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