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Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
Request for Quotation (RFQ)
VOLUME II – SCOPE OF WORK
SELECTION OF ENROLMENT AGENCY
Centre for e-Governance
Centre for e-Governance
Page 1 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
Table of Contents
Table of Contents
Table of Contents ....................................................................................................................... 2
1. SCOPE OF WORK ............................................................................................................... 3
1. Functional scope ........................................................................................................ 3
2. Geographical scope .................................................................................................... 3
1.1 Functional scope .............................................................................................................. 3
1.1.1 Procure Biometric Devices as per UIDAI Specifications ......................................... 4
1.1.2 Setting up of ES and EC ........................................................................................... 4
1.1.3 Hire & Train Manpower for Enrolment .................................................................... 7
1.1.4 Conduct Enrolment Operations as per Standard Processes ...................................... 9
1.1.5
Send Enrolment Data to UIDAI ....................................................................... 10
1.1.6 Additional Services to be provided by the EA..................................................... 10
1.1.7
Privacy & Security ........................................................................................... 10
1.1.8
Provide Electronic MIS Reports on Enrolment Status .................................... 11
1.2 Geographical Scope ....................................................................................................... 11
1.3 Service Levels ................................................................................................................ 12
1.4 Roles and Responsibilities ............................................................................................. 13
1.5 Timelines........................................................................................................................ 13
1.6 Payment to the EA ......................................................................................................... 13
Annexure I – Guidelines for Enrolment................................................................................... 14
Annexure II – Specification and Formats for capture of KYR+ Information.......................... 14
Annexure III – Indicative target enrolments and the minimum number of stations to be
deployed to cover the residual population in 6 months ........................................................... 15
Centre for e-Governance
Page 2 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
1. SCOPE OF WORK
The scope of work of the Enrolling Agency (EA) is defined as follows:
1. Functional scope
2. Geographical scope
1.1 Functional scope
The functional scope of this engagement shall include all the steps from setting up an
enrolment centre (EC)/Enrolment station (ES) on for enrolment of residents for the Aadhaar
Enrollment in various districts of Karnataka, up to providing requisite MIS reports to
Registrar and UIDAI on enrolments completed till the whole enrolment operation for the
targeted population is completed. The EA shall also be responsible for delivering additional
services as required by the Registrar through this RFQ.
a) The scope of work of the EA includes the following:
i.
Procure enrolment hardware, software including Biometric Devices as per
UIDAI specifications; Upgrade to latest requirements as per
process/technology changes from time to time
ii.
Hire & Train Manpower for Enrolment; supervise the enrolment process at the
field level to ensure that the enrolments are in accordance with prescribed
processes and guidelines of UIDAI
iii. Enrol Operator/Supervisors; Certify, Register and Activate them at UIDAI
iv.
Software Installation, Configuration and Registration
v.
Setting up of EC and ES
vi.
Sufficient number of application forms to be kept in enrolment centres (both in
Kannada and English language)
vii.
Set up a Help Desk at for crowd management and addressing resident
grievances
viii. Help create awareness
ix. Capture Demographic and Biometric Data using UIDAI enrolment client
x. Data Transfer to UIDAI
xi. MIS
xii. Ensuring Data Privacy and Security
xiii. Document Management as per UIDAI guidelines [Note that Scanning of
resident documents during enrolment may be made mandatory]
b) To understand the complete scope of work of an EA, refer the latest versions of the
following documents available in the “Process Manuals and Guidelines” section on
UIDAI website http://www.uidai.gov.in/registrar-enrolments.html:
i)
EA roles and responsibilities – for activities that an EA needs to
undertake during the Aadhaar Enrolment Program
Centre for e-Governance
Page 3 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
Checklist for Setting up EC – for hardware and software requirements and
specifications at enrolment centre and station level that the EA needs to
arrange/procure. Note that GPS and scanning of documents will be made
mandatory by UIDAI.
c) For Hiring and Training of Manpower, refer following documents:
i)
Operator roles and responsibilities – for Operator hiring
ii)
Supervisor roles and responsibilities -for Supervisor hiring
iii)
Capability Building Framework – for training of EA personnel
ii)
d) In addition applicants must familiarize themselves with the following documents for
understanding of Aadhaar process and requirements:
i)
Resident Enrolment Process Document
ii)
EA Checklist for Refresh Phase
iii)
Suspension Policy
iv)
Data Quality and Penalty Policy
v)
Data Protection and Security Guidelines for EA
vi)
Process for Document Handover to DMS agency
vii)
Update Policy
viii) Policy on Permanent Enrolment Centres (PECs)
ix)
Exit and Stolen Machines Policy
UIDAI accords highest priority to quality of data and imposes penalties for Demographic and
Process errors. Similarly UIDAI also imposes penalties for delay in upload of Resident Data
Packets or not uploading the data packets.
The EA must appraise itself and ensure compliance with the latest versions of policy
/process/technology requirements and guidelines issued by UIDAI from time to time.
1.1.1 Procure Biometric Devices as per UIDAI Specifications
The EA should procure camera and biometric devices (for fingerprint and iris capture), used
for capture of biometric data at the ES, which conform to UIDAI specifications and certified
by UIDAI appointed agencies.
1.1.2 Setting up of ES and EC
The number of ES/ EC and the duration shall be decided by the Registrar/Deputy
Commissioner taking into account a number of factors like population density, geographical
and topographical features, accessibility etc.
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Page 4 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
The exact location and catchment area of enrolment station shall be decided by the
registrar/Deputy Commissioner in consultation with the EA. These enrolment stations may
be operated in camp mode, where in the EA has to move the kits from location to location
covering the residual population in and around the camp.
The minimum facilities in the setup are as follows:
a. Setting up of ES
ES refers to an individual enrolment booth/enclosure inside the EC. The capture of
Demographic and Biometric data is done in this Station. An ES shall be equipped
with all the necessary machinery at all times which includes:
S. No
Checkpoints
Mandatory Requirements
A
A.1
Station
A.2
UIDAI software installed, tested, configured and registered with CIDR as per
installation and configuration manual. A new version must be installed latest
within one month of release on all registered laptops. VDM installed and services
for the devices are running.
A.3
Iris capturing device available(record Make & Model)
A.4
A.5
A.6
Fingerprint capturing device available(record Make & Model)
Digital Camera (Record Make & Model) must conform to UIDAI’s specifications.
White back ground screen, non reflecting, opaque, ~3ft wide, and with stand
,available for taking photographs
Extra monitor for residents to verify their data (15-16" with a resolution above
1024x768)
All devices necessary for enrolment must conform to UIDAI’s specifications
Working of all equipment at every station tested
Memory Stick for data transfer (4 GB pen drive sufficient for 1 centre/day i.e. ~5
stations. EC should maintain a stock of 20 days )
Printer ( A4 laser printer; must print photo with good quality receipt)
Printer Paper( Inventory for 5 stations for 10 days ~ 20 rims)
A.7
A.8
A.9
A.10
A.11
A.12
Laptop/Desktop available USB hub for connecting biometric and other devices;
(Always Check with [email protected] for latest requirements).
For ECMP version 2.0
• 2Ghz,Dual core CPU or later
• 3GB RAM or higher
• 160GB HDD
• Dedicated USB 2.0 Port(minimum 5 ports required)
Note: (Windows Vista/any 64 bit Operating System is not supported)
Centre for e-Governance
Page 5 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
A.13
A.14
Antivirus / Anti Spyware checks
Client synch is mandatory at least once in 10 days.
A.15
All Operators and Supervisors enrolled into Aadhaar, registered with UIDAI
CIDR, Certified and Activated
A.16
All Operators and Supervisors on boarded into Aadhaar client for local
authentication.
A.17
A.18
The pre-enrolment data from the Registrars, if used, is available for import on
laptops
Collection of KYR+ is not envisaged through this tender.
A.19
A.20
A.21
Sponge for wetting and hand-cleaning cloth available
GPS Receiver as per UIDAI specs
Hardware keys for ESs for security reason (may be prescribed by UIDAI later)
A.22
Currently scanning of documents in not mandatory, however is UIDAI mandates it
in future then, agency has to deploy the scanner for scanning documents during
enrolment.
b. Setting up of EC
EC refers to the premises located in the area where the enrolment is being carried out.
The location for the EC and number of ES per center shall be determined and
approved by the Registrar/Deputy Commissioners. The enrolment plan and schedule
for the center shall be prepared by the EA and shared with the registrar/Deputy
Commissioners. One EC can host a single or multiple ES. Following are the
specifications for a enrolment center.
B
B.1
B.2
B.3
B.4
B.5
B.6
B.7
Centre
Backup power supply (generator) of 2 KVA capacity for every five ESs kept in a
centre
Printed Aadhaar Enrolment/Correction Forms available in sufficient numbers at
centre / pre-distributed.
Download and install latest version of Aadhaar SFTP client if using online mode for
data transfer to CIDR. All packets need to be uploaded within 20 days of enrolment.
The enrolment client will freeze if packet pending for uploads exceed 1000 on the
station.
Data Backup of each station at least twice a day on an external hard disk (backup
should be maintained for a minimum period of 60 days).
Local authorities informed of enrolment schedule
Introducers informed of enrolment schedule
Banner and IEC kits as designed by CEG to be displayed at enrolment centres (soft
copy will be provided)
Centre for e-Governance
Page 6 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
B.8
Grievance handling Helpline Number and other important numbers displayed
prominently inside/outside the EC
B.9
The User Manual of the software available for ready reference & operators aware of
the same
B.10 Ink pad for taking thumb impressions on consent where resident/introducer is unable
to sign
B.11 External Hard disk for taking backup
i.
An EC shall be manned by a supervisor in addition to the operators at the
enrolling stations. A ratio of 5:1 operators to supervisors subject to a minimum
of one supervisor per EC should be maintained by the EA and adequate number
of technical personnel per district should be provided so as to ensure smooth
operations.
ii.
The premises of the EC are expected to be provided by the government
authorities wherever available. However the EA shall ensure required
infrastructure like connectivity, power (if not already available) etc. with the
help of the local body authorities. In cases where such facilities are not
available, the EA shall be responsible for providing alternate arrangements like
UPS / power generator etc.
iii.
An area in the EC shall be clearly demarcated for enrollees waiting to be
enrolled and facilities for seating should be provided.
iv.
In case of camp mode enrolment center/stations also, the decision on
frequency/period of availability shall be decided by the Registrar based on
density of population, geographical terrain etc.
1.1.3 Hire & Train Manpower for Enrolment
Hiring Manpower:
The EA shall hire manpower to operate the ES/ECs as per the guidelines prescribed by
UIDAI.
1. Operator: An Operator is employed by an EA to execute enrolment at the ES.
To qualify for this role, person should satisfy the following criteria:
a. The person should be of age 18 years and above.
b. The person shall be minimum 10+2 pass.
c. The person should have a basic understanding of operating a computer and should
be comfortable with local language keyboard and transliteration.
Centre for e-Governance
Page 7 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
Before starting work as an Operator:
a. The Operator should have been enrolled for Aadhaar and his/her Aadhaar number
should have been generated.
b. The Operator should have undergone training on the process of UID Enrolment
and various equipment and devices used during Aadhaar enrolment. Organizing
this training is the responsibility of the EA.
c. The Operator should have obtained certificate from a testing and certifying agency
authorized by UIDAI.
d. The Operator should have been activated, in accordance with UIDAI guidelines,
prior to commencing enrolments. The EA is required to have a unique Operator
ID for each, to activate them.
2. Supervisor: A Supervisor is employed by an EA to operate and manage ECs. It
is mandatory to have one Supervisor at each EC. To qualify for this role, the
person should satisfy the following criteria:
a.
b.
c.
d.
The person should be of age 18 years and above.
The person shall be 10+2 pass and should preferably be a graduate
The person should have a good understanding and experience of using a computer
The person should preferably have prior experience of working in Aadhaar
Enrolment program
Before starting work as a Supervisor:
a. The Supervisor should have been enrolled for Aadhaar and his/her Aadhaar
number should have been generated.
b. The Supervisor should have undergone training on the process of UID Enrolment
and various equipment and devices used during Aadhaar enrolment.
c. The Supervisor should have obtained certificate from a testing and certification
agency appointed by UIDAI.
d. The Supervisor should have been activated in accordance with UIDAI guidelines
prior to commencing enrolments. The EA is required to have a unique ID for each,
to activate them.
3.
Technical personnel : The EA shall hire Technical personnel to provide
technical support during enrolment at the EC.
4. Induction training: After hiring the personnel as described above, the EA should
impart induction training on the various activities involved in the enrolment
process to enable them to understand and adjust to the local situation. The
induction training is to be given just before actual deployment of the personnel
for enrolment operations.
Centre for e-Governance
Page 8 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
1.1.4 Conduct Enrolment Operations as per Standard Processes
Prior to the commencement of the Enrolment operations the EA shall work closely with the
local governing bodies, key introducers in publicizing the UID, its importance and schedule
for UID registration in that location. During the enrolment operation, also publicity and
awareness shall be done in coordination with the local authorities to encourage enrolments.
All content and material for such publicity will be jointly worked by UIDAI/Registrar and
shall conform to specifications laid down by UIDAI.
The EA would use the software provided by the UIDAI/Registrar for the collection of
demographic data and the biometric data. The software will be supported by a User Manual.
The Registrar will provide pre enrolled data to agencies, if available.
UIDAI has defined clear-cut standard processes for Aadhaar enrolment which are published
on UIDAI website.
Centre for e-Governance
Page 9 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
1.1.5
Send Enrolment Data to UIDAI
The enrollment data must uploaded through SFTP client of UIDAI within the prescribed time
limit notified from time to time. The registrar packet of enrollment data must also be
transferred on the same day.
The UIDAI has issued separate instructions on capture, storage and handing over of
documents i.e. Consent Slip, Enrollment Form, PoI, PoA and POR documents to DMS
agency. The instructions are available on website http://uidai.gov.in. The selected EA has to
ensure adherence to these instructions.
UIDAI may mandate GPS and scanning of resident document in future. UIDAI may further
revise the DMS process in future.
1.1.6 Additional Services to be provided by the EA

Help filling the enrolment forms for the illiterate.

Establishment of ECs, second-time for mop-up Enrolment.

The operator should mandatorily ask from resident for consent for sharing data for
availing various welfare schemes of Government.
1.1.7
Privacy & Security
EAs are responsible to make sure that the data is kept in a very secure and confidential
manner and under no circumstances, shall they either use the data themselves or part with the
data to any other agency other than the UIDAI and / or Registrar in EAs agency and shall be
subject to audit by UIDAI/Registrar/their representative from time to time.
Centre for e-Governance
Page 10 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
1.1.8
Provide Electronic MIS Reports on Enrolment Status
Operator shall send enrollment statistics on enrolment status to Registrar/UIDAI on a regular
basis. The formats and contents of the MIS reports shall be decided by the UIDAI/Registrar.
1.2 Geographical Scope
The geographical scope of work for enrolment operations shall include the following areas
that shall be catered to by the EA by setting up minimum number of enrolment stations as
specified in Annexure III of Volume II. The geographical locations/area and the target
population for that geographical location/area to be catered to by the EA is as follows:
Sl.No
a
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
District
Census Population as per
2011
Aadhaar Generated as on
20th April 2015
c
1924773
1172985
1254377
2564892
1660378
554762
1700018
1391292
1755512
1540231
1946905
987257
1808680
1065235
1598506
1082739
2175102
9588910
2532383
1890826
2083625
1137753
1020962
1436847
1776221
4778439
1177908
1846993
2994744
2681449
61130704
d
1234089
736988
926629
1771753
1258052
415647
1333186
999536
1289596
1179687
1541867
733850
1404114
805077
1294757
798082
1691360
7161686
1968236
1527696
1650394
932085
830352
1160686
1499003
4016780
1045227
1647272
2839844
2565025
48258556
b
Raichur
Yadgir
Chikkaballapur*
Kalaburagi
Chitradurga
Kodagu*
Bidar*
Koppal
Shivamogga
Kolar
Davangere
Bangalore Rural*
Mandya
Gadag*
Haveri*
Ramanagar
Vijayapura
Bengaluru City
Ballari
Bagalkot
Dakshina Kannada
Chikkamagaluru
Chamrajanagar
Uttara Kannada*
Hassan
Belagavi
Udupi*
Dharwad
Mysuru
Tumakuru
Total
* NPR districts
Centre for e-Governance
Target population includes 7%
incremental population over 2011
census population
e=c-d + 7%*c
825418
518106
415554
972681
518552
177948
485833
489146
588802
468360
541321
322515
531174
334724
415644
360449
635999
3098448
741414
495488
579085
285311
262077
376740
401553
1096150
215135
329011
364532
304125
17151297
Page 11 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
1.3 Service Levels
i)
Service levels for Process Violation, data quality and Delay in upload of
enrolment packet to UIDAI
Sl.
No.
1
Penalty on breach of
Performance Indicator
Service Level Metric
service level (imposed
monthly)
Service Level Metrics and Penalties as per policy of UIDAI
Penalty for Process Violation, As per policy framed, issued As per policy framed,
data quality and Delay in and modified by UIDAI from issued and modified by
upload of enrolment packet to time to time. Any change in UIDAI from time to
UIDAI
policy made subsequent to time.
Any change in
signing of the contracts shall policy
also
be
made
applicable subsequent to signing
automatically.
of the contracts shall
also
be
applicable
automatically.
Capping on penalty
The overall amount withheld on account of deficiencies, in a given month/during the
contract period, shall normally be capped at 10 % of the total amount payable in that
month/during the contract period. This will take into consideration the cumulative amount
being withheld on account of deficiencies in performance, both on account of UIDAI
policies given above.
ii)
Service levels for deployment of minimum number of kits as stipulated by CEG:
Sl.
No.
1
Performance
Indicator
Service Level Metric
Minimum number of The
Kit
deployment
minimum
number
Penalty on breach
of service level
(imposed monthly)
of A penalty of Rs 100
as stations/kits as specified in the RFQ per day per kit is
envisaged in the RFQ
has be deployed by the EA by T0 + applicable for delay
30
days.
The
details
on
the in kit deployment
minimum number of kits to be from T0 + 46th day.
deployed is provided in Annexure The
III of Volume II.
Centre for e-Governance
penalty
is
calculated monthly.
Page 12 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
The penalty on account of minimum kit deployment however shall be capped at 5% of the
amount receivable (after deducting any penalty on account of UIDAI SLAs) for that
particular month.
1.4 Roles and Responsibilities
Roles and Responsibilities of Registrar, EA and their personnel like Introducers, Verifiers,
Operators and Supervisors are defined with respect to Aadhaar processes and the latest
versions of these documents are available in the “Process Manuals and Guidelines” section
on UIDAI website http://www.uidai.gov.in/registrar-enrolments.html
i)
ii)
Roles and responsibilities
Resident Enrolment Process Document
1.5 Timelines
Following are the timelines as specified against each activity:
Sl.No
1
2
3
4
5
6
Activity
Opening of commercial bid and identification of L1 for each district
Submission of work plan for each district
Issue of letter of Intent
Deployment of kits as per plan
Penalty kick off day
Completion of enrolment of residual population
Timeline
T0
T0 + 7 days
T0 + 15 days
T0 + 45 days
T0 + 46th day
T0 + 195 days
1.6 Payment to the EA
Payments shall be made to the Enrolment Agency by the Registrar on the number of UID
generated after deduction of penalties as applicable after the corresponding amount has
been received from UIDAI. This payment shall be subject to adherence to the Service
Level Agreements of both UIDAI and CEG and after deducting TDS as applicable.
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Page 13 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
Annexure I – Guidelines for Enrolment
For guidelines pertaining to Resident Enrolment for Aadhaar refer the latest versions of the
following documents available in the “Process Manuals and Guidelines” section on UIDAI
website http://www.uidai.gov.in/registrar-enrolments.html
iii)
iv)
v)
vi)
vii)
viii)
ix)
x)
xi)
xii)
xiii)
xiv)
xv)
xvi)
xvii)
Resident Enrolment Process Document
EA roles and responsibilities – for activities that an EA needs to undertake
during the Aadhaar Enrolment Program
EA Checklist for Refresh Phase
Checklist for Setting up EC– for hardware and software requirements and their
specifications at EC and ES level that the EA needs to arrange/procure. Note
that GPS and scanning of documents will be made mandatory by UIDAI.
Operator roles and responsibilities – for Operator hiring
Supervisor roles and responsibilities -for Supervisor hiring
Capability Building Framework – for training of EA personnel
Suspension Policy
Data Quality and Penalty Policy
Data Protection and Security Guidelines for EA
Process for Document Handover to DMS agency
Update Policy
Policy on PECs
Stolen Machines Policy
Exit Policy
Annexure II – Specification and Formats for capture of KYR+ Information
No KYR+ collection is envisaged in this tender.
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Page 14 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
Annexure III – Indicative target enrolments and the minimum number of stations to be deployed to cover the residual
population in 6 months
Sl.No
District
Census Population
as per 2011
Aadhaar Generated as
on 20th April 2015
Target population includes
7% incremental population
over 2011 census population
Number of Stations required for
completing in 6 months
(assuming 40 enrolments per
day)
Number of
Permanent
Centres
Minimum no of Stations in
Camp Mode required from
EAs
a
b
c
d
e=c-d + 7%*c
f=e/180/40
g
h=f-g
1
Raichur
1924773
1234089
825418
115
37
78
2
Yadgir
1172985
736988
518106
72
13
59
3
Chikkaballapur*
1254377
926629
415554
58
26
32
4
Kalaburagi
2564892
1771753
972681
135
34
101
5
Chitradurga
1660378
1258052
518552
72
22
50
6
Kodagu*
554762
415647
177948
25
16
9
7
Bidar*
1700018
1333186
485833
67
29
38
8
Koppal
1391292
999536
489146
68
20
48
9
Shivamogga
1755512
1289596
588802
82
43
39
10
Kolar
1540231
1179687
468360
65
28
37
11
Davangere
1946905
1541867
541321
75
27
48
12
Bangalore Rural*
987257
733850
322515
45
17
28
13
Mandya
1808680
1404114
531174
74
46
28
14
Gadag*
1065235
805077
334724
46
11
35
15
Haveri*
1598506
1294757
415644
58
19
39
16
Ramanagar
1082739
798082
360449
50
18
32
17
Vijayapura
2175102
1691360
635999
88
18
70
18
Bengaluru City
9588910
7161686
3098448
430
80
350
19
Ballari
2532383
1968236
741414
103
29
74
20
Bagalkot
1890826
1527696
495488
69
18
51
21
Dakshina Kannada
2083625
1650394
579085
80
23
57
Centre for e-Governance
Page 15 of 16
Request for Quotation (RFQ) for Selection of Enrolment Agency – Volume II
22
Chikkamagaluru
1137753
932085
285311
40
34
6
23
Chamrajanagar
1020962
830352
262077
36
16
20
24
Uttara Kannada*
1436847
1160686
376740
52
35
17
25
Hassan
1776221
1499003
401553
56
38
18
26
Belagavi
4778439
4016780
1096150
152
41
111
27
Udupi*
1177908
1045227
215135
30
10
20
28
Dharwad
1846993
1647272
329011
46
23
23
29
Mysuru
2994744
2839844
364532
51
40
11
30
Tumakuru
2681449
2565025
304125
42
54
10
Total
61130704
48258556
17151297
2382
865
1539
* NPR districts
Centre for e-Governance
Page 16 of 16