ERP Support 2015 RFP Prebid Queries as on 31 March 2015

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1 1 KPMG (Point 11) ACQUAINTANCE WITH EXISTING SYSTEM ICSI wants the SI s to do a system study Please share schedule & team availability for the same Mon to Friday (Except Gazetted Holiday) Contact Person Rakesh Goyal ( ) 2 KPMG Page 14 (Point 29) TECHNICAL PROPOSAL CONTENTS Please share name of current support vendor & # of months of overlap time for KT with new vendor M/s Filix Consulting One Month 3 KPMG Page 15 (Point 4) POWER OF ATTORNEY Incase Power of Attorney is not available, please advise on an alternate.. If the firm has some other equivalent alternative, may suggest but it may be subject to the acceptance by the Technical Evaluation Committee of the Institute. 4 KPMG Page 16 (Point 5) CLIENT PROJECT OF SIMILAR NATURE Can we give references of our clients who are in private sector but have similar support projects on Oracle / PeopleSoft with KPMG? Yes subject to the condition that there is no specific requirement mentioned in the RFP. 5 KPMG Page 18 (Point 9(4)) CERTIFICATIONS KPMG does not have CMMi Level certification as we help clients attain the same as consultants. Request ICSI to remove this from scoring parameter. 6 KPMG (Point 20) INFRASTTRUCTURE Instead of an on-premise support model, can we have a hybrid structure in place? I.e. Onsite & Offshore support? 7 KPMG 8 KPMG (Point 25) Page 23 (point 30) PAYMENT TERMS We will need payment on a monthly basis instead. Pl confirm SUPPORT SLA Does ICSI have a incident tool for raising of issue & tracking of issues? Yes, Manage Engine 9 KPMG # OF TICKETS What are the current # of tickets being supported by the existing vendor? Please share break up by severity level. 10 KPMG Page 33 (Point 6) ENHANCEMENTS Pls confirm that all enhancements mentioned are NOT part of the current scope but will be raised as a Change Request later in the project. Enhancements are part of the RFP. No separate CR will be raised Page 1 of 7

2 11 KPMG Page 33 (POINT 6) ENHANCEMENTS One Oracle Apps Version Upgrade - Please clarify what is expected in Version Upgrade as the clause is too abstract.. Only Patch level upgrade to one level up is possible and only technical Upgrade is possible in this scope. Complete Upgrade (technical & Functional) can be considered as additional SLA based Engagements outside proposed scope commercials Complete Upgrade (technical & Functional) is the part of the RFP 12 KPMG the firm may be requested to provide one data entry operator at cost (to be quoted in the Financial Bid by the firm) on need basis for entering the accounting data pertaining to RO/CCGRT/Chapters in ERP. Whatever is the scenario, the firm has to train that Data Entry Operator and get the accounting data of the chapter entered under its supervision - Yes 13 KPMG PAGE 34 point 4 Level 1 Support Follow up from branch offices regarding regular data entry on weekly bases please clarify is ensuring all data entry is Vendor Responsibility responsibility of the vendor is monitoring and escalation 14 KPMG Page 34 (point 5) Scope of Work (level 1 Support- Monthly closing Procedure) Carry out Monthly Closing Procedures in Oracle Apps and provide monthly/statutory reports as per timelines defined by the Institute Please clarify if month end closing process will be managed and Processed by ICSI and only support needed to run the programs for transfer, translation, consolidation etc. OR the complete month end closing cycle processed and their management will be Vendor responsibility. Please clarify Responsibility of the vendor is monitoring and escalation 15 KPMG Page 34 (Point 5) Scope of Work (level 1 Support- Monthly closing Procedure) Please share the monthly closing cycle dates of various closing events and MIS reporting dates currently followed Will handover to selected bidder Page 2 of 7

3 16 KPMG Page 34 (Point 5) Level 2 Support- 100 hours End User training - Any User trainings will be conducted at only NCR premises of ICSI at Noida/ Lodhi Road office. Employees seeking training will travel to training location as per training calendar shared in advance. Any training to location other than the Core location of Lodhi Road office/ sec 62 Noida office will attracted additional charges in terms of travel, boarding, lodging and Per Diem Expenses for KPMG resources required to travel and incidental charges + usual 3% admin charges of KPMG. Please confirm the understanding ICSI will only pay Traveling charges, if consultant has to travel for project / training as per ICSI's TA / DA rule. No other charges applicable. 17 KPMG Page 38 (point 6&7) Deliverables Functional design Document for all the missing components and Technical Design Documents for all the missing components Please confirm if it s expected to prepare Functional and technical design documents of existing objects or this is only for any New Customizations and developments from the date of Support Engagement. Existing and new both 18 KPMG SLA Please Share the current volume of Service requests other than the enhancement requests in a year for oracle Apps, Sharepoint and Dotnet respectively 19 KPMG PAGE 33 3RD POINT & PAGE 34 LEVL2 SUPPORT POINT 16 ENHANCEMENTS & LEVEL 2 SUPPORT change request volume shared for Level 2 support is 30 new reports/forms/processes in a year Whereas In Enhancement section CHANGE REQUEST volume mentioned is 60 new reports/forms/processes in a year. Please carify 30 is typing misake. It may be read as KPMG Customizations Please share the list of current customizations 21 KPMG Subcontractor KPMG will subcontract.net & Sharepoint related work. Please confirm. We will focus on the Oracle related support, given our expertise. Page 3 of 7

4 22 Espire Page 16 Bidder should have successfully executed/continuing at least three projects of similar nature during the last three preceding financial years ( , and ), each costing not less than Rs. 50 Lakhs per annum and submit the proof for the same. Query: Espire being a global operating company has an order value for the same proposition through global client s viz. Singapore, Australia & India. Can we submit the orders grabbed through global clients or do we need to showcase projects from India clients only. You may submit any order but if there is any terms in RFP with reference to this matter, that will prevail. 23 C2il Point 11 The BIDDERs are required to study the Institute's complete IT set-up before quoting for the maintenance charges for the same. To study the complete existing system/process, we would require a single point of contact who understands existing process, application & technology architecture Mon to Friday (Except Gazetted Holiday) Contact Person Rakesh Goyal ( ) 24 C2il Point 12 Each BIDDER is expected to fully get acquainted with the existing system / applications and related factors, which would have any effect on the performance of the contract and /or the cost Against each of the application how many open defect tickets are there. How many numbers of users would be there against each application? 25 C2il Point 13 The BIDDER is expected to know all conditions and factors, which may have any effect on the execution of the contract after issue of Letter of Intent/Award as described in the bidding documents The ICSI is currently using any other package software product or just custom build application. Oracle apps and Custom build products 26 C2il please share the contact details and on which date we can visit the place. Mon to Friday (Except Gazetted Holiday) Contact Person Rakesh Goyal ( ) 27 C2il Page 17 Point 7 Bidder's securing a minimum of 75% marks in the technical evaluation will only be considered for further financial bid evaluation. Bids which don't secure the minimum specified technical score will be considered technically disqualified and will not be considered for financial evaluation. What parameters ICSI will consider for marking the bidder? Please clarify As mentioned in RFP 28 C2il Page 21 Point 11 The vendor will be responsible for the trouble free integrated working of the ERP, SharePoint Portal and related applications. Yes this can be done, can you provide us the current process and how is this integrated Page 4 of 7

5 29 C2il Point 18 Three Years subject to evaluation of the performance on yearly basis. In case on annual review, it is perceived by the Institute that the firm's previous year's performance is not satisfactory, it may terminate the contract with one month notice on the completion of the year of service. The Institute has to issue the termination notice within one month of the completion of the yearly maintenance otherwise the contract will automatically stand valid. What are the parameters of performance evaluation? Please clarify SLA fulfillment, Proactive action of the project manager and front end team, Fulfillment of the development/upgradation assignments in time bound manner, User's feedback, Proactive management at the end of the firm etc 30 C2il Point 22 In case of business critical issues, the vendor officials may have to relocate to customer location for handling the issue, the TA and DA shall be paid as per actual on submission of bills as per the norms of the Institute. Please clarify the norms of the institute for bill payment Payment within days of the receipt of the bill subject to the condition that there is no pending issue. All the issues are usually discussed in the Steering Committee Meeting and decision is taken as per mutual understanding.. 31 C2il Point 23 Vendor support team needs to be available to work on the emergency tickets, which includes extended working hours (including weekends and holidays). Any extra payment for extended working hours including weekends and holidays. No 32 C2il Page 23 Point 33 Penalties: Min Rs. 2,000 /- (Rs. TWO Thousand only) per/part of day for SLA violation. Please clarify what ICSI mean by Min Rs 2000, is there any other parameters also. All the parameters mentioned in the RFP. NO other parameters will be applicable. 33 C2il Page 33 Point 2 End to end support for all modalities on the mentioned modules and platforms mentioned in this tender document. It means all kind of support such as installation of OS, system software, application; configuration; making the application workable and active in the desktops, backup and recovery, DR synchronisation, activation etc is expected from the firm excluding the hardware and network maintenance only. Need to provide complete DBA services too(apply patches)- maintain the database, synchronization and disaster recovery of oracle ERP. Please Clarify DBA end to end support required to run ERP 34 C2il Page 33 Level 1 support One support resource for oracle application is required - Pls clarify if one resource is required module wise. How many resources are required. Level 1 should have knowledge of all the modules and specialist of Finance Page 5 of 7

6 35 C2il Page 34 Level 2 support How many numbers of resources is required. Minimum 3 as per RFP. Maximum is left to the bidder. ICSI wants end to end support. 36 C2il Page 34 Functional support for day to day operations including Oracle Apps and customized Dotnet applications and Microsoft Sharepoint. For functional support in Oracle apps- Resource required should be module wise - Clarify Minimum 3 as per RFP. Maximum is left to the bidder. ICSI wants end to end support. 37 C2il Page 37 Oracle application reports Current reporting tools used- Need more details on what reports are currently delivered and what tools are being used. 38 ICONMA Page ICONMA Page 27 How many non-production instances are available for ERP and other systems? How frequently the data is Synchronized between all systems with Oracle? 40 ICONMA Page 27 Which app is built in dot net nuke? What is its functionality? 41 ICONMA Page 27 How many customizations are done in SharePoint? ERP - One Non ERP Nil daily basis main portal of the Institute 42 ICONMA Page 33 How many new reports need to build? In Page 33 it mentioned 60 Reports and in page 34 it mentioned 30 reports. This will help us for resource planning 30 is typing misake. It may be read as ICONMA When did ICSI implement Oracle ERP ? Oct ICONMA How many customizations are there in Oracle ERP? 45 ICONMA Can we get list of tickets/service requests for last 1 yr(by severity and location) 46 ICONMA Which tool is used for tracking service requests?. What kind of dashboards it generates? Manage Engine 47 ICONMA Are you using any version control software? if yes Which tool you are using? Yes VSS 48 ICONMA What are the current issues with respect to performance in Sharepoint? 49 Microsoft SharePoint workflow based Document Management System Need info like Version of SP, workflow( Designer workflow or content workflow) 2010 Designer workflow Page 6 of 7

7 50 Customized Dot Net based application - Dotnet framework version, whether asp.et/c#.net/vb.net?.net 51 a. Point of Sale (Receipt Accounting System-RAS) - Data transfer methodology interface 52 b. Centralized Receipt Accounting System (CRAS) - Data transfer methodology interface 53 c. Custom ERP to handle inventory at chapters level - is there any offline inventory service? if so how data synchronisation is taking place. no offline 54 d. Web portal and cms and interface 55 Data Sync among different applications like Oracle apps, SharePoint portal and custom applications how many services used, is it bi-directional? 56 Enhancements are the changes to application s functionality what enhancements may be expected - Design/code/module wise and frequency of the same 57 Upgradation / revamping of the existing SharePoint Document Management System application. This will be considered as single new process Is this can expected as version of sharepoint may change yes 58 Is there will be any interview procedure for provided suitable profiles from Client, if so is resource interview process is inhouse? if so how many rounds of interview? one round only 59 In Manpower assigned/deputed to the project in page no: 35 it is mentioned that Project manager, Shadow / backup resource is required but there is no option in commercial bid to quote for them. Please clarify? include in the respective domain manpower cost Page 7 of 7