Corrigendum to RFP for Selection of Managed Service Provider for eprocurement System Reference is made to RFP Ref. No.: DSD/HR/e-procurement/2013/1 Dated 15/07/2013. Following corrections/alterations in RFP has been made: A. Modification in Clause 4.1.1 at Page 51 of the RFP: Following functional requirement has been inserted at Page 51: E-Tendering Functional Requirements ET.079 Facilitate seamless exchange of data from e-tendering module including data on contract terms and conditions, milestones/deliverables, payment conditions, delay clauses, etc. to the Contract Management module. It shall also accept request from e- tendering module and catalogue management module to generate PO. ET.080 System should link the PO number with the requisition number to allow tracking. ET.081 In relation to POs, the following should be supported: Create & release of PO to the selected single supplier. Create & release of split PO to the selected suppliers. Create & release of POs in one lot or multiple need based orders. Creation of balance between easy and difficult delivery destinations or policy as defined by the department. Provision for single PO containing multiple items from multiple RCs ET.082 Automatic release of PO to the supplier only when such configuration is requested by the purchasing department. ET.083 Shall have the facility to release the PO in the form of email, pdf form, save the PO to the designated inbox provided for the supplier in the e- procurement system with the SMS alert. ET.084 To avoid the delay, shall provide the option to escalate the approval of requisition/po automatically if the approver is not available. ET.085 Shall support electronic confirmation from the supplier upon receipt of the online PO, using his DSC ET.086 Shall Allow editing/cancellation by the purchaser/purchasing department of the system generated PO with comments/reasons before release. ET.087 Maintain records of all POs released supplier wise for demand estimation for future procurements. Corrigendum to RFP for selection of MSP for eprocurement System Page 1
Overview Contract Management The processes involved in between issuance of work order / purchase order and completion of work/deliverable are handled electronically in contract management module. Government would able to maintain an overview of the works in progress. When in place for a period of time, the system collects a repository of knowledge that can be used to measure the performance of a contractor. This functionality may or may not be used by procuring department. Functional Requirements COM.001 COM.002 COM.003 COM.004 COM.005 COM.006 COM.007 COM.008 COM.009 COM.010 COM.011 COM.012 Shall provide functionality to the department to choose for a contract management of procurement during any phase of etendering. Shall able to consolidate POs based on parameters specified by a department for contract management. Support updating of goods receipt information on the system as follows: Receipt of quantities more or less than the PO quantity, but within specified tolerances, Return part orders by line items, providing reason for return Cancel if supplier short delivers, or of unacceptable quality Allow purchaser to issue and update the Goods Receipt Notes (GRN) on the system. Shall provide facility to raise a bill request by the supplier for delivered goods, for the subsequent release of the payments, also allow to upload a scanned copy of bill. Shall allow settlement of payments after three way matching (Bill, PO and GNR). For payments of Bills it Shall integrate the payment gateway/treasury system. Maintain auditable record of all requisitions, POs, approvals, rejections, deliveries, and cycle times for these processes. Shall allow initiation of online measurement book. Shall enable contractor's login to access and update completed work information in online measurement book. Freeze the detail of measurement book while it is sent from one official to another in the workflow. Shall facilitate the filling variations in project scope, work content etc by the contractor. Corrigendum to RFP for selection of MSP for eprocurement System Page 2
COM.013 COM.014 COM.015 COM.016 COM.017 The system should provide an approval mechanism for approving scope enhancements and taking decision on action against scope deviations. Shall allow to generate the good receipts at the time of delivery of the goods. Shall allow the tracking of goods or services by the goods receipt number and milestones mentioned in the contract. Shall send alerts to contractors and departmental staff on critical dates for updating the online measurement book, verification of measurement book, generation of bill, bill approval, and release of payment, etc. The dates to be available from the contract agreement details transferred from the tendering module. Shall track a contract through various stages, i.e. Active, closed, terminated. COM.018 Facilitate login for departmental officials to enter project related information and providing approval of different stages. COM.019 COM.020 COM.021 COM.022 COM.023 COM.024 COM.025 COM.026 COM.027 COM.028 COM.029 COM.030 Shall allow entry of third party for verification of projects. Shall generate detail project related reports. Shall allow to upload the photographs, inspection reports etc regarding the projects. Allow documents, as necessary, to be attached with the contract, such as the material consumption, notices issued to the contractor, etc. May be able to refund EMD, security deposit etc. if the procurement is brought under contract management. System should support auto escalation for delays in both execution and support. The system should support the management in monitoring of both physical and financial milestones through statistical and graphical reports. System should alert recoveries/penalties on account of delays or quality issues etc according to the contract agreement. Support automatic periodic generation of the bill based on verified MB entries, and other contract agreement terms and conditions. The bill amounts should be derived after comparing with the previous payments and comments made in the bill ledger, mandatory recoveries (TDS, Income tax etc), deductions etc All the financial transactions will be done online. Shall facilitate in contract closure and thereafter generate a completion report containing all the detail of the project. Corrigendum to RFP for selection of MSP for eprocurement System Page 3
B. Criteria Experience Related to this Engagement Clause 2.6 Scoring Pattern at page30 has been modified to include the marks to be awarded for the Contract management functionality which has been added as Para A of this corrigendum. The clause shall now be read as: Clause 2.6 Scoring Pattern: Criteria Basis Marks Turnover Requirements Project Experience Companies with average turnover in last three financial year above Rs. 20 crores from IT/ITES activities or Rs 3 crores from eprocurement services (revenue) would be given one mark for each Rs. 5 crores additional turnover from IT/ITES or Rs 1 crore from eprocurement services with a cap of 5 marks. Project experience relevant to this engagement as evidenced in a maximum of 3 projects (5 marks for each project). The nature of the project, relevance to current functional needs, project value and client will determine the extent of marks that would be awarded. 5 15 Experience Related to this Engagement Experience relevant to this engagement to be demonstrated in a maximum of three engagements that have either been completed or an ongoing project where deliverable or milestone has been successfully met relevant to criteria below:- 40 i. etendering application deployment in service model (7 marks) ii. More than 1,000 tenders processed in service model (2 marks) For every 1000 tenders processed: one mark with maximum of 2 marks. iii. etendering application deployed as a Single portal for State covering at least 10 departments or implementation in at least 5 large organizations and handling at least 0ne (1) Corrigendum to RFP for selection of MSP for eprocurement System Page 4
Criteria Basis Marks Deployment approach & Work plan thousand tender in a year (5 marks) iv. eauction application deployment in service model (3 marks) v. Catalogue Management and indent management in service model (4 marks) vi. Contract Management in service model (3 marks) vii. IT infrastructure planning and sizing (4 marks) viii. IT operations & security (5 marks) ix. Helpdesk, issue handling /problem resolution (5 marks) x. Handholding support (2 marks) i. Deployment of proposed solution along with Business continuity plan (5 marks) ii. Fitment of the proposed solution (5 marks)`` iii. Deployment/Roll-out plan (5 marks) 15 Team & Resource Profiles Presentation Team Structure and Key Resources to be deployed for this engagement (including project manager) based on resumes of key resources submitted 15 Clarity in understanding of requirements as evidenced in proposal or during the presentation and merit of the solution proposed 10 C. Clause 5.3 (A) Project Cost under Financial quote mentioned in page 78 of the RFP shall now be read as: Head of Cost Volume Slab Unit Cost Taxes Units For financial evaluation TOTAL On Boarding 10 (ten) Corrigendum to RFP for selection of MSP for eprocurement System Page 5
of a department Per bid Upto 1000 charges to be bids/ quarter paid by the 1001 to 2000 department to the service provider (inclusive of call center support). To be quoted bids/quarter 2001 to 3000 bids /quarter 3001 to 4000 Bids/quarter Above 4000 Bids/ quarter Per Contract Upto 100 Management contracts/quar usage charges ter to be paid by 101 to 200 the contracts department /quarter to the service 201 to 300 provider contracts/ (inclusive of quarter call center Above 300 support). To contracts/quar be quoted. ter Note: All of the above should be ITEMIZED Total Cost D. Clause 4.6 Payment Milestones of RFP as on Page 68 under sub-head Note para (ii) subpara (i) shall be read as i. 80% of the payment will be made for the bids where the NIT has undergone Financial evaluation. 20% of the payment will be made on issuance of purchase order. For contract management, 100% payment will be made on successful completion of contract management of procurement Corrigendum to RFP for selection of MSP for eprocurement System Page 6
E. Clause 5.2.1 Part A: Conformance to Prequalification Criteria Serial Number 5 shall be read as At least one centralized implementation extended to 05 departments or implementation in at least 3 large organizations. Corrigendum to RFP for selection of MSP for eprocurement System Page 7