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AGRICULTURE INSURANCE COMPANY OF INDIA LIMITED

Regd. Office: “AMBA DEEP” (13th Floor), 14, Kasturba Gandhi Marg, New Delhi – 110 001

INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 of 121

REQUEST FOR PROPOSAL (RFP)

FOR

HRMS Solution

Information Technology Department Agriculture Insurance Company of India Ltd. (AIC)

13th Floor, AMBA DEEP Building, 14, Kasturba Gandhi Marg,

New Delhi – 110 001.

This document is the property of Agriculture Insurance Company of India Limited (AIC). It may not be copied, distributed or recorded on any medium, electronic or otherwise, without AIC’s written permission. Use of contents given in this document, even by the authorized personnel/agencies for any other purpose other than the purpose specified herein, is strictly prohibited as it shall amount to copyright violation and thus shall be punishable under the Indian law.




THIS RFP DOCUMENT IS NOT TRANSFERABLE Bidders are advised to study the RFP document carefully. Submission of Bid shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications. The response to this RFP should be full and complete in all respects. Incomplete or partial Bids shall be rejected. The Bidder must quote for all the items asked for in this RFP.

The Bidder shall bear all costs associated with the preparation and submission of the Bid, including cost of presentation and demonstration for the purposes of clarification of the Bid, if so desired by AIC. AIC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.




Acronyms and Abbreviations

Abbreviation Expansion/ Description

RFP Request for Proposal

AIC Agriculture Insurance Company of India Limited

HO Head Office

RO Regional Office

HRMS Human Resource Management System

FRSM Functional Requirements Specification Manual

BPD Business Process Definition

SLA Service Level Agreement

SDLC Software Development Life Cycle

ATS Annual Technical Support

MIS Management Information System

CVC Central Vigilance Commission

MTBF Mean Time Between Failure

RTO Recovery Time Objective

RPO Recovery Point objective

SI System Integrator

FM Facility Management

GUI Graphical User Interface

UAT User Acceptance Testing

DD Demand Draft

BG Bank Guarantee

T&C Terms and Conditions

EMD Earnest Money Deposit

IR Industry Relations




Abbreviation Expansion

DAC Disciplinary Action Committee

OEM Original Equipment Manufacturer

IT Information Technology

SMS Short Message Service

RDBMS Relational Database Management System

HTTP Hyper Text Transfer Protocol

CD Compact Disk

DVD Digital Versatile Disk

AMC Annual Maintenance Cost

LAN Local Area Network

WAN Wide Area Network

CPU Central Processing Unit

OS Operating System

UPS Uninterruptible Power Supply

RAM Random Access Memory

PO Purchase Order

VAT Value Added Tax

PSU Public Sector Undertaking

PSE Public Sector Enterprise

CMMi Capability Maturity Model Integration

TDS Tax Deducted at Source

PC Personal Computer




INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016

Annexures List of Annexures:

Annexure 01 Eligibility criteria Annexure 02 Credential strengths Annexure 03 Functional Requirements Specifications Annexure 04 Technical Requirements Annexure 05 Bill of Materials Annexure 06 Authorization letter format for bid opening Annexure 07 Pro Forma of bank guarantee Annexure 08 Bid undertaking letter Annexure 09 Comments on Services and the Facilities provided Annexure 10 Conformity Letter

Annexure 11 Conformity with hardcopy Annexure 12 Manufacturers authorization form Annexure 13 Pre Bid query format Annexure 14 Experience format Annexure 15 Project team profiles

Annexure 16 DC & DR hosting requirements

Annexure 17 Pro forma for Performance Bank Guarantee Format

Annexure 18 Bidder’s General Information

Annexure 19 Bandwidth requirements of the Solution

Annexure 20 Current IT Landscape at AIC




Table of Contents

1 INTRODUCTION & OBJECTIVES ................................................................................................... 8

1.1 ABOUT AIC & ITS HUMAN RESOURCE DEPARTMENT .................................................................................... 8 1.2 VISION ............................................................................................................................................... 8 1.3 MISSION ............................................................................................................................................. 9 1.4 SCHEDULE OF EVENTS ............................................................................................................................ 9 1.5 SEWA PROJECT ................................................................................................................................. 11 1.6 OBJECTIVE OF THIS RFP ....................................................................................................................... 11

2 INSTRUCTION TO BIDDERS ........................................................................................... 13

2.1 TWO BID SYSTEM ............................................................................................................................... 13 2.2 LATE BIDS ......................................................................................................................................... 15 2.3 PROPOSAL MODIFICATION .................................................................................................................... 15 2.4 RESULT NOTIFICATION ......................................................................................................................... 15 2.5 ADDRESS FOR COMMUNICATION ............................................................................................................ 16 2.6 NO COMMITMENT TO ACCEPT LOWEST OR ANY BID .................................................................................... 16 2.7 CORRECTION OF ERRORS ...................................................................................................................... 16 2.8 NON‐TRANSFERABLE RFP .................................................................................................................... 17 2.9 SOFT COPY OF RFP DOCUMENT ............................................................................................................ 17 2.10 BID VALIDITY PERIOD ............................................................................................................................ 17 2.11 ADDENDA .......................................................................................................................................... 17 2.12 PRE BID MEETING ................................................................................................................................ 17 2.13 REJECTION OF BIDS .............................................................................................................................. 17 2.14 AMENDMENT TO CONTRACT .................................................................................................................. 18 2.15 CORRESPONDENCE AND NOTICES ............................................................................................................ 18 2.16 PERFORMANCE BANK GUARANTEE (PBG) ................................................................................................ 18 2.17 SUB‐CONTRACTING ............................................................................................................................. 19 2.18 NOTIFICATION OF AWARD ..................................................................................................................... 19 2.19 SIGNING OF CONTRACT ........................................................................................................................ 19 2.20 SELECTION PROCESS FOR BIDDER ............................................................................................................ 19 2.21 PRELIMINARY EXAMINATION OF BIDS ....................................................................................................... 19 2.22 CLARIFICATION ON BIDS ........................................................................................................................ 19 2.23 NORMALIZATION OF BIDS: ..................................................................................................................... 20 2.24 EVALUATION METHODOLOGY ................................................................................................................ 20 2.25 FAILURE TO AGREE WITH THE TERMS & CONDITIONS OF THE RFP .................................................................. 33

3 SCOPE OF WORK ...................................................................................................................... 34

OVERVIEW OF BIDDER’S SCOPE OF WORK ................................................................................................ 34 DETAILED SCOPE OF WORK ................................................................................................................... 39 OTHER ACTIVITIES UNDER SCOPE OF WORK .............................................................................................. 53 GENERAL PRINCIPLES ........................................................................................................................... 55

4 PROJECT TIMELINES ................................................................................................................. 57

5 PAYMENT TERMS ..................................................................................................................... 59

6 SERVICE LEVEL AGREEMENT ..................................................................................................... 61

7 PROJECT MANAGEMENT AND GOVERNANCE ......................................................................... 67

7.1 PROJECT MANAGEMENT OFFICE (PMO) ................................................................................................. 67 7.2 STEERING COMMITTEE ......................................................................................................................... 67 7.3 PROJECT MONITORING AND REPORTING .................................................................................................. 67 7.4 RISK AND ISSUE MANAGEMENT .............................................................................................................. 68 7.5 STAFFING REQUIREMENTS ..................................................................................................................... 68 7.6 ROLES & RESPONSIBILITIES ................................................................................................................... 68 7.7 TRANSITION AND EXIT MANAGEMENT ..................................................................................................... 69




8 TERMS & CONDITIONS ............................................................................................................. 71

8.1 GENERAL .......................................................................................................................................... 71 8.2 INDEMNITY ....................................................................................................................................... 71 8.3 LIMITATION OF LIABILITY ...................................................................................................................... 71 8.4 INDEMNIFICATION PROCEDURES ............................................................................................................ 72 8.5 TERMINATION OF CONTRACT................................................................................................................. 73 8.6 ACCEPTANCE TESTING ......................................................................................................................... 75 8.7 OWNERSHIP, GRANT AND DELIVERY ....................................................................................................... 75 8.8 COMPLIANCE WITH LAWS ..................................................................................................................... 77 8.9 ASSIGNMENT ..................................................................................................................................... 77 8.10 INSURANCE ........................................................................................................................................ 77 8.11 INSPECTION OF RECORDS ...................................................................................................................... 78 8.12 PUBLICITY .......................................................................................................................................... 78 8.13 SOLICITATION OF EMPLOYEES ................................................................................................................. 78 8.14 BIDDER’S LIABILITY .............................................................................................................................. 79 8.15 NEGLIGENCE ...................................................................................................................................... 79 8.16 MONITORING AND AUDIT ..................................................................................................................... 79 8.17 GUARANTEES ..................................................................................................................................... 80 8.18 FORCE MAJEURE ................................................................................................................................. 80 8.19 RESOLUTION OF DISPUTES ..................................................................................................................... 80 8.20 CORRUPT AND FRAUDULENT PRACTICE ..................................................................................................... 81 8.21 WAIVER ............................................................................................................................................ 82 8.22 VIOLATION OF TERMS .......................................................................................................................... 82 8.23 ADDITION/DELETION OF QUALIFIED OFFERINGS ......................................................................................... 82 8.24 SERVICE LEVEL AGREEMENT................................................................................................................... 82 8.25 LIQUIDATED DAMAGES ......................................................................................................................... 83 8.26 INFORMATION OWNERSHIP ................................................................................................................... 83 8.27 SENSITIVE INFORMATION ...................................................................................................................... 83 8.28 PRIVACY AND SECURITY SAFEGUARDS ...................................................................................................... 83 8.29 CONSORTIUM ..................................................................................................................................... 84 8.30 CONFIDENTIALITY ................................................................................................................................ 84 8.31 DISCLOSING PARTY .............................................................................................................................. 85 8.32 TECHNOLOGICAL ADVANCEMENTS .......................................................................................................... 87 8.33 NORMALIZATION OF BIDS ...................................................................................................................... 87

9 ANNEXURES ............................................................................................................................. 88

ANNEXURE 01‐ ELIGIBILITY CRITERIA COMPLIANCE ................................................................................................... 88 ANNEXURE 02‐ CREDENTIAL STRENGTHS ................................................................................................................ 91 ANNEXURE 03‐ FUNCTIONAL REQUIREMENTS ......................................................................................................... 92 ANNEXURE 04‐ TECHNICAL REQUIREMENTS ............................................................................................................ 93 ANNEXURE 05‐ BILL OF MATERIAL ........................................................................................................................ 94 ANNEXURE 06‐ AUTHORIZATION LETTER FORMAT FOR BID OPENING............................................................................ 95 ANNEXURE 07‐ PRO FORMA FOR BANK GUARANTEE IN LIEU OF DD .............................................................................. 96 ANNEXURE 08‐ BID UNDERTAKING LETTER ............................................................................................................. 98 ANNEXURE 09‐ COMMENTS ON THE SERVICES AND FACILITIES PROVIDED .................................................................... 100 ANNEXURE 10‐ CONFORMITY LETTER .................................................................................................................. 101 ANNEXURE 11‐ CONFORMITY WITH HARDCOPY LETTER ........................................................................................... 102 ANNEXURE 12‐ MANUFACTURERS AUTHORIZATION FORM ....................................................................................... 103 ANNEXURE 13‐ PRE‐BID QUERY FORMAT .............................................................................................................. 105 ANNEXURE 14‐ EXPERIENCE FORMAT .................................................................................................................. 106 ANNEXURE 15‐ PROJECT TEAM PROFILES ............................................................................................................. 107 ANNEXURE 16‐ DC AND DR HOSTING REQUIREMENTS ........................................................................................... 109 ANNEXURE 17‐ PRO FORMA FOR PERFORMANCE BANK GUARANTEE FORMAT .............................................................. 110 ANNEXURE 18‐ BIDDER’S GENERAL INFORMATION .................................................................................................. 112 ANNEXURE 19‐ BANDWIDTH REQUIREMENTS OF THE SOLUTION ................................................................................ 114 ANNEXURE 20 ‐ CURRENT IT LANDSCAPE AT AIC .................................................................................................... 115




1 Introduction & Objectives

1.1 About AIC & its Human Resource Department

Agriculture Insurance Company of India Limited (AIC) has been formed under the aegis of the Government of India and promoted by 6 Public Sector Companies as a specialty Crop Insurance provider to the Indian farming community. AIC was incorporated on 20th December, 2002 with an Authorized Share Capital of INR 15 billion and a Paid-up Capital of INR 2 billion. AIC commenced business operations from 1st April, 2003, by taking over Crop Insurance operations from its major Promoter, General Insurance Corporation of India.

Currently, AIC covers 25 million farmers under its various crop insurance schemes, making it by far the largest Crop Insurance Company in the world. Of these, more than 86% belong to the small & marginal category. The major challenge was to reach the remotest farmer in the country and service him at an affordable cost. If every last- mile farmer is to be reached by the Company or vice-versa, the service loading on the premium ticket would become financially crippling to him.

Since our Company is engaged in the service of the farming community of the country, the overwhelming majority of whom are poor, we have modeled our resource pattern in accordance with those economic compulsions. Accordingly, to keep our management costs to the ground, the Company functions with only around 300 employees on the rolls, but insures more than 20 million farmers. We operate out of 17 Regional Offices only, but have to deal with around 150 thousand Bank Branches & Primary Agricultural Co-op. Societies at the grassroots level.

In the Human Resource Department at Head Office, there are GM, DGM, CM, Manager, AM & AO and junior officer on outsource basis. At present, at each RO, there is one HR User. Company’s official Language is also being run through Human Resource Department having two Hindi Translators and CM is heading the Official Language Dept. The primary objective of the Human Resource Department is to facilitate timely and accurate information of the company’s human potential. Human Resource Department aims to manage employee Information and managing recruitment and keeping track of developments related to employees by conducting In-house trainings and sending officers in other reputed training Institutes and hence optimally utilizing its human resources.

They may be assessed in the form of Promotions, Transfers, Deputation, etc. The Department also manages various Loans, Advances, Payroll and all core & non-core benefits activities including coverage of the employees for Medical exigency and Personal accidents claims and management of Pensioner Benefits etc. Human Resource Department providing various miscellaneous reports on the details of the employee within the stipulated period. Human Resource Department also addressing VIP references and queries raised by MOF, welfare Section & Statutory Compliance of reservation policy of GOI. Human Resource Department aims in improving Manpower planning and in effective utilization of manpower throughout the organization.

Human Resource Department also handles internal and statutory audits for HR related activities on half yearly basis at HO as well as RO Level.

1.2 Vision




Accelerate the economic momentum of the nation by bringing financial stability to Rural India

Innovate and develop rural oriented and farmer friendly insurance product for all agricultural and allied risks

Cast a protective net over agricultural and allied activities from natural perils and risks

1.3 Mission

Agricultural Insurance products to be designed and developed on scientific basis and sound insurances principles to address diverse needs of farmers

Improve delivery and service of Agricultural Insurance so as to bring the remotest and poorest farmer under its umbrella in economical and effective manner Create widespread awareness about Agriculture Insurance as the principal risk mitigation tool, and thus establish it as an effective bulwark of the rural economy

1.4 Schedule of Events

General Details RFP Number INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 Department Name AIC-HO Infotech Department Mode of RFP Submission Offline

RFP Type Open Base Currency Indian Rupees Consortium Not Allowed Subcontracting Not allowed as per RFP terms Document Download Start Date

12th March 2016. The document can be downloaded from AIC’s website http://www.aicofindia.com/

Last Date and time for submission of Pre- Bid Queries

Pre-bid Queries must reach us on or before 28th March 2016, 05:00 pm through E-mail on [email protected]

Pre-bid Meeting 1st April 2016 from 10:00 AM onwards, venue will be announced on AIC’s website

Clarifications/ Amendments if any

Will be published on AIC’s website

Last Date and Time for Bid Submission

28th April 2016 till 1 PM

Date and Time for Technical Bid Opening

28th April 2016 from 3 PM onwards

Date and Time and for Product demo by OEM or its authorized representative

The actual date will be communicated to the bidders who have qualified the eligibility criteria through email or on AIC website

Date and Time for Technical Presentation by Bidder and client feedback

The actual date will be communicated to the bidders who have qualified the eligibility criteria through email or on AIC website




Declaration of Shortlisted Bidder’s for Commercial Bid Opening

The list of eligible bidders will be published on AIC’s website

Date and Time for Commercial Bid Opening

The actual will be published on AIC Website or to eligible bidders through email

Declaration of Successful (L1) Bidder

The successful bidder shall be published on AIC website

Issue of Purchase Order Within 3 months from the Award of Contract Bid Validity Period (in Days)

270 days from the date of RFP submission

Documents to be submitted physically

Tender Processing Fee (DD) DD/Bank Guarantee for EMD Other documents supporting Eligibility Criteria, etc. as per RFP document.

Mode of Document Fee Payment

Offline

Mode of EMD Payment Offline

Payment Details Tender Processing Fee (Non-refundable)

Rs. 5,000

EMD Amount Rs. 5,00,000 EMD Payable to & at As per RFP document Performance Bank Guarantee

10% of the Contract Value

Eligibility Criteria As per RFP Document General Terms and Conditions

As per RFP Document

Bid Submission Information

The bidders must fulfill the Eligibility criteria for being eligible to bid. The prospective bidders may mail their queries and suggestions for any changes required to be made in the bid document through e-mail till date and time for submission of Pre-Bid Queries.

The Demand Draft of ₹5,000/- on account of tender processing fees along with physical copies of all the documents mentioned in the RFP document in support of eligibility criteria etc. must be received at the following address before the date and time of submission of bid. Contact details of AIC: Deputy General Manager (IT) Information Technology Department Agriculture Insurance Company of India Limited 13th Floor, AMBA DEEP Building, 14, Kasturba Gandhi Marg, New Delhi – 110 001 Ph +91 11 46869800, Fax +91 11 46869815 Email – [email protected]




AIC reserves the exclusive right to make any amendments / changes to or cancel any of the above actions or any other action related to this RFP.

If any of the above dates is declared holiday for AIC, the next working date will be considered. AIC reserves the right to change the dates mentioned in the RFP.

1.5 SEWA Project

In 2009 AIC embarked upon Enterprise wide transformation through integrated web based IT solution project titled ANNAPOORNA. ANNAPOORNA was developed and catered to all business as well as organizational needs and became AIC’s backbone for sustaining its business as well as internal support system. Due to advancement in Information Technology as a new IT initiative, AIC is going ahead with new InfoTech Project “SEWA” (System ERP Within AIC). SEWA consists of a bouquet of applications and services which shall be developed/customized/procured on cutting edge technology catering to the varied and agile business needs to AIC and will invigorate AIC’s control over its IT enablement.

1.6 Objective of this RFP

AIC wishes to introduce the leading processes and techniques in HR in managing its workforce across its Head office, Regional Offices and other offices.

The new technology and practices in the areas of Human Resources Process Management System should enable AIC to achieve the objectives of operational efficiency, streamlined process and work flow automation in respect of HR functions. The functional and technical requirements have been specified in Annexure 03 and Annexure 04.

Set of initiatives aimed at supporting AIC’s operations by integrating and optimizing various functions of the organization. As a part of Project AIC wants to

• Deploying of a comprehensive HRMS solution which is agile, rich in functionality and future ready

• Automate business processes for aiming to reduce time and effort

• Make an attempt towards increasing the efficiency by introducing more technology interventions than conventionally followed

• Build checks & controls for the processes through technology to lower risk, manual intervention and improved turnaround time.

• Achieve seamless integration between business functions and employees

• Easy access to the information

• Effectively utilize the available data for critical decision making

• Integrated View of employees

• Ensure compliance with regulatory requirements

• Better platform for reporting, and derive MIS Reports on demand basis

User Projections for next seven year period for HRMS solution & License Requirement Following are the projections against which the bidder is required to design, size and deploy the proposed HRMS solution




Note: The projections provided in the above table are only for reference and arriving at L1- Actual licenses/infrastructure to be procured on actual requirement in each year.

Bidder must propose enterprise wide license for the HRMS solution for AIC. All the employees of AIC for the period of the contract should be covered by the HRMS solution. All the employees would perform activities like raise request for manpower, joining, training related activities, Leave management, ticket booking, payroll access, etc. The bidder must ensure that all information for retired employees is archived.

The Bidder has to size the Solution accordingly and provide all the required licenses for AIC. The Bidder has to factor the complete cost for the licenses in the Annexure 05 – Bill of Materials.

S.N Particulars 2016-17

2017-18

2018-19

2019-20

2020-21

2021-22

2022-23

1 No of Offices 20 21 22 23 24 25 26

2 Total Employees 319 340 364 384 403 422 434

3 Total Officers 289 310 335 355 378 397 412

4 Total Class III/IV 30 30 29 29 25 25 22




2 Instruction to Bidders

2.1 Two Bid System

The RFP shall be in two parts – ELIGIBILITY & TECHNICAL BID and COMMERCIAL BID. Both the Bids must be submitted together in a single envelop (A) super-scribing “INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016” , “RFP for HRMS Implementation”, but in separate sealed covers within, giving full particulars, addressed to Deputy General Manager (IT) and duly super scribed as follows:

Envelope B : “RFP for HRMS Implementation – ELIGIBILITY & TECHNICAL BID”

• Envelope C: “RFP for HRMS Implementation – COMMERCIAL BID”

The Bidders will be required to submit following documents in two separate envelopes. Two sealed envelopes containing hard copies of Eligibility Bid & Technical Bid and Commercial Bid along with Soft copies should be submitted in the following manner:

Envelope B – ELIGIBILITY & TECHNICAL BID

The envelope B – Eligibility & Technical Bid should consist of 2 envelopes, one for EMD and one for Eligibility Bid & Technical Bid. The details of each of the component of Eligibility & Technical Bid is provided below:

2.1.1.1 Envelope B1: EMD:

A separate sealed envelope should be prepared for EMD should be marked as “Earnest money deposit for RFP No: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016”

The bidder shall furnish non interest earning Earnest Money Deposit (EMD) by way of Demand Draft drawn on any scheduled Commercial bank in favor of Agriculture Insurance Company of India Limited, payable at New Delhi and should be kept along with Technical Bid.

In Case the EMD is submitted in the form of Bank Guarantee the same should be valid for minimum period of 9 months from the last date for submission of offer. The format for submission of EMD in the form of Bank Guarantee is as per Annexure 17 – BG Format.

Offers made without the Earnest Money Deposit will be rejected.

2.1.1.2 Envelope B2: ELIGIBILITY & TECHNICAL BID:

Each hard copy of eligibility bid and technical bid bound and placed in sealed envelope along with 1 compact disk (CD) containing the soft copy of eligibility bid and technical bid. Super-scribed as “Eligibility Bid and Technical Bid for RFP No: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016”.

The Technical Bid should be complete in all respects and contain all information asked for, except prices. The Technical Bid should be complete to indicate that all products and services asked for are quoted and should give all required information.

The envelope should also include the CD containing the soft copy of the Eligibility Bid and Technical bid with annexure and appendices. However, it should not contain price related information, failing which the bid will be rejected outright.

Bidder to provide response for compliance to Functional Requirements Specification, Technical Requirement Specification and Bill of Material in soft copy in digitally signed MS excel format ONLY and in the same CD.




AIC at its sole discretion may reject the bid with technical deviations/variance. All relevant product information such as relevant information, technical specifications sheet etc. should be submitted along with the offer. Failure to submit this information along with the offer could result in disqualification of the Bid. AIC, at its discretion, may not evaluate a Technical Bid in case of non-submission or partial submission of technical details.

Based on AIC‘s functional and technical requirements as listed in this RFP, the Bidder should identify the best-suited Solution that would meet AIC‘s requirements and provide a complete quote for the same for the period of the contract. In case the Bidder quotes for more than one solution (for example one quote for software x and y and another quote for software x and z) then the response would be considered as improper and liable to be rejected. The Bidder should not give options to AIC to select from his offer. The Bidder is expected to select the best option and quote for the same in his offer. (For example the Bidder should not quote for two database servers, one xyz and other abc, and leaves it to AIC to choose any one of them.)

Each offer should specify only a single Solution, which is cost-effective and meeting the entire RFP functional and technical specifications. It is the responsibility of the Bidder to decide the best suitable Solution for AIC.

The offer may not be evaluated by AIC in case of non-adherence to the format or non-submission/ partial submission of technical details per the format given in the RFP.

Soft copy of the response to the Eligibility & Technical Bids should also be provided in MS Word and Excel Formats. In case of any discrepancies between the hardcopy and softcopy AIC will use the hardcopy submitted by the Bidder for the evaluation. THE TECHNICAL BID SHOULD NOT CONTAIN COMMERCIALS AND COMMERCIALS ARE TO BE ENCLOSED ONLY IN COMMERCIAL BID COVER. A masked copy of Commercial Bid should be a part of Technical Bid.

The two envelopes (B1 EMD and B2 ELIGIBILITY & TECHNICAL BID) should be placed in a single sealed envelope super- scribed: “Envelope B: "RFP for HRMS Implementation – ELIGIBILITY & TECHNICAL BID””.

Envelope C – COMMERCIAL BID

Single spirally bound hard copy of Commercial Bid in the format given in this RFP.

Commercial Bid should be a complete document, bound as a volume and placed in separate sealed envelope super-scribed as “Commercial Bid for RFP No: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016”

The Commercial Bid should be submitted in hard copy and soft copy as per commercial formats. The Bill of material (in excel format) should be digitally signed and should be without any conditions. In case there is a discrepancy between hardcopy and softcopy of the Commercial Bid, hardcopy Commercial Bid shall prevail.

The Bidder is requested to quote in Indian Rupees (INR). Bids in currencies other than INR may not be considered.

1. Envelopes A, B and C should have the following inscriptions:

o Top left corner: Contents o Top right corner: Bid Reference Number and Due Date o Centre: Address of AIC as stated below o Bottom left corner: Name, address, contact number and e-mail ID of bidder

Bids duly sealed should be submitted at:




Information Technology Department

Agriculture Insurance Company of India Limited

13th Floor, AMBDADEEP Building,

14, Kasturba Gandhi Marg,

New Delhi – 110 001

On or before the last Date and Time for Bid submission. Any other mode of submission, e.g. by fax, e-mail etc. will not be accepted. Note:

1 The Bid shall be typed in English and signed by the Bidder or a person duly authorized to bind the Bidder to the Contract. The person(s) signing the Bids shall initial all pages of the Bids.

2 All envelopes should be securely sealed and stamped.

3 The documentary evidence asked in respect of the eligibility criteria would be essential. Bids not accompanied by documentary evidence may be subject to rejection. Clarification/Additional documents, if any, sought by AIC from the Bidder has to be submitted within the stipulated time. Otherwise, Bid will be rejected and no further correspondence in the matter will be entertained by AIC.

4 Bidders are permitted to submit only one Technical Bid and relevant Commercial Bid. More than one Technical and Commercial Bid by the same organization should not be submitted.

5 All Schedules, Formats and Annexures should be stamped and signed by an authorized official of the bidder’s company.

6 The Bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the bidding documents. Failure to furnish all information required by the bidding documents or submission of a Bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of the Bid.

7 No rows or columns of the tender should be left blank. Offers with insufficient information are liable for rejection.

2.2 Late Bids

Any bid received after the due date and time for receipts of Bids as prescribed in this RFP or notified otherwise will be rejected and returned unopened to the bidder.

2.3 Proposal Modification

No additions or changes to any Bidder's proposal will be allowed after the deadline for Bidders to submit their proposals, unless such modification is specifically requested by AIC.

2.4 Result Notification

All Bidders will be communicated of any decision made with respect to their RFP response. AIC will not be obliged to provide reasons for acceptance/rejection of any response.




2.5 Address for Communication

Point of Contact: Deputy General Manager (IT)

Address:



13th Floor, AMBDADEEP Building,



Email Id:

[email protected]

[email protected]

[email protected]

[email protected]

2.6 No commitment to accept lowest or any Bid

AIC shall be under no obligation to accept the lowest or any other offer received in response to this RFP and shall be entitled to reject any or all offers including those received late or incomplete. AIC reserves the right to make changes in the terms and conditions. AIC will be under no obligation to have discussions with any Bidder, and/or entertain any representation.

2.7 Correction of Errors

Bidders are advised to exercise greatest care in entering the pricing figures. No corrigenda or requests for prices to be corrected will be entertained after the Bids are opened. If there are any corrections in the Bid document, the authorized signatory should initial them all, failing which the figures for such item shall not be considered. Discrepancies in Bids will be corrected as follows:

i. Where there is a discrepancy between the amounts in figures and in words, the amount in words shall prevail

ii. If there is a discrepancy between percentage and amount, the amount calculated as per the stipulated percentage basis shall prevail.

iii. Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate will govern unless, in the opinion of AIC, there is an obvious error such as rounding offer, misplacement of a decimal point etc. in which case the line item total will prevail.

iv. Where there is a discrepancy between the amount mentioned in the Bid and the line item total present in the schedule of prices, the amount obtained on totalling the line items in the Bill of Materials will prevail.

v. Where there is a discrepancy in the softcopy and hardcopy Bid then, hardcopy details shall prevail.




vi. In case the bidder does not accept the correction of the errors as stated above, the Bid shall be rejected.

vii. The amount stated in the evaluation sheet adjusted in accordance with the above procedure, shall be considered as binding, unless it causes the overall price to rise, in which case the Bid price shall prevail.

viii. At the sole discretion and determination of AIC, AIC may add any other relevant criteria for evaluating the proposals received in response to this RFP.

ix. Based on AIC’s requirements as listed in this RFP, the Bidder should identify and offer the best-suited solution/bill of material for the product that would meet AIC’s requirements and quote for the same.

2.8 Non-Transferable RFP

This RFP document is not transferable

2.9 Soft Copy of RFP Document

The soft copy of the RFP document is made available on AIC’s website.

2.10 Bid validity period

The offer should hold good for a period of 270 days from the last date of Bid submission.

2.11 Addenda

i. AIC may issue an Addendum from time to time.

ii. An Addendum may be issued to clarify the RFP or to effect modifications to the RFP. Each Addendum will be published on the AIC website and will form part of this RFP.

iii. To the extent there is any inconsistency between an Addendum and this RFP, the Addendum will prevail and if between two or more Addenda, the last issued Addendum will prevail.

2.12 Pre Bid meeting

For clarification of doubts of the Bidders on issues related to this RFP, AIC intends to hold Pre-Bid Meeting as per schedule in the RFP.

For any clarification with respect to this RFP, the Bidder may send an email to [email protected]. The format to be used for seeking clarification is mentioned in Annexure 13 - Pre-Bid Query Format. It may be noted that all queries, clarifications, questions etc., relating to this RFP, technical or otherwise, must be in writing only and should be sent to the designated Email ID.

It may be noted that queries of any Bidder may not entertained after the last date for submission of queries via Email. Only two authorized representatives of the Bidder’s organization will be allowed to attend the meeting. AIC may or may not respond to all the queries of the bidder.

2.13 Rejection of Bids

AIC reserves the right to reject any or all the bids or scrap the bidding process at any stage




without assigning any reason. The Earnest Money Deposits in such event will be returned by AIC. However, the RFP document fee will not be refunded.

2.14 Amendment to Contract

No variation in or modification of the conditions of the contract shall be made except by written amendment signed by the parties.

2.15 Correspondence and Notices

Any correspondence or notice from one party to another under the terms of the contract shall be served by Fax or by hand and confirmed in writing to the party’s address. A notice shall be effective from the date when delivered.

2.16 Performance Bank Guarantee (PBG)

i. As mentioned above, the Successful Bidder will furnish an unconditional and irrevocable Performance Bank Guarantee (PBG) for 10% of the Contract value for 7 years and valid for 90 months including claim period of 6 (six) months, validity starting from its date of issuance. The PBG should be submitted within 15 days from notification of award from AIC. AIC subsequently shall be issuing the Purchase Order.

ii. The PBG shall be denominated in Indian Rupees. All charges whatsoever such as premium; commission etc. with respect to the PBG shall be borne by the Successful Bidder.

iii. The PBG so applicable must be duly accompanied by a forwarding letter issued by the issuing bank on the printed letterhead of the issuing bank. Such forwarding letter shall state that the PBG has been signed by the lawfully constituted authority legally competent to sign and execute such legal instruments. The executor (BG issuing Bank Authorities) is required to mention the Power of Attorney number and date of execution in his /her favour with authorization to sign the documents.

iv. Each page of the PBG must bear the signature and seal of the BG issuing Bank and PBG number.

v. In the event of the Successful Bidder being unable to service the Contract for whatever reason, AIC may invoke the PBG.

vi. In the event of delays by Successful Bidder in implementation of Project beyond the schedules given in the RFP, AIC may invoke the PBG.

vii. Notwithstanding and without prejudice to any rights whatsoever of AIC under the Contract in the matter, the proceeds of the PBG shall be payable to Bank as compensation by the Successful Bidder for its failure to complete its obligations under the Contract. AIC shall notify the Successful Bidder in writing of the exercise of its right to receive such compensation within 14 days, indicating the contractual obligation(s) for which the Successful Bidder is in default.

viii. AIC shall also be entitled to make recoveries from the Successful Bidder's bills, Performance Bank Guarantee, or any other amount due to him, the equivalent value of any payment made to him by AIC due to inadvertence, error, collusion, misconstruction or misstatement.

ix. The PBG may be discharged/returned by AIC upon being satisfied that there has been due performance of the obligations of the Successful Bidder under the Contract. However, no interest shall be payable on the PBG.




2.17 Sub-Contracting

Bidder is not allowed to subcontract any work for the scope of the RFP.

2.18 Notification of Award

Following evaluation, a Contract may be awarded to the Bidder whose Bid meets the requirements of this RFP and provides the best value to AIC from both a Techno-Functional and Commercial point of view. AIC reserves the right to award the contract in whole or in part.

The acceptance of the Bid, subject to Contract, will be communicated by way of placing a notification of award in writing at the address supplied by the Bidder in the Bid document. Any change of address of the Bidder should therefore be notified promptly to the Deputy General Manager (IT) at the address given in this RFP.

The PBG should be submitted within 15 days from notification of award from AIC. AIC subsequently shall be issuing the Purchase Order.

2.19 Signing of Contract

The Successful Bidder (s) shall be required to enter into a Contract with AIC, within thirty (30) days of the award of the work or within extended period, as may be specified by AIC. This Contract shall be based on this RFP document, PO and such other terms and conditions as may be determined by AIC to be necessary for the due performance of the work, as envisaged herein and in accordance with the Bid. However the terms and conditions of Purchase Order and RFP shall constitute a binding Contract till such a Contract is issued.

2.20 Selection Process for bidder

Bids received within the prescribed closing date and time will be opened in presence of Bidders’ representatives who choose to attend the opening of the Bids on the specified date and time as mentioned earlier in the RFP document. The Bidder’s representatives present shall sign a register of attendance and they should be authorized by their respective companies to do so. A copy of the authorization letter should be brought for AIC to verify.

The Bidders’ names, bid modifications or withdrawals, bid prices, discounts, and the presence or absence of the requisite Bid Security and such other details as AIC, at its discretion, may consider appropriate, will be announced at the Commercial Bid opening.

AIC reserves the right to take the services of any one or more external agencies for evaluation of the proposal submitted by the Bidder. However, the final decisive parameters would be at the sole discretion of AIC and AIC is not liable to disclose either the criteria or the evaluation report/reasoning to the Bidder(s).

2.21 Preliminary Examination of Bids

AIC will scrutinize the offers to determine their completeness (including signatures from the relevant personnel), errors, omissions in the Technical & Commercial offers of respective Bidders. AIC plans to, at its sole discretion, waive any minor non-conformity or any minor deficiency in an offer. AIC reserves the right for such waivers and AIC’s decision in the matter will be final.

2.22 Clarification on Bids




During the Bid evaluation, AIC may, at its discretion, ask the Bidders for clarifications with respect to their Bids. The request for clarification and the response shall be in writing. AIC has the right to disqualify the Bidder(s) whose clarifications are found not suitable for the requirement according to the scope of the work.

2.23 Normalization of bids:

AIC may go through a process of technical evaluation and normalization of the bids to the extent possible and feasible to ensure that Bidders are more or less on the same technical ground. After the normalization process, if AIC feels that any of the bids needs to be normalized and that such normalization has a bearing on the price bids; AIC may at its discretion ask all the technically Shortlisted Bidders to resubmit the technical and commercial bids once again for scrutiny. The re-submissions can be requested by AIC in the following two manners Incremental bid submissions in part of the requested clarifications by AIC

OR Revised submissions of the entire bid in the whole

AIC can repeat this normalization process at every stage of bid submission till AIC is satisfied. The Bidders agree that they have no reservation or objection to the normalization process and all the Bidders will, by responding to this RFP, agree to participate in the normalization.

2.24 Evaluation Methodology

The objective of adopting this evaluation methodology is to facilitate the selection of eligible

Bidders who propose the most suitable business-technology solution and service fitment that appropriately meets the requirements of AIC.

The evaluation will be a three-phase process:

Phase 1 – Eligibility Criteria Evaluation

Phase 2 – Technical Proposal Evaluation

Phase 3 – Commercial Bid Evaluation

AIC will use scoring mechanism defined in the RFP to score each of the RFP responses with appropriate apportionment of scores.

The Bidders who qualify the Eligibility and Technical evaluation criteria shall be considered for Commercial evaluation and the successful Bidder will be determined based on the Lowest Commercial Quote (L1) as per the summary sheet stated in Annexure 05: Bill of Material.

Evaluation Process

Initially only the Technical Bid including the Eligibility bid will be opened and evaluated. The eligible Bids will be evaluated and Bidders qualifying the Eligibility criteria will be considered for Technical Bid evaluation. Thereafter, the Technical Bids will be evaluated and a technical score would be arrived at. In second stage, only those bidders, who have qualified in the Technical evaluation, shall be




invited for Commercial Bid opening. The evaluation methodology is as under:

Eligibility Criteria

Only those bidders who fulfil the following criteria are eligible to respond to the RFP. Offers received from the bidders who do not fulfil all or any of the following eligibility criteria are liable to be rejected. Note:

i. Bidders need to ensure compliance to all the eligibility criteria points. ii. Purchase orders without relevant organization confirmation through a credential letter will

not be considered as credentials.

iii. While submitting the bid, the Bidder is required to comply with inter alia the following CVC guidelines detailed in Circular No. 03/01/12 (No.12-02-6 CTE/SPI (I) 2 / 161730 dated 13.01.2012): ‘Commission has decided that in all cases of procurement, the following guidelines may be followed:

a. In a RFP, either the Indian agent on behalf of the Principal/OEM or Principal/OEM itself can bid but both cannot bid simultaneously for the same item/product in the same RFP. The reference of 'item/product' in the CVC guidelines refer to ‘the final solution that bidders will deliver to the customer’. b. If an agent submits bid on behalf of the Principal/OEM, the same agent shall not submit a bid on behalf of another Principal/OEM in the same RFP for the same ‘item/product.’

c. The decision of AIC shall be final and binding in this regard. Deviations will be grounds for disqualification.

S. No Financial and other Requirement to be met by the Bidder

Proof to be submitted

1 Should be a Government/PSU/PSE or a partnership/public/private limited company

Certificate of Incorporation/ Certificate of commencement

2 The Company should have been in existence for a minimum period of 5 years in India.


3 Should have a minimum turnover of Rs. 50 crores per annum for any two years in the last three (3) financial years in India

Audited Financial statements for the financial years 2012-13, 2013-14 and 2014-15

OR

CA Certificate




S. No Financial and other Requirement to be

met by the Bidder Proof to be submitted

4 Should have Profit After Tax for any two years in the last three (3) financial years in India


OR

CA Certificate

5 Should have a positive net worth for any two years in the last three (3) financial years in India

Net worth is to be calculated as follows: Capital Funds (Paid up equity capital + Paid up preference shares + Free reserves) – (Accumulated balance of loss + Balance of deferred revenue expenditure + Other intangible assets).

CA Certificate

The CA certificate provided in this regard should be without any riders or qualification.

6 The Bidder should not have been blacklisted by any Government department/PSU/PSE/Banks/Insurance Company in India as on date of the RFP.

Self-declaration

Business Solutions

For the bidder - HRMS Implementation experience

Supporting required

1 Should have had implementation experience in having implemented the proposed HRMS solution comprising of at least supply, commissioning, implementation, rollout, go live and maintenance in at least two Government/PSU/PSE in India in the last five years and should be currently live and running as of date of the RFP.

Relevant Credential letters OR Purchase Order with the clients confirmation on having executed the PO to satisfaction

For the OEM - HRMS application criteria Supporting required

1 The proposed integrated HRMS solution should be live in at least one Government/PSU/PSE in India covering at least 500 employees and should be currently live and running as of date of the RFP.


Note:




• In case of corporate restructuring of a company documentary evidence prior to such restructuring should be furnished, then documentary proofs of earlier entity shall be considered for eligibility criteria evaluation.

• Purchase orders without confirmation through a credential letter will not be considered as credentials

• Proposed application implementation experience need not be in the current product version proposed

• Bidder or OEM partner have to use the format as per Annexure 14 – Experience Format for submitting the credential letters

• Only implementation experience in India will be considered for the eligibility

• The solution/Products and Services are supported by multiple Vendors/Service Providers

Bidder who meet all these criteria would qualify for the second stage of evaluation. The bidder would also need to provide supporting documents for eligibility proof. The decision of AIC shall be final and binding at all stages of evaluation stages.

The Technical Proposal of only those bidders who qualified in the Eligibility Criteria, will be evaluated. The Commercial Bid of only those bidders who qualified in Technical bid evaluation will be reckoned for Commercial evaluation purpose.

The decision of AIC would be final and binding on all the Bidders on the outcome of the eligibility bid evaluation. AIC may accept or reject an offer without assigning any reason what so ever.

Technical Evaluation Process The Bidders meeting the eligibility criteria will be shortlisted for Phase 2 – Technical Proposal Evaluation. This evaluation will be carried out on a total score of 1000 on the basis of the following evaluation parameters defined in this section. The evaluation methodology is further broken down into sub areas as under.

# Proposal Bid Evaluation Sub Scores Cut off Minimum Marks

1 Bidders Past Experience

150 70% 105

2 Functional Requirement Specifications

250 90% 225

3 Technical Requirement Specifications

150 80% 120

4

Proposed Solution, IT Architecture and Approach & Methodology

150 80% 120

5 Product Demonstration

100 75% 75




6 Resource Planning, Project Governance & Project Team

100 80% 80

7 Bidder presentations 100 75% 75

Maximum Technical Proposal Bid Evaluation Score

1,000 800

Any critical noncompliance/deviation may lead to disqualification of the Bidder. The scores will be evaluated taking as a whole number. Bidders achieving the minimum passing mark for ALL of the individual evaluation activities from Sr. No. 1 to 7 and total minimum score will be considered eligible for Commercial evaluation process. Based on the scoring stipulated in above table, bidders complying with Phase 2 – Technical Proposal Evaluation, would be considered for Phase 3 – Commercial Evaluation Process. AIC at its discretion may reject the proposal of the Bidder, without giving any reason whatsoever, if in case the submission/responses received from the Bidder were found to be unsatisfactory. The detailed technical evaluation methodology is given below:

i. Bidders Past Experience

Part A- Bidder

1 Bidder Experience- Should have had implementation experience in having implemented the proposed HRMS solution comprising of at least supply, commissioning, implementation, rollout, go live and maintenance in at least two Government/PSU/PSE in India in the last five years and should be currently live and running as of date of the RFP.

• Each Bidder having credentials as stated in Part A will get marks as given below in the table:

# Number of relevant credentials Marks

1

2 relevant credentials

35 marks

2


40 marks

3 4 relevant credentials 45 marks

4 5 or more relevant credentials 50 marks

Part B- OEM




1 OEM Experience- The proposed integrated HRMS solution should be live in at least one PSE/PSU/Government Organization in India covering at least 500 employees and should be currently live and running as of date of the RFP

• Each OEM having credentials as stated in Part B will get marks as given below in the table:

# Number of relevant credentials Marks

1

2 relevant credential

35 marks

2


40 marks

3 4 relevant credentials 45 marks

4 5 or more relevant credentials 50 marks

Note:

• Bidder/OEM has to provide the experience certificate from the relevant client as per the format specified in Annexure 14 – Experience format

Proposed application implementation experience need not be in the current product version proposed. Each Bidder and OEM having credentials as stated above have to be fi l led according to the template given in Annexure 02 – Credential strengths. The maximum marks will be 150 marks. Bidders should score at-least 70% of the maximum marks for the bidder’s past experience.

ii. Functional Requirement Specifications The Bidder needs to cover the entire functional requirement of AIC given in Annexure 03 – Functional Specifications. Reponses received in Annexure 03 would be used for evaluating the Bidder on the functionality being proposed by them. The Functional Score for each area in Annexure 03 would be worked out as follows: In Annexure 03 – Functional Specifications, in AIC’s Ratings column, AIC has classified each of the requirements as follows:

Classification Value Description

Required 1 The requirement is necessary for efficient functioning

Most Critical 2 The requirement must be satisfied in its entirety

The Bidder is expected to provide a self-score in the Vendor Scores column for each requirement requested for, as per the following table:

Bidder input (Vendor Score)

Description Max. Marks




S Standard feature Required features readily available and to be provided

10

A Alternative available. 7

C Customization required. Vendor will provide the customization with the stipulated date of the rollout

5

U Unavailable. Functionality is not available and will not be provided by the bidder.

0

For all requirements in the RFP a score would be worked out as under: Total Bidder score = Bidder score for line item X no. of line items X AIC‘s Rating Hence accordingly aggregated Bidder score will be calculated proportionately. AIC would be using the below weightage to score the self-score of the Bidder responses as per Annexure 03 – Functional Specifications The maximum marks for the requirements would be arrived at by considering fully compliant marks for each of the requirement stated in the annexure. The maximum marks will be scaled to 250 marks. Bidders should score at-least 90% of the maximum marks for the functional requirements. iii. Technical Requirement Specification

The compliance mentioned by Bidders in the Annexure 04 - Technical Specifications will be analyzed and scored based on the RFP requirements vis-à-vis Solution offered. Point to point conformity of the solution offered to the technical requirements provided in the requirements. It is the sole discretion of AIC to disqualify a Bidder if that Bidder is unable to comply with the requirement set in this document that is critical for AIC.

Bidder response Compliance to technical

requirement

Marks Assigned for Response

Yes 2 No 0

The entire bid could be considered as Non-responsive & will be liable for rejection, at the sole discretion of AIC, in case:

The Bidder does not respond to any of the technical requirement The Bidder chooses any option other than that mentioned The maximum marks for the requirements would be arrived at by considering fully compliant marks for each of the requirement stated in the annexure. The maximum marks will be scaled to 150 marks. Bidders should score at-least 80% of the maximum marks for the technical requirements.

iv. Proposed Solution, IT Architecture and Approach & Methodology The evaluation of the Bidder’s Technical Solution Offering Proposals will be done on the basis of adherence to the solution design requirements/principles and requirements of the RFP vis-à-vis products offered analysis in relation to:




Completeness of the Technical Bid in all respects and availability of all information/details asked for in the RFP.

The compliance mentioned by the Bidder to the application architecture requirements is high availability, scalability, services and products. It is the sole discretion of AIC to disqualify a Bidder if that Bidder is unable to comply with the requirement set in this document.

Point to point conformity of the equipment offered to the technical requirements provided in the Technical and Functional Requirements.

The weightage would be given as follows:

# Criteria Criteria Details Marks

Allotted

1.

Solution Architecture: Application, Data, Integration, Security,Data Migration

Solution Architecture including Application, Integration Architecture & Deployment Architecture The Bidder would be evaluated based on the following logical blocks Functional architecture, Application architecture, Integration architecture & Infrastructure deployment architecture proposed andpresentation covering at minimum the below key aspects: a) Modularity of the system to develop new products b) Ease of report generation c) Agility to handle future load by adding additional compute and no constraints on the application d) Suitability of Tools & Technologies proposed e) Architecture Principles and Methodologies adopted f) Approach to develop and manage the API based system g) Approach for interfacing h) Approach to Data Migration i) Security Features encompassing: Access & Identity Management Application Security Database security including ensuring non repudiation of data and reconstruction of truth Solution to ensure fool proof security to the system from various threats including hacking attempts, internal threats, etc. j) Data Migration approach to ensure data integrity within the target system

50

2. Understanding of Scope of work and alaspect of the Project

Demonstrated level of understanding of AIC business, the project purpose and scope.

30

3. Approach for Implementation

Approach for Implementation and Bidder's plan for performing the required services as detailed in scope of work in the RFP

20

4. Proposed Project Governance

Proposed Project Governance Structure 20




# Criteria Criteria Details Marks

Allotted

5. SLA compliance Approach for ensuring SLA compliance and also the approach for improvements in SLA on a continuous basis.

30

Total 150

The maximum marks will be 150 marks. Bidders should score at-least 80% of the maximum marks for the Proposed Solution, IT Architecture and Approach & Methodology.

v. Product demonstration As part of the Product demonstration process The Bidders would also be expected to provide a walk-through of the proposed solution for key processes.

This will also enable AIC to understand the solution‘s features and fit with the proposed architecture and identify the level of customization required. The Bidders will have to bear the expenses involved in such an exercise.

The location for conducting the Product Demonstration would be the respective Bidder and/or OEM premises and/or AIC premises however AIC will have a final say in the location of conducting the Product Demonstrations. AIC will communicate a date, time and location to all eligible Bidders any time after the last date for submission of proposals. AIC may reject the proposal of the Bidder if in AIC‘s opinion the Bidder could not present or demonstrate the proposed solution as described in the proposal. During the Product Demonstration, AIC would be evaluating the Bidder on the functionality of the HRMS application being proposed by the Bidder. Using the Annexure 03 - Functional Specifications as a base in part or as a whole, AIC would formulate a detailed questionnaire for the product demonstrations. Bidder will be evaluated on each of the areas given below:

# Functional Area Maximum Score 1 Recruitment 05

2 General Requirements 05

3 Employee Record Management 05

4 Performance Appraisal 05

5 Training and Development 05

6 Transfers and Promotions 05

7 Payroll 10

8 Conveyance and Lease 05

9 Leave Management 10




# Functional Area Maximum Score 10 Staff reimbursements and welfare 05

11 Terminal benefits and separations 05

12 MIS 05

13 Tour and Transfers 05

14 LTS 05

15 Personal Administration 05

16 Biometric Login and Attendance 05

17 Integration 10

Maximum marks 100

The maximum marks will be 100 marks. Bidders should score at-least 75% of the maximum marks for the product demonstration.

vi. Resource Planning, Project Governance & Project Team The Bidder’s team would be evaluated for Resource Deployment Plan and the key personnel would be evaluated on the following parameters:

Qualification & Certification Total experience Number of similar assignments handled It is critical that the Bidder proposes qualified, experienced resources to ensure a high standard of implementation and ensure the HRMS implementation project is a success. For this project, it is imperative that the Bidder should deploy best of class professionals to ensure successful execution of this project. The Bidder is required to include names and detailed curriculum vitae of their key personnel who will be working full time on this project.

People Credential

The proposed list of identified key roles and their deployment requirement is as given below:

# Criteria Minimum Positions

Criteria Details Marks

Positions Minimum Profiles required

Profile Requirement Marks

1 Project Manager

2

Minimum Education: MCA/ MBA

20

B. Tech /B.E. Total Experience: At least 7 yrs. Prior project management experience of at least 5 years of handling HRMS implementation project




# Criteria Minimum Positions Criteria Details Marks

Should have experience of managing at least one project in Government/PSU organization

2 Subject Matter Expert –HR

2

Individual with more than 3 years of Human Resource process consulting

20 Individuals should have more than 5 years of experience Knowledge of Government/PSU HR processes

3 Solution Architect

2

Minimum Education: MCA/B. Tech / B.E.

15 Total Experience: At least 5 yrs. Prior Solution Architecture experience of at least 3 years

4 Infrastructure Expert

2

Minimum Education: MCA/ B. Tech / B.E.

15 Total Experience: At least 5 yrs. Prior Infrastructure experience of at least 3 years

5 Business Analyst

4

Minimum Education: MCA/ MBA

10

Business Analyst / System Specialist should have at least 3 years of work experience in HR processes and should have experience in executing similar implementations. Should have expert knowledge in Requirements Analysis, business process workflow preparations, domain, use case creation, etc.

6 Information Security Expert

2

Minimum Education: MCA / BE / B.Tech

10 5+ years of overall experience with at least 3 years of experience in information security

7 Software Developers

15 Minimum Education: MCA / BE / B.Tech

10




# Criteria Minimum Positions Criteria Details Marks

At least 1year of experience in respective software Should have been on the Bidder’s payroll for the past 6 months

Total 100

The maximum marks will be 100 marks. Bidders should score at-least 80% of the maximum marks for the resource planning, project governance and project team. vii. Bidder presentation

AIC will require the Bidders to make presentations regarding the various aspects of the proposed solutions. This process will also enable AIC to clarify issues that may be identified from the Bidder’s responses to the RFP.

The Evaluation Committee decided by AIC would be scoring the presentation made by the Bidders at AIC‘s premises based on a structured questionnaire broadly across the following.

# Evaluation of the Bidder Presentation

1 Project Execution Methodology

2 Solution Architecture and Design – Key Features and Functionalities

3 Data Migration tools/approach and methodology

4 Adherence to Project Timelines

5 Execution Competency (Solution Accelerators, Functional & Technical Competency)

6 Approach and Resource Commitment (for Managed Services and Service Desk Services and People profiles of all key personnel as part of this project)

The maximum marks will be 100 marks. Bidders should score at-least 75% of the maximum marks for the technical presentation.




Commercial Bid Evaluation The commercial bid of only those bidders shall be opened who have been technically qualified on the basis of the technical proposal evaluation methodology stated above. The bidders who all qualify Technical Bid Evaluation, shall be eligible for Phase-3 Commercial Bid Evaluation. The bidder with the lowest commercials will be declared successful L1 bidder and shall be considered for award of the Contract. However, to arrive at the L1 value, AIC will calculate the present value of future cash outflows as per following formulae – t Present Value = Σ Ct t = 0 _______ (1 + r) t Where, r = discount rate, which will be taken 14% t = number of years Ct =Cash outflow during the year (1st year will be considered as Year 0) The Bidder shall use the format as mentioned in Annexure 05: Bill of Material.

Commercial Bid Evaluation shall be considered as below; in case of any kind of discrepancy:

i. If there is a discrepancy between words and figures, the amount in words shall prevail.

ii. If there is a discrepancy between percentage and amount, the amount calculated as per the stipulated percentage basis shall prevail.

iii. Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate will govern unless, in the opinion of AIC, there is an obvious error such as a misplacement of a round off, misplacement of a decimal point etc. in which case the line item total will prevail.

iv. Where there is a discrepancy between the amount mentioned in the Bid and the line item total present in the schedule of prices, the amount obtained on totaling the line items in the Bill of Materials will prevail.

v. The amount stated in the correction form, adjusted in accordance with the above procedure, shall be considered as binding, unless it causes the overall price to rise, in which case the Bid price shall prevail.

vi. If there is a discrepancy in the total, the correct total shall be arrived at by AIC.

vii. In case the Bidder does not accept the correction of the errors as stated above, the Bid shall be rejected.

viii. AIC may, at its sole discretion, decide to seek more information/clarification from the respondents during the evaluation process or in order to normalize the Bids. However, respondents will be notified separately, if such normalization exercise as part of the Technical evaluation is resorted to. As part of normalization, Bidder can submit the increment Commercial Bid, if required.

ix. All liability related to non-compliance of this minimum wages requirement and any other law will be responsibility of the Bidder.

x. The highest technical Bidder shall not automatically qualify for becoming selected Bidder and for award of Contract by AIC. Only the L1 Bidder who has been evaluated at the third stage of evaluation process viz. Commercial evaluation may be awarded the Contract after passing both evaluation and Technical evaluation stages.




xi. AIC shall not incur any liability to the affected Bidder on account of such rejection.

xii. The Bidder whose Technical and Commercial Bid is accepted will be referred to as “successful Bidder” and AIC will notify the same to the successful Bidder.

xiii. The final decision on the successful Bidder will be taken by AIC. The implementation of the project will commence upon issuance of the PO to the Bidder.

xiv. The evaluation of the Bid is on L1 basis.

xv. If for some reason, the successful Bidder fails to execute an agreement within a specified timeline, AIC reserves the right to award the Contract to the next most eligible Bidder based on the evaluation scores and Commercial prices quoted.

2.25 Failure to agree with the Terms & Conditions of the RFP

AIC reserves the sole right to reject or accept any and all Bids, whether solicited or unsolicited, or to negotiate separately with any Bidder in any manner deemed necessary at its sole discretion. This right includes award of Contract for only part of the scope of work. AIC reserves the right to waive infirmities and minor irregularities in RFP responses received and to accept any portion of a response or all items of Bid or to accept modifications to any RFP Response.




3 Scope of Work

Overview of Bidder’s Scope of Work

i. The Bidder is required to deploy the HRMS application including interfaces, adequately sized and scalable (both vertical and horizontal), Software, Tools, Utilities, related services and Application support as per specifications, terms and conditions and scope defined in the RFP.

ii. The Bidder will perform end to end activities such as implementation, customization, parameterization, gap identification and resolution of proposed applications

iii. Augment the AIC’s existing IT infrastructure if required. Thus the Bidder is required to design, size, procure, upgrade and maintain the upgraded items based on the requirements for the Bidder’s proposed solutions.

iv. The bidder will be responsible for assisting AIC in formulating the Data Migration strategy and Data Migration process documentation and conduct data migration activities. AIC with the help of current SI will furnish the data from the existing systems in the format agreed upon between AIC and the Bidder for the available data portion. The Bidder will be responsible to load the data in the proposed systems. The bidder have to coordinate with the current SI (M/s TCS Ltd.) for data migration activity.

v. Build interfaces/data transfer mechanisms and integrate the proposed solutions with the AIC’s solutions (FMS, BI, etc.)

vi. Rollout the proposed solutions across all the AIC’s locations such as DC, DR, AIC locations including HO and other offices etc. and provide handholding & support across the implemented locations.

vii. Impart Training and Knowledge Management to the AIC’s management and Personnel – End users, Train the Trainers, Technical and hand hold the users post migration for a defined time period.

viii. Provide complete hand-over along with detailed documentation at the end/termination of the contract period.

ix. AIC proposes to deploy the Solution in covering the entire enterprise such as Head office, regional offices, other offices and any new offices opened during the contract period over Internet. If AIC wants to implement the HRMS application in new offices opened during the tenure of the contract, the proposed solution should be scalable to accommodate fresh staff in additional offices.

x. AIC during the period of the contract, based on its technical and functional requirements can add additional third party application and interfaces to the HRMS Solution. Bidder has to extend all necessary support and assistance for addition to the Solution with the required third party applications and interfaces desired by AIC with no additional costs.

xi. The Bidder should ensure that all systemic changes or new requirements necessitated out of ministry/other regulatory guidelines or other AIC requirements between the dates of the RFP are made available from day one of the solution going live. Any new regulations that impact the existing solution to AIC need to be incorporated as a feature upgrade or an enhancement or a patch and should be provided to AIC at no additional cost during the period of the contract.

xii. The Bidder has to efficiently size the Solution with reference to hardware and software to ensure availability, scalability and performance of the solution, and to meet technical and functional requirements as per the terms of the RFP within the timeframe prescribed by AIC.

xiii. The bidder is required to provide the storage volume required at DC & DR for the proposed solution.

xiv. Assist AIC in Change Management. The offer should include the desired capability of




AIC in Change management, process and methodology used & experience. xv. Assist AIC in providing self-service facilities to the employees like browsing employee

information, Printing of Pay Slips and electronic submission of various applications, etc. on on-line basis.

xvi. Bidder to provide GUI with limited access to facilitate allocation and de-allocation of licenses. xvii. The Bidder is completely responsible for the proposed solution to meet the scope and

objectives of the RFP and all addenda & corrigenda issued thereafter. AIC assumes no responsibility for the assumptions made by the Bidder. In the event the proposed solution fails to meet the SLA service levels and the scope and objectives of the RFP (and addendums/corrigendum), the Bidder will have to upgrade, modify or replace the solution at no additional cost to AIC.

xviii. The Bidder must give the details of suitable tools/software/hardware/utilities/solutions that it is proposing for the solution. None of the tools/software/hardware/utilities/solutions proposed should be unsupported. Any bid submitted with unsupported tools/software/hardware/utilities/solutions will be summarily rejected.

xix. The Bidder will be the single point of contact/reference to AIC. AIC will enter into agreement with the selected Bidder only. However, the Bidder must confirm to AIC that they are willing to enter into back to back arrangement with OEM for risk mitigation in meeting the deliverables, implementation and other service commitments as per the RFP the Bidder makes to AIC under the contract to be entered into. If requested by AIC, the Bidders must share a copy of the back to back arrangement with OEM with AIC.

xx. Unit prices quoted by the Bidders would be used for additions/deletions to the quantities at a future date during the tenure of the contract. The prices quoted for the line items would be valid and used throughout the period of the contract.

xxi. Applications out of scope of this RFP (like Core Insurance solution, FMS, BI etc) are also hosted in the same location and maintained by other vendors. The bidder shall be required to co-ordinate with other service providers of AIC. The application helpdesk is managed by current SI (TCS Ltd), the bidder will have to ensure application support for HRMS is provided in coordination with the helpdesk service providers of AIC and comply with SLAs.

3.1.1 Tenure

The tenure of the contract would be for 7 years from date of PO (extendable for a further term of 3 years or for mutually agreed period on annual renewal basis solely on AIC’s discretion on the same terms and conditions).

3.1.2 Functional Scope of HRMS

The Bidder is required to design, procure, supply, install, train, customize, test, implement, rollout and maintain the HRMS application as per the requirements of this RFP for the period of the contract for at least the minimum areas specified below. The detailed functional requirements are mentioned in Annexure 03: Functional Requirement Specifications. Bidder will implement the below mentioned modules of the HRMS solution implementation: ‐ General Requirements ‐ Employee Record Management ‐ Payroll ‐ Leave Management ‐ LTS ‐ Staff Reimbursements ‐ Conveyance & Lease




‐ Tours & Transfer ‐ Personal Administration ‐ Terminal Benefits & Separation ‐ MIS ‐ Training and Development ‐ Biometric Login & Attendance ‐ Performance Appraisal ‐ Transfers and Promotions ‐ Recruitment

The HRMS proposed solution would need to have a published product roadmap.

The bidder has to implement the HRMS application at DC and DR. Bidder may also need to implement part of proposed solution/application at offices of AIC and other locations depending on the proposed solution. During implementation, the bidder needs to adhere to all the requirements provided by AIC as part of this RFP.

The application licenses should accommodate the growth of AIC and adhere to the expected users and loads without any commercial implication during the contract period

Bidder to ensure that HRMS solution proposed by the bidder in the proposal should be supported by multiple Service Providers/Vendors

Additionally, the Bidder will be completely responsible for:

The end to end software development life cycle of the HRMS solution including the hardware and supporting application deployment.

Customization, parameterization and implementation of application software and solutions

Migration of the data from the existing physical and electronic data as part of the Bidder‘s scope.

Support services during the project tenure.

Hand-over successfully at the end of the agreed upon contract period.

3.1.3 Interface & Integration Requirements

3.1.3.1 The Bidder is required to build interfaces between the proposed Solution with the applications and systems mentioned below.

i Core Insurance Solution

ii Financial Management Solution

iii Email solution

iv AIC intranet

v AIC website

vi SMS Server

vii DMS solution

viii Any other




3.1.3.2 It is the expectation of AIC that the integration/interface architecture is based on industry leading practices.

3.1.3.3 The Bidder will be responsible for identifying the detailed interface requirements for integrating the proposed packages to the existing systems of AIC and for all other functionalities as mentioned in this RFP.

3.1.3.4 The interface architecture should be clearly defined. The integration architecture should include the types of interfaces supported; the standards used should comply with AIC requirements.

3.1.3.5 The Bidder will present to AIC the interface requirements for review.

3.1.3.6 Any suggestions from AIC will have to be included by the Bidder.

3.1.3.7 The Bidder will be responsible for developing, testing and maintaining the interfaces.

3.1.3.8 When developing the interfaces, the Bidder should ensure the requirements of data format, frequency of data transfer, quality checks and validations before data transfer and priorities for data transfer are identified and addressed.

3.1.3.9 The Bidder must ensure that all applicable interfaces are automated with provision of manual intervention if necessary.

3.1.3.10 The Bidder will ensure and incorporate all necessary security and control features within the application, operating system, database, etc. so as to maintain integrity and confidentiality of data at all times.

3.1.3.11 The Bidder will be responsible for setting up the test environment for interface testing.

3.1.3.12 The Bidder will help/assist AIC in preparing the test cases for the testing. Bidder shall ensure that the test cases meet all the testing requirements of AIC.

3.1.3.13 The Bidder must ensure that a suitable methodology is implemented to manage the interfaces.

3.1.3.14 The Bidder is responsible to configure and deploy the interface and include the cost as implementation cost.

3.1.4 Software Licenses

3.1.4.1 The Bidder has to ensure that all necessary licenses that are required for this RFP are procured and installed at the DC and DR and other relevant locations of AIC. AIC will not be responsible or liable for any infringements or unauthorized use of the licensed products. In the event of any claims against AIC for any license related issues, the Bidder will have to act upon the same and all liabilities and claims whatsoever will have to be settled by the Bidder.

3.1.4.2 Further if the Bidder has missed out providing any licenses to AIC, then AIC will not bear any additional amount for procurement of such licenses at a later date. Bidder is required to consider the ATS of the Solution and related application software for the period of contract from day one. The Bidder is required to provide perpetual license for all modules of the Integrated HRMS solution.

3.1.5 Hardware

3.1.5.1 The Bidder is required to size and procure for adequate hardware based on the volumes for the Solution covering the HRMS functionalities.

3.1.5.2 System should be sized to ensure that HRMS data relating to employees master information will be retained forever. The other data will be retained on-line for a period of 10 years, beginning from the previous 9 years and ending with the current year. All the data previous to the 9 years will be indexed archived and will be retained. The Bidder is required




to provide appropriate interface for quick retrieval of data from the archives as and when required without any intervention by the bidder once the system goes live. Data archival must be an automated process based on certain business rules which will be shared with the successful bidder and data retrieval system needs to be user friendly on demand system without the intervention of the Bidder once the system is online.

3.1.5.3 Since AIC has already procured the Oracle Private Cloud Appliance which has scalability to add new nodes, the bidder is required to size and procure for adequate hardware required for HRMS solution on OPCA nodes. The bidder is required to use the current IT infrastructure and can augment the IT infrastructure to support the requirement for the new proposed solution. Bidder is required to supply any additional hardware including OPCA nodes required during the duration of the contract.

3.1.5.4 The vertical scalability available within the OPCA server hardware proposed for the Solution should be at least minimum 20% to accommodate additional CPUs, Memory (including cache) over and above the terminal year sizing requirements.

3.1.4.3 The Bidder needs to size and procure the OPCA nodes considering the user projections and the concurrency given in the RFP. Bidder is required to consider the AMC of the any hardware component for the period of contract from day one.

3.1.4.4 The hardware proposed has to be sized as per the below concurrency requirements

# Area Factor Minimum sizing and support 1 Concurrency Average Concurrency 25 users at any point of time

Peak Concurrency 50 users at any point of time 2 Report

generation Standard report generation NA Ad hoc report generation 10 reports per hour Salary slip generation and printing

300 reports per hour

Note: The Bidder has to size the solution for peak periods of concurrency and report generation

3.1.5.5 The design should be such that the minimum availability requirements as specified in the SLA section of the RFP are met.

For hardware infrastructure

1 The Server technology proposed for the HRMS Solution should be sized on Oracle Private Cloud Appliance.

2 The hardware proposed for the DR has to be sized at 100% capacity of production environment at DC. The make and model of the hardware proposed for the DR has to be similar to that of DC.

3 The Bidder has to provide physically separate environment for the Test & Development activities during the implementation.

4 However any hardware required in addition to OPCA nodes, Storage & Tape library should be provided by the bidder.

Note: The Bidder has to provide the same class (similar processor and OS platform) of servers for Test & Development as that of the proposed production server. The Bidder shall ensure that the solution provided and sized by the Bidder is capable of meeting AIC‘s current and terminal year transaction and business volumes.




3.1.6 Database and other software licenses

The bidders must factor licenses for all suitable databases and other related software required for the proper functioning of the HRMS in line with the RFP requirements. Bidders will be required to factor any database licenses proposed and required for the functioning of the solution. The Bidder will have to provide complete support for installation, implementation, maintenance, and Application Support etc. during the period of the contract. The sizing methodology and working will need to be done by the bidder and submit to AIC as part of technical bid.

Detailed Scope of Work

The Bidder should follow a suitable methodology for delivering the requirements of the RFP for the entire contract period. Accordingly the Bidder should factor for necessary effort and team deployment. The methodology should clearly lay out the overall steps from initiation to closure of this engagement. The methodology should address all stages including development, customization, Support Manpower services, and hardware/software installation/configuration services. Each step should detail the input, process and output. The Bidder should further provide the deliverables and sign off process for each of the deliverables at various stages. The bidder would need to deploy team for implementation (including Project Manager) on the ground at A I C ‘s location on full time basis. The HRMS OEM should be committed to the success of the project and have governance aligned by being part of the steering committee during the actual project implementation. The following are the expectations with respect to OEM involvement during the contract period: The OEM should provide qualified personnel to the bidder who will ensure that the

HRMS Solution is designed and implemented according to the highest standards during the implementation phases.

The OEM should ensure that it provides experienced, qualified staff to the bidder

during the implementation and application support phase. The bidder will need to ensure that these resources are available in the project. The Bidder will be required to provision all the requisite cost of the OEM involvement in the project in the Annexure 05 – Bill of Materials.

3.2.1 System Requirements Specification Study

The bidder shall perform the detailed assessment of the functional requirements & technical requirements as mentioned in the Annexure 03: Functional Specifications and Annexure 04: Technical Specifications. Based on the understanding and its own individual assessment, Bidder shall develop & finalize the System Requirement Specifications (SRS) in consultation with AIC and its representatives. While doing so, Bidder at least is expected to do following:

a. The Bidder will conduct a detailed systems requirements study and provide a HRMS System Requirements Specification Document (SRS) relating to the functionalities as required to support the various products and services offered by AIC or to be offered by the AIC in the near future as responded by the Bidder in Annexure 03 – Functional Specifications. The SRS must also include all the areas where the Bidder is suggesting a work-around. If the workaround involves re-alignment of a business process the re-aligned process should be included in the SRS. The SRS should include the standard




operating procedure proposed for the re-aligned process. The Bidder is expected to assist AIC in aligning the business requirements with the application so as to enable centralization of desired business process, eliminate redundant and duplicate processes, increase operational efficiency and improve customer service. Bidder is expected to prepare detailed documentation, presentation, workflows for the business processes affected due to implementation of the HRMS Solution and other applications implementation.

b. Bidder will understand the current IT application portfolio and its functionalities.

c. The Bidder shall provide the SRS to AIC for review and comments, and any comments or suggestions of AIC will be incorporated therein.

d. Bidder shall bring in domain experts during the SRS study.

e. Bidder shall translate all the requirements mentioned in the document into System Requirements.

f. Bidder shall follow standardized template for requirements capturing.

g. Bidder must maintain traceability matrix from SRS stage for the entire implementation.

h. For all the discussion with AIC team, bidder shall be required to be present in office with the requisite team members.

i. AIC will identify functional heads for each process, which would be responsible for the review, comments and sign–off of the SRS.

j. Bidder must get the sign off from user/task groups formed by AIC

3.2.2 Implementation

a) The successful bidder will be responsible for supplying the application, licenses, database and related software, integration tools, along with the source code and installing the same so as to meet AIC’s requirements mentioned in various sections of this RFP.

b) Bidder shall provide provision for procurement of licenses in a staggered manner as per the indicative transaction volumes. However, the transaction parameters are computed based on certain assumptions and these assumptions might undergo a change which might impact the overall transaction volumes. As these projections are on estimations, the procurement shall be on the basis of actual requirements. Bidder is expected to suggest the approach which can address this business eventuality when actual transaction volume is marked different from that of indicative transaction volume.

c) The Bidder shall perform periodic audits to measure license compliance against the number of valid End User software licenses consistent with the terms and conditions of license agreements, volume purchase agreements, and other mutually agreed upon licensed software terms and conditions. The Bidder shall report any exceptions to license terms and conditions at the right time to AIC. However, the responsibility of license compliance solely lies with the successful bidder. Any financial penalty imposed on AIC during the contract period due to license non-compliance shall be borne by bidder.

d) Bidder shall also supply any other tools & accessories required to make the Solution complete as per requirements. For the solution, the Bidder shall supply:

Software & licenses

Supply tools, accessories, documentation and provide a list of the same. Tools and accessories shall be a part of the solution.




Supply latest supported version of Database Software to support the Integrated Solution and any other softwares, tools and bolt-on/add-on application.

Product Documentation to be supplied along with licenses and shall include but not limited to following:

o Technical manuals

o Installation guides

o User manuals

o System administrator manuals

o Toolkit guides and Troubleshooting guides

3.2.3 Customization

a. The Bidder should quote the customization efforts to carry out all the customization as per the Annexures 03 – Functional Specifications.

b. The Bidder needs to provide all statutory and regulatory reports as required by the regulatory institutions. AIC will not pay any additional customization costs either for gaps observed for statutory or regulatory reports as required by AIC.

c. The Bidder is expected to provide a resolution to all gaps observed during Functional specifications evaluation, Product Demonstration, Current Systems Study, Training, User Acceptance Testing (UAT), and Business Process Definition (BPD).

d. Over and above, AIC’s HRMS MIS report requirements (including regulatory reports) specified in the Annexure 03 – Functional Specifications, the Bidder must additionally provision for configuration/customization/development and delivery of simple or complex reports/MIS from the Solution. AIC at its discretion may avail the development of any other reports/MIS from the Solution at no extra cost.

e. AIC may require the Bidder to address additional requirements that are not either of the following:

Bug fixes

Gaps found during system testing

Gaps against the functionalities specified in Annexure 03 – Functional Specifications

f. In case of additional manpower support, AIC will compensate the Bidder on the basis of a man day rate that will stay fixed through the contract period. This rate has to be provided by the Bidder in the Annexure 05 – Bill of Material. The Bidders have to note that no additional ATS/AMC cost will be payable for the enhancements/customizations availed by AIC during the contract period.

g. The Bidder will have to ensure that the software provided as part of the HRMS Solution project meets all the requirements described in detail in the functional and technical requirements and to carry out all customizations or development work as maybe required by AIC at no additional license charge/fees/expenses. The Bidder will have to provide all the MIS reports as per the requirements of AIC. For meeting the MIS requirements of AIC, the Bidder will also need to integrate with Business intelligence tool for report generation.

h. The Bidder will have to carry out all the customization related work at the premises of AIC. AIC will have to be a party to the System Requirements Specifications sign-off, UAT, UAT sign-off, Installation sign-off and Implementation sign-off. The Bidder will have to install and commission the software for customization and UAT as per Project Timelines in Section 4 failing which the Bidder will be liable to pay AIC the applicable penalty for




delay as specified in Section 8– Terms and Conditions (Liquidated damages). The Bidder will have to provide all tools, testing instruments, drivers, consumables, etc. required to install and customize and test the software free of any fees or charges or any expenses. The Bidder will have to document and submit to AIC all the testing activities, procedures and results. The Bidder is required to ensure that the software provides interfaces to the other application systems at AIC as specified in respective functional specifications as per Annexure 03 – Functional Specifications at no additional cost or fees or charges or expenses. The Bidder will have to provide AIC weekly progress reports on the bugs/problems reported/points taken up with schedule of date of reporting, date of resolving, and status for all kind of bugs and problems whether reported by HO/RO or Bidder staff. Customizations would be both with respect to the HRMS solution and interfaces that AIC proposes to implement through the selected Bidder.

3.2.4 Module Integration

a. The Bidder is expected to build integration between the modules under the scope.

b. For such activity, the Bidder would have to make a system study, identify gaps, resolve the same, test all such scenarios and then implement the same into production.

c. So as to ensure the total integration and functionalities of the system, the Bidder needs to integrate all the software modules. The Bidder will be responsible for fault detection and rectification. The Bidder is responsible to ensure that the integrated systems are fully functional.

3.2.5 SMS Integration

AIC has SMS gateway (from Gupshup Technology India Pvt. Ltd.) which needs to be integrated and used by bidder for sending SMS to farmers/AIC employees/channel partners/other stakeholders. Bidder should not include cost of recurring SMS charges in its commercial proposal. In its proposal Bidder needs to make provision for SMS integration

3.2.6 Gap Identification and Resolution

a. The Bidder has to provide all functionalities as mentioned in the Annexure 03 - Functional Specifications, meet the Technical Requirements and provide all functionalities as mentioned in the FRS.

b. The Bidder will ensure that all gaps identified at the time of system testing will be resolved before Go Live.

c. During the contract period AIC may conduct IT system audit or hire an external third party audit agency to conduct the same. Bidder has to coordinate and assist AIC/ audit agency during the process of audit. The bidder needs to resolve all the Non Conformance points agreed between AIC and Bidder in mutually agreed timelines

d. The Bidder shall resolve gaps by proposing a suitable work around or customizing the proposed solution by way of modifications/enhancements, as necessary, to the proposed software solution.

e. The Bidder shall provide all statutory, regulatory and ad hoc MIS (Management Information System) reports as required by AIC in the desired format during the initial phase of customization process.

f. The Bidder shall provide for all subsequent changes to reports as suggested by the statutory and regulatory bodies from time to time to AIC at no additional cost to AIC during the contract period within mutually agreed timelines.




g. The Bidder will incorporate all the suggestions made by AIC to the gap report.

h. The cost of all customizations as mentioned above is required to be included in the price bid and AIC will not make any additional costs

i. The Bidder is expected to document all gaps observed by AIC at various stages of implementation including their solution and monitor and track the status of the same throughout the implementation

3.2.7 Testing

a. AIC proposes to conduct ―User Acceptance Testing (UAT) for the Solution for the purpose of ensuring that all the functionalities requested for by AIC are available and are functioning accurately. The UAT would be carried out for the HRMS Solution proposed by the Bidder.

b. The Bidder will convey to AIC that all the customizations that are required to Go Live, as agreed upon and signed off by AIC are completed and the solution is ready for testing.

c. AIC expects the test environment to be available to AIC at all times, for the purpose of testing. The Bidder is expected to provide for the requisite test and development infrastructure including hardware, software, operating system and database for all applications being offered by the Bidder. AIC expects the Bidder to set up the required test & development server at DC at the desired testing center of AIC for the purpose of testing. AIC plans to use the testing environment throughout the period of the contract.

d. The Bidder will be responsible for preparing detailed test cases including test data.

e. The Bidder will assist AIC in conducting all the tests and analyzing/comparing the results. Bidder shall provide adequate full time resources conversant in all business areas, for trouble-shooting and resolving defects during the entire UAT process.

f. Any deviations/discrepancies/errors observed during the testing phase will be formally reported to the Bidder and the Bidder will have to resolve them immediately or within the UAT approach and guidelines formulated between the Bidder and AIC. The resolution timelines will be completely aligned to the project timeline of this RFP.

g. The Bidder will be responsible for maintaining appropriate program change control and version control for all the modifications/enhancements carried out during the implementation/testing phase.

h. The Bidder will be responsible for providing and updating system & user documentation as per the modifications.

3.2.8 Data Migration

The Bidder will be responsible for successful data migration from existing physical and electronic data available in AIC. The Bidder will be responsible for developing extraction scripts, upload scripts, testing, rectification and carrying out the electronic data available in AIC‘s various systems. The Bidder will be required to study the existing systems of AIC for the purpose of this activity. While majority of the data is in electronic format, some data is in physical files which would be converted to electronic data by data entry operators. Data entry operators would be provided by AIC and bidder need not arrange for the same. However, Bidder would need to provide user interface to AIC which would be utilized by data entry operators to key in data available in physical file. This section describes the scope for Data Migration from the existing physical and electronic




formats to the new HRMS solution. The overview of the tasks pertaining to data available in electronic format is as follows for the Bidder:

a. Formulating the Data Migration strategy and process documentation

b. Performing data mapping exercise with the existing electronic data vs. new HRMS application

c. Providing checkpoint reports to ensure thorough reconciliation of the data, while ensuring data integrity

d. Furnish the data in a format that can be loaded into the proposed HRMS application

e. Assist in performing checks to ensure data migration success (by way of providing comparator tools, etc.).

f. AIC expects the Bidder to migrate the entire data pertaining to the employee accounts (from hire to retire for the time the data is available)

g. The majority data is available in electronic format while there is some information available in physical forms. Some of the raw data may be non- standardized and of improper quality with characters like *, /, etc. present in the content which needs to be cleaned and improved before upload to the HRMS solution.

h. The Bidder will be responsible for successful data migration from the existing applications to the new HRMS application. It is Bidder‘s responsibility to perform the data mapping and extraction in whatever format the HRMS solution wants the data. AIC will not bear any additional cost for data migration, nor will be responsible for the same.

i. Bidder will need to understand the file structure requirements of the existing applications. Bidder will have to provide facility in the tool to generate data files in the structure as required for upload to the new HRMS application.

j. Data will be extracted from existing systems & manually captured data files in the flat file/required file format. These flat files/required files will be validated and uploaded, the upload process will generate Exception, Error and Control reports to facilitate rectification of the data loaded.

k. Bidder will be responsible for formulating the ―Data Migration Strategy and process documents.

l. All comments and suggestions of AIC must be incorporated in the Data Migration Strategy and process documents

m. Identify areas of data mapping and suggest data requirements for the gaps identified.

n. In the event of any gaps in the field mapping reports, the same would be discussed with AIC and the agreed solution would be documented by Bidder and signed off from AIC at no additional cost to AIC. Bidder would give AIC adequate time for the review of the agreed solution and incorporate the modifications as suggested by AIC, Bidder shall ensure that workarounds or default values moved to the production database (or final output files) as a result of gaps in the field mapping are duly taken care of after successful migration to new HRMS application and AIC officials informed of the same in writing.

o. It will be the responsibility of Bidder to ensure complete data cleaning and validation for all data being migrated from the existing systems to the new HRMS solution.

p. The data upload tool has standard reports for reconciliation of the migrated data. Similar reports will have to be developed on the source system to facilitate end-to-end reconciliation of the migrated data. AIC will perform checks on migrated data and reconcile the control reports to ensure that the data migration is successful.




q. It will be the responsibility of Bidder to convey to AIC, at least 60 days in advance from the date of migration, all the mandatory fields required for the functioning of the proposed applications that are not available in the existing applications and those that need to be obtained by AIC.

r. In the event AIC is unable to obtain all the mandatory fields as conveyed by the Bidder, the Bidder shall suggest the most suitable workaround to AIC. Bidder shall document the suggested workaround and sign-off should be obtained from AIC for the suggested workaround.

s. Bidder will be responsible for uploading the data entered by AIC through the manual data entry screens, programs/applications.

t. Bidder shall ensure that sufficient training is imparted to the data migration team of AIC with regards to but not limited to data structure, field mapping requirements, field validations, default values and gaps in field mapping reports.

u. Bidder shall develop the data conversion programs to convert AIC‘s data to required upload format. Bidder shall perform mock data migration tests to validate the conversion programs.

v. Bidder will be responsible for assisting AIC in conducting the acceptance testing and in verifying the completeness and accuracy of the data migrated from the legacy applications to the proposed HRMS system.

w. AIC or its consultants may, at its will, verify the test results provided by Bidder.

x. AIC reserves the right ―to audit/―appoint an external auditor to auditǁ the process of data migration and/or the completeness and accuracy of the data migrated during the entire exercise of data migrations. The Bidder has to facilitate audit at no additional cost to AIC.

y. Bidder shall provide Data Migration services until the data is migrated successfully into the HRMS production environment before it Go-Live on the HRMS solutions.

z. Bidder shall provide dedicated on-site support during the data migration exercise in the mock/staging environment.

3.2.9 Training

The Bidder is required to provide training to AIC‘s core team on the complete Solution and also provide a training schedule and furnish training details.

a. The bidder is required to train the designated AIC’s technical and end-user staff to enable them to effectively operate and perform the services using the solution. The bidder shall also be responsible for re-training the employees whenever changes are made in the software.

b. The Bidder will be responsible for training AIC‘s employees in the areas of parameterization, implementation, migration, operations, management, error handling, system administration, etc.

c. For each application implemented, the bidder is required to train the designated AIC’s technical and end-user staff to enable them to effectively operate and perform the services using the integrated solution. The bidder can follow the train the trainer methodology for the same.

d. Training plan has to be prepared prior/or in parallel as desired by AIC to go-live of the solution




e. Bidder should at least provide Product Training, Technical training, End User training, etc.

f. Training sessions are required to be conducted both prior and after the go-live of the applications.

g. Training shall be conducted in respective physical locations/or location specified by AIC.

h. To achieve training objectives and appropriate knowledge transfer, hands on computer based training may be a part of each training module.

i. Each training session must be accompanied with training material in softcopy/hardcopy, distributed in advance to the selected set of trainees.

j. All training manuals shall have to be updated with changes to the application after changes in the post Go-Live phase have been finalized.

k. The training batches may be continuous or in staggered fashion

l. All trainings are to be conducted at AIC premises. The costs for lodging, boarding and travel for AIC employees would be borne by AIC. All other costs to be borne by the bidder.

m. All training material, trainers and training peripherals have to be provided by the bidder.

n. The Bidder will be responsible for providing the users with the requisite training material in both hard and soft copies. The onus of preparing the training material will be on the Bidder.

o. The Bidder has to ensure that there is online help available for each functional area within the integrated HRMS post go live of the application for every user of AIC.

3.2.10 Implementation

a. The Bidder will be responsible for installing the applications with all the customizations. b. Bidder shall prepare and agree with AIC, the detailed plan for Go-Live with details of

modules c. The Bidder shall define and agree with AIC, the criteria for Go-Live and the timelines

for the same. d. Bidder shall ensure application implementation review by the concerned OEM for the

HRMS solution. OEM shall review & vet Go-live health check of the implemented application before the Go-Live event. This will be a comprehensive review of technical preparedness of the system to go-live.

e. Corrective measures should be implemented by the bidder under technical supervision of OEM for HRMS solution. Bidder shall be responsible for taking an OEM certificate on implemented solution prior to go-live.

f. Bidder shall submit signed-off UAT report (issue closure report) ensuring all issues raised during UAT are being resolved/ or suitable workaround provided prior to go-live.

g. Bidder shall be responsible for rolling-out the said solution in new branch/ location opened by AIC during the contract period of the bidder.

3.2.11 Support Services

This section describes, but does not limit, the services required by AIC for the Solution proposed as part of this RFP at the Data Centre, Disaster Recovery Site, Head Office, etc. AIC intends that the contract which is contemplated herein with the Bidder shall cover all deliverables and services required to be procured or provided by the Bidder during such




period of contract. The Bidder needs to consider and envisage all services that would be required in the maintenance of the facilities. Support Manpower for all purposes means all warranties, ATS (Annual Technical Support), AMC (Annual Maintenance Cost) for all applications, hardware and interfaces provided, quoted and developed by the Bidder. During the tenure of the contract the hardware support at DC & DR may be procured by AIC or transferred to another service provider/vendor. The rate details to be provided by the bidder as per Annexure 05: Bill of Material, the payment shall be made on actuals.

The Bidder is expected to develop a methodology for conducting the Support Manpower for AIC based on the requirements. The personnel being deployed by the Bidder for Support Manpower at AIC should be having relevant experience.

This needs to include the 6 months of onsite support for handholding post Go Live. Furthermore RFP to mention that AIC may hire onsite support and the rates will be applicable based on additional manpower cost in Bill of Material.

The Bidder is expected to provide and quote costs for helpdesk agents as well. AIC as its discretion may choose to deploy bidders L1 agents by giving prior notice to the Bidder. The rate details to be provided by the bidder as per Annexure 05: Bill of Material, the payment shall be made on actuals

The Bidder will be the single point of contact and responsible for Support Manpower, ATS/AMC, guarantees & warrantees for all components, software, any supplied hardware etc. provided as part of the RFP response. While bidding for providing Support Manpower services, the products and solutions proposed by the Bidder by way of this RFP should come with warranty as provided by the respective OEM vendors. Thereafter, the Bidder should provide ATS/AMC for these products and solutions as the case may be, for the remainder of the contract period through OEM. Bidder should list out the warranty period provided for each proposed product/solution in his RFP response. The Bidders have to note that Any hardware supplied by the bidder need to be covered under three year warranty post

which the Bidders need to quote for applicable AMC All software need to be covered under one year warranty post which the Bidders need to

quote for applicable ATS The Bidders need to have back to back arrangements with OEM for all ATS/AMC for the

entire contract period. The copies of back to back arrangements may need to be provided if requested by AIC during the period of the contract

The Application Support services would at least include:

3.10.3.1 Software Distribution: Provide for system administration services. Examples of these services are:

i Account maintenance - Creating users, groups, creating user accounts, deleting user accounts, modifying user accounts, etc. on the system;

ii File/system/application access management - Maintaining file and directory permissions on OS and application access management like creating user accounts at application level, assigning application access, setting application passwords, user lockout, etc.;

iii Performance optimization and reporting - Process and Memory Management, monitoring CPU performance, monitoring Memory performance, monitoring Input/output performance, monitoring Ethernet traffic, etc.;

iv Error detection and correction;

v Troubleshooting and client support




3.10.3.2 Software License Management: The Bidder should provide, through a set of standard software packages, software and software related services to hardware infrastructure.

i Types of service include requirement analysis, assisting AIC in software product acquisition for testing, verification, and installation of Bidder supported software, in accordance with bug fixes, emergency changes and program changes initiated by the users.

ii Prior to delivering any software to AIC, the Bidder will be required to test the software and the media on which it is to be delivered with a current version of a leading anti-virus application in efforts to detect, and if so detected, to eliminate, any ―viruses or ―worms designed to damage, disrupt, disable, harm, or otherwise impede in any manner, the orderly operation of the software. The Bidder shall also ensure that the software does not and shall not contain any computer code or any other procedures, routines or mechanisms to: (i) disrupt, disable, harm or impair in any way the software (or other applications installed on the system the software is installed or interacts with) orderly operation based on the elapsing of a period of time, exceeding an authorized number of copies, advancement to a particular date or other numeral (sometimes referred to as ―time bombs, ―time locks, or ―drop deadǁ devices); (ii) cause the software to damage or corrupt any of AICs‘ or its AICs‘ data, storage media, programs, equipment or communications, or otherwise interfere with AICs operations, or(iii) permit the Bidder and/or its personnel and/or its licensors and/or any other third party, to access the software (or any other software or AICs computer systems) to cause such disruption, disablement, harm, impairment, damage or corruption (sometimes referred to as ―traps, ―access codes or ―trap door devices).

3.10.3.3 Software maintenance

i The Software Maintenance and Support Services contemplated herein shall be provided for all Licensed Software implemented by the Bidder.

ii The Bidder shall provide remote trouble shooting / customer support mechanism from any single location like Head office of AIC or through Web based methodology.

3.10.3.4 The Maintenance and Support Services will cover

i All product upgrades, modifications, enhancements that have to be provided to AIC free of charge.

ii Enhancements would include changes in the software due to Statutory and Regulatory changes and changes required due to changes in industry and other Insurance practices in India. It will also include all the functionalities mentioned in Annexure 03 - Functional Specifications.

iii Modifications would include minor changes, bug fixes, error resolutions and minor enhancements that are incidental to proper and complete working of the application.

iv Upgrades would include product releases made by the Bidder to incorporate technological changes, consolidating all bug fixes, consolidating all enhancement requests made by AIC.

v No customization and subsequent implementation charges will be payable by AIC for enhancements, modifications and upgrades.

vi The Bidder agrees that any future upgrades, modifications or enhancements shall not affect the current working of the licensed software and all current functionality shall be migrated to the new / enhanced version.

vii The Bidder shall implement the new/enhanced version and that AIC will bear no cost for




migrating the existing functionality to the new / enhanced version.

viii The Bidder shall apply regular patches to the licensed software including the operating system, databases and other applications as released by the Original Equipment Manufacturers (―OEM‘s), for which AIC will bear no additional costs. The Bidder agrees that the functioning of the HRMS solution of AIC will not be affected adversely as a result of any new releases, enhancements, patches, etc.

ix The Bidder agrees at all times to meet the service levels as specified in this tender document

x User support in case of technical difficulties in use of the software, answering procedural questions, providing recovery and backup information, and any other requirement that may be incidental/ancillary to the above

xi Prompt receipt, analysis and reporting of reported deficiencies in the operation of the software and supply of information and advice on such deficiencies;

xii Installing/commissioning the software at the designated locations/changed designated location at no additional cost or fees or expenses to AIC. Installing/commissioning the upgrades / new versions/ new releases of software at the designated locations/changed designated location at no additional cost or fees or expenses to AIC. The requirements that are finalized with AIC post the gap assessment phase and included in the business requirements document, will need to be provided by the bidder at no additional cost to AIC.

a Providing remedial support in case the software media is virus-inflicted at no additional cost or fees or expenses to AIC;

xiii Unscheduled, on call, corrective and remedial maintenance and support services;

xiv Providing ―enhancementsǁ;

xv Providing changes to the licensed software, which are of software fine- tuning in nature

xvi Program Errors Correction;

3.10.3.5 Updates/Upgrades/New releases/New versions:

i. The Bidder from time to time has to release Updates/Upgrades/New releases/New versions and notify AIC about the same. The Bidder agrees that all such Updates/Upgrades/New releases/New versions, as and when released during the term of warranty or ATS/AMC shall be provided to AIC at no additional cost or fees or expenses including implementation cost during the contract period.

3.10.3.6 Enhancements

i. All requests for Enhancements that may be required for any reason by AIC shall be made in accordance with the procedures to be established by AIC in this regard.

ii. Any service provided by the Bidder, which is within the purview of the Software Maintenance and Support Services contemplated herein shall be at no additional cost or fees or expenses to AIC.

iii. The Bidder shall rectify any corruption in the application software or media at no extra cost to AIC.

iv. The Bidder shall ensure all the licensed software, prompt execution of customization and enhancement requirements, version control mechanism and also to develop smooth upgrades and version changes, ongoing training, user group meetings and feedback mechanism.

v. The Bidder agrees that licensed software support will include update, upgrade, technical




guidance on usage of features and functionality, problem solving and troubleshooting including troubleshooting and operational errors/bug fixation, rectification of bugs, enabling features of the licensed software already provided exclusive of new software licenses, providing additional user controlled reports, enabling parameterized features, future product information, migration path details and consultancy. The Bidder agrees that the support will be rendered in person in the normal course and in emergencies, support will be extended through telephone, fax, and email and that such instances should be an exception.

3.10.3.7 Software support

i The Bidder shall provide complete technical support for software problems (all licensed software provided by the Bidder as a part of this RFP or maintained by the Bidder as a part of this RFP) and/ or questions, defect and non-defect related to AIC office automation products, systems and licensed applications.

ii The Bidder shall provide licensed software support including but not limited to problem tracking, problem source identification, problem impact (severity) determination, bypass and recovery support, problem resolution, management reporting and trend analysis and interfacing with other suppliers (as required) on behalf of AIC.

iii Bidder shall log any reported incident, identify it as defect or non- defect related, and tracks it till resolution. For all incidents, the Bidder will ask AIC to assign a severity rank and handle it according to Service Levels given in Section 6- Service Level Agreement.

iv Bidder needs to liase with other vendor of AIC who manages the Helpdesk and Resolve the issue within stipulated timeframe as defined in Service Level Agreement.

v Coordinate with the OEM teams for resolution and provide necessary information as may be required by the team to resolve the issues

vi Provide continuous onsite support for the all applications being implemented, managed and being procured through the Bidder

vii Performing and troubleshooting End of Day, End of Month, and End of Quarter and End of Year activity.

viii For a defect related problem, depending on the Software, Bidder shall either:

a Issue defect correction information, a restriction, or a bypass (provided the problem can be reproduced in that Software's specified operating environment), or

b During resolution of a reported problem, Bidder shall provide AIC with periodic status updates and also provide AIC with a (monthly/weekly) report detailing the disposition of each reported problem, and other contents as desired by AIC

c The Bidder shall provide reasonable effort using available resources to assist the End Users at AIC with Non- Standard Software support for problem determination and resolution

ix In the event of any dispute and/or the commencement of arbitration proceedings the bidder shall continue all Support Manpower services.

3.10.3.8 Application Management

The Bidder should be able to provide Application Management services to manage software applications of AIC. The Bidder should be able to synchronize Application Management with IT infrastructure




management. Deliverables for Application support should include:

i. Performance Monitoring & Management of application.

ii. Installation & configuration of application

iii. Availability installation & configuration

iv. Application Patch management and version control.

v. Capacity Management.

vi. Deployment of objects in Application server.

vii. Up gradation & migration

viii. Trouble shooting Application server product related issues

ix. Troubleshooting Patch Management. x. Start, stop, and manage Application Server services.

xi. Configure and manage Application Web server.

xii. Configure and manage HTTP.

xiii. Configure a n d use monitoring tools provided for A p p l i c a t i o n Server.

xiv. Un-installation

xv. SIP & performance management.

xvi. Vendor management ( Logging a call with product Vendor)

xvii. Version migration, testing and implementation

xviii. File Level Backup for Application Server

xix. Backup & restoration management of application server.

xx. User management

xxi. Support to known errors and problems

xxii. Monitor web / Application server availability

xxiii. Monitor alert notifications, checking f o r impending problems, triggering appropriate actions. Bidder is expected to provide relevant reports for the previous month in the 1st week of every month and same needs to be jointly reviewed by Bidder and AIC in next 3 working days. The reports should be benchmarked against the Service Levels defined in Service Level Agreement, and penalty should be calculated based on the level of deviation from Service levels defined. The Bidder is required to submit the list of reports to track performance on service levels for all managed services under scope of this RFP.

3.10.3.9 Patch Management a Rollout planning.




b Obtain Sign-off for Patch release implementation. c Communication, preparation and training to the team for Patch implementation.

d Storage of controlled software in both centralized and distributed systems.

e Patch Release, distribution and installation f Compliance & Adherence to Security Control Points as communicated by AIC. g Log history of patches applied is required to be maintained. h Firmware updates

3.10.3.10 Warranty a The products & services offered must include comprehensive onsite warranty from the date of installation and acceptance of the solution by AIC including all software, patches, updates and licenses. The Warranty will commence from the date of acceptance. b During the warranty period Bidder shall maintain the application systems and troubleshoot/update/replace at the installed site, at no charge to AIC, all bugs or errors or defects that are brought to the Vendor's notice. c In the event of system breakdown or failures at any stage, protection available shall be specified which would include the following: Protection of data entered Backup facilities d The Bidder shall ensure that the warranty complies with the agreed Technical Standards, Security Requirements, Operating Procedures, and Recovery Procedures e Bidder shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements and maintenance; and

3.10.3.11 Obligations of the Bidder In the course of rendering the aforesaid Software Maintenance & Support services, Bidder shall be responsible for the following:

i. The Bidder shall render both on-site and off-site maintenance and support services to AIC. The Bidder shall provide troubleshooting / customer support mechanism. The Software Maintenance and Support Services shall be provided by the Bidder from AIC‘s premises.

ii. Bidder shall assign personnel of appropriate qualifications and experience to perform the services in order to fulfill its obligations.

iii. Bidder shall designate one of its personnel as the Project Manager, to interact with the Designated Customer Support Contact from AIC for the purposes of getting approvals, progress report, discussing and resolving issues, arranging meetings, etc.

iv. Bidder shall exercise requisite control and supervision over its personnel in the course of rendering the services and make best efforts to ensure that the services are rendered in a continuous and uninterrupted manner.

v. Though Bidder has the right to withdraw its personnel, Bidder will replace the persons with other personnel having appropriate experience and skills at no extra cost to AIC.

vi. In the event that any person engaged/deputed/deployed for rendering services, is, either;




No longer available by reason of resignation or termination or the like; or, Unable to render satisfactory services; or, Not acceptable to AIC by reason of any misconduct or non-performance on the part of such person, then

vii. Bidder will use all reasonable endeavors to replace such individual(s) promptly by other sufficiently skilled, qualified, and experienced person(s) at no extra cost to AIC. Bidder will in the discharge of its obligations use all reasonable endeavors to minimize changes in personnel.

viii. Bidder will respect the confidentiality of all information given to it by AIC and will not divulge such information to any third party or other units without the consent of AIC.

ix. Bidder shall impart to the authorized employees of AIC, additional technical and/or user training in respect of any corrected licensed software provided, if required by AIC.

x. The Bidder shall promptly install/implement the corrected licensed software and/or maintenance releases provided at the Designated Location(s) of AIC at no additional cost or fees or expenses.

xi. The Bidder shall undertake regular preventive maintenance of the licensed software. xii. All bug fixations / modifications / enhancements relating to the licensed software shall be

done by the Bidder in a time bound manner as per the SLA. The Bidder shall adopt a common, smooth, timely and effective and satisfactory bug/enhancement handling mechanism. The Bidder agrees that the errors resulting from the licensed software shall not be attributed to alleged misuse, improper use, alteration or damage by users. The Bidder shall compensate AIC such financial loss suffered by AIC if the Bidder fails to fix bugs, provide the modifications / enhancements / customization as required by AIC as per the terms and conditions of this tender and to meet the services level agreements as will be entered into by the Bidder with AIC.

3.10.3.12 Warranty

i. The Bidder shall provide a detailed bill of material and methodology for providing each of the above service at each of the locations, respectively.

ii. The Bidder will be solely responsible for providing and maintaining all services as mentioned above for all third party support applications quoted by the Bidder as a part of their proposal.

iii. Restore to Service: Provide standard maintenance services including

iv. Diagnostics and troubleshooting

v. System & component maintenance

vi. Configuration changes, tracking, and documentation

vii. Upgrade / Enhancement

viii. The maintenance for the services would be for the applications, databases, and servers, and other infrastructure provided by the Bidder under this RFP.

Other Activities under Scope of Work

3.3.1 Storage

The bidders have to propose the storage sizing required for the HRMS solution meeting the growth requirements as detailed in RFP – About AIC for the entire period of contract. For




HRMS solution, 8x1.2TB, 10K RPM SAS drives will be made available at DC and 16x1.2TB, 10K RPM SAS drives will be made available at DR. AIC will maintain the SAN storage during the tenure of the contract. The storage should be sized on SAS disk with RAID 1+0 for production and RAID 5 or equivalent for non-production. The actual storage capacity sizing methodology and working will need to be done by the bidder and submit to AIC as part of Technical Bid. The storage should be sized such that it can sustain and hold all employee data for the period of contract. The Bidder is required to size and maintain the storage volume required for the HRMS Solution at DC & DR. AIC has currently has the following RAW storage capacity available in the existing Oracle FS-1 storage: 1 Data Center- 8 X 1.2 TB SAS 10K RPM 2 Disaster Recovery Site- 16 X 1.2 TB SAS 10K RPM Based on the storage sized by the bidder, AIC will consider a notional rate of INR 1.00 lakhs per RAW TB for SAS DISK DRIVES to determine the Bidder's TCO to arrive at L1. The bidder is accordingly require to factor the notional cost in the Bill of material. This will be for the purpose of evaluation and normalization of bids only Further, If the Bidder has additional storage requirement more than the above storage volume available with AIC, then the bidder is required to procure a new expansion tray/disk enclosure for the Oracle FS-1 storage with minimum 24 disks as prescribed by Oracle and factor the cost and AMC for the same in the bill of material. The notional cost for the storage volume available with AIC will still be loaded in the bidder’s commercials. The bidder is also required to install/implement & maintain the expansion tray/disk enclosure.

3.3.2 Tape Library and Backup

The existing Backup solution is Commvault 8.0.0 Backup Software. The bidder’s solution must be compatible with this back up software. The bidder is also required to provide the count of backup licenses for taking backup of the HRMS solution. AIC will leverage its existing tape library StorageTek SL500 at DC & DR for taking the backup. The Bidder is required to take backup based on AIC’s policy. The actual tapes on which the backup will be taken for HRMS solution will be provided by the bidder and to be included in the Annexure 05- Bill of Material.

3.3.3 Environments

Physically separate adequately sized hardware should be quoted for test & development servers. The same server would be used for training and migration purpose.

i. The Test & Development servers sizing should be minimum 20% of the size of the production database server as per the first year sizing with minimum 20% available space for vertical scalability within the test and development server.

ii. This environment needs to be deployed only at the DC.

3.3.4 Hardware utilization

i. The Bidder is expected to size server nodes on Oracle Private Cloud Appliance for the Solution based on the information provided in this RFP for implementing the solution for the employees. The sizing should be scalable to support the terminal year requirements of offices and employees over the tenure of the Contract.

ii. In case the above requirement is not met, additional hardware and related software would have to be provided by the Bidder at no further cost, within two weeks of crossing the threshold(s).




iii. AIC would like to stagger the deployment of the hardware resources over the years based on projected and actual utilization. The Bidder has to suggest that when appropriate hardware and other resources are incrementally added based on the increase in the load and volumes to support the growth for the contract period. The Bidder has to ensure that the configuration proposed is capable enough of handling the respective year‘s load and volume. If the load and volumes don‘t increase, the configuration already deployed by the Bidder should continue till such time the load and volumes are breached.

iv. The Bidder at all times has to ensure that the sizing done confirms to the service level requirements of AIC. In the event, these requirements of AIC are not met at any point during the contract period, the Bidder would need to deploy additional resources to meet the performance levels, failing which penalty would be levied as per this RFP Section 6.

v. The Bidder is responsible to arrive at the sizing independently. AIC is not responsible for any assumption made by the Bidder with respect to the sizing. In the event the sizing quoted by the Bidder does not meet the performance / service levels of AIC the Bidder will at their cost carry out the necessary upgrades / replacements. AIC will not pay any additional amount during the period of the contract.

3.3.5 Data Center and Disaster Recovery Center design

The Bidder needs to design the DC and DR to meet the SLA of the Solution design as specified in this RFP. The DR has to be sized at 100% capacity (Compute) of the production environment DC.

General Principles

Following are some of the important technical requirements with respect to the all Solutions

Detailed technical requirements for the solutions are attached which have to be met by all the Solutions proposed by the Bidder.

3.4.1 Data Access and Security

Data security is to be addressed by the Bidder from at least but not limited to the following perspectives:

To restrict access to/sharing of confidential data, and

To ensure that data is not changed or destroyed, either inadvertently or intentionally, by any user/administrator or an external party.

The Bidder shall ensure the following:

Only authorized person can access the solution

Authorized person shall have access only to the data which is relevant to them, and

Access to the relevant data is further restricted to either read or update depending on the responsibility.

3.4.2 Data Archival

In order to meet statutory and MIS requirements, archiving and easy retrieval of data along with supporting documents/ attachments is required for 7 years. The bidder must ensure that the Solution provide a data archiving capability, with support for implementing archival policies. The Solution should also be able to access archived data for on-line inquiry and reporting as and when required. Bidder shall provide a policy document for archival along with the solution.

3.4.3 Audit Trail




Bidder shall ensure that the Solution must have extensive audit trail facility. Any addition, deletion or modification to an existing record, whether master or transaction, must bear the date and time stamp, the name of the log-in user who made the change. It should also be possible to maintain details of the original record and subsequent changes to the same. Standard audit trail reports should also be available. Proper access should be planned for audit trail reports.

3.4.4 Language

The integrated HRMS solution should support bilingual i.e. H i n d i a nd English. Information in database, portal, reports etc. would be stored/displayed in English only.

3.4.5 Auditor Access

The Solution should be capable of enabling the financial audit (both internal and statutory) through the system.

3.4.6 Modularity

Bidder shall ensure that the Solution shall be modular in nature, i.e. it is possible for AIC to implement modules/ add-ons, which are not implemented as part of this project, at a later date, without any technical difficulties. Integration between such modules with the modules already implemented should be seamless.

3.4.7 Statutory Requirements

The solution should meet all Indian statutory requirements such as Service Tax, GST, TDS etc. The solution should be IFRS compliant and should generate financial reports in expected formats.

3.4.8 Alerts/ Notifications

The Solution should be capable of generating alerts/ notifications in various processes. These alerts/ notifications could be time based or event based.




4 Project Timelines

AIC has planned to implement HRMS application across its HO, ROs & other Offices (as decided by AIC) all at one time. The Bidder would need to automate and make live these modules for the entire employees of AIC within 6 Months from the date of issuance of PO to the selected bidder by AIC.

The detailed proposed project timelines is given below. All timelines are from date of PO issuance by AIC. The Bidder is expected to factor in all effort required to adhere to these timelines. AIC will not accept any plea by the Bidder at a later date for deviating from these timelines on the pretext that the same was not explicitly mentioned in the RFP. Bidder to provide an implementation plan in proposal response to the RFP.

Key Activities Should be completed

before: Indicative Deliverables

Requirement Gathering T+20 days · Minutes of Meetings

Design of System Architecture and Preparation of SRS document/BRD Document

T+45 days

· Signed-off System Requirements Specification (including system architecture, Authorization and access control specification document etc ) · Business Blueprint Document

Implementation & Customization

T+120 days · System administration, User manual and other documents

Integration building T+150 days · Integration plan document

Data Migration T+150 days

· Data Migration plan

· Master data templates

· Data Migration completion report

Testing T+180 days

· Testing Plan

· Test Cases

· Test Results

· Issue log closure report

· Other Technical documentation

Training T+ 180 days · Training report/Minutes

Go Live T+180 days · Go Live Plan

Support Services Post Go Live Onsite Handholding Support

6 months post Go Live

- SLA Compliance Report - Project Status Report - Change Control Note and Report - Server monitoring Report - Issue/ Incident logs (category, severity and status of call etc.) - Incidents escalated - Problem Management Report - Business level reports to ensure compliance to all types regulations including compliance report

Application Support Starting post Go

Live to end of Contract

Hardware Support Starting post Go

Live to end of Contract*




Key Activities Should be completed

before: Indicative Deliverables

- Performance reports pertaining to Process and Memory Management, monitoring CPU performance, monitoring Memory performance, monitoring Input / Output performance, etc. - Any other report as requested by AIC

During the tenure of the contract the hardware support at DC & DR may be procured by AIC or transferred to another service provider/vendor. The rate details to be provided by the bidder as per Annexure 05: Bill of Material, the payment shall be made on actuals.




5 Payment Terms

The Bidder must accept the payment terms proposed by AIC. The commercial bid submitted by the Bidder must be in conformity with the payment terms proposed by AIC. Any deviation from the proposed payment terms would not be accepted. AIC shall have the right to withhold any payment due to the Bidder, in case of delays or defaults on the part of the Bidder. The below table provides the schedule of payment with the milestone achievement by the bidder, not necessarily sequential.

Cost Category Payment Schedule

Application License Cost

The Application License cost shall be payable as follows : - 50% of the Application License Cost will be payable on

procurement of the application 30% of the Application License Cost will be payable on

successful Go Live of Application and availability of all the required interfaces with other applications

20% of the Application License Cost would be payable 6 months post Go Live of the application on successful Go Live of Application and availability of all the required interfaces with other applications

Application Implementation Cost

The Application Implementation cost shall be payable as follows :

20% of Application Implementation Cost will be payable on sign off of SRS

20% of Application Implementation Cost will be payable at sign off of UAT

10 % of Application Implementation Cost will be payable at completion of data migration

30% of Application Implementation Cost will be payable on successful Go Live of Application and availability of all the required interfaces with other applications

20% of the Application Implementation Cost will be payable 6 months post Go Live of the application and availability of all the required interfaces with other applications

Hardware Cost The Hardware Cost shall be payable as follows : -

30% of the Hardware Cost will be payable on delivery of the hardware

20% of the Hardware Cost will be payable on successful installation of the hardware

30% of Hardware Cost will be payable on successful Go Live of Application and availability of all the required interfaces with other applications

20% of the Hardware Cost will be payable 6 months post Go Live of the application and availability of all the required




Cost Category Payment Schedule

interfaces with other applications

Support Services

The amount to be payable towards Application Support Manpower would be divided into 4 equal installments for each year, to be paid quarterly at the end of each quarter after processing of SLA reports and invoice submitted.

The amount to be payable towards Hardware Support would be divided into 4 equal installments for each year, to be paid quarterly at the end of each quarter after processing of SLA reports and invoice submitted.

ATS and AMC cost

All ATS and AMC cost would be payable yearly in advance by AIC




6 Service Level Agreement

The SLA specifies the expected levels of service to be provided by the Bidder to AIC. This expected level is also called the baseline. Any degradation in the performance of the solution and services is subject to levying penalties. Payments to the Bidder are linked to the compliance with the SLA metrics. During the contract period, it is envisaged that there could be changes to the SLAs, in terms of addition, alteration or deletion of certain parameters, based on mutual consent of both the parties i.e. AIC and Bidder. The Bidder shall monitor and maintain the stated service levels to provide quality service. Bidder to use automated tools to provide the SLA Reports. Bidder to provide access to AIC or its designated personnel to the tools used for SLA monitoring. Definitions

1. “Scheduled Maintenance Time” shall mean the time that the System is not in service due to a scheduled activity as defined in this SLA. The scheduled maintenance time would not be during business hours. Further, scheduled maintenance time is planned downtime with the prior permission of AIC.

2. “Scheduled operation time” means the scheduled operating hours of the System for the month. All scheduled maintenance time on the system would be deducted from the total operation time for the month to give the scheduled operation time. The total operation time for the systems and applications within the DC, DR and client site locations will be 24X7X365. The total operation time for the client site systems shall be the business hours of AIC.

3. “System or Application downtime” means accumulated time during which the System is totally inoperable within the Scheduled Operation Time but outside the scheduled maintenance time and measured from the time AIC and/or its employees log a call with the Bidder of the failure or the failure is known to the Bidder from the availability measurement tools to the time when the System is returned to proper operation.

4. “Availability” means the time for which the services and facilities are available for conducting operations on the AIC system including application and associated infrastructure. Availability is defined as: {(Scheduled Operation Time – System Downtime) / (Scheduled Operation Time)} * 100%

5. “Incident” refers to any event/abnormalities in the functioning of any of IT Equipments/Services that may lead to disruption in normal operations of the Data Centre, System or Application services.

Interpretation & General Instructions

1. Typical Resolution time will be applicable if systems are not available to the AIC’s users and customers.

2. The SLA parameters shall be monitored on a monthly basis as per the individual SLA parameter requirements. The Bidder is expected to provide the following service levels. In case the service levels defined in the tables below cannot be achieved, it shall result in a breach of contract and invoke the penalty clause.

3. A Service Level violation will occur if the Bidder fails to meet Minimum Service Levels on a monthly basis for a particular Service Level.




4. Quarterly SLAs would be analyzed. However, there would be month wise SLAs and all SLA targets have to be met on a monthly basis.

5. Overall Availability and Performance Measurements will be on a quarterly basis for the purpose of Service Level reporting. Month wise “Availability and Performance Report” will be provided by the Bidder for every quarter in the AIC suggested format and a review shall be conducted based on this report. Availability and Performance Report provided to AIC shall contain the summary of all incidents reported and associated performance measurement for that period.

6. The primary intent of Penalties is to ensure that the system performs in accordance with the defined service levels. Penalties are not meant to be punitive or, conversely, a vehicle for cutting fees.

7. AIC shall have the right to encash the Performance Bank Guarantee or terminate the contract or both in any of the following cases:

a) Overall penalty applicable on bidder for any of the Quarter exceeds 25% of the quarterly payment

b) Overall penalties applicable on bidder for both the consecutive Quarters is above 15% of the quarterly payment

Following outlines the key performance requirements for the Project, which needs be ensured by the Bidder. These performance requirements shall be strictly imposed and a continuous monitoring would be done to ensure the performance of the Solution against the target performance metrics which have been logically segregated in the following categories:

1. Functional Availability 2. Project Timeline 3. IT Infrastructure

The SLA’s will be measured from 8am to 8pm on a monthly basis for a 24x7x365 time period. However, it is expected that Solution is available 24x7x365. A Penalty no. is mentioned in “Penalty” column in the table below against each SLA. These numbers refer to the S.No. in the penalty table. a) Functional Availability

# SLA Parameter Target Performance

Description Penalty

Application availability and performance

1. Availability of application

99.8% Availability will be defined as the sum total of availability of application under the Bidder’s Scope of work.

1

2. Average page loading time for all applications at AIC offices

95% within the limit of 2 seconds

Page loading time will be measured monthly. Page loading time will be defined as the sum total of page loading performance of application under the

2





Description Penalty

Bidder’s Scope of work

3. Transaction Response Time

95% of business transactions within the limit of 4 seconds

Response time of transaction will be measured monthly. This will be taken as the sum total of application under the Bidder’s Scope of work

2

b) Application Support

# SLA

Parameter

Target Performanc

e Description

Penalty

Helpdesk

4. MTTR – Time to resolve

>=95% of Severity 1 within 4 hours of problem reporting Severity 2 within 8 hours of problem reporting Severity 3 within 24 hours of problem reporting Severity 4 within 48 hours of problem reporting or as mutually agreed between bidder and AIC. Note: In case bidder requests for any time

Time taken to resolve the reported problem Severity is defined as:

Severity Definition

Severity 1

More than 10 users being impacted

Security Incidents There is a problem with

entire or part of IT service which cannot be used for normal business activities impacting external users or internal users

There is a direct or indirect impact on customer satisfaction.

No work-around or manual process available

Financial impact on AIC

Severity 2

More than 5 internal users being impacted

The efficiency of users is being impacted

Has a viable workaround

3




# SLA

Parameter

Target Performanc

e Description Penalt

y

extension in resolving the incident, the bidder needs to take prior approval from AIC. AIC holds the right to accept or reject the request and accordingly penalties will be levied.

Severity 3

Less than 5 internal users being impacted

No impact on processing of normal business activities

Severity 4

A low impact on the efficiency of users but has a simple workaround.

Enhancement requests

c) Project Timeline


Description Penalty

5. Delay in overall project duration attributable to the bidder

<1 month Measured as the difference between the agreed project timelines and the actual date of Project completion

4

d) IT Infrastructure

# SLA Parameter Target

Performance Description Penalty

6. All IT infrastructure provided by bidder

99.9% Availability of all IT infrastructure provided

5

7. Peak CPU & I/O Utilization of Servers (App and DB Servers)

<=60% Measured as the occurrence of peak CPU utilization of > 60% for a sustained period of more than 2 hours

6

8. Peak Memory Utilization of Servers (App and DB Servers)

<=70% Measured as the occurrence of memory utilization of > 70% for a sustained period of more than 2 hours

6

e) Penalties Penalty table includes penalty that would be levied on bidder on non-achievement of SLAs. Slabs have been created for each SLA and penalty would be imposed on bidder as per the SLA achievement/ non-achievement for the period under consideration.




Penalties are mentioned as a percentage of certain components of cost.

S. No.

Penalty Description

1 Penalty will be levied as per the following table : -

% Availability Penalty as % of the Monthly payment for Application Support to the Bidder for the applications

<99.8% & >=99% 1%

< 99% & >= 98% 2%

< 98% & >= 97% 3%

For each additional drop of 1% in performance below 97%, 2% of the Monthly payment to the Bidder will be levied as additional penalty.

2 Penalty will be levied as per the following table : - % transactions Penalty as % of the Monthly payment for

Application Support to the Bidder for the services

<95% & >=93% 1% < 93% & >= 91% 2% < 91% & >= 89% 3%

For each additional drop of 1% in performance below 89%, 2% of the Monthly payment to the Bidder will be levied as additional penalty.

3

Penalty will be levied as per the following table : - % transaction with >30 minutes response time

Penalty as % of the Monthly payment for Application Support to the Bidder for the services

<95% & >=93% 1% < 93% & >= 91% 2% < 91% & >= 89% 3%

For each additional drop of 1% in performance below 89%, 2% of the Monthly application support payment to the Bidder will be levied as additional penalty.

4 If the Bidder fails to achieve the completion of project within project timelines defined in RFP or agreed timelines for implementation, the payment to the bidder will be liable for deduction @1% of the Total Purchase order from any subsequent invoice without taxes for delay of each month or part thereof.

5 Penalty will be levied as per the following table : -

% Availability Penalty as % of the Monthly payment for Application Support to the Bidder

<99.9% & >=95% 1%

< 95% & >= 90% 2%

< 90% & >= 85% 3%




S. No. Penalty Description

For each additional drop of 5% in performance below 85%, 5% of the Monthly payment for Application Support to the Bidder will be levied as additional penalty.

6 For each occurrence of non-expected performance, 2% of Application Support Cost for that period will be levied as penalty




7 Project Management and Governance

Bidder shall be expected to propose the Governance structure as part of response to the RFP which would be further discussed and finalized mutually between Bidder and AIC team at the time of on-boarding. However, some of the key requirements for governance of this project are as follows:

7.1 Project Management Office (PMO)

Within 7 days following the issuance of PO by AIC and Bidder, each shall appoint a Project Manager.

Bidder shall set up a Project Management Office, Project Manager from Bidder and other stakeholders as seem relevant. Bidder shall propose governance structure between AIC & Bidder.

Bidder shall maintain week by week detailed plan and report progress on the plan on a periodic basis. Exception report shall form an important component of periodic reports that will be shared with AIC team.

Bidder to have/set up a Project Management office in Delhi state (preferably near AIC Head office at KG Marg, New Delhi) with dedicated resources for AIC project. AIC will provide 2 seats in its AIC Head Office hence the bidder needs to adopt onsite-offsite model. Resources to be at AIC office on need basis. Based on requirement AIC or its designated personnel may visit PMO/Bidder’s office.

PMO will meet formally on a periodic basis (as mutually agreed between AIC and bidder) covering, as a minimum, the following agenda items:

i. Project Progress ii. Performance and SLA compliance Reports;

iii. Unresolved and escalated issues; iv. Discussion on submitted deliverable v. Any other issue which either Party wishes to add to the agenda.

Bidder shall recommend PMO structure for the project implementation phase and operations and Maintenance phase.

7.2 Steering Committee

The Bidder shall participate in periodic Steering Committee meetings and update Steering Committee on Project progress, Risk parameters (if any), Resource requirements, immediate next project steps, and any obstacles in project. All relevant records of proceedings of Steering Committee should be maintained and shared with the Steering Committee and Project Management Office. Other than the planned meetings, in exceptional cases, AIC may call for Steering Committee meeting with prior notice to the Bidder. The Steering Committee will consist of stakeholders from AIC, its nominated agencies & stakeholders from Bidder.

7.3 Project Monitoring and Reporting

The Bidder shall provide written progress reports at regular intervals to the AIC team. Project status report shall include progress against the Project Management Plan, status of all risks and issues, exceptions and issues along with recommended resolution etc.




Governance structure will be mutually decided between Bidder and AIC team at the time of on-boarding.

Other than the planned meetings, in exceptional cases, project status meeting may be called with prior notice to the Bidder. AIC reserves the right to ask the Bidder for the project review reports other than the standard review reports.

7.4 Risk and Issue management

The Bidder shall develop a Risk Management Plan and shall identify, analyze and evaluate the project risks, and shall develop cost effective strategies and action plans to mitigate those risks. The Bidder shall develop an issues management procedure to identify, track, and resolve all issues confronting the project. The risk management plan and issue management procedure shall be done in consultation with the AIC team. The Bidder shall monitor, report and update the project risk profile. The risks should be discussed and a mitigation plan be identified during the project review/status meetings. The Risk and Issue management should form an agenda for the Project Steering Committee meetings as and when required.

7.5 Staffing requirements

AIC has identified certain key positions that should be part of Bidder’s team during execution. Bidder shall provide resource deployment schedule including these key positions and other team members.

CVs of these resources would also be submitted along with the proposal. Please note that AIC shall require that all discussion involving the project should preferably be conducted in AIC office and to be attended by requisite Bidder’s personnel.

7.6 Roles & Responsibilities

7.6.1 Roles and Responsibilities of Bidder

i. Procure, install, commission, operate and maintain new hardware, software & IT Infrastructure and also maintain the existing hardware, software & IT Infrastructure:

a. Requisite hardware & software at AIC’s locations as per the requirements mentioned in this RFP

b. Meet the defined SLAs for the performance of the system.

ii. Ensure the entire hardware against the infrastructure deployed at various locations for the entire duration of the contract against vandalism, theft, fire and lightening.

iii. Rectification of system software problems/ issues within the time limits to meet the SLAs as defined in RFP.

iv. Provide necessary support and resolution of bugs, patches & upgrades of the software solution.

v. Provide necessary manpower for managing the Change Requests.

vi. Design various manuals like User manual, Trouble Shooting manual etc. for the system.

vii. Deploy the required & appropriately qualified & experienced manpower to manage the operations.




viii. Ensuring all the SLAs as defined in this RFP are met.

ix. Management and quality control of all services and infrastructure.

x. Any other services which is required for the successful execution of the project.

xi. Regular Backup as per the schedule and Disaster Recovery.

xii. Generation of MIS reports as per the requirements of AIC.

xiii. Generation of the report for the monitoring of SLAs.

xiv. Meet the defined Technical Specifications for the IT Infrastructure including Hardware, Software and networking equipment keeping in mind the application and future requirements AIC

7.6.2 Roles and Responsibilities of AIC/its designated Agency

i. Coordination between all the departments for providing necessary information for the study and development/customization /testing etc. of the necessary solution.

ii. Coordinate with Bidder for conducting workshops for the Stakeholder departments.

iii. Provide the data available in the form of physical files or existing databases to the selected Bidder for digitization purposes.

iv. Deployment of staff members of AIC for verification of the digitized data within the defined timelines.

v. Monitoring of overall timelines, SLAs and calculation of penalties accordingly.

vi. Conducting UAT for the application solution deployed.

vii. Issuing the Acceptance Certificate on successful deployment of the software application, hardware deployed, digitized data and for other components of the Scope of Work (wherever required) as per the deliverables.

viii. Any other requirements that could arise during operations for effective governance and to meet any administrative requirement.

ix. To create internal capacity now for execution of the project after takeover from the Bidder.

x. Ensuring the staff members and other stakeholders attend the training programs as per the schedule defined by the Bidder and agreed upon by AIC.

xi. Provide sign off on the deliverables of the project.

7.7 Transition and Exit Management

i. At the end of the contract period or during the contract period, if any other agency is identified or selected for providing services related to Bidder’s scope of work. The bidder needs to ensure a smooth transition to AIC team/new agency/vendor.

ii. All risk during transition stage shall be properly documented by Bidder and mitigation measures should be planned in advance so as to ensure smooth transition without any service disruption.

iii. Bidder shall provide necessary handholding and transition support, which shall include but not limited to, conducting detailed walk-through and demos for the solution, handing over the entire software (including program files, configuration files, setup files, project documentation, data in requisite format, etc), addressing the queries/clarifications of the AIC team/new agency, conducting training sessions etc.




iv. The transition plan along with period shall be mutually agreed between Bidder and AIC and/or its designated agency when the situation occurs. Bidder shall be released from the project once successful transition is done meeting the parameters defined for successful transition.

v. The Bidder shall provide appropriate training to the AIC’s personnel or its designee(s) to enable them to maintain application provided under this RFP and subsequent contract. Bidder shall ensure that if any data migration is required, the same shall be carried out by the Bidder and a handover to be provided for the smooth transition of the operations.




8 Terms & Conditions

8.1 General

The following are the general terms and conditions proposed to be included in the Contract. AIC reserves the right to add, delete, modify or alter all or any of these terms and conditions in any manner, as deemed necessary before signing the final agreement. The bidder, selected for the project, will have to enter into a contract agreement directly with AIC. The contract agreement will contain various terms and conditions relating to payment, delivery, installation and operationalization, training, commissioning and acceptance, support during periods of warranty and maintenance, penalty due to delay in performance etc. All the diagrams, drawings, specifications and other related literature and information, provided by the bidder for the solution and agreed to by AIC, will also form part of the agreement. The successful bidder must initiate work on the project on the very day after signing of the contract. The bidder at his own expense will register the contract agreement by paying the appropriate stamp duty. The first page of the contract agreement shall be on a stamp paper of appropriate value. The original bill/ invoice for the services rendered must be furnished along with the prices thereof, per the terms and conditions contained in this document. The bidder will undertake to ensure that the prices are reasonable and in the range of prices for similar/ same services available in the market. If any abnormal irregularity is detected anytime in respect of the above, AIC will have the right to take appropriate action against the bidder as deemed fit by AIC. Payment shall be made on the actual procurement.

8.2 Indemnity

The bidder shall, at its own cost and expenses, defend and indemnify AIC against all third-party claims including those of the infringement of intellectual property rights, including patent, trademark, copyright, trade secret or industrial design rights, arising from the performance of the contract. The bidder shall expeditiously meet any such claims and shall have full rights to defend itself therefrom. If AIC is required to pay compensation to a third party resulting from such infringement, the bidder will bear all expenses including legal fees. AIC will give notice to the bidder of any such claim and shall provide reasonable assistance to the Bidder in disposing of the claim. The bidder shall also be liable to indemnify AIC, at its own cost and expenses, against all losses/ damages, which AIC may suffer on account of violation by the bidder of any or all national/ international trade laws, norms, standards, procedures etc. This liability shall not ensue if such losses/ damages are caused due to gross negligence or willful misconduct by AIC or its employees. The bidder may procure insurance against damages to hardware/ software components of the proposed Email solution. AIC will be indemnified by the bidder from losses on account of any such damages.

8.3 Limitation of Liability

The Parties acknowledge that circumstances may arise where on account of a breach by




the Bidder of the terms of this RFP and subsequent Agreement, or other contractual or tortuous claim, AIC may be entitled to damages from Bidder. In each such instance, Bidder‘s aggregate liability shall be subject to an overall limit of the Total Cost of the Project for the contract period. Notwithstanding any limits to be prescribed under an agreement to be entered into with the Bidder and subject to indemnification and procedures, the Bidder should indemnify AIC and its affiliates, officers, directors, employees, agents, successors and assignees at its expense by paying all cost, damages and attorney fees that a court awards or that are included in the settlement approved by the Bidder arising out of any claim based upon or in connection with any allegation of infringement by the Bidder.

8.4 Indemnification Procedures

Notice

a. Promptly after receipt by AIC of notice of the commencement or threatened commencement of any relevant civil, criminal, administrative or investigative action or proceeding, AIC will notify the Bidder of such claim in writing. No failure to so notify will relieve Bidder of its obligations under this Agreement except to the extent that it can demonstrate damages attributable to such failure.

b. Bidder shall promptly assume control of the defense or settlement of that claim. AIC agrees to reasonably cooperate with Bidder in the defense or settlement of such claim.

c. Nothing contained herein shall restrict AIC from electing to defend a claim under this Agreement at its own cost provided that such defense does not prejudice Bidder‘s defense of the relevant claim.

d. The Parties agree that they shall co-operate in the defense of any claim referred to above. Such co-operation shall, at the discretion of the Parties, include periodic exchange of information and the pooling of expertise and resources by the Parties.

e. The Parties hereby agree that the procedure for indemnifications including giving of notice set out herein shall be applicable to indemnities as agreed between the parties in more specifically set out in clause for Bidder Indemnity.

Subrogation

In the event that Bidder will be obligated to indemnify those indemnified pursuant to this RFP and subsequent Contract, Bidder will, upon payment or satisfaction of such indemnity in full, be subrogated to all rights of AIC with respect to the claims to which such indemnification relates.

Extension of Contract Post Expiry

AIC desires to appoint the Bidder for a total period of specified in the RFP, considering the effort and investments required in the arrangement. However, understanding the complexities of the entire arrangement, AIC would like to safe guard the interests of all the entities involved in the arrangement. Therefore, AIC would like to have options to revisit the arrangements and terms of contract as well as to re-price the same (rates similar or less than existing arrangement) after the contract expiry, if necessary. AIC expects the benefits from any unanticipated decrease in technology infrastructure costs, over the term of the contract due to reduction of prices, efficient use of IT




infrastructure/reduction of statutory charges, etc. and operations management methods that yield more efficient operations, to be passed on through re-negotiation. No conflict between the Selected Bidder and AIC will cause cessation of services.

8.5 Termination of Contract

AIC reserves the right to terminate the contract placed on the Bidder in the following circumstances: a. The Bidder commits a breach of the terms and conditions of the RFP/Contract and fails to remedy such breach for a period of 30 Business Days, following receipt of written notice from AIC specifying the breach or breaches set out below:

i. Failure to furnish the performance guarantee within 21 days after the execution of the Contract Agreement.

ii. Delay or deficiency in the completion or implementation of the Project or any activity contemplated under this RFP and subsequent Contract within the applicable time schedules.

iii. Non conformity of the Deliverables or Services with the terms and Specifications of the RFP as observed during post-delivery audit or otherwise.

iv. Serious discrepancy in the quality of service/hardware/software expected during the implementation, rollout and subsequent maintenance process.

v. An Insolvency Event occurs in relation to the Bidder or it ceases to carry on its business or substantially the whole of its business; or

vi. There is a change of control of the Bidder (and for these purposes change of control means there is a change in the legal, beneficial or equitable ownership of 50% or more of the aggregate of all voting equity interests in the Bidder) and the person or persons acquiring control of the Bidder are persons whom AIC reasonably considers to be competitors of AIC or organizations about which AIC has reasonable grounds for believing will not be able to meet the material obligations contained in the bid/contract. b. AIC also reserves the right to cancel the ATS /AMC and terminate the respective agreements for the same, if the Services provided by the Bidder are not satisfactory and recover any payment made by AIC for the provision of ATS/AMC not rendered to AIC. In the event of any deficiency, defect or inadequacy of the Deliverables or Services, provided by Bidder to AIC, AIC reserves the right to procure the same or similar Deliverables or Services, from alternative sources at the risk, cost and responsibility of the Bidder. c. In the event that Bidder does not perform satisfactorily or there is a delay in the performance of its obligations under the bid, AIC reserves the right to source the remainder of the Deliverables and Services from another entity of its choice by giving three month’s notice of the same to Bidder. In the event of a termination of the contract by Bidder in accordance with the above terms, Bidder shall fully compensate AIC for any expenditure incurred by AIC in executing or obtaining the execution of the remainder of the Project. d. In the event of a termination of the Contract by AIC, the Bidder shall do all such acts or deeds as may be required to fully compensate AIC for all expenditure incurred by AIC in executing or obtaining the execution of the Project, till such time of termination and for any removal and/or relocation that may be required by AIC following such termination. AIC shall not bear any liability in this regard. If the agreement is cancelled during the term of the ATS/AMC, if contracted, AIC shall deduct payment on pro-rata basis for the unexpired period of the Contract.




e. In the event of AIC communicating its intention to terminate the Contract, Bidder shall continue to render such Services as it is required to under this RFP/bid and subsequent Contract, including but not limited to Support Manpower, support and maintenance for the Deliverables for a period up to 12 months following notice of intention to termination, until such time that AIC indicates that it has been able to make alternative arrangements for the provision of such Services, in accordance with the terms, including those pertaining to payment, contained herein. f. Any other reason.

vii. Other Rights or Remedies: Termination of the contract in whole or part is without prejudice to any other rights or remedies that either Party may have under the contract including the invocation of the performance guarantee by AIC, and does not affect any accrued rights or liabilities of either Party at the date of termination.

viii. Effects of Termination: Notwithstanding termination of the contract in whole or in respect of any part of the Services for any reason, the contract continues in force to the extent necessary to give effect to those of its provisions which expressly or implicitly have effect after termination; and Where AIC terminates any Part of the Project, the parties shall continue to perform their respective obligations under the contract in connection with that portion of the Project in respect of which there has been no termination.

ix. Consequence of Termination If AIC terminates the contract in whole or in respect of any part of the Project in accordance with its terms, it will incur no liability to the Bidder as a result of such termination, other than: a. the charges or any other amounts due to Bidder up to the date of termination; b. amounts payable for any Services already performed at the date of the termination;

c. amounts payable for Services yet to be performed but which the parties agree not to terminate; and d. In the event of partial termination, amounts payable for other portions of the Project.

The Bidder understands the largeness of this Project and that it would require tremendous commitment of financial and technical resources for the same from the Bidder for the tenure of this RFP and subsequent Agreement/Contract. The parties therefore agree and undertake that an exit at any point in time resulting due to expiry or termination of this RFP and subsequent Agreement/Contract for any reason whatsoever would be a slow process over a period of six (6) months, after the completion of the notice period of three (3) months.

Upon AIC‘s request, with respect to (i) any agreements for maintenance, disaster recovery services or other third-party applications/solutions, and any Deliverables not owned by the Bidder, being used by the Bidder to provide the Services and (ii) the assignable agreements, Bidder shall, use its reasonable commercial endeavors to transfer or assign such agreements and Bidder‘s equipment to AIC and its designee(s) on commercially reasonable terms mutually acceptable to both parties.




Upon AIC‘s request in writing, Bidder shall be under an obligation to transfer to AIC or its designee(s) the Deliverables being used by the Bidder to perform the Services free and clear of all liens, security interests, or other encumbrances at a value calculated as stated.

The Bidder recognizes that considering the enormity of the assignment, the transition services listed herein are only indicative in nature and the Bidder agrees to provide all assistance and services required for fully and effectively transitioning the services provided by the Bidder under this RFP and subsequent agreement, upon termination or expiration thereof, for any reason whatsoever.

8.6 Acceptance Testing

AIC will carry out the acceptance tests for testing of software, system software supplied by the Bidder as a part of the project. The Bidder shall assist AIC in all acceptance tests to be carried out by AIC. Bidder shall inform their readiness for any pre/post-delivery inspection at least 15 days in advance. Inspection of the centralized application and data base servers will be carried out at the DC/DR. All reasonable facilities, tools and assistance including access to drawings and production data should be provided to AIC officials and the consultants during inspection. There shall not be any additional charges for such inspection. There will be an acceptance test by AIC or its nominated representatives after installation of the systems. In case of discrepancy in software supplied, AIC will invoke Liquidated Damages which will be equal to the total cost of the software; AIC also reserves the right to cancel the entire contract and the Bidder should take back their equipment at their costs and risks. The test will be arranged by the Bidder at the sites in the presence of the officials of AIC and / or its representatives. The warranty for the equipment‘s (including software and hardware provided by the Bidder pursuant to this Agreement) will commence after acceptance testing. The Installation cum Acceptance Test and Check certificates jointly signed by representative of AIC and official or any consultant / auditor appointed by AIC will be received at the office of AIC along with Bidder invoice for scrutiny before taking up the request for consideration of payment.

8.7 Ownership, Grant and Delivery

The Bidder shall procure and provide a non-exclusive, non-transferable, perpetual license to AIC for all the software to be provided as a part of this project as per the license requirements mentioned in the RFP. Bidder can use the software/application at any of its branches and office locations without restriction and use of software by service providers on behalf of AIC would be considered as use thereof by AIC and the software should be assignable/ transferable to any successor entity of AIC. The license shall specifically include right A. To Use. (i) to use the executable code version of the Software and all Enhancements, Updates and New Versions made available from time to time solely for business operations of AIC; (ii) to use the Program Documentation for purposes of installing or operating the Programs and supporting the use of the Software by AIC; (iii) to use the technical Training Materials for purposes of supporting users. B. To Copy. (i) to copy the Software that operates on server systems to support the




maximum number of Users (ii) to make additional copies of the Program Material for archival, emergency back-up, testing, or disaster recovery purposes; and (iii) to copy the Program Documentation to support its Users. C. To work as interface: (i) to work with other Application Software packages at AIC as interface; (ii) to allow other application software packages at AIC to work as interfaces to the Software. If such interfacing requires any modification or change to the Software, such modification or change has to be carried out by the Bidder free of any additional License charge or fees or expenses. Delivery: The Bidder, at the time of installation shall deliver to AIC required copies of the object code version of the Software and the associated Program Documentation including operation manual and training material. The Bidder is required to deliver the detailed technical design documents of the end state solution deployed at AIC. The Bidder, after customization shall deliver to AIC required copies of the object code version of the customized Software and the associated Program Documentation including operation manual and training material. The Bidder, after modifications, updates or new versions shall deliver to AIC required copies of the revised object code version of the latest Software and the revised associated Program Documentation including operation manual and training material. The Bidder after developing workaround and customization codes outside the core software application package shall deliver to AIC required copies of the source code and object code version of the work around components and the associated Program Documentation including operational manual and training manual. The Program Documentation shall consist of required number of User Manuals per branch/office, Data Centre and Disaster Recovery site. The program documentation shall be supplied by the Bidder to AIC both in hard copy and soft copy forms (MS word format and HTML Browser format). The operational manual shall be provided by the Bidder under help menu in the software as dynamic online documentation/help files, wherever applicable. The object code version of the Software, executable and required run-time files shall be on Compact Disc or on any such media as desired by AIC as may be applicable.

D. Rights: The Bidder shall ensure that the equipment (including hardware and software) does not infringe third party intellectual property rights. If a third party's claim endangers or disrupts AIC‘s use of the software, the Bidder shall be required to, at no further expense, charge, fees or costs to AIC, (i) obtain a license so that AIC may continue use of the equipment in accordance with the terms of this RFP and the Agreement and the license agreement; or (ii) modify the equipment without affecting the functionality in any manner so as to avoid the infringement; or (iii) replace the equipment with a compatible, functionally equivalent and non-infringing product; or (iv) refund to AIC the amount paid for the infringing software and bear the incremental costs of procuring a functionally equivalent equipment from a third party, provided the option under the sub clause (iv) shall be exercised by AIC in the event of the failure of the Bidder to provide effective remedy under options (i) to (iii) within a reasonable period determined by AIC at its sole discretion which would not affect the normal functioning of AIC. The Bidder shall have no liability for any claim of infringement based on (i) a claim which continues because of AIC‘s failure to use a modified or replaced software that is at least functionally equivalent to the software, or AIC‘s failure to use corrections, fixes, or enhancements made available and implemented by the Bidder, despite notice of such failure by the Bidder in writing, (ii) any change, not made by or on behalf of the Bidder, to some or all of the software/deliverables supplied by the Bidder or modification thereof; or (iii) AIC‘s continued misuse of some or all of the software/deliverables or any modification thereof




despite notice from the Bidder of such misuse in writing. Wherever the Company proposes to procure Enterprise wide licenses, such licenses should have no restriction or limitation on the number of branches, offices, locations, users, transactions, policies, claims, environments.

8.8 Compliance with Laws

Compliance with all applicable laws: The Bidder shall undertake to observe, adhere to, abide by, comply with and notify AIC about all laws in force or as are or as made applicable in future, pertaining to or applicable to them, their business, their employees or their obligations towards them and all purposes of this RFP and shall indemnify, keep indemnified, hold harmless, defend and protect AIC and its employees/officers/staff/personnel/representatives/ agents/directors from any failure or omission on its part to do so and against all claims or demands of liability and all consequences that may occur or arise for any default or failure on its part to conform or comply with the above and all other statutory obligations arising there from.

Compliance in obtaining approvals/permissions/licenses: The Bidder shall promptly and timely obtain all such consents, permissions, approvals, licenses, etc., as may be necessary or required for any of the purposes of this project or for the conduct of their own business under any applicable Law, Government Regulation/Guidelines and shall keep the same valid and in force during the term of the project, and in the event of any failure or omission to do so, shall indemnify, keep indemnified, hold harmless, defend, protect and fully compensate AIC and its employees/officers/staff/personnel/ representatives/agents from and against all claims or demands of liability and all consequences that may occur or arise for any default or failure on its part to conform or comply with the above and all other statutory obligations arising there from and AIC will give notice of any such claim or demand of liability within reasonable time to the Bidder.

This indemnification is only a remedy for AIC. The Bidder is not absolved from its responsibility of complying with the statutory obligations as specified above. Indemnity would be limited to court and arbitration awarded damages and shall exclude indirect, consequential and incidental damages. However, indemnity would cover damages, loss or liabilities suffered by AIC arising out of claims made by its customers and/or regulatory authorities.

8.9 Assignment

The Bidder agrees that the Bidder shall not be entitled to assign any or all of its rights and/or obligations under this RFP and subsequent agreement to any entity including Bidder‘s affiliate without the prior written consent of AIC. If AIC undergoes a merger, amalgamation, takeover, consolidation, reconstruction, change of ownership, etc., this RFP/contract shall be considered to be assigned to the new entity and such an act shall not affect the rights of AIC and the Bidder under this RFP.

8.10 Insurance

The Bidder shall procure insurance coverage to include comprehensive general liability insurance, third party accident insurance and all risk property insurance in respect of the deliverables and the services provided by the Bidder under this RFP and subsequent Agreement/Contract to insure the deliverables and AIC against losses arising out of this




RFP and subsequent Agreement/Contract and such insurance shall be valid until such time they are delivered, installed, commissioned and accepted by AIC. Insurance coverage post the acceptance through to the period of the contract will be independently done by AIC. The Bidder shall cause its insurers to issue certificates of insurance evidencing that the coverage and policy endorsements required under this RFP are maintained in force and that not less than thirty (30) days‘ written notice shall be given to AIC prior to any modification, cancellation, or non-renewal of the policies. The Bidder shall provide copies of the insurance to AIC. The insurers selected by the Bidder shall be of good standing and authorized to conduct business in all jurisdictions in which this RFP and subsequent Agreement/Contract is to be performed. In the case of loss or damage or other event that requires notice or other action under the terms of any insurance coverage, the Bidder shall be solely responsible to take such action. The Bidder shall provide AIC with contemporaneous notice and with any other information that AIC may request regarding such event. AIC shall provide to the Bidder reasonable assistance and cooperation, at the Bidder‘s expense, with respect to any insurance claim. The Bidder shall not hold AIC responsible for rejection of the insurance claims of the Bidder by the insurer. The Bidder‘s obligation to maintain insurance coverage hereunder shall be in addition to, and not in lieu of, the Bidder‘s other obligations hereunder, and the Bidder‘s liability to AIC shall not be limited to the amount of coverage required hereunder.

8.11 Inspection of Records

All Bidder records with respect to any matters covered by this RFP shall be made available to AIC or its designees at any time during normal business hours, as often as AIC deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Said records are subject to examination. AIC would execute confidentiality agreement with the Bidder, provided that the auditors would be permitted to submit their findings to AIC, which would be used by AIC. The cost of the audit will be borne by AIC. The scope of such audit would be limited to Service Levels being covered under this RFP and subsequent contract, and financial information would be excluded from such inspection, which will be subject to the requirements of statutory and regulatory authorities. The Bidder‘s records and sites managed for AIC shall also be subject to Regulator/AIC inspection.

8.12 Publicity

The Bidder shall not make any press releases or statements of any kind including advertising using the name or any service marks or trademarks of AIC regarding the contract or the transactions contemplated hereunder without the explicit written permission of AIC. The Bidder shall not, use AIC's name as a reference, without the express written permission of AIC first being obtained, and then only strictly in accordance with any limitations imposed in connection with providing such consent. AIC agrees not to use the Bidder‘s trade or service marks without the Bidder‘s prior written consent.

8.13 Solicitation of Employees

During the term of the Contract and for a period of two years after any expiration of the




contract period/termination or cancellation of the Contract, both the parties agree not to hire, solicit, or accept solicitation (either directly, indirectly, or through a third party) for their employees directly involved in this contract during the period of the contract and two year thereafter, except as the parties may agree on a case-by-case basis. The parties agree that for the period of the contract and two year thereafter, neither party will cause or permit any of its directors or employees who have knowledge of the agreement to directly or indirectly solicit for employment the key personnel working on the project contemplated in this proposal except with the written consent of the other party. The above restriction would not apply to either party for hiring such key personnel who (i) initiate discussions regarding such employment without any direct or indirect solicitation by the other party; or

(ii) respond to any public advertisement placed by either party or its affiliates in a publication of general circulation

8.14 Bidder’s Liability

The Bidder‘s aggregate liability in connection with obligations undertaken as a part of the project regardless of the form or nature of the action giving rise to such liability (whether in contract, tort or otherwise), shall be at actual and limited to the value of the contract. The Bidder‘s liability in case of claims against AIC resulting from misconduct or gross negligence of the Bidder, its employees and subcontractors or from infringement of patents, trademarks, copyrights or such other Intellectual Property Rights or breach of confidentiality obligations shall be unlimited. AIC shall not be held liable for and is absolved of any responsibility or claim/litigation arising out of the use of any third party software or modules supplied by the Bidder as part of this RFP. In no event shall AIC be liable for any indirect, incidental or consequential damages or liability, under or in connection with or arising out of this RFP and subsequent agreement or the software delivered hereunder, howsoever such liability may arise, provided that the claims against customers, users and service providers of AIC would be considered as a direct claim.

8.15 Negligence

In connection with the work or contravenes the provisions of general terms, if the selected bidder neglects the work with due diligence or expedition or refuses or neglects to comply with any reasonable order given to him in writing by AIC, in such eventuality AIC may after giving notice in writing to the selected bidder, calling upon him to make good the failure, neglect or contravention complained of , within such timelines as may be deemed reasonable and in default of the said notice, AIC shall have the right to cancel the contract holding the selected bidder liable for the damages that AIC may sustain in this behalf. Thereafter, AIC is to be compensated for good the failure at the risk and cost of the selected bidder.

8.16 Monitoring and Audit

Compliance with security best practices may be monitored by periodic computer security audits performed by or on behalf of AIC. The periodicity of these audits will be decided at the discretion of AIC. These audits may include, but are not limited to, a review of:




access and authorization procedures, physical security controls, backup and recovery procedures, security controls and program change controls. To the extent that AIC deems it necessary to carry out a program of inspection and audit to safeguard against threats and hazards to the confidentiality, integrity, and availability of data, the Bidder shall afford AIC's representatives access to the Bidder‘s facilities, installations, technical resources, operations, documentation, records, databases and personnel. The Bidder must provide AIC access to various monitoring and performance measurement systems (both manual and automated). AIC has the right to get the monitoring and performance measurement systems (both manual and automated) audited without prior approval/notice to the Bidder.

8.17 Guarantees

Bidder shall guarantee that the software and allied components used to service AIC are licensed and legal. All software must be supplied with their original and complete printed documentation. The Bidder also undertakes to keep all the licenses in force till the expiry of the contract period by renewing them as and when necessary.

8.18 Force Majeure

The Bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if any to the extent that its delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure.

For purposes of this Clause, "Force Majeure" means an event explicitly beyond the reasonable control of the Bidder and not involving the Bidder's fault or negligence and not foreseeable. Such events may include Acts of God or of public enemy, acts of Government of India in their sovereign capacity and acts of war, revolution, civil commotion, riots, natural calamities, etc. If a Force Majeure situation arises, the Bidder shall promptly notify AIC in writing of such conditions and the cause thereof within fifteen calendar days. Unless otherwise directed by AIC in writing, the Bidder shall continue to perform Bidder‘s obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. In such a case the time for performance shall be extended by a period(s) not less than duration of such delay. If the duration of delay continues beyond a period of three months, AIC and the Bidder shall hold consultations in an endeavor to find a solution to the problem.

8.19 Resolution of Disputes

AIC and the Bidder shall make every effort to resolve amicably, by direct informal negotiation between the respective project managers of AIC and the Bidder, any disagreement or dispute arising between them under or in connection with the contract. If AIC project manager and Bidder project manager are unable to resolve the dispute after thirty days from the commencement of such informal negotiations, they shall immediately escalate the dispute to the senior authorized personnel designated by the




Bidder and AIC respectively. If after thirty days from the commencement of such negotiations between the senior authorized personnel designated by the Bidder and AIC, AIC and the Bidder have been unable to resolve amicably a contract dispute; either party may require that the dispute be referred for resolution through formal arbitration. All questions, claims, disputes or differences arising under and out of, or in connection with the contract or carrying out of the work whether during the progress of the work or after the completion and whether before or after the determination, abandonment or breach of the contract shall be referred to arbitration by a sole Arbitrator acceptable to both parties failing which the number of arbitrators shall be three, with each side to the dispute being entitled to appoint one arbitrator. The two arbitrators appointed by the parties shall appoint a third arbitrator who shall act as the presiding arbitrator. The award of the Arbitral Tribunal shall be final and binding on the parties. The Arbitration and Reconciliation Act 1996 or any statutory modification thereof shall apply to the arbitration proceedings and the venue of the arbitration shall be Delhi. If a notice has to be sent to either of the parties following the signing of the contract, it has to be in writing and shall be first transmitted by facsimile transmission by postage prepaid registered post with acknowledgement due or by a reputed courier service, in the manner as elected by the Party giving such notice. All notices shall be deemed to have been validly given on (i) the business date immediately after the date of transmission with confirmed answer back, if transmitted by facsimile transmission, or (ii) the expiry of five days after posting if sent by registered post with A.D., or (iii) the business date of receipt, if sent by courier.

This RFP document shall be governed and construed in accordance with the laws of India. The courts of Delhi alone and no other courts shall be entitled to entertain and try any dispute or matter relating to or arising out of this RFP document.

8.20 Corrupt and Fraudulent practice

As per Central Vigilance Commission (CVC) directives, it is required that Bidders/Suppliers/Contractors observe the highest standard of ethics during the procurement and execution of such contracts in pursuance of this policy: Corrupt Practiceǁ means the offering, giving, receiving or soliciting of anything of value to influence the action of an official in the procurement process or in contract execution. ―Fraudulent Practice means a misrepresentation of facts in order to influence a procurement process or the execution of contract to the detriment of AIC 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 AIC of the benefits of free and open competition. AIC reserves the right to reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

AIC reserves the right to declare a Bidder ineligible, either indefinitely or for a stated period of time, to be awarded a contract if at any time it determines that the firm has engaged in corrupt or fraudulent practices in competing for or in executing the contract.




8.21 Waiver

No failure or delay on the part of either party relating to the exercise of any right, power, privilege or remedy provided under this RFP or subsequent agreement/contract with the other party shall operate as a waiver of such right, power, privilege or remedy or as a waiver of any preceding or succeeding breach by the other party nor shall any single or partial exercise of any right, power, privilege or remedy preclude any other or further exercise of such or any other right, power, privilege or remedy provided in this RFP all of which are several and cumulative and are not exclusive of each other or of any other rights or remedies otherwise available to either party at law or in equity.

8.22 Violation of Terms

AIC clarifies that AIC shall be entitled to an injunction, restraining order, right for recovery, specific performance or such other equitable relief as a court of competent jurisdiction may deem necessary or appropriate to restrain the Bidder from committing any violation or enforce the performance of the covenants, obligations and representations contained in this RFP. These injunctive remedies are cumulative and are in addition to any other rights and remedies AIC may have at law or in equity, including without limitation a right for recovery of any amounts and related costs and a right for damages.

8.23 Addition/Deletion of Qualified Offerings

Both parties agree that the intent of this RFP is to establish an initial set of service offerings. AIC recognizes that, as the use of these services expands, it is possible that additional services and/or service categories will be needed. In addition, AIC recognizes that from time to time, software products that are provided as part of Bidder services will be upgraded or replaced as technology evolve. Replacement and software products that meet or exceed the minimum proposal requirements may be added with the prior approval of AIC. For this purpose, a Change Order Procedure will be followed. AIC may request a change order in the event of actual or anticipated change(s) to the agreed scope of work, services, deliverables and schedules. The Bidder shall prepare a change order reflecting the actual or anticipated change(s) including the impact on deliverables schedule. The Bidder shall carry out such services as required by AIC. The terms of the contract would apply to such incremental deliverables and services. The Bidder shall agree that the price for incremental offering cannot exceed the original proposed cost and AIC reserves the right to re-negotiate the price. At the unit rates provided for TCO calculations, AIC has the right to order as much as it wants at those rates. AIC is under no obligation to honor such requests to add service categories or amend this contract. As a method for reviewing Bidder services and AIC requirements, AIC will sponsor regular reviews to allow an exchange of requirements and opportunities. All quantities mentioned in this RFP are indicative. The quantities of components to be procured as part of this RFP can be varied by AIC. This also includes the right to modify the number of source systems, targets, reports & statements, dash boards, score cards, concurrent users etc.

8.24 Service Level Agreement




Selected Bidder shall be required to sign Service Level Agreement (SLA) covering all terms and conditions of this RFP.

8.25 Liquidated Damages

AIC expects that the Bidder complete the scope of the project as mentioned in section 4 – Project timeline of this document within the timeframe specified. Inability of the Bidder to either provide the requirements as per the scope or to meet the timelines as specified would be treated as breach of contract and would invoke the Liquidated Damages clause. The proposed rate of Liquidated Damages would be 0.5% of the entire project cost/TCO per week of delay or non- compliance. AIC at its discretion may apply this rule to any major non-delivery, non-adherence, non-conformity, non-submission of agreed or mandatory documents as part of the Project. Thereafter, at the discretion of AIC, the contract may be cancelled. AIC also has the right to invoke the Performance Guarantee. Liquidated Damages on delay will be applicable when the delay is not attributable to AIC and is attributable to the Bidder. Inability of the Bidder to provide services at the service levels defined would result in breach of contract and would invoke the Liquidated Damages clause.

Notwithstanding anything contained above, no such Liquidated Damages will be chargeable on the Bidder for the inability occasioned, if such inability is due to reasons entirely attributable to AIC. The maximum amount that may be levied by way of Liquidated Damages pursuant to clause above shall not exceed 10% of the Total Contract value.

The Bidder agrees, confirms and acknowledges that, the aforesaid amount represents a reasonable assessment made by the Bidder and AIC of the damages likely to be caused to AIC owing to such breach on the part of the Bidder, and therefore, represents the size of the liquidated damages payable by the Bidder to AIC. The Bidder agrees, confirms and acknowledges that the aforesaid amount is not in the nature of ―penalty.

8.26 Information Ownership

All information processed, stored, or transmitted by Bidder equipment belongs to AIC. By having the responsibility to maintain the equipment, the Bidder does not acquire implicit access rights to the information or rights to redistribute the information. The Bidder understands that civil, criminal, or administrative penalties may apply for failure to protect information appropriately.

8.27 Sensitive Information

Any information considered sensitive must be protected by the Bidder from unauthorized disclosure, modification or access. Types of sensitive information that will be found on AIC system‘s the Bidder may support or have access to include, but are not limited to: Information subject to special statutory protection, legal actions, disciplinary actions, complaints, IT security, pending cases, civil and criminal investigations, etc.

8.28 Privacy and Security Safeguards




The Bidder shall not publish or disclose in any manner, without AIC's prior written consent, the details of any security safeguards designed, developed, or implemented by the Bidder under this contract or existing at any AIC location. The Bidder shall develop procedures and implementation plans to ensure that IT resources leaving the control of the assigned user (such as being reassigned, removed for repair, replaced, or upgraded) are cleared of all AIC data and sensitive application software. The Bidder shall also ensure that all subcontractors who are involved in providing such security safeguards or part of it shall not publish or disclose in any manner, without AIC's prior written consent, the details of any security safeguards designed, developed, or implemented by the Bidder under this contract or existing at any AIC location.

8.29 Consortium

The Bidder is not allowed to do consortium.

8.30 Confidentiality

―Confidential Information means any and all information that is or has been received by the Bidder (―Receiving Party) from AIC (―Disclosing Party) and that relates to the Disclosing Party; and is designated by the Disclosing Party as being confidential or is disclosed in circumstances where the Receiving Party would reasonably understand that the disclosed information would be confidential or is prepared or performed by or on behalf of the Disclosing Party by its employees, officers, directors, agents, representatives or consultants. Without limiting the generality of the foregoing, Confidential Information shall mean and include any information, data, analysis, compilations, notes, extracts, materials, reports, drawings, designs, specifications, graphs, layouts, plans, charts, studies, memoranda or other documents, or materials relating to the licensed software, the modules, the program documentation, the source codes, the object codes and all enhancements and updates, services, systems processes, ideas, concepts, formulas, methods, know how, trade secrets, designs, research, inventions , techniques, processes, algorithms, schematics, testing procedures, software design and architecture, computer code, internal documentation, design and function specifications, product requirements, problem reports, analysis and performance information, business affairs, projects, technology, finances (including revenue projections, cost summaries, pricing formula), clientele, markets, marketing and sales programs, client and customer data, appraisal mechanisms, planning processes, etc. or any existing or future plans, forecasts or strategies in respect thereof. ―Confidential Materials shall mean all tangible materials containing Confidential Information, including, without limitation, written or printed documents and computer disks or tapes, whether machine or user readable. Information disclosed pursuant to this clause will be subject to confidentiality forever. Nothing contained in this clause shall limit the Bidder from providing similar services to any third parties or reusing the skills, know-how and experience gained by the employees in providing the services contemplated under this clause, provided further that the Bidder shall at no point use AIC‘s confidential information or Intellectual property. The Receiving Party shall, at all times regard, preserve, maintain and keep as secret and confidential all Confidential Information and Confidential Materials of the Disclosing




Party howsoever obtained and agrees that it shall not use AIC‘s confidential information, without obtaining the written consent of AIC.

8.31 Disclosing Party

The Disclosing Party shall disclose, transmit, reproduce or make available any such Confidential Information and materials to any person, firm, company or any other entity other than its directors, partners, advisers, agents or employees need to know the same for the purposes of maintaining and supporting the Software provided as a part of the project. The Receiving Party shall be responsible for ensuring that the usage and confidentiality by its directors, partners, advisers, agents or employees in accordance with the terms and conditions and requirements of this RFP; or Unless otherwise agreed herein, use of any such Confidential Information and materials for its own benefit or the benefit of others or do anything prejudicial to the interests of the Disclosing Party or its customers or their projects. In maintaining confidentiality hereunder, the Receiving Party on receiving the Confidential Information and materials agrees and warrants that it shall: Take at least the same degree of care in safeguarding such Confidential Information and materials as it takes for its own confidential information of like importance and such degree of care shall be at least, that which is reasonably calculated to prevent such inadvertent disclosure Keep the Confidential Information and Confidential Materials and any copies thereof secure and in such a way so as to prevent unauthorized access by any third party Limit access to such Confidential Information and materials to those of its directors, partners, advisers, agents or employees who are directly involved in the consideration/evaluation of the Confidential Information and bind each of its directors, partners, advisers, agents or employees so involved to protect the Confidential Information and materials in the manner prescribed in this document Upon discovery of any unauthorized disclosure or suspected unauthorized disclosure of Confidential Information, promptly inform the Disclosing Party of such disclosure in writing and immediately return to the Disclosing Party all such information and materials, in whatsoever form, including any and all copies thereof The Receiving Party who receives the Confidential Information and Materials agrees that on receipt of a written demand from the Disclosing Party, immediately return all written Confidential Information, Confidential Materials and all copies thereof provided to, or produced by it or its advisers, as the case may be, which is in Receiving Party‘s possession or under its custody and control To the extent practicable, immediately destroy all analyses, compilations, notes, studies, memoranda or other documents prepared by it or its advisers to the extent that the same contain, reflect or derive from Confidential Information relating to the Disclosing Party So far as it is practicable to do so, immediately expunge any Confidential Information relating to the Disclosing Party or its projects from any computer, word processor or other device in its possession or under its custody and control To the extent practicable, immediately furnish a certificate signed by its director or other responsible representative confirming that to the best of his/her knowledge,




information and belief, having made all proper enquiries, the requirements of this paragraph have been fully complied with The rights in and to the data/information residing at AIC‘s premises, even in the event of disputes shall at all times solely vest with AIC The Bidder represents and agrees that during the term of this RFP and subsequent contract or until AIC takes over the Deliverables from the Bidder, whichever is earlier, AIC shall not be responsible for any loss/damage (including malfunctioning or non-functioning of Deliverables) caused to the Deliverables for any reason, unless such loss/damage (including malfunctioning or non-functioning of Deliverables) is caused due to the willful act or gross willful misconduct of AIC or any of its personnel as certified jointly by AIC and Bidder. In such an event, the Bidder shall promptly repair and/or replace the non-performing Deliverable with a suitable replacement, if required, without affecting the service level standards in this RFP. The restrictions in the preceding clause shall not apply to: Any information that is publicly available at the time of its disclosure or becomes publicly available following disclosure (other than as a result of disclosure by the Disclosing Party contrary to the terms of this document); or any information which is independently developed by the Receiving Party or acquired from a third party to the extent it is acquired with the valid right to disclose the same Any disclosure required by law or by any court of competent jurisdiction, the rules and regulations of any recognized stock exchange or any enquiry or investigation by any governmental, statutory or regulatory body which is lawfully entitled to require any such disclosure provided that, so far as it is lawful and practical to do so prior to such disclosure, the Receiving Party shall promptly notify the Disclosing Party of such requirement with a view to providing the Disclosing Party an opportunity to obtain a protective order or to contest the disclosure or otherwise agree to the timing and content of such disclosure The Confidential Information and Materials and all copies thereof, in whatsoever form shall at all times remain the property of the Disclosing Party and its disclosure hereunder shall not confer on the Receiving Party any rights whatsoever beyond those contained in this document or subsequent agreement Confidential Information is any and all proprietary information disclosed by one party to the other. Confidential Information does not include information that is or becomes available to the recipient prior to the party providing such information or is public information in accordance with the applicable laws. Software in human-readable form (e.g. source code) and AIC‘s data values stored in computers will be considered Confidential Information whether or not marked as such. As the successful Bidder will have access to AIC specific information/acquire business related knowledge which are sensitive, confidential etc., the Bidder is required to sign confidentiality (Non – Disclosure) agreement not to disclose or part with any information relating to AIC or its customers, vendors etc. to any person/s for any reason whatsoever. The successful Bidder shall also undertake to keep confidential all information (written or oral) concerning all facts of the business of AIC, which has been obtained or understood during the course of the assignment. The confidentiality obligations shall survive the expiry or termination of the agreement/contract between the Bidder and AIC.




8.32 Technological Advancements

The Bidder shall take reasonable and suitable action, taking into account economic circumstances, at mutually agreed increase/decrease in charges, and the Service Levels, to provide the Services to AIC at a technological level that will enable AIC to take advantage of technological advancement in the industry from time to time.

8.33 Normalization of bids

AIC will go through a process of technical evaluation and normalization of the bids to the extent possible and feasible to ensure that bidders are more or less on the same technical ground. After the normalization process, if AIC feels that any of the bids need to be normalized and that such normalization has a bearing on the commercial bid; AIC may at its discretion ask all the technically shortlisted bidders to resubmit the updated technical and commercial bids once again for scrutiny. AIC can repeat this normalization process at every stage of technical submission till AIC is reasonably satisfied. The bidders agree that they have no reservation or objection to the normalization process and all the technically short listed bidders will, by responding to this RFP, agree to participate in the normalization process and extend their co‐operation to AIC during this process. The bidders, by submitting the response to this RFP, agree to the process and conditions of the normalization process. Any non-compliance to the normalization process may result in disqualification of the concerned bidder.




9 Annexures

Annexure 01- Eligibility Criteria Compliance

Only those bidders who fulfil the following criteria are eligible to respond to the RFP. Offers received from the bidders who do not fulfil all or any of the following eligibility criteria are liable to be rejected. Note:

i. Bidders need to ensure compliance to all the eligibility criteria points.

ii. Purchase orders without relevant organization confirmation through a credential letter will not be considered as credentials.

iii. While submitting the bid, the Bidder is required to comply with inter alia the following CVC guidelines detailed in Circular No. 03/01/12 (No.12-02-6 CTE/SPI (I) 2 / 161730 dated 13.01.2012): ‘Commission has decided that in all cases of procurement, the following guidelines may be followed:

a. In a RFP, either the Indian agent on behalf of the Principal/OEM or Principal/OEM itself can bid but both cannot bid simultaneously for the same item/product in the same RFP. The reference of 'item/product' in the CVC guidelines refer to ‘the final solution that bidders will deliver to the customer.

b. If an agent submits bid on behalf of the Principal/OEM, the same agent shall not submit a bid on behalf of another Principal/OEM in the same RFP for the same item/product.’

c. The decision of the AIC shall be final and binding in this regard. Deviations will be grounds for disqualification.

S. No

Financial and other Requirement to be met by

the Bidder


Bidders Complian

ce (Yes/No)

Reference in the document

(Section no, Page no.)

1 Should be a Government/PSU/PSE or a partnership/public/private limited company


2 The Company should have been in existence for a minimum period of 5 years in India.


3 Should have a minimum turnover of Rs. 50 crores per annum for any two years in the last three (3) financial years in India





S. No


the Bidder


Bidders Complian

ce (Yes/No)



OR

CA Certificate

4 Should have Profit After Tax for any two years in the last three (3) financial years in India


OR

CA Certificate

5 Should have a positive net worth for any two years in the last three (3) financial years in India

Net worth is to be calculated as follows: Capital Funds (Paid up equity capital + Paid up preference shares + Free reserves) – (Accumulated balance of loss + Balance of deferred revenue expenditure + Other intangible assets).

CA Certificate

The CA certificate provided in this regard should be without any riders or qualification.

6 The Bidder should not have been blacklisted by any Government department/PSU/PSE/Banks/Insurance Company in India as on date of the RFP.

Self-declaration

Business Solutions

For the bidder - HRMS Implementation experience

Supporting required

1 Should have had implementation experience in having implemented the proposed HRMS solution comprising of at least supply, commissioning, implementation, rollout, go live and maintenance in

Relevant Credential letters OR Purchase Order with the clients




S. No


the Bidder


Bidders Complian

ce (Yes/No)



at least two Government/PSU/PSE in India in the last five years and should be currently live and running as of date of the RFP.

confirmation on having executed the PO to satisfaction

For the OEM - HRMS application criteria

Supporting required

1 The proposed integrated HRMS solution should be live in at least one Government/PSU/PSE in India covering at least 500 employees and should be currently live and running as of date of the RFP.


Note:

• In case of corporate restructuring of a company documentary evidence prior to such restructuring should be furnished, then documentary proofs of earlier entity shall be considered for eligibility criteria evaluation.

• Purchase orders without confirmation through a credential letter will not be considered as credentials.

• Proposed application implementation experience need not be in the current product version proposed.

• Bidder or OEM partner have to use the format as per Annexure 14 – Experience Format for submitting the credential letters.

• Only implementation experience in India will be considered for the eligibility.

• The solution/Products and Services are supported by multiple Vendors/Service Providers.

Bidder who meet all these criteria would qualify for the second stage of evaluation. The Bidder would also need to provide supporting documents for eligibility proof. All the credentials of the Bidder necessarily need to be relevant to the Indian market. The decision of AIC shall be final and binding at all stages of evaluation stages.




Annexure 02- Credential Strengths

The Bidder should provide the details of the past implementations in the following template:

Sr. No.

Client’s name

Client vertical

Scope of Work

Proposed solution

Client contact details alongwith contact person name, designation, phone no & email id

Remarks Supporting document attached (Yes/No)




Annexure 03- Functional Requirements

Provided as a separate excel sheet.




Annexure 04- Technical Requirements





Annexure 05- Bill of Material





Annexure 06- Authorization Letter Format for Bid Opening

(To be brought at the time of opening of Bids)

To Deputy General Manager (IT) Information Technology Department Agriculture Insurance Company of India Limited 13th Floor, AMBA DEEP Building, 14, Kasturba Gandhi Marg, New Delhi – 110 001 Dear Sir, REF NO: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016

SUB: Authorization Letter for attending the Bid Opening This has reference to your above RFP for implementation of HRMS application in AIC.

Mr. /Miss/Mr. _________________ is hereby authorized to attend the bid opening of the above RFP No.: INFOTECH PROJECT SEWA 2016/ HRMS/12.03.2016 dated 12.03.2016 on behalf of our organization. The specimen signature is attested below:

Name:

(Specimen Signature of Representative) (Signature of Authorizing Authority) Name of Authorizing Authority: Designation: Company Seal:




Annexure 07- Pro forma for Bank Guarantee in lieu of DD

(To be stamped in accordance with stamp act) To

Deputy General Manager (IT)



13th Floor, AMBA DEEP Building,



Dear Sir,

REF No.: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016

Over and above all our earlier conformations and submissions as per your requirements of the RFP, we confirm that,

Having examined the RFP documents including all annexures, the receipt of which is hereby duly acknowledged, we, the undersigned offer to supply, deliver, implement and commission ALL the items mentioned in the Request for Proposal and the other schedules of requirements and services for your organization in conformity with the said RFP documents in accordance with the Bill of Materials and made part of this RFP bid.

If our Bid is accepted, we undertake to comply with the delivery schedule as mentioned in the RFP Document.

We agree to abide by the offer validity for 270 days from date of submission of our bid and our offer shall remain binding on us and may be accepted by AIC any time before expiry of the offer.

This Bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.

The number of HRMS licenses, self-service portal, database and OS offered covers all employees of AIC as per the RFP requirements. The license allows the employees of AIC to perform any operational role and can access all functionalities of the system. The right to allow restrict or limit the use of the any functionality would be at AIC control and discretion.

We have quoted for all items as requested by AIC in the RFP and stand committed to deliver to the highest standards and quality as required by AIC to meet the timelines of the project. Our bid submission is in line with the requirements of AIC as stated in the RFP.

We confirm that we have factored in all costs and expenses for meeting the complete scope and deliverables of the RFP.

We are completely aware of the Service Level requirements and timelines specified by AIC and are committed to adhering to the same. We have also clearly taken note of the service level requirements of AIC and expectations from us and wish to confirm that we have taken care of every aspect to meet the same.

We undertake that in competing for and if the award is made to us, in executing the subject Contract, we will strictly observe the laws against fraud and corruption in force in India namely ―Prevention of Corruption Act 1988




We undertake that we have not been blacklisted by any Government department/PSU/PSE/Bank/Insurance Company in India

We have clearly understood AIC requirements and wish to confirm that we abide by the terms and conditions of the RFP and addendums issued thereafter.

We confirm and understand that all arithmetical totaling errors will be corrected for the purpose of evaluation only and the consideration of that error for payment would be completely according to AIC discretion. We also confirm and understand that for all other errors which we have made in the bid, AIC for the purpose of evaluation will take the corrected amount based on the price quoted by us in the price sheets but the payment of such amounts would be completely according to AIC discretion.

We confirm that we will provide the best of our resources and the people proposed by us will be dedicated to AIC for the sake of resource continuity. Further, we also confirm that AIC may interview the key resources proposed by us and confirm their acceptability. In any event if a resource is found unfit by AIC we agree to change the same and provide AIC with a replacement within reasonable time so as to not affect the services/project timelines.

We confirm and understand that AIC has an aggressive rollout schedule and we will adhere to the rollout schedule at no additional cost/burden to AIC.

We confirm that all the proposed solution components are compatible and interoperable with each other and the HRMS solution will meet the functional and technical requirements of AIC.

We confirm that the prices and values quoted by us encompass the complete scope of the project and we will ensure that the quality of deliverables for the project is not affected due to any pricing pressures.

We wish to confirm that we have back-to-back arrangements from all the OEMs for the sizing (including CPUs, Memory, Cache and Hard Disk), prices and service level commitments. We would be responsible and committed to ensure that the sizing is adequate and service levels as required by AIC are met and adhered. In case the hardware sizing is found to be inadequate and does not meet the SLA then the hardware upgrades, if any, will be provided without any further additional cost or burden to AIC than what has been specified by us in our commercial bid documents.

We will be the single point of contact/reference to AIC. AIC will enter into agreement with us only. Our OEM partners confirm that they are willing to enter into back- to-back agreement that is in conformity with the deliverables. If requested we will share the copy of the back-to- back agreement with our OEM partner to AIC.

We agree that AIC is not bound to accept the lowest or any Bid AIC may receive.

We certify that we have provided all the information requested by AIC in the format requested for. We also understand that AIC has the exclusive right to reject this offer in case AIC is of the opinion that the required information is not provided or is provided in a different format.

Dated this…………………………………..by ……………………….2016

Authorized Signatory

Name

Contact Person

Phone No.

Fax

E-mail

(This letter should be on the letterhead of the Vendor duly signed by an authorized signatory)




Annexure 08- Bid Undertaking Letter

To







Dear Sirs,

REF No.: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016 Dear Sirs, In accordance with your proposal reference no. ______________________________ dated _______________ M/s______________________________________ having its registered office at ______________________ ________________________ herein after called ‘bidder’ wish to participate in the said proposal for supply, customization, installation, and maintenance of HRMS solution at Agriculture Insurance Company of India having its office at 13th Floor, AMBA DEEP Building, 14, Kasturba Gandhi Marg, New Delhi – 110 001. An irrevocable Financial Company Guarantee (issued by a nationalized/scheduled commercial Company) against Earnest Money Deposit amounting to Rupees __________, Rupees (in words)___________valid up to __________ is required to be submitted by the bidder, as a condition for participation in the said bid, which amount is liable to be forfeited on happening of any contingencies mentioned in the proposal document. M/s_________________________________ having its registered office at ______________ has undertaken in pursuance of their offer to Agriculture insurance company of India _____________________________________ (hereinafter called as the beneficiary) dated __________ has expressed its intention to participate in the said proposal and in terms thereof has approached us and requested us ___________________________ Company________________________ to issue an irrevocable financial Company Guarantee against Earnest Money Deposit amounting to Rupees ________valid up to _______________. We, the ________________________ Company at _______________________having our Head office at ____________________therefore Guarantee and undertake to pay immediately on first written demand by Agriculture Insurance Company of India, the amount of Rupees_________________ Rupees(in words)___________________________________ without any reservation, protest, demur and recourse in case the bidder fails to comply with any condition of the proposal or any




default in violation against the terms of the bid, without the beneficiary needing to prove or demonstrate reasons for its such demand. Any such demand made by said beneficiary shall be conclusive and binding on us irrespective of any dispute or difference raised by the bidder. This guarantee shall be irrevocable and shall remain valid up to _______________. If any further extension of this Guarantee is required, the same shall be extended to such required period (not exceeding one year) on receiving instructions in writing, from (______________________________________) on whose behalf guarantee is issued. In witness whereof the Company, through its authorized officer has set its hand stamped on this _____________ Day of ______________2016 at __________________ Signed, sealed and delivered by Mr. ……… For and on behalf of the Guarantor to do so and to affix the seal of the Company, in the presence of (Specimen Signature of Representative) Signature of Authorizing Authority Name of Authorizing Authority Designation: Company Seal:




Annexure 09- Comments on the Services and Facilities provided

To







Dear Sir,

REF No.: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016 [Please provide your comments on the Services & Facilities in this section. You are requested to categorize your comments under appropriate headings such as those pertaining to the Scope of work, Approach, Work plan, Personnel schedule, Curriculum Vitae, Experience in related projects, etc. You are also requested to provide a reference of the page number, state the clarification point and the comment/suggestion/deviation that you propose as shown below.]

Sr. No.

Page #

Point / Section #

Clarification point as stated in the RFP

Comment/ Suggestion/ Deviation

1 2 3 4 5 6 7 8 9

Signature of Authorizing Authority with Seal Place: Date: Note: If there are no deviations the bidder has to give his response by writing NIL in the statement. Bidders may also submit the Annexure 09 in MS Excel format if required.




Annexure 10- Conformity Letter

To







Dear Sir,

REF. No: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016

Sub: HRMS Application Implementation Project at AIC

Further to our proposal______, in response to the Request for Proposal (AIC’s RFP dated 12.03.2016 hereinafter referred to as “RFP”) issued by AIC, we hereby covenant, warrant and confirm as follows:

We hereby agree to comply with all the terms and conditions/stipulations as contained in the RFP and the related addendums and other documents including the changes made to the original RFP documents issued by AIC, provided however that only the list of deviations furnished by us in Annexure 09 – Comments on T&C of the main RFP document which are expressly accepted by AIC and communicated to us in writing, shall form a valid and binding part of the aforesaid RFP document. AIC is not bound by any other extraneous matters or deviations, even if mentioned by us elsewhere either in our proposal or any subsequent deviations sought by us, whether orally or in writing, and AIC‘s decision not to accept any such extraneous conditions and deviations will be final and binding on us.

We also hereby confirm that our prices as specified in the Annexure 05 – Bill of Materials adhere to the Payment terms specified in the RFP.

Yours faithfully,

Authorized Signatory Designation

Bidder‘s corporate name




Annexure 11- Conformity with Hardcopy Letter

To







Dear Sir,

REF No.: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016

Further to our proposal dated _______, in response to the Request for Proposal (AIC‘s RFP No. INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 hereinafter referred to as “RFP”) issued by AIC we hereby covenant, warrant and confirm as follows:

The soft-copies of the proposal submitted by us in response to the RFP and the related addendums and other documents including the changes made to the original RFP documents issued by AIC, conform to and are identical with the hard-copies of aforesaid proposal submitted by us, in all respects.

Yours faithfully,

Authorized Signatory Designation

Bidder‘s corporate name




Annexure 12- Manufacturers Authorization Form

(On OEM’s letterhead) Date:

To, Deputy General Manager (IT) Information Technology Department Agriculture Insurance Company of India Limited 13th Floor, AMBDADEEP Building, 14, Kasturba Gandhi Marg, New Delhi – 110 001 REF No.: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016 Dear Sir, This has reference to your above RFP for INFOTECH PROJECT SEWA 2016- HRMS/12.03.2016 at Agriculture Insurance Company of India Limited. Further to our proposal dated _______, in response to the Request for Proposal AIC INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 hereinafter referred to as “RFP” issued by Agriculture Insurance Company of India Limited (“AIC”), dated 12.03.2016 We who are established and reputable manufacturers/ producers of ________________________ having factories/ development facilities at (address of factory/ facility) do hereby authorize M/s ___________________ (Name and address of the bidder) to submit a Bid, and sign the contract with you against the above Bid Invitation. We hereby extend our full guarantee and warranty for the Solution, Products and services offered by the above firm against this Bid Invitation. We hereby also confirm that the Solution, Products and Services proposed are supported by multiple service providers/vendors. We also undertake to provide any or all of the following materials, notifications, and information pertaining to the Products manufactured or distributed by the Bidder:

1. Such Products as AIC may opt to purchase from the Bidder, provided, that this option shall not relieve the Bidder of any warranty obligations under the Contract; and

2. In the event of termination of production of such Products:

Advance notification to AIC of the pending termination, in sufficient time to permit AIC to procure needed requirements; and

Following such termination, furnishing at no cost to AIC, the blueprints, design documents, operations manuals, standards, source codes and specifications of the Products, if requested.

We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical support and maintenance obligations required by the contract. We further certify that, in case the authorized distributor/ system integrator is not able to meet its obligations as per contract during contract period, we, as the OEM, shall perform the said obligations with regard to their items through alternate & acceptable service provider. Place:




Date: Seal and signature of the bidder Yours faithfully Authorized Signatory Name Designation Phone No. Fax E_mail




Annexure 13- Pre-bid query format

Agriculture Insurance Company of India – Implementation of HRMS Application Project RFP No: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016

Sr. No

Section & Clause Ref. No./Annexure no/Annexure no

Page No.

RFP text

Query

Response to query (to be left blank by

the vendor)




Annexure 14- Experience format

The implementation references proposed by the Bidders/OEM partner must be accompanied by a customer letter on their letter head, in the following format: To, Deputy General Manager (IT) Information Technology Department Agriculture Insurance Company of India Limited 13th Floor, AMBA DEEP Building, 14, Kasturba Gandhi Marg, New Delhi – 110 001 Dear Sir, Sub: HRMS Implementation Project at AIC REF NO.: INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016

Subject: Certificate for Bidder/OEM partner implementation reference This is to certify that the …………… (Organization name) has implemented the product/OEM name in our organization and it is currently running in our organization. The further details are as follows: Organization and Product Details: Product series/version no: Modules Implemented: Date of Go-Live: Yours Faithfully, Authorized Signatory

Name

Designation

Organization Name

Seal of the firm




Annexure 15- Project Team Profiles

1 Name 2 Brief Introduction (in bullets)

3 Email

4 Date of Birth 5 Phone Number 6 Position in the firm 7 Total years of post-

qualification work experience

8 Employment Record (Provide Company name, position held, duration, clients worked)

a

b

c

d

e

f

g

h

I etc.

9 Number of years with the firm

10 Details of relevant assignments undertaken (include both past and current employment projects and highlight BFSI experience, if any) (Provide scope, duration, client

a Year

Location

Client Name

Main project title and

Position held

Activities performed b Year

Location




Client Name

Main project title and

Position held

Activities performed




Annexure 16- DC and DR Hosting Requirements

The bidder has to provide the following details so that AIC can assess its DC and DR hosting space and other requirements. a. DC and DR requirements S.N Item Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7

1 Data Center A Hosting Space B Power

requirements

C Seating Space D Cooling

requirements

E Storage space requirements (in GB)

F Any other (Please specify)

2 Disaster Recovery

A Hosting Space B Power

Requirements

C Seating Space D Cooling

requirements

E Storage space requirements (in GB)

F Any other (Please specify)




Annexure 17- Pro forma for Performance Bank Guarantee Format

(To be submitted on Non-Judicial stamp paper of appropriate value Purchased in the name of the issuing AIC)

Reference No.:_________________ Date:__________________ Bank Guarantee No: __________________ To: _______________ Against contract vide advance acceptance of INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for HRMS Application dated 12.03.2016 covering supply of (hereinafter called the said ‘contract’) entered into between Agriculture Insurance Company of India Limited (hereinafter called the Purchaser) and (hereinafter called the Vendor) this is to certify that at the request of the Vendor, we (Name of Bank), are holding in trust in favor of the Purchaser, the amount of Rupees (write the sum herein words) to indemnify and keep indemnified the Purchaser against any loss or damage that may be caused to or suffered by the Purchaser by reason of any breach by the Vendor of any of the terms and conditions of the said contract and/or in the performance thereof. We agree that the decision of the Purchaser, whether any breach of any of the terms and conditions of the said contract and/or in the performance thereof has been committed by the Vendor and the amount of loss or damage that has been caused or suffered by the Purchaser shall be final and binding on us and the amount of the said loss or damage shall be paid by us forthwith on demand and without demur to the Purchaser. We (Name of Bank) further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for satisfactory performance and fulfillment in all respects of the said contract by the Vendor i.e. till (viz. the date up to XX months after the date of signing of the contract between the Vendor and the Purchaser) hereinafter called the said date and that if any claim accrues or arises against us (Name of the Bank) by virtue of this guarantee before the said date, the same shall be enforceable against us (Name of the Bank), notwithstanding the fact that the same is enforced within six months’ after the said date, provided that notice of any such claim has been given to us (Name of the Bank), by the Purchaser before the said date. Payment under this letter of guarantee shall be made promptly upon our receipt of notice to that effect from the Purchaser. It is fully understood that this guarantee is effective from the date of the said contract and that we (Name of the Bank), undertake not to revoke this guarantee during its currency without the consent in writing of the Purchaser. We undertake to pay to the Purchaser any money so demanded notwithstanding any dispute or disputes raised by the Vendor in any suit or proceeding pending before any court or tribunal relating thereto our liability under this present bond being absolute and unequivocal. The payment so made by us under this bond shall be a valid discharge of our liability for payment there under and the Vendor shall have no claim against us for making such payment.




We (Name of the Bank), further agree that the Purchaser shall have the fullest liberty, without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said contract or to extend time of performance by the Vendor from time to time or to postpone for any time from time to time any of the power exercisable by the Purchaser against the said Vendor and to forebear or enforce any of the terms and conditions relating to the said contract and we, (Name of the Bank), shall not be released from our liability under this guarantee by reason of any such variation or extension being granted to the said Vendor or for any forbearance by the Purchaser to the said Vendor or for any forbearance and/ or omission on the part of the Purchaser or any other matter or thing what-so-ever, which under the law relating to sureties, would, but for this provision have the effect of so releasing us from liability under this guarantee. This guarantee will not be discharged due to the change in the constitution of the Bank or the Vendor. Office Seal (Authorized Signatory) Place: Name: Date: Designation: Mobile No: Business Address:




Annexure 18- Bidder’s General Information

Particulars to be provided by the bidder in the technical proposal

RFP no. INFOTECH PROJECT SEWA 2016/HRMS/12.03.2016 for Implementation of HRMS Application

S.No Particulars Details to be furnished by the bidder 1 Name of the bidder

2 Year of establishment and constitution

Certified copy of “Partnership Deed” or “Certificate of Incorporation” should be submitted as the case may be.

3 Location of Registered office/Corporate office and address

4 Mailing address & Company website of the bidder

5 Names and designations of the persons authorized to make commitments to AIC

6 Telephone and fax numbers of contact persons

7 E-mail addresses of contact persons 8 Description of business and business

background Service Profile & client profile. Domestic & International presence Alliance and joint ventures

9 Gross revenue of the bidder (not of the group)

2012-2013

2013-2014 2014-2015

10 Net Profit after Tax of the bidder (not of the group)

2012-2013 2013-2014

2014-2015

Documentary proofs are to be




enclosed 11 Details of the similar assignments

executed by the bidder (Name of Client, time taken for execution of the assignment and documentary proofs from Client are to be furnished)

12 Details of the bidder’s proposed methodology/approach for providing services to AIC with specific reference to the scope of work

Declaration: 1 We confirm that we will abide by all the terms and conditions contained in the RFP. 2 We hereby unconditionally accept that AIC can at its absolute discretion apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP, in short listing of bidders. 3 All the details mentioned by us are true and correct and if AIC observes any misrepresentation of facts on any matter at any stage, AIC has the absolute right to reject the proposal and disqualify us from the selection process. 4 We confirm that this response, for the purpose of short-listing, is valid for a period of 210 days, from the date of expiry of the last date for submission of response to RFP. 5 We confirm that we have noted the contents of the RFP and have ensured that there is no deviation in filing our response to the RFP and that AIC will have the right to disqualify us in case of any such deviations. Place: Date: Seal & Signature of the bidder




Annexure 19- Bandwidth requirements of the Solution

The Bidder has to provide the following details so that AIC can assess its network infrastructure to verify the bandwidth available at the RO/HO. Application bandwidth requirements

Sl Application name Per click kilobytes

requirements

Per PC terminal kilobytes

requirements 1. HRMS Solution

Bandwidth Sizing Considerations if Compression Solution The Bidder is required to share the details of the Compression Solution which will enable AIC to opt for if AIC is unable to upgrade the bandwidth for some office location where an upgrade is necessary. Head Bidder To Furnish Information

Hardware details Software details Deployment Information

Bidder to provide information of the compression architecture, the infrastructure and services required at AIC locations – DC, RO etc.

Services Sl Application name Per click

kilobytes requirements: Post Compression

Per PC terminal kilobytes requirements POST Compression

1 Place: Date: Seal and signature of the bidder Yours faithfully Authorised Signatory Name Designation Phone No. Fax E_mail




Annexure 20 - Current IT Landscape at AIC

AIC is presently using an IT Systems Solution, titled ANNAPOORNA, which has been developed with the help of a technology partner. ANNAPOORNA is an end-to-end, web-based, integrated, online project and covers the whole gamut of IT needs of AIC. ANNAPOORNA also includes value-added Satellite Services like Call Center, Payment Gateway, SMS Gateway, and E-mail, etc. Overall, there is an IT Helpdesk for monitoring and crisis resolution. Further, ANNAPOORNA inter-connects all the AIC touch points through a high speed MPLS network. It also connects AIC to the outside world through a single internet pipe, secured by state-of-the-art Firewalls, Intrusion Detection/Prevention Systems, 2-factor Authentication, etc. which allows “anytime-anywhere-access”. ANNAPOORNA is architected as a seamlessly integrated eco-system to provide a single view of data in an info secure environment. All Applications and Databases are hosted centrally at a Data Center and mirrored at a Disaster Recovery Center, located in different seismic zones. All AIC touch points are tightly coupled over the secure high-speed MPLS network, with failure tolerance < 0.018% and packet delivery target > 99%. An alternate business channel is deployed by AIC by tying-up with 4 giant General Insurance Public Sector (GIPSA) Companies of India, - who are its Promoters as well, to utilize their Agency infrastructure for marketing of Crop Insurance Agency Force Tie-up – for last mile reach of personalized service. ANNAPOORNA IT System of AIC, was upgraded for seamless integration with the IT Systems of the GIPSA companies and automatic data transmission from GIPSA IT System to AIC IT system through Web-service implementation. AIC existing DC Site is at Bangalore and the DR is in NCR. AIC is currently using TCS Energise HRMS solution. The existing HRMS & Payroll application user details are as below:

S.no Parameters Count

1. As Is – Total users 301

2. Concurrent users 25

The existing Backup solution is Commvault 8.0.0 Backup Software. The bidder’s solution must be compatible with this back up software.

Tabulated below is the information on the storage deployed at AIC data centers that the Bidder is required to leverage for the proposed HRMS Solution.

Location (DC/DR)

Model along with

part no

Configuration Details

Drive type (SAS/SSD,

rpm, capacity)

DC FS1-2

Oracle FS1-2 subsystem Oracle FS1-2 Controller: base configuration Sun Storage Dual 16 Gb Fibre Channel PCIe Universal HBA, Qlogic Sun Storage 16 Gb FC short wave optics, Qlogic

Drive Type - SAS RPM - 10000 Capacity - 900 GB (Now 1.2 TB drives available)




Location (DC/DR)

Model along with

part no

Configuration Details

Drive type (SAS/SSD,

rpm, capacity)

Oracle Storage Drive Enclosure DE2-24P with twenty-four 900 GB 10000 rpm 2.5-inch SAS HDDs

For HRMS solution, 8x1.2TB, 10K RPM SAS drives will be made available.

DR FS1-2

Oracle FS1-2 subsystem Oracle FS1-2 Controller: base configuration Sun Storage Dual 16 Gb Fibre Channel PCIe Universal HBA, Qlogic Sun Storage 16 Gb FC short wave optics, Qlogic Oracle Storage Drive Enclosure DE2-24P with twenty-four 900 GB 10000 rpm 2.5-inch SAS HDDs

For HRMS solution, 16x1.2TB, 10K RPM SAS drives will be made available.

Drive Type - SAS RPM - 10000 Capacity - 900 GB (Now 1.2 TB drives available)

AIC has procured an Oracle Private Cloud Appliance, McAfee Email Gateway, McAfee Web Gateways, McAfee Antivirus Desktop software & McAfee Antivirus Server Software’s. The details of security products implemented by AIC are as below:

S.no Product Quantity 1 McAfee Firewall 1065-C1 Appliance DC – 2

DR – 2 2 McAfee Web Gateway WG4500-C Appliance HW DC – 1

DR – 1 500 licenses

3 McAfee Email Gateway EG4500-C Appliance HW DC – 1 DR – 1

500 licenses 4 McAfee Server Security Suite Essentials

75licenses

5 Intrusion Prevention - HP Tipping Point S660N

DC- 2 DR- 2

The Bidder is required to provide sizing details of network & security ports required for




the solution. Current HRMS Solution Deployment details –

Server Type Server Name Server Version

App Server Weblogic 11gR1

Database Server Oracle 11g Enterprise Edition Release 11.2.0.2.0

OVCA Deployment at DC

NO

DE

-1

Server-3

Server-7

Server-22

Server-33

Server-5

Server-14

Server-25

VM Load

Cores 5 5 5 3 5 5 4 2 Mem 40 40 40 24 40 40 32 8 OS Win200

8 Solari

s10 Win200

8 Solaris 10

Win2008

Solaris 10

Solaris 10

TIER APP APP APP DB DB DB DB

App/Infra

Internet/

Intranet Portal/

KMS

HRMS &

Payroll

Credence Treasury

Common DB

Internet/ Intranet Portal/KMS

HRMS & Payroll

Credence Treasury

App Server

IIS Weblogic

Jboss (commu

nity)

Oracle DB EE

MS SQL Server

Oracle

DB EE

Oracle DB EE

Software 1

SharePoint

Server 2013

TCS Energ

ise

Credence Ideal funda

4.3, Ideal funds web

module

Software 2

Citrix Xenapp




NO

DE

-1

Server-3

Server-7

Server-22

Server-33

Server-5

Server-14

Server-25

VM Load

Cores 5 5 5 3 5 5 4 2 Mem 40 40 40 24 40 40 32 8 OS Win200

8 Solari

s10 Win200

8 Solaris 10

Win2008

Solaris 10

Solaris 10


Software 3

SharePoint Ent CAL ,

Sharepoint Std CAL AND

Windows

server CAL

Windows

remote desktop server CAL

(including HA & DR)

NO

DE

-4

Server-6 Server-13

Server-46 Server-32

Server-24

VM Load

Cores 5 5 5 3 4 2 Mem 40 40 40 24 32 8 OS Win2008 Solaris

10 Win2008 Solaris

10 Solaris

10

TIER DB DB Infra DB DB

App/Infra


HRMS & Payroll

NTP/syslog server

Common DB

Credence Treasury

DB MS SQL Server

Oracle DB EE

Oracle DB EE

Oracle DB EE

Software 1

Software 2

Software 3




NO

DE

-5

Application HA Cluster Node

OVCA Deployment at DR

NO

DE

-1

Server-

3 Server

-7 Server-22 Server

-33 Server-5 Server-14

Server-25

VM

Load

Cores 5 5 5 3 5 5 4 2 Mem 40 40 40 24 40 40 32 8

OS Win2008

Solaris10

Win2008 Solaris 10

Win2008 Solaris 10

Solaris 10


App/Infra

Internet/

Intranet

Portal/KMS

HRMS &

Payroll

Credence Treasury

Common DB


HRMS & Payroll

Credence Treasury

App Server

IIS Weblogic

Jboss (commun

ity)

Oracle DB EE

MS SQL Server

Oracle DB EE

Oracle DB EE

Software 1

SharePoint

Server 2013

TCS Energi

se

Credence Ideal

funda 4.3, Ideal funds web

module

Software 2

Citrix Xenapp




NO

DE

-1

Server-

3 Server

-7 Server-22 Server

-33 Server-5 Server-14

Server-25

VM

Load

Cores 5 5 5 3 5 5 4 2 Mem 40 40 40 24 40 40 32 8

OS Win2008

Solaris10

Win2008 Solaris 10

Win2008 Solaris 10

Solaris 10


Software 3

SharePoint Ent

CAL , Sharep

oint Std

CAL AND

Windows

server CAL

Windows remote desktop server CAL

(including HA &

DR)

NO

DE

-4

Server-6 Server-13

Server-46 Server-32

Server-24

VM Load


10 Win2008 Solaris

10 Solaris

10


App/Infra


HRMS & Payroll

NTP/syslog server

Common DB

Credence Treasury

DB MS SQL Server

Oracle DB EE

Oracle DB EE

Oracle DB EE

Software 1

Software 2




NO

DE

-4

Server-6 Server-13

Server-46 Server-32

Server-24

VM Load


10 Win2008 Solaris

10 Solaris

10


Software 3

NO

DE

-5

Application HA Cluster Node