Indian Institute of Management Bangalore Bannerghatta Road, Bangalore

Transcription

1 Indian Institute of Management Bangalore Bannerghatta Road, Bangalore Technical bid tender document for Asset and Procurement Management (Software) Bannerghatta Road Tel: Fax: Website: ; Tender Notice: Id: dillip.mohapatra@iimb.ernet.in Page 1 of 21

2 Contents Sl. No. Particulars Page No. 01 Schedule of events Submission of the Technical Bid Instructions to Bidders Evaluation of the Proposals Scope of Work Compliance to SLA parameters Terms and Conditions Bidder s Particulars (Form- A) List of Corporate Clients of Bidder (Form- B) 21 Page 2 of 21

3 SCHEDULE OF EVENTS FOR SUBMISSION OF TECHNICAL BID ACTIVITY SCHEDULE Sl. No. Activity Details 1. Reference Number IIMB/Asset and Procurement Mgmt. Software / /21 2. Release Of Tender 13 th July Address for Receipt/ submission of Bid document Dillip Mohapatra, Campus Computer Manager INDIAN INSTITUTE OF MANAGEMENT BANGALORE Bannerghatta Road, Bangalore Bid Submission Bids should be submitted in sealed envelopes. a. b Envelop - I Envelop - II Pre-Bid Meeting Last Date & Time for submission Technical Bid Opening Date, Time & Venue 8. Opening of Commercial Bids 9. Contact Details Technical Bid *** duly signed. Commercial Bid *** (to be announced) 25 th July 2017; 3pm CC conference room INDIAN INSTITUTE OF MANAGEMENT BANGALORE Bannerghatta Road, Bangalore th July 2017 ; 2pm 28 th July 2017; 3pm CC conference room INDIAN INSTITUTE OF MANAGEMENT BANGALORE Bannerghatta Road, Bangalore Will be communicated to bidders in due course Dillip Mohapatra, Campus Computer Manager INDIAN INSTITUTE OF MANAGEMENT BANGALORE Bannerghatta Road, Bangalore Voice: ID dillip.mohapatra@iimb.ernet.in asif@iimb.ernet.in ***The schedule is subject to change. Notice in writing of any changes will be provided wherever feasible. Page 3 of 21

4 INSTRUCTIONS TO BIDDERS 1. Read the bid document carefully before filling. 2. Sign each page with seal. 3. The Bidders can clarify with Campus Computer Manager on the software requirements. 4. Submissions that do not satisfy the Technical proposal shall not be considered for the Financial proposal 5. Any price / commercial disclosure in the technical proposal will disqualify the vendor without any further scrutiny. The prequalified vendors will be informed for participating in financial bid. 6. Quotations other than the one herein called for in the enclosed documents shall be summarily rejected. 7. The proposals shall be submitted no later than the date and time mentioned above. Late proposals including due to postal delays or incomplete proposal shall be rejected. 8. Only the bidders (having secured 70% score) will be asked for the commercial bid, only if they satisfy the committee with a demonstration of the proposed software complying with the asked functionality, features, reports etc. 9. Any attempt to influence the tender committee will not be tolerated. The bidder found to be engaged in any form of canvasing will be disqualified forthwith. 10. Quoted price should be inclusive of all taxes and duties. (please specify the taxes separately alongside the price) 11. The offer shall be valid for a period of at least 30 days from the date of the tender opening. 12. The contract will be for a period of 5 years. 13. IIMB reserves the right to reject any or all the proposals, wholly or partly without assigning any reason thereof. 14. All offers and covers should bear the name and address of the bidder and all the pages of the bid document must bear the seal and signature of the bidder. 15. The bidder should be prepared to come to IIMB to take part in discussion, if required at a short notice. 16. Pre-Bid meeting / presentation: a pre bid meeting would be held on the date given above at the CC conference room, Indian Institute of Management Bangalore, Page 4 of 21

5 Bannerghatta Road, Bangalore The bidders who require any clarifications on the bid document are requested to attend the meeting. 17. The completed technical bid should reach the office of Campus Computer Manager, Computer Centre, Indian Institute of Management Bangalore, Bannerghatta Road, Bangalore on or before due date mentioned above. 18. Request for any further extension of the above deadline shall not be entertained Delayed and / or incomplete bids shall not be considered. 19. Conditional bids will not be accepted. 20. All the documentation in the bid should be in English. 21. Minutes of the pre-bid meeting will also form part of the agreement. 22. Technical bid should be in a sealed envelope with superscription on each envelope giving the details of the bidder & bid document and addressed to Mr. D K Mohapatra, Campus Computer Manager, Computer Centre, Indian Institute of Management Bangalore, Bannerghatta Road, Bangalore , and super scribed with the Bidder details. 23. Compliance with Bid Documents: Bidder's offer must conform in all respects with the applicable specifications, drawings and terms and conditions of the Bid document. Any deviation from the specifications or terms and conditions must be clearly and explicitly stated. 24. It is presumed that the bidders have examined all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or submission of 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 without seeking any clarifications. 25. No commercial or technical conditions or clarification of any sort shall be indicated by the bidder in his envelope. Any Bid which proposes such alterations or clarifications to any of the conditions laid down or proposes any other conditions of any description whatsoever is liable to be rejected. 26. Bidders shall not contact IIMB on any matter relating to their Bids from the time of opening of the Technical Proposal till the contract is awarded. If a bidder wishes to bring additional information to the notice of IIMB, it should do so in writing at the address indicated. Any effort by the bidder to influence IIMB in its evaluation, proposal comparison or contract award decisions may result in the rejection of the bidder s proposal. Page 5 of 21

6 EVALUATION OF THE PROPOSALS IIMB will evaluate only those proposals, which meet the eligibility criteria as well as complete and responsive in all respects, for comparison and final selection. The evaluation criteria for selection shall be based on the requirements of IIMB, the delivery & installation schedule of the bidder, the experience of the bidders in similar projects and customer feedback on products and services of the bidder. Also, sufficient expertise and experience of the bidders during the last three years in carrying out similar assignments for other companies and the eligibility criteria as given in the Bid document will be part of the evaluation criteria. Eligibility Criteria Intending Bidder who meets the following eligibility criteria may apply for the tender document. The request for tender document should accompany the required documentary evidence to prove their eligibility, failing which, the application will be rejected. 1. Commercial position: Average annual Commercial turn over (during last three years) ending 31st march of the previous Commercial years should be at least: Rs 150, 00, 000/- (Rupees One Crore Fifty Lakhs only) per year. 2. Experience: Contractor should have experience of having successfully completed similar works as described below during last Five years in any one of the following: (copy of the satisfactory performance certificate from the highest authority to be enclosed). Two similar Webbased software completed /works costing each not less than 15 lakhs (Rupees Fifteen lakhs only); OR One similar Webbased software completed /work costing each not less than 25 lakhs (Rupees Twenty Five lakhs only) Evaluation: Bidders shall not contact IIMB on any matter relating to their Proposal from the time of opening of the Technical Proposal till the contract is awarded. If a Bidder wishes to bring additional information to the notice of IIMB, it should do so in writing at the address indicated. Any effort by the firm to influence IIMB in IIMB's Proposal evaluation, Proposal comparison or contract award decisions may result in the rejection of the firms Proposal. Evaluators of Technical document shall have no access to the Commercial Proposals until the technical evaluation and no objection is concluded. The technical document submitted by the applicants will be evaluated on a maximum of 100 marks. Against this marking, those securing a minimum of 70 marks out of 100 shall only be asked for commercial bid in due course. The IIMB will carry out the evaluation of proposals of only the firms who satisfy the above criteria on the basis of their responsiveness to the Terms of Reference, applying the evaluation Page 6 of 21

7 criteria and marking system specified in the Data Sheet. Each responsive proposal will be given a technical score. A proposal to be considered unsuitable shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated. Selection criteria for pre bid qualification: Bidders who fulfil eligibility criteria will be evaluated based on the Following parameters: Proposal Evaluation Criteria: 1 NAME OF THE AGENCY 2 TENDER DOCUMENTS FEES DETAILS Rs 1000/- through Bank Transfer 3 EMD (Rs 50,000/-) No interest payable Sr. Criterion Details Reference Max. No. Documents Points A Financial Strength of Bidder 10 1 Turnover FY more than Rs 3 Crores more than Rs 1.5 < 3 Crores >= 1.5 Crores 10 Points 8 Points 5 Points Audited Financial Statements B OEM/Bidder s Experience/Technical Specifications Presentation 70 1 Implementation Methodology (Plan, Timelines*) 25 Points Proposal Documents 2 System Architecture Diagram, Proposed Layouts, 25 Points Proposal Documents Designs, Integrations Design, Technology used (details of licensed / open source software and licensing schemes required for developing and implementation) 3 Project Manager Experience & Certification 10 Points Proposal & Proof of experience (e.g. Certificates) 4 Project Team Experience & Certification 10 Points Proposal & Proof of experience (e.g.: Certificates) C Presence near to IIMB Related Documents 10 D Quality of Proposal 10 1 Neatness of Proposal (presentation, document flow, clarity etc.) 2 Completeness of Proposal as per Tender Document **Timeline for SDLC 5 points Proposal 5 points Proposal Only those applicants who score at least 70 marks will be deemed as qualified for participation in Price Bid. Evaluation / Selection of bidders will be considered based on 70% of Technical score and 30% of Commercial score. Page 7 of 21

8 Formats to be submitted by the Bidder: Technical Proposal A. Bidder s Particulars (Form A) B. Customer List & Experience of similar assignments (Form B) C. Terms and Conditions (as agreed) D. Copy of this Bid document Commercial Proposal (to be submitted on request) E. Rates of the products and services, shall be requested to selected bidders by mail or post Note: All above documents including this Bid document must be duly signed by Authorized Signatory with Bidder s company seal. Initial with Company Seal is mandatory on each page of the Bid document and accompanying documents. Bids for each of the Products/Services should be submitted in the relevant Forms as given below Page 8 of 21

9 SCOPE OF WORK The scope of the tender comprises of software Asset and Procurement Management (Software) for IIMB. Study of the processes Provide a prototype design (UI/UX) for sign off Demonstration of 1 st hand design with sample data Roll out Handover and Training Documentation Support 5 years maintenance and upgrade (generic) 1st Milestone (At 1 week) Requirement gathering User Interface design 2nd Milestone (At 2 weeks) Engineering development Quality Assurance 3rd Milestone (At 4 weeks) User feedback Load testing, bug fixing and all other related to software development The functionalities for the Asset and Procurement Management (Software). Description Features Comments Should Have Nice to Have Asset Management Ability to create asset inventories and track asset attributes Assets contain performance curves to track asset condition and useful life Document inspection results which impact asset condition Add and view attachments to both asset records and inspection records Page 9 of 21

10 Set up preventative maintenance schedules on assets and trigger work based on asset condition, time, and usage Track various type of assets Assign a location to an asset and track both the movement and history of that asset Ability to track work completed on assets including manpower requirements, materials needed and used, contractor identification for work completed by nonstaff resources, after hours work performed, and if the call is covered under warranty Provide asset parent-child relationships as well as the ability to attach components to an asset Able to easily view the history of work performed on an asset, the resources used and the cost as well as a summary of the total cost of maintaining an asset Track the life of an asset and provide visibility into the replacement of an asset and accessibility to all history related to an asset Provide alert tolerances once a percentage of an asset is consumed and track the call history against each asset for measuring performance and replacement Produce, track and maintain warranty information, maintenance renewals, and generate inspections on all assets, along with the ability to issue preventive maintenance work orders Customizable inspection condition categories; inspection conditions that can be a weighted average of the categories Ability to extract asset information based on accounting codes for billing and inquiry purpose and to integrate cost and value of an asset with financial management software. Ability to establish performance curves and estimated useful life by asset Ability to calculate depreciation of an asset based on purchase date, original cost, schedule of useful life by asset and current date Ability to track and report on hazardous material and chemicals and have access to supporting documentation attached to the material/chemical Track the temporary issuing (checking-in and checking-out) of assets and determine who, what, and where the asset is at any point in time Page 10 of 21

11 Field Access/Mobile Ability to operate software with full functionality available from a mobile app supported on IOS and Android platforms Functionality includes access to GIS generated maps, completing work orders, entering resources, creation of assets, editing of assets including location and attributes, and creation of a work order Flexibility to allow geo-location of an asset from any smartphone and/or tablet. Request Management Able to take requests from phone, walk-in, smartphone and website Provide external customers with a web portal to allow the creation of secured accounts, work order placement, and ability to view customer placed work orders as a means for initiating, reporting issues assets Ability to associate duplicate request calls to the same request. Work Management Ability to electronically initiate, assign, dispatch, and track electronic work orders against an asset and track from inception through completion with a flexible, easily managed workflow process Associate work to an asset and see the total cost of maintaining the asset. Add comments or explanations to a work order to provide problem resolution or explanation in determining problem cause which would be useful for building and sharing information on a knowledgebase Track the status of a work order, on the work performed and estimates of completion for an issued work order Attach documents and/or pictures to an electronic work order for accessing safety related information, plats of subdivision, construction details from developers. Provide field staff with access to the technology for tracking and providing a means for assigning Page 11 of 21

12 categories to facilitate work order priorities both for the customer and service provider Provide full visibility of work orders in the queue and provide status on all orders to those completing the work order, their supervisor and the customer internal and external. Method for assigning work orders by pre-defined proximities for ease of and efficiency in dispatching the work order; provide override capability to the automated assignment to allow for re-assignment of the work order Create repeating work orders on a scheduled basis where the task can be both asset specific or nonasset related, or a mixture of each Ability to have a single request have multiple task or work orders associated with it. Ability to create, view and report out daily logs for individual employees, callout logs by employee, maintenance logs by asset. Ability to assign a priority to a task or work order Ability to assign tasks and work orders to an individual and/or a group of employees Ability to group multiple assets into a single work order for efficiency Accept electronic signatures as a means of work order approval. Resource Management Determine the parts used on a repair, nature of work performed, the person assigned the ticket, and number of calls issued. Laborers can have multiple rate types (regular, overtime, holiday, etc.) Can track materials and deduct from inventory An asset can be expensed in either time or miles. Able to track vehicle location for those completing a call/work order Service Management Tracks the financial, contractual, and inventory details of hardware, software, and virtual infrastructure as well as non IT assets throughout their lifecycle. Page 12 of 21

13 Asset requests are handled using workflows to obtain approvals, validate entitlements, issue chargebacks, and provision services. Once an asset is deployed, Asset Management records all maintenance activity and enables IT to perform regular audits, right up until asset retirement Incidents which are disruptions or failure to services and assets need to be addressed quickly and impact to business operations minimized. Ability of Service Desk which allows users to log incidents through multiple channels including a selfservice portal, web interface, telephone, s and SMS. Incidents are also raised on alarms or events from monitoring. On resolution of the problem, the resolution is reviewed and published and all associated incidents closed. Ability to Create a comprehensive catalog of IT and business services within minutes. The service catalog contains comprehensive information on the service like description, scope of service, availability, cost, duration, status etc. Self-service portal you can reduce service desk burden and boost IT Productivity and showcase your IT service catalog in the self-service portal and allow users to easily pick and choose required services. SLAs to ensure better service across all your operational sites. Also can configure response time SLAs and appropriate escalations to ensure faster response to end users Procurement Management Support all the phases of enterprise-wide Procurement: Purchase-to-PO with a configurable Workflow for Request to Approval process. Our Procurement Module manages end-to-end procurement cycle E-Requisition, Approval Management, Workflow Vendor Management, RFQs and Quotes, Purchase Order/Work Order Approve purchase requests before you make the commitment to buy. Every rule, from management hierarchy to selfapproval to condition-based scenarios, is configured Page 13 of 21

14 through the user interface. Multi-hierarchy approval work flow can be configured exactly to your current work flow process. Workflows can be defined based on requested quantity, material or value RFQ /RFP/ RFX and Quotes Creating a Request for Quotes (RFQs) needs to be feasible. If generating a list of potential suppliers or gathering all the related information takes too long. Users tend to fall behind and in turn, your company is losing out on the opportunity for savings provided by competitive bidding. We creating a RFQ as simple as creating a requisition. In fact, any requisition can be converted into a RFQ in just one click. Generate RFQ, Send RFQ electronically, Indent Creations, Procurement process workflow, Consolidation of Requirements, Technical and Commercial Comparison of Quotations, Release of the Purchase Order and Follow-up on Purchase Order. Registration of vendor and information into a single comprehensive system that provides easy access, review and retrieval of records. Vendor management module captures details which is necessary from all your vendors. You can use and configure methodologies of vendor approval. It can also store rate cards from various vendors for immediate use. Ability of Vendor Ratings, Vendor Details, Rate Cards, Vendor Approval Page 14 of 21

15 COMPLIANCE TO SLA PARAMETERS Sl. No. Indicative SLA Parameter SLA Target 1 Availability of Application software to Users for (24X7) Availability of all critical functionalities of all the 99.5 modules 3 Availability of personnel for 24X7 for logging calls with 99.5 response time of (1 hour) 4 Resolution of Priority 1 Calls (4 hrs.) 99 5 Resolution of Priority 2 Calls (4 hrs hours) 99 Support required from IIMB: (please specify) Page 15 of 21

16 Terms & Conditions 1. General Terms a. Service Window (Working hours) shall to be between 9:00 A.M. to 6.00 P.M. from Monday to Saturday (physically to be presence) b. The successful bidder ( Vendor ) will be required to sign a separate SLA with IIMB for support and maintenance of the installed software at IIMB. c. The price/rate quoted by the Vendor cannot be altered or changed, except only in case of any services tax changes are acceptable. The price/rate quoted should be exclusive of all taxes. All applicable taxes should be mentioned as separate line items by the bidder. d. All applicable taxes would be deducted at source at the applicable rate while making the payment. 2. Term: The service contract shall be effective from the date specified in the Purchase Order issued by IIMB and supported for a period of Five (5) years, and may be renewed by IIMB on mutually agreed terms. 3. Delivery Schedule: The installation of the software shall be within a maximum time of four (4) weeks from the date of confirmed Purchase Order issued by IIMB. 4. Default: In case delivery as per the schedules mentioned in the Purchase Order issued by IIMB is delayed, IIMB may impose penalty or cancel the entire order. IIMB may accept delayed delivery at prices reduced by a sum equivalent to 1% of total order value of every week of delay or part thereof of the delivery. 5. Payment Terms: 90% On Software installation and training. 10% on submission of performance BG (5% of total value) valid until 5 years. 6. Force Majeure Any failure or delay by bidder or company in performance of its obligation, to the extent due to any failure or delay caused by fire, flood, earthquake or similar elements of nature, or acts of God, war, terrorism, riots, civil disorders, rebellions or revolutions, acts of government authorities or other events beyond the reasonable control of nonperforming Party, is not a default or a ground for termination. If Force Majeure situation arises the Vendor shall promptly notify IIMB in writing of such conditions and the cause thereof. Unless otherwise agreed by IIMB in writing, the Vendor shall continue to perform its obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 7. Notices Any notice given by one party to the other pursuant to this contract shall be sent to other party in writing and confirmed in writing to other Party s address. The notice shall be effective when delivered or on the notice s effective date whichever is later. Page 16 of 21

17 8. Tender Document Fee The tender shall be accompanied by tender document fee of Rs. 1000/- (Rupees One Thousand Only) through Bank Transfer details given below and copy of the Bank transfer made enclose with the tender document. Bank Name : SBI IFSC Code : SBIN Account No: Branch Name: IIMB Campus Branch 9. Earnest Money Deposit (EMD) The tender shall be accompanied by Earnest Money of Rs. 50,000/- (Rupees Fifty Thousand only). The earnest money shall be in the following form: (a) Demand Draft in favor of "INDIAN INSTITUTE OF MANAGEMENT BANGALORE '' from a reputed nationalized / scheduled bank, payable at Bengaluru. Tenders not accompanied with the earnest money mentioned above shall be liable for rejection. EMD will be returned to unsuccessful bidders within 15 days of award of contract to successful bidders. EMD for successful bidder will be returning after submission of performance guarantee. 10. Termination: IIMB may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Vendor, terminate the contract in whole or part: if the Vendor fails to deliver and install the software within the period(s) specified in the Purchase Order; or within any extension thereof granted by IIMB; or if the Vendor fails to perform any other obligation(s) under the contract. 11. Effect of Termination: In the event IIMB terminates the contract in whole or in part, IIMB may procure, upon such terms and in such manner, as it deems appropriate, software or services similar to those undelivered and the Vendor shall be liable to IIMB for any excess costs for such similar software or services. However, the Vendor shall continue the performance of the contract to the extent not terminated. 12. Governing Law and Disputes (Applicable in case of successful bidder only) All disputes or differences whatsoever arising between the parties out of or in connection with this contract or in discharge of any obligation arising out of the Contract (whether during the progress of work or after completion of such work and whether before or after the termination of this contract, abandonment or breach of this contract), shall be settled amicably. If however, the parties are not able to solve them amicably, either party (IIMB or Vendor), give written notice to other party clearly setting out there in specific dispute(s) and/or difference(s), shall be referred to a sole arbitrator mutually agreed upon, and the award made in pursuance thereof shall be binding on the parties. In the absence of consensus about the single arbitrator, the dispute may be referred to joint arbitrator; one to be nominated by each party and the said arbitrators shall nominate a presiding arbitrator, before commencing the arbitration proceedings. The arbitration shall be settled in accordance with the applicable Indian Laws. Any appeal will be Page 17 of 21

18 subject to the exclusive jurisdiction of courts at Bangalore. The Vendor shall continue work under the Contract during the arbitration proceedings unless otherwise directed by IIMB or unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator is obtained. Arbitration proceeding shall be held at Bangalore, India, and the language of the arbitration proceedings and that of all documents and communications between the parties shall be in English. Page 18 of 21

19 1 Name of the Company FORM A BIDDER S PARTICULARS 2 Registered Office Address 3 Year of Incorporation (Attach the attested copy) 4 In the business of computer hardware since (the year) 5 Corporate Profile: Chairman Managing Director Directors 6 Details for Correspondence: Contact Person s Name Designation Address & Telephone No/s, Fax No/s, ID 7 Whether your company is registered under Municipal Act And/or Karnataka Govt. Shops and Establishment 8 a) GST Provisional Registration Number b) Application Reference Number (ARN) c) State Code as mentioned in GST Site d) State name as mentioned in GST Site e) Registered address at GST Site f) Registered mobile no. at GST Site g) HSN Codes mentioned in GST Site h) Service accounting codes mentioned in GST Site i) TIN/SALES TAX/VAT Number 9 Income tax no. (GIR/PAN) (Attach Photostat / true copy of latest Income Tax Clearance Certificate) Financial Details (for last 3 years)* a. Turnover (Rs. In lakhs) b. Profit after Tax (Rs. In lakhs) 11 Employee Profile: Technical: a) Service Engineers (L1 & L2) b) Sr. Technical Staff (L3 and above) Administrative: Page 19 of 21

20 12 If the bidder is Authorized Partner/Dealer, mention the name of principal company (OEM) and the relationship, like, distributor, dealer, etc. * 13 Level of relationship/partnership with OEM (Gold/Silver/Platinum/etc.) 14 Brief particulars of facilities for support and maintenance of equipment and availability of spares 15 Details regarding technical support staff (no. of service engineers, qualifications, number of years of experience, etc.) 16 Employee attrition rate for last 3 years No of locations outside Bangalore where bidder s engineers are present ( no tie-ups ) 18 Large no. of Software Projects developed, delivered and maintained by bidder. 1. handled more than 10 Projects 2. handled more than 15 Projects 19 Have you received ISO certification for IT services 20 Are you OEM / System builders? (Yes/No) Please provide brief details. Page 20 of 21

21 FORM B LIST OF CORPORATE CUSTOMERS OF THE BIDDER The bidder must provide the details as per the below format for similar pan-india branch rollout projects of at least three customers. Sl. No. Name of the Client, Contact person, Designation & Telephone No. Date of the Assignment Details of the assignment done for the client Note: The list should include at least five academic clients. Page 21 of 21