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Expression of Interest (EOI) No.

: 30-72/2008-D Dated 19 th February 2010

Government of India
Ministry of Communications & I.T.
Department of Posts
New Delhi 110 001

INVITATION FOR
EXPRESSION OF INTEREST (EOI)
For
Supply, installation, and integration of data, of RFID Systems/Hardware for RFID
Project of Department of Posts

This document is the property of Department of Posts (DoP). The use of the
contents of this document for any purpose other than the purpose specified
herein is strictly prohibited.

Disclaimer: This request for Expression of Interest is not an offer by the DoP, but an
invitation to receive response from eligible interested bidders for Supply, Installation and
commissioning of RFID Systems in the identified locations.

DoP will shortlist such bidders who fulfill the eligibility criteria, for issue of Request for
Proposal (RFP).

No contractual obligation whatsoever shall arise from the EOI process unless and until a
formal contract is signed and executed by the DoP with the bidders. This document should be
read in its entirety.

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Invitation to Expression of Interest

Subject: This expression of interest is from leading vendors for supply,


installation of RFID Systems, and integration of data, with the
existing system for the project on mail article and mailbag
tracking in the postal system through the use of RFID
technology.
Notice no. No.: 30-72/2008-D dated 19th February 2010
Send EOI to: Section Officer, Mail Business (Development and Operations)
Division, Room No.236 , 2nd Floor, Dak Bhawan, Sansad Marg,
New Delhi – 110001
Telephone 011-23036311
no:
Fax: 011-23096005
Last Date: 19.03.2010
Availability of The EOI document can be downloaded from DOP website
EOI www.indiapost.gov.in. The same can be collected in person by
document` the company’s authorized signatory or can be requested from
the Section Officer, Mail Business (Development & Operations)
Division at the address stated above.

1. Introduction:

DoP is interested in improvement of its Speed Post and Registered Mail


processing and delivery information system for inbound-international mail
through the use of RFID-technology. The DoP is also interested in using RFID in
domestic Speed post and Registered post mail operations. RFID-enablement
would result in enhanced tracking ability, reduced manual processing and
improved efficiency and productivity. Also, with the RFID-based tracking
infrastructure in place, enhanced applications such as generation of alerts for
misplaced or delayed mailbags, generation of lists of contents for mailbags by
scanning tagged mail articles, electronic systems for faster sorting, generation of
delivery time metrics could be implemented. This project will involve
procurement of hardware components, installation of the RFID equipments
including Antenna positioning, commissioning and finally assisting in the
integration of the RFID data with the existing system in place at required
sites.

2. Objectives The objectives of this project will be

· Deploying the RFID Systems including middleware for mailbag


tracking and article identification at select post offices /Mail offices

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/Office of exchanges/ Transit mail offices to be decided by DoP in
the pilot phase.

· Deploy the RFID systems including middleware on a much larger


scale across post offices /Mail offices /Office of exchanges/ Transit
mail offices in India as decided by DoP.
· Integrate the data generated by RFID system both during the pilot
and larger scale deployment with DoP’s backend databases to
enable tracking of articles and mail bags.

3 Scope of Work: To supply, install and commission RFID systems in the


designated locations across India. The DoP proposes to implement the RFID
system in a phased manner in the following manner.

· In phase I which is the pilot phase, it is proposed to implement


RFID systems for Mail bag tracking in all the post and mail offices
including the speed post centres and offices of exchange in the four
metros (Delhi, Mumbai, Chennai and Kolkata).

· In Phase II which is the roll out phase, DoP proposes to implement


RFID Based mail bag tracking in all post offices, mail offices, speed
post centers and Transit Mail offices in major towns and cities
across the nation which may be in the range of 20-25. The
approximate daily number of mail bags handled in these offices
would be 25000-30000. The numbers will vary depending on
operational requirements.

· The Department may decide to expand the project to implement


RFID solution for select category of postal articles upto the level of
article tracking.

4 The RFID system involves:


· RFID Reader.
· RFID Writing unit.
· RFID Antena.
· RFID Plastic Mounted Tag.

5 The following are the basic requirements.


· Article tracking: Each article booked though the postal service
shall be tagged with a read-only RFID tag.

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· Bag tracking: Each mail bag/ tray carrying bunch of postal articles
shall have a Plastic mounted pre printed RFID read only tag along
with a pre printed barcode.
· Software: The necessary software shall be provided by the vendor
who shall ensure the integration of the software with the regular
postal tracking software in use by the Department.
· Readers: There shall be several kinds of readers as described in
this document which shall be deployed at strategic locations.

6 The RFID systems may have to include the middleware also. DoP has option
to use either the middleware of IIT Kanpur or the middleware supplied by the
vendor. In both scenarios, the vendor is required to integrate the reader with
the middleware which should be integrated with the tracking and other
application used by DoP.

7 The DoP is running Windows based systems with back end RDBMS Tracking
software for tracking of the Speed post and other types of articles and the
RFID data generated should be integrated with it.

8 The DoP proposes to use plastic mounted re-writable RFID tags in the mail
bags. The tags should be rugged and of re-usable type.

9 As the RFID installation is with limited sites, the other sites are already
equipped with Barcode readers. Hence RFID plastic mounted tags should
also have a provision to paste preprinted barcodes to enable the barcode
reader to read the bag label.

10 Technical Specifications:

· RFID tags. There are three kinds of RFID tags needed.


· UHF adhesive paper tags with pre-printed bar-code, read-only.
· UHF plastic tags with pre-printed bar-code read-only.
· HF contactless smart cards.

10..1 UHF adhesive paper tags with pre-printed bar-code.


The technical specifications are the following.

· EPC Gen-II, ISO18000 compliant


· Paper substrate with printed antenna
· Pre-programmed read-only RFID tags in GIAI-96 UID format
(actual bit pattern to be provided later)
· Pre-printed bar code on the top in UPU S10 format (the actual
range to be provided later). The bit pattern of the tag to correlate
to the pre-printed bar code. The mapping shall be fixed and will
be specified to the successful bidder.

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· Adhesive bonding to the paper envelopes, water and heat proof.
The bonding life at least one year.
· The tags to be supplied in sheet form with wax paper backing
· Maximum physical dimensions: 8cm by 4cm.
· Maximum thickness (excluding the wax paper): 250 micron.
· Operative frequency: UHF band open for this purpose in India
(865-867MHz). Wider range is acceptable.
· Operative temperature: 0-50 degree centigrade.
· Storage life: 2 years minimum

10..2 UHF plastic tags with printed bar-code read-only.


The technical specifications are the following.

· EPC Gen-II, ISO18000 compliant


· Inlay to be embedded in plastic in ISO7810 ID-1 format. The
chosen RFID tags are should be weather-proof which works in
harsh conditions like high temperature, high humidity/rain and
metal environment. The encased tag shall be rugged enough for
durable use in an industrial environment.
· Pre-programmed RFID read-only tags in GRAI-96 UID format
(actual bit pattern to be provided later)
· Pre-printed bar code on the top in UPU-S10 format (the actual
range to be provided later). The bit pattern of the tag to correlate
to the pre-printed bar code. The mapping shall be fixed and will
be specified to the successful bidder.
· Weather resistant with a life cycle of at least 8 years.
· Maximum thickness: 760 micron.
· Operative frequency: UHF band open for this purpose in India
(865-867MHz). Wider range is acceptable.
· Operative temperature: 0-50 degree centigrade. Storage
temperature: -25 to +70 degree centigrade.
· Read range: Minimum 6m.
· Tag material: Plastic

10..3 HF contactless smart cards.


The technical specifications are the following.
· Operative frequency of 13.57MHz.
· Plastic embedded with contactless interface compliant to
ISO14443 -3/4 Type A or ISO144443-3/4 Type B)
· Processor cards with at least 32KB of EEPROM memory
· SCOSTA-CL compliant (certification by STQC, Govt. of India is
mandatory)
· Pre-printed with Department of Post Logo on the front.
· Dimensions as specified in ISO7810 ID-1 specifications
· Weather resistant with a life cycle of at least 10 years.

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· Water resistance. The cards to operate even after being
submerged in water at 30C for one hour
· Maximum thickness: 760 micron.
· Minimum read range: 10cm.

· RFID Readers .There are three kinds of reader required for the
project.

· UHF Proximity Readers


· UHF Vicinity Readers
· HF Proximity Readers

10..1 UHF Proximity Readers


The technical specifications are the following.

· Frequency of operation: 865-867MHZ


· Hopping Spread Spectrum
· EPC Gen2 and ISO18000-6C compliance
· Desk top model with in-built antenna
· Power Consumption not exceeding 8W
· Communication interfaces with PC: Any one or more of RS232,
USB2.0
· Operating Temperature: 0 degree Centigrade to 50 degree
Centigrade
· Read Range: Nominal 0 to 10cm under ideal conditions
· Reader drivers for the PCs needed. The DoP has option to use
either of the following middleware. (a). smartRF software
developed by IIT (the API specifications can be downloaded
over web).(b). the middleware supplied by the vendor.
· Power Supply 220V AC
· Weight: Not exceeding 1Kg
· Warranty
· Footprint: The floor footprint not exceeding 1 square foot

10..2 UHF Vicinity Readers


The technical specifications are the following.

· Frequency of operation: UHF 865-867MHZ


· Hopping Spread Spectrum
· EPC Gen2 and ISO18000-6C compliance
· Wall mount with at least four antennas
· Power Consumption not exceeding 20 W
· Communication interfaces with PC: Any one or more of RS232,
USB2.0, RJ45 with TCP/IP/WLAN support

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· LED Indicators: Power, RF power, Communication,diagnosis of
reader operation with each antenna status.
· Operating Temperature: 0 degree Centigrade to 50 degree
Centigrade
· Read Range: Nominal 0 to 6m under ideal conditions
· Reader drivers for the PCs needed. DoP has option to use
either of the following middleware. (a). smartRF software
developed by IIT Kanpur (the API specifications can be
downloaded over web).(b). the middleware supplied by the
vendor.
· Power Supply 220V AC.
· Low Noise Transmitter Architecture for better read performance.
· Robust lockable, aluminum die casing for usage in rough office
environments.
· Warranty

10..3 HF Proximity Readers

The technical specifications are the following.


· Frequency of operation: 13.56MHZ
· ISO14443 Type A and Type B compliant along with
ISO7816-4 compliant
· Desk top model with in-built antenna
· Moveable within the range of 2 meters.
· Communication interfaces with PC: USB2.0
· Operating Temperature: 0 degree Centigrade to 50
degree Centigrade
· Read Range: Nominal 0 to 10cm under ideal
conditions
· PC/SC compliant Reader drivers for the PCs needed.
The vendor shall be required to integrate the reader
with necessar y software to read ISO7816-4, -8 and -9
compliant smart cards with ISO14443-3 and
ISO14443 -4 compliant physical interfaces.
· ISO10373 compliant test passed.
· Power Supply 220V AC
· Weight: Not exceeding 250gm
· Footprint: The floor footprint not exceeding 250 sq cm.
· Long interface chord to be able to move the reader
around by at least 2 meters from the PC.
· Warranty

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11 Instructions to Bidder.

a. The procedure for obtaining the EOI, the submission requirements


and the last date by which the same should reach DoP is specified
at the beginning of the document.

b. Procedure for submission of EOI: The application for Expression


of Interest must be submitted in sealed envelopes, super scribed
"Request for Expression of Interest (EOI) for supply and
installation of RFID Systems/Hardware” and addressed to the
contact person indicated in this EOI.

c. The bid shall not contain any financial offer.

d. EOI documents shall be submitted only by Registered Post/Speed


post. The last date and time of receipt is 19.03.2010 by 1530 hours.
The EOI shall be opened on the same day at 1630 hours in
presence of those bidders who choose to be present.

e. All documents submitted by the bidder shall be signed on each


page by the authorized signatory.

f. Bid Security :

i). Bid Security of Rs 1,00,000/- (Rupees One Lakh only) must be


deposited by tenderers in any Post Office and original receipt
provided by the Post Office in token of having received the amount
should be enclosed or attached along with their tenders.

ii). No request for transfer of any previous deposit of Bid Security or


payment of any pending bills, if any, held by the Department in
respect of any previous supply will be entertained.

iii) Tenderer shall not be permitted to withdraw his offer or modify the
terms and conditions thereof. In case the tenderer fails to observe
and comply with the stipulations made herein or backs out after
quoting the rates, the aforesaid amount of Bid Security money will
be forfeited by the Government.

iv). The tenders without Bid Security will be summarily rejected.

v). No claim shall lie against the Government/Department in respect of


erosion in the value or interest on the amount of Bid security or
Performance security.

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12 Pre-qualification criteria: The bidder shall fulfill the following
requirements.
· General Requirements:
12..1 The Bidder shall be a company registered & incorporated
under the Indian Companies Act, 1956 or operating in India
with full-fledged service and support facilities.
12..2 The Bidder is allowed to submit only one bid.

· Financial Requirement: The Bidder shall have an annual turnover


of at least INR 10 crores. Audited Balance sheets for the last 2
years shall be enclosed as supporting document.

· Experience & Provenness : The bidder must have adequate


domain expertise demonstrated by at least one commercial
implementation of RFID systems for tracking and monitoring in
India to the tune of Rs.50 lakhs. Alternatively any experience with
postal administration in successful implementation of RFID system
for mail article/ bag tracking will be considered. The bidder shall
also supply documentary evidence/ verifiable reference (name,
address, telephone no, web-site address and email-id) of the
customer(s) referred to above for enabling assessment of the
performance.

· Quality: Bidder must have a sound and well-documented Quality


Framework. The bidder should have ISO 9001:2000 or equivalent
certification. The Bidder should accordingly submit a copy of
certificate to the effect.

13 Format for submission of EOI: The following documents are required to be


submitted along with the EOI application. Non-submission of any documents
or submission of incomplete, misleading or false information may render the
applicant liable for summary rejection or cancellation of application.
· Bid security (as at para 11(f))
· Certificate of registration/ incorporation.
· Power of Attorney/General power of Attorney or proper
authorization to the person empowered by the firm to sign the
documents on its behalf. Three specimen signatures duly attested
and two latest photographs of the person authorized to sign,
execute and act in respect of this Expression of Interest should be
included.
· List of all Directors of the Company including their name(s),
address(s) and contact telephone numbers (office & residence)
duly signed by the authorized signatory.

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· Duly attested turnover certificate given by the Company’s
auditor/CA/CS.
· Last two years’ Annual Reports.
· Latest valid Income Tax Clearance Certificate (ITCC), preferably
with details of turnover.
· Service Tax Registration number and copy of registration
certificate.
· Specifications of the equipment proposed to be used
· ISO 9001:2000 Certificate copy or equivalent.
· Proven-ness Certificates as specified in Clause 12.3.

14 The EOI shall be submitted in the format specified in Annexure I, Annexure


II, Annexure III, and Annexure IV to this document..

15 Clarification of Bid Documents: The bidders may seek clarifications in


writing regarding the Bid Documents which should reach DoP by 05.03.2010.
DoP shall respond in writing to request for the clarifications.

16 Amendment of EOI: At any time prior to the last date of receipt of EOI, DoP
may for any reason, whether at its own initiative or in response to a
clarification requested by a prospective bidder, modify the EOI document by
an amendment. In order to provide the prospective bidders reasonable time in
which to take the amendment into account in preparing the bids, DoP may, at
its discretion, extend the last date for receipt of EOI.

17 Evaluation of proposals:

· DoP shall consider proposals for EOI only from those bidders
whose offers have been found to fulfill all requirements laid down in
Para 12 of this request for EOI.
· The evaluation of the bids shall be done by a committee who may
seek clarifications from bidders and the bidders shall clarify such
aspects.
· The bidders expressing the interest to supply the RFID Systems
mentioned above will be short listed by the evaluation committee
which will be formed by DoP and such short listed bidders may be
invited later to submit their commercial proposals.
· Proposals fulfilling partial requirements would be summarily
rejected.
· The bidder shall not have been black-listed by any Central / State
Government or PSU. If any suppression/ falsification come to
knowledge, DoP shall have the right to reject the proposal.
· The DoP reserves the right to reject any offer without assigning any
reasons thereof.

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Annexure I
Covering letter from the bidder
Company Letterhead
[Date]
To
Section Officer
Mail Business (Development & Operations) Division,
Room No.236, 2nd floor,
Dak Bhawan, Sansad Marg,
New Delhi – 110001

Reference: Invitation for Expression Of Interest (EOI) for Supply, installation, and
integration of data, of RFID Systems/Hardware for RFID Project of Department of Posts

This is to notify you that our company intends to submit a proposal in response to the
Invitation for EXPRESSION OF INTEREST (EOI) for Supply, installation, and integration
of data, of RFID Systems/Hardware for RFID Project of Department of Posts. The
Primary and Secondary contact information are:
Priry
Primary Contact Secondary Contact
Name:
Title:
Company Name:
Address:
Phone:
Mobile:
Fax:
E-mail:
We confirm that the information contained in this response or any part thereof, including
its exhibits, and other documents delivered or to be delivered to DoP is true, accurate,
verifiable and complete. This response includes all information necessary to ensure that
the statements therein do not in whole or in part mislead the department in its short-
listing process. We fully understand and agree to comply that on verification, if any of the
information provided herein found to be misleading the short listing process or unduly
favours our company in the short listing process, we are liable to be dismissed from the
selection process.
Dated this, _______ Day of ______________, 2010

(Signature) (In the capacity of)

Duly authorized to sign the EoI Response for and on behalf of:

Sincerely,
[Company Name]
Name
(Name and Address of Company) Title
Seal/Stamp Signature
Date

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Annexure II
INDEX SUPPORTING DOCUMENTS.

The bidder is required to provide all relevant forms listed below. All participating firms
would be required to furnish their Certificates of Incorporation issued by the Registrar of
Companies.Citeria
Requirement Response of the Bidder
(Please indicate ‘Yes’ if attached and
‘No’ if not attached. If attached,
please indicate the page number at
which attached)

Certificate of registration/ incorporation

Power of Attorney/General power of Attorney or


proper authorization to the person empowered
by the firm to sign the documents on its behalf.
Three specimen signatures duly attested and
two latest photographs of the person authorized
to sign, execute and act in respect of this
Expression of Interest should be included.

List of all Directors of the Company including


their name(s), address(s) and contact telephone
numbers (office & residence) duly signed by the
authorized signatory.

Duly attested turnover certificate given by the


Company’s auditor/CA/CS

Last two years’ Annual Reports

Financial Information in the format mentioned in


Annexure III

Latest valid Income Tax Clearance Certificate


(ITCC), preferably with details of turnover.

Service Tax Registration number and copy of

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registration certificate.

Technical Specifications of the equipment listed


in Annexure IV

ISO 9001:2000 Certificate copy or equivalent.

Annexure III:

Financial Information of the Bidder.

FY 2007-08 FY 2008-09
Revenue
Profit Before
Tax

Annexure IV.
Technical specifications of the following RFID systems mentioned in Para
10.1.1, 10.1.2, 10.1.3, 10.2.1, 10.2.2, 10.2.3 respectively.

1) UHF adhesive paper tags with pre-printed bar-code:

2) UHF plastic tags with printed bar-code read-only:

3) HF contactless smart cards:

4) UHF Proximity Readers:

5) UHF Vicinity Readers:

6) HF Proximity Readers:

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