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RFP) for Selection of System Integrator for ERP Solution for VMC Under Smart City Initiatives

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RFP) for Selection of System Integrator for ERP Solution for VMC Under Smart City Initiatives Vadodara Municipal Corporation REQUEST FOR PROPOSAL (RFP) for Selection of System Integrator for ERP Solution for VMC under Smart City Initiatives Tender No.: VMC_ERP/16-17/22 Issued by Municipal Commissioner Vadodara Municipal Corporation For Vadodara Smart City Development Limited (Proposed) Issued by Vadodara Municipal Corporation Page 1 of 148 RFP for ERP Solution for VMC under Smart City Initiatives Table of Contents 1 Glossary ............................................................................................................................................ 5 2 Invitation for Proposal ...................................................................................................................... 7 2.1 RFP Notice ................................................................................................................................................... 7 2.2 Important Dates / Information .................................................................................................................. 7 3 Introduction and Background .......................................................................................................... 9 3.1 About Vadodara Municipal Corporation ................................................................................................... 9 3.2 Current Processes and Departments at VMC .......................................................................................... 10 3.3 ERP Project as part of PAN City Project under Smart City Initiatives .................................................. 12 4 Pre-Qualification Criteria and OEM Selection ................................................................................ 13 4.1 Pre-Qualification Criteria ......................................................................................................................... 13 4.2 Requirements of COTS ERP Solution ...................................................................................................... 15 4.3 OEM Selection Criteria for Servers, Storage and Networking Devices .................................................. 15 5 Instructions to Bidder ...................................................................................................................... 16 5.1 Cost of RFP ................................................................................................................................................ 16 5.2 Completeness of the RFP .......................................................................................................................... 16 5.3 Proposal Preparation Cost ........................................................................................................................ 17 5.4 Pre-Bid Meeting ........................................................................................................................................ 17 5.5 Amendment of RFP Document ................................................................................................................ 17 5.6 VMCs' Rights to Terminate the Process .................................................................................................. 18 5.7 Earnest Money Deposit (EMD) ................................................................................................................ 18 5.8 Submissions of Bids .................................................................................................................................. 18 5.9 Language of Bids ....................................................................................................................................... 19 5.10 Bid Submission Format ............................................................................................................................ 19 5.11 Documents Comprising of Bids ................................................................................................................ 19 5.12 Evaluation Process ....................................................................................................................................20 5.13 Technical-Qualification Criteria and Evaluation of Technical Bids ....................................................... 21 5.14 Opening and Evaluation of Commercial Bid ........................................................................................... 23 5.15 Award Criteria ........................................................................................................................................... 24 5.16 VMCs' Rights to Accept/Reject any or all Proposals ............................................................................... 24 5.17 Notifications of Awards and Signing of Contract .................................................................................... 24 5.18 Performance Bank Guarantee .................................................................................................................. 24 5.19 Failure to Agree with the Terms & Conditions of the RFP/Contract ..................................................... 25 5.20 Terms and Conditions of the Tender ....................................................................................................... 25 6 Scope of Work ................................................................................................................................. 26 6.1 Brief Scope of Tasks .................................................................................................................................. 26 6.2 Requirements for Envisaged Solution ..................................................................................................... 27 6.3 Detailed Scope of Work ............................................................................................................................ 28 6.4 Data Migration .......................................................................................................................................... 33 6.5 O&M of the Proposed Solution for 5 years after Go-Live ....................................................................... 34 6.6 Deployment and Supervision of Personnel during O&M Period ........................................................... 36 6.7 Capacity Building and Training ............................................................................................................... 39 6.8 Work Products/Documents/Reports ....................................................................................................... 41 6.9 User Acceptance Testing ........................................................................................................................... 42 6.10 Incident Management ............................................................................................................................... 42 6.11 Change Management ................................................................................................................................ 42 6.12 Service Request Management .................................................................................................................. 43 6.13 Problem Management .............................................................................................................................. 43 Issued by Vadodara Municipal Corporation Page 2 of 148 RFP for ERP Solution for VMC under Smart City Initiatives 6.14 Release Management ................................................................................................................................ 43 6.15 ISO 27001 Certification ............................................................................................................................ 44 7 Service Level Agreement................................................................................................................. 45 7.1 Service Level Agreement .......................................................................................................................... 45 7.2 Issue and Escalation Management Procedures ....................................................................................... 48 7.3 Issue Management Procedures ................................................................................................................ 48 7.4 SLA Change Control .................................................................................................................................. 48 7.5 SLA Change Process .................................................................................................................................. 49 7.6 Version Control ......................................................................................................................................... 49 7.7 Responsibilities of the Parties .................................................................................................................. 49 7.8 Management Escalation Procedures and Contact Map .......................................................................... 49 8 Annexure I: Instructions for Pre-Qualification Bid ......................................................................... 51 8.1 Pre-Qualification Cover Letter ................................................................................................................. 51 8.2 Check-list for the documents to be included in the Pre-Qualification Folder ....................................... 53 8.3 FORMAT PQ_2: Bidders Turnover and Profit over Last
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