request for proposal for comprehensive erp support ... rfp erp support.pdf · icsi: tender for erp...

ICSI: Tender for ERP support Page No. 1/39

Purchase: 2014-15(ERP-Support) Date: May 11, 2015

REQUEST FOR PROPOSAL

FOR

Comprehensive ERP Support Technologies: Oracle Apps, SharePoint & Dotnet

The Institute of Company Secretaries of India ‘ICSI House’, 22 Institutional Area,

Lodi Road, New Delhi-110003

Important Dates and Information

Cost of Tender Rs.2,000 (Rupees Two Thousand Only)

Earnest Money Deposit Rs. 5,00,000 / (Rupees Five Lakh only)

Tender Publish Date May 11, 2015

Last date and time for Sending Pre-Bid Queries in written

May 14, 2015, 5.00 pm

Pre-Bid Meeting May 15, 2015 3.00 pm at ICSI C-37 Sector-62, Noida

Last Date and Time For Receipt Of Bids

May 25, 2015 by 3:00 PM

Date & Time Of Opening Of Technical Bid

May 26, 2015 at 11:00 AM

Institute’s Website www.icsi.edu


Purchase: 2014-15(ERP-Support) May 11, 2015

Sub: Comprehensive ERP Support The Institute of Company Secretaries of India is a statutory body set up by an Act of Parliament i.e. Company Secretaries Act, 1980 to regulate and develop the profession of Company Secretaries. It is functioning under the overall administrative jurisdiction of Ministry of Corporate Affairs, Government of India, and its Headquarters is located at “ICSI House” 22 Institutional Area Lodi Road New Delhi-110 003. The Institute invites bids for Comprehensive ERP Support comprising of Oracle Apps, MS SharePoint & Dotnet Technologies as per enclosed tender document and accordingly sealed tenders are invited as stated in the tender document. The Request for Proposal document contains statements derived from information that is believed to be relevant at the date but does not purport to provide all of the information that may be necessary or desirable to enable an intending contracting party to determine whether or not to enter into a contract or arrangement with ICSI. Neither ICSI nor any of its employees, agents, contractors, or advisers has carried out or will carry out an independent audit or verification exercise in relation to the contents of any part of the document. Subject to any law to the contrary, and to the maximum extent permitted by law, ICSI and its officers, employees, contractors, agents, and advisers disclaim all liability from any loss or damage (whether foreseeable or not) suffered by any person acting on or refraining from acting because of any information including forecasts, statements, estimates, or projections contained in this Tender document or conduct ancillary to it whether or not the loss or damage arises in connection with any negligence, omission, default, lack of care or misrepresentation on the part of ICSI or any of its officers, employees, contractors, agents, or advisers. The tender document may be obtained during working hours on all working days on payment of tender document cost as mentioned above from the Reception Counter of the Institute on cash payment or by submitting a demand draft in favour of “The Institute of Company Secretaries of India”, payable at New Delhi. The tender document can also be downloaded from the website of the Institute (www.icsi.edu) for which Bidder would be required to enclose a demand draft equivalent to tender document cost along with their quotes, failing which the tender shall not be entertained.

The sealed tender is to be sent to Shri Sutanu Sinha, CE & OS, The Institute of Company Secretaries of India, by name at the Institute’s Headquarters in the envelope super-scribing “Tender for Comprehensive ERP Support” by the due date i.e. May 25, 2015 by 3:00 PM. The ICSI shall not be liable for any

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postal delays what so ever and bids received after the stipulated time/date shall not

be entertained. Bidders are required to submit Earnest Money Deposit (EMD) as mentioned in the top of the tender. The EMD may be submitted in the form of an Account Payee Demand Draft / pay order payable at Delhi. EMD will be issued in favour of ICSI and payable at New Delhi. Bid without EMD shall not be entertained. Further clarification may be taken from the undersigned. Thanking you, Yours faithfully, (B. Pradhan) DIRECTOR


Table of Contents

S.No. Description Page No

1 Important Dates and Information 1

2 Invitation to Bids 2

3 Statement of Confidentiality 5

4 General Terms and Conditions 6

5 Bid Preparation 10

6 Opening of Bids at ICSI 15

7 Bid Evaluation Criteria 17

8 Important Information and conditions 20

9 Technical Details including Scope of Work 30

10 Commercial Bid 39


Statement of Confidentiality

The information contained in this Tender Document or subsequently provided to Bidder(s) or applicants whether verbally or in documentary form by or on behalf of Institute of Company Secretaries of India (hereinafter “Institute / ICSI”) or by any of their employees or advisors, shall be subject to the terms and conditions set out in this Tender Document and all other terms and conditions subject to which such information is provided. The purpose of this tender document is to provide the Bidder(s) with information to assist the formulation of their proposals. This Tender Document does not purport to contain all the information each bidder may require. This tender document may not be appropriate for all persons, and it is not possible for the ICSI, their employees or advisors to consider the investment objectives, financial situation and particular needs of each bidder who reads or uses this tender document. Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this tender document and where necessary obtain independent advice from appropriate sources. ICSI, its employees and advisors make no representation or warranty and shall incur no liability under any law, statue, rules or regulations as to the accuracy, reliability or completeness of the tender document. ICSI may in their absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this Tender Document.


General Terms and Conditions

1. The Bidder is expected to examine all instructions, forms, terms and

specifications in the bidding documents. Failure to furnish all information required by the bidding documents may result in the rejection of its bid and will be at the bidder's own risk.

2. Non acceptance of any of the terms & conditions as stated in tender document and non-submission of the stipulated Earnest Money Deposit (EMD) shall render the Bid invalid

3. All costs and expenses incurred by Bidders in any way associated with the

development, preparation, and submission of responses, including but not limited to; the attendance at meetings, discussions, demonstrations, etc. and providing any additional information required by ICSI, will be borne entirely and exclusively by the bidder.

4. No binding legal relationship will exist between any of the Bidders and ICSI

until execution of a contractual agreement.

5. The ICSI reserves the right to accept or reject any or all bids without assigning any reason whatsoever and decision of the Institute shall be final.

6. Each Bidder acknowledges and accepts that ICSI may in its absolute

discretion apply selection criteria specified in the document for evaluation of proposals for short listing / selecting the eligible vendor(s).

7. All Bidders will, by responding to ICSI for Tender/RFP, be deemed to have

accepted the terms of this Introduction and Disclaimer.

8. Bidders are required to direct all communications related to this RFP, through the Nominated Point of Contact person in the Tender Shri Ankur Yadav, Joint Secretary (Senior Grade) -Directorate of Information Technology at [email protected].

9. Bidders should provide details of their contact person, telephone, fax, email and full address(s) to ensure that replies to tender could be conveyed promptly.

10. Prices quoted in the bid shall expressly be inclusive of all statutory taxes, fees, cesses, duties, levies, charges, surcharges inclusive of all statutory and any other components (net to ICSI) for COMPREHENSIVE ERP Support should be quoted.

11. Incomplete quotations shall be rejected out rightly. No alterations, amendments or modifications shall be made by the Bidder in the tender documents and if any such alterations are made or any special conditions attached, the bid is liable to be rejected at the discretion of the ICSI without reference to the bidder.

12. Payment of any kind whatsoever will not be made to the resident engineer for travelling to the office on holidays and for late going or early coming in case of exigencies etc.

mailto:[email protected]


13. The selection process consists of three phase’s viz., 1) Minimum Eligibility Criteria 2) Technical Evaluation and 3) Commercial Evaluation. Evaluation Criteria proposed to be adopted would be based on Quality cum Cost Based System (CBS) where full weightage would be given to technical and commercial bid only. However, the commercial bids will be opened only for the bids that have qualified the Minimum Eligibility Criteria and score of 75% marks in the Technical Evaluation.

14. The bids qualifying the Minimum Eligibility Criteria will be eligible for further evaluation and subsequently the bids qualifying both Minimum Eligibility Criteria and Technical Evaluation will be eligible for Commercial Evaluation.

15. Please note that all the information as desired needs to be provided.

Incomplete information may lead to rejection of Bid.

16. ICSI reserves the right to change the dates mentioned above or in the Tender, which will be communicated.

17. Language of BID: The bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid exchanged between the Bidder and the ICSI shall be in English. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation by approved translator of the relevant pages in English. For the purposes of interpretation of the bid, the translation shall govern. Information supplied in another language without proper translation shall be rejected.

18. Period of Validity of Bid: The Bids should remain valid for 180 days from the last date of submission of the Bids.

19. In exceptional circumstances, ICSI may solicit Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. Bid Security shall also be suitably extended. Bidder granting the request is neither required nor permitted to modify the bid.

20. ICSI reserves the right of accepting the tender in whole or in part without

assigning any reason and such decision shall be final. The part acceptance of the tender shall not violate the terms and conditions of the Tender / contract and the bidder shall execute the work at the specified rates without any extra charges or compensation within the stipulated period.

21. The acceptance of a Bid shall rest with the ICSI. ICSI does not bind itself to accept the lowest tender and reserves to itself the right to reject any or all the bids received without assigning any reason(s) whatsoever and any notice to bidder. Non acceptance of any Bid shall not make the ICSI liable for compensation or damages of any kind. ICSI further reserves the right to accept a bid other than the lowest or to annul the entire bidding process with or without notice or reasons. Such decisions by ICSI shall be final and bear no liability whatsoever consequent upon such decisions.

22. Proposal Preparation Cost: The Bidder is responsible for all costs incurred in connection with participation in this process, including, but not limited to, costs incurred in conduct of informative and other diligence activities,


participation in meetings/discussions/presentations, preparation of proposal, in providing any additional information required by ICSI to facilitate the evaluation process, and in negotiating a definitive Service Agreement or all such activities related to the bid process.

23. This Tender does not commit ICSI to award a contract. Further, no reimbursable cost may be incurred in anticipation of award.

24. Bidder is expected to examine all instructions, forms, terms, specifications, and other information in the Tender document. Failure to furnish all information required by the Tender document or to submit a Bid not substantially responsive to the Tender document in every respect will be at Bidder’s risk and may result in the rejection of its Bid. The Bid documents may be downloaded from website (https://www.icsi.edu).

25. Tempering with any format given may be liable for rejection / disqualification of the bids clarification on Tender Document and Pre Bid Conference & Amendment to Tender Document.

26. The Bidder or its official representatives (only one member) is invited to attend a pre-bid meeting to be held on the date and place mentioned in the important dates section. The purpose of the meeting will be to clarify issues and to address clarifications sought by the Bidder’s in this context. The Bidder is requested to submit their Request for Clarifications through email only to reach the Institute by the date mentioned in important date’s table before the pre bid meeting. The responses for the clarifications sought by the Bidder’s will be distributed to the Bidder’s. No queries will be entertained after the due date to send queries.

27. However, it is not binding on ICSI to hold a pre-bid meeting or restrict itself to

holding only one such meeting. If it feels, that the clarifications sought by the Bidder’s do not warrant a pre-bid meeting, it can cancel the meeting and send the replies to the Bidder’s by email.

28. At any time prior to the last date for receipt of Bids, the ICSI, may, for any reason, whether at its own initiative or in response to a clarification requested by the Bidders, modify the Tender by issuing an addendum/corrigendum. Any such amendment issued along with the original Tender document will constitute Revised Tender. The addendum/corrigendum will be uploaded on the ICSI website. The Bidders are requested to visit the website frequently to check for any the decision of ICSI on the need for any modification shall be final and binding on all.

29. In order to afford prospective bidders reasonable time to take the Corrigendum into account in preparing their bids, ICSI may, at its discretion, extend the deadline for submission of bids.

30. Any Corrigendum, Clarifications etc. shall be binding on the Bidders and shall be given due consideration by them while they submit their bids.

31. The ICSI may at any time during the Tendering process but before opening

the technical/commercial bid request the Bidders to submit revised Technical / Commercial Bids and/or Supplementary Commercial Bids, in case of change

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in Scope of Work, without thereby incurring any liability to the affected Bidder or Bidders.

32. In case any work for which there is no specification in the tender but the same is essential for the job / work mentioned in tender document, such work shall be carried out in accordance with the directions of the ICSI without any extra cost to the Institute.


Bid Preparation

Format and Signing of Bids

1. The bidder shall prepare required number of copies (original plus one copy) of the bid and shall clearly mark each “Original Bid” or “Copy of Bid” as appropriate. In the event of any discrepancy between them, the original shall govern.

2. The original and the copy of the bid shall be typed or written in indelible ink and

shall be signed and sealed by the bidder or a person duly authorized to bind the bidder to the bid. The person(s) signing the bid shall initial all pages of the bid with company seal, except for un-amended printed literature.

3. The Bids without the seal and signatures in all pages of all documents are to be

disqualified.

4. The complete bid shall be without alteration or erasures, except those accorded with instructions issued by ICSI or as necessary to correct errors made by the Bidder, in which case such corrections shall be initiated by the person or persons signing the bid.

5. Format for Queries:

Name of the Project: Name of the Bidder:

S.NO Page No Queries

Signature:

Name of the authorised Signatory:

Company seal:

Note: All the queries should be sent in this format in MS-word only to: [email protected]. No other format is acceptable apart from this format.

In order to simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following items and be organized in the manner specified on the following pages.

6. Letter of Transmittal

A letter of transmittal briefly outlining the vendor's/proposer's understanding of the work shall be submitted. The transmittal letter should also include general information regarding the firm and individuals involved.


7. Profile of the Firm

S No Particular Response

1 Company Name

Legal Name (if different)

Full Mailing Address

Telephone Number

FAX Number

Web site

Years in Business

Year of establishment

2 Details of Indian Establishment

Registered Office address

Year of establishment

Head of the Indian establishment

3 SPOC (Single point of Contact)

Mobile

E-mail

4 Whether registered with Registrar of Companies/ Firm. If so, please furnish details thereof (Attach certificate of incorporation )

5 Registration with Tax authorities (PAN)

6 Audited Turnover in last three years.

7 Number of clients

8 Number of technical/support personnel

9 CIN Number, TAN Number & PAN Number

8. Details of the projects executed

Sl. No.

Project Project executed for (Name of the organization with address, phone numbers etc.)

Nature of work in brief

Location of the work

Actual value of the Project

Duration Status (on going / Completed)


9. Key personnel permanently employed in your organization:

Sl. No.

Name Qualifications Experience Particulars of Project done

Employed in your firm since

Any other details

10. Client Reference: To be a qualified proposer, the vendor must include three

(3) references in its proposal response. Preference will be given to vendors with references for implementations at organizations most similar to the ICSI. References will be contacted - please verify information before submitting. Information to be included in the reference is:

Particular Response

Organization Name

Address

Type of Business

Contact Person

Telephone and Fax #s

Dates of Installation

Description of system

Acquaintance with Existing system

11. The BIDDERs are required to study the Institute’s complete IT set-up before quoting for the maintenance charges for the same.

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.

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.

Sealing, Marking and Submission of the BID

14. Bidder shall submit their bids in Four PARTS, each in a separate sealed envelope super-scribed with the RFP project name, due date, time, and nature of bid (bid security, Organizational capability, Technical bid or Financial Bid)

15. PART-I: EMD. Envelope needs to be super scribed as EMD.


16. PART-II: Pre-Qualification Documents and duly signed and stamped RFP with all corrigendum’s (if any) Envelope needs to be super scribed as Pre-Qualification Document.

17. PART-III: Original plus one copy (total two hard copies) and one soft copy in usb/cd of TECHNICAL BID complete with all technical details. Envelope needs to be super scribed as “Technical Bid”- Do not open before date and time given in important date section.

18. PART-IV: Original and 1 copy of FINANCIAL BID with full price details. Envelope needs to be super scribed as “Financial Bid”.

19. The envelopes containing Part-I, Part-II, Part-III and Part-IV of offer shall be enclosed in a larger envelope duly sealed and marked as Response to Request for Proposal (RFP)/Tender with title and reference number, and a statement "To be opened by addressee only” and the name and address of the Bidder. All the 4 envelopes shall be put in an OUTER COVER sealed and addressed to

To, Shri Sutanu Sinha Chief Executive & Officiating Secretary, The Institute of Company Secretaries of India, 22, Institutional Area, Lodi Road, New Delhi – 110 003

20. The OUTER COVER should be sealed and should contain the following

documents: This Tender Document duly signed on all pages as acceptance of terms and conditions by the bidder. PART-I: EMD PART-II: Pre-Qualification Documents PART-III: Technical Bid: Original plus one copy (total two hard copies) and one soft copy in USB PART-IV: Original and 1 copy of FINANCIAL BID Proposal covering letter, which must be signed with the Bidder’s name and by a representative of the Bidder who is authorized to commit the bidder to contractual obligations. All obligations committed by such signatories must be fulfilled. Any other information that is required to be submitted in the proposal process

21. Please note that ICSI will not be responsible for in case there is a discrepancy between the hard copy and the soft version of the bid submitted by the bidders. In such case, hard copy of the bid will be taken into consideration.

22. The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in the case it is declared “late” pursuant, and for similar purposes.


23. If the outer envelope is not sealed and marked as above, ICSI will bear no responsibility for the misplacement or premature opening of the Bid.

24. Only detailed complete bids in the form indicated above received prior to the closing time and date of the bids shall be taken as valid.

25. Bids sent through Telex/Telegrams/Fax/e-mail will not be acceptable.

26. Bids should reach ICSI on or before the last date mentioned in the important dates section by registered post or speed post or courier only.

27. Bidders submitting any bids in person will also be accepted.

28. Bids are liable for rejection if they don’t comply with the above norms regarding

sealing, signing proper packing & submission.

29. The technical proposal should address the following at the minimum:

a. Takeover plan and methodology b. Operations plan and methodology c. Quality parameters of the deliverables d. Daily, weekly and monthly MIS e. Value additions to the existing solution implemented at ICSI f. Detailed CVs (including qualification, certification, experience) of the

key resources assigned to the project g. Escalation matrix up to CEO level along with name, designation,

mobile no, email id, landline numbers.


Opening of Bids at ICSI ICSI will open bids at time mentioned at important Information sheet. BIDDER’s representative (only one) with proper authorization must attend the opening at ICSI. Technical Bid will be considered for those BIDDERs whose bids shall meet all the eligibility criteria mentioned in the Pre-qualification documents. The following are the conditions, which are to be necessarily fulfilled, to be eligible for technical evaluation of the proposed solution: Sl. No. Criteria Documents/Information to be provided in

the submitted proposal

1 Bidder shall not be under a declaration of ineligibility for corrupt or fraudulent practices and should not be blacklisted by any State Govt./Central Govt/PSU/Statutory /Autonomous Body/any other organization for any reason during last 3 years ending on March’2014

A self-certified letter by the designated official of the responding firm about the non-blacklisting of the firm by the mentioned agencies for any reason during last 3 years ending on March2014;

2 Bidders should either have local presence in Delhi-NCR, or agree to setup local office within one month of award of contract.

A self-certified letter by the designated official of the responding firm to open up a local office at Delhi-NCR within one month of award of contract; If the Bidders are already having a local office, relevant address proof(Electricity Bill, Rent Agreement ) for the same to be provided.

3 Bidder should have average turnover of minimum Rs. 08 Crores in the last three preceding financial years (2011-12, 2012-13 and 2013-14).

Audit copy of balance sheet should be furnished by the Bidder.

4 Power of Attorney / Board Resolution for signing the bid, letters etc on behalf of the firm.

Power of Attorney to be provided.

5 RFP document stamped and Signed in page printed back to back to be submitted.


Bidder should have successfully executed/continuing at least three projects of similar nature during the last three preceding financial years (2011-12, 2012-13 and 2013-14), each costing not less than Rs. 50 Lakhs per annum and submit the proof for the same.

Proof Certificate - Copy of work order / contract / SLA or related document shall be submitted along with client reference letter confirming firm’s engagement for the said project along with scope of work / services being delivered

NOTE: Please note that no separate communication will be sent in this regard. In the event of due date being a closed holiday or declared holiday for Central Government Offices, the due date for opening of the bids will be the following working day at the appointed date, time and venue. Please submit all the documentary evidence in support of the above conditions as the eligibility criteria without any of the above mentioned documents in the format as described if not submitted, the bids will be summarily rejected.


Bid Evaluation Criteria

Part 1 (Bid Security)

1. Bid without valid EMD shall not be entertained.

Part 2 (Pre-Qualification criteria)

2. The Evaluation Committee would evaluate the Pre-qualification. Bidders should be ready to give any clarification asked by the evaluation committee. One Representative with proper Authorization from the bidding firm must be present during the opening of the Pre-Qualification Documents. If there is no representative of the bidding firm during the opening of Pre-Qualification Documents, ICSI will not entertain any complaint/grievance afterwards. The BIDDER’s fulfilling all the conditions mentioned in the pre-qualification will be considered for Technical Bid opening. Authorized representatives should also carry rubber stamp with them.

Opening and Evaluation of Technical Bids

3. The Evaluation Committee would evaluate the technical bids. BIDDER’s should be ready to give the presentation on their proposed solution and the queries raised by the evaluation committee in front of the Evaluation Committee at a date, time and location determined by ICSI. They are expected to reply to all the queries from the Evaluation Committee during the presentation. The presentation would be part of technical evaluation process.

4. ICSI may also undertake oral clarifications with the Bidder’s. The primary

function of clarifications in the evaluation process is to clarify ambiguities and uncertainties arising out of the evaluation of the bid documents.

5. One Representative with proper Authorization from the bidding firm must be

present during the opening of the Technical Proposal. If there is no representative of the bidding firm during the opening of Technical bids, the ICSI will not entertain any complaint/grievance afterwards.

6. In order to facilitate the Technical Bid evaluation, the technical criteria laid

down along with the assigned weights have been presented in below table. The marking scheme presented is an indication of the relative importance of the evaluation criteria.

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.

8. Scores of technically qualified Bidder’s shall be weighed prorate on a scale of

70 and shall be carried forward for evaluation together with the scores of Financial evaluation; which will get 30% weight-age.


9. Technical Bids Evaluation criteria

Sno Criteria Level Score Bidder’s self-marking except 6 & 7

Max Score

1 No. of years the bidder is in operation

<5 years 5 10

>5 years 10

2 Average Annual Turnover over the last 3 Financial Years

>=INR 8 Cr and < INR 10 Cr. 5 10

>=INR 10 Cr 10

3 Total Team Size (only count Technical certification)

Less than 100 5

15 >=100 and <=200 10

>=200 15

4 Certifications

ISO27001 / ISO 9001 or equivalent certificate

7

15 CMMi level 3 certificate in addition to above one

15

5 Number of ERP/application software developed and implemented in the last 5 years

<=3 Projects 5

10 >3 projects 10

6 Technical Understanding of requirement, Methodology and Resource Deployment Plan, Adequacy of the proposed Support plan and methodology in responding to the RFP.

25

25

7 Clients References/ visits / interaction / feedback 15 15

Total Marks 100

Opening and Evaluation of Financial Bids

10. After evaluating the Technical Bids, ICSI shall notify the BIDDERs whose Technical Bids were considered acceptable to ICSI, indicating the date, time and place for opening of the Financial Bids. BIDDER’s representative (one only) may attend the financial bid opening at ICSI.

11. Scores of the Financial evaluation would be weighed prorata on a scale of 100

with the BIDDER with the lowest financial quote getting 100 (as per below mentioned formula). These Financial scores would then be added up with the score of the technical evaluation as per below mentioned formula and the Bidder getting the maximum total score out of 100 would be considered as the successful BIDDER and called for negotiations, if required.

Formula for Final Bid Evaluation is Bm= .7 (TM) + .3 (Fn) Fn= (Fmin/ Fb)*100 Where Bm is total marks of the BIDDER in consideration TM is Technical Marks of the BIDDER in consideration Fn is Normalized financial score of the BIDDER in consideration Fb is Evaluated Cost of BIDDER under consideration Fmin is Minimum evaluated cost of any BIDDER


12. ICSI reserves the right to negotiate with the BIDDER whose proposal has been ranked first on the basis of best value.

Forfeiture of BID Security/EMD

13. The Bid security may be forfeited either in full or in part, at the discretion of ICSI on account of one or more of the following reasons:

1. The BIDDER fails to co-operate in the Bid evaluation process 2. If the bid or its submission is not in conformity with the instruction mentioned herein 3. If the BIDDER violates any of the provisions of the terms and conditions of the tender 4. In the case of a successful BIDDER fails to (a) Accept award of work (b) Sign the Contract Agreement with ICSI after acceptance of communication on placement of award (c) Furnish performance security (d) Sign the Contract Agreement in time (e) or the BIDDER violates any of such important conditions of this tender document or indulges in any such activities as would jeopardize the interest of ICSI in timely finalization of this tender. 5.The bibber found guilty of negligence, carelessness, inefficiency, fraud, mischief, misappropriation or any other type of misconduct by such bidder or by its employees, staff, agents, representatives etc. or by any other person directly or indirectly employed by him.

14. The decision of ICSI regarding forfeiture of bid security shall be final and shall

not be called upon question under any circumstances. A default in such a case may involve black-listing of the BIDDER by ICSI


Important Information and conditions Award of Contract

1. ICSI will award the contract to successful BIDDER whose bid has been determined to be responsive and has been determined to be most competitive.

Fraudulent & Corrupt Practice

2. “Fraudulent Practice” means a misrepresentation of facts in order to influence a procurement process or the execution of the project and includes collusive practice among BIDDERs (prior to or after Bid submission) designed to establish Bid prices at artificial non-competitive levels and to deprive the ICSI of the benefits of free and open competition.

3. “Corrupt Practice” means the offering, giving, receiving or soliciting of

anything of value, pressurizing to influence the action of the Official of the ICSI in the process of project execution. ICSI will reject a proposal for award if it determines that the BIDDER recommended for award has engaged in corrupt or fraudulent practices in competing for, or in executing, the project.

TERMINATION 4. ICSI without prejudice to any other remedy and rights, reserves the right to

cancel / terminate the bid / Work Order / Service Level Agreement (SLA) in whole or in part by giving at least seven days’ prior written notice thereof in case Bidder / Vendor fails to honor his bid / Work Contract / SLA or found guilty for breach of condition /s of the tender documents / Work Order / Service Level Agreement (SLA) or negligence, carelessness, inefficiency, fraud, mischief, misappropriation or any other type of misconduct by such Bidder or by its employees, staff, agents, representatives etc. or by any other person directly or indirectly employed by him.. In such case of termination, the ICSI will have the right to put in place any other agency for carrying out the remaining work. Any extra expenditure shall be adjusted from Bank Guarantee / Security Deposit and / or shall be recovered from the Bidder / Vendor.

5. However, the notice period may be extended by mutual agreement till alternate arrangements are made. Further, any pending or unresolved service, function, task, performance, unpaid fees and any other remedies shall continue by the parties during the period of termination notice and the same must be satisfied before the tender / Work Order / Service Level Agreement (SLA) is cancelled / terminated.

6. In such cancellation / termination of bid / Work Order / Service Level

Agreement (SLA) / or curtailment of the work by the ICSI, the Bidder shall have no claim to any payment or compensation whatsoever on account of any profit or advantage, which would have derived by it from the execution of the work in full, but which he did not derive in consequences the full amount of the work not having been carried out, neither shall he have any claim on compensation / damage for the loss suffered by him by reason of cancellation / termination of the Bid / Work Order / Service Level Agreement (SLA) and of any alterations having been made by the ICSI in the original specification or the designs and instruction which shall involve any curtailment of the work contemplated. However, the ICSI shall pay the Bidder such portions of the Work as are due and properly invoiced under the provisions for final payment


for Work performed prior to termination. In no event, shall the total payments made to the Bidder exceed the Contract Price.

Failure to Agree with the Terms and Conditions of the RFP

7. Failure of the successful BIDDER to agree with the Terms and Conditions of the RFP shall constitute sufficient grounds for the annulment of the award, in which event ICSI may award the Contract to the next best value BIDDER or call for new Bids.

Assignments & Sub-Contracts:

8. The whole work included in the Tender shall be executed by the Bidder. The BIDDER can’t directly or indirectly transfer, assign or sublet the contract / work, in whole or in part, its rights and obligations to perform under the Tender / Agreement to a third party, except with the prior written consent from ICSI.

Mergers and Acquisitions

9. No consent of ICSI shall be required, when an assignment by the BIDDER is the result of, and part of, a corporate acquisition, merger or combination with an affiliated entity or reorganization provided that such entity shall not be released of the obligations of the BIDDER under the Agreement.

Amendment to the Agreement

10. Amendments to the Agreement may be made by mutual agreement by both the Parties. No variation in or modification in the terms of the Agreement shall be made except by written amendment signed by both the parties. All alterations and changes in the Agreement shall take into account prevailing rules, regulations and laws.

BIDDER’s Responsibility

11. The vendor will be responsible for the trouble free integrated working of the ERP, SharePoint Portal and related applications.

12. The BIDDER shall provide the necessary technical support, Standard Operating Procedure and other information to ICSI and its user organizations in implementation.

13. Escalation matrix upto the level of CEO must be provided with phone number and email address of all personnel in the matrix.

Review Mechanism

14. Weekly Review Meeting (WRM) with team lead at Noida Office.

15. Monthly Review Meeting (MRM) with the next level to the team lead as per the escalation matrix.

16. Steering Committee Meeting (SCM) with competent authority once in two months or as and when required.


17. Online access of all issues/tickets with as on date status to all concerned

officials of the Institute (centralised helpdesk).

Duration of Contract

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.

Extension of Contract

19. Contract may be extended to further maximum three (3) Years on mutually agreement between the Institute and vendor in writing.

Infrastructure

20. Sitting arrangements at Noida office will be provided by the Institute for the officials of the firm and all other things will be managed by the vendor including desktop/ laptop/ network connectivity etc.

Assumptions

21. In case, the remote site at Regional Office / Chapter is to be provided service, the same shall be provided by taking the system on remote through the Central Site only.

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.

23. Vendor support team needs to be available to work on the emergency tickets,

which includes extended working hours (including weekends and holidays).

Working Hours

24. Normal Office Hours shall mean the working hours on any working day of the ICSI, which shall be between 9.00 A.M to 6:00 P.M on Monday to Saturday and on holidays in exigencies.

Payment Terms

25. Charges will be paid on quarterly basis at the end of each quarter 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

26. Whenever under this tender / Work Order / Service Level Agreement (SLA), any sum of money is recoverable from and payable by the Bidder, the ICSI shall be entitled to recover such sum by appropriating in part or in whole from the security deposit / bank guarantee / earnest money deposit of the Bidder In the event of the security deposit / bank guarantee / earnest money deposit being insufficient, the balance or the total sum recoverable, as may be, shall be deducted from any sum due to the Bidder or which at any time thereafter may become due to the Bidder under this or any other tender / contract with


the ICSI. If this sum is not sufficient to cover the full amount recoverable, the Bidder shall pay the ICSI on demand the remaining balance.

27. The personnel(s) employed / hired / engaged (permanent / regular / casual / contractual / temporarily / daily wager or whatever be the status / name) by the Bidder for the execution of work as provided under this Tender, shall not be employee / officer of the ICSI for any purpose. None of such person of the Bidder shall have any right to claim anything against the ICSI. The deputed technical officials in the ICSI from the firm’s side must have the requisite qualifications and experience and must be in the payroll of the firm for the last 1 year (minimum).

Performance Security

28. Within 15 (Fifteen) days of Notification of “Award of the Work”, the bidder shall furnish Performance Security to ICSI @ 10% of the total (yearly) project value by way of irrevocable and unconditional Bank Guarantee in favour of Institute of Company Secretaries of India, payable at New Delhi for a period to be specified in the award of work. The proceeds of the Performance Security and EMD shall be payable to Institute of company secretaries of India as compensation for any loss resulting from the Company’s failure to fulfil its obligations under the terms and conditions of the Work Order.

29. In addition to the Bank Guarantee, EMD submitted by the bidder will also be kept as performance security for a period to be specified in the award of work.

The tentative Service Level Agreement (SLA)

30. The firm has to sign a Service Level Agreement on the basis of the tender terms and conditions within 15 days of the issue of the Work Order.

31. Deputation of the officials by the firm for a minimum of first 15 days in the Institute will be considered as Knowledge Transfer (KT) period from the existing firm. The firm may also increase this KT period at its wish.

32. The payment for the KT period will not be made by the Institute to the firm. The firm has to confirm its readiness in all respect to start giving its service as per the SLA to the ICSI in writing (after minimum 15 days of deputing its staff for KT) and the payment will be made by the Institute from that confirmation date only.

33. Penalties: Min Rs. 2,000 /- (Rs. TWO Thousand only) per/part of day for SLA violation.

34. All reported problems will have a priority assignment as follows

S.No. Problem Severity Definition

1 Critical More than 70 % of the users are unable to use the system or any of the critical users (President /Secretary & CE/System Administrator)

2 Medium More than 20% of users are unable to use the system or any of critical users ( limited to 5 in number including HoDs) are unable to use the system

3 Low All other problems or any localized problems


35. The response and resolution times corresponding to the severity level of the problems are defined in the following table:

Problem Severity

**Response Time Resolution Time

Critical 2 hours from time of problem logging

Workaround within 4 hours from initial response, permanent fix within 24 hours

Medium 2 working hours from time of problem logging

Workaround within 6 working hours from initial response, permanent fix within 2 working days

Low 2 working hours from time of problem logging

Workaround within 1 working day of initial response, permanent fix on best effort basis, decided mutually depending on the extent and coverage of the problem

36. Non availability of Manpower would attract a penalty of Rs. 5000/- (Rs. Five Thousand only) per day per manpower absence, if no alternate appropriate resource provided.

37. Non submission of agreed MIS would attract a penalty of Rs. 500/- (Rs. Five Hundred only) per day.

38. For any development OR upgradation job to be done under the scope of work, the firm will have to submit a development & implementation schedule in the beginning of the assignment and if the job is not completed by the target date due to any reason whatsoever, the firm will pay the penalty @Rs.2000/- per day for the delayed days.

39. Central command at the firm’s office may be setup for overall management and control of the operations at all locations to ensure that required SLA’s are maintained.

40. The authority to take final decision on any issue, which is not resolved

between the Project Managers, shall be the Steering Committee.


Standard terms and Conditions

1. Forfeiture of Security Deposit and Invoking of Bank Guarantee

ICSI shall have the right to invoke the Bank Guarantee and to forfeit the security

deposit if Service Provider contravene or breach any of the terms and

conditions of this Service Level Agreement (SLA) or if the Service Provider

withdraws or amends, impairs or derogates from Work Order / Service Level

Agreement (SLA) or fails to execute the work as per the Work Order / Service

Level Agreement (SLA) or fails to deliver the satisfactory performance during

the period of contract.

ICSI shall also have the right to invoke the Bank Guarantee and to forfeit the

security deposit and to adjust the damage or loss caused to the ICSI due to the

negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct of the Service Provider or its staff / employee / agent / representative.

Whenever under Work Order / Service Level Agreement (SLA) order any sum

of money is recoverable from and payable by the Service Provider, the ICSI shall have right to recover such sum by appropriating in part or in whole from the security deposit / bank guarantee of the Service Provider. In the event of the security deposit / bank guarantee being insufficient, the balance or the total sum recoverable, as may be, shall be deducted from any sum due to the Service Provider or which at any time thereafter may become due to the Service Provider under this or any other agreement with the ICSI. If this sum is not sufficient to cover the full amount recoverable, the Service Provider shall pay the Institute on demand the remaining amount.

2. Compliances of Law

A. Service Provider shall carry out the Services in strict compliance with all relevant laws and regulations of the State or Territory within India where the Services are being rendered and in accordance with the conditions of any permit, license or concession relating to any part of the Services, whether held by Service Provider, ICSI or any other concerned party. B. Service Provider shall indemnify and hold ICSI harmless from and against any liability, penalty, cost or expense suffered or incurred as a result of Service Provider failing to comply with any law, or regulation, or such permit or license relating to any part of the Services.”

3. Payment of Taxes

Service Provider shall be responsible for and shall pay all taxes, duties, excises, assessments or other charges of any kind or nature whatsoever levied by any government or governmental body on or in connection with the Services including without limitation sales taxes, duties, customs, levies, service tax and any other tax ("taxes") levied on the equipment, supplies and any other item/service supplied by Service Provider. ICSI may withhold from payments due to Service Provider any amounts required with respect to the aforementioned taxes and to remit the same with the relevant authorities, in case of failure on the part of Service Provider.

4. Intellectual Property Rights Service Provider shall ensure that it holds all necessary patents, licence rights and other proprietary rights required in respect of any device or method used by it while conducting the Services. Service Provider shall indemnify and hold ICSI


harmless from and against any liability, penalty, cost or expense suffered or incurred as a result of Service Provider failing to comply with this obligation.

5. Indemnity

a. Service Provider shall be solely liable for and shall indemnify ICSI, its officers, servants, employees and agents against all liabilities, losses, claims and expenses of any nature whatsoever arising from any personal injury or illness (including death) of any nature whatsoever and any penalty, loss, damage or destruction to any property whether real or personal where such liability arises out of or in connection with the conduct of the Services whether under common law, under statute or otherwise. The Service Provider further covenants and agrees to indemnify and keep at all times indemnified the ICSI against any loss or damage that the ICSI may sustain directly or indirectly as a result of the failure or negligence of the Service Provider or its employees to faithfully carry out its obligations under this agreement and further to pay for all loses, damages, costs, charges and expenses which the ICSI may reasonably incur or suffer and to indemnify and keep indemnified the ICSI in all respects. b. The indemnifying party shall be granted immediate and complete control of any claim of indemnity and the indemnified party shall not prejudice the indemnifying party's defence of the claim. c. The indemnified party shall give the indemnifying party all reasonable assistance at the expense of the indemnifying party on such claim of indemnity.

6. FORCE MAJEURE

The Parties shall not be liable for any failure to perform, any of its obligations under this Agreement if the performance is prevented, hindered or delayed by a Force Majeure event (defined below) and in such case its obligations shall be suspended for so long as the Force Majeure Event continues. Each party shall promptly inform the other of the existence of a Force Majeure Event and shall consult together to find a mutually acceptable solution. "Force Majeure Event" means any event due to any cause beyond the reasonable control of the Party, including, without limitation, unavailability of any communication system, sabotage, fire, flood, explosion, acts of God, civil commotion, strikes or industrial action of any kind, riots, insurrection, war or acts of government.

7. Confidentiality of Information

a. During the term of this Agreement and thereafter, any disclosing party's Confidential Information received by the receiving party, under and by virtue of this Agreement, shall be maintained in the strictest confidence and trust and shall not be disclosed to a third party without the prior written consent of the disclosing party, unless such information is required to be disclosed in pursuance of the order of a competent court, tribunal or other regulatory authority exercising valid jurisdiction, in which case the party required to make the disclosure shall promptly notify the other Party in writing of such disclosure. For purposes of this agreement "Confidential Information" means information that: (i) is sufficiently secret to derive economic value, actual or potential, from not being generally known to other persons who can obtain economic value from its disclosure or use; and / or (ii) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy or confidentiality.


b. Any software / hardware material, product specifications, financial information, documents covered under this agreement shall be confidential information and deemed to be in private domain and it shall not be made public or shared with any other party without the prior written consent of the ICSI. All such information/material shall be treated as confidential for a minimum period of two years after this agreement comes to an end or as agreed from time to time. c. Provided that upon the expiration, cancellation, or termination of this Agreement, each party shall, upon the written request of the other party, return or destroy, to the satisfaction of the other Party, all Confidential Information, documents, manuals and other materials specified by the other Party. d. Service provider shall sign Non-Disclosure Agreement with the ICSI for

confidentiality of the data and information/records of the ICSI.

8. Genuine Software Both parties agree that the software that is required to be used for the purposes as envisaged under this Agreement shall be genuine and registered software and not a pirated version of any nature.

9. TERMINATION

Either party may terminate this Agreement by giving a three (3) months’ notice in writing to the other party for termination of agreement. The ICSI without prejudice to any other remedy, reserves the right to terminate the agreement in whole or in part by giving one (1) month notice in writing in case Service Provider fails to discharge its obligation under this agreement without sufficient grounds or found guilty for breach of condition(s) of the agreement, negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct by Service Provider or by its staff or agent or in case there are more than three (3) penalties on the Service Provider in any month.

Any pending or unresolved operational issues, performance, unpaid fees and any other remedies shall continue by the Service Provider during the period of termination notice and the same must be satisfied before this agreement is terminated. The ICSI may also put in place any other agency for carrying out the remaining work and expenditure incurred on same shall be recovered from the Service Provider.

The Service Provider shall have no claim to any payment or compensation whatsoever on account of any profit or advantage, which would have been derived from the performance of this agreement in full, but which he did not derive in consequences of the full performance of this agreement not having been carried out, nor shall he have any claim for compensation / damage for the loss suffered by him by reason of termination of agreement by the ICSI. No claim for interest will be entertained by ICSI with respect to any moneys or balances, which may be in its hands owing to a dispute between itself and the Service Provider.

10. Blacklisting

The ICSI may by notice in writing blacklist the Service Provider for suitable period in case Service Provider fails to discharge its obligation under this agreement without sufficient grounds or found guilty for breach of condition(s) of the agreement, negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct by Service Provider or by its


staff or agent or in case there are more than three (3) penalties on the Service Provider in any month.

11. Governing Law

The Agreement shall be interpreted in accordance with and governed by the laws of India.

12. Dispute Resolution

Any dispute, difference, controversy or claim (“Dispute”) arising between the Parties out of or in relation to or in connection with this Agreement, or the breach, termination, effect, validity, interpretation or application of this Agreement or as to their rights, duties or liabilities hereunder, shall be addressed for mutual resolution by the authorised official of the parties. If, for any reason, such Dispute cannot be resolved amicably by the Parties, the same shall be referred to the sole arbitration of the Chief Executive of the Institute of Company Secretaries of India or any other person appointed by him as Sole Arbitrator. The provisions of the Arbitration and Conciliation Act, 1996 or any statutory modifications on re-enactment thereof as in force will be applicable to the arbitration proceedings. The venue of the arbitration shall be at New Delhi. The cost of the Arbitration proceedings shall be shared equally by both the parties. The language of the arbitration and the award shall be English. The decision / award of the arbitrator shall be final and binding.

13. Independent Contract & Relationship between the Parties

The relationship of Service Provider to ICSI under this Agreement shall be that of an independent contractor. The acts/performance and actions taken by either party in furtherance of their respective activities of operation shall not bind the other except to the extent provided under this Agreement. The acts performed and action taken by either party that do not fall under the Agreement shall have binding effect on the other to the extent they are reduced to writing and the prior consent of the other party is obtained.

14. Non-Exclusive Agreement The agreement between the ICSI and Service Provider is a non-exclusive agreement. The ICSI shall be free to enter into any such agreement with any other service provider during currency or the extended currency of this Agreement.

15. Complete / Entire Agreement:

This Agreement, its Attachments, if any, and the documents specifically referred herein constitute the complete Agreement between the Parties and replace any written or oral Agreement or understanding with respect to the subject matter. Changes, amendments or interpretations of this Agreement shall be valid only if they are in writing and signed by both parties, except that each Party may make a change of domicile or change of the name of the person to whom notifications shall be sent. This notification shall be made through a written document to the other Party to this Agreement.

16. Representations and Warranties

The Parties represent and warrant that they have relevant authority and permission under the applicable laws/ rules/ notifications or by virtue of the


order/ instruction/ directive from the relevant authority to enter into this Agreement.

17 Non Waiver

Failure to exercise by either party of any right under this Agreement in one or more instances shall not constitute a waiver of those rights in another instance. Such waiver by one Party of any of the rights established herein shall not be considered as a waiver of another right established herein. A provision or right under this agreement shall not be waived except in writing signed by the party granting the waiver, or varied except in writing signed by all the parties.

18 Severability

If any provision of this agreement is held invalid, unenforceable or illegal for any reason, this agreement will remain otherwise in full force apart from that provision(s) which shall be deemed deleted.

19. Assignment & Sub-Letting

Neither party shall assign or sub-let any of its rights and obligations hereunder whether in whole or in part without the prior written consent of the other. However, nothing in the foregoing shall be affected in the event of there being a merger, amalgamation or takeover of the business/ management of a party. In such an eventuality all the rights and obligations shall automatically be vested with the entity with which such party has been merged or is taken over.

20. Notices & Notifications: All notices, notifications, request, consents or other communications required or permitted to be given to either party pursuant to this Agreement shall be in writing and shall be delivered personally or sent by Registered Post with acknowledgement due, Speed post or by courier to the addresses indicated in this Agreement. Any change of Address should be notified to each other.

21. Alteration and Modification

Any alteration or modification or waiver in connection with this agreement will not be effective unless made in writing and signed by both the parties.

22. Headings:

The headings used in this Agreement are for purposes of convenience only and shall not control the language or meaning of the provision following.

23. Precedence:

In the event of any ambiguity or doubt or dispute on the terms and conditions applicable, the order of precedence for the purposes of resolving such ambiguity, doubt or dispute shall be:

(1) This Agreement (2) The Attachments (if any) (3) The Purchase / Work Order (4) The Offer / RFP / Tender 24. Jurisdiction of Courts:

All disputes arising out of or relating to the Agreement shall be deemed to have arisen in New Delhi and only courts having jurisdiction over Delhi shall determine the same.


Technical Details including Scope of Work The Institute of Company Secretaries of India is a statutory body under the act of parliament. It has its head office at 22, Institutional Area, Lodi Road, New Delhi. The HQ also runs from one of its office C-37, Sector – 62, Noida. The Institute has also 4 Regional Offices (ROs) at New Delhi, Kolkata, Mumbai & Chennai and one Center for Corporate Governance Research & Training (CCGRT) at Mumbai. These offices are also connected thru MPLS VPN. The Institute has also currently 67 chapter offices spread all over the India out of which 4 chapter offices are already connected thru MPLS VPN and three more chapter offices will be connected soon. Environment The Institute has implemented a comprehensive IT enabled online Solution combining Oracle Apps, Microsoft SharePoint and customized dotnet applications to cater the requirements of the Institute. The different components are as follows:

1. Oracle E-business suite Version R-12.0.6.0 a. Oracle Financials (AP, AR, FA, GL, CM) b. Oracle Purchasing c. Oracle Order Management d. Oracle Inventory e. Oracle Payroll f. Oracle HRMS g. Oracle Self Service h. Oracle Performance Management

Application Snapshot

Instance Name PROD

Application Version 12.0.6

Database Version 11.2.0.3.0

Server Name x86_64/Linux 5.7

Multi-Org Enabled Yes

Multi-Currency Enabled No

Multi-Language Enabled No

Clustered DB No

Database Size 190GB

Workflow Version 2.6.0

32/64 Bit 64-bit

OATM Not Enabled

PCP Enabled

NLS Character Set UTF8

Instance Info


Enterprise Snapshot

60

Secondary Ledgers 1

Business Group 8

Legal Entity 8

Operating Unit 75

Inventory Org 75

Enterprise Snapshot

2. Microsoft SharePoint workflow based Document Management System 3. Customized Dot Net based application

a. Point of Sale (Receipt Accounting System-RAS) b. Centralized Receipt Accounting System (CRAS) c. Custom ERP to handle inventory at chapters level d. Web portal www.icsi.in and www.icsi.edu

4. Data Sync among different applications like Oracle apps, SharePoint portal and custom applications

http://www.icsi.in/


It is requested to analyse different applications by the vendor before submission of tender by them. The Institute’s officials will help in gathering information, whatever is required/requested by the vendor.


Scope of Work

1. Currently ICSI uses multiple physical servers connected over a SAN. Bidder is expected to support all nodes hosting the applications. The architecture may undergo changes over time but the same is expected to be supported under the terms of this bid.

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.

3. Ten (10) man days of technical training with OEM certification per year from respective OEMs or professional bodies like PMI, ITIL, Oracle, CISA.

4. ICSI may like to provide one data entry operator at its own to the firm OR 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. The firm will have to take the accountability of reconciliation of all such data entered by the Data Entry Operator and submit the report to the Institute.

5. Identify top 5% recurring issues for year on year and provide business

solution to reduce the volume of support request.

6. Enhancements Enhancements are the changes to application’s functionality which may

exclude Corrective and Preventive Maintenance tasks. Enhancement will be prioritised by ICSI using change request process

and vendor has to complete the same in the mutual agreed time schedule. Non-adhering of schedule will be treated as delayed in services and penalty applicable as per SLA.

Change Request: Approximately 60 new reports/process/forms in a year. Upgradation / revamping of the existing SharePoint Document

Management System application. This will be considered as single new process.

One Oracle Apps version Upgradation (functional and technical both including chart of account). This will be considered as single new process.

Change SharePoint topology for performance improvement. Migration of DMS using Remote BLOB Storage. Automate the synchronization process of data between Oracle Apps and

Web Application. Upgradation of Dot Net applications. Re-engineering of application developed using dotnetnuke to asp.net. Consolidation of all existing Dot Net applications. Enhancement may be in the form of a completely new module to be

studied, analysed, designed and developed. In such a scenario, each new report/process/screen under this new module will be considered as one entity.

Support is broadly divided into two (2) levels. The structure is as follows: The Level 1 support will constitute of the following broad areas of work and act as first point of contact service.


1. Dedicated 3 resources (Resident Engineer) at our Noida office from Monday

to Saturday 9.00 to 18.00. (Reporting after 9.30 am is treated as half day absence)

o one for Oracle Apps (Financial , OM , Inventory and HRMS & payroll) o one for Microsoft Share Point Portal o one for Microsoft Visual Studio for Dot Net Customized applications

2. Functional support for day to day operations including Oracle Apps and customized Dotnet applications and Microsoft Sharepoint.

3. End User Education/training regarding data uniformity and process 4. Follow up from branch offices regarding regular data entry on weekly bases 5. Carry out Monthly Closing Procedures in Oracle Apps and provide

monthly/statutory reports as per timelines defined by the Institute 6. Consolidation of financial information across regions / chapters at ICSI HO

level 7. Input for any Business Process Re-engineering that can help improve the

stability and turn-around time of the application 8. Management of the Knowledge Repository as would be available in the form

of User Manuals, System Manuals, eLearning Tools 9. Lead, participate and manage the creation/review of user manual and system

manual contents in consultation with users, consultants as per tool available in the ICSI for the purpose

10. Maintenance of routine setups such as Taxes, Suppliers. Customers, Account Codes, Organization Creation

Reasonable and quantifiable effort should be undertaken by the support engineer to follow-up before escalation of the same. The Level 2 support will constitute the following broad areas of work:

1. Any escalation of issue from Level 1 support 2. Resolution of any product related bugs or developments in use at ICSI 3. Functional/Technical support for day to day operations 4. Training to support engineer for any training related issues 5. Minimum 100 hours of the end user training per year at ICSI 6. Routine maintenance of application such as modification of reports, interface

management of data flowing between modules such as between Customized Receipt accounting system and Oracle system

7. Conduct peer code and deliverable reviews 8. Coordinate with functional team for user acceptance testing and approval to

migrate to production 9. Validate production migrations and environment refreshes 10. Improvements in current business practices as configured and adopted within

the currently configured products 11. Any new development/customization of input or output screens ex Major

enhancements in existing reports, development of any customizations (RICE components)

12. Management of services linked to any third-party such as Oracle Metalink, Linux etc

13. Server side management and DBA tasks (Backups, Restorations, Cloning, Patching etc). Entire backup and restoration activity will be responsibility of the bidder. SLA’s to the effect should be part of the response document.

14. Linux OS will be the responsibility of the bidder (excluding direct hardware support)

15. Weekly cloning of the test/stage server 16. Change Request: Approximate new 60 reports/process/forms in a year


Manpower assigned/deputed to the project

Entity Parameter

Technical Qualification MCA/Btech (Regular Degree only) (Dot net, SharePoint and ERP technical)

Functional Qualification CA/ICWA/MBA (Financial consultant)

Total Experience Minimum 5 years

Certification Minimum one certification pertaining to his / her profile

Project Manager

Project Manager should be available in person in the first three months from the starting day of the contact and thereafter minimum two day in a week. Absence of project manager treated as per manpower absence penalty term applicable

Shadow / Backup Resource

Shadow / Backup resource pertaining to all domains should visit the Institute office for (3) three days in a month. Absence of shadow/backup resource treated as per manpower absence penalty term applicable

Replacement Criteria Equivalent resource replacement The replacement / addition / removal of manpower deputed at ICSI will be with the prior approval of ICSI.

In case, the remote site at Regional Office / Chapter is to be provided service, the same shall be provided by taking the system on remote through the Central Site only. In case during exigencies, the vendor officials has to be relocated 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 shall be paid.

Some of the activities/entities to be performed by the vendor is placed below:

DBA Support

Application level monitoring, operations and management Monitoring application processes and services availability Monitoring application level usage, agents, batch processing Monitoring system performance Administer and optimize Concurrent Managers Administer Forms and Report servers Cloning / Refreshing Oracle Applications Oracle Applications Environment Maintenance: apply patches/ upgrades (via

release management process ) Response to technical issues. For example: Problem accessing the application (or parts of the application: forms, reports,

concurrent manager) Performance issues Interface with Oracle Corporation for technical application layer support. Concurrent process follow-up (concurrent managers, work shifts, background

processes and monitoring) Maintaining system revision documentation and source code version

repository.


Database monitoring and management Database management Supervision of Database (table spaces, logs, processes etc.) Monitor database error logs. Performance analysis and tuning measures Managing dbase layer password, security and resources (apps dba and sys

admin) Managing Oracle instances and related control files Database reorganizations (index, table, table space, data file) Performance analysis and tuning measures Cloning database Application of database patches supplied by Oracle Maintaining system revision documentation

Corrective and Preventive Maintenance The target is to remain applications operational and this should achieved by

delivering both corrective and preventive maintenance. Corrective and Preventive Maintenance service should entail the delivery of

activities required to ensure that applications are available to the required level of functionality

Corrective maintenance involves the correction of reported faults that impair the availability or use of applications and is governed by an agreed SLA; faults are investigated and fixed according to a classification of criticality.

Preventive Maintenance, which is usually undertaken as part of a specific service requirement, involves improving the maintainability of applications by removing problems before they occur.

If the application is developed by the SP ICSI’s target is to have fixed price for Corrective and Preventive Maintenance for the Works Package. If the application is developed by 3rd party Corrective and Preventive Maintenance shall be charged on time & material basis.

Provide patching, and instance management of Oracle Database and Applications.

Plan and implement a backup strategy for ICSI. Provide proactive monitoring tools that offer the ability to detect, solve, and

simplify the full range of problems that can arise in any managed environment.

If necessary, diagnose and correct the following: locks, monitoring the length of the queue and identification of lock types, locked objects, and blocked users.

Monitor space usage within the database to facilitate the creation of objects with appropriate sizing parameters, monitor the growth of the database segments, and resolve any fragmentation issues as necessary.

Add and configure printer devices on Oracle Applications. Provide for one point of contact for all Technical Assistance Requests (TARs)

related to the Oracle Database and Applications. Vendor is also responsible for Concurrent Manager, including definition,

administration (including start-up and shutdown), problem resolution, and queue maintenance. Concurrent Manager Maintenance includes purging of concurrent requests, log files, and output directories on a regularly scheduled basis.

Collect and analyse system performance data for the Database and Host and estimate future capacity requirements using long-term historical data.

Linux OS will be the responsibility of the bidder (excluding direct hardware support)


SharePoint Support SharePoint Back up & restore Admin activities – adding new users, mail alerts changes, permissions for

users, etc. Monitoring the space usage of SharePoint. Monitoring the log files. Monitoring the SharePoint health. Monitoring document management system. SharePoint search optimisation. SharePoint CMS maintenance activities Workflow maintenance and development Alerts maintenance and development

DotNET applications support Synchronizing the data with oracle ERP and SharePoint Modification and developing various reports as required by the institute Performance analysis and tuning measures for .Net Application Report Development (.rdf, xml publisher, discoverer) Workflow maintenance and development Interfaces maintenance and development Form Personalization Alerts maintenance and development Technical Issue resolution Third party integration configuration and trouble shooting

Current Challenges those have to be mitigated on priority

Material shipment reconciliation

Payment reconciliation

Delays in Invoicing process

No provision for creating adhoc warehouse reports

No proactive alerts and notifications for exceptions (in inventory and

invoicing), delays in various business process flows

Account compilation and Consolidation

Ledger and sub ledger differences

Too many customized reports

Performance issues in SharePoint and integration with e-business

Reconciliation of interfaces between third party applications and e-business

Lack of automation of various manual processes for quick and timely data

synchronization across .NET, SharePoint and oracle ERP.

Constraints with the current SharePoint topology with respect to Disaster

recovery and load balancing.

Too many desktop and web applications (.NET applications) having

redundancy and developer dependencies.


Deliverables 1. System study documentation 2. Work on various assigned tickets and close them as per the agreed SLAs. 3. Root cause analysis document (RCA) as applicable. 4. Requirement traceability matrix documentation 5. Customization list 6. Functional design Document for all the missing components and new

developments 7. Technical Design Documents for all the missing components and new

developments 8. Database instance documentation 9. Test Scripts, Test cases & results 10. Code promotion documentation 11. Change Requests for all changes made to system 12. Provide Key metrics and weekly, Monthly and quarterly status reports 13. Minutes of Discussions with Business 14. Health check scripts for oracle ERP, SharePoint. 15. Health check reports. 16. Continuous monitoring of SharePoint content DB.


THE INSTITUTE OF COMPANY SECRETARIES OF INDIA

‘ICSI HOUSE’, 22 INSTITUTIONAL AREA, LODI ROAD NEW DELHI – 110 003

COMMERCIAL BID Other Terms & References

1. It is expected from the support partner to have Oracle E-Business Suite and office automation using share point portal experience and therefore no training on Oracle/share point portal product will be provided by ICSI. Only handholding for processes as applicable to the ICSI will be provided ex. which General Ledger accounts to be used in a particular type of expense etc.

2. The firm will not have any direct interaction with any third party agency on behalf of the Institute.

3. All communications to the employees or third party agencies would be through designated channels as directed to by the Institute.

4. Non acceptance of the terms & conditions as stated in RFP and non-submission of the stipulated Earnest Money Deposit (EMD) shall render the Tender invalid.

5. Although the commercials being quoted here is in terms of the 3 number of resources being deputed at ICSI, Overall responsibility of the development, maintenance and management of the assignments under this contract will remain with the firm.

6. The Institute has the right to hire any of OR all three resources from a single firm OR different firms at its wish in the beginning itself OR at any point of time during the contract period as per the requirements of the Institute and will pay the charges to the firm accordingly.

SNO. HEAD Charges per month (In Rs.) (Including Taxes etc)

1 Oracle Apps Resource

2 SharePoint portal Resource

3 Dotnet Resource

TOTAL (Comprehensive ERP Support Cost))

4

Optional (as per need) Data entry operator monthly cost to cater to data entry in ERP on behalf of chapter offices on need basis