How To Quote For A Software For A Showroom At Kolkata Airport

Transcription

1 THE WEST BENGAL SMALL INDUSTRIES DEVEOPMENT CORPORATION LIMITED A Government of West Bengal Undertaking Memo No. SB-5623/(1)/13 SILPA BHAVAN 31, Black Burn Lane, Kolkata Phone No. : (033) Fax No. : (033) Website: wbsidcl.com - wbsidcltd@gmail.com Dated: NOTICE INVITING QUOTATION No. WBSIDC/WBSEPS/NIQ-17 OF OF THE WBSIDC LTD. (2 nd Call) The Executive Engineer, WBSIDC LTD, invites QUOTATION on behalf of WBSEPS for the work (Submission of Bid offline only) Supply, Testing, Installation, Training and Maintenance of Retail Chain Management Software for Biswa Bangla Showroom at Kolkata Airport and integration with central Warehouse & Head Office

2 INDEX Terms of Reference A. Scope B. Time Schedule C. Terms of Payment D. Bid Submission i. Technical bid ii. Financial bid E. Bid Evaluation & Selection F. Information memorandum 1.0 General 2.0 Eligibility Criteria 3.0 Validity of Bids 4.0 Cost of Bid Document/ Application Money, Bid Security & Performance Security 5.0 Right of Bid Rejection 6.0 Bid Submission Timeline 7.0 Quality 8.0 Inspection 9.0 Remedial Measures 10.0 Termination 11.0 Arbitration 12.0 Patents and other Industrial Property Rights 13.0 Confidentiality 14.0 Force Majeure 15.0 Notice & Contact Information Annexure A: System Requirements & Expected Features of the Software 1.0 System Requirements 2.0 Deployment of support staff for on-site support and training 3.0 Maintenance of the Software 4.0 Expected Features of the Software 5.0 Add on service 6.0 AMC Requirements Annexure B: Format of Financial Bid Quote for Software

3 Government of West Bengal has planned to promote Brand Bengal while setting up Biswa Bangla (BB) outlets for showcasing handicraft, handloom, silk items, traditional Bengali sweets, Darjeeling tea, Bengali books, music and movies and host of other traditional products of the State, while creating a market for traditional artisans. Biswa Bangla outlets are to be set up starting from Kolkata airport and will spread in major cities in India and overseas with an objective to promote Brand Bengal. The outlets will evolve as major hub and one stop shop for exhibition and sale of products that Bengal has to offer. There will also be provision for online order booking and delivery at customer doorstep. West Bengal State Export Promotion Society (WBSEPS) has been entrusted to set up Biswa Bangla outlets in the State and outside. The first Biswa Bangla outlet proposed to be set up at Kolkata airport as a green field project will offer a comprehensive platform for exhibition and sale of unique and authentic Bengali products and unique merchandise to attract domestic and international businesses / visitors / buyers. WBSEPS proposes to engage a vendor (company / firm) experienced in Retail Chain Management System for software solution for Biswa Bangla Showroom and system integration with Warehouse and Head Office. In first phase, there will be 4 Showrooms in Kolkata and 2 outside Bengal. Same model and arrangement may be adopted by WBSEPS for Showroom in other parts of the country or overseas. The Terms of Reference (TOR) for selection of the vendor are as follows: A. Scope Supply, Testing, Installation, Training and Maintenance of Retail Chain Management Software for Biswa Bangla showrooms at Kolkata Airport and integration with central Warehouse & Head Office. This arrangement may be extended in other further if required. The requirements & expected features of the software are described in Annexure A. B. Time Schedule For Kolkata Airport Showroom, Warehouse & Head Office The Retail Management Software will have to be supplied within 3 days from date of acceptance of Letter of Intent and will be installed with required customization within 7 days thereafter. C. Terms of Payment i. Payment for the software shall be made on milestone basis on successful implementation and go-live of the software at Showroom, Warehouse and Head Office and on submission of invoice ii. Payment for the implementation shall be made on pro-rata basis based on actual staff-days deployed (cumulative maximum of 60 days) and shall be claimed along with the milestone invoice iii. 10% of the every invoice raised shall be withheld as Retention Money and shall be released at the end of the free maintenance period of 1 (one) year on successful functioning of the software.

4 D. Bid Submission (a) Selection shall be made through two-bid process based on technical and financial evaluation. The bidders are required to submit a SEALED ENVELOP containing two separate sealed envelopes comprising of - i. Technical bid ii. Financial bid (b) The Technical bid shall contain: i. The company background and capability statement, supported by company registration certificate and financial statements for last 3 years. ii. Experience of similar assignments completed in last 3 years along with list of clientele and retail locations where the software is functioning, supported by documentary testimonials / work order / completion certificate, etc. iii. iv. Description of the general approach / methodology along with a work plan to carry out the proposed installations demonstrating ability to handle new start-up operation in retail in multi location Organization chart and list of key personnel with their, qualifications, experience, role etc. to be deployed during installation, training and maintenance. v. Ability to source from other parties and provide integration solutions. vi. All other documentary evidence to support the above credentials where applicable. (c) Bidders are required to fill up the Financial Bid in format attached as Annexure B with full details. i. The quoted amount shall include all taxes, duties, transportation & freight cost, etc. However, all applicable taxes or duties has to be mentioned separately as per statutory norms ii. The quoted amount shall be inclusive of procurement cost of the Oracle License that is mandatory for this software. iii. The quoted amount shall include all expenditure including that of traveling within Kolkata. iv. Bidders shall separately quote for the AMC of the software from the second year onwards. In the event of more than one bidder with lowest quoted amount for the software and implementation, the quote for AMC of the software shall be considered for selection (d) Bid should be submitted with Demand Draft for Application Money and Bid Security.

5 E. Bid Evaluation & Selection The broad guidelines for evaluation of bids are as follows: i. Technical bids will be opened first and evaluated on eligibility criteria and on basis of the submissions in support of the technical credentials ii. iii. iv. Financial bid of bidders whose Technical bids are found eligible and accepted will be opened. The lowest acceptable bid will be considered further for selection of the bidder after complete clarification and price negotiations if desired / decided by WBSEPS. If there is a discrepancy between words and figures, the amount in words will prevail. G. Information Memorandum 1.0 General WBSEPS includes its successors and permitted assigns as decided by the Government of West Bengal at any time. 2.0 Eligibility Criteria a) The eligibility criteria for qualification of a vendor to submit bid is given below: i. Should be in operation of the business for more than 10 years ii. Direct presence in 2 or more cities with clients across India iii. Should have clientele of more than 50 in the area of Retail Supply Chain Management system iv. Experience in Retail ERP and Business Accounting and capable to handling new startup in retail v. Should have demonstrated experience of successful functioning of the software with seamless integration and data synchronization in retail outlets and warehouse locations vi. Should have trained dedicated support team for hardware, networking and implementation with experience in handling the software system in multi location retail. b) Any bidder that has been barred by the Central Government, any State Government, a statutory authority or a public sector undertaking, as the case may be, from participating in any project, is not be eligible to submit bid

6 3.0 Validity of Bids The bids shall remain valid till 4 months from the date of submission. 4.0 Cost of Bid Document / Application Money, Bid Security & Performance Security Bid document can be downloaded from website of WBSIDC: and website of WBSEPS: The bids should be submitted with: (a) (b) (c) A Demand Draft of Rs. 5,000/- (non-refundable) in favour of The West Bengal Small Industries Dev. Corporation Ltd. drawn at Kolkata as Application Money. A Demand Draft of Rs. 10,000/- (refundable) in favour of West Bengal State Export Promotion Society drawn at Kolkata as Bid Security. The bid security of unsuccessful bidder shall be returned within 60 days of completion of bid process. The selected bidder shall be required to furnish a Performance Security by way of Bank Guarantee (from any nationalized Bank) within 3 days of issuance of Letter of Intent (LOI) for a sum equivalent to 10% of the total amount quoted and negotiated amount less the Bid Security amount and shall be valid for a period of 1 (one) year. 5.0 Right of Bid Rejection (a) (b) WBSIDC on behalf of WBSEPS reserves the right to accept or reject any bid and to annul the selection process and reject all bids, at any time without notice and shall not have any liability or obligation for such acceptance, rejection or annulment, and without assigning any reasons thereof. At any time, if a material misrepresentation is made or discovered, or the bidder does not provide, within the time specified, the supplemental information sought for purposes of evaluation can lead to the rejection of the bid. 6.0 Bid Submission Timeline (a) Bid submission and opening timeline are given below: Sl. Particulars Date & Time No. 1 Date of issue / publish /upload of BID Documents (Publishing Date) 2 Start Date of download of Bid Documents 21/02/2014 from 10:00 AM 3 End Date of Sale /Download of Tender Documents 27/02/2014 up to 1:00 PM. 4 Last date of submission Bid 27/02/2014 up to 2:00PM 5 Date of opening of Technical Proposals / Bid 27/02/2014 at 2:30PM 7 Date of opening of Financial Proposals Will be informed later on

7 b) Location of critical events: Bid Opening: Office of the Executive Engineer, The West Bengal Small Industries Development Corporation Ltd. Silpa Bhavan, 4 th floor, 31, Black Burn Lane, Kolkata b) If due to any exigency, the due date for opening of the bids is declared a closed holiday or any other reason, the bids will be opened on the next working day at the same time or on any other day / time, as intimated by WBSIDC on behalf of WBSEPS. The bidders may depute their representatives, duly authorized in writing, to attend the opening of bids on the due date and time. 7.0 Quality The quality of the software and services delivered according to the Terms of Reference shall correspond to the conditions and standards or specifications enumerated therein 8.0 Inspection Time to time inspection shall be carried out by representative / authorized agency of WBSEPS at manufacturer s site, storage site, locations of installation, etc. for Quality Assurance of the software and services delivered according to the Terms of Reference 9.0 Remedial Measures Should the software, installation or services thereof not delivered within the specified time schedule or not in accordance with the requirements of the Terms of Reference, WBSEPS shall after granting 24 hours time to cure the breach, be at liberty to cancel the supply of the software and services delivered, wholly or to the extent of such default In the event WBSEPS takes help of any third party to rectify the breach on emergency basis, the cost incurred in such an event shall be recovered from any amount payable to the selected vendor 10.0 Termination WBSPS shall be entitled to terminate agreement with the selected vendor with prior notice of thirty (30) days, in case of beach of any conditions, provisions or stipulations of the Terms of Reference for selection or non-performance that is not cured within fifteen (15) days of issue of notice 11.0 Arbitration All disputes or differences arising out of or in connection with agreement with the selected vendor shall be settled by bilateral discussions. Any dispute, disagreement or question arising out of or relating to agreement or relating to performance, which cannot be settled amicably, may be resolved through arbitration under the Arbitration and Conciliation Act, 1996 Agreement with selected vendor shall be governed and construed in accordance with the laws of India. Courts of Kolkata shall have exclusive jurisdiction in all the matters

8 12.0 Patents and other Industrial Property Rights The quoted amount / rates shall be deemed to include all amounts payable for the use of patents, copyrights, registered charges, trademarks and payments for any other industrial property rights. The selected vendor shall indemnify WBSEPS against all claims from a third party at any time on account of the infringement of any or all the rights, whether such claims arise in respect of manufacture or use Confidentiality (a) (b) Selected vendor shall treat all information provided to it or obtained otherwise in connection with the software supply and implementation as confidential and not use the same partially or totally for any purpose without the prior written approval of WBSEPS Deliverables of the selected vendor shall be of exclusive ownership of WBSEPS and / or its designated agencies, as applicable Force Majeure Neither party shall bear responsibility for the complete or partial non-performance of any of its obligations (except for failure to pay any sum which has become due on account of receipt of goods under the provisions of the Terms of Reference), if the non-performance results from such Force Majeure circumstances as Flood, Fire, Earth Quake and other acts of God as well as War, Military operation, Blockade, Acts or Actions of State Authorities or any other circumstances beyond the parties control 15.0 Notices & Contact Information: All notices, communication and submission of bids shall be addressed to: Shri S. C. Panja Addl. Director West Bengal State Export Promotion Society (WBSEPS) 2 No. Church Lane (4th floor), Room No. 401 Kolkata Mobile : wbseps@gmail.com Sd/- Executive Engineer WBSIDC Ltd

9 System Requirements & Expected Features of the Software 1.0 System Requirements and Services / Deliverable ANNEXURE - A Point of Sale (POS) Billing / Invoice system integrated with Barcode system Financial Accounting Procurement & Order Management Inventory Management with Barcode system MIS (Management Information System) Reporting Transfer module with provision of integration of software at various POS (Point of Sale) locations, Warehouse and Head Office (HO) Customer Loyalty module HR (standalone) module (optional) Online data transfer within and from POS locations, warehouse(s) as well as HO Strong data security, user access rights control, assignment of administrative control, menu-wise control and access restriction, assigned restriction of user functioning Customization of software, masters and fields Customization of MIS and Reports Various other functions related to modern retail organization Same model and arrangement may be adopted by WBSEPS for their showrooms set up in other parts of the country or in other airports and overseas Online store on web with auto updation of product stock and price PC at retail location should not be compulsory. The system should be capable of running on touch enabled integrated POS terminal alternatively 2.0 Deployment of support staff (engineers and technicians) for on-site support and training for operating the system, trouble-shooting, etc at all locations, intermittently up to a period of 90 days 3.0 Maintenance of the software and on-site service for 1 (one) year after the implementation shall be provided free of cost 4.0 Expected Features of the Software High End Security of Oracle 10G or MS SQL must be incorporated It should be user-friendly so that no need of highly qualified persons to operate the software. Multi Company facility with multiple product and financial year User Level Creation Facilities Company-Wise Restricted Access Menu-Wise Control & Access Provision Restriction of User Functioning. Self-Explanatory with Help Messages User Friendly GUI Forms with 1024 x 764 Resolution Online creation of related master with just flick of a button. Online display of balance like Ledger / Stock Calling of any required forms from the current activated form Keyboard functioning in Entry Modules for quick and fast output Administrator can restrict the Debtors and Creditors Limit.

10 Point of Sale: All Voucher Types in a single window without the hassle for selecting screens for different voucher types On-Line adjustment of Invoice / DN / CN and Opening Invoices Reports to be printed on DeskJet & LaserJet Printers Reports to be transferred to TEXT / PDF / HTML / EXCEL Data transferred to the EXCEL need not be re-formatted and should be generated in the same format with all the column-wise totals and sub-totals All the reports to be generated for Individual location as well as multi locations merged reports Multiple Selection for each report to be provided with All /Selection /Equal to / Range Process for generation individual unique barcode Image tagging with item master Query Quick View Format to Preview / Print / File. All the required features on POS desk like Billing, Returns, Credit Notes, Cash Refund, Advance, C/N & Advance Adjustments to be processed from a Single Window. Provision for Billing without Salesman ID, with Single & Multiple Salesman ID in Single Cash memo. Cash & multiple card payments for a single cash memo. POS working procedures One in all procedures. Billing, Returns, & Payments in Individual system yet online Centralized Update Multiple memo payments in a single window with online updating of credit notes & unpaid bills. Multiple Billing formats like thermal 40 COL / Laser-Jet / Dot Matrix etc. Returning of Goods due to what reason like. Normal Item / Exchange Item / Damage Product Free Goods Like: Normal Item / Sample Product / Complimentary Item. Cash Memo on Pending / Retrieve Options Non Fixed Unit Sales like Grocery in Grams, Fabrics in Meters etc Weighing Machine Barcode Compatibility with POS Credit Card Commission like Charges /Surcharge etc with On-Line Posting to Accounts Approval Modules: One Screen having both the option Issue & Return. Multiple Billing formats like thermal 40 COL, Dot Matrix, Laser-Jet, and Inkjet. Provision for Billing without Salesman ID, with Single & Multiple Salesman ID in Single Approval Memo. Customer tracking at the time of Issue & Return. Refund & Collection : One Screen having options like. Due Received / C/N Refund / Advance Refund Acceptance of Cash / Card Payment Customer Wise Adjustment and Tagging of Due / C/N / Advance. Multiple Billing formats like thermal 40 COL, Dot Matrix, Laser-Jet, Inkjet

11 Alteration: Issue Cash Memo Wise to the respective Jobber Tracking of Receipts from the Respective Jobber with Outstanding Status Issue of Delivery Receipt to Customer. Day Open & Close: User Defined Day Opening Balance with Input of Cash Opening Closing of Day can be made with the Closing Amount and Auto Calculation of Sales Amount On-Line Printing of Statements etc Query: Multiple Display of Customer Due's Multiple Display of C/N & Advance with Option to select details of the Transaction Multiple Displays of Approval / Alteration / Company-Wise Pos. Cash Drawer Having Date Wise / Item Wise / Terminal / Memo Wise / Month Wise apart from the Standard Selection Types Break Up of Days Transaction Like Gross Amount / Charges / CN Issue / CN Adjusted / Net Cash / Card etc Purchase / Inwards All types of Purchase Entries like: Purchase Order Goods Receipt Note Purchase Challan Purchase Invoice Purchase Returns (Invoice-wise) Purchase Debit Note (Item-Wise) On-Line Linkage from Order to Challan & Invoice Purchase Invoice against multiple Goods Receive Challans On-Line Printing of Barcode Stickers Link any Document item to any location for faster working Pre-Design document printing option Unlimited Barcode Design and printing. Purchase Return / Debit Note With Integration with Financial Accounting Vendor Wise Outstanding Reports Date-Wise /Product-wise/ Details /Summary /Consolidated /Ageing etc.. Purchase Order (Pending) Statement User definable CP / MRP / POS / Invoice Price against each product and its Classification. Inwards entered through Generated Barcode, Non Barcodes, EAN Barcode or by Selecting Items from the List. On-Line creation of Multiple Classification while entering the inwards for faster entry Consignment Ordering Module Consignment Inward against a Order Consignment Stock Adjustment Module against a Item or a Document. Automatic Generation of Outstanding for the consignor Generation of Consignor report on the basis of Sales Made. Printing of Barcodes from Purchase Order -- EAN (Registered Barcode s Only) Margin for Supplier wise Auto Split of Inward Quantity

12 Generate Batch No. (Automatically or Manual) with tracking the existing Batch Nos. User Defined Sequence Nos. to be maintained (Auto / Manual / Split ) Pre-Defined Discount Structure for inward Quantity (Percentage Wise / Lump sum Amount) Financial Accounting Voucher Entry in a Single Window. Receipts, Payments, Journals etc Online Invoice Adjustments Online adjustment of rounded off value or the discount received. PDC Module for Receipts / Payments Service Bill for Agents / Transporter etc Cheque Return Module Bank Reconciliation with options All / Cleared / Un-cleared & Date Range Petty Cash Adjustment Module Unadjusted Bill Tagging Module for Receipts / Payment Location Wise Cash Transfer & Petty Expenses Maintaining of Reminder Letter history issued for Debtors Financial Reporting Like: B/S, P & L / Ledgers / S Ledgers. Waybill Accounting Zooming to Source from Trail Balance / Sub Ledger Wise Trail, with Provision of Append / Edit / Delete / View. Customer Loyalty Multiple Pre-defined Schemes Like. Discount On Value / Points / Points Percentage 1. Card-wise (Silver / Gold / Platinum.User definable ) 2. Point-wise accumulation with redeems facility. (Minimum value for redeem) 3. Point accumulation of the %age wise Provision of Member's Opening CRM Points. Customer Card's to be Created as per the Head Office or Locations with Option of Minimum Transaction Value Allocation of Member Scheme's for Individual Location or Multiple Location All the modules to have Effective Date Selection. Customer Information Like: Registration No / Customers Detail../ Relatives etc Customer Reference Details. On-Line Posting to Financial Accounting Customer Wise Pictures to be Stored If required On-Line Alter Popup of Anniversary / Birthday etc. for good customer relation Transfer Module (Multiple Chain of Stores) Transaction Modules: Data Approval / Transfer of Data / Data Collection to be done in a Single Module. Order & Stock to be generated and Transferred for a Location Stock to be transferred to any location. Stored file of Pre Scanned Stock to be uploaded. Barcode Label can be reprinted from the same module in case the label is damaged. Maintains Transfer Sequence number for individual locations. Transporter Information can be maintained Up loading of Foreign Data can be taken care on Pre-Defined Format Basis. It will help in case of a tie-up with a branded company with registered Barcode.

13 Query & Report: All Required Reports & Query to be available in the Software Stock Transfer Statement wherein the user can view Detailed / Summarized / Brand / Style / Type / Sizes Status of the Transfer Document s History & Confirmation Scan the barcode and know the total transaction history A query system at all the Location to find out the Transfer file status Human Resource and Management (optional) Payroll System Biometric Integration HR Control Query Quick View Format The QUERY reports, apart from the above, to give a huge flexibility to generate Reports according to own requirements and formats. In this format one should have multiple selective options, wherein one can select any combination and execute the report. One can generate the report to Preview / Print / File. 5.0 Add on Service Auto SMS working Online order booking (future provision) 6.0 AMC Requirements All technical support All operational support Ensure hassle free software working at client s end enabling smooth business operation. Periodic up-gradations of the software and related guidelines Support primarily will be provided off-site through Internet. Onsite support has to be provided as per situation and consideration. Any other support that may be required to improve the performance of the system Allocation of a specialist team exclusively for supervision, monitoring and maintenance

14 ANNEXURE-B FORMAT OF FINANCIAL BID to be submitted ( in sealed envelope) by the bidder in their letter heads Supply, Testing, Installation, Training and Maintenance of Retail Chain Management Software for Biswa Bangla showrooms at Kolkata Airport and integration with central Warehouse & Head Office Quote for Software: Rate to be quoted in attached BOQ (excel format) Notes: (1) The quoted amount shall be inclusive of all taxes, duties, transportation & freight cost, etc. However, all applicable taxes or duties has to be mentioned separately as per statutory norms (2) The quoted amount for the software shall be inclusive of cost of procurement of the Oracle License that is mandatory for this software (3) The quoted amount shall include all expenditure including that of traveling within Kolkata. For all outstation travel, WBSEPS shall reimburse 3AC train fare/ airfare only in case of emergency situation and per diem Rs 5,000/- for metro cities or Rs 3,000/- for non-metro cities (4) The quoted amount shall be inclusive of implementation of the software in the first 6 outlets, Warehouse and Head Office and 1 (one) year of maintenance and service after the implementation at the first 6 stores (5) Bidders shall separately quote for the AMC of the software from the second year onwards. In the event of more than one bidder with lowest quoted amount for the Software and Implementation, the quote for AMC of the software shall be considered for selection

15 Memo No. SB 5623(1)13 Dated: Abridged Copy forwarded for information and wide circulation through his office NOTICE BOARD: 1 P.A to Principal Secretary, Department of M&SSE&T, Hemanta Bhawan, Kolkata-01 2 P.A to Director & Member Secretary, WBSEPS, 2, Church lane, 4 th floor, Kolkata-01 3 P.A. to Managing Director The WBSIDC LTD. Kolkata-12 4 Executive Director The WBSIDC LTD. Kolkata-12 5 Additional Director, WBSEPS, 2, Church lane, 4 th floor, Kolkata-01 with a request to attend at Silpa Bhawan during schedule date of technical evaluation & financial evaluation 6 The Chief Accounts Officer, The WBSIDC LTD. Kolkata-12 7 Estate Manager, The WBSIDC LTD. Kolkata-12 8 The Assistant Engineer (Electrical), G. De, The WBSIDC LTD. Kolkata-12 9 The Assistant Engineer (Civil) R. K. Saha, The WBSIDC LTD. Kolkata The Accountant, Engineering Division, The WBSIDC LTD. Kolkata Estimating Section, Engineering Division, The WBSIDC LTD. Kolkata Notice Board, Silpa Bhawan, 2 nd floor, 31, Black Burn Lane, Kolkata Notice Board, Silpa Bhawan, 4 th floor, 31, Black Burn Lane, Kolkata Office Copy. Sd/- Executive Engineer