Bihar Renewable Energy Development Agency

(A Government Agency under Energy Department)

REQUEST FOR PROPOSAL (RFP)

For

Selection of Agency for “Design, Development and Implementation of

a Single Window System Clearance portal along with 5 years of
Operation & Maintenance in the state of Bihar for Bihar Renewable
Energy Development Agency (BREDA)”.

RFP No: BREDA/TENDER/SWCS/01/2025-26

Bihar Renewable Energy Development Agency

(A Govt. Agency under Energy Department)
2nd Floor, “Vidyut Bhawan” Building No- II, Bailey Road,
Patna, Bihar– 800021,
Tel: 0612-2505734 Fax: 0612-2505572
Toll Free: - 18003456204
Website: [Link] Email: [Link]@[Link]
(Through e-procurement mode only- [Link])
Table of Contents
1. Bid Information…………………………………………………………………….5
2. Tendering Process ....................................................................................................5
3. Definitions ................................................................................................................7
3.1. Definitions ...........................................................................................................7
3.2. Interpretation .......................................................................................................8
4. Instructions to bidders ..............................................................................................8
4.1. Invitation to Bid ..................................................................................................8
4.2. Pre-Bid Meeting & Clarifications .......................................................................9
4.2.1. Pre-Bid Conference ....................................................................................9
4.2.2. Responses to Pre-Bid Queries & Corrigendum .........................................9
4.2.3. Cost of Bidding ..........................................................................................9
4.2.4. Language of Proposal .................................................................................9
4.2.5. Proposal Preparation ................................................................................10
4.2.6. Currency of Proposal & Payment ............................................................10
4.2.7. Tender Document Fee ..............................................................................10
4.2.8. Bidding Process…………………………………………………………10
4.2.9. Proposal Validity of Bids……………………………………………….11
[Link] & Sub-Contracting ...............................................................11
[Link] Money Deposit (EMD) ...............................................................12
[Link] Bid ............................................................................................12
[Link] ........................................................................................12
[Link] for Submission of Proposals .....................................................12
[Link] Proposals ..........................................................................................12
[Link] to Accept or Reject .........................................................................12
[Link] or Fraudulent Practices ...............................................................13
[Link] of Proposal – Additional Conditions ....................................13
5. ELIGIBILITY CRITERIA .....................................................................................13
5.1. PRE-QUALIFICATION CRITERIA- ..............................................................13
5.2. TECHNICAL EVALUATION CRITERIA:.....................................................16
6. Background Information ........................................................................................18
6.1. About BREDA ..................................................................................................18
6.2. Stakeholders Involvement .................................................................................18
7. Scope of Work ........................................................................................................20
7.1. Overview ...........................................................................................................20
7.1.1. Challenges ................................................................................................21
[Link]. Fragmented Approval Processes………………………………………………….21

Page 1 of 69
 [Link]. Parallel Clearances ................................................................................................ 21
[Link]. Lack of Time-bound Accountability ..................................................................... 21
[Link]. Manual & Paper-based Workflows ...................................................................... 21
[Link]. Low Transparency for Applicants ....................................................................... 21
[Link]. Disconnected Departmental Systems................................................................... 21
[Link]. Weak Monitoring & Reporting ............................................................................ 21
[Link]. Unstructured Communication .............................................................................. 21
[Link]. No Standard KPI Monitoring ............................................................................... 22
[Link]. Strategic Objectives ............................................................................................ 22
7.2. Requirement Study ............................................................................................22
7.3. Design ...............................................................................................................22
7.4. Development .....................................................................................................22
7.4.1. Web Based Single Window Portal ...........................................................23
7.5. Integration……………………………………………………………...……...23
7.6. Overview and Flow Chart …………………………….....................................24
7.7. Testing ...............................................................................................................25
7.8. Application Hosting ..........................................................................................26
7.9. Training, Capacity Building & Handholding Support ......................................26
7.10. Third Party Audit ..........................................................................................26
7.11. SSL Certification ...........................................................................................27
7.12. UAT & Go-Live……………………………………………………………27
7.13. Operation and Maintenance ..........................................................................27
[Link], Portal and Application Support ...............................................27
[Link] Maintenance ..............................................................................28
[Link] or Infra Support ...........................................................................28
[Link] Administration ...........................................................................28
[Link] and Restore Management ............................................................28
[Link] and Network Administration .......................................................29
7.14. Version Control .............................................................................................29
7.15. Project Support Team………………………………………………………29
7.16. Change Management Team ...........................................................................30
7.17. Exit Plan ........................................................................................................31
7.18. Project Documentation ..................................................................................32
7.19. Project Timeline ............................................................................................32
7.20. Payment Schedule .........................................................................................32
8. Functional Requirement .........................................................................................33
9. Non-Functional Requirement .................................................................................35
10. GENERAL CONDITIONS OF CONTRACT .......................................................38

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10.1. Project Timeline ............................................................................................38
10.2. Payment Terms ..............................................................................................38
10.3. Applicability of Conditions ...........................................................................38
10.4. Relationship Between Parties ........................................................................38
10.5. Standards of Performance .............................................................................38
10.6. Applicable Law .............................................................................................38
10.7. Performance Bank Guarantee (PBG) ............................................................39
10.8. Termination of Contract ................................................................................39
10.9. Penalty / change request/Liquidated Damages..............................................39
10.10. Project Duration, Phases & Extension ..........................................................40
a) Overall Duration ....................................................................................40
b) Implementation Phase ............................................................................40
c) Operations & Maintenance (O&M) Phase .............................................40
10.11. Change Request Management .......................................................................40
10.11.1. Definition ...............................................................................................40
10.11.2. Initiation .................................................................................................40
10.11.3. Impact Assessment.................................................................................41
10.11.4. Approval ................................................................................................41
10.12. Termination for Insolvency ...........................................................................41
10.13. Termination for Convenience........................................................................41
10.14. Force Majeure ...............................................................................................41
10.15. Debarred/ Blacklisted……………………………………………………...41
10.16. Change in Law……………………………………………………………..42
10.17. Relief for change in Law…………………………………………………...42
10.18. Taxes & Duties ..............................................................................................43
10.19. Resolution of Disputes ..................................................................................43
10.20. Clarification of Bids ......................................................................................43
10.21. Confidentiality...............................................................................................43

Page 3 of 69
Disclaimer
1. This Request for Proposal (RFP) for Selection of System Integrator (SI) for
“Design, Development, Implementation of a Single Window Clearance System
portal with 5 years of Operation & Maintenance for Bihar Renewable Energy
Development Agency (BREDA) ”.
2. Though adequate care has been taken while preparing the Request for Proposal
(RFP) document (inclusive of Formats and Annexure), the Bidder shall satisfy
themselves that the document is complete in all respects. Intimation of any
discrepancy shall be given to this office immediately. If no intimation is
received from prospective Bidder on or before pre-bid meeting date, it shall be
considered that the RFP document is complete in all respects and has been
received by the Bidder.
3. Bihar Renewable Energy Development Agency (BREDA) reserves the right to
modify, amend or supplement RFP documents including all formats and
annexure at any time before Bid submission date. Interested Bidders are advised
to follow and keep track of [Link] website for updated
information. BREDA is not obligated to send/ communicate separate
notifications for such notices/ amendments/ clarification etc. in the print media
or individually. BREDA shall not be responsible and accountable for any
consequences to any party.
4. While this RFP has been prepared in good faith, neither BREDA nor their
employees or advisors make any representation or warranty, expressed or
implied, or accept any responsibility or liability, whatsoever, in respect of any
statement or omissions herein, or the accuracy, completeness or reliability of
information and shall incur no liability under any law, statute, rules or
regulations as to the accuracy, reliability or completeness of this RFP, even if
any loss or damage is caused by any act or omission on their part.
5. The capitalized term or any other terms used in this RFP, unless as defined in
RFP or repugnant to the context, shall have the same meaning as assigned to
them by the Electricity Act, 2003 or Company Act, 1956/2013, Income Tax
Act, and the rules or regulations as per applicable Acts.
6. BREDA shall be the final authority with respect to qualifying a bidder through
this RFP. The decision in selecting the System Integrator who qualifies through
this RFP shall be final and BREDA reserves the right to reject any or all the
bids without assigning any reason thereof.
7. BREDA may terminate the RFP process at any time without assigning any
reason and upon such termination BREDA shall not be responsible for any
direct or indirect loss or damage arising out of such a termination.

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 1. BID INFORMATION:
S. No. Activity Duration
Online start Download date of 09/03/2026 ,12:00 Hrs. onwards ([Link])
1. Tender Documents
Cost of Bidding Document 1. Non-Refundable Cost of Bidding Document Fee of INR
(Submission of Cost of Bidding 11,800.00 including 18% GST to be paid through (Internet
Document is mandatory for all Payment Gateway (IPG), Challan.
2 bidders (No exemption for 2. E-tender Processing Charges as per E-Proc2, to be paid
MSME/ SSI / NSIC registered through online mode i.e. internet payment gateway
agency.) (Debit/credit card, Net banking, NEFT, RTGS).
16/03/2026 at 11.00 Hrs. (Bihar Renewable Energy
3. Pre-bid meeting Development Agency”, 2nd Floor, Vidyut Bhawan, Building
No.2, Bailey Road, Patna – 800021. Bihar, India.)
4. Date/Time for online up to 30/03/2026 at 17:59 Hrs. ([Link])
submission/ uploading of
offer/Bid
Last date for submission of 30/03/2026 at 17:00 Hrs. (Bihar Renewable Energy
5. proof of Cost of Bidding Development Agency”, 2nd Floor, Vidyut Bhawan, Building
Document Fee, Bid Security No.2, Bailey Road, Patna – 800021. Bihar, India.)
(EMD) Fee in Original Hard
Copy.
6. Date & time for opening of 01/04/2026 at 15:30 Hrs. ([Link])
Technical Bid
7. Validity of Bid 180 days from the date of opening of Technical Bid.
8. Bid Security (EMD) INR 2 Lakhs
9 Date time and place of To be informed later after technically qualified bidder.
opening of Financial Bid ([Link])

Note: This document is not transferable.

All bidders are advised to check for any further clarifications and corrigendum related to this
RFP at the website [Link]
2. TENDERING PROCESS
e-Procurement Process – Instructions for Submission of Proposals
(Electronic Mode Only)
1. Bidders shall submit their bids only through the Government of Bihar e-
Procurement Portal at [Link]
2. To participate in the e-tendering process, bidders must possess a valid
Class II or Class III Digital Signature Certificate (DSC) and an active User
ID registered on the e-Procurement portal.
a) Registration on the portal is mandatory for online bid submission.
b) Offline bids shall not be accepted.
3. Bidders shall submit:
o Eligibility & Qualification documents
o Technical Bid
o Financial Bid
In the prescribed online formats available on the e-Procurement portal.

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Scanned copies of all supporting documents shall be uploaded and digitally
signed, confirming their authenticity.
4. All documents must be uploaded in their respective e-forms. Failure to
upload documents in prescribed locations shall result in rejection of the
bid.
5. The Tender Document Fee shall be paid only through online payment
modes such as Net Banking / Credit Card / Debit Card / NEFT / RTGS, as
enabled on the portal.
6. The Earnest Money Deposit (EMD) shall be paid either:
o Through online mode, or
o Through manual mode in the form of Bank Guarantee / Demand Draft,
as per Section 4 of this RFP.
Note:
• Bids along with required payments must be submitted before the
deadline specified in the Bid Information.
• BREDA shall not be responsible for delays due to internet issues,
system failures, holidays, or payment gateway problems.
7. Opening of bids shall be conducted online only through the e-Procurement
portal.
8. Any corrigendum, amendment, or extension of dates shall be notified only
through the e-Procurement website.
9. For technical assistance related to e-Procurement, bidders may contact:
eProc 2.0 Help Desk
RJ Complex, 2nd Floor, Opposite Vidyapeeth Institute, Khajpura, Ashiana
Road, P.S. - Shastri Nagar, Patna 800 014, Bihar. (supported by mjunction)
📞 Toll Free: 1800 572 6571
📧 Email: eproc2support@[Link]
🌐 [Link]

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3. DEFINITIONS
3.1. Definitions
Unless the context otherwise requires, the following terms shall have the meanings
assigned to them below:
i. “Bidder” means any company, firm, LLP, consortium, or legal entity submitting
a proposal in response to this RFP.
ii. “BREDA” means Bihar Renewable Energy Development Agency, a Govt.
Agency under Energy Department, Government of Bihar.
iii. “Client” means BREDA, including its officers, employees, and any authorized
representatives acting on its behalf.
iv. “Day” means a calendar day, unless otherwise specified.
v. “EMD” means Earnest Money Deposit submitted by the Bidder in accordance
with the provisions of this RFP.
vi. “Go-Live” means the date on which the System is formally accepted by BREDA
after successful completion of User Acceptance Testing (UAT) and issuance of
Go-Live approval.
vii. “LoA” means the Letter of Award issued by BREDA to the Selected Bidder.
viii. “PBG” means Performance Bank Guarantee furnished by the Selected
Bidder.
ix. “Project” means the Design, Development & Implementation of the Single
Window System portal along with 5 years of Operation & Maintenance for
Bihar Renewable Energy Development Agency (BREDA) in the state of
Bihar as defined in the Scope of Work of this RFP.
x. “RFP” means this Request for Proposal, including all schedules, annexures,
appendices, corrigenda, addenda, and amendments issued in connection
therewith.
xi. “SWCS” means Single Window Clearance System.
xii. “Scope of Work (SoW)” means the description of services, deliverables,
roles, responsibilities, and obligations to be performed by the Selected Bidder or
System Integrator (SI) under this RFP and the Contract.
xiii. “Selected Bidder” means the Bidder to whom the Letter of Award (LoA) is
issued by BREDA.
xiv. “SLA” means Service Level Agreement, defining performance standards,
service levels, timelines, penalties, and related obligations of the SI.
xv.“System” means the Single Window System, including the web portal,
workflow engine, dashboards, integrations, databases, security components, and
all associated modules developed or implemented under this Project.
xvi. “System Integrator (SI)” means the Selected Bidder with whom the
Contract/Agreement is executed for design, development, implementation,
operation and maintenance of the System under this RFP.

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3.2. Interpretation
I. Words importing the singular shall include the plural and vice versa, unless the
context otherwise requires.
II. References to clauses, sections, schedules, annexures, or appendices shall mean
references to clauses, sections, schedules, annexures, or appendices of this RFP.
III. Headings and sub-headings are inserted for convenience only and shall not affect
the interpretation of any provision of this RFP.
IV. Any reference to a law, rule, regulation, guideline, or statutory provision shall
include any amendment, modification, re-enactment, or replacement thereof in
force from time to time.
V. In the event of any conflict or inconsistency between the provisions of this RFP
and any annexure or schedule, the provisions of the main body of the RFP shall
prevail, unless expressly stated otherwise.
VI. Any ambiguity or difference in interpretation of any provision of this RFP shall
be resolved by BREDA, whose decision shall be final and binding on all Bidders.
VII. A time of day shall save as otherwise provided in any agreement(s) or
document(s) be construed as a reference to Indian Standard Time.
4. INSTRUCTIONS TO BIDDERS
4.1. Invitation to Bid
The undersigned invites online bids through the Government of Bihar e-Procurement
Portal ([Link] for the selection of a System Integrator (SI)
for the Design, Development and Implementation of a Single Window Clearance
System portal along with 5 years of Operation and Maintenance for Bihar Renewable
Energy Development Agency (BREDA).
The Request for Proposal (RFP) document may be downloaded from the e-
Procurement portal at [Link]
Bidders are required to submit their Technical Bid and Financial Bid electronically
through the e-Procurement portal on or before the date mentioned in Section 1 (Bid
Information) of this RFP.
The tender document fee and Earnest Money Deposit (EMD) shall be paid as per
details mentioned in Section 1 (Bid Information) of this RFP.
Bidders are advised to regularly visit the e-Procurement portal for any corrigendum,
addendum, amendments, or updates related to this tender. Submission of bids through
email, fax, physical mode, or any mode other than the e-Procurement portal shall not
be accepted.
Detailed information regarding the scope of work, technical requirements, eligibility
criteria, evaluation methodology, and prescribed formats for submission of bids is
provided in subsequent sections of this RFP.

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4.2. Pre-Bid Meeting & Clarifications
4.2.1. Pre-Bid Conference
a) BREDA shall hold a pre-bid meeting with prospective bidders at the office of
Bihar Renewable Energy Development Agency (BREDA), Patna.
b) Bidders shall ensure that their pre-bid queries reach Email:
[Link]@[Link]. And hard copy shall be submitted in BREDA.
c) Queries must be submitted strictly in the following format:
Name, Designation, Mobile Number & Email Address of the Bidder
Representative
Sl RFP Document Content of RFP Points of
no Reference(s) (Section & requiring clarification
Page Number(s)) Clarification(s)

d) BREDA shall not be responsible for ensuring receipt of bidder queries. Queries
received after the stipulated date and time may not be entertained.
4.2.2. Responses to Pre-Bid Queries & Corrigendum
a) BREDA shall endeavor to respond to all queries in a timely manner; however,
BREDA makes no representation or warranty regarding completeness or
accuracy of responses.
b) At any time prior to the last date for submission of bids, BREDA may modify
the RFP by issuing a corrigendum, either on its own initiative or in response
to bidder queries.
c) All corrigenda and clarifications shall be published on
[Link]
d) Any such corrigendum shall be deemed to be an integral part of this RFP.
e) BREDA may, at its discretion, extend the deadline for submission of bids to
provide reasonable time to bidders.
4.2.3. Cost of Bidding
a) The bidder shall bear all costs associated with preparation and submission of
its bid. BREDA shall not be responsible or liable for these costs, whether or
not the bid is accepted.
b) Non-Transferable Tender: This RFP document is non-transferable.
4.2.4. Language of Proposal
All correspondence and documents related to the proposal exchanged between
the bidder and BREDA shall be in English only. If the supporting documents and
printed literature that are part of the Bid are in another language, they should be
accompanied by an accurate translation of the relevant passages in English

Page 9 of 69
 language in which case, for purposes of interpretation of the Bid, such translation
shall govern.
4.2.5. Proposal Preparation
a) The bidder/SI shall carefully examine all instructions, terms, conditions,
specifications, and formats of this RFP. Failure to furnish required information
or submission of a non-responsive proposal may result in rejection.
b) Modification, substitution, or withdrawal of the proposal after submission shall
not be permitted.
4.2.6. Currency of Proposal & Payment
The currency of the proposal and all payments shall be Indian Rupees (INR)
only.
4.2.7. Tender Document Fee
a) The RFP document may be downloaded from
[Link]
b) Bidders shall pay a non-refundable tender document fee as applicable
through the e-Procurement portal as prescribed therein.
4.2.8. Bidding Process
Bid Formats:
The Bid in response to this RFP shall be submitted by the Bidders in the
manner of fulfill after Minimum Eligibility Criteria. The Bid shall comprise of
the following in hard copy:
Envelope-I : Proof of Cost of Bidding Document Fee, Earnest Money Deposit
(EMD) to be paid online through the e-Procurement portal or in the form of
Bank Guarantee / Demand Draft (In Original) as per Format- 4.
Note: All formats and relevant documents as required in the RFP shall be
spiral bind and should be flagged along with indexing and page number
with proper seal & signature on each page. Details of flag should be
mentioned in the covering letter.
Envelope-II: Techno-Commercial Documents
a) Check List as per prescribed in RfP.
b) Covering Letter of bidders as per Format- 2. In case of consortium, lead
member has to submit the same.
c) Document in support of meeting Minimum Eligibility Criteria as per
Format 8. In case of consortium, the consortium partner meeting the
financial criteria has to submit the same.
d) Document in support of meeting Minimum Eligibility Criteria as per
Format 9. No partial completion of single project shall be considered for
the compliance. In case of consortium, the consortium partner meeting the
technical criteria has to submit the same.
e) Certificates of incorporation (CIN) of bidders and /Or Consortium
Agreement as per Format-10.
f) Original Power of attorney/ Board resolution issued by the bidder in favour
of the authorized person for signing the Bid, in the form attached hereto as
Format- 7. In case of consortium, lead member has to submit the same.
g) Details for meeting Minimum Average Annual Turnover (MAAT) criteria
of Minimum Eligibility Criteria in the prescribed Format-8, along with
Audited Financial Statement for last 3 years as documentary evidence for

Page 10 of 69
 the same. In case of consortium, the consortium partner meeting the
financial criteria has to submit the details for meeting Minimum Average
Annual Turnover (MAAT) criteria of Minimum Eligibility Criteria in the
prescribed Format-8, along with Audited Financial Statement for last 3
years as documentary evidence for the same.
h) Signed and stamped Copy of GST registration certificate and PAN Card.
In case of consortium, both the partners have to submit the signed and
stamped Copy of GST registration certificate and PAN Card.
i) Undertakings towards not being Black listed on Rs. 100/- Non-Judicial
Stamp paper duly notarized as per Format-11. In case of consortium/Joint
Venture, both the partners has to submit the undertakings towards not being
Black listed on Rs. 100/- Non-Judicial Stamp paper duly notarized as per
Format-11.
j) Latest ISO 9001, ISO 27001 certification and valid CMMI Level 5
certification (The bidder should submit all the three Certificates). In case
of consortium, any of the consortium member has to submit all the above
three certifications.
k) Signed and stamped Copy of RFP Documents including amendments,
clarifications & supporting documents by Authorized signatory on each
page. In case of consortium, the Lead member of the consortium has to sign
and stamp copy of RFP Documents including amendments, clarifications
& supporting documents by Authorized signatory on each page.
Note: The technical bid and the financial bid should be sealed by the
bidder in separate covers duly super-scribed and both these sealed
covers are to be put in a bigger cover which should also be sealed and
duly super-scribed. The technical bids are to be opened by the
Procuring Entities at the first instance in the presence of bidders after
intimating them the date and time of opening the technical bid and
evaluated by a competent committee or authority.

4.2.9. Proposal Validity of Bids

a) Bids shall remain valid for a period of 180 days from the date of Techno
Commercial Bid. A Bid valid for a shorter period i.e., less than 180
days shall be rejected by the BREDA as non-responsive.
b) In exceptional circumstances, prior to the expiration of the Bid validity
period, BREDA may request Bidders to extend the period of validity of
their Bids. The request and the responses shall be made in writing. If a
Bidder agrees to extend the period of Bid validity, the validity of Bid
Security shall also be suitably extended. A Bidder may refuse the request
without forfeiting its Bid Security. A Bidder granting the request shall
not be required or permitted to modify its Bid.
4.2.10. Consortium & Sub-Contracting
a) Consortium / Joint Venture of maximum two companies shall be
permitted.
b) Sub-contracting shall not be permitted.

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4.2.11. Earnest Money Deposit (EMD)
a) The bidder shall submit an EMD of ₹ 2,00,000/- [Rs. Two Lakhs
………Only] as part of the Technical Bid.
b) EMD shall be submitted online through the e-Procurement portal or in
………the form of Bank Guarantee / Demand Draft, as specified with period
………of Nine (09) months from the date of opening of Technical Bid.
c) Bids not accompanied by EMD shall be treated as non-responsive.
d) EMD of unsuccessful bidders shall be refunded as per portal
……..procedures.
e) EMD of the successful bidder shall be released after submission of
………Performance Bank Guarantee (PBG) and signing of the Agreement.
f) EMD may be forfeited if:
• Bid is withdrawn during validity period
• False / misleading information is furnished

• Successful bidder fails to sign agreement or submit PBG

[Link] Bid
a) Financial bids shall be submitted strictly in the prescribed format.
b) Prices shall be inclusive of all taxes and duties. Applicable GST shall
……...be paid as per prevailing rates.
c) No conditional pricing shall be accepted.
[Link]
BREDA may disqualify a bidder if the bidder:
• Furnishes false or misleading information
• Has poor performance record in Government projects
• Fails to submit required documents or EMD
• Submits more than one bid
• Attempts to influence the evaluation process
[Link] for Submission of Proposals
Proposals must be submitted online through [Link]
within the timeline specified in the Bid Information. BREDA may extend the
deadline through corrigendum.
4.2.15. Late Proposals
Any proposal received after the stipulated deadline shall be summarily
rejected.
4.2.16. Right to Accept or Reject
BREDA reserves the right to accept or reject any or all bids or cancel the tender
process at any stage without assigning any reason and without incurring any
liability.

Page 12 of 69
4.2.17. Corrupt or Fraudulent Practices
Any bidder found indulging in corrupt or fraudulent practices shall be
disqualified. Such practices include bribery, misrepresentation, undue
influence, or interference in the selection process.
4.2.18. Preparation of Proposal – Additional Conditions
a) Proposals shall strictly comply with RFP requirements.
b) Incomplete or conditional bids shall be rejected.
c) Overwriting or illegible entries may result in rejection.
d) During evaluation, bidders shall not contact BREDA officials.
e) Any attempt to influence the process may lead to disqualification and
………blacklisting.
f) Jurisdiction shall be Patna, Bihar only.
5. ELIGIBILITY CRITERIA
5.1. Pre-Qualification Criteria
The Bidders shall satisfy all the criteria below:
For each category of prequalification criteria, the documentary evidence is to be
produced with prequalification/technical bids. If the documentary proof is not
enclosed for any or all criteria, the submission of the Tender is liable for
rejection. The bidder or Lead Bidder shall meet all the following criteria for
eligibility:

Sl. Basic Criteria Documents Required

No. Requirement
1. Legal Status Bidder should be a company − Copy of Certificate of
registered under Indian Incorporation OR
Companies Act, 1956/2013 Copy of LLP firm
OR − Registration
a partnership firm registered certificate as
under the Indian Partnership applicable
Act, 1932 − Copy of Goods and
OR Services Tax (GST)
certificate with GST
a LLP under the Limited
registration number
Liability Partnerships Act, 2008
(GSTIN)
− Copy of PAN Card
The Bidder should be in
operation in IT/ ITeS business − Work Order and
for Design, Development, Project Completion /
implementation, Operation & Go-Live Certificates
2. Experience demonstrating a
Maintenance of Single Window
Portal with API Integration for proven track record
any Central / State Governments of 10 years of
/ PSUs in India for the last 10 operational
years as on 31st March 2025 in experience in the
India. IT/ITeS business for

Page 13 of 69
 Sl. Basic Criteria Documents Required
No. Requirement

Bidder should have a valid and Design,

effective GST Registration & Development,
PAN. implementation,
Operation &
Maintenance of
Single Window
Portal with API
Integration for any
Central / State
Governments / PSUs
in India
− GST registration
certificate required
including Copy of
PAN.

3. Sales Turnover The Bidder must have minimum − Statement to that

average annual turnover of INR effect should be
2 Cr (Rupees Two Crore) from certified by Chartered
IT/ ITeS project for the Accountant.
preceding 3 financial years
− Net worth
ended with 31st March 2025.
declaration/
certificate from CA.
The bidder should have Positive − Copies of audited
Net worth for all these three balance sheets, profit
financial years. & Loss Accounts and
Annual Reports of
last 3 financial years
(up to 31-March
2025) should be
enclosed.

4. Certifications The bidder must have Copy of valid certificates

following certification (with
validity):
− CMMI Level 5 (from
CMMI Institute) published
in CMMI website.

5. Technical The Bidder/SI should have Work Order + Project

Capability experience in Design, completion / Go-live
Development, certificate.
implementation, Operation &
Maintenance of Single
Window Portal with API
Integration for any
Central/State Governments /
PSUs in India during the last
Page 14 of 69
 Sl. Basic Criteria Documents Required
No. Requirement
ten (10) years from as on bid
submission date and value
specified below:
− 1 project not less than 2 Cr.
OR
− 2 projects not less than 1 Cr.
each OR
− 3 projects not less than 70
Lakhs Each

6. Blacklisting Bidder should not have been Self-declaration on 100/-

Blacklisted/Debarred/ Non- Judicial Stamp
Banned/ Suspended) as on Paper duly notarized in
the date of Bid submission this regard by the
by any Government authorized signatory of
Department, Semi the bidder
Government Department,
DISCOM’s, Public Sector
Undertaking (PSU).
Undertaking for the same on
100/- Non- Judicial Stamp
Paper duly notarized shall be
submitted in original by the
bidder at the time of bid
submission. (As per format-
11).

7. Local Presence The Bidder should have Address proof of local

presence in India and this office OR self-
should be an existing set up declaration for setting up
established or agree to setup office in letter-head of
local office within one month bidder only towards
from award of contract. compliance of the same
within one month of
award of contract.

8. Power of The bidder shall submit Power Power of Attorney

Attorney for of Attorney, duly authorizing document
Authorized the person signing the
Signatory documents to sign on behalf of
the bidder and thereby binding
the bidder.

9. Earnest Money Rs.2,00,000/- (INR Two UTR No. in case of

Deposit Lakhs Only). Details under RTGS/NEFT OR
Section 4.2.11 Scanned copy of the
Draft, BG or Insurance
Surety Bond issued by

Page 15 of 69
 Sl. Basic Criteria Documents Required
No. Requirement
IRDAI licensed
insurance companies.

NOTE: Sub-Contracting is not allowed.

Evaluation of Pre-qualification Bid - The documentation furnished by the Bidder
will be examined to check if all the eligibility requirements stated in the Pre-
qualification Section are furnished in accordance with the RFP. Proposals not meeting
the pre-qualification criteria will not be processed further beyond this stage.
5.2. Technical Evaluation Criteria:
Technical proposal of those bidders will be opened and evaluated, who qualify the
Pre-Qualification criteria. The technical score of all the bidders would be calculated
as per the criteria mentioned below. All the bidders who achieve not less than 70%
marks in the technical evaluation would be eligible for the next stage, i.e. Commercial
Bid opening.
The Evaluation Committee will evaluate the Technical Proposals based on technical
evaluation criterion as provided below:

Organization Profile & Resource Strength 20

e-Governance Strength 20
Approach Methodology & Technical Presentation 10

Max Documents
Sl. No. Evaluation Criterion
Score Required
a) Organization Profile & Resource Strength

i) Average sales turnover of the Bidder from 15 − Copy of

IT/ ITeS project for the preceding 3 audited
financial years ending on 31st March Profit &
2025. Loss
− ≥ 2 Cr: 5 Marks Statement
OR
[Additional 2 mark for each additional 1
Cr subject to maximum 15 marks] − Certificate
from the
Statutory
Auditor

Page 16 of 69
 Max Documents
Sl. No. Evaluation Criterion
Score Required

ii) Quality certification of the Primary Bidder 5 Quality

− CMMI Level 5: 3 Marks certification
− ISO 9001: 2015: 1 Mark
− ISO 27001: 1 Mark
CMMI Level 5 certificate must be
obtained from CMMI Institute erstwhile
SEI and published in CMMI website.

b) General e-Governance Experience

The Bidder/SI should have experience in 20 Work Order +

Design, Development, Implementation, Project
Operation & Maintenance of Single completion /
Window Portal having following Go-live
components with API Integration for any certificate.
Central/State Governments/PSUs in India
during the last five years from the date of
submission of bid.
• User Management
• Service Configuration
• Integration with other Departmental
service
1 project not less than 2 Cr; 5 marks
1 project not less than 1 Cr; 4 marks
1 project not less than 70 lakhs; 3
marks
[marks will be awarded as per project
experience max up to 20 marks]

c) Approach Methodology & Technical Presentation

Technical Presentation 10 Quality of

Technical
− Business & functional
Presentation
requirements of purchaser:2 marks
− Proposed solution and
implementation approach: 2 marks
− Methodology adopted by agency for
completion of the work:2 marks
− Proposed methodology &
technology for application software
development, implementation,
maintenance, testing, quality of team
deployment, team management etc.:
2 marks
− Proposed Technical Solution,
Page 17 of 69
 Max Documents
Sl. No. Evaluation Criterion
Score Required
Resource Planning, Project
Governance & Key personnel
proposed: 2 marks

Minimum qualifying mark for opening of commercial bid is 70% (35 out of 50).
Financial bid of those bidders only will be opened who are technically qualified in the
technical evaluation. All other commercial bids will be ignored. Final selection will
be based upon L1 method. The bidder with the lowest price will be adjudged L1 and
will be awarded the contract at the quoted price.

6. BACKGROUND INFORMATION
6.1. About BREDA
Bihar Renewable Energy Development Agency (BREDA) is the State Nodal
Agency under the Energy Department, Government of Bihar, mandated to
promote, facilitate, and monitor the development of new and renewable energy
projects in the State in alignment with State and Central Government policies.
Under the Bihar Policy for Promotion of New and Renewable Energy Sources,
2025, BREDA has been designated as the principal nodal and implementing
agency responsible for coordination with power utilities, line departments,
statutory authorities, and other stakeholders, establishment and operation of the
Single Window System for time-bound clearance for project approvals. For the
purpose of this RFP, BREDA shall act as the Client and System Owner and shall
oversee the design, development, implementation, operation, and maintenance of
the proposed Single Window System software.
6.2. Stakeholders Involvement
The implementation of the Single Window Clearance System for renewable
energy projects under the Bihar Renewable Energy Policy, 2025 requires
coordinated participation of multiple State departments, power utilities, statutory
authorities, committees, and external stakeholders, each performing distinct yet
interlinked roles across the project lifecycle. The table below outlines the key
stakeholders involved in the Single Window System along with their respective
responsibilities, incentives and providing clarity on institutional roles,
accountability, and interdependencies essential for ensuring time-bound clearance
for project approvals, effective policy implementation, and transparent
governance through the proposed digital platform.

Stakeholder Role in SWCS Key Responsibilities

• Overall policy supervision;
issue directions and
State Nodal clarifications; inter-
Bihar Renewable Agency, Policy departmental coordination;
Energy Development Owner, Oversight escalation authority for
Agency (BREDA) Authority & delays or disputes
System Owner • Operate the Single Window
System; receive and
scrutinize applications;
Page 18 of 69
 orchestrate parallel
approvals; enforce SLAs;
provide facilitation to
applicants; system
administration and reporting

Submit applications, DPRs & other

necessary documents as per RE
Renewable Energy
Policy,2025 and amended time to
Project Developers / Primary Users
time; respond to clarifications;
Applicants
execute projects; submit
commissioning details
North Bihar Power Grant grid connectivity; Meter
Distribution Power specification approval; start up
Company Limited / Distribution power approval; NOC for Special
South Bihar Power Utilities Energy Meter, Permission to
Distribution (DISCOMs) Connection; Project
Company Limited Commissioning.

Bihar State Power

Transmission Transmission
Grant final grid connectivity
Company Limited Utility
(STU)

State Load Dispatch

System Operator Synchronization Permission
Centre (SLDC)

Department of Industrial Categorisation of Project with

Industries Authority BIADA for land

Department of Land ownership verification; land

Revenue & Land Land Authority conversion approvals; mutation and
Reforms registration data

Department of Water NOC for usage of

Resource Owner
Resources Canal/Reservoir/Pond

Approval and facilitation of agri-

Department of voltaic projects; solar pumps;
Sectoral Authority
Agriculture feeder solarization; farmer benefit
validation
Pollution Clearance; Consent to
Bihar State Pollution
Statutory Establish / Operate; environmental
Control Board
Regulator compliance for biomass, waste-to-
(BSPCB)
energy, and other RE projects

Page 19 of 69
 Forest land diversion approvals (if
Forest &
Environmental applicable); environmental
Environment
Authority clearances; eco-sensitive zone
Department
checks
Bihar State Power
Technology- Nodal role for pumped storage,
Generation
Specific Nodal large solar, biomass projects as
Company Limited
Agency notified; technical vetting
(BSPGCL)
Bihar State
Hydroelectric Power Hydro Nodal Feasibility and approvals for small
Corporation Limited Agency and large hydro projects
(BHPC)
Design, develop, deploy, operate,
System Integrator / Implementation and maintain the SWS software;
Software Vendor Partner ensure security, uptime, and
compliance

7. SCOPE OF WORK
As part of the scope of work the System Integrator (SI) will be responsible for carrying
out the following tasks.
a) Design, Development & Implementation of the Single Window Portal
including Management Information System along with 5 years of operation
and maintenance.
b) Post Implementation Support such as Application Maintenance, Application
Support, System Support, Operation Support, etc.
c) System Integrator (SI) shall facilitate support team during entire contract
period as and when the Software Development work is required after Go-Live.
d) Periodic Cyber Security Audit
e) Training to the users within 15 days after Go-Live and as when required as per
direction of BREDA.
f) System Integrator (SI) shall provide all the software licenses required for
production & DR (Data Recovery) deployments (High Availability Mode).
System Integrator needs to do proper sizing for servers, storage required to run
the proposed software application & deliver all the services mentioned in the
scope of work for all users for entire duration of contract without any
performance issue. The ICT infra needs to be considered in high availability
mode (only at DC), so that services can be delivered without any downtime.
g) BREDA shall provide the hosting infrastructure (connectivity, server room,
cooling system, raw power, racks). BREDA shall provide common facilities at
DC & DR. These common facilities shall include rack space with cooling, UPS
power, firewall services, Anti D DOS services only.
7.1. Overview
The project envisages the design, development, implementation, operation, and
maintenance of a Single Window Clearance System (SWCS) for Renewable Energy
projects for obtaining projects clearance and incentives in the state of Bihar. The
proposed system will function as a centralized, digital platform to manage the

Page 20 of 69
complete lifecycle of renewable energy projects, including application submission,
scrutiny, inter-departmental approvals, grid connectivity, commissioning. The Single
Window Clearance System will enable seamless coordination among BREDA, power
utilities, Government departments, statutory authorities, and committees through
standardized workflows, parallel processing of approvals, defined service-level
timelines, and comprehensive audit trails. The system is intended to improve
transparency, reduce approval timelines, enhance ease of doing business for project
developers, and analytics to effectively monitor policy implementation and renewable
energy targets under the Bihar Renewable Energy Policy, 2025.
7.1.1. Challenges
[Link]. Fragmented Approval Processes
Different departments (power utilities, land records, environment, agriculture,
pollution control, etc.) operate independently with their own formats, routes, and
timelines.
[Link]. Parallel Clearances
Approvals must currently be obtained in parallel from different departments.
[Link]. Lack of Time-bound Accountability
There is no automated SLA mechanism to enforce statutory approval timelines
[Link]. Manual & Paper-based Workflows
Most interactions still involve:
• Physical files
• Email attachments
• Hard copies
• Manual status updates
[Link]. Low Transparency for Applicants
Project developers struggle to know:
• What stage their application is in
• Which department is holding up approvals
• Why clarifications are sought
• Expected timelines
[Link]. Disconnected Departmental Systems
Each department has its own records & systems with no interoperability.
[Link]. Weak Monitoring & Reporting
There is no central dashboard for:
• Project status across departments
• SLA compliance
• Curtailment data
[Link] Unstructured Communication
Clarifications between departments and applicants are done through:
• Emails
• Letters

Page 21 of 69
 • Meetings
[Link] No Standard KPI Monitoring
Performance indicators like:
• Average approval time
• SLA compliance rate
• Number of rejections per department are not tracked in real time.
[Link] Strategic Objectives
The strategic objectives of the Single Window Clearance System (SWS) project are
to establish a centralized, digital, and workflow-driven platform that enables efficient,
transparent, and time-bound implementation of the projects under Bihar Renewable
Energy Policy, 2025 and amended time to time. The project aims to simplify and
standardize the end-to-end processes related to renewable energy project approvals
by integrating multiple departments, power utilities, statutory authorities, and
committees onto a single system, thereby improving inter-departmental coordination
and reducing procedural delays. The Single Window System seeks to enhance ease of
doing business for project developers through a single interface for application
submission, tracking, approvals, while strengthening governance through clearly
defined roles, service-level timelines, audit trails, and accountability mechanisms.
The concern department nodal officer shall also be intimated through departmental
email/SMS/WhatsApp with link of SWCS portal. Additionally, the project aims to
support data-driven decision-making by providing BREDA with real-time visibility
into project progress, capacity addition and policy outcomes, while ensuring
scalability, security, and long-term sustainability of the digital platform to
accommodate future regulatory and technological developments in the renewable
energy sector.
7.2. Requirement Study
The SI shall perform the detailed assessment of the solution requirements as
mentioned in this section. Based on the understanding and its own individual
assessment, SI shall develop and finalize the FRS and the SRS in consultation
with the client. While doing so, SI at least is expected to do following:
a) The SI shall liaise with client and other stakeholders as mentioned above
b) The SI shall bring in domain experts during the study
c) The SI shall translate all the requirements mentioned in the document into
system requirements
d) The SI shall follow standardized template for requirements capturing
e) The SI must maintain traceability matrix from SRS stage for the entire
implementation
7.3. Design
The SI shall design the solution architecture and specifications for meeting the
requirements mentioned as part of this document. The SI shall be entirely responsible
for the design and architecture of the system implemented to satisfy all requirements
as described in this document including sizing of the required hardware.
7.4. Development
The SI shall identify, design and develop components / functionalities that are
required to address the client requirements mentioned in this RFP.

Page 22 of 69
7.4.1. Web Based Single Window Clearance System Portal
The SI shall carry out a detailed systems study to prepare/refine the Functional
Requirements Specifications and formulate the System and Software Requirements
Specifications documents incorporating the functional specifications and standards
provided by BREDA. The SI shall Design and Develop the Service Oriented
Architecture of the Single Window Portal.
7.5. Integration
The system should support both push and pull of data to and from systems proposed
to be integrated. It is required that a standard mechanism of data exchange should be
built and implemented using an industry specified data exchange protocol through a
secure channel. The SI will have to co-ordinate with the designated nodal agencies
for integration physically and BREDA will facilitate this process. The concern
department nodal officer shall also be intimated through departmental
email/SMS/WhatsApp with link of SWCS portal. In addition, the solution should be
designed in such a way that any future integration does not require any changes to the
system.
The detailed scope of existing application to be integrated with the proposed system
shall be intimated in the requirement study period, however; the anticipated third
party integrations are as follows:
I. Phase-1 Integrations (Mandatory for Go-Live)
− Bihar Renewable Energy Development Agency (BREDA) – State Nodal
Agency, Policy Owner, Oversight Authority & System Owner
− North Bihar Power Distribution Company Limited – Power Distribution
Utilities (DISCOMs)
− South Bihar Power Distribution Company Limited – Power Distribution
Utilities (DISCOMs)
− Bihar State Power Transmission Company Limited (BSPTCL/STU) –
Transmission Utility
− State Load Dispatch Centre (SLDC), Bihar – System Operator Department
of Revenue & Land Reforms, Bihar – Land Authority
− NBPDCL/SBPDCL MRT
− Electrical Inspector Office
− Department of Revenue & Land Reforms
− Department of Industries – Industry Authority
− Department of Commercial taxes, GoB
− Department of Water Resources – Resource Owner
− Public Health Engineering Department
− Dairy, Animal & Fisheries Resources Department
− Government Payment Gateway (GRAS / e-Treasury) - Application and
processing fee payments
− State-approved Authentication Services (Login / OTP) – User
authentication and access control
− SMS / Email Gateway - Alerts, notifications, SLA reminders. The cost of SMS
and Email services shall be borne by SI.
− Bihar State Pollution Control Board (BSPCB) – Statutory Regulator
Page 23 of 69
 − Forest & Environment Department – Environmental Authority
II. Phase-2 Integrations (Optional / Post Go-Live Enhancements)
− Bihar State Power Generation Company Limited (BSPGCL) – Pumped
storage, large solar and biomass project vetting
− Bihar State Hydroelectric Power Corporation Limited (BHPC) – Small
and large hydro project approvals
− Department of Agriculture, Bihar – Agri-voltaic projects, solar pumps,
feeder solarization
− Registration Department, Bihar – Stamp duty and registration fee
verification
− MNRE/SECI Portal – Central scheme integration and reporting
− Aadhaar / e-KYC Services (as permitted) – Enhanced identity verification
7.6 OVERVIEW & FLOWCHART:

DISCOMs/
BSPTCL/ SLDC

Electrical
Inspector Office

BSPCB

Environment &
Forest Dept.

BREDA
Department of
Single Commercial
Taxes

Window Water Resource

Department /
Clearance and PHED

approval for BREDA Dairy, Animal &

RE Projects Server Fisheries

Resources
Developer/
Investor Land & Revenue
Department

Industry Dept.

Other
Departments

Page 24 of 69
 Flowchart:

SWCS portal

Application Form for Registration

No
Registration Fees Not Registered

Yes

Acknowledgment number generated

The concern department nodal officer will be intimated through

departmental email/SMS/WhatsApp with link of SWCS portal

Compliance

Developer/Investor Rejected Approved Developer/ Investor

Status
will be intimated and intimation
they will upload the
relevant document, if
any
Registration
End BREDA (Message/ mail number generated
will be sent to after
Developer/Investor) commissioning of

7.7 Testing
a) The SI shall provide the testing strategy including Traceability Matrix, Test
Cases and Conduct Testing of various components of the software developed
/ customized (e.g. including Conference Room Pilots, Unit Tests, System
Integration Tests, Security Testing and final User Acceptance Test).
b) Details of the testing strategy and approach should be provided in the response.
c) The SI is responsible to identify and inform the client regarding testing
requirements and impacts. The SI shall work in a manner to satisfy all the
testing requirements and adhere to the testing strategy outlined.
d) SI must ensure deployment of necessary resources, tools, staging servers and
related logistics during the testing phases. The SI shall perform the testing of
the solution based on the approved test plan, document the results and shall fix
the bugs found during the testing.
e) It is the ultimate responsibility of SI to ensure that the end product delivered
by the SI meets all the requirements specified in the document.
f) The SI shall take remedial action based on the outcome of the tests.

Page 25 of 69
 g) The SI shall provide complete support to the client team or their representatives
at the time of user acceptance testing.
h) It would be SI’s responsibility to ensure that all issues raised during UAT are
closed and signed-off from respective authorities.
i) The SI shall ensure that each module and features developed under this RFP is
tested as per the latest version of the IEEE 730 (Software Quality Assurance
Processes) standards and shall comply with GIGW guideline.
7.8. Application Hosting
a) System Integrator (SI) shall deploy new version of the application over the
hardware infrastructure along with provision of DR (Disaster Recovery), along
with end-to-end management of hosting, deployment of the application,
configuration, installation and maintenance. Data storage systems only
provided by BREDA.
7.9. Training, Capacity Building & Handholding Support
a) Undertake training on a train to trainer mode.
b) All resources required for conducting training eg. Computer, network, LCD,
training calendar, material (user manual, presentation, videos etc), training
location etc. shall be arranged by SI. The SI shall be responsible for entire
training programme that will be finalized in consultation with BREDA
officials
c) In case of modifications, either in the training plans or substitutions of the
regular trainers, proper communication with BREDA needs to be made.
d) Conduct training (if required) on virtual mode as per the direction of BREDA.
7.10. Third Party Audit
The System Integrator (SI) has to follow all the advisories, guidelines,
requirements at present as well as in future defined by
MoP/MeitY/CEA/CERT-In/MNRE/SECI/CERC/BERC strictly and also
mandatorily follow CEA Cyber Security Guidelines 2021 or any other latest
guidelines.
a) The SI needs to ensure that the solution is in compliance with the CERT-In
Security Policy and Guidelines.
b) The SI shall appoint CERT-In empaneled auditor who shall be responsible for
performing the security audit of the solution.
c) The cost of audit and rectification of non-compliances shall be borne by the
SI.
d) Carryout security audit before Go-Live of application and annually once
during O&M period and obtain the safe-to-host certification.
e) Carryout the periodic audit and certification as and when it is required as per
the BREDA.
f) The audit shall be performed at least on the below mentioned aspects.
i) Functional Testing
ii) Accessibility Testing
iii) Application Security Audit
iv) Vulnerability Testing

Page 26 of 69
 g) The illustrative deliverables for this activity are mentioned below:
Activity Responsibility
First Round Audit Report Auditor
Rectified solution and submission of next round of audit SI
Next Round Audit Report Auditor
If required, rectified solution and submission of next round SI
of audit
Compliance Confirmation Auditor

7.11. SSL Certification

a) Secure connection between Client and Server through Secure protocol HTTPS
b) Encryption of Data during transmission from server to browser and vice versa
c) Encryption key assigned to it by Certification Authority (CA) in form of a
Certificate.
d) SSL Security in the application server
7.12. UAT & Go-Live
a) Submission of UAT plans and UAT test scenarios/scripts.
b) Demonstration of features in staging environment.
c) Support designated authority for conducting the testing and provide access of
the systems as required by them.
d) Rectification in the new application for any issues/ bugs/ and improvements/
Enhancements / up-gradations suggested Departments (if any) during the UAT
without any additional cost.
e) After incorporation of the suggestion received during UAT, the application
will be declared as Go-Live.
7.13. Operation and Maintenance
7.13.1 Database, Portal and Application Support
Application support includes, but not limited to, production monitoring,
troubleshooting and addressing the functionality, availability and performance issues,
implementing the system change requests etc. The SI shall keep the application
software in good working order; perform changes and upgrades to applications as
requested by BREDA. Key activities to be performed by SI in the application support
phase are as follows:
a) Enhancement and maintenance of the database
b) Linkages with other relevant database
c) Enhancing the transactions timely
d) Enhancement of MIS reports as per the requirement
e) Database query report management on emergency
f) Optimization of the already developed reports
g) Tuning of transactions
h) User and access management

Page 27 of 69
 i) The SI shall ensure compliance to SLAs as indicated in this RFP and any
upgrades / major changes to the software shall be accordingly planned by SI
ensuring the SLA requirements are met at no additional cost to BREDA.
7.13.2 Software Maintenance
a) The SI shall address all the errors / bugs / gaps in the functionality in the
solution implemented by the SI (vis-à-vis the FRS and SRS signed off) at no
additional cost during the support phase.
b) All patches and upgrades from OEMs (if any) shall be implemented by the SI
ensuring customization done in the solution as per the BREDA requirements
are applied. Technical upgrade of the installation to the new version, as and
when required, shall be done by the SI.
c) Any changes/upgrades to the software performed during the support phase
shall be subject to the comprehensive and integrated testing by the SI to ensure
that the changes implemented in the system meets the specified requirements
and doesn’t impact any other function of the system.
d) Tuning of products/ applications, databases, third party software and any other
components provided as part of the solution software including reconfiguration
of the system in the event of any hardware/ network failures/ if any hardware/
network components have to be replaced, shall be the responsibility of the SI.
e) Issue log for the errors and bugs identified in the solution and any change done
in the solution shall be maintained by the SI and periodically submitted to
BREDA.
7.13.3 System or Infra Support
b) Integration and user support on all supported servers,
c) Data storage systems only provided by BREDA.
d) Management and monitoring of server infrastructure.
e) Installation and reinstallation of the database
f) Application Load balancing and Database Clustering
g) Network configuration
h) Perform Database, event and system log analysis
i) Database log management
j) Database and file back-up as per guidelines
k) Patch update
l) System Administration and Trouble Shooting
m) Application and System Software Administration (including performance
tuning)
n) Application and database level performance tuning.
o) Database Administration, optimization and Troubleshooting
7.13.4 Security Administration
a) Regular analysis of events and logs generated
b) User ID and group management services
7.13.5 Backup and Restore Management
a) Preparation of backup plan
b) Backup of operating system, database and application as per applicable
guidelines.
c) Monitoring and enhancement of the performance of scheduled backups
Page 28 of 69
7.13.6 System and Network Administration
a) Network configuration
b) Patch update
c) System Administration and Trouble Shooting
d) Application & System Software Administration (including performance
tuning)
e) Application and database level performance tuning.
7.14 Version Control
a) All planned changes to application systems and hardware shall be coordinated
within established Change control processes to ensure that:
i) Appropriate communication on change required has taken place
ii) Proper approvals have been received
iii) Schedules have been adjusted to minimize impact on the production
environment
b) The SI shall define the Software Change Management and Version control
process. For any changes to the solution, SI has to prepare detailed
documentation including proposed changes, impact to the system in terms of
functional outcomes/additional features added to the system etc.
c) Maintain configuration information: SI shall maintain version control and
configuration information for application software and any system
documentation.
d) Maintain System documentation: SI shall maintain and update documentation
of the software system ensuring that:
i) Source code is documented
ii) Functional specifications are documented
iii) Database, Application and Portal documentation is updated to reflect on-
going maintenance and enhancements including FRS and SRS, in
accordance with the defined standards
iv) User manuals and training manuals are updated to reflect on-going
changes / enhancements
v) Standard practices are adopted and followed in respect of version control
and management.
vi) All the relevant documents along with project Source code and licenses
shall be property of BREDA which should be duly handed over.
7.15 Project Support Team
The SI shall engage a Project Support Team, who shall be responsible for providing
comprehensive operational and implementation support to ensure the smooth
functioning of the system for a period of 60 months i.e. from the date of go-live of the
Digital Platform. The team’s key responsibilities shall include:
a. Assist in the implementation of functional modules and system upgrades.
b. Ensure data accuracy, integrity, and consistency across the platform.
c. Provide functional and technical support to end-users to ensure uninterrupted
operations.
d. Act as the first point of contact for issue resolution, logging, tracking, and
escalating issues through the ticketing system/SMS/Email/WhatsApp.
e. Identify recurring issues, suggest improvements, and collaborate with
technical teams for long-term solutions.

Page 29 of 69
 f. Generate periodic reports and dashboards to support data-driven decision-
making.
g. Analyze system data trends and provide actionable insights for process
improvements.
h. Assist stakeholders in understanding and utilizing MIS reports effectively.
i. Serve as a liaison between business users, technical teams, and management to
ensure smooth operations.
j. Authorised nodal person of SI should facilitate effective communication
between departments to resolve operational challenges. All departments shall
be intimated through physically/Email/SMS/WhatsApp with link of Single
Window Clearance System (SWCS) portal.
k. Conduct training and awareness sessions for end-users to enhance system
adoption and efficiency.
l. Prepare user manuals, FAQs, and standard operating procedures (SOPs) for
reference.
m. Track system performance, identify bottlenecks, and provide
recommendations for improvement.
n. Ensure timely and accurate submission of project status reports and
performance metrics through departmental email/SMS/WhatsApp with link of
SWCS portal.
o. Alerts message through Email/SMS/WhatsApp with link of SWCS portal shall
be intimated to departments for lagging/meeting time bound clearance and
approval of the Renewable Energy projects for developer/investor.
p. Regularly review service levels and suggest enhancements to meet business
objectives.
7.16 Change Management Team
The SI shall be responsible for designing, developing, and implementing changes as
suggested by BREDA from time to time. Given the critical and ever-evolving nature
of the application, the team will ensure seamless adaptation to new requirements
driven by changes in policies, decisions, and business processes. SI shall ensure that
the application stays updated, compliant, and in line with changing policies, business
decisions, and processes, while ensuring smooth operations and high performance.
Their key responsibilities shall include:

a. Requirement Gathering and Impact Analysis:

− Collaborate with department stakeholders to capture evolving business needs
arising from changes in government policies, regulatory decisions, and
operational processes.
− Assess the impact of proposed changes on the existing system, workflows, and
data structures.
− Conduct feasibility studies and provide recommendations to accommodate
new requirements efficiently.

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b. Change Design and Development:
− Design scalable, adaptable, and compliant solutions to address policy revisions
and evolving business processes.
− Develop and integrate changes into the application.
− Ensure backward compatibility and minimal disruption to ongoing operations
during changes.
c. Stakeholder Collaboration and Approval Management:
− Engage with BREDA officials and process owners to align changes with
organizational goals and statutory requirements.
− Obtain necessary approvals and ensure all modifications comply with
government regulations and internal policies.
− Facilitate regular communication with stakeholders to manage expectations
and provide status updates.
d. Testing and Quality Assurance:
− Conduct rigorous testing (unit, integration, regression, and user acceptance) to
validate system modifications.
− Ensure compliance with quality standards and address any issues before
deployment.
− Simulate real-world scenarios to verify the adaptability of changes to new
policies and processes.
e. Implementation and Deployment:
− Plan and execute smooth rollouts of approved changes with minimal
operational downtime.
− Provide immediate support during implementation to address any issues and
ensure seamless adoption.
f. Monitoring and Continuous Improvement:
− Continuously monitor the impact of implemented changes and recommend
further enhancements based on user feedback and performance metrics.
− Maintain a change log to track modifications due to policy revisions, strategic
decisions, and business process optimizations.
− Identify opportunities for automation and efficiency improvements in response
to evolving requirements.
Note: The SI shall be responsible for a dedicated Change Management Team that will
operate the SI's development center for entire Contract duration. The team will be
available at any time as and when needed to gather requirements, assess changes, and
carry out related activities efficiently after Go-Live.
7.17 Exit Plan
The selected firm shall provide a systematic exit plan and conduct a proper knowledge
transfer process to handover operations to the technical team identified by BREDA at
least three months before project closure. The identified resource person will work
closely with resource persons of SI at test, staging and production environment during
the knowledge transfer phase. All knowledge transfer should be documented and
possibly recorded. All the relevant documents along with project Source code and
licenses shall be property of BREDA which should be duly handed over.

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7.18 Project Documentation
The System Integrator (SI) will share the list of documents as listed below during the
project period.
a) During Requirement study phase
− Project Inception report
− System requirement Study Documents
− Screen prototypes & prototype walkthrough
b) During Design, Development and Testing phases Phase
− Test Plans , Test cases, Test Result
c) Third Party Audit: Report of security audit and Safe- to-Host Certificate
d) Training
− User Manual
− FAQ Documents
− Help documents
− Video tutorials
− Application Installation & Configuration Manual
7.19 Project Timeline
Sl# Milestone Timeline

Issuance of the work order to the selected SI T0

Approval of software requirement specification

T1 = T0 + 4 weeks
(SRS) of the Single Window Clearance System

Development & User acceptance test of the

T2 = T1 + 16 weeks
Project implementation

Third-party security audit & go live T3= T2 + 4 weeks

Operation & Maintenance of the Single Window

T3 + 60 Months
Clearance System

7.20 Payment Schedule

Sl# Milestone Deliverable Payment Schedule

Requirement Study Software Requirement

Specification Document
35% of the Project
User Acceptance Test UAT Test Cases and Cost
Compliance Report

Security Audit & Go Safe-to-Host Certificate 25% of the Project

live of the Software from any CERT-in Cost
empaneled auditor and
Go live approval from
the Department

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 Sl# Milestone Deliverable Payment Schedule

Operation &
Maintenance of the Activity Report, Safe-to- 40% of the Project
Single Window Host Certificate from any Cost (4% half-
Clearance System CERT-in empaneled yearly)
auditor (once annually)

8. Functional Requirement
I. M1: User Registration & Authentication
• FR1: The system shall allow users to access the Single Window Portal
and register as Applicant, Department Officer, Utility Officer,
Committee Member, or Admin.
• FR2: The system shall capture applicant details including PAN,
applicant name, mobile number, email ID, organization details, and
registered address.
• FR3: The system shall validate PAN details in real time through
authorized government verification services.
• FR4: The system shall support OTP-based verification through mobile
number and email ID.
• FR5: The system shall auto-generate a unique User ID upon successful
registration and communicate the same via SMS and email.
• FR6: The system shall allow users to change their User ID once after
initial registration.
II. M2: Admin & Role Management
• FR1: The system shall provide an Admin Console to create, edit,
activate, deactivate, and delete user accounts.
• FR2: The system shall allow role-based assignment of permissions
aligned with BREDA, departments, utilities, and committees.
• FR3: The system shall enable configuration of multi-level and time-
bound approval workflows.
• FR4: The system shall maintain detailed audit logs of all user activities.
• FR5: The system shall allow password reset, account unlock, and user
activity reporting.
III. M3: Project Registration (Renewable Energy Project Application)
• FR1: The system shall allow applicants to register renewable energy
projects by capturing technology type, capacity, location, land details,
and project model.
• FR2: The system shall allow multiple projects to be registered under a
single PAN.
• FR3: The system shall auto-generate a unique Project ID for each
application.
• FR4: The system shall auto-populate applicant details from registration
data.

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 • FR5: The system shall support conditional field visibility based on
project type (solar, biomass, storage system, hybrid, etc.).
• FR6: The system shall allow applicants to track project application
status through the dashboard.
IV. M4: DPR & Document Management
• FR1: The system shall allow upload of DPR and supporting documents
in PDF, Word, Excel, and image formats.
• FR2: The system shall validate file size, format, and completeness.
• FR3: The system shall enable version control for revised DPR
submissions.
• FR4: The system shall allow BREDA and departments to view and
annotate documents.

V. M5: Fee Payment & Acknowledgement

• FR1: The system shall auto-calculate processing fees based on project
capacity and type.
• FR2: The system shall integrate with the State Treasury / Government
Payment Gateway for fee payment.
• FR3: The system shall generate electronic receipts and
acknowledgements.

VI. M6: Inter-Departmental Approval Workflow

• FR1: The system shall route applications automatically to relevant
departments and utilities based on project configuration.
• FR2: The system shall support parallel, multi-level approvals with SLA
enforcement.
• FR3: Department officers shall be able to approve, reject, or seek
clarification with documented remarks.
• FR4: The system shall notify applicants and officers of pending actions
via SMS/email/WhatsApp.
• FR5: The system shall auto-escalate applications upon SLA breach.

VII. M7: Land & Resource Integration

• FR1: The system shall allow submission and approval of government
land / water body allocation requests.

VIII. M8: Grid Connectivity & Power Sale

• FR1: The system shall enable DISCOM(s)/STU/SLDC officers to
process grid connectivity, Meter specification approval; start up power
approval; NOC for Special Energy Meter, Permission to Connection;
Project Commissioning requests via SMS/email/ WhatsApp.
• FR2: The system shall record evacuation plans, voltage levels, and
feasibility reports.
IX. M9: Commissioning & Compliance
• FR1: The system shall allow applicants to submit pre-commissioning
and commissioning documents.

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 • FR2: The system shall allow BREDA and utilities to verify and approve
commissioning details.
• FR3: The system shall record Commercial Operation Date (COD).

X. M10: Inspection & Monitoring.

• FR1: The system shall allow submission and download of inspection
reports.
XI. M11: Dashboard & MIS
• FR1: The system shall provide role-based dashboards for BREDA,
departments, and applicants.
• FR2: The system shall provide MIS reports on approvals, timelines,
capacity addition, and incentives.
• FR3: The system shall support export of reports in PDF, Excel, and
CSV formats.
XII. M12: Helpdesk, Grievance & Appeal Management
• FR1: The system shall allow users to raise helpdesk tickets, grievances,
and appeals online.
• FR2: The system shall auto-generate unique reference numbers for
tracking.
• FR3: The system shall support escalation matrices and resolution
tracking.
XIII. M13: Security, Audit & Compliance
• FR1: The system shall enforce role-based access control (RBAC).
• FR2: All sensitive data shall be encrypted at rest and in transit.
• FR3: The system shall maintain comprehensive audit logs.
• FR4: The system shall support interfaces in English language.

9. Non-Functional Requirement
I. Performance & Scalability Requirements
• The system shall respond to user actions within 3 seconds for at least
99.9% of transactions under normal operating conditions.
• The system shall support a minimum of 100 concurrent users without
degradation of performance.
• The system shall be horizontally scalable to support growth in:
▪ Number of applicants and projects
▪ Departments and integrations
▪ Transactions and document volume
• The architecture shall support future expansion for new renewable
technologies and regulatory changes without major redesign.
II. Availability & Reliability
• The system shall ensure a minimum 99.9% uptime (excluding scheduled
maintenance).

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 • Scheduled downtime shall be communicated in advance and preferably
conducted during non-business hours.
• The system shall support graceful degradation, ensuring critical services
(login, status tracking) remain accessible during partial outages.
III. Security Requirements
• The system shall comply with Government of India and Government of
Bihar IT security guidelines.
• All sensitive data shall be encrypted at rest and in transit using industry-
standard encryption mechanisms.
• The system shall implement Role-Based Access Control (RBAC) to ensure
users can access only functions and data relevant to their roles (Applicant,
BREDA, Department, Utility).
• The system shall maintain comprehensive audit logs capturing:
▪ User logins and logouts
▪ Data creation, modification, and deletion
▪ Approval and rejection actions
• The system shall support Single Sign-On (SSO) for users across integrated
modules, where applicable.
IV. Data Integrity & Auditability
• The system shall maintain a complete digital audit trail for every
application from submission to final approval.
• All approvals, remarks, and decisions shall be time-stamped and digitally
attributable to the acting officer.
• The system shall ensure data consistency across integrated departments
and prevent duplication of records.
• Historical versions of submitted documents and DPRs shall be preserved
for audit and reference.
V. Usability & Accessibility
• The portal shall be in English language
• The user interface shall be intuitive and suitable for:
▪ Developers, investors and individual applicants
▪ Government officers with varying technical proficiency
• The UI shall be responsive and accessible on desktops, tablets.
• The system shall follow accessibility best practices to support users with
limited digital skills.
VI. Workflow & SLA Compliance
• The system shall enforce configurable Service Level Agreements (SLAs)
for all approval stages.

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 • Automated reminders and alerts shall be triggered prior to SLA expiry.
• The system shall support auto-escalation to higher authorities in case of
SLA breaches.
• SLA performance metrics shall be available through dashboards for
BREDA and the Energy Department.
VII. Interoperability & Integration
• The system shall be API-driven to enable secure integration with:
▪ Power utilities
▪ Treasury and payment gateways
▪ Government department portals
• The architecture shall support phased onboarding of integrations without
disruption to existing services.
• Fallback mechanisms shall be provided for cases where external systems
are temporarily unavailable.
VIII. Data Backup & Disaster Recovery
• The system shall perform:
▪ Daily incremental backups
▪ Weekly full backups

• Backup data shall be stored securely at geographically separate locations.

• A Disaster Recovery (DR) mechanism shall be implemented to ensure
restoration of services within defined Recovery Time Objective (RTO) and
Recovery Point Objective (RPO).
• Periodic DR drills and restore testing shall be conducted.
IX. Compliance & Standards
• The system shall adhere to:
▪ National e-Governance standards
▪ State IT and data retention policies
▪ Applicable cyber security and data protection guidelines
• Use of standard government master data such as:
▪ LGD and Census codes
▪ National Industry Classification (NIC)
▪ National Product Classification (NPC)
X. Maintainability & Support
• The solution shall be modular and maintainable with clear documentation.
• The bidder shall provide:
▪ Post-implementation support
▪ Bug fixes and security updates

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 ▪ Periodic system enhancements during O&M period
• The system shall include logging and monitoring tools to proactively
detect issues.
10. GENERAL CONDITIONS OF CONTRACT
10.1. Project Timeline
The following outer timelines have been fixed for delivery of the project. The
detailed, component-wise timelines shall be finalized jointly by BREDA and the
selected System Integrator (SI) prior to signing of the Agreement, in alignment with
the outer timelines should be as per the timeline mentioned in the Section 7.18 of the
RFP Document.
10.2. Payment Terms
a) Payments shall be made by Bihar Renewable Energy Development Agency
(BREDA) based on satisfactory delivery of services as per the milestones and
deliverables as mentioned in Section 7.20 and the Agreement executed
between BREDA and the selected SI.
b) Payments shall be released only upon acceptance of deliverables and
satisfactory performance as certified by BREDA. Proper Documentation
related to milestone should be submitted along with invoices.
10.3. Applicability of Conditions
These General Conditions shall apply unless otherwise superseded by specific provisions
contained elsewhere in the RFP or Contract Agreement.
The interpretation of any clause shall rest with BREDA, whose decision shall be final and
binding.
10.4. Relationship between Parties
The selected SI shall be fully responsible for all services performed by it or its personnel
under the Contract.
Nothing contained herein shall be construed to create an employer–employee relationship
between BREDA and the SI or its personnel.
10.5. Standards of Performance
The SI shall perform services with due diligence, efficiency, and professionalism in
accordance with industry best practices and standards prescribed in this RFP.
The SI shall:
• Act as a faithful advisor to BREDA
• Safeguard BREDA’s legitimate interests
• Comply with all applicable IT Acts, cyber security guidelines, and Government
policies
• Conform strictly to specifications and standards laid down in this RFP
10.6. Applicable Law
This Contract shall be governed and interpreted in accordance with the laws of India and
applicable rules of the Government of Bihar.

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 10.7. Performance Bank Guarantee (PBG)
a) The selected SI shall submit a Performance Bank Guarantee (PBG) equivalent to 10%
of the total contract value within 15 days of issuance of Letter of Award.
b) The PBG shall be valid for 70 months.
c) Failure to submit PBG shall result in forfeiture of EMD.
d) The PBG shall be released after successful completion of the Contract and O&M
period, subject to no breach.
e) No interest shall be payable on the PBG.
10.8. Termination of Contract
The Contract may be terminated under the following circumstances:
• Expiry of Contract period
• Termination by BREDA due to non-performance or breach
• Failure of the SI to cure material breach within 30 days of notice
10.9. Penalty/ Change request/Liquidated Damages
10.9.1 Penalty against Application Performance:
Parameter Target Basis Penalty
Application >= 99.9% Per occurrence. This will be Per occurrence penalty shall be
Uptime calculated 24*7 monthly after the Fixed of INR 2000.
Go live of the application minus (applicable even for 0.1%
allowed/ permissible downtime. downtime)
Time 0 - Maximum 1 hr. – No
Penalty
Time >1 hr. to 6 hrs. - INR
5000
Time> 6 hrs. to 12 hrs - INR
8000
Time > 12 hrs. to 24 hrs. - INR
10000
> 24 hrs. (for every 12 hrs.
interval) - INR 5000, subject to
a maximum of 5% of the
contract value
• The term downtime is used to refer to periods when a system is unavailable.
The unavailability is the proportion of a time span that a system is unavailable
or offline. This is usually a result of the system failing to function because of an
unplanned event, or because of routine maintenance (a planned event).
• The terms are commonly applied to hardware infrastructure and application software
developed by the successful bidder. The common reasons for unplanned outages are
system failures (such as a crash) or communications failures (commonly known
as network outage).
• Uptime is a measure of system reliability, expressed as the percentage of time a
machine, typically a computer application/ software, has been working and available
for specific timeframe (monthly basis).
• Uptime = {1- [(System Downtime) / (Total Time – Planned Maintenance Time)]} *
100
• Email facility with WhatsApp & SMS notification to the concerned nodal person of SI
shall be intimated immediately regarding any issues.

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 Note:
a) A SI is required to submit an audited report prepared by service provider every month
by the 10th of next/ upcoming month for calculation of the downtime of the services.
b) The down time will be calculated on a monthly basis.
c) The maximum penalty will be up to 5% of total project cost as per the Commercial bid
submitted by the Bidder excluding taxes.
d) The SI shall deploy sufficient manpower suitably qualified and experienced in shifts
to meet the SLA. SI shall appoint as many team members as deemed fit by them, to
meet the time Schedule and SLA requirements.
10.9.2 Change Request:

Parameter Target Penalty

Any kind of UI/UX, Backend,

For every week delay INR
networking/ communication /report
Within 7 days 5000, subject to a maximum
generation/ etc. as per tender
of 0.5% of the contract value
documents.

The rates shall be inclusive of all taxes, duties, levies, fees, etc. The rate shall remain fixed
and firm and shall not change on any account whatsoever, for the duration of the Contract.
BREDA will not pay anything over and above this rate unless as otherwise specified.
10.9.3 Liquidated Damages
• In case of unjustified delay attributable solely to the SI, BREDA may levy penalties
at the rate of:
0.5% per week, subject to a maximum of 10% of the total contract value of the
delayed component.
10.10. Project Duration, Phases & Extension
a) Overall Duration
Total project duration shall be 66 months from the date of issuance of LoA.
b) Implementation Phase
• Duration: 6 months
• Activities include requirement finalization, development, integration, testing,
UAT, Go-Live, and training
c) Operations & Maintenance (O&M) Phase
• Duration: 60 months
• Includes application maintenance, helpdesk, security updates, backups, and
monitoring
• After expiry of The Contract period, the contract may be extended up to 24
months to 36 months at the same price and terms & condition on basis of
satisfactory performance, subject to sole discretion of Director BREDA.
• Extension shall not be claimed as a matter of right.
10.11. Change Request Management
10.11.1. Definition
A Change Request (CR) means any modification with the approved
Scope of Work.
[Link]
CRs may be initiated by BREDA or the SI in writing.
[Link] Assessment
The SI shall submit impact analysis covering:

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 • Technical feasibility
• Timeline impact
• Resource & cost implication
[Link]
• CR shall be implemented with written approval from BREDA.
10.12. Termination for Insolvency
BREDA may terminate the Contract if the SI becomes insolvent, bankrupt, or is wound up,
without any compensation.
10.13. Termination for Convenience
BREDA may terminate the Contract, wholly or partly, at any time for convenience by giving
written notice.
10.14. Force Majeure
a) Notwithstanding the provisions of clauses contained in this RFP document; the SI
shall not be liable to forfeit (i) Security deposit for delay and (ii) termination of
contract; if he is unable to fulfill his obligation under this contract due to force
majeure conditions.
b) For purpose of this clause, "Force Majeure" means an event beyond the control of the
SI and not involving the SI's fault or negligence and not foreseeable, either in its
sovereign or contractual capacity. Such events may include but are not restricted to
Acts of God, wars or revolutions, fires, floods, epidemics, quarantine restrictions and
fright embargoes etc.
c) Whether a “Force majeure” situation exists or not, shall be decided by BREDA and
its decision shall be final and binding on the SI and all other concerned.
d) In the event that the SI is not able to perform his obligations under this contract on
account of force majeure, he will be relieved of his obligations during the force
majeure period. In the event that such force majeure extends beyond six months,
BREDA has the right to terminate the contract in which case, the security deposit
shall be refunded to him.
e) If a force majeure situation arises, the SI shall notify BREDA in writing promptly,
not later than 14 days from the date such situation arises. The SI shall notify BREDA
not later than 3 days of cessation of force majeure conditions. After examining the
cases, BREDA shall decide and grant suitable additional time for the completion of
the work, if required.
f) SI shall be responsible for any damage occurred, if any, during the course of work.
g) The Bidder should provide appropriate equipment’s to the workmen and ensure that
those are in proper working condition and the workmen use the appropriate
equipment and take precaution.
10.15 Debarred/ Blacklisted
Contract with SI shall be subjected to continuous review of performance. Following will
result in automatic debarment/blacklisting as the case may be: -
BREDA without prejudice to any other remedy for breach of contract, by written notice of
default sent to the SI; terminate the contract in whole or part:
a) If the SI fails to deliver any or all the goods within the period(s) or within any
extension thereof granted by the BREDA or

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 b) If the SI, in the judgment of BREDA has engaged in corrupt or fraudulent practices
in competing for or in executing the contract.
c) In the event BREDA terminates the contract in whole or in part, BREDA may
procure, upon such terms and in such manner as it deems, appropriate goods or
services similar to those undelivered and the SI shall be liable to BREDA for any
excess costs for such similar goods or services. PBG shall be forfeited after
termination of the Contract. However, the SI shall continue the performance of the
contract to the extent not terminated.
d) Non- Submission of required Performance Bank Guarantee (PBG).
e) Non-Performance with regard to quality and supply schedule.
f) Attempt to bribe a BREDA official.
g) Found engaging in corrupt or fraudulent practices
h) Established misbehavior and threatening officials of the BREDA officials.
i) Black listing by other state, central utilities or other government entities.
j) Black listing shall be for a period ranging from three to six years. Corrupt and
fraudulent practices shall attract harshest punishment.
k) Manipulation of officials data.
10.16 Change in Law
The following terms shall have the following meanings:
"Change in Law" means the occurrence of any of the following events after the date of
submission of bid by the bidder resulting into any additional recurring/ non-recurring
expenditure by the bidder or any income to the bidder:
a) The enactment, coming into effect, adoption, promulgation, amendment,
modification or repeal (without re-enactment or consolidation) in India, of any Law,
including rules and regulations framed pursuant to such Law; a change in the
interpretation or application of any Law by any Indian Governmental Instrumentality
having the legal power to interpret or apply such Law, or any Competent Court of
Law;
b) The imposition of a requirement for obtaining any Consents, Clearances and Permits
which was not required earlier;
c) A change in the terms and conditions prescribed for obtaining any Consents,
Clearances and Permits or the inclusion of any new terms or conditions for obtaining
such Consents, Clearances and Permits; except due to any default of the bidder;
d) Any change in tax and duties or introduction of any tax and duties directly or
indirectly affecting the project by the SI as per the terms of the Contract Agreement,
but shall not include (i) any change in any withholding tax on income or dividends
distributed to the shareholders of the bidder or (ii) any change on account of
regulatory measures by the Appropriate Commission including calculation of
Availability.
10.17 Relief for Change in Law
a) The aggrieved Party shall be required to approach the State Commission/
Appropriate authority for seeking approval of Change in Law.
b) The decision of the Appropriate Authority / (State) Commission to acknowledge
a Change in Law and the date from which it will become effective, provide relief
for the same shall be final and governing on both the Parties.

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10.18 Taxes & Duties
All applicable taxes and duties shall be paid as per prevailing rates at the time of invoicing.
10.19 Resolution of Disputes
Disputes shall be resolved through:
a) Any dispute between BREDA and SI arising out of this Contract will first be
resolved amicably between the Parties. In such cases where dispute is not
resolved between the Parties, then the Parties may mutually agree to appoint an
arbitrator under the provisions of Arbitration and Conciliation Act, 1996.
b) Any disputes arising shall be subject to the jurisdiction of the High Court of
Patna.
c) Whenever required BREDA shall provide assistance in arbitration with respect
to interpretation of the RFP clauses.
10.20 Clarification of Bids
BREDA may seek clarifications during evaluation.
No change in price or substance of the bid shall be permitted.
10.21 Confidentiality
All information exchanged during bidding and execution shall be treated as
confidential. The SI shall not disclose any confidential information without prior
written consent of BREDA, during or after the Contract period.

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 Format-1
FORMATS FOR SUBMITTING RFP

Format
Sl. Enclosed
Particulars of Information/ Document /Annexure Page No.
No. (Yes/No.)
Number
A. Formats to be attached with the Bid
1 Check List Format 1
2 Covering Letter Format 2
3 General Particulars of the bidder Format 3
4 Earnest Money Deposit (EMD) Format 4
5 Format of CPG Format 5
6 Format of Checklist for Bank Guarantee Format 6
7 Letter of Authorization/ Power of Attorney Format 7
8 Financial Eligibility Criteria Requirement Format 8
9 Experience Certificate Format 9
10 Format of Consortium Agreement Format 10
Bidder(s) should not have been blacklisted / Debarred by
any Government Department, Organization, Agency,
Authority, or any Public Sector Undertaking owned by the
Government as on the date for Bid submission.
11 Format 11
Undertaking to this effect on Rs. 100/- Non- Judicial
Stamp paper duly notarized shall be submitted by the
bidder at the time of bid submission. Failing which the
bid shall be liable to be rejected.
DECLARATION (Required to be submitted by the
12 Format 12
Bidder on Original Letter Head of company)
13 Format of Contract Agreement Format 13
14 Compliance of Software Format 14
15 Web based Application Format 15
16 Price bid sheet Format 16
B. Documents to be attached with the Bid as Annexures in the same order as mentioned below
Business Profile of Bidder Company (Not more than one
1 Annexure 1
page of A4 size)
Certificate of Incorporation / Registration of Bidder
2 Annexure 2
Company
Attested copies of the valid Registration Certificates of
3 Annexure 3
GST, PAN, and all other applicable tax etc.
Signed and stamped copy of the Bidding Document
4 including amendments/ clarifications, if any, issued by the Annexure 4
BREDA.
Required Experience certificates to meet the Minimum
5 Eligibility Criteria (Experience certificate issued from Annexure 5
SNA/ Gov. Organization/ SECI/ DISCOM)
Minimum Average Annual Turnover (MAAT) of Rs. 2 Crore in
the last 03 financial years (i.e. 2022-23, 2023-24, 2024-25 or as
6 Annexure 6
applicable). Audited Financial Statement for the last 3 years to
this effect
Income Tax Return (ITR) for the last 03 financial year (i.e.
7 Annexure 7
2022-23, 2023-24, 2024-25 or as applicable).
8 Memorandum and Articles of Association Annexure 8

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 Format-2

Covering Letter

(The covering letter should be on the Letter Head of the Bidding Company)

Ref. No. _________ Date:

___________

From: ____________ (Insert name and address of Bidding Company)

__________________
__________________

Tel.#:
Fax#:
E-mail address#

To
The Director
Bihar Renewable Energy Development Agency
2nd Floor, “Vidhyut Bhawan” Building No- II,
Bailey Road, Patna- 800021, Bihar

Sub: Bid for “Design, Development, and implementation of Single Window

Clearance System portal along with 5 years of operation and maintenance for Bihar
Renewable Energy Development Agency (BREDA)”.

Dear Sir,

We, the undersigned…... [insert name of the ‘Bidder’] having read, examined and understood
in detail the RFP Document for Design, Development, and implementation of Single
Window Clearance System portal along with 5 years of operation and maintenance for Bihar
Renewable Energy Development Agency (BREDA) for providing facilitation in obtaining
clearance of Renewable Energy Projects, hereby submit our Bid comprising of Price Bid and
Techno Commercial Bid. We confirm that neither We nor any of our Parent Company /
Affiliate/Ultimate Parent Company has submitted Bid other than this Bid directly or
indirectly in response to the aforesaid RFP.

1. We give our unconditional acceptance to the RFP, dated…………and RFP Documents

attached thereto, issued by BREDA, as amended. This shall also be construed as a token
of our acceptance to the RFP Documents including all its amendments and clarifications
uploaded on [Link]
We shall ensure that we execute such RFP Documents as per the provisions of the RFP
and all provisions of such RFP Documents shall be binding on us.

2. EMD
We have enclosed an EMD of Rs………. (Insert Amount), in the form of bank guarantee
no……….. (Insert number of the bank guarantee) dated………… [Insert date of bank
guarantee] as per Format ……from………….. (Insert name of bank providing Bid
Bond) and valid up to ………….in terms of Clause ……of this RFP.
3. Processing Fee
We have enclosed DD of Rs………. {Insert Amount as per bid information of this RFP},
in the form of DD no……….. (Insert number of the DD) dated…………[Insert date of
DD] from …………..(Insert name of bank providing DD). Further, we have enclosed DD
Page 45 of 69
 of Rs.____ /- (Rs. _______only) inclusive of Service tax, in the form of DD no……….
(Insert number of the DD) dated…………[Insert date of DD] from …………..(Insert
name of bank providing DD).

4. We have submitted our Price Bid strictly as per Section 4 of this RFP, without any
deviations, conditions and without mentioning any assumptions or notes for the Price
Bid in the said format(s).

5. In case we are a Successful Bidder, we shall furnish a declaration at the time of

commissioning of the Project to the affect that neither we have availed, nor we shall avail
in future any subsidy other than received from BREDA for implementation of the
project.

6. Acceptance
We hereby unconditionally and irrevocably agree and accept that the decision made by
BREDA in respect of any matter regarding or arising out of the RFP shall be binding on
us. We hereby expressly waive any and all claims in respect of Bid process.

We confirm that there are no litigations or disputes against us, which materially affect
our ability to fulfil our obligations with regard to execution of projects of capacity
offered by us.

7. Familiarity with Relevant Indian Laws & Regulations

We confirm that we have studied the provisions of the relevant Indian laws and
regulations as required to enable us to submit this Bid and execute the RFP Documents,
in the event of our selection as Successful Bidder. We further undertake and agree that
all such factors as mentioned in RFP have been fully examined and considered while
submitting the Bid.

8. We are enclosing herewith the Envelope-I (Covering letter, Processing fee and Bid
Bonds) and Envelope-II (Techno-Commercial documents) containing duly signed
formats, each one duly sealed separately, in one original as desired by BREDA in the
RFP for kind consideration.

It is confirmed that our Bid is consistent with all the requirements of submission as stated in
the RFP and subsequent communications from BREDA. The information submitted in our
Bid is complete, strictly as per the requirements stipulated in the RFP and is correct to the
best of our knowledge and understanding. We would be solely responsible for any errors or
omissions in our Bid. We confirm that all the terms and conditions of our Bid are valid for
acceptance for a period of 09 months from the Bid deadline. We confirm that we have not
taken any deviation so as to be deemed non-responsive.

Dated the_____________day of________,20…

Thanking you,

We remain,

Yours faithfully,

Name-
Designation -
Signature of Authorized Person -

(Name Power of Attorney/ Board Resolution as per Clause………….is issued.)

Page 46 of 69
 Format-3
GENERAL PARTICULARS OF THE BIDDER

Bid for Design, Development, and implementation of Single Window Clearance System
along with 5 years of Operation & Maintenance for Bihar Renewable Energy Development
Agency (BREDA).

1 Name of the Company

2 Registered Office Address
3 Telephone, Telex, Fax No
4 E-mail
5 Website
6 Category of Bidder/Type of Organization Manufacturer/
System Integrator under the Companies Act, 1956
or
2013, LLP Act 2008, Joint Venture/Consortium.
(A copy of certificate of incorporation shall be
Furnished along with the bid in support of above).
7 Name of Director(s) of Company (Email IDs & contact 1) ……………..
Numbers) 2) ……………..
8 Name & designation of the authorized signatory to
whom reference shall be made (with contact Number)
9 Registration number
10 GST no.
11 PAN no.
12 Place & State of billing
13 Have the contractor/firm ever been debarred by any
Govt. Dept. /Public Sector Undertakings for
Undertaking any work?
14 Minimum Average Annual Turn Over of the bidder as
computed during last 3 financial year as on 31st March,
2025
15 The bidder has positive net worth in the last 3 financial
year as on 31st March, 2025 (Yes/No)
16 Experience in Design, Development, implementation,
Operation & Maintenance of Single Window Portal with API
Integration for any Central/State Governments / PSUs in
India during the last ten (10) years from as on bid
submission date
17 Name of the any close/near relative working in Name
Renewable Energy Sector or BREDA Designation
Place of Posting
Relationship
18 Reference of any document information attached by the
Bidder other than specified in the RFS.

(Signature of Authorized Signatory) With Seal

Page 47 of 69
 Format-4
Form of Bank Guarantee for Earnest Money Deposit
(To be furnished within the period specified in the Bidding Documents)
(To be stamped in accordance with the Stamp Act, if any, of the Country/State
of the issuing Bank):
Bank Guarantee No………… & date ……….. Issue date:
(For Rs …………….) Expiry date:
Claim period:
Name & Address of the Bank.
To,
Director,
Bihar Renewable Energy Development Agency (BREDA),
(A Government Agency under Energy Department),
2nd Floor, “Vidyut Bhawan”,
Building No- II, Bailey Road
Patna – 800021 (Bihar)

Whereas, M/s. ................................. (hereinafter called the Bidder) have participated

in the RFP floated by the Bihar Renewable Energy Development Agency (here in
after called BREDA), Vide RFP no. ........... dated............... for “Design, Development
and implementation of Single Window Clearance System portal along with 5 years
of Operations & Maintenance (O&M) for Bihar Renewable Energy Development
Agency (BREDA) for providing facilitation in obtaining clearance of Renewable
Energy Projects in the state of Bihar”.
1. And whereas under the terms of the said RFP, the System Integrator is to furnish
to BREDA with a Bank Guarantee for an amount of INR (2,00,000/-) Two Lakhs as
Earnest Money Deposit (EMD) and fulfilment of the terms thereof,
We.................................. (Name of the Bank) ......................... (hereinafter referred to
as the Bank) do hereby undertake to pay to the BREDA an amount not exceeding
INR (2,00,000/-) Two Lakhs against any loss or damage caused to or suffered by the
BREDA by reason of any breach by the said System Integrator (s) of any of the terms
or conditions contained in the said RFP.
2. We.......... (Name of the Bank) ................. do hereby undertake to pay the amounts
due and payable under this Guarantee without any demur, merely on a demand from
BREDA stating that the amount claimed is due by way of loss or damage caused to
or would be caused to or suffered by the BREDA by reason of any breach by the same
bidder of any of the terms or conditions contained in the said RFP or by reason of the
bidder failure to perform the said RFP. Any such demand made on the Bank shall be
conclusive as regards the amount due and payable by the Bank under this Guarantee.
However, our liability under this Guarantee shall be restricted to an amount not
exceeding INR (2,00,000/-) Two Lakhs/- only.
3. We.......... (Name of the Bank) ................. further agree that the Guarantee herein
contained shall remain in full force and effect during the period that would be taken
for the performance of the said RFP and that it shall continue to be enforceable till all
the dues of BREDA under or by virtue of the said RFP have been fully paid and its
claims satisfied or discharged or till .................... BREDA certifies that the terms and
conditions of the said RFP have been fully and properly carried out by the said
Page 48 of 69
 Executing Agency and accordingly discharge the Guarantee. Unless a demand or
claim under this Guarantee is made on us in writing on or before expiry of the period
of ………………... months from the time up to which the Guarantee continues to be
enforceable, we shall be discharged from all liability under this Guarantee thereafter.

4. We.......................... (Name of the Bank) ................. further agree with BREDA that
BREDA shall have the fullest liberty, without our consent and without affecting in
any manner our obligations hereunder, to vary any of the terms and conditions of the
said RFP or to extend time of bid submission by the said bidder from time to time or
to postpone for any time or from time to time any of the powers exercisable by
BREDA against the said bidder and to forebear or enforce any of the terms and
conditions relating to the said RFP and we shall not be relieved from our liability by
reasons of any such variation or extension being granted to the said bidder or for any
forbearance, act or omission on the part of BREDA or any indulgence by BREDA to
the said bidder or by any such matter of thing whatsoever which under the law relating
to sureties would but for this provision have effect of so relieving us.
5. Notwithstanding anything contained above –
i) Our liabilities under this guarantee shall not exceed INR 2,00,000.00 (Two Lakh
Only).
ii) This Bank Guarantee is valid up to --------- Nine (09) months from the date of
opening of Technical Bid.
iii) We are liable to pay the guaranteed amount or any part thereof under this Bank
Guarantee only and only if (BREDA) serve upon us a written claim or demand on or
before --------.

In witness whereof we _________Bank Limited have executed this on this the

_______day of …………….

Signature_____________________
Seal of the Bank Name
_______________________
Designation
____________________

Attorney as per power of attorney No. …………………

For:
……………………………………………. [Insert Name of the Bank]
Stamp and Full Address:
Dated this ………………… day of …………… 20…..

Note: The Stamp Paper should be in the name of the Executing Bank.

Page 49 of 69
 Format-5

FORMAT FOR CONTRACT PERFORMANCE BANK GUARANTEE (CPG)

(To be on non-judicial stamp paper of appropriate value as per Stamp Act relevant to place
of execution.)
In consideration of the ----- [Insert name of the System Integrator] (hereinafter referred to
as selected Successful System Integrator (SI)) submitting the response to RFP inter alia
for Design, Development, and implementation of Single Window Clearance System
portal with 5 years of Operation & Maintenance of Renewable Energy Projects in
the state of Bihar for Bihar Renewable Energy Development Agency (BREDA) in
response to the RFP No________ dated………… issued by BREDA (hereinafter referred
to as BREDA) and BREDA considering such response to the RFP of ………[insert the
name of the Successful SI] (which expression shall unless repugnant to the context or
meaning thereof include its executers, administrators, successors and assignees) and
selecting the System Integrator and issuing Letter of Intent No ------------- to------------
(insert the name of the Successful System Integrator (SI)) as per terms of RFP and the
same having been accepted by the selected SI or Company, M/s -------------------,]. As per
the terms of the RFP, the _______________ [insert name & address of bank] hereby
agrees unequivocally, irrevocably and unconditionally to pay to BREDA at 2nd Floor,
“Vidyut Bhawan” Building No- II, Baily Road,
Patna – 800021. Bihar, India forthwith on demand in writing from BREDA or any
Officer authorised by it in this behalf, any amount upto and not exceeding Rupees------
[Total Value] only, on behalf of M/s __________ [Insert name of the selected Successful
System Integrator (SI)/ Company]

This guarantee shall be valid and binding on this Bank up to and including………. [insert
date of validity]. and shall not be terminable by notice or any change in the constitution of
the Bank or the term of contract or by any other reasons whatsoever and our liability
hereunder shall not be impaired or discharged by any extension of time or variations or
alternations made, given, or agreed with or without our knowledge or consent, by or
between parties to the respective agreement.

Our liability under this Guarantee is restricted to Rs. ___________ (Rs.

_______________ only).

Our Guarantee shall remain in force until…………….. BREDA shall be entitled to invoke
this Guarantee till ……….
The Guarantor Bank hereby agrees and acknowledges that BREDA shall have a right to
invoke this BANK GUARANTEE in part or in full, as it may deem fit.

The Guarantor Bank hereby expressly agrees that it shall not require any proof in addition
to the written demand by BREDA, made in any format, raised at the above-mentioned
address of the Guarantor Bank, in order to make the said payment to BREDA.

The Guarantor Bank shall make payment hereunder on first demand without restriction or
conditions and notwithstanding any objection by -------------[Insert name of the Successful
System Integrator (SI)/ Company as applicable] and/or any other person. The Guarantor
Bank shall not require BREDA to justify the invocation of this BANK GUARANTEE,
nor shall the Guarantor Bank have any recourse against BREDA in respect of any payment
made hereunder.
This BANK GUARANTEE shall be interpreted in accordance with the laws of India and
the courts at Bihar shall have exclusive jurisdiction.
Page 50 of 69
The Guarantor Bank represents that this BANK GUARANTEE has been established in
such form and with such content that it is fully enforceable in accordance with its terms as
against the Guarantor Bank in the manner provided herein.
This BANK GUARANTEE shall not be affected in any manner by reason of merger,
amalgamation, restructuring or any other change in the constitution of the Guarantor Bank.
This BANK GUARANTEE shall be a primary obligation of the Guarantor Bank and
accordingly BREDA shall not be obliged before enforcing this BANK GUARANTEE to
take any action in any court or arbitral proceedings against the Successful System
Integrator (SI) /Company, to make any claim against or any demand on the System
Integrator (SI)/Company or to give any notice to the System Integrator (SI)/ Company or
to enforce any security held by BREDA or to exercise, levy or enforce any distress,
diligence or other process against the System Integrator (SI)/ Company.

Notwithstanding anything contained herein above, our liability under this Guarantee is
restricted to Rs. ___________ (Rs. ________________________ only) and it shall remain
in force until …………….. We are liable to pay the guaranteed amount or any part thereof
under this Bank Guarantee only if BREDA serves upon us a written claim or demand.

Signature ____________________

Name___________________

Power of Attorney No._______________

Email ID____________________

For
______[Insert Name of the Bank]__

Banker's Stamp and Full Address.

Dated this ____ day of ____, 20__

Witness:
1. …………………………………….

Signature

Name and Address

2. …………………………………..

Signature

Name and Address

Notes:

1. Stamp Paper should be in the name of the Executing Bank and of appropriate value.
2. The Contract Performance Guarantee (CPG) shall be executed by any of the
Nationalize Bank/ schedule commercial bank.
3. While issuing BG applicant must mention receiver’s details as ICICI Bank, IFSC-
ICIC0003342, Branch- Patna Bypass, Suman Plaza near Shivam Convent School,
Patna at which SFMS IFN 760 message shall be sent by issuing bank through
SFMS to establish the authenticity of issued BG

Page 51 of 69
 Format-6

CHECK LIST FOR BANK GUARANTEES

Sl.
Details of Checks
No. YES/NO

Is the BG on non-judicial Stamp paper of appropriate value, as per applicable

a)
Stamp Act of the place of execution

Whether date, purpose of purchase of stamp paper and name of the purchaser are
indicated on the back of Stamp paper under the Signature of Stamp vendor? (The
date of purchase of stamp paper should be not later than the date of execution of
b)
BG and the stamp paper should be purchased either in the name of the executing
Bank or the party on whose behalf the BG has been issued. Also, the Stamp Paper
should not be older than six months from the date of execution of BG).

Has the executing Officer of BG indicated his name, designation and Power of
c)
Attorney No. / Signing Power no. on the BG?

Is each page of BG duly signed/initiated by executants and whether stamp of Bank

d) is affixed thereon? Whether the last page is signed with full particulars including
two witnesses under seal of Bank as required in the prescribed Performa?

Does the Bank Guarantees compare verbatim with the Performa prescribed in the
e)
Bid Documents?

Are the factual details such as Bid Document No. / Specification No. / LOA No. (if
f)
applicable) / Amount of BG and Validity of BG correctly mentioned in the BG

Whether overwriting/cutting if any on the BG have been properly authenticated

g)
under signature & seal of executants?

Page 52 of 69
 Format-7

Letter of Authorization/Board Resolution/ Power of Attorney

To:
The Director,
Bihar Renewable Energy Development Agency (BREDA),
(A Government Agency under Energy Department),
2nd Floor, “Vidyut Bhawan”,
Building No- II, Bailey Road
Patna – 800021 (Bihar)

NCB No: _______________________________Dated______________________

(Undertaking to be on INR 100/- non-judicial stamp paper duly notarized.)
Power of Attorney to be provided by the Bidding Company in favor of its
representative as evidence of authorized signatory’s authority.
We ……………………………………………………. (name and address of the registered
office of the Bidding Company as applicable) do hereby constitute, appoint and authorize
Mr./Ms. …………………………….. (name & residential address) who is presently
employed with us and holding the position of ……………………………………… as our
true and lawful attorney, to do in our name and on our behalf, all such acts, deeds and things
necessary in connection with or incidental to submission of our Bid for Design,
Development, and implementation of Single Window Clearance System portal with 5
years of Operation & Maintenance of Renewable Energy Projects in the state of Bihar
for Bihar Renewable Energy Development Agency (BREDA) in response to the RFP.
No………………………… dated ………….. issued by BREDA, Bihar including signing
and submission of the Bid and all other documents related to the Bid, including but not
limited to undertakings, letters, certificates, acceptances, clarifications, guarantees or any
other document which the BREDA may require us to submit. The aforesaid Attorney is
further authorized for making representations to the BREDA, Bihar and providing
information / responses to BREDA, Bihar representing us in all matters before BREDA,
Bihar and generally dealing with BREDA, Bihar in all matters in connection with this Bid
till the completion of the bidding process as per the terms of the above mentioned RFP.
We hereby agree to ratify all acts, deeds and things done by our said attorney pursuant to
this Power of Attorney and that all acts, deeds and things done by our aforesaid attorney
shall be binding on us and shall always be deemed to have been done by us.
All the terms used herein but not defined shall have the meaning ascribed to such terms
under the RFP.
Signed by the within named……………………………………………….. (Insert the
name of the executant company) through the hand of
Mr.………………………………………duly authorized by the Board (vide Board
resolution No_______________) to issue such Power of Attorney Dated this
………………………………… day of …………………
Accepted
………………………………………………..

Signature of Attorney

(Name, designation and address of the Attorney)

Page 53 of 69
Attested
…………………………………………………

(Signature of the executant)

(Name, designation and address of the executant)

…………………………………………………
Signature and stamp of Notary of the place of execution
Common seal of ……………………… has been affixed in my/our presence pursuant
to Board of Director’s Resolution dated…………….(Board of Director’s Resolution
is also enclosed)

WITNESS

1. …………………………………………………………..
(Signature)

Name…………………………………………………

Designation ………………………………………

2. ………………………………………………………….
(Signature)

Name…………………………………………………

Designation ………………………………………

Notes:
a. The mode of execution of the power of attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executant(s).
b. In the event, power of attorney has been executed outside India, the same needs to be
duly notarized by a notary public of the jurisdiction where it is executed.
c. Also, wherever required, the executant(s) should submit for verification the extract of
the charter documents and documents such as a Board resolution / power of attorney, in
favour of the person executing this power of attorney for delegation of power hereunder
on behalf of the executant(s).

Page 54 of 69
 Format -8

FINANCIAL ELIGIBILITY CRITERIA REQUIREMENT

(To be submitted on the On the Letter Head of the Chartered Accountant
Firm)
To,
The Director
Bihar Renewable Energy Development Agency
2nd Floor, Vidyut Bhawan, Building No. II Baily Road,
Patna- 800021, Bihar

Sub: Bid for " Empanelment of Agencies for Design, Development, and
implementation of Single Window Clearance System along with 5 years of
Operation and Maintenance for Bihar Renewable Energy Development
Agency (BREDA) for providing facilitation for clearance/NOC of Renewable
Energy Projects in the state of Bihar”. in response to the RFP No:
________________________________ dated: __________
Dear Sir,
We certify that the Financially Evaluated Entity(ies) had a Minimum Average Annual
Turnover (MAAT) as follows:

Financial Year Amount in INR

2022-23
2023-24
2024-25
Average Annual Turnover

Minimum Average Annual Turnover (MAAT) of Rs. ______ Crore in the last 03 financial years
(i.e. 2022-23, 2023-24 & 2024-25).

We certify that the Financially Evaluated Entity (ies) had a Net Worth as follows:
Net Worth at the close of Preceding (i.e. 2024-25) Financial Year
Financial Year Amount in INR
2022-23
2023-24
2024-25
Along with Audited Financial Statement for last 3 years.
Signature and stamp (on each page) of Chartered Accountant/ Statutory Auditors of System
Integrator.
Name of the Chartered Accountant
Firm_________________
Name of the Chartered
Accountant_____________________
Designation_______________________
Registration Number of CA
Firm_______________________
Membership Number______________________
UDIN___________________________________
Signature_________________________________
Seal of Chartered Accountant________________
Date ________________________

Page 55 of 69
 Format-9

Letter No: Date:

EXPERIENCE CERTIFICATE
Work Order/ Agreement Reference Number:
RFP/TENDER No.:
Customer/Beneficiary/Client/User Name:
Contractor Name:
Project Location:
Sl no. Description Qty UOM Work Work Remarks
of Work Order Completion
Value Date
(in
Crores)

The work for integration of the devices and demonstration has been found successful as per
the Scope of Work mentioned in W.O No……………. dtd. ………… It is also hereby
certified that all the implemented work are running satisfactory. It is being monitored
successfully through network/system. It includes development of software dashboard and
monthly MIS dashboard generation. The work includes implementation/Go-Live and API
integration on various applications in various departments in State/Central/PSUs in India.

Enclosure: Work Order Copy/ Agreement Copy

Authorized Signatory Customer/Beneficiary/Client

Designation

Seal

Email ID

Contact Mobile Number

• Strike out which-ever is not applicable.

Page 56 of 69
 Format-10

CONSORTIUM AGREEMENT
(To be on Rs. 100/-non-judicial stamp paper duly notarized)

THIS Consortium Agreement (“Agreement”) executed on this_______ day of ____ 20____

between M/s [insert name of Lead
Member]_______________________________________________ a Company
incorporated under the laws of _____________________ and having its Registered Office
at ___________________ (hereinafter called the “Lead Member”, which expression shall
include its successors, executors and permitted assigns)
And
M/s _____________________ a Company incorporated under the laws of
_________________________ and having its Registered Office at
________________________ (hereinafter called the “other Member”, which expression
shall include its successors, executors and permitted assigns), which expression shall
include its successors, executors and permitted assigns)
WHEREAS, each Member individually shall be referred to as the “Member” and both the
Members shall be collectively referred to as the “Members” in this Agreement.
WHEREAS the Bihar Renewable Energy Development Agency (hereinafter called
BREDA) has invited response to RFP No.______ dated ______for “Design, Development,
and implementation of Single Window Clearance System along with 5 years of operation
and maintenance for Bihar Renewable Energy Development Agency (BREDA) in the state
of Bihar”.

NOW THEREFORE, THIS AGREEMENT WITNESSTH AS UNDER:

In consideration of the above premises and agreements all the Members in this Consortium
do hereby mutually agree as follows:
1. We, the Members to the Agreement do hereby unequivocally agree that
(M/s_______________), shall act as the Lead Member for self and on behalf of other
Member ______.
2. The Lead Member shall be liable and responsible for ensuring the individual and
collective commitment of each of the Members of the Consortium in discharging all of
their respective obligations. Each Member further undertakes to be individually liable
for the performance of its part of the obligations without in any way limiting the scope
of collective liability envisaged in this Agreement.
3. In case the said work is awarded to the Consortium the partners of the Consortium will
nominate a person with duly notarized Power of Attorney on stamp paper, who will
represent the Consortium with the authority to incur liabilities, receive instructions and
payments, sign and execute the contract for and on behalf of the Consortium.
4. The parties agree to make financial as well as technical participation and to place at
disposal of Consortium the benefits of its individual, technical knowledge, skill and
shall in all respect bear its share as regards planning and execution of the work and
responsibilities including provision of information, advice and other assistance
required in the Consortium and participation shall be in proportion of
Company A-----------------%
Company B-----------------%
Total 100% (Lead member should possess more than 51% share in the Consortium, in
any case)
5. In case of any breach of any commitment in parameters like financial or technical by
any of the Consortium Members, either the lead bidder or the member/(s) responsible
for the breach or both the Members as deemed fit shall be liable for the consequences

Page 57 of 69
 thereof as per the provisions of the RFP. In such cases, appropriate decision as per law
shall be taken by BREDA.
6. This Agreement shall be construed and interpreted in accordance with the Laws of
India and court at Patna alone shall have the exclusive jurisdiction in all matters
relating thereto and arising there under.

7. In case of any request received for issuing of experience certificate from any of the
members of the consortium, the experience certificate shall be issued only in the name
of the lead bidder.
8. It is hereby further agreed that in case of being shortlisted, the Members do hereby
agree that they shall abide by the terms & conditions of the RFP document.
9. It is further expressly agreed that this Agreement shall be irrevocable and shall form
an integral part of the RFP submitted to BREDA and shall remain valid till completion
of the job assigned to the Contractor.
10. The Lead Member is authorized and shall be fully responsible for the accuracy and
veracity of the representations and information submitted by the Members respectively
from time to time in the response to RFP.
11. It is hereby expressly understood between the Members that no Member at any given
point of time, may assign or delegate its rights, duties or obligations under this
agreement without the explicit permission of BREDA.
12. In case of any disputes arising between the consortium members which may lead to
the dissolution of the Consortium Agreement, BREDA reserves the rights to take
appropriate action in the interest of the project.
13. This Agreement
(a) Has been duly executed and delivered on behalf of each Member hereto and constitutes
the legal, valid, binding and enforceable obligation of each such Member;
(b) Sets forth the entire understanding of the Members hereto with respect to the subject
matter hereof; and
(c) May not be amended or modified except in writing signed by each of the Members and
with prior written consent of BREDA
IN WITNESS WHEREOF, the Members have, through their authorized representatives,
executed these presents on the Day, Month and Year first mentioned above.

Signature Signature
For M/s-------------------------- [Lead Member] For M/s----------------------
[Other Member]

(Signature, Name &Designation of the person authorized vide Board Resolution Dated
:……………)

Witnesses:
1) Signature----------------------- 2) Signature ---------------------

Name: Name:
Address: Address:

Page 58 of 69
 Format-11

UNDERTAKING TOWARDS NOT BEING BLACKLISTED

(On 100/- Rs. Non- Judicial Stamp Paper)

I, ___________________________ Authorized Signatory of M/s

_______________________ hereby give undertaking that we, as a company have not been
Blacklisted/Debarred/ Banned/ Suspended) as on the date of Bid submission by any
Government Department, Semi Government Department, DISCOM’s, Public Sector
Undertaking (PSU).
Further, if the information furnished above stands false at any stage, we shall be completely
liable for actions taken by BREDA as per terms & conditions of the tender including
disqualification and exclusion from future contracts/assignments.

(Signature of Authorized Signatory)

Name:
Designation:
Seal:

Note: - In case of Joint Venture both the partners shall have to declare not being
Blacklisted/Debarred/ Banned/ Suspended) as on the date of Bid submission by any
Government Department, Semi Government Department, DISCOM’s, Public Sector
Undertaking (PSU) in India as on date of submission of bid. In this regard both the
partners shall have to submit Format-10 separately.

Page 59 of 69
 Format-12
DECLARATION
(Required to be submitted by the Bidder on Original Letter Head of company)

We have carefully read and understood the enclosed Terms and Conditions of the
RFP and agree to abide by them.
We declare that we are (please specify & tick mark the relevant point(s) and cross the
others):

1. We solemnly undertake that the responsibility of execution of the Work as per the
terms and conditions of the RFP/ Contract Agreement shall be entirely ours.
2. We declare that we have not taken any support from any of the independent
Consultant or Consulting Agency who is associated with BREDA in any form while
preparing RFP.
3. We declare that we have not been Blacklisted or otherwise for any Supply of Goods
/ Services / Works by any Ministry / Department / PSU of Central Government / Any
of the State Government(s), anytime / anywhere in the Country Debarred or have
failed to execute any previous work of BREDA.

If this Declaration is found to be incorrect or if any RFP Condition is found violated by

us, then without prejudice to any other action our Bid Security / Security Deposit may be
forfeited in full and the Proposal to the Extent of Acceptance / anytime during Execution
of Assignment may be cancelled.

(Signature of Authorized Signatory)

(Name & Designation in block letters)

Seal

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 Format-13
Contract Agreement
Contract No.________________ Dated: -
This agreement is made and entered into ______ day of _______ month of year 20_____
between Bihar Renewable Energy Development Agency, a state nodal agency registered
under Societies Registration act 1860, having its office at 2nd Floor, “Vidyut Bhawan”,
Building No. 2 Bailey Road, Patna 800001 (Bihar) (hereinafter referred to as Owner”,
which expression shall, unless repugnant to the context or meaning thereof, include its
successors, administrators and assigns) of the ONE PART
And
_____________ (Name of _ System Integrator (SI)________________
having its office at, (hereinafter referred to as the “System Integrator (SI)” which expression
shall, unless repugnant to the context or meaning thereof) include its successors,
administrators and assigns) of the OTHER PART.

WHEREAS the Owner, desirous of associating with the Contractor for

Empanelment of Agencies for “Design, Development, and implementation of Single
Window Clearance System portal along with 5 years of operation & maintenance for Bihar
Renewable Energy Development Agency (BREDA)” on the terms and conditions
contained in the Bidding Documents and amendments of the clarifications in respect
thereof issued by the Owner in response to Invitation for Bid (IFB): RFP No:
BREDA/TENDER/SWCS/--------/2025‐26.
AND
WHEREAS the System Integrator (SI) had submitted its Bid for the said Project under RFP
No: BREDA/TENDER/SWCS/--------/2025‐26. Dated_____________ and the
clarification / confirmations given through all its subsequent communications (All put
together are hereinafter referred to as the “Bid”).

NOW THEREFORE THIS AGREEMENT WITNESS AS UNDER:

Article - 1.0 – Definition
In this Agreement, the word and expression shall have the same meaning as are respectively
assigned to them in the Contract Documents specified hereunder, attached herewith, which
form an integral part of this Contract Agreement. This Agreement together with all the
Documents attached therewith is referred to as the Contract for all intent and purpose of the
aforesaid Project.
Article - 2.0 - Date of Commencement of Contract
This Contract has come into force with effect from i.e. from the date of the signing of this
contract agreement.
Article - 3.0 - Contract Documents
The Contract shall be performed strictly as per the terms & conditions stipulated herein and
in the following documents attached hereto (hereinafter referred to as “Contract
Documents”):
i. The Contract Agreement between the Owner and the System Integrator (SI) and the
attachments there to (This Contract Agreement).
ii. Letter of Intent to the execution of Contract Agreement between the Owner and the
System Integrator (SI) (Appendix I).
iii. Corrigendum to the RFP including & clarifications, if issued by the Owner in
response to queries raised by System Integrator (SI) (Appendix II).
iv. TENDER DOCUMENTS (Appendix III)
v. Designs and Drawings (Appendix IV)
vi. Bid submitted by the Successful System Integrator (SI) (Appendix V).
The above Contract Documents shall form an integral part of this agreement. If there is
an ambiguity or discrepancy or conflict within the Contract Documents, the priority of the
Documents shall be in the order in which the Contract Documents are listed above.

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All Documents forming part of the Contract Documents are intended to be corrective,
complementary and mutually explanatory. The Contract shall be read as a whole.
The provisions relating to Arbitration and Jurisdiction are specified in clause no-10.19 of
RFP Document. In case of any- conflict amongst Contract Documents, the decision of the
Owner shall be final & biding on the Contractor.
Article - 4.0 – Scope of Work
The detailed scope of work of the Contractor, under the Contract has been brought out in
the Contract Documents. However, the above scope of work of the Contractor shall also
include such type of work as may not have been specifically brought out in the said
Contract Documents but as may be necessary for the safe and successful completion of the
various items of work envisaged as per good engineering practice and recognized
principles. The approved contract price is for the entire scope of supply & services. TDS
deduction, as applicable, would be levied by BREDA.

Article - 5.0 – Contract Rate

The Contract Rate under this Contract shall be the discovered L1 rates for the Design,
Development, and implementation of Single Window Clearance System along with 5 years
of operation & maintenance for Bihar Renewable Energy Development Agency (BREDA).
Service Level Agreement (SLA):
a) The SLA purpose is to enforce a contract between the selected bidder and BREDA.
b) The purpose of this Service Level Requirements/Agreement (hereinafter referred
to as SLA) is to clearly define the levels of service which shall be provided by the
Bidder to BREDA for the duration of this contract period of the Project.
c) The delivery timelines of milestones and payment terms is below mentioned shall
form the Service Levels for delivery of Services specified herein.
Sl# Milestone Deliverable Payment schedule
1 Requirement Study Software Requirement
Specification Document
35% of the Project Cost
2 User Acceptance Test UAT Test Cases and
Compliance Report

3 Security Audit & Go live of Safe-to-Host Certificate 25% of the Project Cost
the Software from any CERT-in
empaneled auditor and
Go live approval from
the Department
4 Operation & Maintenance Activity Report, Safe-to- 40% of the Project Cost
of the Single Window Host Certificate from any (4% half-yearly)
Clearance System CERT-in empaneled
auditor (once annually)

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 d) Project Timeline

Sl# Milestone Timeline

Issuance of the work order to the selected SI T0

Approval of software requirement specification

T1 = T0 + 4 weeks
(SRS) of the Single Window Clearance System

Development & User acceptance test of the

T2 = T1 + 16 weeks
Project implementation

Third-party security audit & go live T3= T2 + 4 weeks

Operation & Maintenance of the Single Window

T3 + 60 Months
Clearance System
e) Penalty/ Liquidated Damages

(I) Penalty against Application Performance:

Parameter Target Basis Penalty
Application >= 99.9% Per occurrence. This will be Per occurrence penalty shall be
Uptime calculated 24*7 monthly after the Fixed of INR 2000.
Go live of the application minus (applicable even for 0.1%
allowed/ permissible downtime. downtime)
Time 0 - Maximum 1 hr. – No
Penalty
Time >1 hr. to 6 hrs. - INR 5000
Time> 6 hrs. to 12 hrs - INR 8000
Time > 12 hrs. to 24 hrs. - INR
10000
> 24 hrs. (for every 12 hrs. interval)
- INR 5000, subject to a maximum
of 5% of the contract value
• The term downtime is used to refer to periods when a system is unavailable.
The unavailability is the proportion of a time span that a system is unavailable
or offline. This is usually a result of the system failing to function because of an
unplanned event, or because of routine maintenance (a planned event).
• The terms are commonly applied to hardware infrastructure and application software
developed by the successful bidder. The common reasons for unplanned outages are
system failures (such as a crash) or communications failures (commonly known
as network outage).
• Uptime is a measure of system reliability, expressed as the percentage of time a
machine, typically a computer application/ software, has been working and available
for specific timeframe (monthly basis).
• Uptime = {1- [(System Downtime) / (Total Time – Planned Maintenance Time)]} *
100
• Email facility with WhatsApp & SMS notification to the concerned nodal person of SI
shall be intimated immediately regarding any issues.

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 Note:
a) A SI is required to submit an audited report prepared by service provider every month
by the 10th of next/ upcoming month for calculation of the downtime of the services.
b) The down time will be calculated on a monthly basis.
c) The maximum penalty will be up to 5% of total project cost as per the Commercial bid
submitted by the Bidder excluding taxes.
d) System Integrator (SI) shall facilitate support team during entire contract period
as and when the Software Development work is required after Go-Live.
e) The SI shall deploy sufficient manpower suitably qualified and experienced in shifts
to meet the SLA. SI shall appoint as many team members as deemed fit by them, to meet
the time Schedule and SLA requirements.
(II) Change Request:
Parameter Target Penalty

Any kind of UI/UX, Backend,

For every week delay INR
networking/ communication /report
Within 7 days 5000, subject to a maximum
generation/ etc. as per tender
of 0.5% of the contract value
documents.

The rates shall be inclusive of all taxes, duties, levies, fees, etc. The rate shall remain fixed
and firm and shall not change on any account whatsoever, for the duration of the Contract.
BREDA will not pay anything over and above this rate unless as otherwise specified. All the
matters relating to the payments to the Contractor shall be as per the Terms & Conditions and
subject to the requirements as specified in the said Conditions of Contract of tender no. - RFP
No: BREDA/TENDER/SWCS/--------/2025‐26.
(III) Liquidated Damages
• In case of unjustified delay attributable solely to the SI, BREDA may levy penalties
at the rate of:
0.5% per week, subject to a maximum of 10% of the total contract value of the
delayed component.
Article - 6.0 – Contract Schedule
Time is the essence of Contract and shall be strictly adhered to. The System Integrator (SI)
shall so organize its resources and perform its work as to complete it within a period of 6
months from the date of issuance of particular work order and as per the Projects
Completion Schedule forming part of the Bid submitted by the Contractor subject to further
modifications /changes as may be mutually agreed to between the BREDA and the System
Integrator (SI).
This Contract is executed in English Language in two copies, each party receiving one set
and both the sets are authentic.
Article-7.0 – Termination for Insolvency
BREDA may terminate the Contract if the SI becomes insolvent, bankrupt, or is wound up,
without any compensation.
7.1 Termination for Convenience
BREDA may terminate the Contract, wholly or partly, at any time for convenience by giving
written notice.

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 Article-8.0 - Debarred/ Blacklisted
Contract with SI shall be subjected to continuous review of performance. Following will
result in automatic debarment/blacklisting as the case may be: -
BREDA without prejudice to any other remedy for breach of contract, by written notice of
default sent to the SI; terminate the contract in whole or part:
a) If the SI fails to deliver any or all the goods within the period(s) or within any
extension thereof granted by the BREDA or
b) If the SI, in the judgment of BREDA has engaged in corrupt or fraudulent practices
in competing for or in executing the contract.
c) In the event BREDA terminates the contract in whole or in part, BREDA may
procure, upon such terms and in such manner as it deems, appropriate goods or
services similar to those undelivered and the SI shall be liable to BREDA for any
excess costs for such similar goods or services. PBG shall be forfeited after
termination of the Contract. However, the SI shall continue the performance of the
contract to the extent not terminated.
d) Non- Submission of required Performance Bank Guarantee (PBG).
e) Non-Performance with regard to quality and supply schedule.
f) Attempt to bribe a BREDA official.
g) Found engaging in corrupt or fraudulent practices
h) Established misbehavior and threatening officials of the BREDA officials.
i) Black listing by other state, central utilities or other government entities.
j) Black listing shall be for a period ranging from three to six years. Corrupt and
fraudulent practices shall attract harshest punishment.
k) Manipulation of officials data.
IN WITNESS WHEREOF the Parties through their duly authorized representatives have
signed this agreement on the day, month and year mentioned herein of before.
Witness-1
(Bihar Renewable Energy Development
Agency)

(Authorized Person Name)

(Company Seal)

Witness-2

(Contractor)

(Authorized Person Name)

(Company Seal)

Page 65 of 69
 Format-14
Checklist for Compliance of software

Sr.
Category Item Status
No
User Manuals, Installation Guides,
1 Documentation Technical Specs, Test Reports,
Verification Change Logs and check each modules
working properly.
Feature Completeness, User Interface,
Data Integrity, Alarm Management,
2 Functional Verification
Dashboard working properly with
report integration with Departments
Performance Response Time, Throughput,
3
Verification Resource Utilization, Scalability

4 Security Verification User Authentication, Access Control

Hardware Integration, Software

5 Integration Verification
Integration, Communication Protocols
Failover Mechanisms, Backup and
6 Reliability Verification
Restore Redundancy
7 UAT Verification User Feedback, Usability, Training
Compliance Regulatory Compliance, Safety
8
Verification Standards
Post-Deployment Monitoring, Support Readiness,
9
Verification Warranty Period
SAT Documentation, Acceptance
10 Final Review
Certificate, Payment Milestones

Page 66 of 69
 Format-15

Checklist for Web Based Application

Sr. Category Status
No
01 Login Management
Password Management
02
(Forgot Password/Regenerate Password etc.)
03 Profile Management
04 Admin and User Management
05 Role Based Access Control for Admin and User
06 Home Actionable Dashboards/portal
Monitoring Dashboard/portal Departments, Drop down list
a
of applicant compliance, Locations on Map with tracking
Monitoring Dashboard/portal Departments, Drop down list of
applicant compliance, Performance Information,
b
rejection/acceptance/approval/clearance of Renewable
Energy Projects.
7 Add applicants/documents
8 Show applicants/documents
9 Show Missed applicants/documents
10 Log Event
11 Show Event
12 Update Event
13 Manage Departments
14 UI Reports
15 Download Report in Excel/PDF/WORD/JPEG format

Page 67 of 69
 Format-16

Price Bid Sheet

Sl. Item Unit Rate Qty Cost (INR)

No.
1 Design, Development & Implementation Lump sum 1
of Single Window Clearance System
with perpetual license to deliver all the
services as per Scope of Work
2 Security Audit/year year 5

3 5 years Operation & Maintenance of the Year 5

Single Window Clearance System
Total (Excl. Taxes)
GST @18%
Grand Total

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