REQUEST FOR INFORMATION: PROJECT MANAGEMENT OF INFORMATION SYSTEMS FOR ARMY SERVICE CORPS (MISA)

Transcription

1 REQUEST FOR INFORMATION: PROJECT MANAGEMENT OF INFORMATION SYSTEMS FOR ARMY SERVICE CORPS (MISA) 1. The Army Service Corps (ASC) of the Indian Army is responsible for the provisioning, procurement, storage, issue, distribution and accounting of supplies to include rations/ food items, forage for animals (horses, mules, dogs),fuels, Oils and Lubricants (FOL) used in various vehicles, equipment, hygiene chemicals and items of hospital comforts to Army, Air Force and when required by the Navy and other paramilitary forces. It is also involved in the operation of Mechanical Transport to include management of light vehicles like Maruti Gypsy, Mahindra jeep, Tata Sumo and Staff Cars, Load carriers of various capacities like 2.5 ton, 7.5 ton, 10 tons and Specialised vehicles like Kolos Tatra, High mobility vehicles, Material Handling Equipments and so on. The other responsibilities include carriage and distribution of certain commodities to include ammunition, water etc forward of the maintenance areas during operations. The Air Maintenance which implies packing of the commodities into payloads for air dropping, loading, lashing these loads and parachute dropping or delivery of loads in forward remote areas is also the responsibility of the ASC. 2. To carry out its designed functions, the ASC has Directorate General of Supplies and Transport, Quarter Master General s Branch (Integrated headquarters of Ministry of Defence, at its apex level. Under the Directorate General, are the Supplies & Transport Branches of Formation Headquarters and ASC units in the hierarchy. While the Supplies and Transport Branches in various headquarters exercise technical and departmental control over the units under their jurisdiction, the units themselves are of different types, each one designed to function peculiar to the specific requirements. The types of units in ASC include Supply units, FOL units, variety of Mechanical Transport units, Animal transport units, Air Maintenance units and ASC Battalions. Each of these units performs specific nature of tasks as indicated by its type. Some units perform multiple tasks as listed above. Some units have sub units which perform these functions and in many cases, operating as detachments away from the unit. The headquarters, units and detachments are spread across the geographical length and breadth of the country including the forward and remote areas of Northern and Eastern India. The organisation thus caters to perform its role with flexibility in varied conditions and terrain, both during war and peace. 3. The Directorate General of Supplies and Transport, Quartermaster General s Branch Integrated Headquarters of Ministry of Defence (Army), Government of India, intends to outsource preparation of Detailed Project Report (DPR) and consultancy for a web enabled Customised / Enterprise Resource Planning (ERP) solution titled Project MISA (Management of Information Systems in Army Service Corps) for automation of Directorate General of Supply & Transport, its Formation Headquarters Supply &Transport Branches and all types of ASC Units pan India which will also entail integration with other Logistics systems / applications of the Indian Army. 4. This Request for information (RFI) consists of two parts as indicated below:- (a) Part I. The first part of the RFI incorporates operational characteristics and features of the project. Few important parameters essential for a consultant / bidder are also mentioned. (b) Part II. The second part of the RFI states the methodology of seeking response of vendors.

2 2 PART I Operational Characteristics 5. The aim of the Project MISA is automation of all the ASC functionalities at the Directorate General Supplies & Transport, all Formation Headquarters Supplies & Transport Branches, all ASC units and sub units) by developing an IT enabled system for the management of its Mechanical Transport, Animal Transport; forecasting, provisioning, procurement, storage, issue, distribution and accounting of all articles issued by the ASC, including Air Maintenance functioning and Composite Food Laboratories / Food Inspection Units. Such an automation will facilitate:- (a) Efficient use of Financial Budgets in the Corps. (b) Forecast of demands, monitoring consumption pattern, issue advance alerts and warnings. (c) (d) (e) (f) Reduce purchase recycle time. Management of life cycle and warranty. Optimisation of Inventory Holding and Improved Supply Chain Management. Minimize transportation costs and time. (g) Improve transport and equipment availability by monitoring the vehicle off road state and equipment down time. (h) (j) (k) Better consumer satisfaction. Proactive and real-time support to Operational Logistics. Automate the Feedback generation. (l) Integration with Army s Logistics Network, Integrated Quartermaster Management Package, Human Resource Management Suit, and possibly with External Organizations and Branches like Ministry of Defence, Quarter Master General s Branch, Financial Planning Directorate, Army Purchase Organisation, Defence Research Development Organisation, Directorate General of Quality Assurance and Public Sector Oil Companies in the future. There may be similar networks at the Formation Headquarter levels which would use the same system. 6. The Project MISA will be logical feeder of information to the Logistics Network for Indian Army which is the Indian Army s Logistics Management System, hence the integration with Logistics Network will be an important and logical prerequisite. The concept visualizes integrating various logistics elements of the Army for asset visibility and decision making at all times, in an effective manner.

3 3 7. The RFI is invited from well reputed and experienced enterprises/ organizations for preparation of Detailed Project Report (DPR) and consultancy for Project MISA. The broad scope of consultancy entails:- (a) Preparation of DPR. (i) Understand the functioning of ASC by studying available system study documents and visit to various unit and Formation Headquarters locations for interaction with various stake holders. This will include study and understanding of deliverables of earlier pilot projects as well as the ASC functioning in its totality. (ii) Preparation of As-Is document. (iii) Map the As-Is document to Industry Best Practices for similar organizations. (iv) Identify the gaps between the As-Is and Industry Best Practices. (v) Suggest Business Process Re-engineering (BPRs) needs, change management and training needs. (vi) Prepare a vision document suggesting an acceptable To-Be system specifications and training requirements. Also work out in great detail, the cost, time schedule and resources required for the project. (b) Preparation of To-Be Document to Include. (i) (ii) Functional Requirements Specifications. Non-Functional Requirement Specifications. (iii) Application Business Architecture, Technology Architecture, Security Architecture, Network Architecture of the To-Be system, both internal and external architecture including cost. (iv) (v) User training requirements, change management and their cost. Requirement of Data Digitisation and migration including cost. (vi) Formulate a detailed transition strategy and bring out requirements of Integration of the proposed system-both internal and external including cost. (vii) (viii) Security of the envisaged To-Be system. Core Group training requirements. (ix) Suggest Governance Body - Core Group team and committee and implementation time. (c) Assistance at Project Approval Stage. The consultant will assist the customer in all stages of approval of DPR and Acceptance of Necessity. (d) Assistance at Acquisition Stage. The consultant will assist the Customer in the following:- (i) Preparation of Expression of Interest (EOI).

4 4 (ii) Evaluation of EOI responses and short listing of Vendors for bidding for the Project. (iii) (iv) (v) (vi) (vii) (viii) Preparation of Request For Proposal (RFP). Approval of RFP. Technical Evaluation of the Bid by Technical Evaluation Committee. Benchmarking. Cost Negotiation Committee. Contract Formulation. (e) Project Management Stage. During the project execution and management stage:- (i) Formulate Program management Strategy. (ii) Interaction with System Integrator (SI) to validate the project plan. (iii) Management and supervision of staff of SI during all stages of Digitisation and Migration activities. (iv) Ensuring timely availability of all relevant information, documents, records, personnel, etc to SI. (v) Provide necessary documents to the customer in liasioning with internal and external stake holders. (vi) Monitor SI activities during the implementation stage. (vii) Preparation of Service Level Agreement, monitoring, operation and maintenance phase as per Service Level Agreement (SLA) and provide feedback to customer. (viii) SI. Review and Recommendations on any change control requests by the 8. The Consultant shall prepare the deviations or variations in the procedures or terms and conditions of the present Defence Procurement Procedure (DPP-2013) if required and propose a suitably modified plan to ensure adequate checks and balances. Justifications to the deviations should be given for any further consideration. Important Prequalification Criteria for Vendors 9. Company should be a single legal entity registered and incorporated in India and in operation for at least five complete years as on 31 March, It is essential that vendors should have prepared a detailed project report (DPR) for at least one Information Technology (IT) project on a turnkey basis, preferably for the Armed Forces. 11. The Vendor should be based in Delhi/NCR region or should have an office in Delhi/NCR region and the leader of the team to be deployed on the project should be based in Delhi/NCR region.

5 5 12. The Vendor should have successfully completed, within the last three years, similar scope of work, i.e. Consultancy/Program Management in at least three projects, one of which preferably should be for Defence Organization. Vendors with higher turnover would be preferred. 13. The Vendor shall be an ISO 9001: 2000 and ISO certified company. 14. Vendors should confirm that following conditions are acceptable:- (a) Vendors submitting the response to this RFI may be called for presentation cum discussion by a Vendor Selection Committee, if required. (b) The solicitation of offers will be as per Single Stage-Two Bid System. It would imply that Request for Proposal (RFP) would be issued soliciting the technical and commercial offers together, but in two separate sealed envelopes. The validity of commercial offers would be at least 18 months from the date of submitting of offers. (c) The technical offers would be evaluated by a Technical Evaluation Committee (TEC) to check its compliance with RFP. (d) Amongst the vendors short listed, a Contract Negotiations Committee would decide the successful bidder and conclude the appropriate contract. (e) The vendor would be required to accept the general conditions of contract given in the Standard Contract Document at Chapter V of DPP-2013 placed on (f) Integrity Pact. An integrity pact along with appropriate Earnest Money Deposit(EMD) is a mandatory requirement in the instant case. (g) Performance Bonds (PB). PB equal to 10% value of the contract is required to be submitted after signing of contract.

6 6 PART-II 15. Procedure for Response. (a) Vendors must fill the form of response as given in Appendix. Apart from filling details about company, details about prequalification citation should also be carefully filled. Additional literature can be attached with the form. (b) The filled form should be dispatched at under mentioned address and/or - Directorate General of Supplies and Transport, QMGs Branch Room No 37, A Wing Sena Bhawan Integrated HO of MoD (Army) New Delhi Tele : misast-ihq@nic.in (c) Last date acceptance of response as per Appendix is by 1700 hours on 30 March The vendors who will be short listed as per the pre qualification criteria for issue of RFP would be intimated. 16. The Government of India invites responses to this request only from Companies / consultants / organizations registered and incorporated in India. 17. This information is being issued with no financial commitment and the Government of India (Directorate General of Supplies and Transport) reserves the right to change or vary any part thereof at any stage. The Government of India reserves the right to withdraw the offer if it should be so necessary at any stage. The acquisition process would be carried out under the provisions of DPP Vendor selection committee reserves the right to reject any/all offers fully or in part without assigning any reasons thereto.

7 7 Appendix (Refers Paragraph 15 of RFI Project MISA) INFORMATION PROFORMA (INDIAN VENDORS) 1. Name of the Vendor/Company/Firm. (Company profile, in brief, to be attached) 2. Type Indian Company dealing with IT consultancy Authorized Vendor/Subsidiary of foreign (Yes/No (Give Registration details) (Yes/No (attach details, if yes) Firm (give specific details) 3. Contact Details. Postal Address City : State : Pin Code : Tele : Fax : URL/Web Site : E mail :. 4. Local Branch/Liaison Office in Delhi (if any). Name & Address : Pin Code : Tel : Fax :

8 8 5. Financial Details. (a) Category of Industry (Large/medium/small Scale): (b) Annual turnover: (in INR) in last three financial years. (c) (d) Number of Employee in the firm. Details of Infrastructure (Branch offices). (e) Total turnover from IT consultancy services (other than sale and Implementation of hardware, software and networking equipment (In INR) (Please att proof). (f) Earlier contracts with Indian Ministry of Defence / Government agencies for IT Consultancy Services:. Address of Organization Project Details Nature of consultancy services provided Cost for I T consultancy services excluding cost of sale and implementation of hardware, software and networking equipment. 6. Certification by Quality Assurance organization (ISO, SEI, CMM). Name of Agency Certification Application from (Date & Year) Valid till (Date & Year) 7. Details of Registration. Agency Registration No Validity (Date) Equipment DG S&D DGQA/DGAQA OFB DRDO Any other Government Agency

9 9 8. Membership of FICCI/ASSOCHAM/CII or other Industrial Associations. Ser No Name of the Organisation Membership No 9. Consultancy Profile in last three years (Information Technology advisory and Program Management). (a) Name of Proj:- To include details of Project, organization for whom done, cost scope of work etc. (b) (c) (d) (e) (f) Brief Description of Projects:. Name and address of Indian/Foreign collaborator (if any): Permanent Employee Strength employed: Countries/agencies where consultancy works done earlier (give details): Countries/agencies where consultancy works done earlier (give details): 10.. Any other relevant information:- Note:- Documents in support of information provided above should be attached with this RFI response form. Any additional information that may not be covered in the format may also be given, if felt necessary. Any clarification to correctly comprehend the magnitude, complexity and peculiarity concerning the project can be sought from the address or e- mail mentioned at Paragraph 15(b) of the Part-II of the RFI, prior to response.