Tender Notice for RFP for Selection of E-Mail solution for government of Rajasthan in JAIPUR, RAJASTHAN
MD, RISL
JAIPUR, RAJASTHAN
Posted:
23 January 2026
Closed:
6 March 2026
EPROCURE
Open State Governments & UT NPROCURE
Gujarat Government RFP for Enterprise Email Solution Supply, Implementation & Maintenance
Bid Publish Date
23-Apr-2025, 9:00 am
Bid End Date
01-Nov-2025, 9:30 am
EMD
₹60,00,000
Location
Progress
Issue23-Apr-2025, 9:00 am
AwardPending
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹17,700
Contract Form
Works
Completion Period
As per tender Document Attached
Currency Type
Single
Categories
4
This government tender from Gujarat offers a significant opportunity for IT agencies specializing in enterprise communication solutions. The project involves supplying, implementing, and maintaining a secure, scalable email messaging system at the Gujarat State Data Centre. As part of Gujarat's digital transformation initiatives, this project aims to enhance government communication, data security, and operational efficiency. The tender is issued by Gujarat Informatics Limited, a key government organization, and emphasizes transparency, technical excellence, and cost-effectiveness. Bidders must demonstrate their experience, technical capabilities, and project management skills through a rigorous evaluation process, including demonstrations and technical assessments. The project scope covers design, migration, deployment, and support, with a focus on high availability, security, and seamless integration with existing infrastructure. The procurement process involves open bidding, with deadlines set for proposal submission, technical evaluation, and final award, making it a prime opportunity for qualified IT firms to contribute to Gujarat’s e-governance objectives.
Scope Of Work
The selected agency will be responsible for:
- Designing and deploying a comprehensive enterprise email messaging solution aligned with government requirements.
- Developing a detailed migration approach to transition existing email systems without service disruption.
- Providing technical architecture, approach, and methodology for implementation.
- Ensuring secure, scalable, and high-availability email infrastructure.
- Conducting demonstrations and technical presentations to validate solution compliance.
- Establishing project governance, resource planning, and risk mitigation strategies.
- Providing post-implementation support, maintenance, and service quality assurance.
The process involves:
- Submission of technical and financial proposals.
- Evaluation of technical compliance and demonstration of the proposed solution.
- Shortlisting based on technical merit.
- Financial bid evaluation among shortlisted bidders.
- Final selection of the lowest evaluated bid (L1), with provisions for matching bids (L2) if necessary.
Key deliverables include detailed project understanding, migration strategy, risk management plan, and demonstration of email messaging capabilities as per specifications. The agency must ensure all project activities adhere to the specified scope and quality standards.
Technical Specifications
The technical specifications include:
| Parameter | Requirement |
|---|---|
| System Capacity | Support for minimum 50,000 mailboxes with scalability options |
| Security | End-to-end encryption, multi-factor authentication, and compliance with data protection laws |
| Availability | 99.9% uptime with disaster recovery and backup capabilities |
| Compatibility | Integration with existing government IT infrastructure |
| Protocols | Support for SMTP, IMAP, POP3, and secure web access |
The implementation process involves:
- Assessing existing infrastructure.
- Designing the architecture.
- Procuring necessary hardware/software.
- Deploying and configuring the email system.
- Conducting user acceptance testing.
- Transitioning existing email services to the new platform.
- Providing training and documentation.
All technical activities must adhere to the standards specified in the tender documents.
Financial Requirements
The financial proposal should include detailed costs for:
| Cost Component | Description |
|---|---|
| Software Licensing | Price for enterprise email software licenses |
| Infrastructure | Hardware, storage, and network components |
| Implementation | Deployment, migration, and configuration services |
| Support & Maintenance | Post-implementation support for the contract duration |
The bid submission must include:
- Total cost for the entire project.
- Cost per mailbox and additional storage options.
- Payment schedule aligned with project milestones.
- Terms and conditions for payment, including penalties for delays.
The evaluation will consider cost-effectiveness, transparency, and compliance with the specified scope.
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Item Category
Information Technology (IT)
Authority & Contact
Officer Inviting Bids
DGM (App), GUJARAT INFORMATICS LIMITED, GANDHINAGAR
Bid Opening Authority
DGM (App), GUJARAT INFORMATICS LIMITED, GANDHINAGAR
Address
GUJARAT INFORMATICS LIMITED, Block No. 2, 2nd Floor, C & D Wing, Karmayogi Bhavan Sector - 10 A, Gandhinagar
Contact Details
07923255950/[email protected]
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Documents 1
SWT23042025.pdf
TENDER_DOCUMENT
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Eligibility Criteria
- ✓ Must have proven experience in deploying large-scale enterprise email solutions.
- ✓ Must submit valid certificates and credentials as per RFP requirements.
- ✓ Must provide a board resolution or power of attorney authorizing the bid signatory.
- ✓ All submitted certificates and annexures should be valid and complete as of bid submission date.
- ✓ No consortium bids are permitted; only individual bidders are eligible.
- ✓ Bidders must demonstrate technical capability through successful project demonstrations.
- ✓ The bidder should have a minimum financial turnover as specified in the detailed eligibility criteria (if available).
| Qualification Criteria | Requirement |
|---|---|
| Experience | Proven track record in enterprise email deployment |
| Certification | Valid legal certificates and credentials |
| Financial | Adequate financial stability as per bidder’s financial statements |
| Legal | Valid legal authorization for bid signing |
| No Consortium | Bids must be submitted individually |
Bidders failing to meet these criteria will be disqualified from the evaluation process.
Bidding Process
Process Timeline
1. PRIMARY STAGE
01-11-2025 16:00
2. TECHNICAL STAGE
01-11-2025 16:05
3. COMMERCIAL STAGE
Required Forms
PRIMARY
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
TECHNICAL
Technical Submission
User Defined Template-Standard
COMMERCIAL
Section 7: FINANCIAL BID FORMAT
User Defined Template-Secured
Required Documents
Stage - PRIMARY STAGE
1
Provide scan copy of Tender Fee
Required 2
Provide scan copy of Tender EMD
RequiredStage - TECHNICAL STAGE
1
Eligibility Qualification Criteria as per RFP
Required 2
if any....
Frequently Asked Questions
Key insights about GUJARAT tender market
What are the key eligibility criteria for bidders participating in this tender?
**The eligibility criteria include:
- ✓ Proven experience in deploying large-scale enterprise email solutions.**
- ✓ Submission of valid certificates and legal documents.
- ✓ A board resolution or power of attorney authorizing the bid.
- ✓ No consortium bids are allowed; only individual bidders are eligible.
- ✓ Demonstration of technical capability through prior successful projects.
| Criterion | Requirement |
|---|---|
| Experience | Demonstrated success in similar projects |
| Certification | Valid legal certificates |
| Financial Stability | Adequate financial turnover |
| Legal Authority | Proper authorization for bid signing |
| Consortium | Not permitted |
Bidders failing to meet these criteria will be disqualified from the evaluation process.
What is the scope of work involved in this enterprise email messaging solution project?
**The scope includes:
- Designing a secure, scalable email infrastructure suitable for government needs.**
- Developing a migration plan for existing email systems.
- Implementing the email solution with high availability and security features.
- Conducting demonstrations and technical validation.
- Establishing project governance, resource planning, and risk mitigation.
- Providing post-deployment support and maintenance.
The process involves:
- Submission of technical and financial proposals.
- Evaluation and demonstration of the proposed solution.
- Shortlisting based on technical merit.
- Financial bid evaluation among shortlisted bidders.
- Final selection based on combined scores.
The agency must ensure all activities meet specified technical and quality standards, with clear deliverables at each stage.
What are the technical specifications required for the email messaging solution?
**The technical specifications include:
| Parameter | Requirement |
|---|---|
| Mailbox Support | Minimum 50,000 mailboxes with scalability |
| Security | End-to-end encryption, multi-factor authentication |
| Uptime | 99.**9% availability with disaster recovery |
| Protocols | Support SMTP, IMAP, POP3, web access |
| Integration | Compatibility with existing government IT infrastructure |
Implementation involves:
- Infrastructure assessment
- Architecture design
- Hardware/software procurement
- Deployment and configuration
- User acceptance testing
- Transition and training
All technical activities must comply with the standards outlined in the tender documents to ensure reliability and security.
What is the bidding process and timeline for this tender?
**The bidding process involves:
1.** Opening of bid submission on 23-04-2025 at 14:30.
2. Submission of technical and financial proposals electronically before 14-05-2025 at 15:00.
3. Technical evaluation and demonstrations scheduled for 14-05-2025 at 16:05.
4. Shortlisting and financial evaluation among qualifying bidders.
5. Final award notification.
Key dates:
| Event | Date & Time | Details |
|---|---|---|
| Bid Start | 23-04-2025 14:30 | Bidders can submit proposals |
| Download End | 14-05-2025 15:00 | Last date for document download |
| Bid Close | 14-05-2025 15:00 | Final submission deadline |
| Technical Evaluation | 14-05-2025 16:05 | Technical assessment scheduled |
| Final Notification | To be notified | Contract award to the selected bidder |
All submissions must strictly adhere to deadlines and guidelines.
How will the evaluation of proposals be conducted?
**Evaluation will be based on:
| Criteria | Weightage |
|---|---|
| Technical Solution & Approach | 50% |
| Experience & Past Performance | 20% |
| Cost Effectiveness | 20% |
| Project Management & Team | 10% |
Minimum thresholds:
- Technical compliance with all specified requirements.**
- Successful demonstration of the proposed solution.
- Valid certifications and credentials.
Proposals meeting these thresholds will be shortlisted for financial evaluation. The final selection will be based on combined technical and financial scores, prioritizing the lowest evaluated bid (L1).
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Documents 1
SWT23042025.pdf
TENDER_DOCUMENT