It01dec23

Request for Proposal (RFP)
IoT Based Fuel Management System

for Pakistan Railways
Tender No. IT/006/2/2022
Pakistan Railways is a Federal Government organization. It forms the lifeline
of the country by catering to its needs for large scale movement of freight
as well as passenger traffic. It not only contributes to its economic growth
but also promotes national integration.
Pakistan Railways invites sealed bids/proposals (single stage-two envelop
procedure) from interested firms registered with Income Tax and Sales Tax
departments for the development and deployment of a comprehensive IoT
based Automated Railways Fuel Management System (ARFMS). The
objective is to modernize and improve the efficiency of fuel management
processes.
The firms should also be registered with Securities and Exchange
Commission of Pakistan (SECP). The firms having at least 03 years of
experience of Fuel Management System are requested to participate. The
proposals/bids must reach at below mentioned address on or before 20th
December, 2023 at 11:30 hours and will be opened on same date at 12:00
hours. The price of RFP is Rs. 5000/-.
This advertisement is also available on PPRA website at www.ppra.org.pk, Pakistan Railways
website at www.pakrail.gov.pk and response must be uploaded at Pakistan Railways
SAP/ARIBA, otherwise the bids are straight away rejected.
Director / IT
Directorate of Information Technology,
Pakistan Railways, Headquarters Office, Empress Road, Lahore.
Ph: 042-99201639
dirmis@pakrail.gov.pk
RFP for IOT Based Fuel Management System (Development, Installation & Commissioning) -1-
Price Rs. 5000/-
Request for Proposal
For
(Development, Installation, Commissioning & Maintenance)
December, 2023
Directorate of IT
Pakistan Railways Headquarter Office, Lahore
Email: dirmis@pakrail.gov.pk
Phone. 042-99201639
TABLE OF CONTENTS
DESCRIPTION PAGE NO.
SECTION-1: INVITATION FOR RFP _____________________________________________________ 5
1.1 GENERAL INFORMATION ________________________________________________________ 6
Form General-1 – Basic Information ___________________________________________________ 6
Form General-2 - Litigation History____________________________________________________ 7
SECTION-2: INSTRUCTIONS TO FIRMS _________________________________________________ 8

Definitions _______________________________________________________________________ 8
2.1 INTRODUCTION _____________________________________________________________ 9
2.2 Conflict of Interest___________________________________________________________ 9
2.3 Conflicting Activities _________________________________________________________ 9
2.4 Conflicting assignments ______________________________________________________ 9
2.5 Conflicting relationships _____________________________________________________ 10
2.6 Unfair advantage ___________________________________________________________ 10
2.7 Fraud and Corruption _______________________________________________________ 10
2.8 Only One Proposal _________________________________________________________ 11
2.9 Proposal Validity ___________________________________________________________ 12
2.10. CLARIFICATION AND AMENDMENT OF RFP DOCUMENTS _________________________ 12
2.11. PREPARATION OF PROPOSAL _______________________________________________ 12
SECTION 3: TECHNICAL PROPOSAL FORMAT AND CONTENT ______________________________ 13

SECTION-4: FINANCIAL PROPOSAL __________________________________________________ 14
4.1. SUBMISSION, RECEIPT AND OPENING OF PROPOSAL_______________________________ 14
4.2. PROPOSAL EVALUATION _____________________________________________________ 15
4.3 Evaluation of Technical Proposal _______________________________________________ 15
4.4 Acceptance Criteria ________________________________________________________ 16
4.5 Public Opening and Evaluation of Financial Proposals ______________________________ 16
4.6 AWARD OF AGREEMENT _____________________________________________________ 16
4.7 CONFIDENTIALITY __________________________________________________________ 16
4.8 INTEGRITY PACT ___________________________________________________________ 17
4.9 TIME FOR COMPLETION _____________________________________________________ 17
4.10 BID SECURITY _____________________________________________________________ 17
4.11 LIQUIDATED DAMAGES FOR DELAY _____________________________________________ 17
4.12 Extension in Completion Time ________________________________________________ 18
4.13 Defects and Warranty of Hardware ____________________________________________ 18
4.14 Payment to the contractor ___________________________________________________ 18
4.15 Installation and Modification of Equipment ______________________________________ 18
SECTION-5: TERMS OF REFERENCE (TOR) _____________________________________________ 32

5.1 INTRODUCTION: ___________________________________________________________ 32
5.2 BACKGROUND: ____________________________________________________________ 32
5.3 Scope of Work: ____________________________________________________________ 33
5.4 Disaster & Recovery ________________________________________________________ 41
5.5 Data Backup ______________________________________________________________ 41
5.6 Instructions to Bidder _______________________________________________________ 41
5.7 System Study ______________________________________________________________ 42
5.8 Develop / Customized Application Solution ______________________________________ 42
5.9 Responsibilities and Commitments_____________________________________________ 48
5.10 Assignment Outputs/Deliverables _____________________________________________ 49
5.11 High Level Functional/Non-Functional Requirements ______________________________ 50
5.12 Duration/ Completion Time of Complete Project Including Testing ____________________ 52
5.13 Performance Security _______________________________________________________ 52
5.14 Liquidated Damages for Delay ________________________________________________ 52
5.15 Extension in Completion Time ________________________________________________ 53
5.16 Schedule of Payment________________________________________________________ 53
5.17 For Training Phase __________________________________________________________ 54
5.18 Defects Liability Periods _____________________________________________________ 54
5.19 Warranty of Hardware ______________________________________________________ 54
SECTION-6: CONTRACT AGREEMENT_________________________________________________ 70

6.1 Schedule of Payment________________________________________________________ 88
SECTION-1: INVITATION FOR RFP
No._____________ Date: - dd/mm/2023
To,
SUBJECT: INVITATION FOR REQUEST OF PROPOSAL FOR IoT BASED FUEL MANAGEMENT
SYSTEM
1. The Director / IT invites Technical and Financial proposals to provide the following
services:
IoT (Internet of things) Based Fuel Management System
2. The firm will be selected under: single stage two envelope procedure in accordance
with PPRA Rule.
Acceptance Criteria
As per PPRA Rule – Single Stage - Two Envelope bidding procedure, the proposals will
be evaluated technically first. The financial proposals of only technically qualified
bidders will be opened. The most responsive proposal (lowest evaluated bid) will be
accepted by the Pakistan Railways.
Section 1: General Information

Section 2: Instructions to Firms (including Data Sheet)
Section 3: Technical Proposal – Standard Forms
Section 4: Financial Proposal – Standard Forms
Section 5: Terms of Reference
Section 6: Contract Agreement
3. It is mandatory for proposals to be prepared using Standard Forms of RFP. Any
proposal not prepared according to prescribed format will be rejected. If any
information required in the Forms is found missing or written elsewhere, no credit
will be given in the relevant section of the evaluation.
4. The Technical and Financial proposals are to be submitted in separate and sealed
envelopes at following address on or before 20/12/2023 till 11:30 am.
Director / IT
Pakistan Railways
Headquarter Office, Empress Road Lahore
Tel: 042-99201639 e-mail: dirmis@pakrail.gov.pk
1.1 GENERAL INFORMATION
The Firms are required to provide following information which are necessary for further
processing of the proposal:
i. Applied as Single Entity or Joint Venture, please specify.

ii. In case of Single Entity, specify the name of Firm and provide the information as per
prescribed Form General-1 (attached).
iii. In case of Joint Venture’ provides the following information as well as prescribed in
attached Form General-1 for all JV partners.
S. % share proposed for this

Name of JV partners
No. assignment
1. Lead Partner
2. Partner No.1
3. Partner No.2
 The Firms are required to provide accurate information on any litigation or

arbitration, arising out of the assignments completed or in progress over the last
five years in the manner as prescribed in the Form General-2
 Certificate/affidavit that the Firm is not blacklisted by any government
department/ authority.
 National Income Tax number (NTN).
 The firm must be registered with Security Exchange Commission of Pakistan or
Registrar of Firms (please attach copies of valid registration certificates.)
 Last three years Audited Reports/Tax Returns of the firm/company.
 Power of attorney to sign the proposal.
 Joint Venture agreement (if applicable).
Form General-1 – Basic Information
i. Name of Firm.
ii. Office address in Pakistan.
iii. Office address overseas (if applicable).
iv. Organization Chart.
v. Telephone & Fax
vi. e-mail
vii. Contact person
viii. Place of incorporation/registration
ix. Year of incorporation/registration
x. Country of origin (if other than Pakistan)
xi. Type of organization (whether partnership/sole proprietorship/public limited
company/private limited company (Attach copy of Memorandum of Article,
Memorandum of Association and registration certificate with Security Exchange or
Registrar of Firms)
In case of JV above information should be provided for all partners.
Form General-2 - Litigation History
Firms, including each of the partners of a joint venture, should provide information on any
history of litigation or arbitration resulting from contracts executed in the last five years or
currently under execution. A separate sheet should be used for each partner of joint
venture.
Status
Party / Parties of Amount of
Date (Award FOR or
the claim / Nature of Claim / Dispute the claim
initiated AGAINST
dispute / Dispute.
Bidder)
SECTION-2: INSTRUCTIONS TO FIRMS
Definitions
i. “Government of Pakistan” means the Government of Pakistan and all its associated
departments, agencies, autonomous/semi-autonomous bodies, boards, universities
and similar other organizations.
ii. “Client” means Pakistan Railways acting through Director / IT, Pakistan Railways,
Headquarter Office, Lahore.
iii. “Firm” means any entity / firm / Joint venture of Firms that may provide the Services
to the Client under the Agreement. The Bidder can be single entity or Joint Venture/
consortium of International and national Firms, with total number of Firms in JV not
more than three.
iv. “Agreement” means the Agreement signed by the Client and the Firms and all the
attached documents.
v. “Data Sheet” means such part of the Instructions to Firms used to reflect specific
conditions.
vi. “Day” means calendar day.
vii. “Instructions to Firms” means the document which provides Firms with all information
needed to prepare their Proposals.
viii. “Personnel” means professionals and support staff provided by the Bidder or by any
Sub-Bidder and perform the Services or any part thereof; “Foreign Personnel” means
such professionals and support staff who at the time of being so provided had their
domicile outside Pakistan; ’Local Personnel” means such professionals and support
staff who at the time of being so provided had their domicile inside Pakistan.
ix. “Proposal” means the Technical Proposal and the Financial Proposal.
x. “RFP” means the Request for Proposal issued by the Client for the selection of Firms.
xi. “Services” means the work to be performed by the Firms pursuant to the Agreement.
xii. “Sub-Bidder” means any person or entity with whom the Firms enter into sub
agreement(s) for any part of the Services.
xiii. “Terms of Reference” (TOR) means the document included in the RFP which explains
the objectives, scope of work, activities, tasks to be performed, respective
responsibilities of the Client and the Bidder, and expected results and deliverables of
the assignment.
xiv. “Similar Assignment” means development of Solution for Automation Fuel
Management System.
xv. The bidders are advised to must update the response at Pakistan Railway’s SAP/ARIBA.
The SAP/ARIBA link will be available on from the office of Directorate of IT, P.R.
Headquarters Office, Empress Road, Lahore Ph: 042-99201639.
2.1 INTRODUCTION
i. The Client named in the Data Sheet will select a consulting firm/organization (the
Firms) in accordance with the method of selection specified in the Data Sheet.
ii. The Firms are invited to submit a Technical Proposal and a Financial Proposal for
consulting services required for the assignment named in the Data Sheet. The
proposals should be in separate marked and sealed envelopes. The Proposal will
be the basis for agreement negotiations and ultimately for a signed Agreement
with the selected Firms.
iii. Firms shall bear all costs associated with the preparation and submission of their
proposals and agreement negotiation. The Client is not bound to accept any
proposal, and reserves the right to annul the selection process at any time prior
to Agreement award, without thereby incurring any liability to the Firms.
2.2 Conflict of Interest
i. Government of Pakistan policy requires that Firms provide professional,

objective, and impartial advice and at all times hold the Client’s interests
paramount, strictly avoid conflicts with other assignments or their own corporate
interests and act without any consideration for future work.
ii. Without limitation on the generality of the foregoing, Firms, and any of their
affiliates, shall be considered to have a conflict of interest and shall not be
recruited, under any of the circumstances set forth below:
2.3 Conflicting Activities
A firm that has been engaged by the Client to provide goods, works or services other
than consulting services for a project, and any of its affiliates, shall be disqualified
from providing consulting services related to those goods, works or services.
Conversely, a firm hired to provide consulting services for the preparation or
implementation of a project, and any of its affiliates, shall be disqualified from
subsequently providing goods or works or services other than consulting services
resulting from or directly related to the firm’s consulting services for such
preparation or implementation. For the purpose of this paragraph, services other
than consulting services are defined as those leading to a measurable physical
output, for example surveys, exploratory drilling, aerial photography, and satellite
imagery.
2.4 Conflicting assignments
A Bidder (including its Personnel and Firms or any of its affiliates shall not be hired
for any assignment that, by its nature, may be in conflict with another assignment of
the Bidder to be executed for the same or for another Client. For example, a Bidder
hired to prepare engineering design for an infrastructure project shall not be
engaged to prepare an independent environmental assessment for the same project,
and a Bidder assisting a Client in the privatization of public assets shall neither
purchase, nor advice purchasers of, such assets. Similarly, a Bidder hired to prepare
Terms of Reference for an assignment should not be hired for the assignment in
question.
2.5 Conflicting relationships

i. A Bidder (including its Personnel and Sub- Firms) that has a business or family
relationship with a member of the Client’s staff who is directly or indirectly
involved in any part of (i) the preparation of the Terms of Reference of the
assignment, (ii) the selection process for such assignment, or (iii) supervision of
the Agreement, may not be awarded an Agreement, unless the conflict stemming
from this relationship has been resolved in a manner acceptable to the Pakistan
Railways throughout the selection process and the execution of the Agreement.
ii. Firms have an obligation to disclose any situation of actual or potential conflict
that impacts their capacity to serve the best interest of their Client, or that may
reasonably be perceived as having this effect. Failure to disclose said situations
may lead to the disqualification of the Bidder or the termination of its
Agreement.
iii. No agency or current employees of the Client shall work as Firms under their own
ministries, departments or agencies except those employees who are posted on
deputation. Recruiting former government employees of the Client to work for
their former ministries, departments or agencies is acceptable provided no
conflict of interest exists. When the Bidder nominates any government employee
as Personnel in their technical proposal, such Personnel must have written
certification from their government or employer confirming that they are on
leave without pay from their official position and allowed to work full-time
outside of their previous official position. Such certification shall be provided to
the Client by the Bidder as part of his technical proposal.
2.6 Unfair advantage
If a Bidder could derive a competitive advantage from having provided consulting
services related to the assignment in question, the Client shall make available to all
applicants together with this RFP all information that would in that respect give such
Bidder any competitive advantage over competing Firms.
2.7 Fraud and Corruption
The Pakistan Railways requires Firms participating in its projects to adhere to the
highest ethical standards, both during the selection process and throughout the
execution of agreement. In pursuance of this policy, Pakistan Railways:
RFP for IOT Based Fuel Management System (Development, Installation & Commissioning) - 10 -
a) Defines, for the purpose of this paragraph, the terms set forth below as follows:
(i) “Corrupt practice” means the offering, giving, receiving, or soliciting, directly
or indirectly, of anything of value to influence the action of a public official in
the selection process or in agreement execution;
(ii) “Fraudulent practice” means a misrepresentation or omission of facts in

order to influence a selection process or the execution of a agreement;
(iii) “Collusive practices” means a scheme or arrangement between two or more

Firms with or without the knowledge of the Client, designed to establish
prices at artificial, noncompetitive levels;
(iv) “Coercive practices” means harming or threatening to harm, directly or

indirectly, persons or their property to influence their participation in a
procurement process, or affect the execution of agreement.
b) will reject a proposal for award if it determines that the Bidder recommended for
award has, directly or through an agent, engaged in corrupt, fraudulent, collusive
or coercive practices in competing for the agreement in question;
c) will sanction a Bidder, including declaring the Bidder ineligible, either indefinitely
or for a stated period of time, to be awarded a Government of Pakistan
agreement if at any time it determines that the Bidder has, directly or through an
agent, engaged in corrupt, fraudulent, collusive or coercive practices in
competing for, or in executing, a Government of Pakistan agreement; and
d) Will have the right to require that a provision be included requiring Firms to
permit the Government of Pakistan to inspect their accounts and records and
other documents relating to the submission of proposals and agreement
performance, and have them audited by auditors appointed by the Government
of Pakistan.
e) Firms, their Sub-Firms, and their associates shall not be under a declaration of
ineligibility for corrupt and fraudulent practices issued by the Government of
Pakistan. Furthermore, the Firms shall be aware of the provisions on fraud and
corruption stated in the specific clauses in the General Conditions of Agreement.
2.8 Only One Proposal
Each Firms / JV can submit only one proposal. If a Bidder submits or participates in
more than one proposal, all such proposals in which the said Bidder has participated
shall be disqualified.
2.9 Proposal Validity
The Data Sheet indicates how long Firms’ Proposals must remain valid after the
submission date. During this period, Firms shall maintain the availability of
Professional staff nominated in the Proposal. The Client will make its best effort to
complete negotiations within this period. Should the need arise, however, the Client
may request Firms to extend the validity period of their proposals. Firms who agree
to such extension shall confirm that they maintain the availability of the Professional
staff nominated in the Proposal, or in their confirmation of extension of validity of
the Proposal, Firms could submit new staff in replacement, which would be
considered in the final evaluation for agreement award. Firms, who do not agree,
have the right to refuse to extend the validity of their Proposals.
2.10. CLARIFICATION AND AMENDMENT OF RFP DOCUMENTS
Firms may request a clarification of any of the RFP documents up to the number of
days indicated in the Data Sheet before the proposal submission date. Any request
for clarification must be sent in writing, or by standard electronic means to the
Client’s address indicated in the Data Sheet. The Client will respond in writing, or by
standard electronic means and will send written copies of the response (including an
explanation of the query but without identifying the source of inquiry) to all Firms.
At any time before the submission of Proposals, the Client may amend the RFP by
issuing an addendum in writing or by standard electronic means. The addendum
shall be sent to all Firms and will be binding on them. Firms shall acknowledge
receipt of all amendments. To give Firms reasonable time in which to take an
amendment into account in their Proposals the Client may, if the amendment is
substantial, extend the deadline for the submission of Proposals.
2.11. PREPARATION OF PROPOSAL
The Proposal, as well as all related correspondence exchanged by the Firms and the
Client, shall be written in the language(s) specified in the Data Sheet.
In preparing their Proposal, Firms are expected to examine in detail the documents
comprising the RFP. Material deficiencies in providing the information requested may
result in rejection of a Proposal.
SECTION 3: TECHNICAL PROPOSAL FORMAT AND CONTENT
The Technical Proposal shall provide the information indicated in the following paras from
(a) to (g) using the attached Standard Forms (Section 3).
(a) A brief description of the Firms’ organization and an outline of recent experience of
the Firms (each partner in case of joint venture) on assignments of a similar nature is
required in Form TECH-2 of Section 3. For each assignment, the outline should
indicate the names of Sub-Firms / Professional staff who participated, duration of the
assignment, agreement amount, and Bidder’s involvement. Information should be
provided only for those assignments for which the Bidder was legally engaged by the
Client as a firm or as one of the major Firms within a joint venture. Assignments
completed by individual Professional staff working privately or through other
consulting Firms cannot be claimed as the experience of the Bidder, or that of the
Bidder ’s associates, but can be claimed by the Professional staff themselves in their
CVs. Firms should be prepared to substantiate the claimed experience if so requested
by the Client.
(b) Comments and suggestions on the Terms of Reference including workable

suggestions that could improve the quality/ effectiveness of the assignment; (TECH-3
of Section 3).
(c) A description of the approach, methodology and work plan for performing the
assignment covering the following subjects: technical approach and methodology,
work plan, and organization and staffing schedule. Guidance on the content of this
section of the Technical Proposals is provided under Form TECH-4 of Section 3.
(d) The list of the proposed Professional staff team by area of expertise, the position that
would be assigned to each staff team member, and their tasks (Form TECH-5 of
Section 3).
(e) CVs of the Professional staff signed by the staff themselves or by the authorized
representative of the Professional Staff (Form TECH-6 of Section 3) along with their
Computerized National Identity Card numbers (if local) or Passport numbers (if
foreign).
(f) Estimates of the staff input needed to carry out the assignment (Form TECH-7 of
Section 3). The staff- months input should be indicated separately for home office
and field activities.
(g) The Technical Proposal shall not include any financial information. A Technical
Proposal containing financial information may be declared non responsive.
SECTION-4: FINANCIAL PROPOSAL
The Financial Proposal shall be prepared using the attached Standard Forms
(Section- 4). It shall list all costs associated with the assignment.
Payment of Services Fee
The amount of remuneration will be claimed / paid as per the relevant clause of
section-5 TOR.
Taxes
The Bidder will be subject to all applicable taxes on amounts payable by the Client
under the Agreement.
4.1. SUBMISSION, RECEIPT AND OPENING OF PROPOSAL
i. The original proposal (Technical Proposal and Financial Proposal) shall contain no
interlineations or overwriting, except as necessary to correct errors made by the
Firms themselves. The person who signed the proposal must initial such
corrections. Submission letters for both Technical and Financial Proposals should
respectively be in the format of TECH-1 of Section 3, and FIN-1 of Section 4.
ii. An authorized representative of the Firms shall initial all pages of the original
Technical and Financial Proposals. The authorization shall be in the form of a
written power of attorney accompanying the Proposal or in any other form
demonstrating that the representative has been duly authorized to sign. The
signed Technical and Financial Proposals shall be marked “ORIGINAL”.
iii. The Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate.

The Technical Proposals shall be sent to the addresses mentioned in RFP and in
the number of copies indicated in the Data Sheet. All required copies of the
Technical Proposal are to be made from the original. If there are discrepancies
between the original and the copies of the Technical Proposal, the original
governs.
iv. The original and all copies of the Technical Proposal shall be placed in a sealed
envelope clearly marked “TECHNICAL PROPOSAL” Similarly, the original Financial
Proposal shall be placed in a sealed envelope clearly marked “FINANCIAL
PROPOSAL” followed by the name of the assignment, and with a warning “DO
NOT OPEN WITH THE TECHNICAL PROPOSAL.” The envelopes containing the
Technical and Financial Proposals shall be placed into an outer envelope and
sealed. This outer envelope shall bear the submission address and title of the
Assignment, clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE
OFFICIAL APPOINTED, BEFORE SUBMISSION DEADLINE”. The Client shall not be
responsible for misplacement, losing or premature opening if the outer envelope
is not sealed and/or marked as stipulated. This circumstance may be case for
Proposal rejection. If the Financial Proposal is not submitted in a separate sealed
envelope duly marked as indicated above, this will constitute grounds for
declaring the Proposal non-responsive.
v. The Proposals must be sent to the address/addresses indicated in the Data Sheet
and received by the Client not later than the time and the date indicated in the
Data Sheet, or any extension granted thereof. Any proposal received by the
Client after the deadline for submission shall be returned unopened.
vi. The Client shall open the Technical Proposal immediately after the deadline for
their submission. The envelopes with the Financial Proposal shall remain sealed
and securely stored.
4.2. PROPOSAL EVALUATION
From the time the Proposals are opened to the time the Agreement is awarded, the
Firms should not contact the Client on any matter related to its Technical and/or
Financial Proposal. Any effort by Firms to influence the Client in the examination,
evaluation, ranking of Proposals, and recommendation for award of Agreement may
result in the rejection of the Firms’ Proposal. Evaluators of Technical Proposals shall
have no access to the Financial Proposals until the technical evaluation is concluded.
4.3 Evaluation of Technical Proposal
The evaluation committee shall evaluate the Technical Proposals on the basis of their
responsiveness to the Terms of Reference, applying the evaluation criteria, sub-
criteria, and point system specified in Evaluation Criteria in Appendix-I to Data Sheet
and each responsive Proposal will be given a technical score. A Proposal shall be
rejected at this stage if it does not respond to important aspects of the RFP, and
particularly the Terms of Reference or if it fails to achieve the minimum technical
score indicated in the Evaluation Criteria.
The evaluation of bids will be based on technical scoring and linked with financial
number. The technical evaluation covers both project related offered solution,
architecture, robust and reliability of offered solution as well as bidder company /
OEM / partner evaluation. This also includes the respective party financial stability,
capabilities, resources, structure of organization, presence within and outside
Pakistan, local presence of team for aftermarket support, etc.
As per PPRA Rule - Single Stage – Two Envelope bidding procedure, the proposals will
be evaluated technically first and then the financial proposals, of technically qualified
bidders, will be opened in the presence of bidders or their representatives who
choose to attend.
4.4 Acceptance Criteria
The client i.e., Pakistan Railways will accept the most responsive financial proposal
(lowest evaluated proposal) of the technically qualified firms. The qualified bidder
will be intimated through a letter if intent or letter of acceptance.
4.5 Public Opening and Evaluation of Financial Proposals

After the technical evaluation is complete, the Client shall notify in writing to Firms
that have secured the minimum qualifying marks, the date, time and location for
opening the Financial Proposals. Firms’ attendance at the opening of Financial
Proposals is optional. The opening date shall be set so as to allow interested Firms
sufficient time to make arrangements for attending the opening.
Financial Proposals shall be opened publicly in the presence of the Firms’

representatives who choose to attend. The name of the firm and the technical scores
of the Firms shall be read aloud. The Financial Proposal of the Firms who met the
minimum qualifying mark will then be inspected to confirm that they have remained
sealed and unopened. These Financial Proposals shall be then opened, and the total
prices read aloud and recorded.
The Evaluation Committee will correct any computational errors. When correcting
computational errors, in case of discrepancy between a partial amount and the total
amount, or between word and figures, the formers will prevail. The Evaluation
Committee shall correct the quantification indicated in the Financial Proposal so as to
make it consistent with that indicated in the Technical Proposal, apply the relevant
unit price included in the Financial Proposal to the corrected quantity and correct the
total Proposal cost.
4.6 AWARD OF AGREEMENT
The Client shall award the Agreement to the selected Bidder and publish details on
the website. The agreement will be executed as per format attached with RFP.
4.7 CONFIDENTIALITY
Information relating to evaluation of Proposals and recommendations concerning

awards shall not be disclosed to the Firms who submitted the Proposals or to other
persons not officially concerned with the process, until the publication of the award
of Agreement. The undue use by any Bidder of confidential information related to
the process may result in the rejection of its Proposal and may be subject to the
provisions of the Bidder Selection Guidelines relating to fraud and corruption.
4.8 INTEGRITY PACT
The successful Bidder shall sign and stamp the Integrity Pact, as per Standard Format
of Pakistan Engineering Council (PEC), in case contract value exceeds Pak Rs. 10.000
Million, it can be downloaded from PEC website.
4.9 TIME FOR COMPLETION
i. Time for completion of the assignment shall be as specified in the Data Sheet.
ii. Mobilization Period, after signing of agreement shall be as specified in the Data
Sheet.
4.10 BID SECURITY
i. Each bidder shall furnish, as part of his bid, a Bid Security in the amount
stipulated in the Data Sheet in Pak Rupees or an equivalent amount in a freely
convertible currency.
ii. The Bid Security shall be, at the option of the bidder, in the form of Deposit at
Call or a Bank Guarantee issued by a Scheduled Bank in Pakistan in favour of the
Employer valid for a period 28 days beyond the Bid Validity date.
iii. Any bid not accompanied by an acceptable Bid Security shall be rejected by the
Employer as non-responsive.
iv. The bid securities of unsuccessful bidders will be returned as promptly as
possible, but not later than 28 days after the expiration of the period of Bid
Validity.
v. The Bid Security of the successful bidder will be returned when the bidder has
furnished the required Performance Security and signed the Contract
Agreement.
vi. The Bid Security may be forfeited:
(a) If the bidder withdraws his bid;
(b) In the case of successful bidder, if he fails within the specified time limit to:
(i) Furnish the required Performance Security; or
(ii) Sign the Contract Agreement.
The successful bidder shall furnish to the Client a Performance Security in the form
and the amount stipulated in the Data Sheet and the Conditions of Contract within a
period of 15 days (or any extended days) after the receipt of Letter of Acceptance.
Failure of the successful bidder to provide Performance Security shall constitute
sufficient grounds for the annulment of the award and forfeiture of the Bid Security.
4.11 LIQUIDATED DAMAGES FOR DELAY
If the Bidder fails to comply with the Time for Completion in accordance with TORs,
then the Bidder shall pay to the Employer the liquidated damages amounting
Rs.5000/- per day, for such default and not as a penalty (which sum shall be the only
monies due from the Bidder for such default) for the time period which shall elapse
between the relevant Time for Completion and the date of completion, subject to
the maximum limit of 10% of delayed portion. The payment or deduction of such
damages shall not relieve the Bidder from his obligation to complete the Assignment,
or from any other of his obligations and liabilities under the Contract.
4.12 Extension in Completion Time
Extension in completion time can be granted by the Client with or without imposition
of Liquidity Damages. However, any such extension of time without Liquidity
Damages shall only be granted if the Client is satisfied that delay in completion was
not due to any fault by the Firms.
4.13 Defects and Warranty of Hardware
The Bidder shall be responsible for remedying any defects found in Solution during
the tenure of the contract.
The Bidder shall provide warranty of Hardware for a period of 10 years from the date
of completion. In case any hardware became defective during said period the Firms
shall either repair for minor defect with the approval of PR or replace the same, as
the case may be. The warranty shall not cover the accidental breakage or caught by
fire.
The warranty does not cover the following (if on account of P.R):
i. Burned
ii. Water damage
iii. Stolen
4.14 Payment to the contractor

First payment to the contractor will be made by the client to the contractor after the
third-party validation of the quality of the equipment and accuracy of the system.
The expenditure of third-party validation will be borne by the contractor.
4.15 Installation and Modification of Equipment

All the installations and modifications of equipment will be done after the prior
approval of the client i.e., Pakistan Railways.
Instructions to Firms
DATA SHEET
S. No. Description
Name of the Client:

Pakistan Railway through Chief Operating Superintendent
1
Method of Selection:
Single Stage Two Envelope under PPRA rules.
Name of the assignment is:
2 Financial Proposal to be submitted together with Technical Proposal, however, both
should be in separate sealed envelopes clearly marked with name of Assignment and
Firm.
Director / IT
Pakistan Railways Headquarter Office, Lahore, Pakistan. Phone:
3
+92 42 99201639
E-mail: dirmis@pakrail.gov.pk
4 Proposals must remain valid for One Twenty (120) Days after the submission date
5 Proposals shall be submitted in English language.
Withholding / Advance Income Tax or any applicable tax will be deducted as per prevailing
7 government rules. It will be exclusively Firms responsibility to include all applicable
Federal, Government Taxes/Fees & Levies in the Financial Proposal.
8 Bidder must submit one original Technical Proposal and Financial Proposal.
The Proposal submission address is:

The Director / IT, Pakistan Railways, Headquarter Office, Empress Road, Lahore
9
Proposals must be submitted
On or before 20/12/2023 not later than 11:30 a.m
Bid security will be PKR 5 (Five) million in the shape of Pay order in the name of
10
FA&CAO/Revenue, Pakistan Railways, Lahore.
Performance security will be 10% of the total cost in shape of Pay Order in the name of
11
FA&CAO/Revenue, Pakistan Railways, Lahore.
12 Completion time the project will be one year from the award of contract.
13 Mobilization period of six (06) months will be given after the award of contract.
TECHNICAL EVALUATION CRITERIA (APPENDIX-1 to DATA SHEET)
S.No. DESCRIPTION MARKS

1 Experience (Fleet Management/Fuel Monitoring System) 30
i) Three or more similar projects 30
ii) Two similar projects 20
iii) One similar project 10
iv) No similar project Zero
2 Financial Worth 20
i) Annual turnover above PKR 50 million 20
ii) Annual turnover PKR 25 to 50 million 10
iii) Annual turnover less than PKR 25 million Zero
3 Annual Tax Statement 20
i) Annual tax paid more than PKR 2.5 million 20
ii) Annual tax paid 1.0 to 2.5 million 10
iii) Annual tax paid less than 1.0 million Zero
Personnel and staff (Software Developer, Hardware Specialist,
4 20
Database Development Expert, Network Engineer etc)
i) Qualified and Professional Staff (Proof to be attached) 20
5 ISO Certification 10
i) ISO 9001 10
ii) No certification Zero
Total Marks 100
Note:
 Qualifying marks = 70%

 The payment to the contractor will be made by the client to the contractor after the
third-party validation of the quality of the equipment and accuracy of the system.
The expenditure of third-party validation will be borne by the contractor.
FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM
(Please submit on Company’s Letterhead)
To:
The Director / IT,
Pakistan Railways,
Headquarter Office,
Lahore, Pakistan
Subject: IoT Based Fuel Management System
Dear Sir,
We, the undersigned, offer to provide the consultancy services for the subject
assignment in accordance with your Request for Proposal. We are hereby submitting our
Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under
separate envelopes.
We are submitting our Proposal in association with: [Insert a list with full name and
address of each associated Bidder]
We hereby declare that all the information and statements made in this Proposal are
true and accept that any misinterpretation contained in it may lead to our disqualification.
If negotiations are held during the period of validity of the Proposal, we undertake to
negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to
the modifications resulting from Agreement negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to

the assignment not later than the date indicated in the Data Sheet of the proposal.
We understand you are not bound to accept any Proposal you receive. We remain,
Yours sincerely,
Authorized Signature [In full and initials]:

Name and Title of Signatory: Name of Firm:
Address:
FORM TECH-2 CURRICULUM VITAE (CV) OF PROPOSED PROFESSIONAL STAFF
1. Proposed Position [only one candidate shall be nominated for each position]: -
2. Name of Firm [Insert name of firm proposing the staff]:
3. Name of Staff [Insert full name]: .
4. Date of Birth: Nationality:
5. CNIC No (if Pakistani): or Passport No:
6. Education:
Degree Major/Minor Institution Date (MM/YYYY)
7. Membership of Professional Associations:
8. Other Training [Indicate significant training since degrees under 6 - Education were
obtained]:
9. Languages [For each language indicate proficiency: good, fair, or poor in speaking,
reading, and writing]:
10. Employment Record [Starting with present position, list in reverse order every
employment held by staff member since graduation, giving for each employment (see
format here below): dates of employment, name of employing organization, positions
held.]:
From To
Employer Position
(MM/YYYY) (MM/YYYY)
11. Detailed Tasks Assigned
[List all tasks to be performed under this assignment]
12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[Among the assignments in which the staff has been involved, indicate the
following information for those assignments that best illustrate staff capability to
handle the tasks listed under point 11.]
1) Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
2) Name of assignment or project:
Year:
Location:
Client:
Positions held:
3)
Name of assignment or project:

Year:
Location:
Client:

Positions held:
4)
Year:
Location:
Client:

Positions held:
5)
Year:
Location:
Client:

Positions held:
13. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes me, my qualifications, and my experience. I understand that any willful
misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date:
[Signature of staff member or authorized representative] Day/Month/Year
Full name of authorized representative:
Form Tech – 3 Staffing Schedule
Year: 2022-23
Total staff-month
Name of Staff input (in the form of a bar chart)2
No input
Staff
Jun Jul Aug Sep Oct Nov Dec Jan Feb Home Field3 Total
Local
[Home]
1
[Field]
Sub Total
Foreign
[Home]
1
[Field]
Subtotal
Total
1 For Professional Staff the input should be indicated individually; for Support Staff it should
be indicated by category (e.g: computer operator, clerical staff, etc.).
2 Months are counted from the start of the assignment. For each staff indicate separately
staff input for home and field work.
3 Field work means work carried out at a place other than the Bidder’s home office.
Form Tech-4 FINANCIAL CAPABILITIES
1. Total Assets = (in Million Pak Rs or US$)
2. Total Liabilities =
3. Annual Turnover =
For the Year

2019-20 2020-21 2021-22
(In case of joint venture please provide above information for all partners as
evaluation will be done in totality of all JV Partners)
Section-4: Financial Proposal - Standard Forms
Financial Proposal Standard Forms shall be used for the preparation of the Financial
Proposal.
FIN-1 Financial Proposal Submission Form
FIN-2 Summary of Costs
FIN-3 Breakdown of Remuneration of Staff deployed for Solution

Development
FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM
[Location, Date]
To:
The Director / IT,

Pakistan Railways,
Headquarter Office,
Lahore, Pakistan
Subject: IoT Based Fuel Management System
Dear Sir,
We, the undersigned, offer to provide the services including hardware for the subject
assignment in accordance with your Request for Proposal and our Technical Proposal. Our
attached Financial Proposal is for the sum of [Insert amount(s) in words and figures]. This
amount is inclusive of all taxes.
Our Financial Proposal shall be binding upon us subject to the modifications resulting
from Agreement negotiations, up to expiration of the validity period of the Proposal.
No commissions or gratuities have been or are to be paid by us to agents relating to

this Proposal and Agreement execution.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature [In full and initials]: Name and Title of Signatory:
Name
of Firm:
Address:
FORM FIN-2 SUMMARY OF COSTS
Costs (Pak Rupees)

S.
Item
No
In Figure In Words
1 IoT Based Fuel Management System
Supply, Installation, Commissioning
and Training.
2. Development of dashboard for FMS,

mobile app including android and iOS
3. 10 years warranty/support and

maintenance cost including services
and hardware parts
Total
1. In case of any addition/deletion of the various machines a separate cost may also
be provided as below for future use:
S. Description Quantity
No. (Nos.)
1 Locomotives 350
2 Track Machines 14
3 Material Lorries 18
4 BCM 01
5 Karo Crane 07
6 Light weight tamping Machines 02
7 Sleeper Exchange 03
8 Crawler Machine 04
9 Power Vans + DG Sets (350KVA = 191, 75KVA = 52) 243
2. The above cost should be inclusive of all taxes.
3. The bidder should incorporate all Solution license costs necessary to operate/
implement the system. The above cost should be inclusive of all the necessary
Solution required such as the front end and the backend. Any license fees that
may be needed by the system should be the discrete responsibility of the Bidder.
The number of users in using the envisaged system should not be constrained by
the license issue and it would be fully the responsibility of the Bidder to offer as
per this requirement.
Authorized Signature of Firms
FORM FIN-3 Breakdown of Remuneration of Staff Deployed for Solution Development
Name Position Staff-month Rate
SECTION-5: TERMS OF REFERENCE (TOR)
5.1 INTRODUCTION:
Pakistan Railways is a federal organization of Pakistan, working under the supervision

of Ministry of Railways (MoR), Islamabad, headquartered in Lahore. Founded in 1861
as the North Western State Railway and stretched from Torkham to Karachi, Pakistan
Railways offer both freight and passenger services. The Pakistan Railways invites
interested parties for the development and deployment of a comprehensive
(Internet of Things) IoT based Automated Railways Fuel Management System
(ARFMS). The objective is to modernize and improve the efficiency of our railway fuel
management processes.
5.2 BACKGROUND:
FMS is one of the most significant operational expenses for any railway organization.
Properly managing and monitoring fuel usage can lead to significant savings, reduced
emissions, and improved operational efficiencies. Pakistan Railways is seeking a
modern solution to replace or augment its existing systems.
Pakistan State Oil (a national state owned company) provides fuel to Pakistan
Railways from two main depots i.e. Mahmood Kot Terminal (near Multan) and
Kiamari Terminal (Karachi). From these two terminals, fuel is further disbursed to
other sheds, as depicted below in Fig. 1:
Fig. 1: Fuel disbursement flow chart
5.3 Scope of Work:
The IoT based ARFMS should have following features:
5.3.1 Real-Time Fuel Consumption/ Monitoring: The system must provide instant and
accurate information about the fuel levels, allowing operators to track fuel
consumption in real time. The system must ensure the total consumption and
available fuel levels/balance in all the locomotives, power plants and stationary DG
sets at any time (as a total sum), as desired by the operator.
5.3.2 Fuel Efficiency: By monitoring fuel consumption in real time, operators should
identify inefficiencies or abnormal consumption patterns, which may lead to better
fuel management practices and cost savings.
5.3.3 Prevent Fuel Theft: Live fuel monitoring systems should detect fuel theft or
unauthorized fuel usage by providing alerts when fuel levels drop unexpectedly.
5.3.4 Maintenance Planning: Continuous monitoring of fuel consumption should help in
planning maintenance schedules based on usage patterns, reducing downtime and
improving overall equipment reliability the system should also generate alert for
maintenance.
5.3.5 Data Analytics: The system should come with data analysis tools that allow
operators to generate reports and analyze historical data to gain insights into fuel
consumption trends and patterns.
5.3.6 Remote Monitoring: System should allow remote monitoring of fuel levels through
web-based platforms or mobile apps.
5.3.7 Alerts and Notifications: The system should send alerts and notifications to
designated personnel when fuel levels are critically low, enabling timely refueling
and preventing equipment downtime due to fuel depletion.
5.3.8 Integration with GPS: Integrating fuel monitoring with GPS tracking systems
provides a comprehensive view of both fuel consumption, vehicle location and
operational efficiency.
5.3.10 Customizable Alerts: Operators can set up custom alerts based on specific
parameters, such as sudden drops in fuel levels, idol, unusual stop hours, and
device power off.
5.3.11 Integration with Train Tracking/Fleet Management Systems: Live fuel monitoring
should have a provision to integrate it with train tracking/ fleet management
Solution, providing a unified platform for managing various aspects of Train
operations.
5.3.12 Accuracy and Reliability: The fuel monitoring systems must have advanced
sensors and technology to ensure accurate and reliable fuel level readings. The
minimum accuracy criteria for Level sensors and flow meter will be 99 % or more.
5.3.13 Regulatory Compliance: Maintaining accurate records of fuel consumption is
essential for audit compliance, and live fuel consumption, monitoring and
reporting system should help streamline this process.
5.3.14 Customizable Reporting: The system should generate customizable reports and
dashboards, allowing management to visualize fuel usage trends and make
decisions.
5.3.16 Miscellaneous Requirements
a) Complete end to end monitor of fuel consumptions real time.
b) Monitor fuel levels in real-time.
c) Predict fuel needs based on routes and schedules.
d) Provision to integrate with existing ERP/SAP.
e) Provide analytics and reporting capabilities.
f) Enable alerts and notifications for critical fuel levels or unusual consumption
patterns.
g) Support mobile and web-based access for remote monitoring and
management.
h) Automation and digitalization of different types of reports and forms
generated through existing manual system.
i) Flow meter will be installed from engine inlet fuel line and engine return fuel
line to optimize and monitor fuel consumption as well as to monitor the
engine operation modes like (idle mode, normal running mode, full load etc.)
j) Data information regarding location, fuel level will be updated after every 3
minutes subject to GPRS/ LTE coverage or signal availability in that area.
Where the data coverage is not available, the data shall be updated
immediately upon the receipt of singles.
k) The features of anti-theft will be part of the Project.
5.3.17 For Locomotives:
1. Online/live monitoring of Fuel consumption on a digital/ centralized

dashboard.
2. Operation monitoring of engine in various modes- idle, warming up, normal
load, heavy load, under/over-load, normal etc.
3. Accurate monitoring of volume, level and temperature of fuel in main and
feed tanks, display of total volume of fuel in the tank.
4. Decanting/Fillings of fuel monitoring.
5. Engine working condition monitoring with respect to fuel flow rates.
6. Provision for Event notification via SMS and email.
7. Analytical reports generation through online dashboards for selected periods
of time.
8. Tracking of Engine location through GPS on Maps.
9. Tracking of engine operation time by workload.
10. Instant fuel rate monitoring.
11. Reports of Fuel used for period total and by engine workloads.
12. Exporting reports to .XLS and .PDF
13. Average and Peak consumption.
14. Fuel Quality Monitoring: Monitoring of Ingress of foreign liquids into the
tanks by measuring liquid permittivity.
15. Changes in fuel rate
16. Notifications:
 Exceeding fuel usage limits.
 Remaining and total fuel in each tank
 Fuel draining and refilling
 Remaining volumes at critical level
17. Scalability- Easy connection of new devices/Sensors.
18. Predictive maintenance Features
19. 4G LTE Enabled Sensor and Devices for Seamless Connectivity of the System.
(4G sensors can back convertible to 3G/GPRS etc. as per availability of
network in different regions)
20. Online Dashboard and mobile app connectivity options.
5.3.18 For Gen Sets & Power Vans:
1. Online live parameters monitoring of Fuel consumption on a digital/ centralized

dashboard
2. Remote diagnosis of diesel generator alarms on abnormal operation.
3. Monitoring of consumption in idling and normal operation modes.
4. Monitoring of fuel level in tanks, tank refilling and drain volumes.
5. Engine working condition monitoring.
6. Monitoring of gen set hours running duration and workload modes like idling and
loading.
7. Provision of integration of Gen set parameters (upon availability) like Coolant
temperature, oil pressure, battery and network voltage monitoring with the Fuel
monitoring system.
8. Accurate monitoring of volume, level and temperature and feed tanks, display of
total volume of fuel in the tank.
9. Drain/Fillings of fuel monitoring
10. Event notification via SMS /email.
11. Analytical reports generation through online dashboards for selected periods of
time.
12. GPS Location on Maps
13. Instant fuel rate monitoring
14. Reports of Fuel used for period total and by engine workloads
15. Exporting reports to .XLS and .PDF
16. Average and Peak consumption
17. Ingress of foreign liquids into the tanks by measuring liquid permittivity
18. Changes in fuel rate
19. Notifications:
 Exceeding fuel usage limits.
 Remaining and total fuel in each tank
 Fuel draining and refilling
 Remaining volumes at critical level
20. Scalability- Easy connection of new devices/Sensors.
21. Predictive maintenance Features
22. 4G LTE Enabled Sensor and Devices for Seamless Connectivity of the System. (4G
sensors can back convertible to 3G/GPRS etc. as per availability of network in
different regions)
23. Online Dashboard and mobile app connectivity options.
P.R. involves the various machines to track fuel consumption over the system as below:-
S. Quantity
Description
No. (Nos.)
1 Locomotives 350
2 Track Machines 14
3 Material Lorries 18
4 BCM 01
5 Cranes 07
6 Light weight tamping Machines 02
7 Sleeper Exchange 03
8 Crawler Machine 04
9 Power Vans + DG Sets (350KVA = 191, 75KVA = 52) 243
Total 642
Note: The above mentioned quantity of vehicles and DG Sets can be increased or decreased
(±15%) as per railway requirement.
The offered Fuel monitoring System should have the provision/capability to integrate with
other railway system and enterprise resource planning ERP through APIs. The firm will
develop the system to monitor, control, and optimize fuel consumption and other related
activities, telemetric dashboard. The company shall responsible to install flow meter, level
sensor, tracking device cabling, connectivity, connectors, power cabling and other all related
equipment to be used for fuel management system.
Mechanical Modifications GA drawings, layouts that are required for the installation of
sensors in the tanks/engines should be provided by the bidder. The modifications required
for installation of sensors, dismantling of fuel tanks, reinstalling, water leak and
pressurization testing of tanks will be in the scope of Pakistan Railways.
Any kind of modification will be carried out by the bidder after approval of Pakistan
Railways.
The firm will perform the fabrication work on the fuel tanks of the locomotives; DG sets and
fuels tanks of other vehicles after the approval of design by Railway authorities (concerned).
The design will be prepared and offered by the firm. The fabrication work of fuel tanks will
be carried out by the firm in the presence and under the supervision of P.R technical team in
a particular area.
Installation of sensors with accessories and sensor calibration will be in the scope of bidder.
Power supply availability for all vehicles (locomotives and Power vans) and gen sets should
be provided by railway separately to power up the instruments of the systems.
The bidder shall also responsible to maintain all services of fuel management system along
with provision of all replacement faulty hardware for the period of 10 years.
The bidder may also be instructed to visit fuel sheds over the system and collect data bill of
materials and other related information to understand to railway fuel management system.
IoT based Fuel Management System for Railways should provide valuable insights into fuel
consumption and management, help Railways optimize their operations, reduce costs,
enhance efficiency and contribute to environmental sustainability.
Minimum Required Technology/Sensors
i The required IoT based fuel management system should include:
a. Fuel Level Sensors capable of measuring accurate level of mobile tanks of

locomotives travelling at high speeds.
b. Flow meters at fuel inlet to engine and to the return line.
c. 4G/LTE enabled Gateway for connectivity of Sensors to the centralized
dashboards
d. Communication Module if required
e. Cloud Platform / Servers
f. User Interface
g. Analytics Portal
h. APIs and Integrations
ii Alarms and Notifications through email and mobile app
iii Vehicle identification
The firm will bond to approve all equipment from PTA on his cost.
I. Fuel level sensors: For monitoring of fuel in tanks ensures automatic correction of
measurement in case of any addition of any foreign liquid in the tank like (ethanol).
The sensor should also have the ability to monitor the quality of the fuel by measuring
permittivity of the fuel.
The sensor should allow to measure fuel temperature in tank with high accuracy.
Fuel Level Sensor should send accurate data on fuel volume without false fill-up and
draining events to the server. The feature is important when vehicle is operated on
rough terrain.
Level Sensor should measure the following parameters
 Fuel level in tank

 Fuel Volume
 Fuel volume in relation to total tank percentage
 Fuel Temperature
 Event registration and logging in non-volatile memory
 CAN Bus compatibility for integration (SEAJ 1939)
 IOT enabled
 Operation Principle: Capacitive
 Accuracy in mm: +- 0.1 / 99%
 Operating Temperature – 40 - + 85 degree
 IP Rating: IP 55 or better
The level sensor should have features like
 sensor self-diagnostics function, allowing to store information in Events Journal;

 advanced signal adjustment (filtration, temperature correction & compensation)
II. Fuel Flow meters: For monitoring of Real time consumption of fuel in locomotives and
gen sets.
 Should monitor both from fuel inlet to the engine and also the return fuel line from
the engine.
 Should show the following parameters
 Hourly fuel consumption
 Total fuel consumption
 Total operating time
 Engine operating time in idle mode
 Engine operating time in optimal and overload mode.
 Measure Accurate data regardless of vehicle tilt position and fuel tank shape
 Detection of “Interference”, “Tampering”, “Ignition on/off” and other Events
 Built-in battery for recording Counters without external power supply.
 CAN Bus compatibility for integration (SEAJ 1939 and NEMA 2000)
 IOT enabled
 Accuracy: +- 99.5%
 Material: Duralumin or Brass
 IP Rating: IP 54
III. Wireless/4G LTE Gateway for connectivity of Sensors to the centralized dashboards
 Automatic scanning and parsing CAN j1939 and ISOBUS messages.

 Recognizing quick Events – sharp change of the Parameters within 0.1 ... 10 s, Event
notifications via SMS and e-mail.
 Self-diagnostics of telematics gateway and connected sensors.
 Remote configuration via SMS or GPRS-command.
“Self-diagnostics” function allows receiving and storing data on quality of telematics gateway
operation, potential malfunctions of the device and all sensors connected through CAN/S6
interface.
Can be configured remotely simultaneous sending of Reports and Events to the server and
directly to the user.
 CAN Bus compatibility for integration (SEAJ 1939 and NEMA 2000)
 4G enabled (back compatible to 3G or 2G)
 Communication Protocol: Wialon IPS v.2.0 /MQTT IBM Watson IoT
 Reports number that can be stored in buffer memory (factory settings of reports),
not less than 40,000
 Resolution: 0.1 second
 IP Rating: IP 40
IV. Connectors/ communication bus (preferably CAN BUS) for connectivity of sensors,
devices to the Wireless Gateway
a) CAN Bus based system SAE J 1939 protocol based system of cables and protocols
designed to collect information from external sensors or peripheral devices in
conjunction with data acquisition of one or more instruments through CAN buses.)
b) Data-rich addition to the standard protocols.
c) Easy integration of sensors and peripherals.
d) A separate system specifically designed for telematics applications.
e) Single point power connection.
f) J-1939 compatible protocol.
V. On board drivers display for displaying parameters line Fuel consumption and Operating
time, Consumption Average etc.
Should have following parameters:
a) CAN bus display / HMI device for displaying data from fuel level sensors/fuel flow
meters,
b) CAN J1939 enabled.
 Temperature: -10- 60 degree
 IP rating IP 40
c) LCD display: 128x64 monochromes, with automatic and manual adjustment of
backlighting
d) IoT based sensors are required in Automated Fuel Management System to track fuel
consumption/ usage and levels monitoring, automatically
e) They enable remote monitoring of fuel tanks, providing real-time data on fuel
consumption.
f) IoT sensors will detect unauthorized fuel usage or theft, triggering immediate alerts
for proactive intervention
g) Integration with analytics platforms allows for data analysis, optimizing fuel
management strategies and reducing costs.
5.4 Disaster & Recovery
New system will have a complete auto and customized disaster recovery system so that in
case of failure on anyone location, system data will be available from second location. There
will be no data loss.
Bidder to provide references that they have executed projects that covers disaster recovery
in Pakistan.
5.5 Data Backup
New Solution so developed on the latest technology would have all the benefits of backup
and recovery so the precious fuel data reliability and integrity remains intact.
5.6 Instructions to Bidder
a) Critically and comprehensively examine the existing Fuel System processes.

b) Study the requirement.
c) Critically analyze the existing condition and propose the necessary Solution
requirement that best fits to implement the envisaged system.
d) Prepare a realistic plan for development and implementation of the Solution.
e) Development, implementation, installation of equipment and commission of IOT
base Fuel Management System, and this shall also available on web and mobile
phone (Android and iOS), as well.
f) Determine the end user and technical staff training needs, define the necessary
training on system, and finally conduct the trainings.
g) Prepare a detailed training plan, schedule and training manual for each type of
proposed training.
h) The customized solution so developed will be highly secured from all aspects and
cover all standards of security on all seven layers of OSI.
The design / drawings for fabrication of fuel tanks will be provided by the
successful bidder and same will be shared with the Railway authorities. Upon
mutually agreed design, the fabrication work of fuel tanks will be carried out by
the bidder in the supervision of P.R technical team.
i) The calibration chart of locomotives will also be shared with successful bidder.
j) The Pakistan Railways shall provide the tank details and drawings by CME/Loco
for coordination.
k) The reconciliation will be carried out through third party audit quarterly. The
instruments supplied by successful bidder will also be calibrated from renowned
firms.
l) P.R approved or specified cables should only be used in locomotives and other
vehicles/machines for installation work.
m) At least three years historical data storage will be required for data analytics
n) The safety SOPs will also be implement in this assignment
o) The bidder shall work together with railway team comprising two members from
Directorate of IT, One member from COPS and one member from CME Loco
Department. Railways side team shall work with the development team
throughout the solution evolution process, i.e. development, commissioning,
testing and implementation.
p) The developed Solution must have ability to mitigate all threats and risks that may
be harmful for smooth operation.
q) Keeping in view the critical and sensitive nature of the system. It would be the
prime responsibility of the development company to add patches and apply
Solution and recommend hardware and techniques with the system developing
environment to avoid every possibilities of hacking. Moreover, the bidder will
elaborate exclusively the way the system will work to achieve the above stated
goal, what techniques are to be applied and why, what will be its pros and cons.
r) The bidder shall provide comprehensive reports and interface for management.
s) The above points are more generic and to be more specific, the bidder should
undertake the following activities:
5.7 System Study
The bidder shall develop and submit a System Requirement Specifications (SRS) and
Functional Requirements Specification (FRS) that has to be accepted by the PR Technical
Committee. Based on the FRS, the bidder shall prepare system analysis document and then
design/develop the solution to meet the requirements.
5.8 Develop / Customized Application Solution
The bidder shall supply, install, and fully implement the solution with all the business
requirements. The proposed solution shall have user friendly interface, reporting tools,
including browsing, and drill down capabilities. The proposed solution should provide
response times, back-up, recovery, security, history, archive, help, audit trails, etc. in
accordance with the best of contemporary standards.
5.8.1 Preparation and Setup of Testing and Production Environment
The bidder shall install and setup the platform for the proposed solution - application
and database on the Testing and Production server(s) in addition to the configuration
of all system parameters and setup-screens. The bidder shall use its own Testing
environment to test the final deliverable code.
5.8.2 Installation & Commissioning of Hardware
Bidder must procure, install and commission the required hardware which is most
suitable to the proposed system and include all licensing required for the same on
the name of Pakistan Railways.
5.8.3 Testing
Pakistan railway will requires a proof of concept (01 Set) after award of project. Main
project will commence post to successful POC.
5.8.4 Support User Acceptance Testing
The bidder shall assist the designated users to perform user acceptance testing of the
complete solution of hardware as well as Solution. This testing shall also include
security testing. All the observations identified during the above testing by
designated users, QA, etc. should be rectified by the bidder before moving the
proposed solution to the production environment.
5.8.5 User Training – Application
The bidder shall train the designated end users in using the developed application
and train the designated technical users on the administration and maintenance of
the solution. The bidder must provide “Hands-on” training on all the functionalities
of the proposed solution for all the different types of users like end Users, key users
& administrators. The training should be conducted in the bidder’s or PR’s premises.
No of Trainees per Duration Location of

Type of Training
Trainees Session Days Training
End User 100 25 4 Lahore
Admin Level 10 10 10 Lahore
Train the Trainer 10 10 10 Lahore
5.8.6 Documentation
The bidder shall provide complete manual including all the documentation for
Installation, setup, system procedures, hardware installation, network connectivity
testing, training and commissioning of complete hardware etc.
5.8.7 Technical Manuals
a. Over all documentation of the system architecture.

b. Procedure level documentation shall include the name, function, logic diagram,
parameters global and local variables, and files/tables used.
c. In-line code documentation shall be included, with clear visual guidelines to the
logic in the form of indentation.
d. Documentation of the database used shall be included, with Meta data
documentation, file name, table name, and function. Field level name
documentation shall include field name, data type and size, and descriptions.
e. Complete E.R. diagram, Flow Charts and user cases etc. will also be provided by
the bidder.
5.8.8 Functional Requirements
a. The Bidder shall develop the Functional Requirements Specifications (FRS)
document which should describe detailed description of the functionalities
required for the project. The document shall serve as guide source document
that directs all stakeholders towards common understanding of all system
requirements expected of the product being developed.
b. The bidder should also develop Business Requirement study document that
could capture the detailed business requirements (Business process for each
selected service at the selected department for the project). This document will
be served as:
i. A means of verifying whether the Bidder correctly understands the

requirements of each services at the selected department or not.
ii. A means of communicating the requirements to the Bidder project team,

who are participating in designing, implementing and testing activities of the
project.
iii. A baseline document to be referred to when determining whether issues

with the requirement are to be treated as defects or change request.
5.8.9 Solution, Database & Hardware Installation Procedures
This document should contain the detailed steps for installing the Solution and
database of the designed solution. This should also include all the parameter and
configuration setup of all components of the solution.
All aspects concerning the infrastructure details of the solution should be clearly
communicated, like network configuration hardware commissioning etc.
a) Server configuration
b) Disk configuration
c) Database location etc.
d) Hardware setup
5.8.10 Test Report
The test report shall include the test plans, test data, test results for system testing
and UAT.
5.8.11 User Manual
This document should describe how to use the proposed application from the user’s
(end users and administrators) perspective. User manuals should be provided for
both end users, and Administrators.
5.8.12 Training Material
The bidder must provide Training material that covers all the features of the
proposed system for all the different types of users like end users, key users &
administrators
5.8.13 Project Management Documentation
The bidder shall provide the following documentation as part of project management
activities:
5.8.14 Project Charter
The Project charter covers the fundamentals, such as scope, general and specific
objectives, defining constraints and assumptions, project organization, sponsor,
project manager(s), user representatives, technical lead, staffing, budget,
communications, planning, tracking, change control, system and document access,
project plans and support requirements.
5.8.15 Master Project Plan
The master project plan is a consolidated view over the individual plans addressing
the various aspects of the project.
5.8.16 Project Schedule
The master project schedule complements the master project plan by providing
timelines for all tasks identified and by sequencing the various activities according to
milestones and deadlines, allocation of resources to all tasks.
The project schedule should include the work breakdown structure for all phases /
activities of the project.
5.8.17 Logistics Plan
The logistics plan addresses the overall logistics requirements by the project team in
terms of Solution needs, office access, office space, network connections, etc.
5.8.18 Risk Management Plan
The plan should include: the anticipated risks, the source of the risk, impact on the
project, categorization of risk and how to avoid, or mitigate these risks, responsible
person to take action for mitigation, etc. This document should be regularly updated
and complete log of all risks should be maintained.
5.8.19 Project Communication Plan
The communication plan should include how the project progress and issues will be
communicated, how often, to whom and by which means. There should be a weekly
and monthly progress reporting on the project.
5.8.20 Project Status Reporting
The bidder shall present the project progress status to the PR or a technical
committee assigned to oversee the progress of the project; on a periodic basis –
weekly. The bidder shall submit this weekly project status report and also the
minutes of this weekly meeting. Apart from the weekly project status meetings, a
steering committee meeting shall be held on a periodic basis – monthly. The status
report presented during these committee meetings and the minutes of such
meetings shall be submitted by the bidder.
5.8.21 Project Closure Report
At the end of the project, the bidder shall prepare a project closure report that will
include:
a) Original Project Plan and the revised Project Plan.

b) Work breakdown structure
c) Minutes of each meeting.
d) Any project Changes / all change requests
e) Users Acceptance form
5.8.22 Support and Maintenance during Design, Testing and Implementation Stages
The bidder shall provide support & maintenance during design, testing &
implementation stages and shall cover at least the following:
a. Should take care of the support & maintenance activities of the proposed
developed solution, database & operating system etc.
b. There shall be no additional cost involved during the implementation period.
c. The PR or concerned ministry is not obliged to pay any additional cost for support
which involves site visit.
d. Bidder should provide required and technically qualified professionals at the client
site if needed and should have trouble shooters, who dedicatedly take care of the
issues as problems arise.
e. Average time to arrive on site for the Solution engineer would be 10-24 hours.
5.8.23 During the Warranty Period
The bidder shall provide support & maintenance and during the warranty period shall
cover at least the following:
Solution, database & operating system etc.
b. There is no additional cost involved during the warranty period.
c. The PR is not obliged to pay any additional cost if the person needs to visit any
site.
d. Bidder should provide required and technically qualified professional at the client
site if needed and should have trouble shooters, who dedicatedly take care of the
issues as problems arise.
Average time to arrive on site for the Solution engineer would be 10-24 hours.
Note: After implementation, the PR expects that all products will be covered by minimum
of 10 years on-site support & maintenance along with part replacement, including
costs incurred in rectifying any failure.
5.8.24 Duration / Completion Time of Complete Project Including Testing

The selected bidder is expected to complete the whole project within one year from
the date of award of the contract positively. It must be clearly understood Pakistan
Railway will not grant any extension.
The Bidder is required to complete the proof of concept (01 Set) within 3 months
from contract
solution, database & operating system etc.
b. There is no additional cost involved during the maintenance period.
c. The PR is not obliged to pay any additional cost for support which involves site
visits.
d. Bidder should provide required technically qualified professionals at the client
site if needed and should have ace trouble shooters, who dedicatedly take care of
the issues as problems arises.
e. Average time to arrive on site for the Solution engineer or technician would be 2
hours and for the change in the system components is 1 day.
Note: -
i. The listed documentations are indicative. The bidder shall provide all kinds of
manuals to adequately support the extensive use and understanding of the
system from the technical and user perspective
ii. All the documentations should be in English
iii. All the documentations should be given in Hardcopy ( 1 copy) and Soft copy on
CD/DVD (2 copies)
5.9 Responsibilities and Commitments
A. From the Bidder
i. Shall submit monthly reports and any required deliverables as requirement of

railway.
ii. Shall build and maintain positive and professional working relationship with
coworkers.
iii. Shall work on knowledge transfer and experience sharing with co-workers.
iv. Must not be engaged in other activities that affect this project during and after
the consultancy period.
v. Shall not disclose any information confidential to the organization.
vi. Arrange and conduct workshops/meetings at the end of each deliverable and
consult with PR and other stakeholders.
B. From PR
i. The Bidder will have access to necessary documentations.

ii. The PR will assign a focal person who will be responsible for the facilitation of
activities required from the PR side.
iii. When deemed necessary by the Bidder, the PR will make available concerned
staffs for group discussions or individual interviews with the Bidder.
iv. Invite stakeholders to participate in the workshops/meetings conducted by the
Bidder at the end of each deliverable.
5.10 Assignment Outputs/Deliverables
The following outputs are expected from this assignment.
i. Inception report within 15 days from the date of award.

ii. Requirement Specification Report for the developing system in 15 days from the
Inception Report approval.
iii. An overall System Design Report for the developing system in 15 days from the
Requirement Specification Report approval.
iv. Proposed Hardware required (along with their specifications) to implement
solution in 15 days from Requirement Specification Report finalization.
v. Alpha version of Developed, implemented, tested and functional web-based
solution in 4 months from approved Requirement Specification Report.
vi. Beta version of Developed, implemented, tested and functional web-based
Solution in 15 days from the Alpha Version comments by PR.
vii. Well organized document on training need assessment, skill gap analysis and
comprehensive training plan and schedule in 15 days from the approved beta
version.
viii. Well organized training materials /manuals/ for the envisaged system in15 days
from the approved Beta Version.
ix. Well-trained users and professionals at all levels in all targeted PR offices on the
implemented system the approved Beta Version.
x. Operating manuals and fully completed documentations for the system to be
implemented at project completion time.
xi. Monthly progress report.
5.11 High Level Functional/Non-Functional Requirements
5.11.1 User Interface Requirements

i. No hang-ups against errors, delays, unexpected behavior, etc. The user should
be notified about any exit due to severe errors the system could have
encountered.
ii. Responses to users’ requests should be provided at all times.
iii. The user must be able to cancel operations at any time. That is the system must
avoid modes that severely restrict the interaction available to the user at any
given point.
iv. The interface should give users direct and intuitive way to accomplish their
tasks. Typing commands should be avoided whenever it is more users friendly to
do the task by selecting a user interface object and selecting an action.
v. All visual elements including picture used in windows elements should be
immediately comprehensible. All visual elements should correspond to the real
world analogue. Other application interfaces should be visually, conceptually,
linguistically clear.
5.11.2 Language Support
The system must work in English. User related system documentation (User’s guide should
be provided in at least two (2) languages i.e. Urdu & English).
5.11.3 Reliability
i. The developed system must be available at all times (24X7). The system should
support multiple database servers.
ii. During network failures, a local station should be able to work independently and
merge with the main database during favorable time.
iii. Numerical computations should be accurate enough, number of significant digits,
must be flexible to the users' requirements.
iv. Critical bugs must be totally avoided at delivery of the system.
5.11.4 Performance
i. Report generation, data entry and update must not take noticeable delay.
ii. Up to 1000 concurrent users must operate without significant loss in
performance
5.11.5 Usability
i. The system should be easy to use and not require skills on other Solution
packages
ii. The application shall include a help facility.
iii. The technology should be one for which support is widely available in Pakistan
iv. The platform should support recent windows operating systems
v. The platform should have a product life cycle for at least the coming 10 to 15
years.
vi. The platform should support recent innovations in distributed computing like
Web Services, Service Oriented Architecture (SOA) and Smart Client.
vii. Code shall be modular, and easily scalable
5.11.6 Security
The systems should implement a very high standard of security at network, database,
application layers and also be supported by appropriate administration. Must have
different rights for different agents and different agencies thereof.
5.11.7 Functional Requirement
Following is the list of modules / sub-modules / functionalities we envisage as part of

the solution and expect from Bidder to enhance requirements and add more
modules / features in support of these requirements in the proposed solution.
5.11.8 System Administration
i. Solution shall provide user friendly interfaces for all type of lookup tables
which require one time configurations with user defined access rights
ii. Administration user shall be able to define sub- administrators and delegate
them certain privileges to administer set of administration functionalities
iii. Solution shall facilitate authorized user to print lookup data and/or export to
EXEL/ PDF and other renowned Solution.
iv. Solution shall facilitate to set SMS/Email alerts on change of critical
configuration and tables and assign relevant stakeholders to get notified on
unwanted changes.
v. Solution shall allow modification of lookup tables online in draft mode and shall
publish all changes on single action “publish” to avoid inconsistencies during
transactional activities.
5.11.9 User Access Control
i. Solution shall allow management of personnel;

ii. Solution shall maintain organogram of all users who need to have interaction
with the system. Solution shall maintain actual reporting hierarchies and
jurisdictions;
iii. Administrator shall be able to define multiple roles as per management levels
and assign them functionalities with required privileges;
iv. Solution shall provide different interfaces/ fronts for internal (railway staff),
biometric secured and shall show only functionalities as per privileges assigned
on successful logon
v. Solution shall disable user after three unsuccessful consecutive login tries. User
shall be able to invoke forgotten password and get it on official email/ mobile or
get it changed through system administrator.
vi. On log-off, solution shall display user total login period, nominal transactions
performed and ask for user experience and comments optionally.
5.12 Duration/ Completion Time of Complete Project Including Testing
The selected bidder is expected to complete the whole project within One (01) year from the
date of award of the contract positively. It must be clearly understand that the time is of
issuance for Pakistan Railway and any extension in time shall not be entertained.
The Bidder is required to complete the proof of concept (01 Set) within 3 months.
5.13 Performance Security

i. The successful bidder shall furnish to the Client a Performance Security
amounting 10% of the contract price within a period of 15 days (or any extended
days) after the receipt of Letter of Acceptance.
ii. Failure of the successful bidder to provide Performance Security shall constitute
sufficient grounds for the annulment of the award and forfeiture of the Bid
Security.
5.14 Liquidated Damages for Delay
If the Bidder fails to comply with the Time for Completion in accordance with TORs,
then the Bidder shall pay to the Employer the liquidated damages amounting
Rs.5000/- per day, for such default and not as a penalty (which sum shall be the only
monies due from the Bidder for such default) for the time period which shall elapse
between the relevant Time for Completion and the date of completion, subject to
the maximum limit of 10% of delayed portion. The payment or deduction of such
damages shall not relieve the Bidder from his obligation to complete the Assignment,
or from any other of his obligations and liabilities under the Contract.
5.15 Extension in Completion Time
Extension in completion time can be granted by the Client with or without imposition of
Liquidity Damages. However, any such extension of time without Liquidity Damages shall
only be granted if the Client satisfied that delay in completion was not due to default by the
Firms.
5.16 Schedule of Payment
Payment shall be made as per following terms.
i. The schedule of payment will be based on the percentage of units installed on the
system subject to third party verification. The schedule of payment will be as under:
Percentage of units installed on the system

Payment to be made
and verified by the third party.
30% 30%
60% 30%
80% 20%
100% 10% after complete installation
After completion of warranty period 10%
ii. The service charges of O&M will be paid on quarterly basis.

iii. The period for completion of installation will be one year.
iv. No cost shall be paid upfront of whatsoever nature.
v. All costs direct/indirect incidental to the project to include in the billing rate.
vi. Term of the contract shall be 10 years.
vii. The project shall be carried out on Build Own Operate and Transfer (BOOT).
viii. Financial model covering all details of project financial shall be shared with PR.
ix. Project proposals shall be financially evaluated on the basis of present value of
cumulative service charges paid to service provider on all-inclusive bases.
x. Taxes and duties/government levies shall be the responsibility of service
provider.
xi. No of units may be increased/decreased with mutual discussion up to 15% at a
rate duly indexed with inflation under (CPI & FCY)
xii. Discount factor for calculation present value service charges shall be
standardized at 15%.
xiii. Service provider shall provide control dashboard and monthly report of
unavailability which shall be reviewed by a committee of three persons.
xiv. For Hardware supply, installation, testing and commissioning phase
Payment of hardware shall be made as per accepted rate of each item subject
to compliance with laid down specifications, installation, testing and
commissioning.
5.17 For Training Phase
Payment shall be made after completion of successful training as stated in TORs and as per
accepted rate. Part payment shall be allowed.
5.18 Defects Liability Periods
The Bidder shall be responsible for remedying any defects found in Solution during the
defects liability period. The defect liability period shall be 10 years calculated from the date
of completion of project.
5.19 Warranty of Hardware
The Bidder shall provide warranty of Hardware for a period of 10 years from the date of
completion of the project. In case any hardware became defective during said period the
Firms shall either repair the hardware or replace the same, as the case may be. The warranty
shall not cover the accidental breakage or caught by fire.
The warranty does not cover the following (if on account of P.R):
i. Burned
ii. Water damage
iii. Stolen
Technical Details
SECTION-6: CONTRACT AGREEMENT
Contract Agreement
For
IOT Based Fuel Management System
Directorate of Information Technology,

Pakistan Railway Headquarter Office,
Empress Road, Lahore.
AND
M/s Bidder
City
Agreement for Internet of Thing (IoT) Based Fuel Management System
THIS AGREEMENT is made at Lahore on this 00 Day of dd/mm/2023.
BETWEEN
The Directorate of Information Technology, Pakistan Railways, acting through the Director
IT, (hereinafter referred to as the "CLIENT" which expression shall, where the context
admits, include his successors-in-interest and assigns) of the One Part;
AND
M/s Bidder, (hereinafter referred to as the "BIDDER” acting through Mr.

duly authorized officer, of the Other Part.
WHEREAS
(A) The Client desires to develop and implement the “IOT base fuel Management
system” including development of Solution, installation, configuration of Solution,
System Requirements Specification (SRS) document other documentation and one
year bug free Solution maintenance as annexure in RPF).
(B) The Bidder is desirous of providing the services more fully described hereinafter.
(C) Pursuant to the negotiations held and understandings reached between the Bidder
and Client, the Client has accepted that it acquires the combination of services as
described in this Agreement from the Bidder, upon the terms and subject to the
conditions of this Agreement.
NOW THEREFORE, for good and valuable consideration the adequacy whereof is hereby
confirmed and the mutual benefits to be derived there from, the representations and
warranties, covenants, conditions and promises contained herein below and intending to be
legally bound, the Parties hereby agree as follows:
DEFINITIONS, INTERPERTATION AND SETTLEMENT OF DISPUTES`
ARTICLE 1: DEFINITIONS
Unless the context requires otherwise, the following terms shall have the respective
meaning ascribed thereto hereunder:
1.1 "Acceptance" or "Approval by the Client" or any grammatical variations thereof

means provisional written acceptance or provisional approval or authorization by the
Client.
1.2 "Acceptance Test Criteria" means the criteria for the provisional Acceptance of any
item, part or component of the Project as laid down in RPF.
1.3 "Acceptance Testing" means the testing or checking, as applicable, of any of the item,
part or component of the Project as per the Acceptance Test Criteria and procedure
laid down in RPF, and, subject to context, the verification of quality assurance of the
same.
1.4 "Agreement" means this Agreement between the Client and the Bidder, together
with all Schedules attached hereto.
1.5 "Client" means the Directorate of IT, Pakistan Railways
1.6 "Client’s Authorized Representative" means the Director IT or such other person as
the Director IT may from time to time notify in accordance with this Agreement.
1.7 "Contract Payments" means the payments set out in payment Schedule at Annexure-
II to this Agreement to be made by the Client to the Bidder, in the manner stipulated
therein, as the entire remuneration for the services to be rendered by the Bidder in
accordance with this Agreement.
1.8 "Contract Price" means total price of the contract which constitutes the only and
entire consideration payable by the Client to the Bidder for the successful Solution
development, implementation, testing and completion of the fuel management
system by the bidder and the performance of all its obligations in accordance with
the terms and conditions of this Agreement.
1.9 "Day(s)" means a day other than a gazette holiday.
1.10 "Effective Date" bears the meaning ascribed thereto in Article 4.
1.11 "Acceptance Certificate" means the certificate to be issued by the Client in
accordance.
1.12 "Force Majeure Event" bears the meaning ascribed thereto in Article 23.
1.13 "GOP" means the Government of the Islamic Republic of Pakistan.
1.14 "Implementation" means the carrying out of all activities envisaged to be carried out
by the Bidder as per the RPF
1.15 "Key Personnel" means the focal personnel mentioned in Article 8 provided by the
Bidder for the purposes of carrying out the services under this Agreement.
1.16 "Laws of Pakistan" means the federal, provincial and local laws of Pakistan, and all
orders, rules, regulations, statutory regulatory orders, executive orders, decrees,
judicial decisions, notifications, or other similar directives made pursuant thereto,
issued by any executive, legislative, judicial, or administrative entity, as any of them
may be amended from time to time.
1.17 "Loss" means any and all loss, damage, liability, payment obligation and all related
expenses (including reasonable legal fees) and expenses for remedial
action/measures.
1.18 "Notice to Proceed (“NTP”)" means formal instructions issued to the Bidder to
commence implementation of, the mutually agreed requirements of the Client.
1.19 "Pakistan" means the Islamic Republic of Pakistan.
1.20 "Party" means either the Client or the Bidder, as the case may be.
1.21 "Parties" means both Client and the Bidder.
1.22 "Payment Date" means the 30th day from the date on which the Client receives an
invoice from the Bidder, in accordance with the terms and conditions of this
Agreement.
1.23 "Project" means the “IOT based fuel management system” project with its attendant
Scope of Services as laid down in RPF, by the Client; with all components required for
its successful completion, testing and commissioning
1.24 "Project Plan" means the project plan mutually agreed between the Parties in
Annexure III which shall, inter alia, include the project timeline.
1.25 “Project Team” means the Client’s Project Team as notified to the Bidder by the
Client from time to time.
1.26 "Public Sector Entity" means the GOP and any sub-division thereof, courts or
tribunals in Pakistan any department, authority, instrumentality, agency or judicial
body of the GOP or any Provincial Government and any statutory or other corporation
subject to the overall control or direction as to matters of policy or otherwise under or
controlled by the GOP or a Provincial Government, but, for the purposes of this
agreement, does not include the Bidder.
1.27 "Quality Assurance" means inspections, reviews and tests as may be required by the
Client, from time to time, to be carried out/conducted by the Bidder to ensure that
the services rendered by the Bidder is strictly in accordance with the requirements of
this Agreement, in compliance to the requirements agreed prior to NTP, and the
Project.
1.28 "Rupee" and "Rs." mean the lawful currency of Pakistan.
1.29 "Scope of Services" means the services, described in RPF
1.30 "Site" means the Directorate of IT, PR, HQ, office, Empress Road, Lahore
1.31 "Bidder’s Representative" means the authorized representative of the Bidder who is
assigned and designated by the Bidder and notified to the Client in advance, to be
fully authorized and responsible for all decisions and communications on behalf of the
Bidder in connection with this Agreement.
ARTICLE 2: INTERPRETATION
2.1 The recitals and Schedules to this Agreement shall form an integral and substantial
part of this Agreement.
2.2 Headings in this Agreement are included for convenience of reference only and shall
not be construed as a part of this Agreement for any other purpose.
2.3 The singular includes the plural and vice versa;
2.4 The terms "include" and "including" mean "without limitation", unless otherwise
expressly stated.
2.5 Unless the context indicates otherwise, references to Articles, Sections, recitals and
Schedules are references to the Articles, Sections of, and the recitals and Schedules
to, this Agreement.
2.6 In carrying out its obligations and duties under this Agreement, each Party shall have
an implied obligation of good faith.
2.7 Works, materials, equipment or any other item or component being or forming part
of the Project described in words, when so applied, and having well known technical
or trade meaning shall be deemed to refer to such recognized meaning unless
required otherwise in the context.
2.8 In case of conflict or contradiction between the text of this Agreement and any of the
Schedules, the text of this Agreement excluding the Schedules shall prevail.
2.9 Correspondence:-
(a) Addresses. Except as otherwise expressly provided in this Agreement, all

correspondence or other communications to be given or made here-under shall be in
writing, shall be addressed for the attention of the persons indicated below and shall
either be delivered personally or sent by reputable courier, registered mail,
Acknowledgement Due, or facsimile. The addresses for general service of the Parties
and their respective facsimile shall be:
If to the Client:
Attention: Director IT
Mail: dirmis@pakrail.gov.pk
If to the Bidder:
Attention:
Mail:
Fax:
(b) Changes of Address. Any Party may by prior written notice to the other Party change
the address and/or addresses to which such correspondence and communication to it
are to be delivered or mailed.
2.10 The representatives of both the Parties for the purposes of this Agreement shall be
the appointed in the following manner by each Party for its internal and external
communications:
(a) Client’s Authorized Representative:
i. Clients’ Authorized Representative shall be the Director IT. The Client may from time
to time appoint some other person as the Client’s Authorized Representative in place
of the person previously so appointed, and shall give a notice of the name of such
other person to the Bidder without delay.
ii. The Director IT /Client’s Authorized Representative shall have the authority to
represent the Client on all day-to-day matters relating to the Project or arising out of
this Agreement. All correspondence, notices, instructions, orders, certificates,
approvals and all other communications pursuant to this Agreement shall be given by
the Director IT or by an officer authorized by him in this behalf, except as otherwise
provided for in this Agreement.
iii. All correspondence, notices, information and other communications required to be
given pursuant to this Agreement to the Client shall be given to the Director IT,
except as otherwise provided for in this Agreement.
iv. The Director IT shall issue with reasonable promptness such written clarifications or
interpretations of this Agreement as he may deem necessary, which shall be
consistent with or reasonably inferable from the overall intent of the Agreement.
(b) Bidder’s Representative.
i. Within Ten (10) days of the Effective Date, the Bidder shall nominate its
Representative and shall request the Client in writing to approve the person so
nominated. The request must be accompanied by detailed curriculum vitae of the
nominee, as well as a description of the responsibilities, which the nominee would
retain while performing the duties of Bidder’s Representative. If the Client does not
object to the nomination within seven (07) days, the Bidder’s Representative shall be
deemed to have been approved. If the Client objects to the nomination within seven
(7) days giving the reasons for such objections then the Bidder shall nominate a
replacement within thirty (30) days of such objections in accordance with this Article.
ii. Subject to the extensions and/or limitations (if any), the Bidder ’s Representative
shall have the authority to represent the Bidder on all day to day matters relating to
the Project or arising out of this Agreement. The Bidder’s Representative shall
address to the Director IT all correspondence and other communications under this
Agreement.
iii. All correspondence, notices, information and all other communications given by the
Client to the Bidder under this Agreement shall be given to the Bidder’s
Representative.
iv. The Bidder shall not revoke the appointment of its Representative without the
Client's prior written consent, which shall not be unreasonably withheld. Any request
for consent as aforesaid shall be accompanied by detailed curriculum vitae of the
proposed substitute. Approval of the substitute, in accordance with the procedure
set out in this Article by the Client shall precede the Client’s consent.
v. The Bidder’s Representative and staff shall work closely with the Client’s Project
Team and staff, and act within their own authority and abide by directives issued by
the Client that are consistent with the terms of this Agreement. The Bidder’s
Representative shall be responsible for managing the activities of it’s the Bidder’s
personnel so as to ensure compliance with the requirements of this Agreement.
vi. The Client may by notice to the Bidder object to any representative or person
employed by the Bidder in the execution of this Agreement who, in the reasonable
opinion of the Client is unsuitable or has behaved inappropriately. The Client shall
provide evidence of the same, whereupon the Bidder shall forthwith remove such
person from working on the Project.
vii. If any representative or person employed by the Bidder is removed in accordance
with Article 2.10, the Bidder shall, where required, promptly nominate a
replacement acceptable to the Client.
viii. The Bidder’s Representative shall devote his whole time to the Project.
2.11 No Waiver. No waiver by either Party of any default or defaults by the other Party
in the performance of any of the provisions of this Agreement:
i. shall operate or be construed as a waiver of any other or further default or defaults

whether of a like or different character; or neither the failure by either Party to
insist
ii. shall be effective unless in writing duly executed by a duly authorized representative
of such Party;
iii. on any occasion upon the performance of the terms, conditions and provisions of
this Agreement, nor any delay or other indulgence granted by one Party to the other
shall act as a waiver of such breach, an acceptance of any variation, or as the
relinquishment of any such right or any other right hereunder.
2.12 Non-collusion etc. Neither Party, nor its employees, agents and representatives
shall (i) solicit, attempt to accept or (ii) offer to pay, attempt to pay or pay, directly or
indirectly, any kick back, in the form of money, fee, commission, credit, gift, gratuity,
thing of value or compensation of any kind, to or from any person (including,
without limitation, any of the parties), or any officer, employee, agent,
representative or anyone else acting on behalf of such person, for the purpose of
obtaining, furnishing or acknowledging favorable treatment in connection with this
Agreement.
2.13 All additions, amendments and variations to this Agreement shall be binding only if
in writing and signed by duly authorized representatives of the Parties.
2.14 Governing Law: This Agreement and the rights and obligations hereunder shall be
interpreted, construed and governed by the Laws of Pakistan.
ARTICLE 3: RESOLUTION OF DISPUTES
3.1 Resolution by Parties
3.1.1 Discussion Period
If any dispute of any kind whatsoever shall arise between the Client and the Bidder in
connection with any opinion or recommendation or out of this Agreement, including
without prejudice to the generality of the foregoing, any question regarding its
existence, validity or termination, or the completion of the Project (whether during
the progress of implementation or after its achieving completion and whether before
or after the termination, abandonment or breach of the Agreement) the Parties shall
seek to resolve any such dispute or difference through mutual consultation.
3.2 Notwithstanding the existence of any dispute under this Article the Bidder shall carry
on performance of its obligations under this Agreement and maintain the progress
schedule, unless otherwise directed by or agreed with the Client in writing, provided
payments for work performed are made timely in accordance with this Agreement
and are not themselves in dispute.
SUBJECT MATTER OF THIS AGREEMENT
ARTICLE 4: TERM AND EFFECTIVE DATE
4.1 This Agreement shall become effective on the date of acceptance by the Client of the
Performance Guarantee furnished by the Bidder in accordance and shall continue in
full force and effect for a period of Ten (10) years (the "Term") unless terminated
earlier or extended further in accordance with the terms and conditions hereof.
4.2 The Term may be varied by mutual consent of the Parties on such terms and
conditions as may be mutually agreed.
ARTICLE 5: SCOPE OF SERVICES
5.1 The Bidder shall develop Solution for Fuel Management System as services described
in RFP along with all other terms & conditions. The RFP will be the integral part of this
contract.
5.2 The Bidder shall ensure that each milestone in the Project Plan is achieved on or
before its scheduled date. The Bidder shall also ensure that each part, item or
component of the Project shall be delivered, supplied, provided, installed, completed,
performed, inspected, tested and/or rendered, as the case may be, in accordance
with the applicable specifications contained in this Agreement and in RPF, and in a
good, workmanlike manner.
5.3 In the event of the Client requiring the Bidder to perform or render services in
addition to, or a change in, the Scope of Services as described in TOR, the Parties shall
mutually agree upon the terms and conditions subject to which any such services or
change shall be provided by the Bidder.
ARTICLE 6: REPRESENTATIONS & COVENANTS BY THE CLIENT
6.1 The Client hereby represents and warrants as follows:
6.1.1 The Client has the requisite power and authority to execute and deliver this
agreement and to perform the obligations hereunder undertaken.
6.1.2 To the best of its knowledge and belief, there exist no circumstances or reasons,
which are likely to threaten or adversely affect the performance of its obligations
under this Agreement.
6.1.3 This Agreement has been duly executed and constitutes a legal, valid and binding
obligation of the Client.
6.1.4 The Client shall exercise its powers under the Laws of Pakistan and any amendment
made thereto in a manner that is consistent with this Agreement.
6.2 The Client hereby covenants as follows:
6.2.1 Cross Hiring.
The Client and Bidder shall not offer employment to, nor solicit services of personnel
employed by the other during the term of this Agreement and for a period of two (2)
years thereafter unless approved by the other.
ARTICLE 7: REPRESENTATIONS, WARRANTIES & COVENANTS BY THE BIDDER
7.1 The Bidder represents and warrants to the Client that:
7.1.1 The Bidder is duly constituted and exists under the laws applicable to it and has, so
far as is material to the Client, complied with all requirements of all other applicable
Laws of Pakistan and has all requisite power and authority to conduct its business
and to own its properties.
7.1.2 To the best of its knowledge and belief, there exist no circumstances or reasons,
which are likely to threaten, prevent or adversely affect the performance of its
obligations under this Agreement.
7.1.3 This Agreement has been duly authorized, executed and delivered by the Client and
constitutes the legal, valid and binding obligation of the Client.
7.1.4 To the best of its knowledge and belief, the execution, delivery and performance of its
obligations under this Agreement by the Bidder will not constitute a violation of any
statute, judgment, order, decree or regulation or rule of any court, governmental
authority or arbitrator of competent jurisdiction applicable or relating to it, its assets
or its business.
7.2 The Bidder hereby covenants as follows:
7.2.1 The Bidder shall provide, deliver, render, perform, test, commission and transfer, as
applicable, the services relating to the Project in accordance with:
(i) This Agreement along with the RPF & Annexure.
(ii) All applicable Laws of Pakistan; and
7.2.2 The Bidder shall ensure that each milestone in the Project Plan is achieved on or
before its scheduled date. The Bidder covenants that the Scope of Services shall be
delivered, supplied, provided, completed, performed, commissioned, tested, and/or
rendered, as the case may be, in accordance with the applicable specifications
contained in this Agreement and the RPF, and in a good, workmanlike manner, and in
accordance with sound practices and acceptable.
7.2.3 The Bidder shall (a) at all times, maintain its corporate existence in compliance with
the Laws of Pakistan; (b) at all times hereunder comply with all Laws of Pakistan
applicable to the Bidder; (c) procure and maintain all consents, authorizations,
permits, etc. for use of the Solution tools necessary for its performance under this
Agreement; and (d) pay all prescribed fees & taxes in connection with such consents,
authorizations, permits, etc.
7.2.4 Upon request of the Client, and at no cost to the Client, the Bidder shall cause an
independent counsel to issue an opinion to the Client affirming the representations
and covenants contained in this Article and setting forth such further particulars as
the Client may reasonably request.
(i) Data/Information: With reasonable promptness, such other data and information as the
Client may reasonably request, from time to time, in respect of this Agreement.
7.3 The Bidder represents, undertakes and warrants that:
7.3.1 It has experience and expertise in performing its obligations, including, without
limitation, all services and work, under this Agreement and the performance as
aforesaid by the personnel provided by the Bidder under this Agreement shall be in
strict accordance with all conditions, requirements and specifications contained in this
Agreement and all applicable Laws of Pakistan and shall reflect the level of care, skill,
knowledge and judgment required or reasonably expected for performance of such
obligations and services internationally.
7.3.2 It will provide services in a sound professional manner through qualified personnel,
conforming to (i) the highest standards and practices and (ii) the specifications and
other requirements laid down in this Agreement.
ARTICLE 8: Staff Assigned
8.1 Personnel
8.1.1 General
All services under this Agreement shall be performed by personnel having requisite
knowledge and training in work of the nature to be performed by the Bidder. The
Client shall have the right upon written notice to require the Bidder to remove any
employee/personnel from performing services under this Agreement if the Client
determines reasonably that his/her employment is not in the interest of the Project.
The Bidder shall forthwith replace any such employee that is so removed from the
project with a person of similar qualifications, experience and standing acceptable to
the Client.
8.1.2 Any employee/personnel who for reasons such as retirement, resignation or

termination of service ceases to be deployed by the Bidder for the purposes of the
Project shall be forthwith replaced by the Bidder with a person of similar qualifications,
experience and standing acceptable to the Client
8.1.3 Key Personnel
The following Key Personnel shall be deployed by the Bidder for the execution of the
Project, who shall not, in the absence of the Client exercising its authority under Article
8.1.2 be reassigned or replaced, till such time as they have successfully completed
their respective assignments/tasks to the satisfaction of the Client:
1. Project Manager / Team Leader

2. Solution Developer
3. Data Base Development Expert
4. Data Base Application Developer / Specialist
5. Solution Engineer
6. Network Administrator
7. Hardware Specialist
8. Network Engineer
9. Hardware Solution Designer
10. Web Developer
11. Network Technician
8.1.4 In addition to the Key Personnel, the other staff will assist the key Personnel in the
execution of the Project and shall remain available for the purposes of the Project
during the Term.
8.1.5 Nothing in this Article shall create any employer-employee relationship between the
Client and the Bidder or the Bidder’s employees, agents, Firms and the Client, and the
Bidder shall be responsible for payment of all wages, salaries, fees, insurance, taxes,
fringe benefits and other financial obligations or expenses (including workers'
compensation) applicable to its employees, agents and Firms in accordance with the
Laws of Pakistan.
A. PAYMENTS
ARTICLE 9: CONTRACT PRICE AND PAYMENTS, METHOD
9.1 CONTRACT PRICE:
9.1.1 The Contract Price means the Bidder ’s entire remuneration payable by the Client in
accordance with the terms of this Agreement totaling an amount of PKR.----------/=
payable in accordance with payment schedule annexure I subject to such deductions
as may be required pursuant to this Agreement or the Laws of Pakistan.
9.1.2 There shall be no change in the Contract Price or any other rates or prices under this
Agreement as a result of any fluctuation whatsoever in any foreign currency – Pak
Rupee parity or inflation.
9.1.3 The Contract Price covers all the obligations of the Bidder required to be performed
under this Agreement relating to the provision of the Scope of Services and the
successful implementation, commissioning and testing, of the Project within the
scope of this Agreement and all other obligations ancillary or incidental thereto.
9.2 PAYMENT METHOD:
9.2.1 The Bidder’s request for payment shall be made to the Client in writing, accompanied
by the Acceptance Certificate, the System Requirement Specification, on completion
of Solution Application, on deployment, Training and on completion of project. All
payments will be made in accordance with payment Schedule as annexed.
9.2.2 All payments to the Bidder pursuant to this Agreement shall be provisional and
subject to such adjustment as may be necessary till such time as the Bidder has
rectified any defects pointed out by the Client and the Final Acceptance Certificate has
been issued.
ARTICLE 10: PERFORMANCE GUARANTEE
10.1 The Performance Guarantee shall guarantee the proper and effectual performance of
all obligations assumed by the Bidder pursuant to this Agreement.
ARTICLE 11: TAXES AND DUTIES
11.1 Except as otherwise specifically provided in this Agreement, the Bidder shall bear and
pay all taxes, duties, levies and charges assessed on the Bidder by any Public Sector
Entity in connection with the Scope of Services to be rendered by the Bidder
pursuant to this Agreement.
11.2 Notwithstanding the foregoing, the Client shall: -
Not be responsible for the Bidder ’s corporate, personal or any other taxes (including,
without limitation, super tax, surcharges, etc.) or those of any other employees,
servants, agents of the Bidder whether on their income, assets, business, turnover, or
any other basis; and
Make all applicable lawful deductions and withholdings from amounts due to the
Bidder from time to time and furnish to the Bidder a copy of the treasury challans of
such deductions and withholdings. If the Bidder is eligible for any tax exemptions
allowable under the Laws of Pakistan, those shall be obtained directly by the Bidder
from the concerned authorities/agencies.
B. INTELLECTUAL PROPERTY
ARTICLE 12: INTELLECTUAL PROPERTY
12.1 Copyright
12.1.1 The Intellectual Property Rights in respect of Solution and other such Solution shall
remain vested in the respective legal owners of such copyrights. All intellectual
property rights in respect of application Solution developed by the Bidder for this
Project shall be vested with the Directorate of IT, Pakistan Railway.
12.1.1 The Client’s contractual rights to use the Fuel Management System or components
of this Solution may not be assigned, licensed, or otherwise transferred voluntarily
without the written consent of the Client.
12.1.1 The Intellectual Property Rights of the Fuel Management System implemented by
the Bidder against the specific requirements agreed between the two parties shall
rest with the Client. Such Solution shall be provided by the Bidder to the Client for
unrestricted use.
ARTICLE 13: SOLUTION LICENSE AGREEMENTS:
13.1 Except to the extent that the Intellectual Property Rights in the Solution vest in the
Client, the Bidder hereby grants to the Client license to access and use the Fuel
Management System, including all developments, designs and logics embodied in
the Solution developed or provided for the purposed of this Project.
(a) Such license to access and use the Solution shall be:
i. non-exclusive; ii. Irrevocable;
iii. valid throughout Pakistan and such other territory where any of the Sites
(present and future) are situated
(b) Such license to access and use the Solution shall permit the Solution to be:
i. used or copied for use of the Project

ii. used or copied for use for the Project if the system or any of its components
are replaced;
iii. if the nature of the System is such as to permit such access, accessed from
other computers connected to the primary and/or backup computer(s) by
means of a local or wide area network or similar arrangement, and used on or
copied for use on those other computers to the extent necessary to that
access;
iv. reproduced for safekeeping or backup purposes;
v. modified, adapted, or combined with other Solution for use by the Client
provided that derivative Solution incorporating any substantial part of the
delivered, restricted Solution shall be subject to the same restrictions as are
set forth in this Contract;
ARTICLE 14: TRANSFER OF RIGHTS
14.1 Upon the issuance of the Final Acceptance Certificate by the Client to the Bidder,
the Client shall have the complete and exclusive ownership (including all right, title
and interest, whether copyright or any other, as applicable) of each component of
the Project including such items as are designed, developed, made, or created by
the Bidder specifically for the Client pursuant to this Agreement including any
written Deliverables, etc.
ARTICLE 15: FORCE MAJEURE EVENT
15.2 Definition:
15.1.1 "Force Majeure Event" shall mean any event or circumstance or combination of
events or circumstances that is beyond the control of a Party and that on or after
the date of signing of this Agreement, materially and adversely affects the
performance by that Party of its obligations or the enjoyment by that Party of its
rights under or pursuant to this Agreement; provided, however, that any such
event or circumstance or combination of events or circumstances shall not
constitute a "Force Majeure Event" within the meaning of this Article 15 to the
extent that such material and adverse effect could have been prevented,
overcome, or remedied in whole or in part by the affected Party through the
exercise of due diligence and reasonable care, it being understood and agreed that
reasonable care includes acts and activities to protect the Project from a casualty
or other reasonably foreseeable event, which acts or activities are reasonable in
light of the likelihood of such event, the probable effect of such event if it should
occur and the likely efficacy of the protection measures. "Force Majeure Events"
hereunder shall include each of the following events and circumstances that occur
inside or directly involve Pakistan, but only to the extent that each satisfies the
above requirements:
15.1.2 Any act of war (whether declared or undeclared), invasion, armed conflict or act of
foreign enemy, blockade, embargo, revolution, riot, insurrection, civil commotion,
act or campaign of terrorism, or sabotage;
15.1.3 Strikes, works to rule or go-slows that are widespread or nationwide;
15.1.4 Change in Laws of Pakistan; and
15.1.5 Other events beyond the reasonable control of the affected Party, including, but
not limited to, uncontrollable events, namely, lightning, earthquake, flood, storm,
cyclone, typhoon, or tornado, epidemic or plague, radioactive contamination or
ionizing radiation.
15.1.6 Dissolution of < Ministry of Railway > by Government Order
15.1.7 Notwithstanding the foregoing Force Majeure Events shall expressly not include the
following conditions, except and to the extent that they result directly from a Force
Majeure Event:
i. Late delivery of equipment, materials, hardware, spare parts or consumables

for the Project;
ii. A delay in the performance of its obligations by the Bidder ; and
iii. Normal wear and tear or random flaws in materials and equipment or
breakdowns in equipment.
15.1.8 Effect of Force Majeure: Neither Party shall be liable to the other for failure to
perform any of its obligations pursuant to this Agreement in the event that its
performance is prevented or hindered by a Force Majeure Event.
15.2 Duty to Mitigate
15.2.1 The affected Party shall use all efforts to mitigate the effects of a Force Majeure
Event, including, but not limited to, the payment of all such sums of money by or
on behalf of the affected Party, which sums are reasonable in light of the likely
efficacy of the mitigation measures.
ARTICLE 16: TERMINATION AND ITS CONSEQUENCES
16.1 Each of the following events shall be events, which if not cured within the time
period permitted (if any) to cure, shall give rise to the right on part of the Client to
terminate this Agreement provided, however, that no such event shall be an event
of default
(i) If it results from a breach by the Client of the terms and conditions of this
Agreement,
(ii) If it is excused pursuant to Article 15 as a result of a Force Majeure Event:
a Failure of the Bidder to commence performance of its obligations under this

Agreement within ten (10) days of its come into force.
b The abandonment by the Bidder of any of its obligations in terms of this
Agreement for more than ten (10) consecutive Days;
c The assigning of part or all of the Scope of Services by the bidder or to any
other Person or entity without prior consent of the Client;
d Any other breach of the Agreement by the bidder or that is not remedied
within thirty (30) Days of notice from the Client that states that a breach of
the Agreement has occurred identifying the breach in question in reasonable
detail, and demanding remedy thereof.
Notice of Termination: Upon occurrence of an Event of Default, that is not cured within the
applicable period (if any) for cure, the Client may, at its option, initiate termination of this
Agreement by delivering a written notice ("Notice of Intent to Terminate") of its intent to
terminate this Agreement to the Bidder. The Notice of Intent to Terminate shall specify in
reasonable detail the Event of Default or the Force Majeure Event, as the case may be, giving
rise to the Notice of Intent to Terminate.
16.2 Consultation: Following a Notice of Intent to Terminate, the Parties shall consult
for a period of up to thirty (30) Days, or for such longer period as the Parties may
mutually agree, as to what steps shall be taken with a view to mitigating the
consequences of' the relevant event taking into account all prevailing
circumstances. During the period following delivery of the Notice of Intent to
Terminate, the Bidder may continue to undertake efforts to cure the default, and if
the default is so cured at any time prior to the delivery of a Termination Notice,
then the Client shall have no right to terminate this Agreement in respect of such
cured default.
16.3 Termination Notice: Upon expiration of the aforesaid consultation period and
unless the Parties shall have otherwise agreed or unless the Event of Default giving
rise to the Notice of Intent to Terminate shall have been remedied/cured and
compensation paid or modalities of payment agreed therefore as aforesaid, the
Client may terminate this Agreement by delivering a Termination Notice to the
Bidder, whereupon this Agreement shall immediately terminate.
16.4 Other Remedies: The exercise of the right to terminate this Agreement, as
provided herein does not preclude the Client from exercising other remedies that
are provided herein or are available in law. Remedies are cumulative, and the
exercise of, or failure to exercise, one or more of them shall not limit or preclude
the exercise of, or constitute a waiver of, other remedies.
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first
above written.
For and on behalf of Client For and on behalf of Bidder
Signature: _______________ Signature: ____________________
Name: Name
Designation: Director IT&MIS Designation:
Place of Signature: P.R/HQ, Lahore Place of Signature: P.R/HQ, Lahore
1. Witness: 2. Witness:
Signature Signature
Name: Name:
NIC No. NIC No.
3. Witness: 4. Witness:
Signature Signature
Name: Name:
NIC No. NIC No.
Annexure I
Schedule of Payment
6.1 Schedule of Payment

Payment shall be made as per following terms.
i. The schedule of payment will be based on the percentage of units installed on the
system subject to third party verification. The schedule of payment will be as under:
Percentage of units installed on

the system and verified by the Payment to be made
third party.
30% 30%
60% 30%
80% 20%
100% 10% after complete installation
After completion of warranty 10%
period
ii. The service charges of O&M will be paid on quarterly basis.

iii. The period for completion of installation will be one year.
iv. No cost shall be paid upfront of whatsoever nature.
v. All costs direct/indirect incidental to the project to include in the billing rate.
vi. Term of the contract shall be 10 years.
vii. The project shall be carried out on Build Own Operate and Transfer (BOOT).
viii. Financial model covering all details of project financial shall be shared with PR.
ix. Project proposals shall be financially evaluated on the basis of present value of
cumulative service charges paid to service provider on all-inclusive bases.
x. Taxes and duties/government levies shall be the responsibility of service
provider.
xi. No of units may be increased/decreased with mutual discussion up to 15% at a
rate duly indexed with inflation under (CPI & FCY)
xii. Discount factor for calculation present value service charges shall be
standardized at 15%.
xiii. Service provider shall provide control dashboard and monthly report of
unavailability which shall be reviewed by a committee of three persons.
xiv. For Hardware supply, installation, testing and commissioning phase
Payment of hardware shall be made as per accepted rate of each item subject
to compliance with laid down specifications, installation, testing and
commissioning.
Service provider shall provide control dashboard and monthly report of unavailability which
shall be reviewed by a committee of three persons.
1. For Solution development phase
2. For Hardware Supply, Installation, Testing and Commissioning Phase
Payment of hardware shall be made as per accepted rate of each item subject to
compliance with laid down specifications, installation, testing and commissioning.
3. For Training Phase
Payment shall be made completion of successful training as stated in TORs and as

per accepted rate. Part payment shall be allowed.
Note:
I. Liquidated Damages for Delay
If the Bidder fails to comply with the Time for Completion in accordance with TORs, then the
Bidder shall pay to the Employer the liquidated damages amounting Rs.5000/- per day, for
such default and not as a penalty (which sum shall be the only monies due from the Bidder
for such default) for the time period which shall elapse between the relevant Time for
Completion and the date of completion, subject to the maximum limit of 10% of delayed
portion. The payment or deduction of such damages shall not relieve the Bidder from his
obligation to complete the Assignment, or from any other of his obligations and liabilities
under the Contract.
II. Extension in Completion Time
Extension in completion time can be granted by the Client with or without imposition of
Liquidity Damages. However, any such extension of time without Liquidity Damages shall
only be granted if the Client is satisfied that the delay in completion was not due to default
by the Firms.
III. Defects Liability periods
The Bidder shall be responsible for remedying any defects found in the Solution during the
defects liability period. The defect liability period shall be 10 years calculated from the date
of completion of project.
IV. Warranty of Hardware
The Bidder shall provide warranty of Hardware for 10 years period from the date of
completion of the project. In case any hardware became defective during said period the
Firms shall either repair the hardware or replace the same, as the case may be. The warranty
shall not cover the accidental breakage or caught by fire.

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Request for Proposal (RFP)

IoT Based Fuel Management System

Request for Proposal

IoT Based Fuel Management System

(Development, Installation, Commissioning & Maintenance)

Form General-1 – Basic Information ___________________________________________________ 6

Form General-2 - Litigation History____________________________________________________ 7

SECTION-2: INSTRUCTIONS TO FIRMS _________________________________________________ 8

2.1 INTRODUCTION _____________________________________________________________ 9

2.2 Conflict of Interest___________________________________________________________ 9

2.3 Conflicting Activities _________________________________________________________ 9

2.4 Conflicting assignments ______________________________________________________ 9

2.5 Conflicting relationships _____________________________________________________ 10

2.6 Unfair advantage ___________________________________________________________ 10

2.7 Fraud and Corruption _______________________________________________________ 10

2.8 Only One Proposal _________________________________________________________ 11

2.9 Proposal Validity ___________________________________________________________ 12

2.10. CLARIFICATION AND AMENDMENT OF RFP DOCUMENTS _________________________ 12

2.11. PREPARATION OF PROPOSAL _______________________________________________ 12

SECTION 3: TECHNICAL PROPOSAL FORMAT AND CONTENT ______________________________ 13

4.2. PROPOSAL EVALUATION _____________________________________________________ 15

4.3 Evaluation of Technical Proposal _______________________________________________ 15

4.4 Acceptance Criteria ________________________________________________________ 16

4.5 Public Opening and Evaluation of Financial Proposals ______________________________ 16

4.6 AWARD OF AGREEMENT _____________________________________________________ 16

4.7 CONFIDENTIALITY __________________________________________________________ 16

4.8 INTEGRITY PACT ___________________________________________________________ 17

4.9 TIME FOR COMPLETION _____________________________________________________ 17

4.10 BID SECURITY _____________________________________________________________ 17

4.12 Extension in Completion Time ________________________________________________ 18

4.13 Defects and Warranty of Hardware ____________________________________________ 18

4.14 Payment to the contractor ___________________________________________________ 18

4.15 Installation and Modification of Equipment ______________________________________ 18

SECTION-5: TERMS OF REFERENCE (TOR) _____________________________________________ 32

5.2 BACKGROUND: ____________________________________________________________ 32

5.3 Scope of Work: ____________________________________________________________ 33

5.4 Disaster & Recovery ________________________________________________________ 41

5.5 Data Backup ______________________________________________________________ 41

5.6 Instructions to Bidder _______________________________________________________ 41

5.7 System Study ______________________________________________________________ 42

5.8 Develop / Customized Application Solution ______________________________________ 42

5.9 Responsibilities and Commitments_____________________________________________ 48

5.10 Assignment Outputs/Deliverables _____________________________________________ 49

5.11 High Level Functional/Non-Functional Requirements ______________________________ 50

5.12 Duration/ Completion Time of Complete Project Including Testing ____________________ 52

5.13 Performance Security _______________________________________________________ 52

5.14 Liquidated Damages for Delay ________________________________________________ 52

5.15 Extension in Completion Time ________________________________________________ 53

5.16 Schedule of Payment________________________________________________________ 53

5.17 For Training Phase __________________________________________________________ 54

5.18 Defects Liability Periods _____________________________________________________ 54

5.19 Warranty of Hardware ______________________________________________________ 54

SECTION-6: CONTRACT AGREEMENT_________________________________________________ 70

No._____________ Date: - dd/mm/2023

IoT (Internet of things) Based Fuel Management System

Section 1: General Information

i. Applied as Single Entity or Joint Venture, please specify.

S. % share proposed for this

 The Firms are required to provide accurate information on any litigation or

Form General-1 – Basic Information

In case of JV above information should be provided for all partners.

Form General-2 - Litigation History

2.2 Conflict of Interest