Procurement of Hosted Exchange Services by Commissionerate of Municipal Administration, Chennai

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1 Explanation for Queries Received Assignment Title: Procurement of Hosted Exchange Services by Commissionerate of Municipal Administration, Chennai Reference No: CMA/ /ITC/2009 # Document Reference 1 Section 7. Terms of Reference 2 Section 7. Terms Mail Service Requirement 3 Section 7. Terms Mail Service Requirement 4 Section 7. Terms of Reference: Generic system requirements Page No. Description in RFP Clarification Sought Response 39 The Commissionerate of Municipal There is mention of Hosted server Administration, Chennai aims to improving the infrastructure service" where as the delivery of urban services through enhancing the RFP is for Hosted Exchange quality of urban infrastructure and strengthening Services. Please Clarify. the institutional and financial framework. As one of the components of ICT initiatives, aim is to engage a Firm to provide hosted server infrastructure service. The project is envisaged to have a renewable duration of 10 years. 39 Total Mailbox Quota - 50GB, with the facility of Please clarify whether "50 GB" is per This is per mail box. additional archive mailbox (within the same quota) Mail Box Quota or Total Mail Box to offload older mails from primary mailbox to Quota. archive mailbox. 39 Management Console Access for department user management 39 Public Folder access for file attachments management What is the management roles/task Admin is looking for in the management console for the Management of department user. Please provide the total size to be assigned for Public folders. This may be read as Hosted services. The title of the assignment is changed to Procurement of Hosted Services by Commissionerate of Municipal Administration, Chennai General management roles including creating, modifying accounts, password resets, group management, etc. The Bidder may suggest additional features as are available Public Folder sizes to be kept at 1 TB (dedicated provisioning is required)

2 # Document Reference 5 Section 7. Terms Services 6 Section 7. Terms Messaging Client Web Interface Requirements: 7 Section 7. Terms Services Page No. Description in RFP Clarification Sought Response 41 Bandwidth provided to the servers should be Please provide the projected increase in There are no statistics minimum of 16 Mbps dedicated. For every no of mail box every year. available. In case of any additional year of services being extended, the increase, pro-rata payments bandwidth should be increased by 33% minimum. will be made to the bidder. There should be no limit on data upload / Bandwidth increase is a stated download or any form of speed limitation / requirement regardless of the throttling. increases in number of mail box every year. 40 Web Mail Client should let users remotely wipe Is this specific feature required by all Clarified as following, all end data from their Mobile devices without IT end user or can be given to admin users should have the ability to intervention, in case of device lost situations etc. only? remotely wipe data from their respective mobile devices, where-as administrators should have the ability to remotely wipe data from any mobile 41 Service provider is required to provide FTP and Media Transfer facility to the client. This should be done over a secure VPN. The Service Provider is expected to train the Client staff in use of these tools. 3 Licenses / Access Points of these tools shall be provided to the Client in this contract The Client will make its best effort to complete the negotiations within the proposal s validity period. However, should the need arise, the Client may request, in writing, all Consultants who submitted Proposals prior to the submission deadline to extend the Proposals validity. Please provide the purpose for FTP and what is the size required for FTP site Recommended to keep cap of maximum 30 days for any extension of validity period devices. In order for bulk transfer of data ( boxes, etc.) this facility would be used, without limitation of data transfer size

3 9 35 FINANCIAL PROPOSAL SUBMISSION FORM. FORM FIN 1 FIN 2 FIN 3 FIN 4 As per our understanding Financial proposal format given in tender i.e. FIN 2 FIN 3 and FIN 4 is not applicable for this Scope of work. Requested to provide detailed Financial Proposal format as per this scope of work i.e. Item description, quantity, Unit Rate, Duration, Total amount etc. All the forms may please be filled in for this tender. FIN 2 is abstract for the detailed forms FIN 3 and FIN 4 10 Section 7 45 S.L.A. The successful Bidder has to sign a Service Level Agreement (SLA) agreeing to 99.9% uptime. This also includes port wise end-point monitoring and ensuring all the servers are able to communicate to each other. Exceptions: 4 hours downtime every month will be allowed for planned maintenance and upgrades. This should be during 22 hrs to 06 hrs and communicated to the client in advance. Basis of Monitoring Web based Management Dashboard (to show exchange service status usage absolute count updated every 10 minutes) to be provided to the Customer by the Service Provider. The dashboard should be Microsoft, CA, HP or similar. Dashboard should include reports for endpoint (port) monitoring. MIS Reports to be provided every month. Number of hours to be calculated shall be 24 multiplied by the number of days in the calendar month. Penalty Recommended for each 0.25% percent (or part) violation of the SLA, 0.5% of contract value shall be deducted

4 # Document Reference Page No. Description in RFP Clarification Sought Response For each 1% percent (or part) violation of the SLA, 2% of contract value shall be deducted 11 Section 7 45 The data in all the servers should be backed up on a daily basis. Retention of up to previous 30 days of backups should be provided - Data Backup verification to be performed by the Service Provider every week and reported to the Client. Client may at its discretion request for copies of backup (this will be restricted to max 2 requests in a month). For each instance of violation, 10% of the total contract value shall be deducted. 12 Section 7 45 Bandwidth provided to the servers should be minimum of 16 Mbps dedicated - To be measured at the data center location based on incoming and outgoing traffic. Monthly MIS reports should be provided to the Client. - 1% deduction for each instance (in a day) for not meeting the Band width requirements Recommended For each instance of violation, 3% of the total contract value shall be deducted. Recommended 0.25%% deduction for each instance (in a day) for not meeting the Bandwidth requirements

5 13 Section 7 43 The Commissionerate of Municipal What will be the initial period of Administration, Chennai aims to improving the delivery of urban services through enhancing the quality of urban infrastructure and strengthening the institutional and financial framework. As one of the components of ICT initiatives, aim is to engage a Firm to provide hosted server infrastructure service. The project is envisaged to have a renewable duration of 10 years. The Service Provider shall provide contacts and escalation matrix to log the complaints / problems faced in the facility provided to the Client. An Account Manager must be named whose CV and contact details should be provided in the proposal. contract for which bidder have quote the price. Recommended to consider price escalation at the time of any extension as per mutual agreed terms 14 Section 7 46 Quarterly Payments -22.5% of contract value. Contract Closure Data Transfer -10% of contract value Recommended payment in equal installment on monthly basis (a) 72 The following provisions shall apply to the advance payment and the advance bank payment guarantee: (1) An advance payment of 10% of the total contract value shall be made within 30 days after the Effective Date. The advance payment will be set off by the Client in equal installments against the statements for the first 40 months of the Services until the advance payment has been fully set off. (2) The advance bank payment guarantee shall be in the amount and in the currency of the advance payment 16 Itemized Invoices are to be presented every month. The Personnel Costs and the Support Costs shall be paid every month and be based on the attendance of the personnel. Other payments shall be made on successful submission of the deliverables. As per this clause advance 10% of contract value shall be made, however As section 7 Page No. 46 quarterly payment 22.5% and Data transfer - 10% of contract value. What is correct payment terms? As per this clause payment shall be on monthly basis however as per section No. 7 Page No.46 specified quarterly payment. What is correct payment terms There is no advance payment in this contract. Clause 45.1 (a) stands deleted on Page 72 Clause 45.1 (b) stands deleted on Page 72

6 17 Section 7 46 The Service Provider agrees to hold this price Recommend to consider price for without any escalation valid for a period of 10 years. initial period of contract Limitation of the Consultant s Liability towards the Client: (a) Except in the case of gross negligence or wilful misconduct on the part of the Consultant or on the part of any person or a firm acting on behalf of the Consultant in carrying out the Services, the Consultant, with respect to damage caused by the Consultant to the Client s property, shall not be liable to the Client: (i) for any indirect or consequential loss or damage; and (ii) for any direct loss or damage that exceeds one times the total value of the Contract; (b) This limitation of liability shall not (i) affect the Consultant s liability, if any, for damage to Third Parties caused by the Consultant or any person or firm acting on behalf of the Consultant in carrying out the Services; (ii) be construed as providing the Consultant with any limitation or exclusion from liability which is prohibited by the applicable law in the Client s country. It would be recommended to keep Service Provider's liability up to 10% of the total contract value The Services shall be performed at such locations as are specified in Appendix A hereto and, where the location of a particular task is not so specified, at such locations, whether in the Government s country or elsewhere, as the Client may approve List of location has not been provided in Appendix A. Requested to provide the list of location This is the draft contract, which will be discussed with the selected bidder.

7 If this Contract has not become effective Recommended to issue 90 days notice within such time period after the date of Contract signature as specified in the SCC, either Party may, by not less than twenty two (22) days written notice to the other Party, declare this Contract to be null and void, and in the event of such a declaration by either Party, neither Party shall have any claim against the other Party with respect hereto. prior to termination of contract. Also requested to release payment against expenses incurred till date of termination 21 APPENDIX C 73 Model Form I Breakdown of Agreed Fixed Rates in Consultant s Contract As per our understanding this format is not applicable for this scope of work. Recommended to remove it This is part of the draft contract and shall be discussed with the selected Bidder. 22 Performance Guarantee What will be the amount of performance of guarantee to be submitted against contract performance 23 Effective date Contract What will be the effective date of contract period Performance Guarantee shall be 10% of the contract value. Please read the general conditions to contract for the meaning of effective date.

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