with this Agreement is available;
(iii) Training has been provided in accordance with this Agreement.
(b)
“Affiliate”
shall mean:
(a) In relation to BCAS, any office directly or indirectly controlled by BCAS;
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(b) In relation to the Service Provider subsidiary company of the Service Provider. The expressions
“subsidiary company” shall have the meaning specified in section 4 of the Companies Act 1956 (as
amended from time to time).
(c) “Agreement"
means this Agreement and the Schedules thereto and in event of conflict between
terms of this Agreement and that of Schedules, the terms of this Agreement shall prevail.
(d) “BCAS Project” or “Project” shall mean the project
for automation of Air Port Entry Permit
System & support (hereinafter called the “Automated Entry Permit System”).
(e) “Designated Agency
” means a person designated by BCAS to undertake such functions as BCAS
may designate. BCAS may designate a person to u
ndertake more than one function or more than one
person to undertake a function.
(f) “Documentation” shall mean documents, manuals and drawings relating to:
(i) the design, development, operation, and maintenance of the AUTOMATED ENTRY PERMIT
SYSTEM;
(ii) operation, and maintenance of AUTOMATED ENTRY PERMIT SYSTEM infrastructure;
(iii) Standard Operating Procedures in respect of Services.
(g)
“Effective Date”
shall mean the date of execution of this Agreement and in case the Agreement is
executed on different dates, the latter of such dates.
(h) “Acceptance Test” means the acceptance testing in accordance with the
Acceptance Test plan.
(i) “Acceptance Certificate”
means the acceptance certificate issued in accordance with the Acceptance
Test.
(j) “Office” shall mean an Office of:
(i) BCAS; or
(ii) an Affiliate of BCAS;
(k) “Party” means BCAS or Service Provider, individually and “Parties” mean
BCAS and Service Provider, collectively.
(l) Deputy Director, BCAS Website – Deputy Director means an authorized repr
esentative of BCAS,
who has been entrusted with powers and rights to take appropriate decisions about execution of this
Agreement.
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(m) “Quarter” means a period of 3 months starting from the date on which Acceptance Certificate
has
been issued. It shall be calculated on pro-rata basis as per Financial Year Quarters.
(n) “Fixed Quarterly Charge”
means the fixed quarterly payments that the BCAS must pay the Service
Provider for services rendered as per this Agreement.
(o) “RFP” means Request for Proposal as is
sued by BCAS for AUTOMATED ENTRY PERMIT
SYSTEM and Support
(p) “Schedules “ means the following Schedules attached to this Agreement :
(i) BCAS RFP
(ii) Addendum’s/ Corrigendum’s issued from time to time. to the RFP, by BCAS
(iii) Service Providers Response to the above RFP
(iv) Written communications exchanged from time to time, between BCAS and Service Provider.
(v) Payment Schedule
(q) “Service
” means the services expected to be delivered as part of the Scope of Work defined in this
Agreement.
(r) “STAGE 1”, “STAGE 2” and “STAGE 3”
mean the three stages in which payment shall be made
to the Service Provider as per the Payment Schedule during the Implementation Period.
(s) “Supply” means all tangibles to be supplied by the Service Provider in accordance
with this
Agreement and shall include AUTOMATED ENTRY PERMIT SYSTEM Application and
Documentation {in hard (three copies) & soft form}.
(t) “Training” shall mean the training to be provided by the Service Provider.

1.2. In this Agreement unless the context demands otherwise:
(a) Words used in singular shall include the plural and vice-versa;
(b) Words denoting one gender shall also be deemed to denote the other gender;
(c) A person includes a legal or natural person or a partnership, firm, trust, government or local authority
and shall also include the legal representative or successor in interest of such person.
(d) The words “include,” “includes” and “including” shall be deemed to be followed by the phrase
“without limitation.”
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(e) Schedules to this Agr
eement may be altered, deleted or replaced by agreement in writing between the
Parties. A reference to a Schedule in this Agreement shall mean the Schedule as altered, deleted or
replaced as aforesaid.
2. STRUCTURE
This Agreement shall operate as a legally
binding services agreement specifying the master terms which
apply to the Parties under this Agreement and to the provision of the Services by the Service Provider to
the stakeholders of the BCAS Project.
3. CONDITIONS PRECEDENT
Subject to express terms t
o the contrary, the rights and obligations under this Agreement shall be
effective (at any point of time during the course of the Agreement) only upon fulfilment of all the
Conditions Precedent set out in Articles 3.1 and 3.2 below. However, BCAS, may at
any time at its sole
discretion waive fully or partially any of the Conditions Precedent for the Service Provider.
3.1 Conditions Precedent for Service Provider
The Service Provider shall have to fulfil Conditions Precedent, which are as follows:
(a) Provide the Deputy Director
, BCAS Website certified true copies of its constitutional documents and
authorizing the execution, delivery and performance of this Agreement with the Deputy Director
, BCAS
Project;
(b) The BCAS Automation Project is designed, develo
ped, tested, and certified in accordance with the
provisions of the RFP; and
(c) The ownership of the assets namely, Application Software (i.e. the solution
and Application
Software including the source code) is passed on to Deputy Director, BCAS as per t
he Exit
Management clause hereunder.
3.2 Non-fulfilment of Conditions Precedent
(a) In the event that any of the Conditions Precedent relating to Service Provider has not been fulfilled
within 30 days of the time limit prescribed for each condition, and th
e same has not been waived by
BCAS fully or partially, this Agreement shall cease to have any effect as of that date.
(b) In the event that the Agreement fails to come into effect on account of nonfulfilment of the Service
Provider's Conditions Precedent,
BCAS shall not be liable in any manner whatsoever to the Service
Provider.
(c) In the event that vacant possession of any of the PROJECT facilities and/or PROJECT Data has been
delivered to the Service Provider prior to the fulfilment in full of the Condit
ions Precedent, upon the
termination of this Agreement such Project facilities and Project data shall immediately revert to BCAS,
free and clear from any encumbrances or claims.
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(d) Instead of terminating this Agreement as provided in paragraph 3.2(a) abov
e, BCAS, may extend the
time for fulfilling the Conditions Precedent and the Term of this Agreement. It is clarified that any
extension of time shall be subject to imposition of agreed liquidated damages on the Service Provider
linked to the delay in fulfilling the Conditions Precedent.
4. INITIALISATION PHASE
4.1 Scope of Contract
The functional requirements of BCAS shall comprise of the all the requirements detailed in the RFP.
 Complete automation of AEP issuance process by enabling online submission, pro
cessing and
status checking of AEP applications
 Reducing dependence on paper and thereby achieving a paper-
less office by introducing
electronic workflows wherever practicable
 Effectively manage and monitor the process of permit issuance and regulate acces
s to airport
premises
 Reduce the time taken to process the AEP application

Introduce a higher degree of transparency in the process, thereby reducing hardship for
applicants
 Reduce footfall into BCAS offices by making the relevant information available on
the Internet
and thereby obviating the need for applicants to frequently visit BCAS offices to seek such
information

Provide a variety of reports to facilitate analysis and audit of the AEP issuance process by senior
BCAS officials
4.2 Obligations of BCAS
BCAS shall fulfil the following responsibilities in the project:
(a) BCAS shall provide the information, documents, data and resources as required by the Service
Provider for successful implementation of the project.
(b) BCAS shall allow and provide access
to the Service Provider of all existing automated systems, data
in electronic form and process descriptions. BCAS shall also conduct a workshop for the Service
Provider to explain in detail the BCAS functions in scope of this project. This shall be done a
s part of
the Software Requirements Specifications (SRS) phase.
(c) BCAS shall provide, operate and maintain the Data Center and all physical
and technical
infrastructures required for deploying the Automation Application developed by the Service Provider.

The Data Center and physical and technical infrastructure shall include, but not be limited by, electrical,
primary and backup power connections, civil works, furniture, server and storage infrastructure,
networking infrastructure, security infrastructure
and guards, system software, hardware and software
quantities and licenses, hardware and software upgrades, stationery and consumables. BCAS shall also
provide access to the Service Provider’s personnel and seating space for them to perform support and
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ma
intenance activities. BCAS shall provide alternate space if the one provided is not found technically,
environmentally or operationally suitable by the Service Provider to support the AUTOMATED
ENTRY PERMIT SYSTEM Application. BCAS shall also be solely res
ponsible for ongoing operations,
system availability and performance, overall physical and technical security, audits, etc.
(d) BCAS shall constitute a Project Core Team along with the Service Provider’s resources for regular
monitoring and control of the project.
(e) BCAS shall monitor the performance of the project.
(f) BCAS shall ensure timely release of payments to the Service Provider as per the terms of the
contract.
(g) BCAS shall depute its staff for training and workshops as per the training plan a
greed with the
Service Provider.
(h) BCAS shall conduct Acceptance Testing itself or engage a third party for the same. It shall provide
acceptance of the system as per the agreed upon plan, timeline and criteria and issue an Acceptance
Certificate to the Service Provider.
(i) BCAS shall ensure that all the required legal amendments are carried out for the new processes and
systems deployed.
(j) Fulfil other responsibilities as defined in the RFP and those agreed with the Service Provider.
4.3 Obligations of the Service Provider
The Service Provider shall be responsible for developing and support the proposed AUTOMATED
ENTRY PERMIT SYSTEM Application as defined in the RFP and/or agreed with BCAS. The main
responsibilities are listed below:
(a) The Service Provider shall evaluate the Data Center provided by BCAS on
technical, environment
and operational aspects. It shall provide acceptance or feedback to BCAS accordingly.
(b) The Service Provider shall provide the AUTOMATED ENTRY PERMIT SYSTEMl Application t
o
BCAS which shall then be deployed by BCAS in association with the Service Provider.
(c) The Service Provider shall deploy appropriate staff for different activities in
the project, such as,
AUTOMATED ENTRY PERMIT SYSTEM design and development, Content Ma
nagement and project
management.
(d) The Service Provider shall provide training to BCAS staff on functional and
technical aspects of the
Portal, including Portal features and Content Management functionality.
(e) The Service Provider shall assign senior r
esources for the Project Core Team as the Service
Provider’s representatives for decision making and resolution of issues.
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(f) The Service Provider shall use global best practices in all areas of implementation, infrastructure and
processes.
(g) The Service Provider shall provide adequate quality control.
4.4 Period of Contract
The Agreement shall be valid for the Quarter ending after the end of 5 (five) years from the date of
issuance of Acceptance Certificate of STAGE 3 of the implementation phase;
4.5 Commencement of this Agreement
This agreement shall come into effect upon fulfilment of the conditions precedent specified in section
3.1(a) and 3.1(b) and certified as such by the Deputy Director
, BCAS AUTOMATED ENTRY PERMIT
SYSTEM – hereinafter referred to as the “Effective Date”;
4.6 Scope and Provision of the Services
(a) The provision of Services to the Stakeholders with certainty and speed is the essence of the
Agreement between the Parties.
(b) The Service Provider represents that it is a competent and
efficient provider of a variety of
information technology and business process management services. Service Provider will keep abreast
of the relevant technical, managerial and operational requirements applicable to the provision of the
Services and best
practices in this area and will share their knowledge with BCAS, regarding matters