NATIONAL INSURANCE ACADEMY

NATIONAL INSURANCE ACADEMY TENDER FOR TALLY ERP 9 UPGRADE, CUSTOMIZATION, SOFTWARE INTEGRATION, TRAINING AND ANNUAL MAINTENANCE CONTRACT NATIONAL INSURANCE ACADEMY, 25, BALEWADI, BANER ROAD, N.I.A. POST OFFICE,PUNE 411 045, 2015-2016 1

TENDER FOR TALLY ERP 9 UPGRADE, CUSTOMIZATION, SOFTWARE INTEGRATION, TRAINING AND AMC. The National Insurance Academy, Pune is an educational institution established by the Life Insurance Corporation of India, General Insurance Corporation of India, the four Public Sector Insurance Companies - NIACL, NICL, OICL and UIICL and Govt. of India, (Ministry of Finance, Insurance Division). The Director, National Insurance Academy, Pune, invites sealed tenders for Tally ERP 9 upgrade, customization, software integration, training and AMC. Prequalification Criteria 1. Should be Authorized and Registered Tally Partner or Tally Service Partner for supply of Tally products and services. 2. The Agency should be functioning in and around Pune city, having experience in implementing and supporting Tally ERP for a minimum period of three years. 3. The bidder should have experience of successful implementation of customized version of Tally ERP 9 in any 3 organization / Institutions or Government / public sector companies. 4. The bidder should not have been blacklisted by any Government/Semi Govt. /Institutions/Public Sector Organization Earnest money Deposit (EMD) While submitting the Tender Documents, the Agency shall deposit a sum of Rs. 2,000 (Rs. Two Thousand only) towards Earnest money Deposit (EMD) through Demand Draft/Pay Order/NEFT in favor of National Insurance Academy, Pune. Important Dates No. Description Date and Time 1 Last date for Submission of Bids June 9 th, 2015 before 3.00 p.m 2 Date and time for opening of Technical Bid June 9 th, 2015 at 3.30pm 3 Date and time for opening of Commercial Bid To be intimated later The bidders shall duly complete the bid formats (Pre qualification, Technical and Commercial) and the same will be delivered to the Academy s office at the address mentioned below. Bids must be submitted not later than the specified date and time mentioned above. If the specified date of submission of bids being declared a holiday for the Academy, the bids will be received up to the specified time on the next working day. The Academy may, at its discretion, extend this deadline for submission of bids by amending the bid documents, in which case all rights and obligations of the Academy and bidders, previously subject to the deadline, will thereafter be subject to the deadline extended. Director National Insurance Academy, 25,Balewadi, Baner Road, NIA P.O., Pune 411 045 2

Any bid received by the Academy after the deadline for submission of bids will be rejected and/or returned unopened to the Bidder. NIA reserves the right to amend or withdraw any of the terms and conditions contained in the tender document before accepting the tender or to reject any or all the tenders without giving any notice or assigning any reason and shall not be bound to accept the lowest tender. The Agency may note that while evaluating the tender, more weightage will be given to technical bids particularly in the technical capability of delivering the requirement as stated in the Scope of work Scope of Work NIA has implemented Tally ERP 9 for its Accounting functions. There are certain functionalities that have to be implemented as listed in Annexure I. This project envisages the upgrade, implementation of functionalities, customization or development of reports, training and annual maintenance support for a period of 1 year. The proposed software solution should ideally make use of the default functionalities of Tally for achieving the objective of the project and only resort to customization or addon tools whereever it is absolutely essential to achieve the objective of the project. The scope of work also includes integration of Tally ERP9 platform with the inhouse developed Program Management System in Oracle 9i and D2K and one time migration of inventory data and implementation of requisite functionality. Brief on Programme Management System Programme management System is developed to manage Management Development Programmes and PGDM course. Nominations, participants detail entry, Scheduling, Budgeting of each programme, honorarium calculation to external faculty is entered in the system. Based on this various MIS reports are generated like Sessions by faculty, Honorarium details, Bills outstanding etc. Inventory Migration Details. No. Departments Type of File, Format to be migrated to Tally 1 Computer Center Hardware : PurchaseOrderNo, Dateof PO, Computer Details, Qty, NIA InventoryNo, Rate, Price, Vendor, Invoice No, Invoice Date., Asset Location, Written off Year, Book value Software: Purchase Order No,Date of PO,Software Details,Number of licenses,rate,price,vendor,invoice No.,Invoice Dt., Serverlocaton, 2 Engineering Department Electrical : Prefix, item no, sr.no, item, year, v.no, date, amount, inventory no, No. of records to be migrated Approximately 3000 records. Approximately 8000 records. (Electrical) Approximately 3000 3

3 Housekeeping and Consumable Section at hostel 4 Administration Stationery location / dept, written off year, book value, status, sale to, head Estate: sr.no, item, year, date, purchased from, description of items, qty, amount, inventory no, location / dept, written off year, book value, status Hostel Inventory Item: Sr. No., Name of the Item, Opening Stock in Hand, Total Stock Available, Closing Stock on Hand, Date of Purchase, Name of the Supplier, Quantity Purchased, Rate, VAT, Amount, Date of Issue, Issued to, Quantity Issued. Stationery Stock: Date, Particulars, Qty Purchased, Qty Issued, Balance, Remark. 6 Computer Consumable Computer Consumable: Sr. No.,Name of the Item, Stock in in Hand, Total Stock Available, Closing Stock in Hand, Date of Purchase, Name of the Supplier, Quantity, Purchased, Rate, VAT Amount, Date of Issue, Issued to which Dept, Quantity Issued records. (Estate) Approximately 1500 records. Cleaning Material, Cloth Items, Crockery Items, Mellamine Items, Plastic Items, Stainless Steel, Approximately 500 records. Pad, Pen, Pencil, etc total 9 item Approximately 500 1000 records Training. The vendor has to provide training to identified NIA personnel on the efficient use and functions of Tally software. Warranty and AMC The project as per scope of work should be completed within 1 month of acceptance of PO. The vendor will provide 1 month warranty post go live. Warranty should cover troubleshooting, removing bugs/errors and making enhancement at no extra cost. There will be no charges for additional customization during warranty. The vendor will have to provide Annual maintenance contract for a period of 11 months after the completion of the warranty period of 1 month. During the AMC period the vendor will have to provide technical support by way of onsite / online / email / telephonic support for technical issues related to the smooth running of the Tally package. It shall also include periodic (quarterly) visit to NIA to understand the user s issues and requirements. The quarterly visit should also include knowledge transfer of the new functionalities of the Tally products. During the AMC period the vendor will have to implement any new upgrade or updates released by Tally at no additional cost. 4

Bidders are requested to understand the requirements in detail before bidding. After release of purchase order, the successful bidder will have to implement all the functionalities as per NIA s requirements and a gap in understanding by the bidder will not be acceptable as a reason for non delivery of a functionality / report as per the scope of work. Every Functionality / Report not delivered shall have a penalty deduction from the contract value. Bid Submission and evaluation The bidders shall duly complete the formats of Pre qualification (Annexure III), Technical Bid (Annexure IV) and Commercial Bid (Annexure V) and the same will be submitted with the bid as detailed below. Bids once submitted will be treated, as final and no further correspondence will be entertained on this. No bid will be modified after the deadline for submission of bids. Bids are to be submitted as follows: 1. Pre qualification bid and Technical bid should be enclosed in one envelope super scribed PQC and Technical Bid. 2. Commercial bid should be enclosed in a separate envelop super scribed Commercial Bid. 3. Each page of the technical bid and commercial bid should be duly signed by the bidder affixing the office seal. 4. The above 2 sealed envelopes should be enclosed a single large envelope super scribed Tender for Tally ERP 9 upgrade, customization, software integration, training and AMC. 5. The technical bid has to contain the EMD, the filled up forms given in Annexure II, Annexure III and Annexure IV, and all supporting documents asked for in these annexures Technical Bids will be opened in the presence of bidders or their authorized representatives on the specified date and time as stipulated in the bid document. Techno Commercial Evaluation 1 mark each shall be given for each functionality that can be achieved by the vendor either through default functionality or customization. -1 mark each shall be deducted for each functionality that cannot be achieved by the vendor either through default functionality or customization. Technical Bid will be assigned a Technical score (Ts) out of a maximum of 100. Only those bidders who score 90 % or more (Ts) for achieving the scope of work will be considered for commercial opening. The commercial bids of the bidders not found technically qualified will not be opened. The Bidder with the lowest commercial bid (L1) would be awarded the contract. Decision of the Academy in this regard shall be final and binding on the bidders. 5

Penalty Clause Penalty is also applicable in case of delay in implementation of the software product. Implementation schedule will be mutually agreed by the Academy and the vendor before deployment of the product. 1% of the implementation cost will be deducted as penalty per week for delaying in implementation as per schedule, maximum upto 5%. If implementation delay exceeds 4 weeks of scheduled delivery date, Academy will be free to cancel the contract besides claiming entire amount paid by the Academy on delivery of the software. In case the vendor is not able to implement the functionality as claimed during bid submission, each functionality not delivered will attract a penalty deduction of 2.5% of the total contract value. Payment Payment will be 100% after successful implementation of the Scope of work and sign off by NIA. AMC payments would be made quarterly at the end of the quarter. Terms and Conditions 1. At any time prior to the date of submission of bid, the Tender Inviting Authority may, for any reason, whether on his own initiative or in response to a clarification requested by a prospective bidder, modify the tender documents by an amendment. 2. In the event of refusal to carry out work by the successful agency on any grounds during the contract tenure, it s EMD / Performance Bank guarantee shall be forfeited whichever is higher. 3. The bidder has to submit an undertaking agreeing to the terms and conditions of the RFP as per Annexure II. 4. In case, the Agency fails to comply with any statutory / taxation liability under appropriate law, and as a result thereof the Academy is put to any loss / obligation, monetary or otherwise, Academy shall be entitled to get itself reimbursed out of the outstanding bills or the Performance Security Deposit of the Agency, to the extent of the loss or obligation in monetary terms. 5. The Agency shall take adequate measures to prevent data corruption /Data erasure in the computers while carrying out the customization work. The Agency shall take extreme care while doing the customization. Any damage taking place while the Agency is at work shall be recovered from the Agency at no extra cost to NIA. 6. The successful bidder shall execute an agreement on non-judicial stamp paper of (Stamp duty to be paid by the bidder) within 10 days of acceptance of Purchase order. 7. The successful bidder shall submit a Performance Bank Guarantee equivalent to 10 % of the contract value which will be valid for the period of warranty and AMC. Once the PBG is submitted the EMD will be refunded to the successful bidder. 8. EMD of the unsuccessful bidders will be refunded. 9. The EMD will not carry any interest. 10. The EMD made by the tender bidder will be forfeited if the bidder withdraws the tender bid after acceptance by NIA or violates any of the provisions of the terms and conditions of the tender. 11. The contract shall be governed by the laws in force in India. In the event of any dispute arising out of the tender such dispute would be subject to arbitration before the Director of National Insurance Academy, Pune. 12. For any query kindly e-mail to tshaji@niapune.com / ssdeshpande@niapune.com. 6

Annexure I Scope of Work Itemwise details of each functionality is given in Annexure IV. The formats and detailed functional requirement can be understood by having a meeting with the Accounts team at NIA. No Requirement Description 1 Final Accounts Trial Balance (as per NIA requirement) Balance Sheet (as per NIA requirement) Income and (as per NIA requirement)expenditure 2. Budget Comparision Yearwise, Quarterwise across multiple years. (as per NIA requirement) 3. Fixed Asset Register Department wise (as per NIA requirement) 4. Inventory Implement Inventory functionality, Stock of consumable and other equipments (as per NIA requirement) and migration of existing data. 5 TDS and Service Tax, NEFT /RTGS Calculation Training (as per NIA requirement) 6 Advances Notification A list of outstanding advances and balance confirmations from clients-members and non members. to be notified automatically thru mail. (as per NIA requirement) 7 Reports requirements Charity Commissioners format of final accounts (as per standared) Foreign Contribution returns (as per standared) 8 Maker Checker Administrative rights to be given for various levels for view, entry, editing vouchers,passing, sanctioning vouchers etc. Programme office requirements 8 Multicurrency requirement Invoices creation for other than INR currency. (as per NIA requirement) 9 Status of Honorarium Payment Automated mail to be generated. (as per NIA requirement) 10 Voucher No. In case vouchers are deleted, the preceding and succeeding serial no. get changed. (as per NIA requirement) 11 Duplication of entry in PMS and Tally Invoicing of Fees (Automatic Invoice generation in Tally through data from PMS) 7

Undertaking Annexure II To, The Director, National Insurance Academy, 25 Balewadi, Baner Road, Pune Tender No : Sir, I Shri, On behalf of M/s having registered office at do hereby declare that I have gone through the terms and conditions mentioned for the above and undertake to comply with all tender terms and conditions. The rates quoted by me/us are valid and binding on me/us for acceptance for a period of 1 year from the date of award of contract to us. The tender inviting authority has the right to accept or reject any or all the tenders without assigning any reason. We understand all the terms and conditions of the contract and bind myself/ourselves to abide by them. SIGNATURE : NAME & DESIGNATION : DATE : 8

Pre Qualification Bid Format Sr. Information Particulars No 1 Company Name 2 Date of incorporation (provide proof document) 3 Company Head office /Registered Office Address, Contact person contact details 4 Annual turnover and profitability for last three years. (Copy of balance sheet/ Auditors certificate.) 5 Whether bidder is authorized and registered Tally Partner or Tally Service Partner for supply of Tally products and services 6 The Agency should be functioning in and around Pune city, having experience in implementing and supporting Tally ERP for a minimum period of three years. 7 Whether the bidder has experience of successful implementation of customized version of Tally ERP 9 in any 3 organization / Institutions or Government / public sector companies. (pl. provide copy of Purchase order) 8 Technical Team strength. Please provide the total technical resource strength. 9 The bidder should not have been blacklisted by any Government/Semi Govt. /Institutions/Public Sector Organization. Response Annexure III Year Turnover 2011-12 2012-13 2013-14 Please provide details. Please provide order details of past three years. Projects Year 1. 2. 3. Order Value Please provide details of no. of resources with brief experience. Self declaration certificate 9

Technical Bid Format Annexure IV In case of any requirement that is not possible to be delivered, the same should be mentioned clearly in the remarks column. No Report Name Description Sheet Name* Whether possible through default Tally functionality Yes / No 1 Final Accounts Trial Balance and Balance Sheet 2 Schedules to Campus Fund, Endowment Balance Sheet Funds, Sponsored awards, Other Funds, Productivity Linked Corpus, 3 Schedules to Current Liabilities & Balance Sheet Provisions 4 Schedules to Balance Sheet 5 Schedules to Balance Sheet 6 Schedules to Balance Sheet Campus Fund Assets, (Gross Block, Additions, Deletions, Depreciation & Net Block) Endowment Assets Other Fixed Assets(Gross Block, Additions, Deletions, Depreciation & Net Block) Balance sheet Sheet 3,4,5,6,7 i.e Schedule1,2,3,4,5 & 6 Sheet 7, Schedule 7 Sheet 8 & 9 Schedule 8 pg 1 & 2 10,11 &12 Schedule 9 Sheet13, Schedule 10 7 Schedules to Investments General Fund & Sheet 14 Schedule 11 If No then through Customisati on /addon tool Vendor Remarks (please provide detailed understanding of each requirement and how it will be addressed. If the functionality cannot be achieved it should be clearly mentioned as not possible.) 10

Balance Sheet Insurance Lab Investments 8 Schedules to Currents Assets, Loans & Sheet 15 Schdule 12 Balance Sheet Advances 9 Schedules to Balance Sheet Face Value, Market Value & Book Value of Investments of Sheet 16, Schedule 13, 14, 15,16 & 17 General Fund, & various,endowment 10 Income and Expenditure Sheet 2 11 Schedules to Income & Expenditure 12 Schedules to Income & Expenditure 13 Bombay Public Trust format of final accounts Training Programme Fees, Training Advisory, Consultancy, Examination Income, PGP Income, Interest Income & Other Income. Establishment Expenses, Expenses on Objects of the trust. Balance Sheet & Income & Expenditure Format Sheet 21, Schedule 18,19,20,21& 22 Sheet 22, 23 & 24 1 sheet each of Balance Sheet and Income & Expenditure 4 pages Schedule 25 14 Schedules to BPT Final Accounts Statement of other earmarked funds as at year end 15 Schedules to BPT Income & Expenditure 1 page Schedule 26 Final Accounts Account as at year end 16 Schedules to BPT Campus Fund Assets, Book 1 page Schedule 27 Final Accounts value as at the year end 17 Schedules to BPT Investments. Book value of 1 page Schedule 28 11

Final Accounts 18 Schedules to BPT Final Accounts all Investments as at the year end Advances as at the year end 1 page Schedule 29 19 Schedules to BPT Bank Balances as at the year 1 page Schedule 30 Final Accounts end 20 Schedules to BPT Interest due on accrued of all 1 page Schedule 31 Final Accounts investments as at the year end 21 NIA s Tax Returns Income Tax Statement 3 pages 22 FC returns Form No FC3 & FC 9 23 Investments Additions deletions statement 4 pages during the year 24 Interest receivable during the 6 pages year, comparision with earlier year/period. 25 Budget Yearwise, Quarterwise across 6 pages Comparison multiple years. 26 Fixed Asset Register Implement Fixed Asset Register in Tally. 27 Inventory Implement Inventory functionality, Stock of consumable and other equipments (as per NIA requirement) and migration of existing data from Excel. 12

29 TDS and Service Tax, Calculation TDS of Contractors, Consultants, external Faculty etc. 30 NEFT /RTGS Statement of NEFT /RTGS with notification to concerned department. 31 Advances Notification A list of outstanding advances and balance confirmations from clientsmembers and non members. to be notified automatically thru mail. (automated mail notification) 32 Reports Charity Commissioners format of final accounts (as per standard formats) 33 Foreign Contribution returns (as per standard formats) 34 Maker Checker Administrative rights to be given for various levels for view, entry, editing vouchers, passing, sanctioning vouchers etc. Programme Office requirements (further clarifications / Annexures may be given if required) Requirement Description 34 Multicurrency Invoices cannot be created for other than INR currency. NIA receives fees in EURO and USD from foreign 13

requirement 35 Status of Honorarium Payment participants but invoices are generating only in INR. Since, invoices are not generated we are not able to provide information about foreign exchange from Tally. Automated mail to be generated. Guest Faculty should be informed when honorarium is transferred to his/her bank account by way of email. This will minimize the complaints from Guest Faculty regarding information about payment of honorarium OR non-receipt of honorarium as they can keep track of receipt of the same. 36 Voucher No. In case vouchers are deleted, the preceding and succeeding serial nos. get changed. Once a voucher is deleted, it should not reassign the serial Nos. 37 Duplication of entry in PMS and Tally Invoicing of Fees (Automatic Invoice generation in Tally through data from PMS). As there is no integration between two packages and we have to maintain all records of invoice generation manually, and the same data has to be entered in Tally. There is also a chance of duplication of invoices or missing out entries. *Softcopy of the above formats will be shared with the vendors or can be arranged from Accounts department on request. Vendors are mandatorily required to go through the requirements in detail before filling up tender documents. 14

Commercial Bid Annexure V Sr. Particulars Cost Taxes Total Cost No. (Rs.) (Rs.) inclusive of taxes 1 Upgrade, customization, integration and Migration 2 Training cost 3 Warranty + AMC ( 1month + 11 months ) 4 Add-on Software s or Tools ( if Any) Total Cost Authorized Representative Name : Designation: 15