REQUEST FOR PROPOSAL (RFP) FOR …€¦ · Enterprise Resource Planning System (IIFCL-ERP)‖ for regular business automation of the Credit Management, Resource & Treasury Management,

Request For Proposal (RFP) India Infrastructure Finance Company Limited

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This document is the property of INDIA INFRASTRUCTURE FINANCE COMPANY LTD (hereafter referred as ―IIFCL‖). It may not be copied, distributed or recorded on any medium, electronic or otherwise, without IIFCL‘s written permission thereof, except for the purpose of responding to IIFCL for the said purpose. The use of the contents of this document, even by authorized personnel/agencies for any purpose other than the purpose specified herein, is strictly prohibited.

REQUEST FOR PROPOSAL (RFP) FOR IMPLEMENTATION OF ENTERPRISE

RESOURCE PLANNING SYSTEM (ERP) AT

INDIA INFRASTRUCTURE FINANCE COMPANY LIMITED & SUBSIDIARIES

Tender No: IIFCL/IT/2015/6

Date of Release: 20-11-2015


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Table of Contents

Section I – Background .............................................................................................................................................. 6

1. Organization Details including scope of operation ........................................................................................ 6

2. Current I.T Landscape ....................................................................................................................................... 7

3. Vision .................................................................................................................................................................... 9

4. Objectives of the Enterprise Resource Planning (ERP) Implementation ................................................. 11

5. Request for Proposal ....................................................................................................................................... 12

Section II – Scope of Work (SOW) ......................................................................................................................... 13

1. General Scope of work .................................................................................................................................... 13

2. Functional Scope .............................................................................................................................................. 19

3. Geographic Scope ............................................................................................................................................ 22

4. Number of Users ............................................................................................................................................... 23

5. Hosting & Managed Services along with Procurement & Deployment ..................................................... 23

6. Operation & Maintenance ................................................................................................................................ 25

7. Project Schedule* ............................................................................................................................................. 30

8. Project Phase & Submission Timelines ........................................................................................................ 33

9. Deliverables ....................................................................................................................................................... 36

Section III – Instructions to Bidder ...................................................................................................................... 39

1. General Instructions ......................................................................................................................................... 39

1.1 Qualifying requirements for the Bidders .................................................................................................. 39

1.2. Proof of Concept and Bidder Presentation ............................................................................................ 39

1.3. Ethical Standard ........................................................................................................................................ 39

1.4. Cost of Bidding .......................................................................................................................................... 40

1.5. For Bidders Only........................................................................................................................................ 40

1.6. Errors & Omissions ................................................................................................................................... 40

1.7. Address of IIFCL........................................................................................................................................ 40

1.8. Critical Timeline and details for RFP* .................................................................................................... 40

2. Bidding Documents .......................................................................................................................................... 41

2.1. Content of Bidding Documents ............................................................................................................... 41

2.2. Understanding of Bidding Documents .................................................................................................... 41

2.3. Clarification on Bidding Documents ....................................................................................................... 41

2.4. Amendment of Bidding Documents by Purchaser ............................................................................... 42

2.5. Confidentiality of Bid documents ............................................................................................................. 42

3. Preparation of Bids ........................................................................................................................................... 42

3.1. Language of Bid ........................................................................................................................................ 42

3.2. Documents Accompanying the Bid ......................................................................................................... 42


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3.3. Scope of Proposal ..................................................................................................................................... 42

3.4. Necessary Requirements ......................................................................................................................... 43

3.5. Bid Security (EMD), Tender Fee and Performance Bank Guarantee ............................................... 43

3.6. Technical Bid ............................................................................................................................................. 44

3.7. Commercial Bid ......................................................................................................................................... 45

3.8. Documents establishing the Conformity ................................................................................................ 45

3.9. Price Basis ................................................................................................................................................. 46

3.10. Taxes & Duties ........................................................................................................................................ 46

3.11. Terms of Payment ................................................................................................................................... 47

3.12. Time Schedule ......................................................................................................................................... 47

3.13. Validity period of Bid ............................................................................................................................... 47

3.14. Alternate Proposals / Multiple Bids ....................................................................................................... 47

3.15. Deviations/ Exclusions ........................................................................................................................... 48

4. Submission of Bids ........................................................................................................................................... 48

4.1. Signature of Bids ....................................................................................................................................... 48

4.2. Sealing & Marking of Bids ........................................................................................................................ 48

4.3. Deadline for Submission of Bids ............................................................................................................. 49

4.4. Late Bids ..................................................................................................................................................... 49

4.5. Modification & Withdrawal of Bids by Bidder......................................................................................... 49

5. Bid Opening & Evaluation ............................................................................................................................... 50

5.1. Opening of Bids by Purchaser ................................................................................................................. 50

5.2. Preliminary Examination of Bids ............................................................................................................. 50

5.3. Evaluation & Comparison of Bids ........................................................................................................... 51

5.4. Contacting the Purchaser ........................................................................................................................ 54

5.5. Award Criteria ............................................................................................................................................ 55

5.6. Purchaser‘s Right ...................................................................................................................................... 55

5.7. Notification of Award ................................................................................................................................. 55

5.8. Signing of Contract.................................................................................................................................... 55

5.9. Performance Security ............................................................................................................................... 56

5.10. Change in Name of the Bidder .............................................................................................................. 56

Section IV – Conditions of Contract (COC) ........................................................................................................... 57

1. General Provision ............................................................................................................................................. 62

1.1. Definitions ................................................................................................................................................... 62

1.2. Law Governing Contract .......................................................................................................................... 62

1.3. Languages .................................................................................................................................................. 62

1.4. Notices ........................................................................................................................................................ 62

1.5. Location ...................................................................................................................................................... 63


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1.6. Authority of Member in charge ................................................................................................................ 63

1.7. Authorized Representatives..................................................................................................................... 63

1.8. Taxes and Duties ...................................................................................................................................... 63

1.9. Fraud and Corruption ................................................................................................................................ 63

2. Commencement, completion, modification and termination of contract ................................................... 64

2.1 Effectiveness of Contract ................................................................................................................... 64

2.2 Commencement of Services ............................................................................................................. 64

2.3 Expiration of Contract ......................................................................................................................... 64

2.4 Modifications or variation ........................................................................................................................ 64

2.5 Penalty .................................................................................................................................................. 64

2.6. Force Majeure ............................................................................................................................................ 65

2.7. Event of Default ......................................................................................................................................... 65

2.8. Extension of Timelines ............................................................................................................................. 65

2.9. Termination ................................................................................................................................................ 66

2.10. Withdrawal of Termination Notice ......................................................................................................... 67

3 Obligations of the System Integrator......................................................................................................... 67

3.1. General ....................................................................................................................................................... 67

3.2. Conflict of Interests ................................................................................................................................... 68

3.3. Confidentiality ............................................................................................................................................ 68

3.4. Insurance to the System Integrator ........................................................................................................ 68

3.5. System Integrator‘s Actions Requiring Client‘s Prior Approval ........................................................... 68

3.6. Reporting Obligations ............................................................................................................................... 69

3.7. Documents Prepared by the System Integrator to be the Property of the Client ............................. 69

3.8. Accounting, Inspection and Auditing ....................................................................................................... 69

4. System Integrator‘s Personnel ....................................................................................................................... 69

4.1. Description of Personnel .......................................................................................................................... 69

4.1.1. Team Profile ........................................................................................................................................... 70

4.1.2 Minimum Resource Deployment ........................................................................................................... 70

4.2. Removal and/or Replacement of Personnel ......................................................................................... 70

5. Obligations of the Client .................................................................................................................................. 70

5.1. Assistance and Exemptions..................................................................................................................... 70

5.2. Change in the Applicable related to cost ............................................................................................... 70

5.3. Services ...................................................................................................................................................... 70

6. Payments to the System Integrator ........................................................................................................... 71

6.1. COTS Product Based Development /Customization ..................................................................... 71

6.2. Procurement and Deployment ................................................................................................................. 71

6.3. Operation and Maintenance .................................................................................................................... 71


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6.4. Contract Price ............................................................................................................................................ 71

6.5. Payment for Additional services .............................................................................................................. 71

6.6. Terms and Conditions of Payment ......................................................................................................... 71

6.7. Interest on Delayed Payments ................................................................................................................ 72

6.8. Performance Bank Guarantee................................................................................................................. 72

6.9 Applicable SLA for ERP Application and related penalty ............................................................................... 72

7. Good Faith .................................................................................................................................................... 72

8. Settlement of Disputes ................................................................................................................................ 72

9. Licenses ........................................................................................................................................................ 73

10. Service Level Agreement ....................................................................................................................... 73

10.1 General Conditions of SLA ..................................................................................................................... 73

10.1.1. SLA Supervision .................................................................................................................................. 74

10.2 Reporting Procedures .............................................................................................................................. 74

10.3 Issue Management Procedures ............................................................................................................. 74

10.3. 1 General .................................................................................................................................................. 74

10.3.2 Issue Management Process ................................................................................................................ 74

10.4 Management Escalation Procedures .................................................................................................... 75

10.5 Hosting & Managed Services along with Procurement & Deployment ............................................ 75

10.6 Operation & Maintenance (O&M) Phase .............................................................................................. 76

11. Exit Management ..................................................................................................................................... 76

11.1 Purpose ..................................................................................................................................................... 76

11.2 Transfer of Project Assets....................................................................................................................... 76

11.3 Cooperation and Provision of Information ............................................................................................ 77

11.4 Confidential Information, Security and Data......................................................................................... 77

11.5 Transfer of Certain Agreements ............................................................................................................. 78

11.6 Rights of Access to Premises ................................................................................................................. 78

11.7 Capacity Building...................................................................................................................................... 78

11.8 Project Documents and other artifacts & Standard Operating Procedures ..................................... 78

11.9 General Obligations of the Supplier ...................................................................................................... 78

11.10 Exit Management Plan .......................................................................................................................... 79

Section V- Forms ...................................................................................................................................................... 95

List of Abbreviations and Glossary of Terms ...................................................................................................... 112

Abbreviations ....................................................................................................................................................... 112

Glossary ............................................................................................................................................................... 114

Annexure I – Functional Requirement Specification (FRS)

Annexure II – Technical Requirement Specification (TRS)


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STRUCTURE OF THE RFP

This RFP is meant to invite proposals from interested Bidders capable of delivering the goods and

services described in this document. The complete RFP is contained in the following sections as

explained below:

Section I: Background Information

Section I of the RFP details out the information about IIFCL and the associated subsidiaries which will be

part of the IIFCL ERP implementation initiative.

Section II: Scope of Work

Section II of RFP details out all information that may be required by potential Bidders to understand the

technical and functional requirements of the intended IIFCL Enterprise Resource Planning System (IIFCL-

ERP)

Section III: Instructions to Bidders (ITB)

Section III of RFP intends to bring out in detail the general information that the Purchaser deems

necessary to share with potential Bidders.

Section IV: Conditions of Contract (General & Special Conditions)

Section IV of RFP details out all information that may be required by potential Bidders to understand the

contractual & legal terms and conditions.

Section V: Forms

Section V of RFP details out all the forms and annexures that need to be filled in as part of the RFP

response.

Annexure I – Functional Requirement Specification

Annexure II – Technical Requirement Specification


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Section I – Background

1. Organization Details including scope of operation IIFCL was set up by the Government of India in 2006 with the main objective of channelizing long-term

finance to viable infrastructure projects through the Scheme for Financing Viable Infrastructure Projects

through a Special Purpose Vehicle called India Infrastructure Finance Company Ltd (IIFCL), broadly

referred to as SIFTI. The sectors eligible for financial assistance from IIFCL are the harmonized list of

infrastructure sub-sectors as mentioned in SIFTI. IIFCL has been registered as a NBFC-ND-IFC with RBI

since September 2013.

IIFCL management has decided to implement a group-wide integrated Software solution viz. ―IIFCL

Enterprise Resource Planning System (IIFCL-ERP)‖ for regular business automation of the Credit

Management, Resource & Treasury Management, Accounting & Audit Control Management, Human

Resource & Administration Management, Risk Management and other allied business functions along

with those of its subsidiaries. IIFCL expects the proposed IIFCL-ERP system is to support the group for its

current operational set-up and also expects the proposed system is flexible and scalable to cover its

business growth in the next 10 years to come. IIFCL shall receive bids for the development,

implementation, maintenance & support for the proposed COTS (Commercial of the Shelf) ERP set forth

on this RFP.

Key Business areas of IIFCL and its subsidiaries includes -

Investment in Greenfield & Brown field infrastructure projects,

Term financing / Debt financing,

Non-fund based financial solutions & advisory,

Long Term Debt; Subordinate Debt,

Refinance to Banks and Public Financial Institutions for loans granted by them.

Take out Financing

Credit Enhancement

Bonds

FDs

Following are the subsidiaries of IIFCL: 1) IIFC (UK) – To provide Financial Assistance in foreign currency loans to Infrastructure projects in India 2) IIFCL Projects Ltd (IPL) – Project and Transaction Advisory Services Company 3) IIFCL Asset Management Company Ltd. (IAMCL) – To provide Financial Assistance Through IDF-MF to Infrastructure Projects in India as per SEBI guidelines. Key Business Activities performed by IIFCL includes – IIFCL is engaged in providing long term financial assistance to commercially viable infrastructure projects as per the RBI harmonized infrastructure definitions with overriding priority to PPP infra projects in the country in designated sectors like but not limited to:

Road and bridges, railways, seaports, airports, inland waterways and other transportation

projects

Power


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Urban transport, water supply, sewage, solid waste management and other physical

infrastructure in urban areas

Gas pipelines

Infrastructure projects in Special Economic Zones

International convention centers and other tourism infrastructure projects;

Cold storage chains

Warehouses

Social Infrastructure like Education, Health

Urban Infrastructure etc.

2. Current I.T Landscape

The current I.T Hardware & Software Infrastructure setup available at IIFCL is summarized below:

The extended warranty/AMC/Annual Technical Support (ATS) for hardware and software is managed by

M/s HCL Comnet till October 2017

Line Item No.

Description of Goods

Quantity Physical

unit Make Model At

DC At DR

At Test Env

DC and DR HARDWARE

1. Database Server 2 1 Nos HP HP BL460c G7 CTO Blade

2. DMS Server with One Quad Core, 8 GB RAM

2 1 Nos HP HP BL460c G7 CTO Blade

3. Blade Chassis 1 1 Nos HP HP BLc7000

4. Application Server 2 1 Nos HP HP BL460c G7 CTO Blade

5. Storage 2 TB Usable

1 1 Nos HP HP P2000 G3 MSA FC/iSCSI DC LFF Array

6. SAN and Core Switches

2 2 Nos HP HP B-series 8/12c Blade System SAN Switch

7. Core Switch 2 1 Nos HP HP 5500-24G EI Switch

8. KVM and KVM Switch

1 1 Nos Atten 24 Port IP KVM with 2 Remote user KN2124v

9.

Tape Library and Backup Software(along with 10 tape drives each for 1 TB )

1 1 Nos HP HP MSL4048 2 LTO-5 3000 FC Tape Lbry


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Line Item No.


Quantity

Physical unit

Make Model At DC

At DR

At Test Env

DC and DR SOFTWARE`

1. Storage Replication Software

1 1 Nos HP HP P2000 Remote Snap Software E-LTU

2. Windows Enterprise 2008 Edition

6 3 Nos Microsoft 2008 Edition

3.

Oracle Std 11g Edition with One year‘s ATS Support (User Based Licenses)

25 25 5 Nos Oracle Std 10g Edition

4.

Oracle BEA Weblogic (Enterprise edition user based with clustering) with One year‘s ATS support (User Based Licenses)

80 40 40 Nos Oracle BEA Weblogic Enterprise edition

5. Crystal Report Server Software (5 User License)

1 Nos Crystal Report

6. MY SQL 5.1 with One year ATS

1 1 Nos MY SQL 5.1

TEST ENVIRONMENT

1. Servers 3 Nos HP ProLiant DL180G6

2. Windows Enterprise 2008 R2 Edition

3 Nos Microsoft 2008 Edition

Implemented/Under Implementation IT/ ERP APPLICATIONS

1.

Kastle-Universal Lending System (ULS)

1 Nos

It is a credit application which is being used to support Loan Processing, Loan Management and Legal proceedings related to Loans.

2. Kastle-Treasury

1 Nos

It is Treasury Application which is being used to support Treasury Functions of IIFCL.


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Line Item No.


Quantity

Physical unit

Make Model At DC

At DR

At Test Env

3.

Kastle-General Ledger (GL)

1 Nos

It is an Accounting Software which is being used to support Accounting Functions of IIFCL.

4. Document Management System (DMS)

1 Nos

This application is being used for digitizing physical documents and taking necessary approvals through the System.

5. Board Secretariat (BS)

1 Nos

This Application is being implemented for Board Secretariat Department to support their functioning.

6. Tally 1 Nos Tally software is being used by Accounts department.

7. CRISIL RAM Software

1 Nos

CRISIL RAM

Software is being used by Risk Department.

8. ESMU-MIS 1 Nos ESMU-MIS is being used by ESMU Department.

9. Reuters Fixed Asset Software

1 Nos Reuters FA is being used by Accounts Department.

Table 1 – Current I.T. Landscape

3. Vision IIFCL envisages an integrated business process improvement using ERP automation program that will

encompass all aspects of its business operations and that would be scalable to adapt to any future

growth needs of IIFCL and its subsidiaries, regulatory requirements and customers. IIFCL is looking

forward for support from an Implementation Partner (IP) with strong expertise in implementing integrated

ERP solution in the banking and financial sector.

IIFCL, in order to achieve the envisaged ERP automation vision has appointed M/s Deloitte Touché

Tomhatsu India Pvt. Ltd here in referred to as ‗Deloitte‘ as their consultant.


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For the avoidance of doubt, Deloitte and any entity affiliated with them who were associated with

the preparation of this document shall not participate in any manner with respect to providing goods,

works or services directly or indirectly for implementation of the Integrated Solution.

With the future vision and goal of IIFCL to act as a lead lender, the ERP product must be capable and

flexible to address such business needs and grow along with IIFCL and its business. The system must be

capable to address the growing demands of business, which may include the following, but shall not be

limited to:

IIFCL becoming a lead lender, and all the regulatory reporting, internal reporting and

compliances resulting from the same.

IIFCL may participate in multiple banking arrangements (Presently IIFCL participates only

as part of a consortium of lenders).

IIFCL may perform its own project appraisal and lend based on its own project appraisal.

Inclusion of possible new products, which may or may not be limited to:

o Project Completion Risk Guarantee

o IIFCL may invest in credit enhanced bonds of Infra Projects

o Any other financial product for infrastructure sector in India

Policies related to maturity of IIFCL lending may change

Policies related to borrowings and investment by IIFCL may change

New Sectors may be allowed/ existing sectors may be removed from the list of eligible

sectors

Additional office spaces may be acquired/ New office spaces may be opened/ IIFCL may

shift from its current office location

New subsidiaries may be established

Merger of a company in IIFCL

Listing/IPO/ Private placement of equity into IIFCL

Regulatory and compliance norms applicable on IIFCL may change/ may be revised/

special norms may be made applicable


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Figure 1 IIFCL ERP Vision

4. Objectives of the Enterprise Resource Planning (ERP) Implementation The objective is expected to be achieved but not limited to from the implementation of IIFCL-ERP are:

Hosting & Managed Services of I.T infrastructure and network architecture

Implementing flexible & scalable Enterprise Resource Planning System to enable

implementation of best business practices & processes, statutory and regulatory

requirements etc.

Enable streamlining and automation of business processes.

Provide business intelligence tools and deliver MIS Reports in various formats including

graphical on Real Time Basis to management and other key stake holders.

Seamless integration between different business functions on real time basis.

Ensure one-time data entry/migration for data consistency and reliability.

Elimination of errors by improved checks and validations within the solution.

Generation of audit trail and drilldowns to eliminate data redundancy.

Providing long term support and 24*7 on.site I.T Service desk.


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5. Request for Proposal IIFCL is inviting the proposals from Implementation Partners / Solution Integrators for the implementation

of proposed IIFCL-ERP along with provisioning the required I.T hardware and related software for hosting

of DC and DR at shared service location. Support after the post go-live stabilization for a period of five (5)

years period on-going support to be provided and elimination of latent defects and bugs. The scope would

include development including customization and interfaces (if required), comprehensive testing,

installation, commissioning, data migration & validation, training, post Go-Live stabilization support and

maintenance covering three (3) months‘ post- implementation support of IIFCL-ERP. Bidder shall also

highlight their methodology to implement best I.T practices including as suggested by the OEM.

By virtue of submitting a proposal, Bidders/Vendors/ Suppliers/ IPs (Implementation Partners)/SI (System Integrators) are acknowledging:

This RFP is a request for selecting an Implementation Partner for IIFCL-ERP initiative along

with managed services for the proposed DC-DR setup;

Proposal shall be complete in all respects and shall be free from any ambiguity;

RFP and the responses shall automatically become part of the purchase order/Contract;

IIFCL has the right to seek references for the industry/ user community independently;

The general terms & conditions mentioned in the subsequent sections of this RFP will

prevail & accepted.


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Section II – Scope of Work (SOW)

1. General Scope of work

1.1 Design and Develop the Inception Report: The detailed Project Plan for the implementation is to be

prepared at the commencement of the project. The implementation of IIFCL-ERP will require

implementation of strong program management office. Program management service shall aim at

constantly improving the business processes, leveraging technology solutions, incorporating best

industry practices to maximize opportunities of business operations and at the same time

addressing the growth and development requirements of the employees.

1.2 Develop detailed scope of functionalities to be implemented: The detailed scoping of the project to

be implemented has to be finalized by the Vendor along with IIFCL. For Illustrative list (but not

limited to) of Business requirement please refer Annexure – I ―Functional Requirement

Specification‖ and Annexure II ―Technical Requirement Specification‖.

IIFCL shall identify the functional heads for each process. They would be responsible for review,

comments and sign-off of the following which are to be prepared by the SI during implementation of

IIFCL-ERP, which includes, but may not be limited to the following:

System Requirement Specification (SRS) along with

Functional Requirement Specification Manual (FRSM) and

Technical Requirement Specification Manual (TRSM).

The leading practice / best industry practice would be proposed and incorporated in FRSM & TRSM

by Implementation Partner where ever applicable. In addition to this any statutory requirements or

amendments directed by the Government, RBI, SEBI, IBA and any other regulatory body shall be

incorporated in SRS by Implementation Partner.

The vendor shall provide and install COTS product(s) package (including development

/customization) and related software licenses based on the finalized SRS, TRSM & FRSM. The

development/configuration/customization process should ensure that the standards specified during

the design phase are adhered to during the entire cycle. A standard methodology shall be adopted

for Software Engineering, covering the entire SDLC (Software Development Life Cycle)

The software solution should support both English and Hindi.

The SI shall also provide a relevant web portal developed as per the requirement of IIFCL and

should have the following minimum contents –

IIFCL user login

Customer login (User ID and password generation, status tracking for file movement,

disbursements etc.)

User login for MIS Generation

Dashboards

Search engine


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Requirement process including fees payment, document uploading etc.

The portal should support both English and Hindi

Other generic features of portal

1.3 Detailed Design: Vendor has to design the relevant documentation detailing mapping of approved SRS, FRSM & TRSM with IIFCL- ERP Solution. The SRS document will have detailed requirements including each report and each work flow for all areas as above and a complete test plan with test cases. The vendor will make the test plan and test cases in constitution with and to the satisfaction of IIFCL. The SRS document should have the flexibility of 20% so as to take into account any regulated or regulatory requirements occurring during the implementation. The SRS, FRSM and TRSM will be the documents, but not exhaustive, to define the scope of ‗services‘ to be provided by the vendor till completion of warranty period. If the SRS, FRSM & TRSM has to be changed for any reason it, would be covered under scope change.

1.4 Gap Identification & Resolution/ Customization: The Vendor shall be responsible for gap

identification and resolution during implementation of IIFCL-ERP. The Vendor will provide owner

with the detailed analytical reports pertaining to gap along with the necessary solutions to overcome

the gaps and the time frames. The Vendor will incorporate all the suggestions made by the IIFCL

core team to the gap report. The Vendor shall resolve gaps by proposing a suitable work around or

customizing the proposed solution by way of modifications / enhancements, as necessary, to the

proposed Software solution.

1.5 Configuration: Based on the approved SRS, FRSM & TRSM, Vendor shall be responsible for

installation and configuration of ―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖

including any required customization / development / interfaces.

1.6 Business Intelligence: The solution should have capability of providing on-line information to

facilitate tactical and operational decision-making. It should be possible for the Owner to configure a

Business Intelligence Dashboard visually representing the key organizational performance data in a

user-friendly manner. Successful bidder shall create a portal for BI dashboards, scope not limited

to:

Development and deployment of well-designed interface which includes user administration,

security and development features to create and maintain reports, charts, etc.

Sharing of reports/queries, through portal, across the enterprise based on role based access.

Creating a Business Intelligence dashboard personalized by job role.

Development of charts and/or reports representing key performance indicators (KPI‘s)

1.7 Developments, Interface/ Integration Management and Testing:

1.7.1 Developments shall be in the nature of enhancements to existing applications, additional applications, additional reports and form changes etc. Implementation Partner (IP) shall validate and confirm the need for any such developments that are required in order to meet the functionality of modules. IP has to undertake the following tasks:-

Prepare a fitment analysis to identify enhancements that are required because of the

business requirements and which cannot be met from standard functionality or

through workaround.


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Documenting the functional and technical specifications for enhancement,

development and reporting requirements.

Prioritization of the development efforts and the estimates for reporting/ enhancement

requirements.

Testing of developments.

Document the procedures for implementing and minimizing the temporary /

permanent developments, enhancements.

The vendor shall consult with IIFCL while developing the user interfaces and design the interfaces

as per the Purchaser‘s requirements. Vendor to ensure that the application should be accessible

through legacy applications and should be able to take input from heterogeneous environment.

The vendor shall keep the open standards provisions of interfacing the ERP with other application

software installed at other stakeholders including, but not limited to:

Any software dealing/interfacing with commercial and financial applications of IIFCL

installed in other Departments of GoI (such as Ministry of Finance, Ministry of

Corporate Affairs etc.);

Software/ website at Reserve Bank of India;

Software/ website at CERSAI (Central Registry of Securitization of Asset

Reconstruction and Security Interest of India)

Software/ website at Credit Information Companies (CIC) such as CIBIL etc.

Software/ website at SEBI (Securities and Exchange Board of India)

Software/ website at approved rating agencies like CRISIL, CARE, ICRA, India

rating, Brickworks etc.

Software currently running at IIFCL subsidiaries like: Miles software etc.

Any other software/website as desired by IIFCL or Govt. of India or Regulators

1.7.2 Interface/ Integration management and testing should be as per the OSI standard

practices. This shall include development of exhaustive test scenarios and necessary corrections based on the testing results and feedback. Vendor shall ensure completeness of the interfacing/ integration testing with the desired quality and schedule. IIFCL shall provide full support to Vendor in this connection. Vendor shall be responsible for the documentation of interfacing/ integration process & test results.

1.8 Data Migration: Vendor shall carry out all data upload functionality for legacy data to be uploaded

in the ―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖ based on the discussion and

requirements. Data available in both raw format and the legacy system will have to be uploaded

in to the system. The whole responsibility of data migration shall lie with the system integrator.

1.8.1 Vendor‘s responsibility for Data Migration - This shall include the following tasks:

Identification and development of data upload formats / templates including validation

required for data quality. This would be performed for all type of data – master,

transactional and business rules / validations.

Identification & development of the data upload/download programs.

Filling the data in the required formats by the resources deployed by the System

Integrator for data upload/downloads.

Populate and migrate all the legacy/ raw/new data element to the ―IIFCL Enterprise

Resource Planning System (IIFCL-ERP)‖.

Training and facilitating the IIFCL core team/ key end users.

Review of upload data to ensure data quality and integrity.


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Integration testing of the configured system using the populated master and

transaction data.

Assist IIFCL team in Master Data management.

1.9 IIFCL‘s responsibility for Data Migration - IIFCL shall ensure data availability for the SI and

validate the data with Vendor‘s assistance.

1.10 Technical support: Vendor should undertake the following:

Formulate all policies and procedures with respect to best industry practices being

followed which would be audited by the IIFCL appointed TPA, related to System

Administration, Data Base Management, applications, archives, network

management, security, controls and back up.

Prepare requisite system landscape and procedures for smoothly implementing

IIFCL-ERP.

Provide recommendation on system architecture, networking and design.

Server sizing (for production, quality, development and any other server desired for

ERP implementation with detail specification).

Installation of Software component.

Provide information on bandwidth and networking requirements.

Performance monitoring during implementation of project.

Assistance in installation of Server Operating System and Database.

Vendor shall assist the project team to perform all authorization related activities till

the IIFCL-ERP stabilizes.

Prepare a detailed System Administration manual, Data Administration Manual,

Operation manual, User manual, which can be used by employees to run IIFCL-ERP

enabled production environment.

Prepare requisite plan for disaster recovery management and fail over system plan.

Support for trouble shooting in functional and technical area as per scope of work.

Version control should be maintained for all manuals in line with all the patch

upgrade.

Integrity aspect of all systems in place including the portal.

Entire ownership of hosting and managed services of DC-DR.

Planning and execution of implementation/ maintenance schedule for next 5 years

For Illustrative list (but not limited to) of Business requirement please refer Annexure II ―Technical Requirement Specification‖

1.11 Training: Vendor shall conduct training need assessment of IIFCL‘s Core team members

(minimum ten (10) persons) as well as end-users as a component of the process improvement

and change management process. Training needs should be continuously refined and frequently

reconfirmed with the end –user community & the Core team as the project progresses. It is

expected that this training will be conducted in multiple sessions and shall be completed along

with the implementation. All training costs should be included in the Total Bid Price quoted (in

Form no 7) and no separate/ extra charges shall be entertained.

1.11.1 Training tools and training materials: Use of recommended training tools / Software for

providing various training is essential. Adequate Training Material (in English language

only), which includes training manuals quick reference cards etc., should be provided

during the training sessions. The recommended training Material should be in paper and in

electronic media.


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1.11.2 Core team training: This is the training of Core team members of IIFCL for IIFCL-

ERP implementation. The core team will comprise of members of Business functions and

IT. This training should enable core team users to be able to manage and maintain the

―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖.

1.11.3 End User training: All the End-users to be trained for the smooth functioning of ―IIFCL

Enterprise Resource Planning System (IIFCL-ERP)‖. The Vendor shall submit the detailed

training plan for all the end users.

1.12 Final preparation and Go-Live: Vendor is required to undertake the following at the Purchaser‘s

premises:

Review readiness for cut over,

Manning the central help desk for any queries,

Restore technical and functional related issues for IIFCL-ERP,

Define the requirements towards the phasing out of legacy system, if required.

Review the usage and performance of ―IIFCL Enterprise Resource Planning System

(IIFCL-ERP)‖ till it stabilizes.

Documentation of the issues/ problems that come up and solutions thereof,

Data migration,

Switch over to production environment.

Set up of onsite IT Service desk supported by offshore technical team.

1.13 Post Go-Live Support

1.13.1 Stabilization Support: Vendor shall be responsible for project implementation and correct

and satisfactory functioning of the ―IIFCL Enterprise Resource Planning System (IIFCL-

ERP)‖. Vendor shall provide handholding/ stabilization support Services to IIFCL to ensure

the efficient day-to-day functioning of the ―Enterprise Resource Planning System (IIFCL-

ERP)‖ for a period of three (3) Month from the date of Go-Live. In addition to, post

stabilization, Vendor shall extend their support during the first quarterly, half yearly &

annual closing. (Minimum two (2) functional persons to be deployed onsite during each

financial closure as per IIFCL requirement.)

1.14 Post Implementation Support – In addition to clause above, Vendor is required to provide post

Implementation technical & functional supports Services which include to rectify all the latent

defects and bugs for five (5) years from the end of Stabilization Period at a price to be quoted in

the Commercial Bid. The support team should be based out of Delhi/ NCR to facilitate timely

issue resolution. All the patches, version upgrades, service packs etc. are to be installed within 3

months of release of a stable version in consultation with IIFCL.

1.15 Knowledge Transfer & Handholding: For smooth running of the system & day-to-day functioning,

it is of paramount importance that adequate transfer of knowledge to the core team members of

IIFCL takes place. Towards this, the Vendor should mentor a group of core team members who

will be responsible for doing any configuration change independently. The objective of this

exercise is to ensure that IIFCL builds in-house competencies to maintain the IIFCL-ERP in the

long term without dependency on external System Integrators.


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1.16 Project Documentation: Vendor shall ensure preparation of complete documentation of all

configuration settings, other activities steps/ stages involved in the implementation with the

support of the Core team. Vendor in close co-ordination with the core team shall prepare the

business process document, technical manuals, operations manual, administrator‘s manual &

end- user manuals and training documents in the jointly agreed templates. One set of hard copy

along with one set of softcopies in DVD/CD of the finalized documents shall be submitted to

IIFCL. Vendor‘s proposed solution should be scalable to incorporate any enhancements to the

Software during the term of five (5) years post implementation support. Such enhancements will

be deemed to include all modifications to the Software which increase the speed, efficiency or

ease of operation of the Software, or add additional capabilities to or otherwise improve the

functions of the Software. In this respect Vendor shall provide to the Owner, without additional

charge, documentation revised to reflect the enhancements. Project documentation would include

but not limited to the following:-

Inception reports

To be process documentations

System Requirement Specification (SRS)

FRSM documents

TRSM documents

Customization / development requirement reports including source code

documentations

Functional and technical design documents including configuration documents

training documents and manuals

End user manuals

Testing manual (unit testing, integration testing etc.), test scripts, test case, test

results and other change management related documents as per leading practices

System architecture document

Network and communication specification

Hardware sizing specification and other documentations

Data-migration strategies, templates, results and sign-offs

ERP administration manuals

Security and access controls documentation including Segregation of duty matrix

Project go-live checklist report

Updated technical and business blue print documents.

Disaster recovery document and back-up plan

Planned and unplanned DR drills process documents

Functional and Technical Specifications

Any other document during the entire course of the project.

1.17 Testing: The Software deliverables under this Contract shall be tested as per best practices of IT

Quality & Reliability standards/specifications (Unit testing, module testing, Integration testing,

Stress testing, load testing & Simulation testing, Functional testing, User acceptance testing etc.)

during development, installation and commissioning. The Vendor shall submit a detailed unit to

System Integration Testing process and Procedures including manual and automated test cases /

scripts for review and acceptance by the IIFCL. The Vendor shall maintain necessary log in

respect of the results of the test. In the event of Software/ software module failing to pass design


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quality and functional and operational testing, the Vendor will rectify the defects and re-

design/perform the above mentioned testing process before go-live. Any cost incurred to perform

the above mentioned testing would be borne by the Vendor.

2. Functional Scope

―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖ will broadly cover the following prime

business functions of IIFCL. Below mentioned list is indicative & not exhaustive and are illustrated to

provide a broad overview of the system and its requirements to the Vendors.

Figure 2 IIFCL ERP Implementation Functional Scope

2.1 Finance, Accounts and Audit Controlling General ledger

Accounts Payable

Accounts Receivable

Payments & Reconciliation

Budgeting

Fixed Assets Accounting

Bank and Cash Management

Liabilities (Funds) Management

Financial Assets (Loan) Management

2.2 Credit Management: Loans and advances refer to financial assistance provided by IIFCL by way of

loans or advances in fund or non-fund basis in the course of its business, to infra project/ third parties

for construction and operations of project assets. These loans are granted as per the Credit, Credit

Monitoring and Risk policies duly approved by the Board of Directors of the Company. This section

covers policies and procedures for project loans sanction, disbursement, classification and repayment

of loans and advances made by the IIFCL. Credit management system shall cover complete credit


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lifecycle of the financial product assisted to an Infra project. It also covers the process of

provisioning for Non-Performing Assets (NPA).

Product Management for schemes

Business Partner Management

Loan Application

Loan Appraisal Process

Loan Documentation

Loan Contract Management

Loan Disbursement

Loan Servicing

Loan Provisioning

Loan Closure

Loan Reports and Analysis

All the business activities related to Credit Management are done as per the Credit policy, 2015.

2.3 Resource Management: Resource mobilization is the process restricted to finance by which

resources are solicited by the program/strategy. Carrying out a financial resource mobilization

strategy includes the following steps: identifying potential sources of funds, depositing these funds

and recording the transactions and any restrictions on their use. The process is generally governed

by legal agreements at various stages. Funds are arranged from domestic market (rupee debt from

issuance of infrastructure bonds, tax free bonds etc.) as well as international market (foreign currency

borrowings from multilaterals such as Asian Development Bank, World Bank etc.). 2.4 Treasury management:

Cash and Liquidity management

Debt management

Investment management

Servicing of Loans

All the business activities related to Resource & Treasury Management are done as per the R&T

policy, 2015. 2.5 Business Forecasting & Projections: Business Forecasting is the process of making statements about

events whose actual outcome have not yet been observed. Forecasting methods can be qualitative or

quantitative based on the growth trends decided by IIFCL Management. Financial forecasts &

financial projections are prospective financial statements like projected P&L, Balance sheet and Cash

Flow that present an entity‘s expected financial position, result of operation and cash flows in future

periods. Financial forecast assume that the entity will continue to function in the manner in which it is

currently functioning. Financial projections make one or more hypothetical assumptions about the

entity‘s future course of action. Revision in timeline for receipt of loan should lead to change in cash

flow projections.

2.6 Risk Management: Integrated Risk management refers to the practice of identifying potential risks in

assets and liabilities and operational risks of the balance sheet and analyzing them and taking

precautionary steps to reduce/minimize the risk. Risk factors in the IIFCL business operations which

broadly includes the following as per the approved Integrated Risk Policy in line with the RBI

guidelines:


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Credit Risk Management

Asset Portfolio Analysis and Management

Resource and Treasury Risk Management

Operational Risk Management

Market and Forex Risk Management

Asset Liability Management

2.7 Human Resource Management including payroll and ESS:

Organization structure management

Personnel Administration

Attendance and Leave Management

Compensation and Benefits Management

Performance Management System

Employee Exit Management

Employee Training and Development

Travel Management

Employee Self Services

2.8 Other Functions – In addition to the above modules, scope of ERP implementation would include the

following departments/ subsidiaries interfaces:

Multilateral Agencies Line of Credit Management

IT

IIFCL Projects Limited

IIFCL Asset Management Company Limited

IIFC (UK)

Corporate Planning

Corporate Communication

General Administration

ESMU (Environment & Social Safeguards Management Unit)

Legal

Board/CMD/DMD secretariats

In order to support the prime functions, the ―IIFCL Enterprise Resource Planning System (IIFCL-

ERP)‖ should also cover the Dash Board functionality (including Business analytics & tools),

document & workflow management.

2.9 Stakeholders: The stakeholders of IIFCL have been broadly classified into internal and external

stakeholders based on the type of interface required. For the internal stakeholders there is a

requirement of seamless interface whereas for the external stakeholders an efficient mechanism of

electronic information sharing shall be required.


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Figure 3 Overview of the key stakeholders

3. Geographic Scope

The Organizational Scope of implementation of the ―IIFCL Enterprise Resource Planning System (IIFCL-

ERP)‖ shall be restricted to IIFCL and its subsidiaries. The geographic scope of implementation of same shall

be restricted to only the following three locations at

i. IIFCL, 8th Floor, Hindustan Times Building, 18 & 20, Kasturba Gandhi Marg, New Delhi-110

001

ii. Office of its subsidiaries, 3th Floor, 14 Ambadeep Building, Kasturba Gandhi Marg, New

Delhi-110 001

iii. New proposed office address: NBCC House, East Kidwai Nagar, Adjacent to AIIMS and

Safdarjung Hospital, New Delhi - 110023

However provision is required to be kept under the IIFCL-ERP implementation project to include new

offices envisaged in future.

Internal Stakeholders

IIFCL

IIFCL Projects Limited

IIFCL Asset Management Company Limited

IIFC (UK)

Employees and Pensioners

External Stakeholders

Ministry of Finance

Regulatory/Statutory bodies

Rating Agencies

IIFCL


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4. Number of Users

Estimated number of users of the ―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖ is given below for IIFCL and its subsidiaries including new joinees expected within this quarter:

Organization Existing number of Users Scalable number of users

IIFCL 90 10% P.A

IPL 15 10% P.A

IIFC (UK) 3 10% P.A

IAMCL 10 10% P.A

Table 2 – Existing & Estimated number of users

OEM License – The Software for the IIFCL-ERP will be procured by the SI directly from the OEM. The Original Equipment Manufacturer will grant to IIFCL a fully paid-up, irrevocable, full use license throughout the territory of India to access and use the Software, the custom Software and the Database Licenses provided by the Vendor herein in perpetuity.

Complete Details of licenses proposed to suffice the above user requirement of the offered / proposed ERP solution should be submitted along with the proposal.

Any shortfall in the number of licensing for accessibility / administration / reporting etc. (as per the requirements specified in Table 2 above) shall be the responsibility of the vendor / SI has to be sufficed / provided by the OEM only without any additional cost to the purchaser.

5. Hosting & Managed Services along with Procurement & Deployment

5.1 The Vendor shall be required to do the following but not limited to:

Hosting & Managed Services of I.T infrastructure: Hosting and managing of Data Center (DC)

and Disaster Recovery Center (DR) at an ISO 27001 certified shared service location. Selected

Bidder will host DC in National Capital Region (NCR) and DR can be located at Hyderabad /

Bangalore / Chennai / Mumbai etc. i.e. in a different and better seismic zone than that of DC

To host the proposed ERP solution, the SI will be required to do the following:

o Review of existing hardware of IIFCL, procurement of new & additional

hardware/software; installation & commissioning of the hardware, Systems software,

Database and networking components for hosting of the above integrated software

solutions and installation of the same at the proposed Data center and DR by the

bidder. Preference should be given to ‗Make in India‘ initiative of Government of India

for supply of hardware, networking & other ICT equipment‘s.

o The hardware models should be recent and should not go out of life in next 5 years.


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o Hosting of the above infrastructure at a Commercial Data Center (DC) and

Disaster Recovery Center (DR) approved by IIFCL including connectivity solution,

managed services for the hosted infrastructure for five (5) years after go live.

Supplier should procure and deploy Infrastructure and System Software for DC & DR along with

the Hosting of the same as per Managed services model for the same. All networking

components should support internet based VPN connectivity with minimum 128 bit encryption

from both IPv4 and IPv6 networks. The throughput/performance of all networking components

and application modules shall be supporting of both IPv4 and IPv6 based connectivity for the

access of ERP application.

The scope of work to be undertaken by the Supplier during the Procurement and Deployment Phase is

provided below:

5.2 Procurement and deployment of Infrastructure components at DC & DR:

Procurement & deployment of hardware shall be carried out by the Supplier. The Supplier

shall ensure that all equipment supplied to the Purchaser is new and free from any defect

of any sort with the latest technology enablement.

The Supplier should ensure that all the required hardware and system software at the Data

Centre and Business Continuity / Disaster Recovery site is in place before the IIFCL-ERP

application software is placed for deployment and subsequent UAT.

Supplier to ensure the hardware sizing to be vetted and verified by the Application (COTS)

OEM. Supplier to submit a certification from the (COTS) OEM for sizing for the duration of

project i.e. for 5 years after go live.

The Supplier has to ensure comprehensive AMC support of the proposed servers and other

hardware for the contract period

Supplier shall maintain an Asset Register for all the I.T and supporting infrastructure

including the part numbers/serial numbers, configuration, current owner of the asset in the

Purchaser, location, changes made to the asset in terms of replacements/up gradations

etc.

If the performance of the system is affected on account of the installed hardware

limitations, due to the rapid growth in the transaction volumes on the platform, the Supplier

is required to augment the infrastructure without any extra cost (For e.g. additional servers,

storage space and the corresponding software etc.).

The Supplier shall undertake preparation of documents including that of infrastructure

solution design & architecture, configuration files of Infrastructure, Standard Operating

Procedures, Information Security Management procedures, etc. as per acceptable

standards with best practices. The Supplier shall take sign-off on the deliverables

(documents), including Design Documents, Standard Operating Procedures, and Security

Policy & Procedures from the Purchaser and shall make necessary changes as

recommended by the Purchaser before submitting the final version of the documents.

These documents shall be submitted to the Purchaser in both hard and soft copies.

The Supplier shall be responsible for configuration, installation and complete -

commissioning of the network at the identified DC and DR before the Go-Live.

The Supplier is responsible for ensuring that the supplied equipment supports the intended

system hardware, operating system and other software. Any problems encountered in the


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installation of the hardware/software because of hardware/software incompatibility

shall be the responsibility of the Supplier. The Supplier shall also provide any device driver

required for installation of necessary hardware/software.

No equipment should be declared ‗end of life‘ by its OEM within three (3) year of the Go-

Live and no equipment should be declared ‗end of support‘ by its OEM within five (5) years

of Go-Live. In the event of this condition being breached, the necessary equipment must be

replaced with equipment of equivalent or higher specifications entirely at the cost of the

Supplier.

The Supplier shall be responsible for all unpacking, assemblies, wiring, installation, cabling

between hardware units and connecting to power supplies. The Supplier shall test all

hardware operation and accomplish all adjustments necessary for successful and

continuous operation of the hardware at all sites.

Supplier shall prepare and submit the location wise delivery report of the ICT infrastructure

for all locations (including Make, model, Date of purchase, warranty, insurance etc.)

mapped with Bills of material, which has to be submitted by the supplier.

In addition to delivery report, Supplier shall submit Installation Certificate and

Commissioning Report including following documentation:

o Installation Certificate on software and hardware installation including list of items,

locations, warranties, maintenance requirement, etc.

o Technical, Operational and User Manuals for operation of the deployed ICT

infrastructure.

o Technical documentation to explain Source Code/customization of COTS product

and solution design Maintenance manuals for Data Center, Software, Networks,

server and other hardware.

o Information Security Management procedures as per acceptable standards with

best practices such as ISO 270001, etc. Network Diagrams for Data Center and

Networks.

o Documentation of IP and Subnet Addressing Scheme, Routing Tables and ACL

deployed for Intranet.

o Documentation of all device configurations such as firewall, routers, servers, etc.

IIFCL may arrange for a 3rd

party audit/direct inspection for the infrastructure deployed

independent of the supplier‘s report.

For Illustrative list (but not limited to) of Business requirement please refer Annexure – I

―Functional Requirement Specification‖ and Annexure II ―Technical Requirement Specification‖

6. Operation & Maintenance

6.1 The Vendor shall be required to do the following but not limited to:

The Supplier shall be responsible for the overall management of IIFCL-ERP project

assistance for the entire course of implementation of the project and for a period of 5 years

(from the effective date of completion of post go-live stabilization support period) including

the IIFCL-ERP software and entire related ICT Infrastructure along with the network. The

operation and maintenance phase shall commence after completion of post go-live

stabilization support period of the IIFCL-ERP by the Supplier.


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Supplier shall provide automated tool based monitoring of all performance indices

and online reporting system for SLAs. The tools should have the capability for the

Purchaser to log in anytime to see the status.

Additionally, Supplier should also prepare and submit the Daily, Weekly, Monthly and

Quarterly SLA report during Operation and Maintenance phase based on the SLAs defined.

The weekly SLA report is the summary of the daily SLA reports. The Monthly SLA report is

the summary of the Weekly SLA reports. The Quarterly SLA report is the summary of the

Monthly SLA reports.

Besides the SLA reports Supplier also need to annually submit the following:

o Certification stating all patches/ upgrades/ service releases have been properly

installed

o Asset Information Register

o Standard operating procedure

o Updated Project Exit Management Plan

Further at the last quarter of Operation and Management phase Supplier needs to submit

the Project Exit report.

The broad activities to be undertaken by the Supplier during the operation and maintenance phase are

discussed in subsequent paragraphs.

6.2 Providing Application Support & Maintenance:

During the contract period, the Supplier shall be completely responsible for defect free

functioning of the application software and shall resolve any issues that include bug fixing,

improvements in presentation and/or functionality and others at no additional cost during

the operations & maintenance period, within a duration specified.

The Supplier shall be responsible including but not limited to:

o Providing for 24X7 onsite warranty/support for the software

(Application/system/support) Developed/Customized.

o Ensuring compliance to uptime and performance requirements of IIFCL-ERP

o Management of Integration Component including the Component for integrating

with external agencies, payment gateway and any third party component used in

the application software;

o Providing and installing patches and upgrades without any additional cost for

contract period for the quoted hardware, software, etc.

o Ensuring timely resolution and fixing of bug/defects reported.

o Undertaking performance tuning of the System (application and database) to

enhance System‘s performance on a continuous basis.

o Version management, License Management and software documentation

management, reflecting current features and functionality of the solution.

All planned changes to the application systems shall be coordinated within the established

Change Control processes to ensure that:

o Appropriate communication on change required has taken place;

o Proper approvals have been received;

o Schedules have been adjusted to minimize impact on the production environment.

The Supplier shall define the Software Change Management & Version control process and

obtain approval for the same from the Purchaser. For any changes to the software, the

Supplier has to prepare detailed documentation including proposed changes, impact to the


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System in terms of functional outcomes/additional features added to the System etc.

The Supplier is required to obtain approval from the Purchaser for all the proposed

changes before implementation of the same into production environment (along with a

proper Rollback/backup plan in case the change is not successful) and such documentation

is subject to review at the end of each quarter of operations & maintenance support.

For performing of any functional changes to System, which are deviating from the signed-

off Functional Requirements/System Requirements, a separate Change Control Note

(CCN) shall be prepared by the Supplier and effort estimates shall be mutually agreed

between the Supplier and the Purchaser.

This is applicable to the change requests coming up after the Operational acceptance for

the full information system. Before Operational Acceptance such changes and feedbacks

from the Purchaser pertaining to functional specifications shall be incorporated by the

Supplier without any additional costs to the Purchaser. For the purpose of clarity only the

activities leading to development/customization of COTS product, requiring more than One

Man Month of effort, in a quarter, shall be considered as a change. The Purchaser may at

its discretion decide to validate the effort suggested by the Supplier using any third party

agency.

CCN arising during the O&M phase would be calculated on the basis of:

Man day rate of the resources quoted in Form (7) in Section V

For the sake of clarity, the following listed activities shall not be considered as CCN, even if

they take more than one man month of effort within a quarter –

o Customization of MIS and development of new reports for regulatory and Top

MANAGEMENT decision making;

o Configuration & Customization of Workflow, here it should be noted that each

department or function shall have its custom workflow as such the application

should be so designed such that it encapsulates the capability of maintaining

multiple workflows.

o Integration with departments, subsidiaries and external entities, while incorporating

the unique requirements of data exchange between both, including type and

structure of data and the mechanism of data sharing.

Any changes/upgrades to the software performed during the operations & maintenance

phase shall be subjected to comprehensive & integrated testing by the Supplier to ensure

that the changes implemented in the system meets the desired and specified requirements

of the Purchaser and doesn‘t impact any other function of the System.

6.3 Managed Services & Infrastructure Maintenance:

The Supplier shall be responsible for the overall administration and management of the

IIFCL-ERP including the Managed services at DC & DR along with the related ICT

Infrastructure. The Supplier shall be responsible for the following, which includes, but is not

limited to:

o Maintenance of Hardware and Server System including at Data center and DR site.

o Maintenance of Internet based VPN connectivity and network (LAN & WAN) at the

finalized DC, DR locations, to ensure concurrent connectivity from anywhere.

o Undertaking of performance tuning of the Hardware System to enhance System‘s

performance

o 24x7 monitoring & management of availability & security of the infrastructure &

assets (including data, network, servers, systems etc.)


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o Monitoring and recording ICT infrastructure performance at all locations and

taking corrective actions to ensure performance optimization on a daily basis.

The Supplier shall co-ordinate at the Managed services locations regarding all

operational/commercial and other related issues (including but not limited to) various

network Operators and other vendors / departments for problem resolution wherever

required.

The Supplier shall enable audit logs for the Servers, System activities etc. and such audit

logs shall be analyzed at regular intervals to identify and address security and performance

issues. The Supplier shall also produce and maintain system audit logs on the System for a

period agreed to with the Purchaser. On expiry of the said period the audit logs should be

archived and stored off-site at a location agreed to with the Purchaser.

The Supplier shall co-ordinate with all external agencies/vendors during this period for

addressing any issues arising out of the project. The Supplier shall also ensure that the

entire Hardware including the networking devices (active and passive) and any other

infrastructure provided by them has to be maintained as per the Standard Operating

Procedure (SOP) determined by the OEMs and are in good working condition.

It shall be the responsibility of the Supplier to replace the hardware components,

irrespective of the reason for the failure of the component. In other words, the Supplier shall

replace the component damaged for whatsoever reason, including natural failure due to

outliving but excluding theft, arson, natural calamities and proven mishandling of the

equipment by the operators of the Purchaser.

The Supplier shall have to supply all necessary accessories and peripherals required

during warranty/maintenance viz. appropriate cables, power supply cords/wires and device

drivers and documentation that may be required, whether mentioned or not.

The Supplier shall provide comprehensive warranty/AMC, which shall include replacement

of all spares and parts free of cost for the entire contract period at the identified DC & DR

locations.

6.4 Technology Upgrade /Refresh:

Purchaser at its own cost in consultation with PMU may ask supplier for Technology refresh

before completion of the final year of the project duration to take advantage of latest and

Green technology at that time and also save on maintenance cost of old hardware.

For the above purpose, Supplier, at its own cost, shall conduct a study for Technology

upgrade/ refresh and also consider Trade-in option for the hardware including Server,

Storage, Networking, Desktop etc. at Data Centre and DR site and end user location to

ensure increased efficiency in overall performance of the System (taking into consideration

increased no. of transactions, higher volume of database, future requirements at that point

in time, etc.)

Based on the Report on Technology refresh submitted by the Supplier, Purchaser would

decide for the replacement or continuation with any or all of the hardware items and

Supplier would be required to conduct the replacement of the hardware accordingly.

Supplier shall ensure that the necessary migration of the data / application to new system is

successful during the above refresh.

Supplier shall also upgrade all the relevant documents including IT asset register,

architecture documents and other documents for the above refresh.

6.5 Performing User Profiles and Account Management:


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The Supplier is required to design and implement the user management processes and

obtain sign-off from the Purchaser for such process.

The user-id naming & protocol shall be designed and implemented for all the user ids. Such

naming convention and protocol shall be signed-off with the Purchaser.

IIFCL ERP shall use Biometric Devices and Digital Signature Certificate (for select

transaction) along with password for user identity management

6.6 Providing Information Security Services:

The proposed ERP solution should be compliant to National Security Policy 2013 issued by

Department of Electronics and Information Technology under ministry of Communication

and Information Technology, Government of India.

The Supplier shall be responsible for ensuring overall information security of the IIFCL ERP,

including but not limited to:

o Web Portal

o Application software

o System Software

o Support Software

o Data,

o Information etc.

The Supplier shall be responsible for the regular update of the security policy as formulated

during project development/ customization phase.

The Supplier is responsible for implementing measures to ensure complete security of the

IIFCL-ERP (including its entire environment) and confidentiality of the related data, in

conformity with the security policy of the IIFCL

The Supplier shall be responsible for guarding the Systems against virus, malware,

spyware and spam infections using the latest Antivirus corporate/Enterprise edition suites

which include anti-malware, anti-spyware and anti-spam solution for the entire IIFCL ERP

solution deployment.

The Supplier shall monitor security and intrusions, which mandatorily shall include taking

necessary preventive and corrective actions.

6.7 Setting up and Management of Service desk (including manpower & other Technical support staff):

The Supplier shall be required to provide Service desk services (two (2) resources) to

enable effective support to the users for technical issues regarding the IIFCL-ERP at the

Premises of IIFCL.

Supplier shall ensure Service desk facility shall have following:

o Call logging mechanism through Phone

o Call logging mechanism through e-mail

o Call logging mechanism through portal

Further Supplier shall ensure that Service desk resources and also the supporting offshore

technical staff should have knowledge of both English & Hindi.

The Supplier shall provide at least the following services -


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o Except for the month of March, Service desk shall provide its services on all

working days of IIFCL between 09:00 Hrs. to 20:00 Hrs. In the month of March of

every year the Service desk should be operational from 8 AM to 12 PM(midnight),

seven days a week, including Sundays, while on the last week of March it should

be operational for 24 hours

o All grievances shall be assigned a ticket number and the number shall be made

available to the user along with the identification of the agent, without the user

having to make a request in this regard, at the beginning of the interaction.

o Service desk shall provide support for technical queries and other software related

issues arising during day to day operations

The Physical space for the Service desk shall be provided by the Purchaser. Any other

required infrastructure shall be provided by the Supplier.

All complaints registered with the Service desk should be categorized under IT

Hardware/network/Application related problems.

The Supplier shall further categorize the technical issues and potential faults in three levels

– Low, Medium and High, in consultation with the Purchaser. The levels shall be based on

the following criteria:

o Impact on business through disruption of services and operations;

o Number of offices and geographical locations being affected by the issue;

The Supplier shall adhere to the service level agreement (to be formulated by the supplier

in congruence with the purchaser) with respect to the resolution of issues at various levels.

The interactions shall also be recorded and the records maintained for reference for a

period of 3 months from the date of resolution of the problem.

The transactions shall also be monitored – both online and offline - on a statistically

appropriate sampling basis to assess service level as well as delivery effectiveness and for

providing training/ feedback to agents.

All complaints/ grievances of users shall be recorded and followed up for resolution and an

escalation matrix to be developed for any delay in resolution.

The Technical Team supporting the Service desk resource for actual resolution of the

complaint should be stationed & available at the offshore site at the supplier expense.

The Supplier shall provide the following Service desk performance monitoring reports,

including but not limited to –

o Calls per week, month or other period;

o Numeric and graphical representation of call volume;

o Calls for each interaction tracked by type (calls for information on specific service,

calls for specific enquiries);

o Number of dropped calls after answering, including:

o Calls that ended while on hold, indicating that the caller hung up;

o Call that ended due to entry errors using the automated system, indicating

difficulty in using the system;

The Supplier shall provide suitably qualified technical field staff.

7. Project Schedule*

Certain identified interim milestones may mutually be varied, in writing, by the Project Managers; the

overall target date of the Project Plan can be revised only in the Steering Committee meeting.


31

Milestone Timelines (In Weeks)

0

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

22

24

28

30

32

34

36

38

39

Kick off meeting, Signing of Contract, Finalization of process owners, Submission of Inception Report & Project Plan document and acceptance by IIFCL management

IT infrastructure sizing and review. Finalization on FRSM and TRSM

System Requirement Specifications Document

To Be Process tree finalization, Organization Structure Discussion and documentation, BBP work shop with process owner & core team member, Preparation of BBP document.

Gap analysis and Sign-off of BBP document

Implementation Phase

Delivery & deployment of the required IT equipment (including software, hardware & network devices) for DC, DR and Near DR.

Development/Customization of COTS product based Solution (including integration with other stakeholders) Critical business & regulatory requirement of IIFCL demands Credit, R&T, Accounting, ALM & Risk modules to be delivered first

Level 1 training for stakeholders, Identification of master data, legacy data


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Milestone Timelines (In Weeks)

0

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

22

24

28

30

32

34

36

38

39

cut over requirement, finalization of data migration templates

Solution Testing by Supplier and Modification (Unit Testing, Integration Testing)

Submission of Project Documentation

Level 2 training for stakeholders

Data Migration and Digitization

User Acceptance Testing (UAT)

Operational Acceptance for IIFCL Phase I (Go Live)

Operation and maintenance

Support and Maintenance (Post Go Live)

Table 3 – Project Schedule

The duration of implementation is 39 weeks and the project plan is notional. The cut-off date shall start from the project start date and the schedule can be modified by the bidder at the sole discretion of IIFCL management.


33

8. Project Phase & Submission Timelines

This section of the RFP details the key project milestones, deliverables to be submitted by the Supplier at

each milestone and timelines of completion of each milestones.

S. NO PROJECT PHASE DELIVERABLES FROM

SUPPLIER

SUBMISSION TIMELINES

1. Project Preparation Performance Bank Guarantee for

10 % of total contract value.

Project Goals & Objectives

document.

Project Organisation, Standards

and committee.

Implementation Strategy

Document.

Kick-off presentation document

Project Preparation Sign-off

Document.

Effective date of the

Contract

(T)

Detailed Project Work Plan/

Inception Report for Design,

Development & Implementation

of COTS product based IIFCL.

Project Charter.

T+ 1 Week

2. Business Blueprinting Organisation Structure –

Document

System Requirement

Specifications (SRS) Document

for the complete solution.

List of Gaps and Developments

Document

Business Blue Print Finalisation

Document

Functional Requirement

Specification Manual.

Technical Requirement

Specification Manual.

T + 4 Week


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SUPPLIER


Test server Installation

Document

Development server Installation

Document

Level 1 Training Presentation

Document

3. Realization

(Critical business &

regulatory requirement of

IIFCL demands Credit,

R&T, Accounting, ALM &

Risk modules to be

delivered first)

Project documents, containing,

but not limited to:

a. User interface designs;

b. Customization/

development requirement

reports including source

code documentations.

c. Functional and technical

design documents including

configuration documents

training documents and

manuals;

d. System Architecture

Document;

e. Network and

communication

specification;

f. Hardware sizing

specification and other

documentations.

g. And any other document, as

may be necessary.

Quality server Installation

Document

Production server Installation

Document

Data Migration and Cut-over

Document

Unit testing Document

Integration testing Document

T+32 Week

(All the documents

mentioned in the section are

to be submitted in T + 32

Week)


Page 35 of 114


SUPPLIER


Issue Log & Resolution

Document

Realisation Phase Sign-off

Document

Level 2 Training document

4. Final Preparation and Go

Live

UAT scripts

End User Training Document

End User Training attendance

Document

End user Manual

Help Desk Support Document

Final Preparation Sign-off

Document

Go-Live Sign-off Document

T + 36 Week

5. Training, Operations &

Maintenance Support.

Post Implementation Support to

Purchaser.

Security and access controls

documentation including

Segregation of duty matrix

ERP administration manuals.

ERP Configuration manuals.

Disaster recovery document and

back-up plan.

Performance Monitoring Reports

for the IIFCL.

Software change logs, etc.

Annual Certification stating all

patches/ upgrades/ service

releases have been properly

installed

Issue Log Sheet with resolution

Document

To commence from T + 20

Week till T + 39 Week and to

be extended till the

completion of support &

maintenance phase.


Page 36 of 114


SUPPLIER


Other Reports as may be

necessary considering the Scope

of work.

Table 4 – Project Phase & Submission Timelines

9. Deliverables

Project documentation would include, but not limited to the following:-

S. No. Deliverable

Project Preparation

1. Project Plan and Inception reports

2. Project Goals & Objectives document

3. Project Organization, Standards and committee

4. Implementation Strategy Document

5. Project Charter

6. Kick-off presentation document

7. Project Preparation Sign-off Document

8. Detailed Project Work Plan/ Inception Report for Design, Development & Implementation of COTS product based IIFCL.

Business Blueprint

9. Organization Structure –Document

10. SRS Manual

11. List of Gaps and Developments Document

12. Business Blue Print Finalization Document/ Business Blueprint Documents

13. FRSM documents

14. TRSM Documents

15. Test server Installation Document

16. Dev. server Installation Document


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17. Level 1 Training Presentation Document

18. Customization / development requirement reports including source code documentations

Realization

19. Project documents, containing, but not limited to:


b. Customization/ development requirement reports including source code

documentations.

c. Functional and technical design documents including configuration documents

training documents and manuals;

d. System Architecture Document;

e. Network and communication specification;

f. Hardware sizing specification and other documentations.

g. And any other document, as may be necessary.

20. Unit Testing Document

21. Integration Testing Document

22. Qlty. server Installation Document

23. Production server Installation Document

24. Issue Log & Resolution Document

25. Realization Phase Sign-off Document

26. Functional & Technical Specifications for customizations

27. Level 2 Training document

Final Preparation & Go Live

28. UAT Scripts

29. End User Training Document

30. End User Training attendance Document

31. End user Manual

32. ERP Configuration Manuals

33. Data Migration and Cut-over Document, Data-migration strategies, templates, results and sign-offs

34. Project go-live checklist report


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35. Service Desk Support Document

36. Final Preparation Sign-off Document

37. Go-Live Sign-off Document

Post Go Live Onsite Support

38. Issue Log Sheet with resolution Document

39. Security and access controls documentation including Segregation of duty matrix

40. ERP administration manuals.

41. Disaster recovery document and back-up plan

42. Performance Monitoring Reports for the IIFCL

43. Software change logs, etc

44. Annual Certification stating all patches/ upgrades/ service releases have been properly installed


46. Any other document, as may be relevant

Table 5 – Deliverables


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Section III – Instructions to Bidder

1. General Instructions

1.1 Qualifying requirements for the Bidders

1. Criteria related to Incorporation of the Firm:

1.1. The potential bidder must be a single legal entity having registered office and operations in India. 1.2. The entity should have been operational in India for at least the last five financial years and

should have an office location situated/ located within Delhi-NCR. 2. Criteria related to financial viability and successful track record of delivering implementation services:

2.1. The potential bidder, a single legal entity registered in India, should be a profitable company for the last three years.

2.2. The potential bidder must have experience of successful implementation of at least one project based on ERP applications for BFSI companies.

3. The potential bidders must provide details of experience in implementing a large scale solution in the

NBFC/ Banking service industry. All relevant documentary proofs are to be submitted along with the technical bid related to qualification criteria.

1.2. Proof of Concept and Bidder Presentation

The bidders will be provided the Proof of Concept (POC) document along with the schedule for

demonstration of POC. The Bidder would be required to carry out a demonstration of Proof of Concept

(POC) of the proposed ERP application to meet the requirement of the Owner, as defined in this RFP

document on a no cost no commitment basis. This POC will be on live demo system.

Only proposals which meet all of the above qualification criteria would be scored further for techno commercial scoring stage.

1.3. Ethical Standard

1.3.1 Bidders are expected to observe the highest standard of ethics during the procurement and

execution of this Contract. In pursuit of this policy, the Purchaser will reject a proposal for

award if it determines that the Bidder being considered for award has engaged in corrupt or

fraudulent practices in competing for the Contract.

1.3.2 For the purposes of this provision, the terms set forth below are defined as follows:

―Corrupt practice‖ means the offering, giving, receiving, or soliciting of anything of

value to influence the action in the procurement process or in Contract execution;

―Fraudulent practice‖ means a misrepresentation of facts in order to influence a

procurement process including collusive practices designed to establish Bid Prices at

artificial, non-competitive levels to deprive the Purchaser of the benefits of

competition.


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1.4. Cost of Bidding The bidder shall bear all costs associated with the preparation and submission of its bids including post

bid discussions and the Purchaser will in no case be responsible or liable for those costs regardless of

the conduct or outcome of the bidding process.

1.5. For Bidders Only The RFP document is intended solely for the information of the Party to whom it is issued (―the Bidder‖)

and no other person or organization. Since this is a limited Tender, it is issued to select Vendors and this

RFP cannot be forwarded to any other Entity without prior written consent from IIFCL.

1.6. Errors & Omissions Each Bidder should notify IIFCL of any error, omission, or discrepancy found in this RFP document.

1.7. Address of IIFCL IIFCL, 8th Floor, Hindustan Times Building, 18 & 20, Kasturba Gandhi Marg, New Delhi-110 001

Email: [email protected]

1.8. Critical Timeline and details for RFP*

Sl. No. Detail Date (Elapsed Timing)

1. Issue of RFP 20.11.2015

2. Last day for receipt of query from Bidders (EOD) 24.11.2015

3. Submission of Bid 04.12.2015 at 15:00 hrs

4. Opening of technical Bid 04.12.2015 at 16:00 hrs

5. Technical Presentation / POC for

technically qualified bidders. 07.12.2015 to 08.12.2015

6. Opening of Commercial Bid for

technically qualified bidders Time slot will be confirmed later

7 Tender Fee Rs. 10,000/-

8 Earnest Money Deposit (EMD) Rs. 25,00,000/-

9 Performance Bank Guarantee 10% of the Total Contract Value

Table 6 – Critical Timelines for RFP *: The schedule mentioned above is tentative and can be modified at the sole discretion of IIFCL management.

mailto:[email protected]


Page 41 of 114

2. Bidding Documents

2.1. Content of Bidding Documents

2.1.1 The products and Services required, bidding procedures and Contract terms are prescribed in the Bidding Documents.

2.1.2 The request for proposal documents shall comprise the following documents and any

addenda as may be issued thereto:- Background Note

Scope of Work

Instructions to Bidder

Conditions of Contract

Forms & Annexure.

2.1.3 Bidders are expected to examine all instructions, forms, terms, specifications, and other

information in the Bidding Documents. Failure to furnish all information as required or to

submit a bid not substantially responsive to the Bidding Documents may result in rejection of

the bid.

2.2. Understanding of Bidding Documents

2.2.1 A prospective Bidder is expected to examine all instructions, forms, terms, specifications and

requirement, in the Bidding Documents and fully inform himself as to all the conditions and

matter which may in any way affect the scope of work or the cost thereof.

2.2.2 Failure to furnish all information required by the Bidding Documents or submission of a Bid

not substantially responsive to the Bidding Documents in every respect will be at the Bidder‘s

risk and may result in the rejection of its bid.

2.2.3 The bidders must familiarize themselves with local conditions and take these into account

while preparing their proposals.

2.2.4 To facilitate the bidders in making the proposal, IIFCL can be contacted at the address given

in Clause 1.7 of Section III above.

2.2.5 It must be understood and agreed that such factors have properly been investigated and

considered while submitting the proposals.

2.2.6 Later on no claim will be entertained by the Purchaser for change in time or for financial

adjustment to the Contract awarded under these RFP documents and specifications.

2.3. Clarification on Bidding Documents

2.3.1 A pre-Bid meeting will be conducted on Date and Time as per Clause 1.8 of Section III given

above to provide clarifications sought by the Bidders at the IIFCL head office.

2.3.2 A prospective Bidder requiring any clarification on Bidding Documents shall notify the

Purchaser as mentioned in clause 1.8 in Section III via email within seven (7) Days of release

of bid. No clarification would be entertained beyond that date.

2.3.3 Verbal clarifications and information given by the Purchaser or his employee(s) or his representative(s) shall not in any way be binding on the Purchaser.


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2.4. Amendment of Bidding Documents by Purchaser

2.4.1 The Purchaser may at its sole discretion amend the Bidding Documents at any time prior to

the deadline, for submission of bids. However, in case of such amendments or otherwise, the

Bid submission date may be extended at the sole discretion of the Purchaser.

2.4.2 Amendments will be provided in the form of Addenda to the Bidding Documents and will be

updated at the IIFCL website or notified in writing by e-mail or fax to all prospective Bidders

who have received the RFP. The Purchaser will bear no responsibility or liability arising out of

non-receipt of the same in time or otherwise.

2.4.3 Such amendments, clarifications etc. shall be binding on Bidders and will be given due

consideration by the Bidders while they submit their bids and invariably enclose such

documents as a part of the bid.

2.5. Confidentiality of Bid documents This RFP plus any other documents released, information provided, discussions, etc., as part of the

selection process, are strictly confidential and should not be divulged to anyone who is not directly

involved in preparation of the response. Additionally, all information within this proposal or gained during

the RFP or other processes will be kept confidential by the Bidder. No information or publicity will be

allowed to any third-party unless specific written authorization is obtained from the Owner.

3. Preparation of Bids

3.1. Language of Bid The Bid prepared by the Bidder, all correspondence and documents related to the Bid shall be in the English Language. Failure to comply with this may disqualify a bid.

3.2. Documents Accompanying the Bid

3.2.1 The Bid and accompanying documents (on each page) shall be signed and stamped by the person duly authorized to bind the binder to the Contract.

3.2.2 Documentary evidence for each qualification criterion would be provided 3.2.3 The bid shall contain no erasures, overwriting or interlineations.

3.2.4 All Documentary evidence in support of Claims must clearly be marked as to against which

criteria the document is submitted. 3.2.5 The Bid shall be in four parts to be placed in one big envelope.

Earnest Money Deposit

Tender Fee

Technical Bid

Commercial Bid

3.3. Scope of Proposal

3.3.1 The scope of the proposal shall be on the basis of a single Bidder‘s responsibility, completely

covering all the products, solution and Services specified under the accompanying RFP

documents.


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3.3.2 Bids not covering the entire scope of Works may be treated as incomplete and hence will be rejected.

3.3.3 Since proposal is the key to the evaluation and selection, the bidders have to ensure that the

bid is prepared in line with instructions and the RFP. The bid/ proposal quality will be a

reflection of the bidders‘ capabilities and interest in the project.

3.4. Necessary Requirements

3.4.1 This part of the bid shall consist of the response to the RFP requirements and shall consist of:-

i. A covering letter indicating the submission of the Bid. The letter should be signed by an

authorized person holding the power of attorney.

ii. Important Conditions - Bids containing deviations from relevant provisions in the RFP

relating to the following important conditions/ clauses will be considered as non-

responsive and bids shall not be opened:- Price Basis

Terms of Payment

Bid Security

Contract Performance Bank Guarantee

Liquidated damages for delay in completion

iii. Bidders should submit a certificate as per the pro forma given in Form 10 at the time of

submission of bids confirming that the stipulation of above clauses of RFP are

acceptable to them and they have not taken any deviation to these clauses. In the

absence of such certificate, the bid shall be rejected and shall be returned unopened.

3.5. Bid Security (EMD), Tender Fee and Performance Bank Guarantee

3.5.1 The Bid Security (EMD) amount is to be submitted in a separately sealed envelope and appropriately marked envelope.

The Bidder shall furnish as part of its Bid, a bid security (EMD) for an amount of Rs.

Twenty Five (25) Lakhs, which shall be interest free and in the manner mentioned

under this clause. The Bid Security shall be valid for a period of One Hundred and

Twenty (120) Days from the last date of submission of the Bids.

The successful bidder will have to submit a Performance Bank guarantee of 10% of

the total cost of the project. The Performance Bank Guarantee will be valid upto 73

months and renewable thereafter throughout the duration of the project.

Any Bid not accompanied with the prescribed Bid security, shall be rejected by the

Purchaser as non-responsive.

The Bid security of the unsuccessful bidders will be returned after issue of Letter of

Acceptance (LOA) to successful bidder and their submission of Performance Bank

Guarantee (PBG).

i. The Bid security (EMD) of the successful bidder will be returned when the Bidder has signed the Contract Agreement and furnished the required Performance Bank Guarantee. No interest shall be payable by the Purchaser on the above bid security.


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3.5.2 The Bid Security may be forfeited:-

a) If a Bidder

Withdraws its Bid during the period of validity specified in Clause 3.13 in Section III,

except as provided under Clause 4.5 in Section III,

Fails to accept the Purchaser‘s corrections of arithmetic errors in Bidder‘s Bid (if any),

in accordance with Clause 5.2 in Section III,

Submit false /fake documents or

Makes any modifications in the terms & conditions of the bid which are not

acceptable to the Purchaser.

b) In the case of successful Bidder, if the Bidder fails to : Sign the Contract in accordance with Clause 5.8 in Section III or

Furnish Performance Bank Guarantee in accordance with Clause 5.9 in Section III.

3.5.3 The Bid Security shall be denominated in Indian Rupees only and shall be in one of the following forms:-

A Demand draft in favor of ―India Infrastructure Finance Company Limited‖, payable at New

Delhi, from a Scheduled Commercial Bank.

3.5.4 Tender Fee of Rs. 10,000/- (Ten Thousand Indian Rupees) has to be submitted along with

the tender which shall be non-refundable.

3.5.5 The tender fee can be submitted as a Demand Draft in the name of ―India Infrastructure

Finance Company Limited‖ payable at ―New Delhi‖, from a scheduled commercial bank.

3.6. Technical Bid

3.6.1 This part of the Bid shall include and in same order:- Bid Form (Refer Form 11)

Organization background

Profile of the Bidder (Refer Form 1) and details of Projects implemented. (Refer Form

2)

Organizations‘ understanding of the Functional Scope of the job.

Project methodology, approach & schedule

Project Organization Structure

Change Management Strategy

Project Scheduling & staffing

DC-DR Managed Services Strategy

Development & Implementation plan of project together with Activity Bar Chart.

Methodology, Tools and documentation intended to be used by the Bidder.

Interface strategy with legacy systems, if required.

Data Migration plan

Plan for change management, communication and knowledge transfer.

Training Schedule

Test Plans and Tools

Quality Assurance

Risk Identification & Mitigation strategy

Recommended Hardware configuration and administration required for the

successful implementation of the proposed solution.


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Disaster Recovery Plan

Post Implementation Technical & Functional Support Strategy for a period of five (5)

years after completion of post go-live stabilization support period.

Team deployment and CV‘s of the team members. (Refer Form 3 & 4)

A power of Attorney, duly notarized, indicating that the person(s) signing the Bid

has/have the authority to sign the bid and thus the bid is binding upon the Bidder

during the full period of its validity, in accordance with Clause 3.13 in Section III,

Un-priced copy of Price schedule covering commercial terms & conditions,

Organizational Structure of the Bidder,

Solvency certificate of the Bidder,

Response to Functional Requirement Specification and Technical Requirement

Specification (Refer Annexure I & II),

All Annexure and forms referred as part of this document including documentary

evidences, relevant undertakings etc. to comprehend the information provided.

3.6.2 The Bidder shall submit soft copy of all relevant documents mentioned above.

3.7. Commercial Bid

3.7.1 The Commercial Bid shall consist of:- Price Bid Forwarding Letter (Refer Form 6)

Price Schedule (Refer Form 7)

3.7.2 Price should be quoted in numbers and words and in case there is a mismatch between the two, price quoted in words shall be considered.

3.7.3 Bidders shall indicate Bid Prices in Indian rupees only.

It is to be noted that the sealed envelope containing this part shall contain only prices

and no conditions whatsoever. Any conditions given in this part shall not be

considered and if insisted upon by the bidder shall render the Bid liable for rejection.

3.8. Documents establishing the Conformity

3.8.1 The Bidder shall furnish as part of its bid, documents establishing the conformity to the Bidding Documents.

3.8.2 The documentary evidence of the Bidding Documents shall be in the form of written

descriptions, literature, diagrams, certifications, agreement copy, client certificates, customer

orders, e-mail from company mail etc.

3.8.3 Project Methodology shall consist of standardized methodology / templates, approach, tools,

monitoring mechanisms and quality frameworks that the bidder will use to ensure successful

implementation and interfacing/ integration of the ―IIFCL Enterprise Resource Planning

System (IIFCL-ERP)‖ with other systems for the Purchaser.

3.8.4 The Development and Implementation Plan shall contain ―Contract Implementation Schedule‖

showing the estimated duration, sequence, and interrelationship of all key activities needed to

complete the Contract successfully.


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3.9. Price Basis

3.9.1 The Bid Price Schedule (Refer Form 7) must be prepared in accordance with the instructions specified below:

Bidders shall indicate Bid Prices in ―Indian Rupees‖ only.

The bidder shall quote the prices in the price schedule, Form 7 enclosed to this Bid

document. All supplies and Services required for the Contract will be priced inclusive

of all incidental costs (such as out of pocket expenses, communications, office

support, printing of materials), and inclusive of all taxes, duties & levies paid or

payable, upon rendering of the Services as on the due date of bid submission.

Price should be quoted separately (as per Form 7) for the following by the bidder:

o Implementation Cost

o Hardware Cost (license, ICT infrastructure & Hosting Charges for DC

& DR)

o Operation & Maintenance

Total amount quoted should be for the entire scope of work covered under the RFP.

It shall also quote the unit rates of the products & Services it proposes to deliver

under the Contract including five (5) years post implementation support Services. The

breakup prices of various components are meant only for the convenience of any

progressive payments under the Contract. Bidders quoting a system of pricing other

than that specified in price schedule run the risk of rejection.

Inspection/Certification of all work/Services at all stages shall be done by Quality

Review Group and additionally by the Purchaser wherever the Purchaser so desires

or by any third agency for which no extra charges shall be payable to the Bidder

since all personal and incidental expenses of inspection shall be borne by the

Purchaser.

Conditional discount, if offered, shall not be considered for evaluation. Bidders

separation of the price components as aforesaid will be solely for the purpose of

facilitating the comparison of bids by the Purchaser and will not in any way limit the

Purchaser‘s right to Contract on any of the price basis/terms offered basis.

The cost of any other item / Services including out of pocket expenses, which are

considered necessary for completion of the job, is deemed to have been included in

the Total Bid Price.

All documents are to be submitted in sealed envelopes only.

3.10. Taxes & Duties

3.10.1 All customs duties, excise duties and all other taxes & levies, if any, payable by the Bidders

in respect of the transaction between the Bidders and their Vendors/ suppliers while

procuring any products and Services shall be included in the Total Bid Price and no claim

on this behalf will be entertained by the Owner.

3.10.2 The contract value will be inclusive of all the applicable rates of taxes, duties and levies

during entire contract period including the extended period. In case of any increase in

applicable rates of taxes, duties and levies; IIFCL shall pay the increased rate. In case of

any decrease in applicable rates of taxes, duties and levies; IIFCL shall get the benefit of

the decreased rate.


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3.10.3 Service Tax, Professional Tax, Sales tax, Excise duties and any other taxes &

levies, in respect of the transactions between the Owner and the Vendor under the

Contract, if any, should be indicated separately wherever applicable in the Bid Proposal

Sheets and same shall also be included in the quoted Total Bid Price.

3.10.4 As regards the Income Tax, surcharge on Income Tax and other Corporate Taxes the

Bidder shall be responsible for such payment to the concerned authorities.

3.11. Terms of Payment

3.11.1 The payment to the Vendor under the Contract will be made by the Purchaser in line with

the terms and conditions of payment given in Clause 6.6 in Section IV (Conditions of

Contract) and as per payment schedule given in Clause 6 in Section IV (Conditions of

Contract).

3.12. Time Schedule

3.12.1 The compliance to the work completion schedule starting from effective date as stated in

the Clause 7: Project Schedule in Section II – Scope of Work shall be one of the major

factors in consideration of the bids.

3.12.2 The completion schedule is the commissioning and final roll-out of IIFCL-ERP project that

includes the time required for mobilization, system study, customization, development,

deployment as well as testing, rectification, if any, retesting, acceptance testing and

completion in all respects to the entire satisfaction of the Owner.

3.12.3 The Purchaser reserves the right to request for a change in the work schedule during pre-award discussions with successful Bidder.

3.13. Validity period of Bid

3.13.1 Bid shall remain valid for a period of One Hundred & Twenty (120) Days from the due date

of submission of bid. A bid valid for a shorter period shall be rejected by Purchaser as

being non-responsive.

3.13.2 In exceptional circumstances, the Purchaser may solicit the Bidder‘s consent to an

extension of the bid validity period. The request and responses thereto shall be made in

writing or by E-mail. The Bid Security provided under Clause 3.5 in Section III shall also be

extended by the same period as the extension in the validity of the Bid.

3.14. Alternate Proposals / Multiple Bids

Alternate proposals/ multiple bid submission are not permitted. If alternate proposals/

multiple bids are submitted then the Owner, at his sole discretion, may reject all of the

proposals/ bids submitted by that Bidder.


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3.15. Deviations/ Exclusions

The bidder must read the RFP carefully and prepare the bid for submission. It is important

to note that deviations, if any, must be brought out clearly in the Form-5 which shall be

examined by IIFCL. If the deviation statement in Form - 5 submitted by the bidder does not

contain any item, then it shall be construed that the bidder has accepted the same and no

request from the System Integrator, for any change, shall be accepted by IIFCL at a later

stage.

4. Submission of Bids

The Bidder shall prepare & submit one original and one copy of all the parts of the Bid in separate

envelopes, duly marking as confidential and super-scribing the envelopes as ―ORIGINAL BID‖ and

―COPY OF BID‖ (Copies for Bid Security (EMD) need not be submitted). In case of any discrepancy

between them, the original shall govern. The bid documents will become the property of Purchaser.

4.1. Signature of Bids

4.1.1 The Original & all copies of bid shall be typed or written in indelible ink and shall be signed by

the Bidder or person (s) duly authorized to bind the bidder to the Contract.

4.1.2 The names of all the persons signing should be typed or printed below the signature.

4.1.3 Satisfactory evidence of authority of the person signing on behalf of the Bidder shall be furnished with the bid.

4.1.4 The Bidder‘s name stated on the proposal shall be the exact legal name of the firm.

4.2. Sealing & Marking of Bids

The Bidder shall prepare and seal the original & copy of bid duly marking the envelopes as

―Original‖ and ―Copy‖. Each of these shall contain following three envelopes for the bid – Envelope

1: The following documents shall be submitted in a sealed envelope super-scribed ―BID

SECURITY‖:

Covering letter indicating submission of bid (form 11)

Bid Security (EMD).

Tender Fee

Envelope 2: The Technical proposal shall be submitted in a sealed envelope super-scribed as

―TECHNICAL BID‖. Technical proposal shall not contain any price. The proposal shall contain the

following documents: Certificates and declarations regarding acceptance of Important conditions,

Technical Bid, including responses to the FRS and TRS (Annexure I & Annexure II

respectively)

Any Deviation / Exclusion requested by Bidder


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Envelope 3: The Commercial Bid with details of offered price shall be submitted in a sealed

envelope super-scribed ―Commercial BID‖. The proposal shall contain the following documents: Price Bid Forwarding letter.

Price Schedule.

All the above 3 packets shall then be sealed in a single big outer envelope.

The inner and outer envelopes shall be addressed to the Purchaser at the address

given in Clause 1.7 in Section III

The Inner & outer envelope shall bear the Bid Title,

The inner envelopes shall also indicate the name and address of the Bidder so that

the bid can be returned unopened in case it is declared ―late.‖

If the outer envelope is not sealed and marked as required by Clause 4.2 in Section

III above, the Purchaser will assume no responsibility for the bid‘s misplacement or

premature opening.

4.3. Deadline for Submission of Bids

4.3.1 Bids must be received by the Purchaser at the address specified in Clause 1.7 in Section III not later than the time and date stated in Clause 1.8 in Section III.

4.3.2 The Purchaser may, at its sole discretion, extend this deadline for submission of bids in which

case all rights and obligations of the Purchaser and Bidders will thereafter be subject to the

deadline as extended.

4.3.3 Purchaser will not accept Delivery of bid proposal by fax or e-mail. Proposal received by fax or e-mail shall be treated as defective, invalid and rejected.

4.4. Late Bids

Any bid received by the Purchaser after the bid submission deadline prescribed in Clause 1.8 in Section III, will be rejected and returned unopened to the Bidder.

4.5. Modification & Withdrawal of Bids by Bidder

4.5.1 The Bidder may modify or withdraw its bid after submission by mutual consent, provided that

written notice of the modification or withdrawal is received by the Purchaser prior to the

deadline prescribed for bid submission.

4.5.2 The Bidder‘s modifications shall be prepared, sealed, marked, and dispatched as follows:-

The Bidders shall provide an original and number of copies as in original bid, of any

modification(s) to its bid, clearly identified as such, in two inner envelopes duly

marked as confidential and super-scribing the envelope as ―BID MODIFICATIONS—

ORIGINAL‖ and ―BID MODIFICATIONS— COPY.‖ The inner envelopes shall be

sealed in an outer envelope, which shall be duly marked ―BID MODIFICATIONS.‖

Other provisions concerning the marking and dispatch of bid modifications shall be in

accordance with Clause 4.2 in Section III.

4.5.3 A Bidder wishing to withdraw its bid shall notify the Purchaser in writing prior to the deadline

prescribed for bid submission. The withdrawal notice shall be addressed to the Purchaser at

the address mentioned in Clause 1.7 in Section III and bear the Contract name, and the


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words ―Bid Withdrawal Notice.‖ Bid Withdrawal Notices received after the bid

submission deadline will be ignored and the submitted bid will be deemed to be a valid

submitted bid.

4.5.4 No bid may be withdrawn in the interval between the bid submission deadline specified in

Clause 4.3 in Section III and the expiration of the bid validity period specified in Clause 3.13

in Section III. Withdrawal of a bid during this interval may result in the forfeiture of the

Bidder‘s Bid Security, pursuant to Clause 3.5 in Section III.

5. Bid Opening & Evaluation

5.1. Opening of Bids by Purchaser

5.1.1 Bids (as defined in Clause 3.2 in Section III) received before or on the dead line of the

submission of the bid will be opened on the date and time of opening mentioned in Clause

1.8 in Section III. Bidders wishing to be present at the time of such opening shall bring their

authority letter duly signed by authorized representative. No electronic recording devices will

be permitted during bid opening.

5.1.2 The bids shall be opened in the following sequence: A. Tender Fee of Rs. 10,000/- and Bid Security (EMD) B. Technical Bid C. Commercial Bid.

5.1.3 The Purchaser will evaluate the financial Bids as defined in Clause 5.3 in Section III on the

date, time and place, which will be communicated to the bidders. The Bidders may send their

representatives to attend the opening.

5.1.4 Withdrawal notices shall, however, be read out at the deadline time of the submission of the

Bids, and the envelope of the corresponding bid shall not be opened for evaluation.

5.1.5 For the Financial Bid, Bids shall be opened one at a time, reading out the name of the Bidder;

the Bid Price, and any other details, as the Purchaser may consider appropriate.

5.1.6 Financial Bids that are neither opened nor read out at the bid opening shall not be considered for the Contract Award.

5.2. Preliminary Examination of Bids

5.2.1 The Purchaser will examine the bids to determine whether they are complete, whether any

computational errors have been made, whether required securities (EMD amount) have been

furnished, whether the documents have been properly signed, and whether the bids are

generally in order. The Purchaser will ensure that each bid is from an eligible Bidder.

5.2.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between

the total amount obtained by actual calculation using the components quoted (viz. base price,

taxes, duties, any other charges etc.) and the total amount quoted in the price bid, then the

quoted components will be considered for arriving at the actual total amount. If there is a

discrepancy between words and figures, the amount in words will prevail. If a Bidder does not

accept the correction of errors, its bid will be rejected and its bid security (EMD) may be

forfeited.


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5.2.3 The Purchaser may waive any minor nonconformity, or irregularity in a bid that does

not constitute a material deviation, provided such waiver does not prejudice or affect the

relative ranking of any Bidder. However, the Purchaser may ask the bidders for any additional

clarification or supporting documents required for the fulfillment of the RFP evaluation.

5.2.4 Prior to the detailed evaluation, the Purchaser will determine whether each bid is complete,

and is substantially responsive to the Bidding Documents. For the purposes of this

determination, a substantially responsive bid is one that conforms to all the terms, conditions

and specifications of the Bidding Documents without material deviations, exceptions,

objections, conditionality or reservations. A material deviation, exception, objection,

conditionality, or reservation is:-

a) One that limits in any substantial way the scope, quality, or performance of the desired system; or

b) One that limits, in any substantial way that is inconsistent with the Bidding Documents,

the Purchaser rights or the successful Bidder‘s obligations under the Contract; and

c) One that the acceptance of which would unfairly affect the competitive position of other Bidders who have submitted substantially responsive bids.

d) Bid submitted having validity less than One Hundred & Twenty (120) Days.

5.2.5 If a bid is not substantially responsive, it will be rejected by the Purchaser and may not

subsequently be made responsive by the Bidder by correction of the nonconformity. The

Purchaser‘s determination of bid responsiveness will be based only on the contents of the bid

submitted and subsequent clarifications, if sought by the Purchaser.

5.2.6 The aim of the entire evaluation exercise is to arrive at the most suitable solution that meets

the IIFCL‘s needs. The exercise will also allow the Owner to choose a bidder that can

implement the proposed solution in an effective, efficient manner, and within the specified

time frame, as well as offer comprehensive service and upgrades, when required.

5.2.7 In case the ‗Bid Proposal‘ information contradicts RFP requirements, the RFP requirements

will govern, unless otherwise brought out clearly in the technical/commercial deviation

schedules.

5.2.8 Any entity which 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, and the bar subsists as on the date of Proposal, would not be eligible to submit

a Proposal either by itself or through its Associate.

5.2.9 The Bidder should have, during the last five years, neither failed to perform on any

agreement, as evidenced by imposition of a penalty by an arbitral, nor been expelled from

any project or agreement nor have had any agreement terminated for breach by such

Bidder.

5.3. Evaluation & Comparison of Bids

The evaluation of responsive bids shall be in 2 stages:- Evaluation of the Technical and Commercial bid will be done in the ratio of 70:30

respectively a) Stage – I : Evaluation of Technical Bid –

i. Only those Bidders who cross the threshold level of technical evaluation indicated in Para


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(ii) to (v) below and adhere to the Purchaser‘s technical and commercial requirements shall be considered for subsequent evaluation.

ii. Technical Bid Part of the Bidder shall be opened and evaluated for acceptability of

commercial terms and technical suitability. The Bidders should meet the commercial

conditions as defined in the Bidding Documents.

iii. A Technical Evaluation Committee comprising of members from IIFCL to evaluate the

technical bid, once the technical bid and commercial conditions of the Contract are

acceptable to the Purchaser.

iv. The bidder scoring the highest Technical Evaluation Marks on technical parameters will be given a score out of 100 as per Technical Evaluation Matrix as mentioned below.

v. Threshold value for evaluation of the Technical Evaluation Matrix is 65 marks out of 100.

vi. Bids of Bidders failing to attain the threshold value on technical evaluation matrix as in (v) above shall be returned and would not be considered for further evaluation.

Marking Scheme for Technical Evaluation Matrix

Sl No DESCRIPTION Marks

1 Team Composition 10

2 Vendor / System Integrator’s Qualification 15

3 Product / COTS Solution’s Qualification 15

4 Approach and Methodology 10

5 Presentation / Proof of Concept (POC) 50

TOTAL 100

1) TEAM COMPOSITION

(Documentary Proofs to be Submitted) 10 Marks

1.a Project Manager with minimum 10 years of ERP implementation work Experience 4

Should have done minimum 3 Implementations with at least 1 as a Project Manager: 4 Marks Should have done minimum 2 Implementations with at least 1 as a Project Manager: 3 Marks Should have done minimum 1 Implementations with at least 1 as a Project Manager: 2 Marks

1.b Functional Lead with minimum 10 years of ERP implementation work Experience 3

Should have done minimum 3 Implementations with at least 1 as a Functional Lead): 3 Marks Should have done minimum 2 Implementations with at least 1 as a Functional Lead): 2 Marks Should have done minimum 1 Implementations with at least 1 as a Functional Lead): 1 Marks

1.c Technical Lead with minimum 6 years of ERP implementation work Experience 3

Should have done minimum 3 Implementations with at least 1 as a Technical Lead: 3 Marks Should have done minimum 2 Implementations with at least 1 as a Technical Lead: 2 Marks Should have done minimum 1 Implementations with at least 1 as a Technical Lead: 1 Marks


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2) VENDOR / SYSTEM INTEGRATOR’S QUALIFICATION


2.a Vendor / SI Company should be CMMI and PCMM level 5 2

2.b Turnover of Vendor / SI 5

More than 250 Crore: 5 Marks More than 100 Crore but less than 250 Crore: 3 Marks Less than or equal to 100 Crore: 1 Mark

2.c ERP Implementation experience of Vendor / SI in NBFC’s in India 5

More than 1 Implementation: 5 Marks 1 Implementation: 3 Marks

2.d Number of offered / proposed ERP consultants on roll with similar experience 3

>100 Employees: 3 Marks 51 to 100 Employees: 2 Marks <=50 Employees: 1 Mark

3) PRODUCT / COTS SOLUTION’S QUALIFICATION


3.a

The proposed ERP solution should have at least following functions as an integrated application: a. Financial Accounting, Costing & Budgeting Module b. Treasury Functions Module c. Credit and Loan Management Module d. Payroll & Human Resource Module e. Procurement & Inventory Management Module

3.b

The proposed ERP Solution should support -all of the Operating System- Microsoft Windows, UNIX, Linux and the proposed integrated application should work on any standard database. The product should be capable of running on all standard Databases like – Oracle , DB2 , MS SQL, Sybase etc.

3.c The proposed ERP solution /OEM should have at least five authorized, independent partner organizations in India to provide implementation and maintenance support.

3.d The proposed ERP solution should be able to meet the India specific requirements like service Tax, TDS, etc. and has the facility to provide these changes for localization on a continuous basis.

3.e More Weightage will be given to product which meets the functional requirements specified in the RFP with minimum customization on the basis of technical bid submitted.

4) APPROACH & METHODOLOGY (DETAILED PROPOSAL TO BE SUBMITTED) 10 Marks

Overall solution approach shall be evaluated and shall not be limited to the following:

- Overall Implementation Approach - Availability of Offered / Proposed Solution as a COTS product already

implemented in NBFC(s). - Approach showing Experience and expertise in DC / DR management. - Hosting and H/w Support methodology - Application and Database Support methodology - 5 year Support Plan - Project Management Methodology


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- Approach towards security aspects (application, networking, database, cyber security etc.)

- Methodology to handle change requests (Regulatory requirements, Internal Requests, Change in Business Blueprint etc.)

5) PRESENTATION / PROOF OF CONCEPT (POC) 50 Marks

5.a Has the Partner been able to demonstrate the Demo/POC as per the IIFCL's expectations? 10

5.b Rate the Technical Presentation of the Partner on the following parameters: 40

Was the flow of presentation structured? 10

Has the partner addressed and answered all the queries as per IIFCL’s

expectations? 10

Has the partner demonstrated adequate degree of response on the queries

raised? 10

Has the demo covered & indicated partner's deep mastery of power related

processes 10

Table 7 – Technical Scoring Matrix

b) Stage – II : Evaluation of the Commercial Bid -

i. Total cost of ownership (TCO) will be calculated by adding Commercial Bid Price of all components as in ―Table-A‖ of FORM # 7. The software license (including ATS charges) for the solution will be procured directly from OEM and the same will be considered for TCO evaluation.

ii. Table B AAC will be calculated Total Commercial Cost (TCC) = 70% of TCO + 30% of (AACx5)

iii. The bidder quoting the lowest TCC will be given 100 marks. The other bidders will get

marks as follows :-

Commercial Evaluation Marks = TCC quoted by the lowest bidders X 100

TCC quoted by the bidder

*All prices quoted should be inclusive of applicable taxes and duties

5.4. Contacting the Purchaser

5.4.1 From the time of bid opening to the time of Contract award, if any Bidder wishes to contact the Purchaser on any matter related to the bid, he shall do so in writing.

5.4.2 If a Bidder tries to influence the Purchaser directly or otherwise, interfere in the bid evaluation process and the Contract award decision, his bid will be rejected.


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5.5. Award Criteria

5.5.1 Pursuant to Clauses 5.1 to 5.3 in Section III, the Bidder whose techno-commercial evaluation

has the highest marks (H1) and the second highest marks (H2) shall be eligible for award of

Contract. The overall marks will be determined as:-

Total Marks = 70% of Technical Evaluation Marks + 30% of Commercial Evaluation Marks

5.5.2 In the event only one Bidder qualifies, IIFCL will have the right to place the order with the single qualified Bidder.

5.5.3 At the sole discretion and determination of IIFCL, IIFCL may add any other relevant criteria

for evaluating the proposals received in response to this RFP.

5.6. Purchaser’s Right

5.6.1 The Purchaser reserves sole right to accept or reject any bid or to annul the bidding process

and reject all bids at any time prior to Contract award without giving any information, reason

whatsoever and will not be liable to any of such Bidders in any form.

5.6.2 IIFCL can extend the time for submission of all proposals at its own discretion.

5.6.3 The Purchaser reserves sole right to negotiate on any terms of Contract Agreement with the

Bidder who becomes eligible for award of the Contract as per Clause 5.5 in Section III.

5.6.4 IIFCL can negotiate any aspect of proposal with any Bidder and negotiate with more than one Bidder at a time after RFP closes.

5.6.5 IIFCL may, at its sole discretion, decide to seek more information from the Bidder in order to

normalize the Bids. However, Bidder will be notified separately, if such normalization exercise

as part of the technical evaluation is resorted to. 5.6.6 IIFCL can interview the personnel being deployed on the project.

5.7. Notification of Award

5.7.1 Prior to the expiration of the period of bid validity, the Purchaser will notify the successful Bidder in writing that its bid has been accepted.

5.7.2 The notification of award will constitute the formation of the Contract.

5.8. Signing of Contract

5.8.4 Subject to fulfillment of Clauses 5.1 to 5.7 in Section III, Letter of Award (LOA) incorporating

all agreements between the parties shall be issued by the Purchaser to the successful bidder

inviting him to visit IIFCL Office, New Delhi for finalization & signing of the Contract. In case

of any unforeseen circumstances if LOA is not issued within bid validity period, the bidder has

to extend the bid validity as desired by the Purchaser.

5.8.1 Contract Documents incorporating all agreements between the parties has to be signed within Ten (10) Days of date of LOA.


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5.8.2 The Contract Agreement (Refer Section IV) has to be signed in English language in two originals, an each for Purchaser and Vendor.

5.8.5 Failure of the successful bidder to sign the Contract shall constitute sufficient grounds for the

annulment of the award, in which event Purchaser may at its sole discretion make the award

to the next best value bidder(s) or call for new proposals.

5.8.6 Upon successful bidder‘s furnishing of Performance Bank Guarantee, IIFCL will promptly notify each unsuccessful bidder and will return its Bid Security.

5.9. Performance Security

5.9.1 Issuance of Securities - The Successful Bidder shall provide the securities in favour of India

Infrastructure Finance Company Limited, New Delhi at the times and in amount and manner

specified in Clause 3.5 in Section III.

5.10. Change in Name of the Bidder

5.10.1 If due to Mergers, Acquisitions, Divestitures or other circumstances the Name of the Bidder

is changed at any time from the submission of Bid to Selection of Bidder, The Bidder must

inform IIFCL with all required documents within thirty (30) Days of its name change failing

which all dues to the Bidder will remain on hold.


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Section IV – Conditions of Contract (COC)

Preface 1. The Contract includes four parts: the Form of Contract, the General Conditions of Contract, the Special Conditions of Contract, and the Appendices. The Client using this standard contract should not alter the General Conditions. Any adjustment to meet project features should be made only in the Special Conditions.

2. Lump-sum contracts are normally used when definition of the tasks to be performed is clear and unambiguous, when the commercial risk taken by the System Integrator are relatively low, and when therefore such System Integrator are prepared to perform the assignment for an agreed predetermined lump-sum price. Such price is arrived at on the basis of inputs - including rates - provided by the System Integrator. The Client agrees to pay the System Integrator according to a schedule of payments linked to the delivery of certain outputs, for example reports. A major advantage of the lump-sum contract is the simplicity of its administration, the Client having only to be satisfied with the outputs without monitoring the staff inputs. Studies are usually carried out on a lump-sum basis: for example, surveys, master plans, economic, sector, simple feasibility and engineering studies.


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CONTRACT FOR ERP IMPLELENTATION SERVICES

Lump-Sum

between

[name of the Client]

and

[name of the System Integrator]

Dated:


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I. Form of Contract

LUMP-SUM

(Text in brackets [ ] is optional; all notes should be deleted in final text)

This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of [month], [year], between, on the one hand, [name of client] (hereinafter called the “Client”) and, on the other hand, [name of System Integrator] (hereinafter called the “System Integrator”). [Note: If the System Integrator consist of more than one entity, the above should be partially amended to read as follows: “…(hereinafter called the “Client”) and, on the other hand, a joint venture/consortium/association consisting of the following entities, each of which will be jointly and severally liable to the Client for all the System Integrator’s obligations under this Contract, namely, [name of System Integrator] and [name of System Integrator] (hereinafter called the “System Integrator”).] WHEREAS

(a) the Client has requested the System Integrator to provide certain services as defined in this Contract (hereinafter called the “Services”);

(b) the System Integrator, having represented to the Client that it has the required

professional skills, and personnel and technical resources, has agreed to provide the Services on the terms and conditions set forth in this Contract;

NOW THEREFORE the parties hereto hereby agree as follows: 1. The following documents attached hereto shall be deemed to form an integral part of this

Contract:

(a) The General Conditions of Contract;

(b) The Special Conditions of Contract;

(c) The following Appendices Appendix A: Description of Services Appendix B: Reporting Requirements Appendix C: Breakdown of Contract Price in Local Currency Appendix D: Services and Facilities Provided by the Client

2. The mutual rights and obligations of the Client and the System Integrator shall be as set

forth in the Contract, in particular:

(a) the System Integrators shall carry out the Services in accordance with the


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provisions of the Contract; and (b) the Client shall make payments to the System Integrators in accordance with the

provisions of the Contract.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.

For and on behalf of [name of Client] [Authorized Representative]

For and on behalf of [name of System Integrator]

[Authorized Representative]

[Note: If the System Integrator consists of more than one entity, all these entities should appear as signatories, e.g., in the following manner:]

For and on behalf of each of the Members of the System Integrator

[name of member]


[name of member]


(b) the Client shall make payments to the System Integrators in accordance with the

provisions of the Contract. IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.

For and on behalf of [name of Client] [Authorized Representative]


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For and on behalf of [name of System Integrator]


[Note: If the System Integrator consists of more than one entity, all these entities should appear as signatories, e.g., in the following manner:]

For and on behalf of each of the Members of the System Integrator

[name of member]


[name of member]



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II. General Conditions of Contract

1. General Provision

1.1. Definitions

Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:

(a) ―Applicable Law‖ means the laws and any other instruments having the force of law in the Government‘s country, or in such other country as may be specified in the Special Conditions of Contract (SC), as they may be issued and in force from time to time.

(b) ―Client/Purchaser/Owner‖ means India Infrastructure Finance Company Limited and the associated subsidiaries.

(c) ―System Integrator/Implementation Partner/Vendor/Bidder/Supplier‖ means any private or public entity that will provide the Services to the Client under the Contract.

(d) ―Contract‖ means the Contract signed by the Parties and all the attached documents listed in its Clause 1 that is these General Conditions (GC), the Special Conditions (SC), and the Appendices.

(e) ―Contract Price‖ means the price to be paid for the performance of the Services, in accordance with Clause 6;

(f) ―Effective Date‖ means the date on which this Contract comes into force and effect pursuant to Clause GC 2.1.

(g) ―Foreign Currency‖ means any currency other than the currency of the Client‘s country. (h) ―GC‖ means these General Conditions of Contract. (i) ―Government‖ means the Government of the Client‘s country. (j) ―Local Currency‖ means the currency of the Client‘s country. (k) ―Member‖ means any of the entities that make up the joint venture/consortium/association, and

―Members‖ means all these entities. (l) ―Party‖ means the Client or the System Integrator, as the case may be, and ―Parties‖ means both

of them. (m) ―Personnel‖ means persons hired by the System Integrator or by any Sub-System Integrators and

assigned to the performance of the Services or any part thereof. (n) ―SC‖ means the Special Conditions of Contract by which the GC may be amended or

supplemented. (o) ―Services‖ means the work to be performed by the System Integrator pursuant to this Contract, as

described in Appendix A hereto. (p) ―Sub-System Integrators‖ means any person or entity to whom/which the System Integrator

subcontracts any part of the Services. (q) ―In writing‖ means communicated in written form with proof of receipt.

1.2. Law Governing Contract

This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the Applicable Law.

1.3. Languages

This Contract has been executed in the language specified in the SC, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.

1.4. Notices

1.4.1. Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been


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given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at the address specified in the SC.

1.4.2. A Party may change its address for notice hereunder by giving the other Party notice in writing of such change to the address specified in the SC.

1.5. Location

The Services shall be performed at such locations as are specified in SC clause 1.4, 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.

1.6. Authority of Member in charge

In case the System Integrator consists of a joint venture/ consortium/ association Member in any of the one entity, the Members hereby authorize the entity specified in the SC to act on their behalf in exercising all the System Integrator‘s rights and obligations towards the Client under this Contract, including without limitation the receiving of instructions and payments from the

Client.

1.7. Authorized Representatives

Any action required or permitted to be taken, and any document required or permitted to be executed under this Contract by the Client or the System Integrator may be taken or executed by the officials specified in the SC.

1.8. Taxes and Duties

The System Integrator, Sub-System Integrators, and their Personnel shall pay such indirect taxes, duties, fees, and other impositions levied under the Applicable Law as specified in the SC, the amount of which is deemed to have been included in the Contract Price.

1.9. Fraud and Corruption

If the Client determines that the System Integrator and/or their Sub-System Integrators Corruption has engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices, in competing for or in executing the Contract, then the Client may, after giving 14 days‟ notice to the System Integrator, terminate the System Integrator's employment under the Contract, and the provisions of Clause 2 shall apply as if such expulsion had been made under Sub-Clause 2.6.1(c). Should any personnel of the System Integrator be determined to have engaged in corrupt, fraudulent, collusive, coercive, or obstructive practice during the execution of the Contract, then that personnel shall be removed in accordance with Sub-Clause 4.2.

1.9.1. Definitions- For the purposes of this Sub-Clause, the terms set-forth below are defined as follows:

(i) ―Corrupt practice‖6 is the offering, giving, receiving or soliciting, directly or indirectly, of

anything of value to influence improperly the actions of another party;

(ii) ―Fraudulent practice‖7 is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation;

(iii) ―Collusive practice‖8 is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;


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(iv) ―Coercive practice‖9 is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party;

(v) ―Obstructive practice‖ is

(aa)deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Client investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or(bb)acts intended to materially impede the exercise of the Client‘s inspection and audit rights provided for under Clause 3.6.

1.9.2. Commissions:

The Client will require the successful System Integrators to disclose any commissions or fees that may have been paid or are to be paid to agents, and representatives, or commission agents with respect to the selection Fees process or execution of the contract. The information disclosed must include at least the name and address of the agent, representative, or commission agent, the amount and currency, and the purpose of the commission or fee.

2. Commencement, completion, modification and termination of contract

2.1 Effectiveness of Contract

This Contract shall come into effect on the date the Contract is signed by both Parties and such other later date as may be stated in the SC. The date the Contract comes into effect is defined as the Effective Date.

2.2 Commencement of Services

The System Integrator shall begin carrying out the Services not later than that of number of days after the Effective Date specified in the SC.

2.3 Expiration of Contract

Unless terminated earlier pursuant to Clause GC 2.6 hereof, this Contract shall expire at the end of such time period after the Effective Date as specified in the SC.

2.4 Modifications or variation Any modification or variation of the terms and conditions of this Contract, including any modification or variation of the scope of the Services, may only be made by written agreement between the Parties. However, each Party shall give due consideration to any proposals for modification or variation made by the other Party.

2.5 Penalty

The System Integrator will be liable to pay penalty of 0.5 % of the total cost of the project per week of delay, subject to a maximum of 10% of the total cost of project. This will be adjusted at the time of completion of the project.

On achievement of 10% penalty charges the purchaser may invoke termination as per clause 2.6


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2.6. Force Majeure

2.6.1. Definition: For the purposes of this Contract, ―Force Majeure‖ means an event which is beyond the reasonable control of a Party and which makes a Party‘s performance of its obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances.

2.6.2. No Breach of Contract: The failure of a Party to fulfill any of its obligations under the contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event.

2.6.3. Extension of Time: Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.

2.6.4. Payments: During the period of their inability to perform the Services as a result of an event of Force Majeure, the System Integrator shall be entitled to continue to be paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necessarily incurred by them during such period for the purposes of the Services and in reactivating the Service after the end of such period.

2.7. Event of Default

If the system integrator foresees a failure to meet the deliverables as per the submission timelines mentioned in Clause 7 of Section II, the same has to be notified by the SI at least 15 days prior for defaulting the same to the client. The client on their part may decide based on the reason given by SI to take appropriate recourse or levy penalty clause as mentioned in Clause 6.9 of Section IV.

2.8. Extension of Timelines

The timelines for milestones specified in the Volume I of RFP subject to Final Project Work Plan shall be extended if the Supplier is delayed or impeded in the performance of any of its obligations under the Contract by reason of any of the following:

any occurrence of Force Majeure as provided in GCC Clause 2.5 (Force Majeure);

default of the Purchaser; or any other matter specifically mentioned in the Contract

Except where otherwise specifically provided in the Contract, the Supplier shall submit to the Purchaser a notice of a claim for an extension of the time for submitting Deliverables, together with particulars of the event or circumstance justifying such extension as soon as reasonably practicable after the commencement of such event or circumstance. As soon as after receipt of such notice and supporting particulars of the claim, the Purchaser and the Supplier shall agree upon the period of such extension. In the event that the Supplier does not accept the Purchaser‘s estimate of time extension, the Supplier shall be entitled to refer the matter to the provisions for the Settlement of Disputes pursuant to GCC Clause 8.

In case, the supplier after giving due notice and information to the client about the occurrence of delay in any of the submission of deliverables as per the timelines mentioned in clause 7 of Section II has to ensure that the same (delayed time) is made up or covered in the next/subsequent deliverables after taking due approval from the client, so that the overall


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timelines of the project implementation are not affected adversely. The client at its own discretion may decide not to imply the penalty charges in this particular case.

The Supplier shall at all times use its reasonable efforts to minimize any delay in the performance of its obligations under the Contract.

In event of default of achieving the deliverables as per the timelines mentioned in the RFP and also in spite of the extension of timeline mentioned, there is a delay by the SI in submission of the deliverable affecting the overall Project timelines; the client has the right to terminate the contract as per the clause 2.6 of Section IV.

2.9. Termination

2.9.1. By the Client: The Client may terminate this Contract in case of the occurrence of any of the events specified in paragraphs (a) through (f) of this Clause GC .In such an occurrence the Client shall give a not less than thirty (30) days‟ written notice of termination to the System Integrator, and sixty (60) days‟ in the case of the event referred to in (e).

(a) If the System Integrator does not remedy a failure in the performance of their

obligations under the Contract, within thirty (30) days after being notified or within any further period as the Client may have subsequently approved in writing.

(b) If the System Integrator becomes insolvent or bankrupt. (c) If the System Integrator, in the judgment of the Client has engaged in corrupt or

fraudulent practices in competing for or in executing the Contract. (d) If, as the result of Force Majeure, the System Integrator are unable to perform a

material portion of the Services for a period of not less than sixty (60) days. (e) If the Client, in its sole discretion and for any reason whatsoever, decides to

terminate this Contract. (f) If the System Integrator fails to comply with any final decision reached as a result

of arbitration proceedings pursuant to Clause GC 8 hereof. (g) If the System Integrator does not remedy a failure in the performance of their

obligations under the contract for second time, within ten (10) days after being notified or within any further period as the client may have subsequently approved in writing. In case of any further failure of obligation, the client shall terminate the contract by giving notice of seven (7) days.

2.9.2. By the System Integrators: The System Integrators may terminate this Contract, by

not less than thirty (30) days‟ written notice to the Client, such notice to be given after the occurrence of any of the events specified in paragraphs (a) through (c) of this Clause GC 2.6.2:

(a) If the Client fails to pay any money due to the System Integrator pursuant to this

Contract and not subject to dispute pursuant to Clause GC 7 hereof within forty-five (45) days after receiving written notice from the System Integrator that such payment is overdue.

(b) If, as the result of Force Majeure, the System Integrator is unable to perform a

material portion of the Services for a period of not less than sixty (60) days.

(c) If the Client fails to comply with any final decision reached as a result of arbitration pursuant to Clause GC 8 hereof.

2.9.3. Payment Upon Termination:

Upon termination of this Contract pursuant to Clauses GC 2.6.1 or GC 2.6.2, the Client shall make the following payments to the System Integrator:


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(a) Payment pursuant to Clause GC 6 for Services satisfactorily performed prior to the effective date of termination as per the payment milestones of this contract;

(b) Except in the case of termination pursuant to paragraphs (a) through (c), and (f) of Clause GC 2.6.1, reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract, including the cost of the return travel of the Personnel and their eligible dependents.

2.9.4. Risk Purchase clause:

In case, the bidder has failed to perform any part of the assignment & committed default in regard to the contract, then IIFCL shall have right to appoint any outside agency to get the work done and the cost of such agency shall be borne by the bidder, which shall not be more than the Contract Value of the project. This clause may be invoked during the project implementation and maintenance period with effect from the date of signing of the contract. Default: Means non-performance / no response w.r.t the assigned task within 30 days of receipt of written query / reminder from IIFCL sent through e-mail / fax / letter.

2.9.5. Limited Liability Clause: Notwithstanding the basis of liability, included but not limited to negligence,

misrepresentation, breach of any kind, or any other claims in contract, tort, or otherwise except the default of IIFCL, the bidder's total aggregate liability is limited to the Contract Value;

2.10. Withdrawal of Termination Notice

Notwithstanding anything inconsistent contained in this contract, if the party who has been served with the Termination notice cures the Event of Default clause to the satisfaction of the other party at any time before the termination occurs, the termination notice shall be withdrawn by the party which had issued the same.

Provided that the party in breach shall compensate the other party for any direct costs/consequences occasioned by the Event of Default which caused the issue of Termination Notice.

3 Obligations of the System Integrator

3.1. General

3.1.1.Standard of Performance: The System Integrator shall perform the Services and carry out their obligations hereunder with all due diligence, efficiency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate technology and safe and effective equipment, machinery, materials and methods. The System Integrator shall always act, in respect of any matter relating to this Contract or to the Services, as faithful advisers to the Client, and shall at all times support and safeguard the Client‘s legitimate interests in any dealings with Sub-System Integrators or third Parties.

3.1.2. Subsequent sub-letting / offloading of full or part of the work and supply of third-party

software, unless otherwise specified in the Contract or with due permission by the

Purchaser will not be allowed.


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3.2. Conflict of Interests

The System Integrator shall hold the Client‘s interests paramount, without any consideration for future work, and strictly avoid conflict with other assignments or their own corporate interests.

3.2.1. System Integrators not to benefit: The payment of the System Integrator pursuant

to Clause GC 6 shall constitute System Integrator‘s only payment in connection with this Contract or the services, and the System Integrator shall not accept for their own benefit any trade commission, discount, or similar payment in connection with activities pursuant to this Contract or to the Services or in the discharge of their obligations under the Contract, and the System Integrator shall use their best efforts to ensure that the Personnel, any Sub-System Integrators, and agents etc. of either of them similarly shall not receive any such additional payment.

3.2.2 System Integrator and Affiliates not to be otherwise Interested in Project: The

System Integrator agrees that, during the term of this Contract and after its termination, the System Integrator and any entity affiliated with the System Integrator, as well as any Sub-System Integrators and any entity affiliated with such Sub-System Integrators, shall be disqualified from providing goods, works or services resulting from or directly related to the System Integrator‘s Services for the preparation or implementation of the project.

3.2.3 Prohibition of conflicting activities: The System Integrator shall not engage, and

shall cause their Personnel as well as their Sub-System Integrators and their Personnel not to engage, either directly or indirectly, in any business or professional activities which would conflict with the activities assigned to them under this Contract.

3.3. Confidentiality

Except with the prior written consent of the Client, the System Integrator and the Personnel shall not at any time communicate to any person or entity any confidential information acquired in the course of the Services, nor shall the System Integrator and the Personnel make public the recommendations formulated in the course of, or as a result of, the Services.

3.4. Insurance to the System Integrator

The System Integrator shall take out and maintain, and shall cause any Sub- be Taken Out System Integrators to take out and maintain, at their (or the Sub-System Integrators‟, as by the case may be) own cost but on terms and conditions approved by the System Integrator, Client, insurance against the risks, and for the coverage, as shall be specified in the SC; and (b) at the Client‘s request, shall provide evidence to the Client showing that such insurance has been taken out and maintained and that the current premiums have been paid.

3.5. System Integrator’s Actions Requiring Client’s Prior Approval

The System Integrator shall obtain the Client‘s prior approval in writing before taking any of the following actions:

a) Entering into a subcontract for the performance of any part of the Services, b) Appointing such members of the Personnel not listed by name, and c) Any other action that may be specified in the SC.


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3.6. Reporting Obligations

(a) The System Integrator shall submit to the Client the reports and Obligations documents specified in Appendix B hereto, in the form, in the numbers and within the time periods set forth in the said Appendix.

(b) Final reports shall be delivered in CD ROM in addition to the hard copies specified in said

Appendix.

3.7. Documents Prepared by the System Integrator to be the Property of the Client

(a) All plans, drawings, specifications, designs, reports, other documents and software submitted by the System Integrator under this Contract shall become and remain the property of the Client, and the System Integrator shall, not later than upon termination or expiration of this Contract, deliver all such documents to the Client, together with a detailed inventory thereof.

(b) The System Integrator may retain a copy of such documents and software. Restrictions

about the future use of these documents, if any, shall be specified in the SC.

3.8. Accounting, Inspection and Auditing

The System Integrator shall permit the Client and/or persons appointed by the Inspection and Client to inspect its accounts and records as well as those of its Sub-Auditing System Integrators relating to the performance of the Contract, and to have such accounts and records audited by auditors appointed by the Client if required by the Client. The System Integrator‘s attention is drawn to Clause 1.9.1 which provides, inter alia, that acts intended to materially impede the exercise of the Client‘s inspection and audit rights provided for under Clause 3.8 constitute a prohibited practice subject to contract termination (as well as to a determination of ineligibility under the System Integrator Guidelines).

The scope of the assignment of IIFCL Auditor to audit shall exclude the confidential information in nature of the following:

(i) Bidder‘s internal costing models, profit margins or overheads

(ii) Any confidential information relating to the Bidder‘s employees, or

(iii) Minutes of its internal Board or Board committee meetings including internal audit, or

(iv) Such other information of commercial-in-confidence nature which are not relevant to the Services.

4. System Integrator’s Personnel

4.1. Description of Personnel

The System Integrator shall employ and provide such qualified and experienced Personnel and Sub-System Integrators as are required to carry out the Services. The titles, agreed job descriptions, minimum qualifications, and estimated periods of engagement in the carrying out of the Services of the System Integrator‘s Key Personnel are described below:


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4.1.1. Team Profile

The Bidder should deploy onsite team of resources specialized & experienced in Implementations of offered ERP product to ensure successful and timely completion of the project with the specified experience and skill set as defined in SC.

4.1.2 Minimum Resource Deployment

The bidder shall deploy full time, onsite human resources across the functional and technical areas, as specified in the SC, for the mentioned phases of the project. At no point in time, the SI‘s number of resources shall fall below the minimum numbers as specified in the SC, apart from their concurrent availability at all times.

4.2. Removal and/or Replacement of Personnel

(a) Except as the Client may otherwise agree, no changes shall be made in the Key Personnel. If, for any reason beyond the reasonable control of the System Integrator, such as retirement, death, of Personnel medical incapacity, among others, it becomes necessary to replace any of the Key Personnel, the System Integrator shall provide as a replacement a person of equivalent or better qualifications.

(b) If the Client finds that any of the Personnel have (i) committed serious misconduct or have been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied with the performance of any of the Personnel, then the System Integrator shall, at the Client‘s written request specifying the grounds thereof, provide as a replacement a person with qualifications and experience acceptable to the Client.

(c) The System Integrator shall have no claim for additional costs arising out of or incidental to any removal and/or replacement of Personnel.

5. Obligations of the Client

5.1. Assistance and Exemptions

The Client shall use its best efforts to ensure that the Government shall provide the System Integrator such assistance and exemptions as specified in the SC.

5.2. Change in the Applicable related to cost

If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties which increases or decreases the cost incurred by the System Integrator in performing the Services, then the remuneration and reimbursable expenses otherwise payable to the System Integrator under this Contract shall be increased or decreased accordingly by agreement between the Parties, and corresponding adjustments shall be made to the amounts referred to in Clauses GC 6.2 (a)or (b), as the case may be.

5.3. Services

The Client shall make available free of charge to the System Integrator the Services and Facilities listed under Appendix E.


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6. Payments to the System Integrator

6.1. COTS Product Based Development /Customization

This includes the payment for COTS product based Development/customization (including preparation of SRS, Solution Design document, documentation, etc.) and Deployment (including UAT, Change Management, etc.) of Application Software and Services. This also includes the payment for any COTS licenses, if any that Suppliers proposes to procure for the implementation of the system. The Terms of Payment Schedule for this category is provided in SC:

6.2. Procurement and Deployment

The payment milestones for procurement and deployment of hardware and system software are as described in SC. In case where the purchaser decides to opt for technology upgrade/refresh, no payment for O&M shall be made to the Supplier for the replaced components of hardware replaced under technology refresh/ upgrade. Accordingly only proportionate and attributable O&M charges for other hardware shall be paid. Components procured as part of the Technology refresh/upgrade should have 5 year warranty with provision for upgradation to meet SLA during the tenure of the project.

6.3. Operation and Maintenance

The Operation and Maintenance Support cost shall include the costs for maintenance of hardware, software, license fee etc. The payment of this cost is linked on the SLA achievement.

Quarterly entitlement of the Supplier shall be calculated for the services provided during the

quarter based upon the performance against SLAs agreed in the Contract. Supplier has to

submit ―Daily, Weekly, Monthly & Quarterly SLA report‖.

Payment of the Maintenance charges shall be made by the Purchaser to the Supplier against

quarterly invoice, as provided in SC.

6.4. Contract Price

The price payable in local currency is set forth in the SC.

6.5. Payment for Additional services

For the purpose of determining the remuneration due for additional services as may be agreed under Clause 2.4, a breakdown of the lump-Services sum price is provided in Appendices D.

6.6. Terms and Conditions of Payment

Payments will be made to the account of the System Integrator and according to the payment schedule stated in the SC. Unless otherwise stated in the SC, the first payment shall be made against the provision by the System Integrator of an advance payment guarantee for the same amount, and shall be valid for the period stated in the SC. Such guarantee shall be in the form set forth in Section V Form 8 hereto, or in such other form, as the Client shall have approved in writing. Any other payment shall be made after the conditions listed in the SC for such payment have been met, and the System Integrator has submitted an invoice to the Client specifying the


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amount due.

6.7. Interest on Delayed Payments

Not applicable

6.8. Performance Bank Guarantee

The System Integrator will submit a Performance Bank guarantee of 10% of the total cost of the project. The Performance Bank Guarantee will be valid upto 73 months and renewable thereafter.

6.9 Applicable SLA for ERP Application and related penalty

Availability of the ERP Application uptime:

If the availability of the ERP application falls below the specified 99.99 % calculated on monthly basis, Penalty as detailed below shall be imposed on the monthly payment of Pro-rata service charges for the month:

Availability calculated on monthly basis (%)

Penalty applicable on total Monthly Payment (%)

>= 99.99 0

99.98 to 99.51 3

99.50 to 99.01 6

99.00 to 98.51 9

98.50 to 98.01 12

98.00 to 97.01 15

97.00 to 96.00 20

< 96 25

Maximum SLA penalties would be capped at 25% of the applicable fees for that month.

7. Good Faith

The Parties undertake to act in good faith with respect to each other‘s rights under this Contract and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.

8. Settlement of Disputes

Amicable Settlement: The Parties agree that the avoidance or early resolution of disputes is crucial for a smooth execution of the Contract and the success of the assignment. The Parties shall use their best


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efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation.

Dispute Resolution: Any dispute between the Parties as to matters arising pursuant to this Contract that cannot be settled amicably within thirty (30) days after receipt by one Party of the other Party‘s request for such amicable settlement may be submitted by either Party for settlement in accordance with the provisions specified in the SC.

9. Licenses

The owner has identified the indicative type of users & numbers and their system usage profiles of ERP users as follows:

Transaction Users: A Transaction user has the profile of a data entry user & batch

processing user and including full functionality of Medium Users.

Medium Users: For Reporting/querying and Workflow/Approvals having role based

access through portal. Reports viewing / querying should be cutting across

Functions/Modules, add-on modules and Third party software.

Business Partners: For access to Business Partners such as Vendors, Customers,

etc. for input/output of information through web-based, mobile Portals

The licenses should in no way restrict the users of the department in terms of

view/write/modify rights. All Licenses quoted should provide the complete rights to all

the users of the department.

For any system, sub-system or product as part of IIFCL ERP solution shall be

perpetual in nature.

Licenses for the COTS products should comply with the following:

Ensure data security and data integrity.

Support delegated administration or creation of local administrators for user

management.

Should work on a browser client without installing any software on the client.

Should provide for a drag and drop GUI based tool for configuring and customizing

workflows.

Should in no way restrict the users in terms of view/write/modify rights. All Licenses

quoted should provide the complete rights to all the users.

10. Service Level Agreement

10.1 General Conditions of SLA

The System Integrator should ensure ERP application accessibility meeting SLA of

99.99% measured on a monthly basis should be maintained (which includes, but not

limited to, all components like internet link, network, firewall, switches, Database,

Operating system, System Upgrades, ERP application etc.)


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Planned outages should be done twice in a year, with prior notice to IIFCL

(atleast 2 working days), not coinciding with working hours of IIFCL (09:00 to 23:59

Hours) and its subsidiaries and should not coincide with the annual financial closing

period (March – April)

Schedule for planned outages of hosting environment should be provided to IIFCL at

the starting of each Financial Year/ Calendar Year.

In case of emergency outages, prior notice should be given atleast 1 working day

before

Scheduled & Emergency downtime will not be considered as a part of SLA.

Any reported breach of SLA will result in implication of penal charges in line with

clause 6.9 of GC.

10.1.1. SLA Supervision

Purchaser will review the performance of the Supplier against the SLA at any given time or duration. The supervision report about the performance of any Services pursuant to this SLA by the Supplier or any other agency as appointed by Purchaser shall form the basis for imposing Damages/ penalties for breach of contract. The results of said review will be shared by Purchaser with the Supplier. Purchaser reserves the right to appoint a third party auditor/ agency to validate the Deliverables under this SLA. Based on the instructions of the Purchaser, the findings of the third party auditor/ agency shall be accepted and addressed by the Supplier with the consultation of the Purchaser.

10.2 Reporting Procedures

The Supplier‘s representative will prepare and distribute SLA performance reports in the format prescribed by Purchaser in consultation with the Supplier by the first working day of every month for the entire term (including renewal, if any, thereof) of the contract. These reports shall include ―actual versus target‖ SLA performance, a variance analysis, discussion of appropriate issues or significant events, Root cause analysis document, future prevention plan document etc.. Supplier will design the SLA reporting formats (daily, weekly, monthly and quarterly) and get sign off on these formats from the Purchaser. The SLA report should be generated through a tool and there should not be any manual intervention. Any breach should be informed via mail to IIFCL with root cause analysis and future prevention plan.

10.3 Issue Management Procedures

10.3. 1 General

The issue management process for resolution of any issues arising under this SLA during the entire term (including renewal, if any, thereof) of the Contract shall be as set forth. It is expected that this pre-defined process will only be used on an exception basis if issues are not resolved at lower management levels. All damages mentioned in this SLA are independent of each other and will have cumulative effect.

10.3.2 Issue Management Process

The issue management process under this SLA, briefly stated, would be as under: Either the Supplier or Purchaser may document any issue(s) which arises/ noticed at

any time during the performance of this SLA (the ―Issue(s)‖) and communicate the

same to the other Party hereto within 7 days of it arising;


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A meeting will be conducted between the Parties and the issue resolution

authority to resolve the Issue(s) in a timely manner. The documented Issue(s) will be

distributed to the participants at least 24 hours prior to the discussion if the

Issue(s) is not of an emergent nature requiring immediate attention;

The selected issue resolution authority will resolve the Issue(s) and communicate the

same to the Parties; and

In the event any significant business Issue(s) is still unresolved, either Party may

have recourse to the Dispute Resolution Procedure set forth in GC Clause 8 of the

Contract.

10.4 Management Escalation Procedures

The escalation matrix will be decided mutually by both parties.

The purpose of this escalation process is to provide a quick and orderly method of

notifying both parties that an issue is not being successfully resolved at the

lowest possible management level. Implementation of this procedure will ensure that

Purchaser and Supplier are communicating at the appropriate levels. It is agreed

that escalation should take place on an exception basis and only if successful Issue

resolution cannot be achieved in a reasonable time frame. Also proper escalation

matrix needs to be shared with the purchaser.

If both the parties, i.e. purchaser and supplier are unable to resolve an issue

amicably, the Issue would be escalated to the Project Steering Committee and further

to Empowered Committee with options/ risks detailed for decision. The Purchaser will

make decisions based on the options/ risks presented by the Project Steering

Committee and Empowered Committee.

This SLA is supplemental to and not in derogation of the Contract and shall be construed accordingly and in the event of any conflict between provisions of this SLA and the Contract, the provisions of this SLA will prevail only with respect to the Services pursuant to SLA and save and except as aforesaid the provisions of the Contract will prevail.

10.5 Hosting & Managed Services along with Procurement & Deployment

The Hosting & Managed Services along with Procurement & Deployment Phase shall

commence from the Effective date of sign of contract and certified in accordance with

the terms of this Contract and shall run for the period specified by the Supplier in its

proposal, unless terminated as provided herein.

Any breach of this SLA shall be deemed to be a breach of the Contract and

accordingly may result in liquated damages/ penalty or termination of this Contract.

Require the Supplier to reply to the Notice by return email / post / fax within 24 hours

of the issue thereof but in no event later than 7 days of the date of issue thereof by

Purchaser to the Supplier, setting out in detail the reasons therefore, and

o If (A) the Supplier fails to reply to the above referred Notice within the

period set forth or (B) the Purchaser is not satisfied with the reply of the

Supplier to the Notice, then Purchaser may in its sole and absolute

discretion terminate the Contract and all SLA‘s (including this SLA) and to

have the breach remedied / rectified at the risk and cost of the Supplier.

The delay or default by the Supplier in meeting its obligations under its SLA if solely

due to


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o Delay of Purchaser in execution and/or approval, if any required,

from Purchaser, and/or

o Occurrence of a Force Majeure Event

shall not be deemed to be a breach of this SLA by the Supplier provided the Supplier

had advised Purchaser in writing, immediately upon occurrence of any such delay by

Purchaser and/or occurrence of a Force Majeure Event and before the issue of notice

to that effect, the consequences of any such delay on the part of Purchaser and/or

occurrence of a Force Majeure Event.

The Purchaser‘s right of termination set forth in this SLA is in addition to and not in

derogation of the right of termination which Purchaser has under the Contract as per

GC Clause 2.6.

10.6 Operation & Maintenance (O&M) Phase

The O&M Phase shall commence from the date of Go Live; and certified in

accordance with the terms of this Contract and shall run for a period of five years

post go live unless terminated as provided herein.

The Supplier‘s representative will prepare and distribute SLA performance reports in

the format prescribed by Purchaser in consultation with the Supplier by the first of

every month for the entire month. These reports will include ―actual versus target‖

SLA performance, a variance analysis and discussion of appropriate issues or

significant events.

Monthly entitlement of the Supplier will be calculated for the services provided during

the month based upon the performance against SLAs agreed in the Contract

Agreement. Entitlements for the month will be made in consultation and agreement

with the Purchaser.

Quarterly Entitlement will be the sum total of the monthly entitlements for that quarter.

Payment of the Operation and Maintenance Services will be made by the Purchaser

as per the clause 6.3 of the SC.

11. Exit Management

11.1 Purpose

This clause sets out the provisions, which will apply on expiry or termination of this

Contract Agreement.

In the case of termination of the Contract the Parties shall agree at that time whether,

and if so during what period, the provisions of Exit Management Clause shall apply.

The Parties shall ensure that their respective associated entities (which, in any

manner, are involved, in execution of the Project) carry out their respective

obligations set out in Exit Management Clause.

11.2 Transfer of Project Assets

The Purchaser shall be entitled to serve notice in writing on the Supplier at any time

during the exit management period as detailed hereinabove requiring the Supplier

and/or its sub-contractors to provide the Purchaser with a complete and up to date

list of the Project Assets within 30 days of such notice. The Purchaser shall then be


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entitled to serve notice in writing on the Supplier at any time prior to the date

that is 180 days prior to the end of the exit management period requiring the Supplier

to transfer/handover of the Project Assets to the Purchaser or at its nominated

agencies, as appointed by it.

Upon service of a notice the following provisions shall apply:

o Until last date of the exit management period, all risks shall lie with the

Supplier for loss of or damage to the whole of part of any Project Asset. All

risk in the Project Assets to be transferred to the Purchaser shall be

transferred to the Purchaser, on the last day of the exit management

period.

11.3 Cooperation and Provision of Information

During the exit management period:

o The Supplier will allow the Purchaser and/or its nominated agencies

access to information reasonably required to define the then current mode

of operation associated with the provision of the services to enable the

Purchaser to assess the existing services being delivered;

o On request by the Purchaser, the Supplier shall promptly provide access to

and copies of all information held or controlled by them which they have

prepared or maintained in accordance with this Contract (whether provided

by the Supplier or sub-contractors appointed by the Supplier). The

Purchaser shall be entitled to copy all such information. Such information

shall include details pertaining to the services rendered, performance data,

etc. The Supplier shall permit the Purchaser and/or its nominated agencies

to have reasonable access to its employees and facilities as reasonably

required by the Purchaser to understand the methods of delivery of the

services employed by the Supplier and to assist appropriate knowledge

transfer.

11.4 Confidential Information, Security and Data

On the commencement of the exit management period, the Supplier will promptly

supply to the Purchaser the following:

o Information relating to the current services rendered performance data

relating to the performance of sub-contractors, if any, in relation to the

services;

o Documentation relating to Project‘s Intellectual Property Rights;

o Project data and confidential information;

o Documentation relating to sub-contractors;

o All current and updated Project data as is reasonably required for purposes

of Project;

o All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable the

Purchaser or its nominated agencies, to carry out due diligence in order to

transition the provision of the Services to the Purchaser or its nominated

agencies.


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Before the expiry of the exit management period, the Supplier shall deliver to

the Purchaser all new or up-dated materials and shall not retain any copies thereof,

except that the Supplier shall be permitted to retain one copy of such materials for

archival purposes only.

Before the expiry of the exit management period, unless otherwise provided under

this Contract Agreement, the Purchaser shall deliver to the Supplier all forms of

Supplier confidential information, which is in the possession or control of the

Purchaser or its users.

11.5 Transfer of Certain Agreements

On request by the Purchaser, the Supplier shall effect such assignments, transfers,

licenses and sub-licenses as the Purchaser may require in favour of the Purchaser,

or its nominated agencies in relation to any equipment lease, maintenance or service

provision agreement between Supplier and third party lessors, vendors, and which

are related to the services and reasonably necessary for the carrying out of

replacement services by the Purchaser or its nominated agencies.

11.6 Rights of Access to Premises

At any time during the exit management period, where Project Assets are located at

the Supplier's premises, the Supplier will be obliged to give reasonable rights of

access to (or, in the case of Project Assets located on a third party's

premises/Managed services location, procure reasonable rights of access to) the

Purchaser, and/or its nominated agencies in order to make an inventory of the Project

Assets.

The Supplier shall also give the Purchaser or its nominated agencies right of

reasonable access to the Supplier's premises and shall procure the Purchaser or its

nominated agencies rights of access to relevant third party premises during the exit

management period and for such period of time following termination or expiry of this

Contract as is reasonably necessary to migrate the services to the Purchaser or its

nominated agencies.

11.7 Capacity Building

The Supplier shall design a comprehensive team/organization structure for the

Purchaser to manage the system.

The Supplier shall carry out an analysis of the skill set requirement for the Purchaser

to manage system and carry out the training & knowledge transfer required to

manage system.

11.8 Project Documents and other artifacts & Standard Operating Procedures

The Supplier shall complete updating of all the project documents including Standard

Operating Procedures and other artifacts and handover the same to Purchaser

before transition.

11.9 General Obligations of the Supplier

The Supplier shall provide all such information as may reasonably be necessary to

effect as seamless a handover as practicable in the circumstances to the Purchaser


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or its nominated agencies and which the Supplier has in its possession or

control at any time during the exit management period.

The Supplier shall commit adequate resources to comply with its obligations under

the GC Clauses on Exit Management.

11.10 Exit Management Plan

The Supplier shall provide the Purchaser with a recommended exit management plan

("Exit Management Plan") which shall deal with at least the following aspects of exit

management in relation to this Contract as a whole.

o A detailed program of the transfer process including details of the means to

be used to ensure continuing provision of the services throughout the

transfer process and till the time the proper arrangements are made by the

Purchaser for provision of services to the stakeholders

o (if applicable) plans for the communication with such of the Supplier's

subcontractors, staff, suppliers, customers and any related third party as

are necessary to avoid any material detrimental impact on Project‘s

operations as a result of undertaking the transfer;

o (if applicable) proposed arrangements for the segregation of the Supplier's

networks from the networks employed by the Purchaser and identification

of specific security tasks necessary at termination;

o Plans for provision of contingent support to the Purchaser and/or its

nominated agencies for a reasonable period after transfer.

The Supplier shall re-draft/ update the Exit Management Plan annually thereafter to

ensure that it is kept relevant and up to date.

Each Exit Management Plan shall be presented by the Supplier to and approved by

the Purchaser or its nominated agencies.

In the event of termination or expiry of this Contract, each Party shall comply with the

Exit Management Plan.

During the exit management period, the Supplier shall use its best efforts to deliver

the services.

Payments during the Exit Management period shall be made in accordance with the

clause 6.3 of SC.


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III. Special Conditions of Contract

Number of GC Clause

Amendments of, and Supplements to, Clauses in the General Conditions of Contract

1.1 (a) India

1.3

English

1.4

The addresses are:

Client:

India Infrastructure Finance Company Limited

8th Floor, Hindustan Times House, 18 & 20, Kasturba Gandhi Marg, New Delhi – 110 001

Tel: +91-11-23730269, 23730270

Fax: +91 -11-23736355

System Integrator :

1.6 Not applicable

1.7

The Authorized Representatives are:

For the Client: Chief General Manager – I.T, IIFCL

For the System Integrator:

1.8 1.8.1 1.8.2

For domestic resources who are permanent residents in India

The system integrator shall pay the taxes, duties; fees, levies and other impositions levied

under the existing, amended or enacted laws during life of this contract and the client

shall perform such duties in regard to the deduction of such tax as may be lawfully imposed.

For foreign system integrators

The Client warrants that the Client shall reimburse the system integrator for any indirect taxes, duties, fees, levies and other impositions imposed, under the Applicable Law, on the Consultant in respect of: (a) any payments whatsoever made by the client directly to the system integrator (other


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1.8.3

than nationals or permanent residents of the Client‘s country), in connection with the carrying out of the Services; (b) any equipment, materials and supplies brought into the Government‘s country by the system integrator for the purpose of carrying out the Services and which, after having been brought into such territories, will be subsequently withdrawn there from by them;

(c) any equipment imported for the purpose of carrying out the Services and paid for out of funds provided by the Client and which is treated as property of the Client; (d) any property brought into the Government‘s country by the system integrator, (other than nationals or permanent residents of the Client‘s country), or the eligible dependents of such Personnel for their personal use and which will subsequently be withdrawn there from by them upon their respective departure from the Government‘s country, provided that:

(1) The Consultant and their eligible dependents, shall follow the usual customs procedures of the Government‘s country in importing property into the Government‘s country; and

(2) If the system integrator or their eligible dependents, do not withdraw but dispose of

any property in the Government‘s country upon which customs duties and taxes have been exempted, the system integrator, as the case may be, (i) shall bear such customs duties and taxes in conformity with the regulations of the Client‘s country, or (ii) shall reimburse them to the Client if they were paid by the Client at the time the property in question was brought into the Government‘s country.

(a) The client shall reimburse Service Tax payable in India as per Applicable Law. The system integrator shall register itself for service tax with appropriate authority in India & shall provide the registration Number to the client.

(b) Tax will be deducted at source as per the prevailing Income Tax Rules.


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2.1 The Effective Date is the date of signing the contract.

2.2

The date for the commencement of Services is within One week after signing the

contract.

2.3 The time period shall be till completion of the Project

3.4

The risks and the coverage shall be as follows:

(a) Professional liability insurance, with a minimum coverage of :Rs. XXXXXX

(b) Employer‘s liability and workers‟ compensation insurance in respect of the Personnel of

the system integrator, in accordance with the relevant provisions of the Applicable Law,

as well as, with respect to such Personnel, any such life, health, accident, travel or other

insurance as may be appropriate;

3.7 (b)

The system integrator shall not use these documents and software for purposes unrelated to

this Contract without the prior written approval of the Client.

4.1.1

(a) Program Manager / Project Manager: Project Manager with minimum 10 years of ERP

implementation work Experience Should have done minimum 1 Implementations with at least 1 as a Project Manager (b) Organization Change Manager: Minimum 8 years of professional experience including

experience of conducting change management workshops, developing change management

strategy. The person should have led the change management track in at least 2 ERP

implementation lifecycles. (c) Training Manager: Minimum 8 years of experience in Learning & Development domain across Information Technology. His/ Her experience should include leading training function for offered ERP Product Software implementation and support projects, implementing effective training frameworks and processes at CMM level 5 and also as an internal trainer for various programming languages and soft skills. Should have extensive experience in talent management which includes requirement gathering, understanding skill levels for various resources, identifying the right resources and filling knowledge gaps by organizing targeted trainings. (d) Functional Leads: Functional Lead with minimum 10 years of ERP implementation work Experience and should have done minimum 1 Implementations with at least 1 as a Functional Lead. (e) Technical Leads: Technical Lead with minimum 6 years of ERP implementation work

Experience and Should have done minimum 1 Implementations with at least 1 as a Technical

Lead.

(f) IT Infrastructure Expert: Minimum 6 years of experience and professional experience &

Skills in Hardware Sizing / Network Sizing/ Infrastructure Advisory Services in any / Public

Sector/ Govt. undertakings / reputed Pvt. Organizations in India. Must have handled

minimum of 2 IT/ERP projects involving Hardware Sizing / Network Sizing/ Infrastructure

Advisory Services.


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4.1.2

Resource Profile Minimum Resources Required (number)

Remarks

Program Manager: From planning to end of sustenance support of ERP implementation

1 Person For Program Management

Functional Leads: From Planning till end of Realization Phase.

1 Person for each of the functional modules

For Business process standardization and harmonization

Technical Lead: From planning to end of sustenance support of ERP implementation

1 Person

Organization Change Manager: From planning to end of sustenance support of ERP implementation

1 Person

Training Manager: From planning to end of sustenance support of ERP implementation

1 Person

I.T Infrastructure Expert: From planning to end of sustenance support of ERP implementation.

1 Person For IT infrastructure assessment, review, procurement, installation and commissioning.

5.1 Not applicable

6.1

Sl.

no Description of Task Task Payment Milestone

I Implementation, Configuration, Customization, Integration, Training and Stabilization

Support Service Costs

A1

Kick off, finalization and

submission of project plan,

project charter and all the

deliverables to be submitted as

part of Project Preparation

phase in line with Clause

8(Project Phase and

Deliverables) of Section II Scope

of Work.

10% of price as per

Sl. No. 1 of the

Price Schedule

(Form 7)

Upon completion of all

deliverables up to Project

Preparation Phase and

acceptance by IIFCL. Also

Signing of Contract Agreement,

Submission of Contract

performance Guarantee &

acceptance by IIFCL should be

completed. Contractor’s detailed

invoice in this respect.

A2

Finalization and acceptance of

SRS, FRS, TRS and of all the


part of Business Blueprinting

phase in line with Clause 8

(Project Phase and Deliverables)

of Section II Scope of Work

15% of price as per

Sl. No. 1 of the

Price Schedule

(Form 7)


deliverables up to Business

Blueprinting Phase and

acceptance by IIFCL

Contractor’s detailed invoice in

this respect.


Page 84 of 114

A3

Testing the IIFCL-ERP software.

(b) 20% of Price as

per Sl. No. 1 of the

Price Schedule

(Form 7)


deliverables up to and including

Successful Completion of all

Unit Testing, Integration Testing

& User Acceptance Test (UAT)

of all of IIFCL-ERP S/w and

Acceptance by Quality Review

Group: Upon submission and

acceptance of all IT

infrastructure/hardware related


part of Realization phase in line

with Clause 8 (Project Phase

and Deliverables) of Section II

Scope of Work of IIFCL-ERP

S/w and Acceptance by Quality

Review Group and IIFCL.


this respect.

A4 User Training & Migration.

15% of Price as per

Sl. No. 1 of the

Price Schedule

(Form 7).

Upon Completion of all End

User & Technical trainings and

on supply of all training scripts,

training documents, manuals:

Upon finalization and

acceptance of migration

templates, cutover requirement

by IIFCL Contractor’s detailed


A5 Completion of Go-live Phase.

20% of Price as per

Sl. No. 1 of the

Price Schedule

(Form 7).

On successful completion of

Go-Live Acceptance Test and

Issue of Go-Live Acceptance

certificate and submission and

acceptance of all the


part of Final Preparation and

go live phase in line with Clause

8 (Project Phase and

Deliverables) of Section II

Scope of Work from IIFCL.


this respect.

A6 Stabilization Acceptance*

20% of Price as per

Sl. No. 1 of the

Price Schedule

(Form 7).

On successful completion of

Stabilization Acceptance Test,

Issue of Stabilization

Acceptance Certificate and

submission and acceptance of all

the deliverables to be submitted

as part of Training, Operations

& Maintenance Support phase

in line with Clause 8 (Project


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Phase and Deliverables) of

Section II Scope of Work from

IIFCL. Contractor’s detailed


Table 8 – Payment Schedule for ERP Implementation

6.2

Sl.

No Description of Task Task Payment Milestone

B1

Supply of Hardware (3

Yr Warranty), Software

(1 Year Warranty/AMC

Included) Cost

10% of

(3(b) (i) + 3(b) (iii))

of the Price Schedule

(Form 7).

Upon completion of all deliverables up

to Project Preparation Phase and

acceptance by IIFCL. Also Signing of

Contract Agreement, Submission of

Contract performance Guarantee &

acceptance by IIFCL should be

completed. Contractor’s detailed invoice

in this respect.

50% of

(3(b) (i) + 3(b) (iii))


(Form 7).

On Delivery of the Hardware / System

Software

40% of

(3(b) (i) + 3(b) (iii))


(Form 7).

On Successful Installation at the

Purchaser’s site (i.e. on acceptance) of

ICT infrastructure Installation &

Commissioning Report in the form of

installation certificate by the Purchaser)

6.3

S.

N Description of Task Task Payment Milestone

1 Post Implementation support

for five (5) years after

completion of post go-live

stabilization period of three

(3) months.

5% of OM as per Sl. No. 2 of

the Price Schedule (Form 7)

payable to be released at the

end of each quarter

(i.e. 20% per annum).

Payable after

Evaluation of SLA's

Submission of SLA

Report for Operations

and Maintenance

Activities carried out

during the quarter.

Submission of Annual

Certification stating all

patches/ upgrades/

service releases have

been properly installed

Submission of Annual

Asset Information

Register

Submission of Project


Page 86 of 114

Exit Management Plan

(to be updated annually

by the Purchaser)

Updation of the Project

Documentation

Submission of annual

acceptance upon issue of

Final Annual Acceptance

Certificate from IIFCL

each year.

2 ATS Cost for COTS Solution

from 2nd

to 5th

year

25% of OM as per Sl. No.

3(a) (ii) of the Price

Schedule (Form 7) after

submission of Invoices by SI

Payable in advance on

submission of documentary

proof that AMC has been

paid to OEM

3 AMC of ICT infrastructure/

hardware (servers etc.) for 4th

& 5th

year.

12.5% of OM as per Sl. No.

3(b) (i) of the Price Schedule

(Form 7) payable to be

released at the end of each

quarter. (I.e. 50% per

annum).

4 AMC of ICT infrastructure/

software (OS etc.) for 4 years.

6.25% of OM as per Sl. No.

3(b) (ii) of the Price

Schedule (Form 7) payable

to be released at the end of

each quarter. (I.e. 25% per

annum).

5 Hosting Charges for 5 Years

(Refer Table A2)

5% of OM as per Sl. No. 3(c)

of the Price Schedule (Form

7) payable to be released at

the end of each quarter.

(i.e. 20% per annum).

All payments to be made on submission of invoices after submission of relevant documentary

proofs pertaining to licenses to IIFCL.

Table 10 – Payment Schedule for Operation & Maintenance

6.4 (b) The amount payable in local currency is Rs. XXXXXXXX

6.7 The interest rate is: 8% for local currency.

8.2

Disputes shall be settled by arbitration in accordance with the following provisions: Dispute Settlement (i) Any dispute, controversy, or claim arising out of or relating to this contract, or the breach, termination or invalidity thereof shall be settled by arbitration in accordance with following provisions; (ii) Each dispute submitted by a Party to arbitration shall be heard by a sole arbitrator or an arbitration panel composed of three arbitrators, in accordance with the following provisions:

(a) Where the Parties agree that the dispute concerns a technical matter, they may agree to appoint a sole arbitrator or, failing agreement on the identity of such sole arbitrator within thirty (30) days after receipt by the other Party of the

proposal of a name for such an appointment by the Party who initiated the proceedings, either Party may apply to the President, Institution of Engineers


Page 87 of 114

India, New Delhi, for a list of not fewer than five nominees and, on receipt of such list, the Parties shall alternately strike names therefrom, and the last remaining nominee on the list shall be the sole arbitrator for the matter in dispute. If the last remaining nominee has not been determined in this manner within sixty (60) days of the date of the list, the President, Institution of Engineers India, New Delhi, shall appoint, upon the request of either Party and from such list or otherwise, a sole arbitrator for the matter in dispute.

(b) Where the Parties do not agree that the dispute concerns a technical matter, the Client and the Consultants shall each appoint one arbitrator, and these two arbitrators shall jointly appoint a third arbitrator, who shall chair the arbitration panel. If the arbitrators named by the Parties do not succeed in appointing a third arbitrator within thirty (30) days after the latter of the two arbitrators named by the Parties has been appointed, the third arbitrator shall, at the request of either Party, be appointed by Secretary, the Indian Council of Arbitration, New Delhi.

(c) If, in a dispute subject to Clause 8.2 (ii) (b), one Party fails to appoint its arbitrator within thirty (30) days after the other Party has appointed its arbitrator, the Party which has named an arbitrator may apply to the Secretary, Indian Council of Arbitration, New Delhi, to appoint a sole arbitrator for the matter in dispute, and the arbitrator appointed pursuant to such application shall be the sole arbitrator for that dispute.

Rules of Procedure Arbitration proceedings shall be conducted in accordance with procedure of the Arbitration & Conciliation Act 1996, of India. Substitute Arbitrators If for any reason an arbitrator is unable to perform his function, a substitute shall be appointed in the same manner as the original arbitrator. Qualifications of Arbitrators The sole arbitrator or the third arbitrator appointed pursuant to paragraphs (a) through (c) of Clause 8.2 (ii) hereof shall be an internationally recognized legal or technical expert with extensive experience in relation to the matter in dispute. Miscellaneous In any arbitration proceeding hereunder:

1. Proceedings shall, unless otherwise agreed by the Parties, be held in New Delhi 2. The English language shall be the official language for all purposes;

The decision of the sole arbitrator or of a majority of the arbitrators (or of the third arbitrator if there is no such majority) shall be final and binding and shall be enforceable in any court of competent jurisdiction, and the Parties hereby waive any objections to or claims of immunity in respect of such enforcement.


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APPENDIX A – DESCRIPTION OF SERVICES Note: Give detailed descriptions of the Services to be provided, dates for completion of various tasks, place of performance for different tasks, specific tasks to be approved by Client, etc. IIFCL was set up by the Government of India in 2006 with the main objective of channelizing long-term

finance to viable infrastructure projects through the Scheme for Financing Viable Infrastructure Projects

through a Special Purpose Vehicle called India Infrastructure Finance Company Ltd (IIFCL), broadly

referred to as SIFTI. The sectors eligible for financial assistance from IIFCL are the Harmonized list of

infrastructure sub-sectors as mentioned in SIFTI. IIFCL has been registered as a NBFC-ND-IFC with RBI

since September 2013.

IIFCL management has decided to implement a company-wide integrated Software solution viz. ―IIFCL

Enterprise Resource Planning System (IIFCL-ERP)‖ for automation of the Credit, Treasury, Finance,

Accounting & Controlling, Risk and other functions along with those of its subsidiaries. IIFCL expects the

IIFCL-ERP system to support the organization for its current set-up and also expects it to scale up to

cover its growth in the years to come. IIFCL will receive bids for the integrated Software solution and

Services set forth on this RFP.

Key Business areas of IIFCL includes -

Investment in Greenfield & Brown field projects,

Term financing / Debt financing,

Non-fund based financial solutions & advisory,

Long Term Debt; Subordinate Debt,

Refinance to Banks and Public Financial Institutions for loans granted by them.

Take out Financing

Credit Enhancement

Following are the subsidiaries of IIFCL 1) IIFC (UK) – Takes care of foreign currency loan requirements of Infra projects in India 2) IIFCL Projects Ltd (IPL) – Advisory Services Company 3) IIFCL Asset Management Company Ltd. (IAMCL) – Through MF Route

IIFCL envisages an integrated business process improvement program that will encompass all aspects of

its operations and that would be scalable to adapt to any future needs of IIFCL and its subsidiaries,

regulatory requirements and customers. IIFCL is looking forward for support from an Implementation

Partner with strong expertise in implementing integrated solution (ERP) in financial sector. The scope of the I.T System Integrator would be to assist I.T team of IIFCL & its Subsidiaries to design I.T

Roadmap and Framework keeping in view, but not limited to the points mentioned below and by including

the below, but not limited to the following:

Hosting and managed services of IT infrastructure. Design and develop the project plan Develop detailed scope of functionalities to be implemented Detailed Design


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Gap Identification & Resolution Configuration Developments, Interface/ Integration Management and Testing Data Migration (Raw and existing system data) Technical support Training Final preparation and Go-Live Post Go-Live Support Post Implementation Support Knowledge Transfer & Handholding Project Documentation Testing The functional scope would broadly include the following modules, but not limited to:

Finance, Accounts and Controlling Credit Management ( including legal aspects) Treasury Management Resource Mobilization Risk Management Human Resource IT GAD Multilateral Legal Board Secretariat


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APPENDIX B - REPORTING REQUIREMENTS Note: List format, frequency, and contents of reports; persons to receive them; dates of submission; etc. Some of the deliverables in form of manuals/reports include the following, but not limited to:

S. No. Deliverable

Project Preparation

1. Project Plan and Inception reports

2. Project Goals & Objectives document

3. Project Organization, Standards and committee

4. Implementation Strategy Document

5. Project Charter

6. Kick-off presentation document

7. Project Preparation Sign-off Document

8. Detailed Project Work Plan/ Inception Report for Design, Development & Implementation of COTS product based IIFCL.

Business Blueprint

9. Organization Structure –Document

10. SRS Manual

11. List of Gaps and Developments Document

12. Business Blue Print Finalization Document/ Business Blueprint Documents

13. FRSM documents

14. TRSM Documents

15. Test server Installation Document

16. Dev. server Installation Document

17. Level 1 Training Presentation Document

18. Customization / development requirement reports including source code documentations


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Realization

19. Project documents, containing, but not limited to:


b. Customization/ development requirement reports including source

code documentations.

c. Functional and technical design documents including configuration

documents training documents and manuals;

d. System Architecture Document;

e. Network and communication specification;

f. Hardware sizing specification and other documentations.

g. And any other document, as may be necessary.

20. Unit Testing Document

21. Integration Testing Document

22. Qlty. server Installation Document

23. Production. server Installation Document

24. Issue Log & Resolution Document

25. Realization Phase Sign-off Document

26. Functional & Technical Specifications for customizations

27 Level 2 Training document

Final Preparation & Go Live

28. UAT Scripts

29. End User Training Document

30. End User Training attendance Document

31. End user Manual

32. ERP Configuration Manuals

33. Data Migration and Cut-over Document, Data-migration strategies, templates, results and sign-offs

34. Project go-live checklist report

35. Help Desk Support Document

36. Final Preparation Sign-off Document


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37. Go-Live Sign-off Document

Post Go Live Onsite Support


39. Security and access controls documentation including Segregation of duty matrix

40. ERP administration manuals.

41. Disaster recovery document and back-up plan

42. Performance Monitoring Reports for the IIFCL

43. Software change logs, etc.

44. Annual Certification stating all patches/ upgrades/ service releases have been properly installed


46. Any other document, as may be relevant


Page 93 of 114

APPENDIX C - BREAKDOWN OF CONTRACT PRICE IN LOCAL CURRENCY Note: List here the elements of cost used to arrive at the breakdown of the lump-sum price - local currency portion:

1. Monthly rates for Personnel (Key Personnel and other Personnel).

2. Reimbursable expenditures.

This appendix will exclusively be used for determining remuneration for additional services


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APPENDIX D - SERVICES AND FACILITIES PROVIDED BY THE CLIENT

Note: List here the services and facilities to be made available to the System Integrator by the

Client.

1. XXX's Project Coordinator to facilitate discussion with XXX officials at both, Management and Operating levels

2. The infrastructure required from XXX during execution of the project would cover basic infra required limited to providing of office space and allied peripherals including internet connectivity during the onsite visits conducted by the service provider.

3. The client will ensure installation of all the hardware, Operating System and any Third Party

Software, if required, as per requirements specified by the service provider in its report submitted to the client, at the time of implementation of various Software modules.

4. Client to provide authorized personnel when requested by the Service Provider to go through

the user acceptance process.

5. All issues relating to the software will be provided by the client to the Service Provider in writing and the same be replied in writing by the Service Provider. Client to reply within 14 days of the receipt of resolution that the problem has been resolved or it still persists.


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Section V- Forms

FORM # 1 Profile of the Bidder/ Implementation Partner (Refer Clause 1.1 in Section III ―Instructions to Bidders‖)

General Information

Registered Name of the Company

Address of the Registered Office or Head Office

Mailing address of the Bidder

Phone Number (with STD code)

Fax Number

E-mail ID

Constitution

Date of Establishment

Name of the Chief Executive

Name of the ―Authorized Person‖

Phone no and E-mail ID of the Authorized person

Other details, if necessary

Additional Information

Total number of Employees in India

Number of your firm‘s employees in India who are involved in ERP implementations. (ERP – The suggested ERP solution)

Name of the cities in India where you have support offices for ―post implementation support‖. (Please indicate the support offices in India especially in and around Delhi giving details of certified maintenance staff, number of System Integrators and the structure of operation for extending support facility.)

Quality Assurance

Details of Quality Assurance accreditation /certification? (Please provide details about SEI-CMM / ESCM / CMMI / any other Certifications).

Please provide letter from OEM if you are certified by the OEM to implement the relevant package.

Give Details of the projects implemented by the Vendor as asked for in format as per FORM#2 in Section V Name and Designation of Signatory: Seal & Signature of Authorized Person Name of Firm: Address:


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FORM # 2 Details of Projects Implemented (Refer Clause 1.1 in Section III ―Instructions to Bidders‖)

(Use separate sheets for each Project and attach certificate from the client)

S. No. Requirement Details

1 Name of the Project (if any)

2 Project Location

3 Name of the Client

4 Client Address, Contact name & Number

5 Client Size (Approx. number of employees)

6 List of modules and sub-modules Implemented

7 Role of SI (whether primary implementer etc.)

8 Number of User license

9 Value of the Work Done (Rs.in Crores)

10 Date of award/Signing of Contract

11 Date of commencement of the implementation

12 Date of completion

13 Man-months effort

14 Operating Systems supported

15 RDBMS Supported

16 Other Middleware

17 Hardware installed (make/model)

18 Support / Maintenance Obligations

Name and Designation of Signatory: Seal & Signature of Authorized Person Name of Firm: Address:


Page 97 of 114

FORM # 3 Details of the Personnel to Be Deployed (Refer Clause 4 in Section IV ―Conditions of Contract‖)

(The personnel proposed to be deployed shall be professionally qualified from reputed universities/institutions having adequate experience in implementing integrated system preferably in Finance or Banking industry.)

Sl. no Name Designation Qualification

Prof.

Exp.

in Yrs.

Relevant Industry Exp. (Name of Clients and project)

Proposed Position

Task Proposed to be assigned

Duration of Team member (in Weeks)

Note:- a) Personnel deployed having prior experience in Implementation in either PSU Banks or an

NBFC will carry more weight.

b) Personnel deployed having prior experience in the implementation of LOS or LMS for either public Sector Bank or an NBFC will also carry more weight.

c) Provide details of at least two most relevant project experiences (including roles and

responsibilities) having scope similar to us. d) Enclose detail resumes of the personnel as per Form # 4.



Page 98 of 114

FORM # 4 CV of the Team Members (Refer Clause 4 in Section IV ―Conditions of Contract‖) (Use separate sheets for each Team Member)

Company Name

Name

Proposed Deployment Role of the Candidate

Expertise / Training on

Professional Qualifications

Number of Years with present Employer

Summarized Professional Experience in implementing relevant module (for which the candidate is proposed for IIFCL team) over last 5 years in reverse chronological order. From To Company/Project/Position/Relevant

Technical and Management Experience

Certification by the Authorized Signatory - I, the undersigned, certify that to the best of my knowledge and belief, this resume reflects correct information and that the willful misstatement described herein may lead to disqualification or dismissal of the above candidate.



Page 99 of 114

FORM # 5 Deviations /Exclusions Schedule

S.No. Clause mentioned in RFP Deviation Requested Remark/Reason


Page 100 of 114

FORM # 6 Price Bid Forwarding Letter (Refer Clause 3.7, 3.9, 3.10 in Section III ―Instructions to Bidders‖)

Ref: Date: To, CGM - I.T India Infrastructure Finance Company Limited 8th Floor, Hindustan Times House, 18 & 20 Kasturba Gandhi Marg New Delhi – 110 001 Sub: Implementation of ―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖ at IIFCL. Dear Sir,

Having examined the Bidding Documents including Addenda Numbers [insert numbers], the receipt of

which is hereby acknowledged, we, the undersigned, offer to implement, commission, integrate, put into

operation, Stabilize, post go live support and the Extended support for the ―IIFCL Enterprise Resource

Planning System (IIFCL-ERP)‖ under the above-named Contract in full conformity with the Bidding

Documents for the sum quoted in price schedule (hereinafter called ―the Total Bid Price‖) or such other

sums as may be determined in accordance with the terms and conditions of the Contract. The break-up of

the above amounts are given in the Price Schedule attached herewith and are made part of this bid. We undertake that in case our bid is accepted, we: (1) Shall furnish the required performance security in the form, in the amounts, and within the times

specified in the Bidding Documents. (2) Shall commence work on the ―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖ and shall

make all reasonable endeavors to achieve Go-live Acceptance within the respective time schedule stated in the Bidding Documents.

(3) Declare that our prices in Indian Rupees are on firm price basis for the entire project. (4) Declare that we shall be solely responsible for arranging Import License (if any) for any materials,

components and bought out items that may be required to be imported for the purpose of performing the work under this proposal and accordingly our Bid Price include all the customs & import duties and levies including license fees etc. payable by us and you shall not be liable in this regard whatsoever. We further confirm that any increase or decrease in the custom duty shall be borne by us.

We agree to abide by this bid, which, in accordance with Clause 3.2 in Section III (Documents

comprising the bid) consists of this letter, the Price Schedule, the Bid Security, letter of authorization,

documents establishing conformity, list of deviations, CVs of the personnel to be deployed on this

Contract (Form# 4) and other enclosures through [specify: the number of enclosures ] to this Bid

Form, shall be valid for a period of One hundred & Twenty (120) Days from the date fixed for

submission of bids as stipulated in the Bidding Documents, and it shall remain binding upon us and

may be accepted by you at any time before the expiration of that period.

We declare that the total amount quoted (and prices quoted for each component, the break-up of

which is given in the Price Schedule) are firm and shall not be subject to any variation for the entire


Page 101 of 114

period of the assignment. We further declare that the quoted prices include all taxes as on the

date of bid submission, duties and levies payable by us under aforesaid assignment. {We have given details of deviations and exclusions (clause wise) taken with reference to Bidding Documents provisions, along with justification for the Services not covered in our offer.} to be deleted in case there are no deviations or exclusions requested for.

Until the formal final Contract is prepared and executed between us, this bid, together with your written acceptance of the bid and your notification of award, shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. Dated this [insert: number] Day of [insert: Month], [insert: Year].

Signature.............................................. Name................................................... Designation and Common Seal.......... In the capacity of [ ] Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]


Page 102 of 114

FORM # 7 Price Schedule (Refer Clause 3.7, 3.9, 3.10 in Section III ―Instructions to Bidders‖)

Ref: Date: Bidder‘s Name and Address Telephone No. / FAX No. / E-Mail

To, CGM - I.T India Infrastructure Finance Company Limited 8th Floor, Hindustan Times House, 18 & 20 Kasturba Gandhi Marg New Delhi – 110 001

Dear Sir, Sub: Implementation of ―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖ at IIFCL.

In continuation of our Financial Bid (FORM # 6) for the above mentioned business solution offered, the following is the Total Contract Price (Total Bid Price / Total Contract Value) for the scope of Services.

i) In figures __________________________________________ ii) In words __________________________________________

(Total as in Table A) We give the break-up of the price for the Implementation of ―IIFCL Enterprise Resource Planning System (IIFCL-ERP)‖ at IIFCL in Table A.


Page 103 of 114

TABLE – A1 (Please Quote in Indian Rupees only)

S.No Price Break-Up for

Main Components

Qty

Unit

Rate

(Rs)

Base

Price

Sales

Tax

Service

Tax

Other

Taxes/

Duties

Grand

Total

Amount

(Rs)

1

IIFCL-ERP

Implementation Service

including Configuration,

Training, Knowledge

transfer, Documentation,

Change management,

Legacy Interfacing

charge and three (3)

month stabilization

support charge.

2

Post Implementation

support for five (5) years

after completion of post

go-live stabilization

period of three (3)

months. (100% of Grand

Total of this row

corresponds to 5 years ie.

20% per year)

3 (a)

3(a) = 3(a)(i) + 3(a)(ii)

3 (a) (i) License Cost for

COTS Solution

(including one year

warranty/ ATS)*

3 (a) (ii) ATS Cost for

COTS Solution (from 2nd

year to 5th

year)

(100% of Grand Total of

this row corresponds to 4

years ie. 25% per year)*

3(b)

3(b) = 3(b)(i) + 3(b)(ii)

+ 3(b)(iii) + 3(b)(iv)

3(b)(i)

Supply of ICT

infrastructure hardware

(servers etc.) including 3

years warranty.


Page 104 of 114

*License Purchase/ATS/AMC etc. costs shall be paid as and when invoice is raised by the SI, subject to confirmation from OEM.

Therefore, Total Cost of Owner ship (TCO)/Grand Total = (1) + (2) + (3a) + (3b) +3(c) = Rs ______________________________________ ____________________________________.

All prices quoted should be inclusive of applicable taxes and duties

3(b)(ii)

AMC of ICT

infrastructure hardware

(servers etc.) for 4th

& 5th

year. (100% of Grand

Total of this row

corresponds to 2 years ie.

50% per year)

3(b)(iii)

Supply of ICT

infrastructure software

(OS etc.) including 1

year warranty / AMC.

3(b)(iv)

AMC of ICT

infrastructure software

(OS etc.) for 2nd

to 5th

year.



years ie. 25% per year)

3(c)

Hosting Charges for 5

Years (Refer Table A2)



years ie. 20% per year)


Page 105 of 114

Table- A2 (Breakup of Hosting Charges & Managed Services for 5 years)

S.No. Description Reference

One Time Charges (If any)

Annual Charges (Inclusive of All Taxes in Rupees) (List the type of taxes and

rate in the foot note separately)

Grand Total Amount (Rs)

Y1 Y2 Y3 Y4 Y5

Amount

1

DC hosting Charges (charges for hosting the entire infra including requisite Power Charges)

2

DR hosting Charges (charges for hosting the entire infra including requisite Power Charges)

3

All Bandwidth Charges (including internet +lease line)

4

Managed service charges for DC including (DB Support, OS Support, Storage Support, Backup and restoration DC-DR Drill etc. and other services as per Scope of Work)


Page 106 of 114

S.No. Description Reference

One Time Charges (If any)

Annual Charges (Inclusive of All Taxes in Rupees) (List the type of taxes and

rate in the foot note separately)

Grand Total Amount (Rs)

Y1 Y2 Y3 Y4 Y5

Amount

5

Managed service charges for DR including (DB Support, OS Support, Storage Support, Backup and restoration, DR-DC Drill etc. and other services as per Scope of Work)

6

Any other Charges ( please describe)

Total


Page 107 of 114

“TABLE – B” AAC (Annual Average Cost) In case of scope change in the later date, kindly give rate of the following resources:

Sl. No.

Description Cost (In Rupees)

1 One Man Day-Average cost

2 Annual (365 days)Man Day-Average cost

Note: The cost provided here shall be valid for duration of the project after the completion of post-go-live period. 1 Man Day=9 Hours

*All prices quoted should be inclusive of applicable taxes and duties


Page 108 of 114

FORM # 8 Form of Performance Bank Guarantees (Performance Security)

(Refer Clause 5.9 in Section III ―Instructions to Bidders‖ and Clause 6.8 in ―General Conditions of Contract‖ (To Be Stamped In Accordance With Stamp Act) (The non-judicial stamp paper should be in the name of issuing bank)

The bank guarantee is to be submitted with duration of 73 months


Page 109 of 114

FORM # 9 Manufacture Authorization letter and additional Services to be provided by OEM {To be given for IIFCL-ERP on OEM letter head} This is to confirm that on M/s ………………………………………….., is a certified Implementation Partner for M/s…………………………………<Name of the OEM> and we will comply and take full responsibility to the full satisfaction of IIFCL with regards to following:- 1………………………………………… 2………………………………………… 3………………………………………

For and on behalf of Vendor (Signature)

Name

Designation

Official seal (To be signed by authorized personnel of Vendor)


Page 110 of 114

FORM # 10 Pro forma of Certificate regarding acceptance of Important Conditions (Refer Clause 3.4 in Section III ―Instructions to Bidders‖) Bidder‘s Name & Address To, CGM - I.T India Infrastructure Finance Company Limited 8th Floor, Hindustan Times House, 18 & 20 Kasturba Gandhi Marg New Delhi – 110 001

Sub.: IIFCL Enterprise Resource Planning System (IIFCL-ERP) and Services Procurement and Its Implementation 1.1 With reference to your RFP Bid Title ―Implementation of IIFCL-ERP‖ dated ------------ for IIFCL

Enterprise Resource Planning System (IIFCL-ERP) and Services Procurement and Its

Implementation, we hereby confirm that we have read the provisions of the following clauses and

further confirm that notwithstanding anything stated elsewhere to the contrary, the stipulation of

these clauses of RFP are acceptable to us and we have not taken any deviation to these clauses:

a) Price Basis - Clause 3.9 in Section III b) Payment to the System Integrator - Clause 6 in Section IV c) Bid Security - Clause 3.5 in Section III d) Contract Performance Bank Guarantee - Clause 5.9 in Section III e) Liquidated Damages for delay in completion - Clause 6.9 in Section IV – General Conditions of

Contract

2.1 We further confirm that any deviation to the Clauses (a) to (e) mentioned above, if found anywhere

in our Bid Proposal, implicit, shall stand unconditionally withdrawn, without any cost implication

whatsoever to IIFCL, failing which the bid security may be forfeited.

Date: (Signature)…………………… Place: (Printed Name)………………

(Designation)………………… (Common Seal)………………


Page 111 of 114

FORM # 11 Bid Form (On the letter head of the bidder)

To,

CGM - I.T India Infrastructure Finance Company Limited 8th Floor, Hindustan Times House, 18 & 20 Kasturba Gandhi Marg

New Delhi – 110 001

Sub: Submission of Response to the RFP [Enter RFP title and reference]

Sir

We, the undersigned, offer to provide the services for [Include RFP title] in accordance with your RFP

document dated [Enter RFP date] and our Proposal. We are hereby submitting our Proposal, which

includes this Technical Proposal and a Financial Proposal sealed under a separate envelopes and

requisite Bid Security.

We hereby declare that all the information and statements made in this Proposal are true and accept that

any misinterpretation contained in it may lead to our disqualification.

If negotiations are held during the period of validity of the Proposal, we undertake to negotiate on the

basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting

from Contract negotiations.

We understand that you are not bound to accept any proposal you receive.

We remain,

Yours Sincerely,

Sign and seal of the authorized signatory

Name of the authorized signatory

Designation

Address


Page 112 of 114

List of Abbreviations and Glossary of Terms

This list of abbreviations and glossary of terms is compiled from terminology that is used in this publication. An entry with an asterisk in the list of abbreviations is defined in the glossary of terms.

The definitions in the glossary are not intended to be comprehensive and complete. The reader can often obtain more information about specific terms by referring to appropriate sections in this RFP. The index at the back of the book includes most of the terms that appear in the glossary.

Abbreviations

Term Reference

AAC Annual Average Cost

ALM Asset Liability Management

AMC Annual Maintenance Contract

BFSI Banking, Financial services and Insurance

BS Board Secretariat

CCN Change Control Note

CERSAI Central Registry of Securitization of Asset Reconstruction and Security Interest of India

CIC Credit Information Company

COC Conditions of Contract

COTS Commercial of the shelf

DC Data Centre

DMS Document Management System

DR Disaster Recovery Center

ERP Enterprise Resources Planning

ESMU Environment & Social Safeguards Management Unit

FRS Functional Requirement Specification

FRSM Functional Requirement Specification Manual

GCC General Conditions of Contract

GL General Ledger

IAMCL IIFCL Asset Management Company Ltd.

IIFCL India Infrastructure Finance Company Limited

IP Implementation Partner

IPL IIFCL Projects Ltd

ITB Instructions to Bidders

LOA Letter of Award

MIS Management Information Systems


Page 113 of 114

Term Reference

NBFC Non-Banking Finance Company.

O&M Operation & Maintenance

OEM Original Equipment Manufacturer

POC Proof of Concept

RFP Request for Proposal

SCC Special Conditions of Contract

SDLC Software Development Life Cycle

SEBI Securities and Exchange Board of India

SI System Integrator

SLA Service Level Agreement

SOP Standard Operating Procedure

SOW Scope of work

SRS System Requirement Specification

TRS Technical Requirement Specification

TRSM Technical Requirement Specification Manual

ULS Universal Lending System


Page 114 of 114

Glossary

Term Reference

Empowered Committee

A Committee set up for the purposes of this Scheme consisting of Secretary (Economic Affairs), Secretary, Planning commission, Secretary (Expenditure) and Secretary (Financial Sector) as Convener and in his absence Special Secretary / Additional Secretary (Financial Sector) and Secretary of the line Ministry dealing with the subject.

IIFCL India Infrastructure Finance Company Ltd (A company incorporated under the Companies Act, 1956).

Public Private Partnership (PPP) Project

A project based on a contract or concession agreement, between a Government or a statutory entity on the one side and a Private Sector Company on the other-side, for delivering an infrastructure service on payment of user charges;

Subordinate Debt A debt which ranks lower in security than the project debt carrying a pari passu charge.

Infrastructure lending

infrastructure lending for the purpose of financing of infrastructure by the banks and Financial Institutions with that of the Master List of Infrastructure sub-sectors‘ notified by the Government of India which are Transport, Energy, Water and Sanitation, Communication, Social and Commercial Infrastructure.

Client/Purchaser/Owner

India Infrastructure Finance Company Limited and the associated subsidiaries.

System Integrator/Implementation Partner/Vendor/Bidder/Supplier

Any private or public entity that will provide the Services to the Client under the Contract.

Service Desk First contact point for the resolution of any incident reported