Government of West Bengal

Department of Information Technology & Electronics

State e-Governance Mission Team

Dated: 4th June 2019

Sub: SeMT observations on the document "Procurement of Smart VMS by Kolkata Police ”

Based on review conducted by SeMT, following are the annotations on the above captioned document related to
the e-Tender documents for Procurement of Smart VMS by Kolkata Police.

1. Evaluation Criteria:

I. The Scope defined within the NIT pertains to the Supply, installation, integration and training of
Smart Variable Message Sinage(VMS) at different locations under Kolkata Police at different
traffic intersection. Provide connectivity from these VMSs to Lalbazar Traffic control room.
Provide required VMS data server, software and network equipment with necessary integration
for all.

II. There is no breakup of the budget provided or the cost calculation rationale provided to the
review team so that the costs, EMD, turnover and overall financial implications may be suitably
evaluated. Also its not cleared of itemized cost for Software, Hardware, AMD and other
equipment.

III. NIT may provide a contingency plan in case of delays due to weather, supply issues, or other
foreseen or unforeseen circumstances.
 IV. NIT may provide a description of quality control and quality assurance procedures for all aspects
of the project. Where quality control and quality assurance procedures are specified in the
description of the Work, NIT should meet or exceed those specifications.

V. Workmanship: All Work in respect of the VMS is to be carried out to the reasonable satisfaction
of the Kolkata Police.

VI. Work Guarantee and Material Warranty: The bidder shall warranty the work and materials and
shall restore any damaged or defective work to the standards set out in this description of the
Work without cost to the Kolkata Police, including materials and labor, for a period five (5) years
after getting work order.

VII. If the birder fails to provide the service as set out in the NIT, the bidder shall indemnify the
Police for any costs incurred as a result.

VIII. The condition set in the NIT that the Bidder should have turnover of at least 2 corers should be
suitably adjusted such that the yearly turnover is at least 2.5 times the estimated project cost.

IX. Considering that this project is estimated budgeted at 2.5 corers, the bidder should be an
organization with expertise in the field and comprising of a minimum of 80 technical experts or
more.

X. The above may ensure that only genuine bidders with sufficient organizational, capability and
financial strength may participate in the bidding process with quality deliverables.

XI. Following Documents / additional criteria may also be requested within the Evaluation Criteria
for all bidders:
 Income Tax  PAN Card

 Trade License  Valid Trade License copy

 Address Proof (Must have office in Kolkata OR  Income Tax Return of last 3 years ending FY
provide an Undertaking that the bidder shall open an 2018-19
Office in Kolkata before signing of Master Service
Agreement failing which Kolkata Police department  Electricity Bill for Address Proof/ Other
may award the contract to next best bidder declared document for proof of Office in Kolkata
out of Bid evaluation process )
 GST Registration
 Service Tax
 GST Return for FY ending 2018-19
 Professional Tax
 Professional Tax Registration Certificate / last
Challan payment copy

 Bidder should be in business of running Supply,  Relevant documents certified by Statutory

installation, integration and training on similar VMS Auditor Or Chartered Accountant
Projects for past 1 year ending 31.03.2019

 Authorized Signatory  Self Certified Authorized Signatory related

document
 Bidder should not have been Blacklisted by any
government ministry/department/agency/office for  Self Certified Blacklisting related document
breach of ethical conduct or fraudulent practices in
last 5 years

2. Technical/Functional Requirements:

General:

I. It is recommended that the proposed VMS implementation may be based upon Open architecture which
can be integrate with existing System anf can be scalable, secured and flexible for third party
integrations for future expansion.
II. All VMS(existing and new) to be contolled and monitor from a Centalized location – Lalbazar Traffic
Control Room.
 III. VMS will display real-time updates about congestion ahead and suggest alternative routes. These boards
will further may be used to display important civic information such as air quality index, pollution levels,
weather updates, urgent announcements or emergency events.
IV. There shall be an option to view latest content of every display on the centrally hosted VMS Manager
Application.
V. Text messages in red will alert commuters about congestions and those in green will suggest a jam-free
detour that the motorists can take.
VI. VMS solution shall be able to display Travel times between known destinations.
VII. VMS shall, wherever possible, be supported by closed circuit television (CCTV) and/or other incident
detection systems
VIII. The selected Vendor should look for sites that are located on tangents and allow a motorist at least 900
to 1000 feet of clear sight distance to the sign while traveling 55 mph or faster. If the motorist is
traveling between 30-45 mph, the minimum distance needed should be 500 feet.
IX. VMS Site consideration: Site design is broken into several tasks, which deal with the placement of the
VMS structure and its supporting infrastructure. These tasks include the following:

• VMS supports/location

• VMS height requirements

• Cabinet locating

• Underground Infrastructure

• Power requirements

• Conduit routing

• Safety consideration

X. VMS shall use solar panel as primary source of power and if required additionally electrical power to be
available.

Xi. When there are multiple requests to post VMS messages simultaneously, messages shall be prioritized in
the following order of importance:

 Incident Management/Public Safety

 Congestion Management/Motorist Guidance
 Construction/Maintenance Activity
 Special Events
 Environmental
 Law Enforcement Message
 Public Service Campaign
Xii. Following additional Technical Requirements may be considered:

 Contrast
 Pixel Pitch: 12/16/20/25/31,25/35 mm
 Humidity Range
 Enclosure: Aluminum Alloy, Stainless Steel
 Communication: GPRS 3G/4G, Wifi, RS485, Serial
 Certification: EN12966: 2009 +A1: 2014 CE-certification by SIQ

XIII. Content development checklist: What content may be anticipated.

 Picture
 Slides
 Graphics
 Video
 Live feeds
 Database.

XiV. What will be the dwell time for the typical viewer?

 15 Seconds
 30 Seconds
 60 Seconds
 1 to 5 Minutes.

XV. Bidder Office presence in Kolkata may be made mandatory within the criteria else Kolkata Police may not
get expeditious support.

Software:

I. It should mention the performance and availability required for each software and the applicable
uptime. Unavailability or degraded software performance may have applicable penalties for the
bidder.These service level clause may be included in the NIT.

II. Service Provider should support the Software and all supporting hardware. They should maintaining
the systems for a period of 5 years. They will be responsible for problem resolution, periodic
maintenance, content management and small changes as and when required by Kolkata Police. On
completion of 5 years they should handover all the System with details update and source code to
Kolkata Police.

III. Role-Privilege based access control mechanism may be adopted and permissions may be assigned to
specific operations with meaning within.
 IV. VMS Control Software Specification. The software for the control of the Signs shall:
 Be Windows/Anroid based;
 include profanity protection;
 Have the capability to run on a virtual machine;
 allow the storage of a minimum of 4 GB of display content;
 include password protection capability and assign each user specific rights;
 preview entire presentations or schedules before being displayed;
 create, edit, schedule, publish, and delete presentations with ease in a graphical representation of the
display;
 manage presentations and schedules on displays;
 create dynamic data fields in presentations to display dynamic content (time, date, temperature, and
real time data);
 access an on-line media kit to download pre-created content for any size of display
 select specific content from a pre-defined list or choose to download all or updated content from the
pre-defined list;
 vary presentations by 0.1 second intervals with variable zoning restrictions applied to individual
frames;
 run presentations in a continuous playlist;
 schedule up to 200 presentations in a single schedule;
 use visual effects in presentations for entry frame transitions;
 schedule presentations to run and stop by defining a starting time/date and an ending time/date;
 place the contents of a text box left, center or right justified horizontally;
 select text in several possible display modes, including outline, drop shadow, bold, italic, and underline;
 copy and paste text from most Windows /Anroid applications;
 import images in AVI, GIF, PNG, BMP, MOV, WMP, and MPG file formats;
 retrieve presentations from the display for editing;
 create presentations which consist of a series of layouts, each containing a set of elements;
 create layouts which have an image in the background with the ability to overlay text, graphics, and
video elements;
 place windows free form at any location within the frame;
 overlap windows; and
 create text windows with a transparent background.

V. presentation creation, the display shall be supplied with a minimum of five (5) ASCII English alphanumeric
character font sets.

Vii. Each font shall include the following characters at a minimum:

 The letters “A” through “Z” in both upper and lower case;
 The digits “0” through “9”;
 A blank space or character;
 The punctuation marks : . , ! ? - ‘ ’ “ ”; ;
 The following other characters: # & * + / ( ) [ ] < >;
Viii. Communication protocols between the display of the Signs and the control software shall be in accordance
with the following:

 Communications shall include multi-layer protocol consisting of data-link and application layers;
 The data-link protocol shall use a check summing technique to guarantee packet integrity, and packets
shall be discarded if the packet’s check sum is not valid;
 Each display on the network shall be assigned a unique IP address;
 Each display shall respond to every packet addressed to it, except in the case of broadcast addressing;
 Displays shall never initiate communication on the network;
 Each response will indicate the success or failure of the display to act upon the received packet;
 A software address may be assigned to each display, which shall override the physical address;
 Broadcast addressing shall allow multiple displays to receive a single packet.

Security:

Because of its highly public-facing nature, security is a critical issue for VMS installation. Typical security issue &
countermeasures.

Issues:

 Displaying inappropriate and/or unauthorized content.

 Tampering with proof of play and proof of impression data.
 Displaying false alert message in public place leading to potential loss of property/life.
 Inserting fraudulent Software patches or URLs.

Countermeasures;

 Secure communication protocols(SSL and / or IPSec/VPN)

 White listing – only validate application can run on the system
 Content protection – to prevent the placement of the content that is not fully reviewed and approved in
advanced.

Hardware :

I. All equipment (Hardware, Software and connectivity) are covered under the 5 years comprehensive
warranty. It is not very clear by going through the available documentation whether the AMC costs for
the stated equipment’s was included in the project budget or not.
II. Server details and configuration have not been provided. Also their respective target performance and
service levels may be included in the NIT such that the bidder has to comply and meet with the
performance guidelines and respective service level commitments.
 III. The Software hosted on the servers should be at least 99% available; else penalty clause should be
invoked.
IV. Similarly the response and resolution time for any hardware failure should be included and the
penalties thereof.
V. No redundancy or recovery or clustering mechanism seen. May be included if required as failover
solution to ensure greater availability.
VI. Technical personnel may be required on 24x7 basis as Kolkata Police may require support outside
regular office hours as well.

Submitted for necessary action please.

Partha Mukherjee
Consultant-SeMT

Head (SeMT)