MINISTRY OF DEFENCE COMPUTERISED INVENTORY CONTROL PROJECT REQUEST FOR INFORMATION

Transcription

1 MINISTRY OF DEFENCE COMPUTERISED INVENTORY CONTROL PROJECT REQUEST FOR INFORMATION PURPOSE OF THE RFI 1. Computerised Inventory Control Project Technical Group (CICP TG) of the Coast Guard Air Stores Depot (CGASD) of Indian Coast Guard Aviation invites Request for Information(RFI) / Expression of Interest (EoI) from interested vendors for a Turnkey Project to automate the inventory management functions of the CGASD at selected locations spread across the country. The project would involve the implementation and maintenance of an ERP Solution and the necessary hardware. OVERVIEW OF FUNCTIONAL REQUIREMENTS 2. The Computerised Inventory Control Project (CICP) aims to automate the inventory management functions of the Coast Guard Air Stores Depot(CGASD). CGASD is responsible for provisioning, receipt, accounting, warehousing, stocking, issue, conditioning, repair and disposal of all types of Aviation stores. 3. The objective of the project is to establish a server based multi user database management system (DBMS) for automation of inventory management processes within CGASD and also to link aviation echelons from this central depot, CGASD to regional depots/ Regional HQ/ ICGHQ in chain, all interlinked on WAN of ICG. The system developed will be used for planning, controlling and circulation of aviation inventory, functioning including supply chain management through Management Information System (MIS) and Decision Support System(DSS). OUTLINE OF SCOPE 4. The scope of this document is to identify prospective System Integrators (SI) for providing a turnkey solution comprising of hardware, system software, application software, customization, training, implementation, commissioning and maintenance support. It covers the design, customization, supply, installation, testing, commissioning and warranty of the Equipment, Software and all associated Services. The SI shall be completely responsible Page 1 of 23

2 for the execution of the project as a single point solution provider and the sole prime contractor for the entire project. 5. The following are the indicative primary functions that will be undertaken by the SI:- (a) System Integration Services: (i) Overall Program and Project Management. (ii) Acquisition/development of the ERP solution and other necessary software components. (iii) Sizing and formulating specifications for hardware and servers. (iv) Acquisition, inspection, testing and commissioning of the hardware and servers. (v) Acceptance and commissioning of the solution components such as the ERP Solution, Database, Operating Systems and subsequent integration of the different components of the solution. (b) Implementation / development services: (i) Conduct of System Study at CGASD, Goa. (ii) Preparation of System Requirements Specifications (SRS). (iii) Identification of Business Process Re-engineering (BPR) requirements based on the selected ERP solution. (iv) Preparation of the customisation requirements for development of the ERP application software. (v) Business design to detail the processes of CGASD against the ERP application and the solution components. (vi) Configuration of the ERP to meet the process requirements. (vii) Development and deployment Interfaces between ERP and devices like security devices, barcode readers, RFID, load cells or other measuring instruments. (viii) Integration of the ERP with other applications / solutions such as Business Intelligence (BI) / Analytics / Management Information System(MIS) / Decision Support System (DSS) to meet the needs of CGASD. Page 2 of 23

3 (ix) Development of user interfaces. (x) Development of reports and forms. (xi) Formulation of test plans. (xii) Testing of the configured solution. (c) Data Migration Services for migrating the data from the other systems/manual operations to the ERP system. (i) Identification of Data Migration requirements. (ii) Collection and migration of user data. (Unit holding, survey, demand details, etc) (iii) Collection and migration of master data. (iv) Closing or migration of open transactions. (v) Collection migration of documentary information. (vi) Migration of data from the legacy systems. (d) Training Service: (i) (ii) (iii) (iv) User training to user groups based on the nature of usage. Training of power users. Training of the implementation team on solution, business design. Training the technical team on configuration and customisation. (e) Post-Go-Live support service: (i) Onsite help at CGASD to support the users. (ii) Support team to maintain the application in terms of performance monitoring, backing up service, etc. (iii) Provision of comprehensive documents for the above stages including training documents, User Manuals and Technical Literature. (iv) Change Management for transition from current to new environment. (v) Effect upgradation, amendments, modifications and enhancements in the application software as and when required by CGASD. Page 3 of 23

4 (f) Infrastructure Services: (i) Evaluation of the existing LAN/WAN of ICG and for designing the network, alternatively. (ii) Sourcing, installation and commissioning of hardware such as servers. (iii) Maintenance and support of Hardware. (iv) Designing, commissioning and running of helpdesk services. PRE-QUALIFICATION CRITERIA FOR SYSTEM INTEGRATOR (PRIMARY BIDDER) 6. The System Integrator must have the credentials to meet the following criteria :- (a) The Information Technology System Integrator must have registered office and operations in India. The company should be operational in India for at least the last five financial years. The System Integrator must be a single legal entity and shall not be a joint venture or a consortium of firms. The System Integrator will also certify that only Indian Nationals will work on the given project. (b) The System Integrator, a single legal entity registered in India, should be a profitable vendor for the last three years and must have an annual turnover of not less than Rs.50 crores for the last three financial years. (c) The System Integrator must have a proven track record of providing a successful Turnkey Solution on single or multiple ERP systems. Out of the Total turnover of the company at least 40% or above should be from IT services and system integration services for the last three years. (d) The System Integrator must have an experience of successful implementation of single or multiple ERP software products in at least three companies in India having sales turnover of Rs.150 crores and above. (i) Of the three projects, at least one companies should be Public Sector Undertakings or a Nationalised Bank or a Government Organizations. (ii) Of the three projects, at least one should be system integrated multi user ERP. Page 4 of 23

5 (e) The System Integrator must have a team of consultants on its rolls having experience in implementing all the major modules of ERP application software products collectively, of which at least some consultants must be certified ERP consultants. In addition the System Integrator must also have at least some professionals trained in RDBMS, System Software, Networking and LAN/WAN connectivity. (f) System Integrators must have consulting and implementation agreements with the ERP product vendors. (g) System Integrator must have attained CMMI Level 5 for IT Services / Development for last three years or else all the three ISO-27001, ISO and ISO-9001 for last three years. (h) The System Integrator must possess capability to support the infrastructure on a 24 x 7 x 365 basis and must be able to commit to serving CGASD for at least 10 years. The System Integrator must have supported the infrastructure for an organization for at least 3 years and should be ISO certified for service management. (j) At least one of the project references provided for supporting the criteria (d)(ii) above, should be for an ERP product which meets all the under mentioned criteria. System Integrator must be able to offer ERP solution, meeting the following criteria and capabilities:- (i) OEM for the ERP software vendor must be a registered company in India and must be profitable for last three years. The ERP application referred must have single ownership of intellectual property. (ii) OEM for the ERP software must have its own development and support centres in India. (iii) ERP Vendor must have at least three Certified Partners in India. Page 5 of 23

6 (iv) The ERP must have been implemented in at least three organisations larger than Rs.150 crores in revenue in India, subject to :- (aa) At least three implementations of the ERP application in India must have the scope to cover inventory, material issue, issue validation, spare parts management and cover the functional modules listed earlier in paragraph 2. (v) ERP must have been implemented in at least one of the defence services scope of the processes and functional areas similar to the operations of CGASD as listed above. (vii) The ERP vendor should provide the updated source code of the product with all IPR protection. The user should have the right to modify the source code if required. RESPONSE REQUIREMENTS 7. Interested System Integrators may furnish their Expression of Interest by giving all the necessary documents in English as specified in the Response Formats for each of the above mentioned qualifying criteria as proof of having the minimum requirements. In addition to that, Form IX to XV is required for each of the ERP Products implemented and provided as project references by the System Integrator, the supporting documents relating to each of the ERP solutions must be furnished separately for each format. The Expression of Interest in a sealed cover along with an application duly signed by an authorized signatory must reach the following address on or before 1700 Hrs on 16 Jul 2013 The Officer-in-Charge Coast Guard Air Stores Depot(Goa) Dabolim, Vasco-de-Gama Goa Address: cgasd-goa@indiancoastguard.nic.in Phone: Page 6 of 23

7 8. Indian Coast Guard (ICG) reserves the right to withdraw this RFI, if ICG determines that such action is in the best interest of the Government of India. Short-listed System Integrators would be issued formal tender enquiry/request For Proposal inviting their technical and commercial bids at a later date. CGASD undertakes that all the information shared by the System Integrators will be held in strict confidence and will not be made public unless directed by court of law. 9. Respondents are requested to submit their responses in the format given below. (a) Covering Letter as per the format provided in Appendix I. (b) Requested information in the suggested formats along with the mandatory supporting documents for each of the criteria as provided in Appendix II. Page 7 of 23

8 Appendix I: Covering letter from the System Integrator Company letter head [Date] The Officer-in-Charge Coast Guard Air Stores Depot(Goa) Dabolim, Vasco-de-Gama Goa Reference: Notice on Expression of interest to supply and implement ERP at CGASD (Goa) Dear Sir, This is to notify you that our company intends to submit a proposal in response to the RFP for supply and implementation of ERP product at AOC Primary and Secondary contacts for our company are: Name: Title: Company Name: Address: Phone: Mobile: Fax: Primary Contact Secondary Contact We confirm that the information contained in this response or any part thereof, including its exhibits, and other documents and instruments delivered or to be delivered to the CGASD(Goa) is true, accurate, verifiable and complete. This response includes all information necessary to ensure that the statements therein do not in whole or in part mislead the CGASD(Goa) in its short listing process. We fully understand and agree to comply that on verification, if any of the information provided here is found to be misleading the short listing process or unduly favours our company in the short listing process, we are liable to be dismissed from the selection process or termination of the contract during the project, if selected to do so, for undertaking the ERP implementation project at CGASD(Goa). We undertake that we ll deploy only persons of Indian Origin and Citizens of India in the execution of this project in the event our company gets selected for the execution of this project. Page 8 of 23

9 It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/ firm/organization and empowered to sign this document as well as such other documents, which may be required in this connection. Dated this Day of 2013 (Signature) (In the capacity of) Duly authorized to sign the RFI Response for and on behalf of: Sincerely, [SYSTEM INTEGRATOR S NAME] Name Title Signature Date (Name and Address of Company) Seal/Stamp of System Integrator CERTIFICATE AS TO AUTHORISED SIGNATORIES I, certify that I am of the, and that who signed the above response is authorized to bind the corporation by authority of its governing body. (Seal here) Date Page 9 of 23

10 Appendix II: INDEX OF FORMATS & SUPPORTING DOCUMENTS Criteria refers to paragraph 6(a) 6(b) 6(c) 6(d) 6(e) 6(f) 6(g) Requested information Form I: Details of the Organization a) Certificate of Incorporation from Registrar of Companies (ROC). b) Relevant sections of Memorandum of Association of the company or filings to the stock exchanges to indicate the nature of business of the company. c) Certificate by the System Integrator certifying that only Indian Nationals will work on the project. Form II: Financial Information a) Auditor Certified financial statements for the Last three financial years (Please include only the relevant sections on P&L, assets etc which indicate annual turnover and not the entire balance sheet.) Form III: Financial Information of IT Services a) Certification by the company auditors supporting the revenue breakup. Form IV: ERP Implementation Project Information (3 forms, one for each project reference) a) Letter from the client to indicate the successful completion of the projects. Form V: Certified Consultants Information a) Certification by the company auditors supporting the certified Professionals in the organization. Form VI: List of ERP Product Vendors a) Certification by the company auditors supporting the agreements with the ERP product vendor for ERP Product Form VII-A: CMMI Level 5 Appraisal Or Form VII-B: ISO-27001, ISO and ISO-9001 a) Copies of the CMMI Level 5 appraisal for the last three years Or b) Copies of Certifications for all three ISO-27001, ISO and ISO for the last three years Page 10 of 23

11 6(h) 6(j).i 6(j).ii 6(j).iii 6(j).iv 6(j).v 6(j).vi Form VIII: Infrastructure Support Services Project Information a) Letter from the client to indicate the successful completion of the projects b) Copy of the ISO certificate c) Certificate from SI for commitment to render support to AOC for 10 yrs Form IX: Details of the ERP Product Vendor Organization a) Certificate of Incorporation from ROC b) Certificate for Single Ownership of Intellectual Property c) Auditor Certified financial statements for the Last three financial years (Please include only the sections on P&L, assets etc which indicate Profit status and not the entire balance sheet.) Form X: Details of ERP Product Development Centers a) Certification by the company auditors supporting the presence of the development and support centers in India along with the address information. Form XI: Details of Certified Partners for ERP Product (3 forms, one for each certified partner) a) Certification by the ERP Product Company's auditors supporting the certified partners for implementation. Form XII: ERP Implementation Project Information from ERP Vendor (5 forms, one for each project reference) a) Certificate from the client/company auditor of successful implementation. Form XIV: ERP Implementation Project Information in Defence Services (3 forms, one for each project reference) a) Certificate from the client/company auditors of successful implementation. Form XV: Details of the Training for the ERP Product Page 11 of 23

12 6(i).vii a) Certification by the ERP Product Company's auditors supporting presence and capacity of conducting training at insitu., at CGASD, Goa NONE a) Certification by the ERP OEM supporting the release of product source code with all the IPR protection along with the right to modify the source code if required Note: The requested information for the criteria referring to paragraphs 6(j).i to 6(j).vii should be provided for the ERP Product implemented in at least one of the project references provided for supporting the criteria in paragraph 6 (d)(ii) (page 4). Page 12 of 23

13 Form I: Details of the Organization Name Nature of the legal status in India Date of incorporation Date of commencement of business Address of the Headquarters Address of the Registered Office in India Other relevant information Appendix III: Suggested Formats Form II: Financial Information Revenue (in INR crores) Profit before Tax (in INR crores) Other relevant information FY FY FY Form III: Financial Information of IT Services Revenue from IT services and system integration services (in INR crores) Other relevant information FY FY FY Page 13 of 23

14 Form IV: ERP Implementation Project Information (one form for each project reference duly certified by authorized signatory) Client Information Name of client Name of the person who can be referred to from Clients' side, with name, designation, postal, address, contact phone, fax number, id, Type of Client (Private Sector / PSU / Government Organization): Nature of business / operations of client Total number of Employees of the client organization or the business unit Project Details Nature of the Project Functional areas of business covered in the project Implementation Geographical Location Number of Locations / business units at which the project is implemented Date of commencement of the project Date of successful completion of the project If not completed, expected date of completion Brief description of the project in terms of the business processed which have been automated, complexity of the project, significant achievements, uniqueness. Scope of the project (ERP implementation, Networking, Training, Post-implementation) Details of the Solution ERP product implemented Version of product implemented The solution modules/engines/components implemented Other solution components/nolton solution/third Party solutions integrated with ERP Number of users of the solution Other relevant information Page 14 of 23

15 Form V: Certified Consultants Information ERP Product Name: Version: Total Certified Consultants in the Company Supporting documents Certification by the company auditors supporting the certified professionals in the organization ERP Product Name: Version: Total Certified Consultants in the Company Supporting documents Certification by the company auditors supporting the certified professionals in the organization ERP Product Name: Version: Total Certified Consultants in the Company Supporting documents Certification by the company auditors supporting the certified professionals in the organization ERP Product Name: Version: Total Certified Consultants in the Company Supporting documents Certification by the company auditors supporting the certified professionals in the organization RDBMS,System Software, Networking and LAN/WAN connectivity Total Certified Consultants in the Company Supporting documents Certification by the company auditors supporting the certified professionals in the organization Page 15 of 23

16 Form VI: List of ERP Product Vendors ERP Product Name: Consulting and Implementation agreements with ERP product vendor ERP Product Name: Consulting and Implementation agreements with ERP product vendor ERP Product Name: Consulting and Implementation agreements with ERP product vendor Version: Agreement date Version: Agreement date Version: Agreement date Validity date Validity date Validity date Form VII-A: CMMI Level 5 Appraisal Appraisal Date Appraisal Expiration date Units/Location Assessed in India Name of the Company that performed the assessment Other relevant information (or) Form VII-B: ISO-27001, ISO & ISO-9001 Year ISO ISO ISO 9001 Certification Date Certification validity date Units/Location Assessed in India Other relevant information Page 16 of 23

17 Form VIII: Infrastructure Support Services Project Information ISO 20000/ BS certified for service management Date of Certification Client Information Name of client Name of the person who can be referred to from Clients' side, with name, designation, postal address, contact phone, fax number, id Type of Client (Private Sector / PSU / Government Organization): Nature of business of client Revenue/Budget of the client In the year of project initiation In the year of project completion Total Number of employees of the client organization / business unit Project Details Nature of the Project Total Contract Value for Infrastructure Support Services (excluding product and infrastructure charges) Distinct Geographical Locations of implementation Number of Locations for which the support is provided Peak on-site (at the client location) project team size of SI Peak off-site (at the company's location) project team size of the SI Date of commencement of the project Date of successful completion of the project Brief Description of the Project Scope of the Project Relevance of the implementation to the current project Other Relevant Information Page 17 of 23

18 Form IX: Details of the ERP Product Vendor Organization Name Product Name Nature of the legal status in India Nature of business in India Date of Incorporation Date of Commencement of Business Address of the Headquarters Address of the Registered Office in India Financial Information FY FY FY Revenue (in INR Crores) Profit before tax (in INR crores) Other relevant information Form X: Details of ERP Product Development & Support Centers Name of the ERP Product Vendor Product Name Product Development Center Date of incorporation Date of commencement of business Address Number of Employees in the development Centre Support Centre Date of incorporation Date of commencement of business Address Number of Employees in the development Centre Other relevant information Page 18 of 23

19 Form XI: Details of Certified Partners for ERP Product (one form for each partner) Name of the ERP Product Vendor Product Name Certified Partners Name of the Partner Number of Certified Consultants Size of the implementation team Nature of the legal status in India Nature of business in India Date of Incorporation Date of Commencement of Business Address of the Headquarters Address of the Registered Office in India Certified Partner s ERP Implementation Experience Client Information Name of client Name of the person who can be referred to from Clients' side, with name, designation, postal address, contact phone, fax number, id Type of Client (Private Sector / PSU / Government Organization): Nature of business / operations of client Revenue/Budget (in case of government Departments)of the client In the year of project initiation In the year of project completion Employee Base in number of employees Project Details Nature of the Project Functional areas of business covered in the project Date of commencement of the project Brief Description of the Project Details of the Solution ERP product implemented Version of Product Implemented The solution modules/engines/components implemented Number of Users Relevance of the implementation to the current project Other Relevant Information Page 19 of 23

20 Form XII: ERP Implementation Project Information from ERP Vendor Name of the ERP Product Vendor Product Name Client Information Name of client Name of the person who can be referred to from Clients' side, with name, designation, postal address, contact phone, fax number, id.. Type of Client (Private Sector / PSU / Government Organization): Nature of business / operations of client Revenue/Budget (in case of government Departments)of the client In the year of project initiation In the year of project completion Employee Base in number of employees Project Details Nature of the Project Functional areas of business covered in the project Date of commencement of the project Brief Description of the Project Scope of the Project (ERP design, development/customization, Implementation, Networking, Training, Post-Implementation, Services etc) Details of the Solution ERP product implemented Version of Product Implemented The solution modules/engines/components implemented Number of Users Relevance of the implementation to the current project Other Relevant Information Page 20 of 23

21 Form XIII: ERP Implementation Project Information having 1000 or more users Name of the ERP Product Vendor Product Name Client Information Name of client Name of the person who can be referred to from Clients' side, with name, designation, postal address, contact phone, fax number, id Date of completion of the project Functional areas covered ERP Product Information and Users ERP product implemented Version of Product Implemented The solution modules/engines/components implemented Number of Users Other Relevant Information Page 21 of 23

22 Form XIV: ERP Implementation Project Information in Defence Services Name of the ERP Product Vendor Product Name Client Information Name of client Name of the person who can be referred to from Clients' side, with name, designation, postal address, contact phone, fax number, id Project Details Nature of the Project Functional areas of business covered in the project Date of commencement of the project Date of successful completion of the project If not completed, expected date of completion Brief Description of the Project Scope of the Project (ERP Implementation, Networking, Training, Post- Implementation,.etc) Details of the Solution ERP product implemented Version of Product Implemented The solution modules/engines/components implemented Other solution components / Bolton Solutions / Third party solutions integrated with ERP Number of Users Relevance of the implementation to the current project Other Relevant Information Page 22 of 23

23 Form XV: Details of the Training Centers for the ERP Product Name of the ERP Product Vendor Product Name Training Center Date of Commencement of Business Address Number of Employees across the Training Center(s) Northern region (India) Presence (Yes/No) Address Number of employees in the training centre Eastern Region (India) Presence (Yes/No) Address Number of employees in the training centre Sothern Region (India) Presence (Yes/No) Address Number of employees in the training centre Western Region (India) Presence (Yes/No) Address Number of employees in the training centre Other relevant information Page 23 of 23