Revised Pre-bid Clarifications Dt 31.05.2017 Service ... · TSTS/CS/1939/GHMC-eBIZ/2017 DT 07.04.2017-Pre bid meeting Dt. 12.04.2017 ... interface with Property Tax and other

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Revised Pre-bid Clarifications Dt – 31.05.2017

Service Provider to Support & Maintain Oracle e-Business Suite & Accounts Management to GHMC

TSTS/CS/1939/GHMC-eBIZ/2017 DT 07.04.2017 Pre-bid meeting Dt. 12.04.2017

Important Note: It is being informed to the bidders that the pre-bid clarifications hosted on 30.05.2017 had few errors and the same are modified & revised pre-bid clarifications are hosted on 31.05.2017. The bidders are requested to note the change & consider this revised pre-bid clarifications document only for preparing bids.

S.No Section/Clause No, Pg No

Content As per RFP Bidder Request/Clarification Requested Clarification /Amendment Issued by GHMC

Bid Submission Due Date Revised Bid Submission Due Date is: 09.06.2017 @ 03:00 PM eProcurement portal.

M/s BLOOM SOLUTIONS PVT. LIMITED

1. Pg14 Rs. 25,000/- towards Payment of document price and Rs. 10.00 lakhs towards EMD

As per orders Ref.F .No.22(1)/2003/EP&M Dt.29.7.2003 of the Jt. Development Commissioner (SSI), Ministry of Micro, Small & Medium Enterprises, Government of India, New Delhi Central Government of India extended various facilities to the SSI Units registered with NSIC under its single Point registration scheme as detailed below.

i) Issue of tender sets free of cost. ii) Exemption from payment of Earnest Money, iii) Waiver of Security Deposit up to the monetary limit for which at the unit is registered and

Pl. Clarify whether any organisation recognised as SSI unit and enrolled with NSIC under single point registration is exempted from the payment of Rs. 25,000/- towards bid document price and Rs. 10.00 lakhs towards

No Change. As per RFP.

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EMD. Copies of NSIC certificate along with Central Government instructions are enclosed herewith for ready reference.

2. Pg 14 As per Pre-Qualification criteria: The participating bidder should be certified partner of Oracle Systems in India for ERP Solution for a period of minimum 5 years on bid calling date

As per Form PQ#7 the bidder should be a platinum certified partner India with Oracle India systems for ERP Solutions:

In line with prequalification criteria form PQ#7 may be changed as certified partner of Oracle Systems in India for ERP Solution on bid calling date.

Read As: Form PQ#7: The participating Bidder should be certified partner of Oracle Systems in India for ERP Solution on bid calling date. Valid documentary evidence to be submitted.

3. Pg 14

As per point no. 4.3 (7) circles were mentioned as 18 against 30 circles.

The resources requirement is shown as 26, due to increase in circles the man power may be increased to 38 (30 circles + 5 zones + 3 H.O.).

The total no. of resources required are 38 nos. (i.e. 30 members in GHMC Circles + 5 members in GHMC 5 zones + 3 members at Head Office)

M/s OSI Consulting

4.

Pg 14

Scope: Technical Support and

Maintenance Services: Obtaining

Annual Technical Support for 60 users

of Oracle e-Business Suite (Financial

Modules (20), Financial Intelligence (20)

& Purchase Order (20)) from 28th Mar

2014 onwards.

Understand from Pre-Bid meeting held on 12-

APR-2017 that ATS renewal will be taken care

by GHMC itself. Hence, this clause can be

modified accordingly.

The Annual Technical Support (ATS) for 60

users of Oracle e-Business Suite & Oracle

Hyperion Planning and Budgeting will be

procured by GHMC and is not in the scope

of the bidder.

However, the technical support &

maintenance has to be undertaken by

identified Service Provider.

5. Pg 14

Scope: Technical Support and

Maintenance Services: Obtaining

Annual Technical Support for 50 users

of Oracle Hyperion Planning and

Budgeting from 30th Jan 2014 onwards.

Understand from Pre-Bid meeting held on 12-

APR-2017 that ATS renewal will be taken care

by GHMC itself. Hence, this clause can be

modified accordingly.

6. Pg 70 Detailed Commercial Form: Oracle e-

Business Suite and Accounts Annual

Technical Support (ATS) Cost for 3 years

This row can be deleted as GHMC will take

care of ATS renewal.

Revised Commercial Form is attached to this document.

7. Pg 70 Detailed Commercial Form: Oracle

Hyperion Planning & Budgeting Solution

11.1.1.1 Annual Technical Support (ATS)

This row can be deleted as GHMC will take



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Cost for 3 years.

8. Pg 71 Commercial Form - Oracle eBusiness

Suite(ATS)

This Form can be deleted as GHMC will take



9. Pg 72 Commercial Form - Oracle Hyperion

Planning & Budgeting Solution (ATS)

This Form can be deleted as GHMC will take



10. Pg 70 Detailed Commercial Form One row can be added for Upgrade Price. Revised Commercial Form is attached to this document. The upgrades/patches for the Oracle e Business Suite and Oracle Hyperion Planning & Budgeting Solution shall be provided by the M/s Oracle India P Ltd. However, the manpower deployed for the project as part of support & maintenance shall ensure in installation of upgrades/patches in coordination with M/s Oracle India P Ltd. Hence separate cost component for upgrade process is not required.

11. Pg 28 Project Time lines & Payment Terms:

Payments: Charges will be paid on

quarterly basis at the end of each

quarter (after due deduction of

penalties if any) for the preceding

quarter on receipt of bills from the

vendor and the rates quoted shall

remain valid till three years from the

date of contract

Separate payment terms can be mentioned

for Upgrade

Project Time lines & Payment Terms: Payments: Charges will be paid on Monthly basis at the end of each Month (after due deduction of penalties if any) for the preceding Month on receipt of bills from the vendor and the rates quoted shall remain valid till three years from the date of contract.

12. Pg 47 General Conditions of Contract (GCC):

Payment: TSTS/User Department will

make payment for the entire services

rendered, calculated on quarterly basis.

The amount will be payable on

Separate payment terms can be mentioned

for Upgrade

General Conditions of Contract (GCC): Payment: TSTS/User Department will make payment for the entire services rendered, calculated on Monthly basis. The amount will be payable on completion of each Month taking into

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completion of each quarter taking into

account deliverables and milestones

and related services.

account deliverables and milestones and related services.

13. Pg20 Scope: Manpower to be Deployed:

Point 6 (Two Points)

There are two points with same Sl. No. 6. The

same can be corrected accordingly.

Read As:

# Category Total Staff to be deployed

6 System Administrator

01 nos

6A Accounts Manager – at HO and Zones ( Zone – 5 and HO – 3)

08 nos

14. Pg 13 Scope: Overview of Implemented

Modules: GHMC implemented General

Ledger (GL), Accounts Receivables (AR),

Oracle Purchases (PO), Accounts

Payable (AP), Cash Management (CM)

and Approval Management modules of

Oracle e-Business Suite Version

11.5.2.10 to support financial

transaction process.

Scope: Overview of Implemented Modules:

GHMC implemented General Ledger (GL),

Accounts Receivables (AR), Oracle Purchases

(PO), Accounts Payable (AP), Cash

Management (CM) and Approval

Management modules of Oracle e-Business

Suite Version 11.5.2.10 to support financial

transaction process.

Read As: Scope: Overview of Implemented Modules: GHMC implemented General Ledger (GL), Accounts Receivables (AR), Oracle Purchases (PO), Accounts Payable (AP), Cash Management (CM) and Approval Management modules of Oracle e-Business Suite Version 11.5.10.2 to support financial transaction process.

15. Pg 27 & 28 6. Technical Evaluation Criteria; 6.

Award of Contract

"Technical Evaluation Criteria" and "Award of

Contract" have the same section number "6".

It can be changed accordingly.

Section 6. Award Criteria to be read as Section 6A-Award Criteria.

16. Pg 14 Technical Support and Maintenance

Services: > Custom built applications –

work module, financial intelligence and

interface with Property Tax and other

Revenue modules. > Maintenance of

Works Module. > Maintenance of

General Provident Fund Module. >

Integration with Existing and Future

Software Development initiatives of

GHMC

What is the technology used to develop the

custom applications? What is Integration

methodology/architecture used for

integrating custom applications with Property

Tax and other Revenue modules?

Custom built application on Java Platform except GPF Application. All the applications data base is Oracle. GPF application developed using d2k forms. Wherever applicable standard interfaces deployed using PL/SQL and APIs.

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17. Pg 14 General Questions:

What is the current size of hardware that is

being used? Please share the architecture

diagram?

The server and other hardware details provided by System Integrator and hardware maintenance is not in the scope of the present RFP.

18. General Questions:

What is the source system that is being used

for actuals? How many source system are

being used?

As far as accounting data is concerned Oracle e-Business Suite Financial Modules are the source module for capturing actuals.


Does your actual data include calculation

results?

Actual Taxes and deductions transactions may be resulted in calculations based on the item value.


How many cubes are used in existing

applications? Please list the same.

One cube used in existing Hyperion Planning and Budgeting Application (Oracle EPM).


How many custom dimensions are being used

currently?

Three Custom dimensions are being used currently and it may be increased or decreased depending on suggestions with rational by the vendor with the documentation and prior approval of GHMC.


Is there any link between technical and

commercial budget application? If yes, what

are they?

There is no such technical and commercial budget application in GHMC.


Does any data flow from technical to

commercial or vice versa? If yes, what are

they?

Actual data flow from General Ledger to Hyperion Planning and Budgeting Application and Approved Budget Data flow back to General Ledger as Budget Journal.


While upgrading, do you want to move the

data from existing applications too? If yes,

how many years of data to be moved?

Oracle EBS 11i has been in use since 2006-07 onwards. It is preferred to move the data from inception of GHMC i.e., 16th Apr 2007 onwards. The vendor can suggest moving the data at transaction level or monthly summaries. Oracle R12.2.6 application shall be made available with historical data from 1st Apr 2018 onwards for live data capture from

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the beginning of new financial year.


What is the current H/W specifications for the

EBS applications.

The server side hardware provided by System Integrator and hardware maintenance is not in the scope of the present RFP. The operating systems are AIX or Linux.


What is the current H/W specifications for the

Hyperion applications.

The server side hardware provided by System Integrator and hardware maintenance is not in the scope of the present RFP. The operating systems are AIX or Linux.


How many instances are available for EBS and

Hyperion (like Development, Test, PROD).

At present only Production instance maintained. The vendor is expected to maintain Development and Test Instances. Requisite Hardware (Servers) shall be made available by GHMC.


What is the shift timings or support hours /

support days for the application support and

accounts manager / data entry team.

The manpower deployed shall work as per the GHMC Office timings. However, the deployed manpower may be required to work for additional hours as per the GHMC requirement as and when required.


Please provide the addresses of the HO, Zone

and Circle offices of GHMC.

Will be shared to the Identified Bidder.


Will GHMC provide all infrastructure for the

seating, desktop, laptop, telephone and

internet connection for the vendor personnel

deployed at GHMC.

GHMC shall provide necessary seating arrangement to the manpower being deployed for the project. However, regarding other infrastructure requirements can be decided during project implementation.


What are the ERP activities performed by

Zonal, Circle and Head Office?

Standard Oracle EBS and EPM system maintenance, Accounting and Training activities as detailed in the scope of work in this RFP.

32. General Questions: Is required process Flow and Documentation

available for Custom Modules: General

The base document and user manuals are available, however the changes may not be updated due to numerous reasons.

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Provident Fund Module, Work module,

financial intelligence and interface with

Property Tax and other Revenue modules?

Please provide count of all Custom Modules,

if possible a list of the same.

The vendor is expected to upgrade the Oracle EBS & EPM applications and expected to deliver appropriate documentation as part of this maintenance project.


Number of interface from source system to

ERP. does changes required to those due to

current business challenges. If yes for how

many interfaces?

Based on the technology advancement and improvements in APIs and Interfaces in R12.2.6 appropriate suggestions may be made as part of this assignment (Process Improvement component). And the same need to be implemented with documentation and prior approval of GHMC as part of Upgrade component.


How soon will the Upgradation from 11i to

R12 will take place?

It should be scheduled by the Vendor and the schedule should ensure completion of UAT in Dec-17 and Training in Jan-18 (on R12 Training Instance) and Parallel Run in Feb-18 (on R12 Development Instance) and Production Instance should be available by Mar-18 for capturing Live Transactions from the beginning of FY 2018-19.


Details on Financial Reporting structure

followed at GHMC.

Will be shared to the Identified Service Provider.

36. General Questions: At present is the Period Closing (GL, AP, AR

and PO) done monthly?

Yes, Monthly.


Is Oracle Support available to raise application

related issues?

Oracle Support not available due non-

renewal of ATS. GHMC shall ensure

obtaining ATS and making available Oracle

Support.

38. General Questions: Is separate team within ERP is maintained to

monitoring Interfaces from Custom modules?

Vendor can plan usage of Technical

Resources to fulfill the Technical

maintenance scope.

39. General Questions: Is Oracle Budget Encumbrance being used by Yes.

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GHMC?

40. General Questions: Is GHMC planning to use Oracle Fixed Assets

for maintaining Asset details? If yes, is the

details available.

Not covered in the scope.

M/s Techwave Infotech private Limited

41. Pg 4 1.2.1. Time schedule of various Tender

related events

Request for Bid submission extension to 15th

May 2017 or 15 days after clarifications to

questions are provided

Revised Bid Submission Due Date is: 09.06.2017 @ 03:00 PM eProcurement portal.

42. Pg 5 1.2.2. Other Important Information

related to Bid

There is a mention of Transaction Fee for

Participating Bidders and Corpus Fund for

Winning Bidder in this clause.

Request waiver of the Corpus Fund for this

Tender. Also, please clarify if the Corpus Fund

is refundable / non-refundable.

As per Government guidelines on eProcurement system, each Successful Bidder has to pay an amount of 0.04% on finalised Commercial value through demand draft and the same is non-refundable.

43. Pg 7 2. Pre Qualification Criteria

Request to amend this clause to include

Global experience, large engagements

experience, experience in doing projects for

large customers, should have in-depth

business process experience irrespective of

technology and also include ongoing projects

as well.

Read As: Past Experience: The Bidder should have

successfully implemented/maintained similar project/s of support & maintenance of Oracle E-Business Suite in ULBs/Government Departments or in any reputed Private Organizations in the last (3) years in India or across the Globe. The Bidder should have successful in maintenance of Accounting Services to ULBs or Government Department or in any reputed Private Organizations during the last (3) years in India.

44. Pg 8 2. Pre Qualification Criteria The Bidder shall have sufficient technical

expertise, relevant experience and requisite

infrastructure to develop / install Voice, Data

Deleted.

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Solution. Please clarify on this clause on what

are the expectations.

45. Pg 8 2. Pre Qualification Criteria

It is our understanding, gathered during the

pre bid meeting that we are allowed to give

you the best possible solution and that if

there are any deviations in the tender clauses

vendors can propose a suitable solution in the

response. Please confirm.

The bidder should consider the Prebid clarifications along with the published RFP to understand the broad requirement of the GHMC and should submit the bid accordingly.

46. Pg 9 3.1. Current Application - an Overview

Please confirm if the scope of the application

maintenance and support covers all the below

mentioned applications or only integrations

to Oracle is in scope of this RFP:

1. Property Tax Collection application

2. eOffice system by NIC

3. Integrated Solutions for Municipal

Administration and Revenue Tracking (I

SMART) system for Property Tax

administration and other revenue modules.

4. ERP reporting Dashboard application used

for MIS financial reporting

5. Web applications developed and used as

mentioned in the following URL:

http://dashboard.ghmc.gov.in/

6. Work Proposal and Performance system

7. Custom built Financial Information System

to access all vital information of GHMC.

8. Custom built GPF solution implemented for

over 7000 GPF Subscribers.

If applications support is in scope we need

details on applications like what technology

they are built, details, size of application and

related details to scope out effort to support

The prospective bidder may visit GHMC office to gather the required information to assess the technical resources requirements.

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these applications

If only integrations is in scope please say so

and ignore other details

47. Pg 13 4.2.1 Technical Support and

Maintenance Services

Please confirm that the ATS is out of scope

and handled by GHMC directly

The Annual Technical Support (ATS) for 60 users of Oracle e-Business Suite & Oracle Hyperion Planning and Budgeting will be obtained by GHMC from the OEM-Oracle and is not in the scope of the bidder.

48. Pg 13 4.2.1 Technical Support and

Maintenance Services

1. Integration with Existing and Future

Software Development initiatives of

GHMC

2. Migration of Oracle e-Business

Financial Modules to Version R12

3. Migration of Oracle Hyperion

planning & budgeting to 11.1.2

Based on our experience, the mentioned

scope points are considered ''minor / major

projects'' and as a best practice not handled

in the scope of application maintenance and

support engagements.

They will require a separate effort, timeline,

resourcing requirements and cost.

Hence, request GHMC to exclude these scope

points and consider them as separate

projects.

Minor requirements/additions shall be considered within the scope of work. However, major changes shall be consider as change and separate estimate can be submitted with the tender resource cost for the prior approval of GHMC. Approved changes shall be paid on successful completion of approved deliverables for the Change Request

49. Pg 20 4.6 Other Activities to be undertaken

by Identified Service Provider:

All the mentioned points from the description

it looks like they will be categorized as

''Change Requests'' to existing

implementation, please clarify

From pre-bid meeting it was made clear that

BPR exercise is out of scope and only

suggestions on what business processes to be

changed has to be suggested by selected

vendor while they are Supporting the

applications

The identified bidder shall provide necessary suggestions on the Business Process Re-engineering (BPR) to be undertaken during the project implementation. However, the decision on undertaking the suggested BPR lies with GHMC and it is not part of scope of present tender.

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50. Pg 20 4.6 Other Activities to be undertaken

by Identified Service Provider:

What is the level and quality of the existing

documentation for all the mentioned

documentation requirements? Please

elaborate.

Does GHMC have an existing Knowledge

Management Tool where all the project

artifacts and documentation is managed?

Please elaborate.

This will be a huge reengineering exercise to

build this documentation at GHMC and

request this to be considered as a ''Change

Request'' / documentation project and

applicable T&M rates will be provided.

Please clarify.

Base documentation is available but changes may not be updated. The requirement of documentation of the legacy system may not be required. However, the identified bidder should document all the events related to the updations/upgradations / enhancements/ change requirements undertaken along with version controls during the project period at no additional cost. For Change Request beyond the scope of work, the payment shall be made on man-month basis as per the effort estimates finalized by GHMC.

51. Pg 22 4.7 Support required from identified Service Provider:

The Level 2 support will constitute the following broad areas of work:

Any new development/customization of input or output screens, Major enhancements in existing reports, development of any customizations.

The mentioned requirement will be

categorized as ''Change Requests'' and

prioritized by GHMC.

Please clarify if the bidders can provide the

applicable T&M rates for the Change

Requests.

For Change Request beyond the scope of work, the payment shall be made on man-month basis as per the effort estimates finalized by GHMC.

52. Pg 28 8 Project Time lines & Payment Terms

We request GHMC to amend the lead time to

deploy manpower for this engagement from

the mentioned 2 Weeks to 6-8 Weeks

considering the required skills to execute this

Read As:

Project Timelines: The identified agency

shall deploy the required manpower and take over the operations from the existing agency within 4 weeks from date of issue

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project successfully. of work order and undertake the works as per Scope of Work for a period of ‘3 years.

53. Pg 29 & 30 10 Penalty/Service Level Agreements

We expect the responsible GHMC personnel

from HO, 5 Zones, (South, East, North, West

and Central), 17 Circles and 150 Wards at

GHMC to provide their response on time for

issue resolution, deliverables as per RFP

Change Requests and Projects. Hence, we

request proposed penalties as mentioned in

the RFP needs to be looked into and request

for a discussion during contract negotiations

post award as they are one sided now in the

RFP

Please clarify if the bidder can provide

necessary amendments to the penalty clauses

for consideration in our final response.

No change in RFP Clause.

54. Pg 39 11.35 Bid Prices

It is clearly mentioned that the price quote

includes all applicable taxes. We need

clarification from GHMC on how changes and

price differences due to GST implementation

in India would be treated for this contract.

Please refer point 2 in Page no-70 – Commercial Form –C#II wherein it is mentioned as Any increase or decrease in the rates shall be applicable and Levy of new taxes on account of changes in law/reduction of taxes shall be to the account of User Department.

55. Pg 70,71 &

72

Form – C#II to C#V- Commercial Forms

to be changed

Request to amend the items to have below

line items in all C#II to C#V forms

1.Oracle Migration/Upgrade

2.Hyperion Migration/Upgrade

3.Enhancements

4. Oracle eBusiness, Accounts and Hyperion

Support

Revised Commercial Form enclosed with this document.

56. Pg

68 to 72

Appendix III - Commercial Proposal

Submission Form

1. There is no provision in any of the

Commercial Proposal submission Forms to

provide T&M Rates for Change Requests and

Projects (Major / Minor) for this engagement.

Revised Commercial Form enclosed with this document.

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Please provide an additional form to propose

T&M rates for this engagement covering all

the skills and technologies in scope of this

engagement.

2. It is clearly mentioned that the price quote

includes all applicable taxes. We need

clarification from GHMC on how changes and

price differences due to GST implementation

in India would be treated for this contract.

Please refer point 2 in Page no-70 – Commercial Form –C#II wherein it is mentioned as Any increase or decrease in the rates shall be applicable and Levy of new taxes on account of changes in law/reduction of taxes shall be to the account of User Department.

57. General Query Please provide a sample copy of the Contract

Agreement for our Legal / Contracting team

review.

Will be provided to the identified Service Provider. The Contract Agreement shall be prepared within the scope of work mentioned in the RFP & pre-bid clarifications.

58. General Query

Please clarify whether GHMC have a

preferred tool for the following activities for

this engagement:

1.Helpdesk Management

2.IssueManagement

3.SLAMonitoring

4.Testing

5.ProjectManagement

6.Reporting

If Yes, if GHMC has already procured relevant

licensing, hardware, installed and deployed

these tools.

If No, who will be responsible for the

following:

1. Tool selection and recommendation

2. Procurement of applicable Licensing and

Current tools are not available with GHMC. However, during the project implementation, the identified bidder can propose suitable tools. The decision on procurement of tools lies with GHMC.

--14--

Hardware for the selected / preferred tools.

3. Installation and deployment of these tools.

4. Training GHMC personnel on usage of

applicable tools

5. Payment Terms for all Licensing, Hardware,

Commissioning, ATS / AMC and

implementation services with applicable taxes

(including GST) for the selected tools will be

100% in advance.

59. General Query

With the upcoming GST implementation in

India, its will be a mandatory requirement to

implement the GST requirements at GHMC in

the Oracle ERP and all the integrating

applications as applicable effective 1st July,

2017.

We propose that this GST implementation

project should be considered ''Out of Scope''

for this Tender and taken upon as a separate

project which will require additional efforts,

timeline, manpower and cost.

Please clarify.

Please refer the revised Commercial bid form.

60. General Query

Please clarify if bidders propose any

alterations / exceptions to the requirements

in the RFP requirements - Technical and

Contractual.

All the alterations/exceptions are to be indicated before the publishing of pre-bid clarifications and any alterations/ exceptions proposed after publishing of clarifications shall not be considered.

61. General Query

There is no mention of the expected SLAs for

Bug Fixing and Issue Resolution for Oracle EBS

applications.

Please clarify if the bidder needs to propose

the SLAs for the same in their RFP response.

As per RFP, it is the responsibility of the identified Service Provider to ensure the system is having 99.75% uptime.

The bug fixing incident classification can be mutually agreed by the department and the service provider at the time of award of contract.

--15--

62. General Query

Please provide the IT Landscape and

Architecture for all the applications in scope

of this engagement and how do they

integrate / interface with each other.

The scope under this RFP is elaborate and the bidder may visit GHMC for any additional information and/or understanding before submission of bids

63. General Query

Please provide the historical data on the issue

/ ticket history for the past 3 years covering

the following:

1. Application wise issues / tickets - Monthly

and Yearly

2. Oracle EBS module wise issues / tickets -

Monthly and Yearly

3. MTBF (Mean Time Between Failures) and

MTTR (Mean Time To Repair)

4. No. of Change Requests - Monthly and

Yearly

5. No. of minor and major projects - Monthly

ad Yearly

6. SLAs with existing support agency / Vendor

/ Service Provider

7. Details of the SLA reporting being done by

existing support agency / Vendor / Service

Provider

Ticket tracking system for maintenance of existing application is not in place. However, the vendor is expected to maintain issue monitoring system and reporting in the proposed engagements.

64. General Query

Please clarify on the following points:

1. Are OLAs (Operational Level Agreements)

in scope of this engagement?

2. Will there be Multi Vendor Governance in

scope for the Bidder in this engagement? If

Yes, please provide the details for the other

Vendors and GHMC expectations from these

Vendors.

The Contract Agreement shall be prepared within the scope of work mentioned in the RFP & pre-bid clarifications. There will not be Multi Vendor Governance in scope for the Bidder in this engagement.

--16--

65. Form PQ#7 Request to amend this clause to Certified

Partner India with Oracle India Systems for

ERP solutions.

Please refer point no-2 of this document.

66. General Query

Provide with - User base information, number

of users in each location, by module and if

there are any other language being used

(Other than English) for user interface?

Will be provided to identified Service Provider.

67. General Query

Is Maintenance and Support process currently

in house or outsourced? What is the current

team providing support?

Outsourced. As per the Manpower requirement specified for Technical Resources in the current RFP.

68. Section # 4, Scope - Technical Support

and Services

Please provide current procedure for applying

patches to current Production Instance.

Standard process as prescribed for the Patches.

69. Section # 4, Scope - Technical Support

and Services

How many instances of Oracle e-Business

Suite are currently available - PROD,

Development, Test and UAT?

Note: We saw 2 instances specifically

mentioned (i.e.) PROD and DEV. Please

confirm.

Is Disaster Recovery instance solution

deployed if so provide details of that instance

as well

Production instance only. Disaster Recovery available.

70. 4.1 Section, 4.2.1, 4.2.2 Functional

Questions

Provide with details on overall enterprise

structure in Oracle 11.5.10.2? We understand

that Zonal's are considered as Operating

Unit's, but what are Circle offices and Head

Office? And how are they designed in the

overall structure. ( Business Groups, Legal

Entities, Operating units)

Circles are segment of AKFF as Location

71. Functional How many Sets of Books are there in system

currently? What are they used for?

One Set of Books for GHMC.

--17--

72. Functional

Do you want to implement or any plans for

additional e-Business Suite features and

products? If so, which features or products

are these?

Same application with upgradation to R12.2.6 and maintenance is expected from the Vendor.

73. Functional

Are there any training needs during the

support period? Please provide with type of

training, no of days training ?

Change management and refreshment training schedule need to be provided by the Vendor and part of maintenance service delivery.

74. Technical

Could you please provide with list of CEMLI

Components at GHMC? ( Total Forms,

Reports, Interfaces etc.,)


75. Documentation

Provide with details on the documentation

availability, module-wise:

Requirement Document ( RD20)

Future Process Document ( BP80)

Set Up Document (BR100)

Functional Design (MD50)

Technical Design (MD70)

Test Scripts ( TE20/TE30/TE40)

The vendor is expected to develop documentation following Oracle Unified Method (OUM) 6.4 while upgrading to R12.2.6.

76. Documentation Are the documents mentioned above are

regularly updated with latest changes?

Base documents are not updated regularly.

77. Documentation

Do we have the documentations for ALL the

Custom Bolt-ON's (Work Order Management,

Property Tax Collection, e-Office System, ERP

Reporting Dashboard)?

Base documentation are available for custom built applications.

78. Technical ( Integrations or Interfaces

Flow)

Could you please provide with details of

"Legacy Systems" along with inbound vs

outbound flow ? Note: System names were

provided in RFP but data transformations,

sources and flow / frequencies etc., are

required. ( iSmart System, Work Proposal and

Performance System, GPF Solution, Financial

Information System)


--18--

79. Technical ( Integrations or Interfaces

Flow)

Provide with details on Change Request /

Approval process which is to be followed on

Support Period?

Will be provided to the identified Service Provider depending on change requirements if any identified by the vendor/GHMC and approved by GHMC during the course of maintenance

80. Hyperion Functional / Technical

Provide with number of people responsible

for Management Reports and Budgets and

their hierarchy?

As per the Technical Resource Requirement Specified in this RFP.


Provide with high level information of when

does the budgeting process starts and how

long it takes?

The budget schedule outlined in GHMC Act and normally the preparatory work commence in Aug Month and Concludes with State Government Approval in Mar month for next financial year.


To what extent costs/revenues are allocated ?

Which items are considered? How is it

currently done?

The vendor resources are expected to have understanding of ULB budget preparation process.


How often you review the budget? After

review, what is the process of revision of

Original Budget?

As per clauses and Rules of Budget Preparation and implementation prescribed in GHMC Act.

84. Hyperion Functional / Technical How is capital expense budgeting handled in

GHMC?

The vendor resources are expected to have understanding of ULB budget preparation process.


What financial statements and reports are

being generated out of Hyperion application?

Can you provide with list?


86. Pg 20 Section # 4.6

What does consolidation of ALL applications

mean ? Can you please elaborate what exactly

GHMC intends when you say this?

Integration with all existing application with reliability in respect of financial data.

87. Current Support Details

Please confirm that there are NO New

customizations to be considered for the

scope? If there are any Plans, please let us

know.

The scope is confined as prescribed in the RFP along with pre-bid clarifications.

--19--

88. Current Support Details

Provide with details of current Open tickets in

queue with the current teams with module

wise breakups including the ticket complexity

( High, Medium and Low)

Ticketing system is not being maintained at present, the prospective Vendor is expected to maintain the ticketing system as part of maintenance, However, open issues will be provided to prospective Vendor.

89. Localizations

Any Localizations installed? If yes, details of

the localization or any futuristic plans of

implementing additional localizations or

globalizations?

Localization not installed, however while upgrading to R12.2.6 enabling India localization expecting including GST patch application.

90. Pg 14 Migration/Upgrade to R12

questionnaire

What are the business and IT drivers behind

Upgrade initiative?

Leverage the technology upgradation and move out of out dated applications.


questionnaire

Are there any hardware, software, or business

constraints that will affect the timing of the

upgrade?

Hardware and ATS procurement delay might cause delay in upgrade.


questionnaire

Are there any other projects underway, or

planned, that will have an impact/scheduling

conflict with this upgrade initiative?

The upgrade activity is parallel activity and confined to scope mentioned in this RFP along with Pre-bid clarifications.


questionnaire

Are you planning to keep all the

Customizations as it is for Upgrade that were

in 11.5.10? Or planning to Add/Change the

Functionality?

As per the suggestions of Vendor with the approval of GHMC.


questionnaire

Are there any third party applications that will

need to be integrated with the new Oracle

EBS Upgrade initiative?

All stable applications need to be integrated with finance module to eliminate duplication of efforts in respect of finance data.


questionnaire

Are design documents and test scripts

available for the original implementation

and/or most recent upgrade?

The vendor expected to provide documentation in the process of upgrade.


questionnaire

Should your custom RICE elements be

analyzed to determine the project scope and

effort estimates prior to the start of the

project?

The prospective bidder can visit GHMC for further analysis before submitting bids.

--20--


questionnaire

How many servers do you envision supporting

the future prod instance?

Will be provided to the identified Service Provider.


questionnaire

Please provide details of custom topics:

How many custom tops in your current prod

instance .Are the custom tops registered with

Oracle Applications as per Oracle's

customization guidelines

One Custom top and registered with Oracle Applications as per the Oracle’s customization guidelines.


questionnaire

How many concurrent users does your system

support? Will be there increase in the number

of current users in Upgrade System?


100. Pg 14 Enhancements Please provide the list of enhancements that

you already identified to be done


101. Pg 61 Form PQ#4

Is it an expectation that the resources named

in this form are actual resources allocated for

the project?

It may not be possible to identify and block

resources for the engagement.

Will it suffice if we submit the details of our

key resources? Please confirm the purpose of

this proposal requirement

The bidder should submit the details of available manpower as per the criteria mentioned. However, the details of actual resources being deployed for the project can be submitted to GHMC during Contract Agreement.

102. Pg 67 Form TQ#2 Do you require named resources in the

deployment plan or only role and skill levels?

Yes.

103. Pg 67 Form TQ#2

If this tabular listing requires names of

resources then there is no need for the third

column titled "No. of Persons proposed".

Agreed.

M/s Caritor Solutions India Pvt. Ltd

104. Pg 7,

Section-2

Past Experience: The Bidder should have successfully implemented/maintained similar project/s of support & maintenance of

We have executed several EBS support

projects to the Government bodies through

Oracle, where Oracle are the primary source

and our company is the secondary source,

Please refer point no-43 of this document.

--21--

Oracle E-Business Suite in ULBs/Government Departments in the last (3) years in India. The Bidder should have successful in maintenance of Accounting Services to ULBs or Government Department during the last (3) years in India.

proof of this can be considered as a past

experience in government sector

105. In past experience column we request you to

consider the similar kind of experience in

private sector as well.

106. General Consortium of companies may be allowed to

participate.

Consortium bidding is not permitted for this tender.

Sd/-

--22--

Revised Commercial Bid Formats

Form – C#II

Detailed Commercial Form As per Scope of Work mentioned in the RFP

A. Support & Maintenance Cost

B. Cost of Data Migration, Data Validation and

Maintenance:

C. Cost of Software Application Re-engineering, Database

maintenance, Security Audit, Integration with other

Applications & Documentation:

D. Cost of Printing and Stationery:

E. Any other item as felt necessary by the bidder:

(to be specified by the bidder)

GRAND TOTAL (A+B+C+D+E) (Rs.)

Total Cost in words Rs. ______________________________________________________

Cost Towards Change Management During Project Period:

Particular Qty

(nos)

Unit Rate

Rs. Taxes (Rs.)

Total Cost

(incl. of all taxes) Rs.

Man-month cost for undertaking

change management during

project period

01 nos

Note: The above costing shall be considered only when the Service Provider undertakes major change

management which is to be approved by the department and which will follow the Change management

procedure.

The change management cost shall not be considered for Overall Evaluation.

S.No Content Items

Support & Maintenance Cost for 3 years as per clause

4.2.1

Unit Price

(Rs.)

Total Price (in Rs.)

including all taxes

1. Oracle e-Business Suite and Accounts (Form C III)

2 Oracle Hyperion Planning & Budgeting Solution 11.1.1.1

(Form C IV)

3. Deployment of Dedicated resources at GHMC HQ &

Other Divisional offices (Form C V)

Total Cost of Support & Maintenance for 3 years

(Rs.)

--23--

i. All the prices mentioned in our Tender are in accordance with the terms as specified in the RFP documents. All the prices and other terms and conditions of this Bid are valid for a period of <days> calendar days from the date of opening of the Bid.

ii. We hereby confirm that our prices include all taxes. Any increase or decrease in the rates shall be applicable and Levy of new taxes on account of changes in law/reduction of taxes shall be to the account of User Department.

Place: Bidder’s Signature

Date : and seal.

--24--

Form – C#III

Commercial Form - Oracle e Business Suite


Place: Bidder’s Signature

Date : and seal.

Form – C#IV

Commercial Form - Oracle Hyperion Planning & Budgeting Solution


Place: Bidder’s Signature & Seal

Date :

S.No Content Items Unit Price

(Rs.)


including all taxes

1. Support & Maintenance Cost for 1st year

2 Support & Maintenance Cost for 2nd year

3 Support & Maintenance Cost for 3rd year

GRAND TOTAL

S.No Content Items Unit Price

(Rs.)


including all taxes

1. Support & Maintenance Cost for 1st year

2 Support & Maintenance Cost for 2nd year

3 Support & Maintenance Cost for 3rd year

GRAND TOTAL

--25--

Form – C#V

Commercial Form – Manpower Cost


Place: Bidder’s Signature & Seal

Date :

--o0o--

S.No Content Items Qty

nos

Unit Price

(Rs.)


including all taxes

1. Project Manager 1

2 Oracle e-Business Suite Functional

Support 1

3 Oracle e-Business Suite Technical

Support 3

4 Oracle Hyperion Planning &

Budgeting – Functional and Technical

Support 1

5 Date Base Administrator 1

6 System Administrator 1

7 Accounts Manager – at HO and

Zones ( Zone – 5 and HO – 3) 8

8 Data Validation Operator - at HO,

Zones and Circle level (.e. 30 members in GHMC Circles + 5

members in GHMC 5 zones + 3 members at Head Office

38

9 Accounts Manager 2

GRAND TOTAL 56

Documents

Revised Pre-bid Clarifications Dt 31.05.2017 Service ... · TSTS/CS/1939/GHMC-eBIZ/2017 DT 07.04.2017-Pre bid meeting Dt. 12.04.2017 ... interface with Property Tax and other