revised pre-bid clarifications dt 31.05.2017 service ... · tsts/cs/1939/ghmc-ebiz/2017 dt...
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Revised Pre-bid Clarifications Dt – 31.05.2017
Service Provider to Support & Maintain Oracle e-Business Suite & Accounts Management to GHMC
TSTS/CS/1939/GHMC-eBIZ/2017 DT 07.04.2017 Pre-bid meeting Dt. 12.04.2017
Important Note: It is being informed to the bidders that the pre-bid clarifications hosted on 30.05.2017 had few errors and the same are modified & revised pre-bid clarifications are hosted on 31.05.2017. The bidders are requested to note the change & consider this revised pre-bid clarifications document only for preparing bids.
S.No Section/Clause No, Pg No
Content As per RFP Bidder Request/Clarification Requested Clarification /Amendment Issued by GHMC
Bid Submission Due Date Revised Bid Submission Due Date is: 09.06.2017 @ 03:00 PM eProcurement portal.
M/s BLOOM SOLUTIONS PVT. LIMITED
1. Pg14 Rs. 25,000/- towards Payment of document price and Rs. 10.00 lakhs towards EMD
As per orders Ref.F .No.22(1)/2003/EP&M Dt.29.7.2003 of the Jt. Development Commissioner (SSI), Ministry of Micro, Small & Medium Enterprises, Government of India, New Delhi Central Government of India extended various facilities to the SSI Units registered with NSIC under its single Point registration scheme as detailed below.
i) Issue of tender sets free of cost. ii) Exemption from payment of Earnest Money, iii) Waiver of Security Deposit up to the monetary limit for which at the unit is registered and
Pl. Clarify whether any organisation recognised as SSI unit and enrolled with NSIC under single point registration is exempted from the payment of Rs. 25,000/- towards bid document price and Rs. 10.00 lakhs towards
No Change. As per RFP.
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EMD. Copies of NSIC certificate along with Central Government instructions are enclosed herewith for ready reference.
2. Pg 14 As per Pre-Qualification criteria: The participating bidder should be certified partner of Oracle Systems in India for ERP Solution for a period of minimum 5 years on bid calling date
As per Form PQ#7 the bidder should be a platinum certified partner India with Oracle India systems for ERP Solutions:
In line with prequalification criteria form PQ#7 may be changed as certified partner of Oracle Systems in India for ERP Solution on bid calling date.
Read As: Form PQ#7: The participating Bidder should be certified partner of Oracle Systems in India for ERP Solution on bid calling date. Valid documentary evidence to be submitted.
3. Pg 14
As per point no. 4.3 (7) circles were mentioned as 18 against 30 circles.
The resources requirement is shown as 26, due to increase in circles the man power may be increased to 38 (30 circles + 5 zones + 3 H.O.).
The total no. of resources required are 38 nos. (i.e. 30 members in GHMC Circles + 5 members in GHMC 5 zones + 3 members at Head Office)
M/s OSI Consulting
4.
Pg 14
Scope: Technical Support and
Maintenance Services: Obtaining
Annual Technical Support for 60 users
of Oracle e-Business Suite (Financial
Modules (20), Financial Intelligence (20)
& Purchase Order (20)) from 28th Mar
2014 onwards.
Understand from Pre-Bid meeting held on 12-
APR-2017 that ATS renewal will be taken care
by GHMC itself. Hence, this clause can be
modified accordingly.
The Annual Technical Support (ATS) for 60
users of Oracle e-Business Suite & Oracle
Hyperion Planning and Budgeting will be
procured by GHMC and is not in the scope
of the bidder.
However, the technical support &
maintenance has to be undertaken by
identified Service Provider.
5. Pg 14
Scope: Technical Support and
Maintenance Services: Obtaining
Annual Technical Support for 50 users
of Oracle Hyperion Planning and
Budgeting from 30th Jan 2014 onwards.
Understand from Pre-Bid meeting held on 12-
APR-2017 that ATS renewal will be taken care
by GHMC itself. Hence, this clause can be
modified accordingly.
6. Pg 70 Detailed Commercial Form: Oracle e-
Business Suite and Accounts Annual
Technical Support (ATS) Cost for 3 years
This row can be deleted as GHMC will take
care of ATS renewal.
Revised Commercial Form is attached to this document.
7. Pg 70 Detailed Commercial Form: Oracle
Hyperion Planning & Budgeting Solution
11.1.1.1 Annual Technical Support (ATS)
This row can be deleted as GHMC will take
care of ATS renewal.
Revised Commercial Form is attached to this document.
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Cost for 3 years.
8. Pg 71 Commercial Form - Oracle eBusiness
Suite(ATS)
This Form can be deleted as GHMC will take
care of ATS renewal.
Revised Commercial Form is attached to this document.
9. Pg 72 Commercial Form - Oracle Hyperion
Planning & Budgeting Solution (ATS)
This Form can be deleted as GHMC will take
care of ATS renewal.
Revised Commercial Form is attached to this document.
10. Pg 70 Detailed Commercial Form One row can be added for Upgrade Price. Revised Commercial Form is attached to this document. The upgrades/patches for the Oracle e Business Suite and Oracle Hyperion Planning & Budgeting Solution shall be provided by the M/s Oracle India P Ltd. However, the manpower deployed for the project as part of support & maintenance shall ensure in installation of upgrades/patches in coordination with M/s Oracle India P Ltd. Hence separate cost component for upgrade process is not required.
11. Pg 28 Project Time lines & Payment Terms:
Payments: Charges will be paid on
quarterly basis at the end of each
quarter (after due deduction of
penalties if any) for the preceding
quarter on receipt of bills from the
vendor and the rates quoted shall
remain valid till three years from the
date of contract
Separate payment terms can be mentioned
for Upgrade
Project Time lines & Payment Terms: Payments: Charges will be paid on Monthly basis at the end of each Month (after due deduction of penalties if any) for the preceding Month on receipt of bills from the vendor and the rates quoted shall remain valid till three years from the date of contract.
12. Pg 47 General Conditions of Contract (GCC):
Payment: TSTS/User Department will
make payment for the entire services
rendered, calculated on quarterly basis.
The amount will be payable on
Separate payment terms can be mentioned
for Upgrade
General Conditions of Contract (GCC): Payment: TSTS/User Department will make payment for the entire services rendered, calculated on Monthly basis. The amount will be payable on completion of each Month taking into
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completion of each quarter taking into
account deliverables and milestones
and related services.
account deliverables and milestones and related services.
13. Pg20 Scope: Manpower to be Deployed:
Point 6 (Two Points)
There are two points with same Sl. No. 6. The
same can be corrected accordingly.
Read As:
# Category Total Staff to be deployed
6 System Administrator
01 nos
6A Accounts Manager – at HO and Zones ( Zone – 5 and HO – 3)
08 nos
14. Pg 13 Scope: Overview of Implemented
Modules: GHMC implemented General
Ledger (GL), Accounts Receivables (AR),
Oracle Purchases (PO), Accounts
Payable (AP), Cash Management (CM)
and Approval Management modules of
Oracle e-Business Suite Version
11.5.2.10 to support financial
transaction process.
Scope: Overview of Implemented Modules:
GHMC implemented General Ledger (GL),
Accounts Receivables (AR), Oracle Purchases
(PO), Accounts Payable (AP), Cash
Management (CM) and Approval
Management modules of Oracle e-Business
Suite Version 11.5.2.10 to support financial
transaction process.
Read As: Scope: Overview of Implemented Modules: GHMC implemented General Ledger (GL), Accounts Receivables (AR), Oracle Purchases (PO), Accounts Payable (AP), Cash Management (CM) and Approval Management modules of Oracle e-Business Suite Version 11.5.10.2 to support financial transaction process.
15. Pg 27 & 28 6. Technical Evaluation Criteria; 6.
Award of Contract
"Technical Evaluation Criteria" and "Award of
Contract" have the same section number "6".
It can be changed accordingly.
Section 6. Award Criteria to be read as Section 6A-Award Criteria.
16. Pg 14 Technical Support and Maintenance
Services: > Custom built applications –
work module, financial intelligence and
interface with Property Tax and other
Revenue modules. > Maintenance of
Works Module. > Maintenance of
General Provident Fund Module. >
Integration with Existing and Future
Software Development initiatives of
GHMC
What is the technology used to develop the
custom applications? What is Integration
methodology/architecture used for
integrating custom applications with Property
Tax and other Revenue modules?
Custom built application on Java Platform except GPF Application. All the applications data base is Oracle. GPF application developed using d2k forms. Wherever applicable standard interfaces deployed using PL/SQL and APIs.
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17. Pg 14 General Questions:
What is the current size of hardware that is
being used? Please share the architecture
diagram?
The server and other hardware details provided by System Integrator and hardware maintenance is not in the scope of the present RFP.
18. General Questions:
What is the source system that is being used
for actuals? How many source system are
being used?
As far as accounting data is concerned Oracle e-Business Suite Financial Modules are the source module for capturing actuals.
19. General Questions:
Does your actual data include calculation
results?
Actual Taxes and deductions transactions may be resulted in calculations based on the item value.
20. General Questions:
How many cubes are used in existing
applications? Please list the same.
One cube used in existing Hyperion Planning and Budgeting Application (Oracle EPM).
21. General Questions:
How many custom dimensions are being used
currently?
Three Custom dimensions are being used currently and it may be increased or decreased depending on suggestions with rational by the vendor with the documentation and prior approval of GHMC.
22. General Questions:
Is there any link between technical and
commercial budget application? If yes, what
are they?
There is no such technical and commercial budget application in GHMC.
23. General Questions:
Does any data flow from technical to
commercial or vice versa? If yes, what are
they?
Actual data flow from General Ledger to Hyperion Planning and Budgeting Application and Approved Budget Data flow back to General Ledger as Budget Journal.
24. General Questions:
While upgrading, do you want to move the
data from existing applications too? If yes,
how many years of data to be moved?
Oracle EBS 11i has been in use since 2006-07 onwards. It is preferred to move the data from inception of GHMC i.e., 16th Apr 2007 onwards. The vendor can suggest moving the data at transaction level or monthly summaries. Oracle R12.2.6 application shall be made available with historical data from 1st Apr 2018 onwards for live data capture from
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the beginning of new financial year.
25. General Questions:
What is the current H/W specifications for the
EBS applications.
The server side hardware provided by System Integrator and hardware maintenance is not in the scope of the present RFP. The operating systems are AIX or Linux.
26. General Questions:
What is the current H/W specifications for the
Hyperion applications.
The server side hardware provided by System Integrator and hardware maintenance is not in the scope of the present RFP. The operating systems are AIX or Linux.
27. General Questions:
How many instances are available for EBS and
Hyperion (like Development, Test, PROD).
At present only Production instance maintained. The vendor is expected to maintain Development and Test Instances. Requisite Hardware (Servers) shall be made available by GHMC.
28. General Questions:
What is the shift timings or support hours /
support days for the application support and
accounts manager / data entry team.
The manpower deployed shall work as per the GHMC Office timings. However, the deployed manpower may be required to work for additional hours as per the GHMC requirement as and when required.
29. General Questions:
Please provide the addresses of the HO, Zone
and Circle offices of GHMC.
Will be shared to the Identified Bidder.
30. General Questions:
Will GHMC provide all infrastructure for the
seating, desktop, laptop, telephone and
internet connection for the vendor personnel
deployed at GHMC.
GHMC shall provide necessary seating arrangement to the manpower being deployed for the project. However, regarding other infrastructure requirements can be decided during project implementation.
31. General Questions:
What are the ERP activities performed by
Zonal, Circle and Head Office?
Standard Oracle EBS and EPM system maintenance, Accounting and Training activities as detailed in the scope of work in this RFP.
32. General Questions: Is required process Flow and Documentation
available for Custom Modules: General
The base document and user manuals are available, however the changes may not be updated due to numerous reasons.
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Provident Fund Module, Work module,
financial intelligence and interface with
Property Tax and other Revenue modules?
Please provide count of all Custom Modules,
if possible a list of the same.
The vendor is expected to upgrade the Oracle EBS & EPM applications and expected to deliver appropriate documentation as part of this maintenance project.
33. General Questions:
Number of interface from source system to
ERP. does changes required to those due to
current business challenges. If yes for how
many interfaces?
Based on the technology advancement and improvements in APIs and Interfaces in R12.2.6 appropriate suggestions may be made as part of this assignment (Process Improvement component). And the same need to be implemented with documentation and prior approval of GHMC as part of Upgrade component.
34. General Questions:
How soon will the Upgradation from 11i to
R12 will take place?
It should be scheduled by the Vendor and the schedule should ensure completion of UAT in Dec-17 and Training in Jan-18 (on R12 Training Instance) and Parallel Run in Feb-18 (on R12 Development Instance) and Production Instance should be available by Mar-18 for capturing Live Transactions from the beginning of FY 2018-19.
35. General Questions:
Details on Financial Reporting structure
followed at GHMC.
Will be shared to the Identified Service Provider.
36. General Questions: At present is the Period Closing (GL, AP, AR
and PO) done monthly?
Yes, Monthly.
37. General Questions:
Is Oracle Support available to raise application
related issues?
Oracle Support not available due non-
renewal of ATS. GHMC shall ensure
obtaining ATS and making available Oracle
Support.
38. General Questions: Is separate team within ERP is maintained to
monitoring Interfaces from Custom modules?
Vendor can plan usage of Technical
Resources to fulfill the Technical
maintenance scope.
39. General Questions: Is Oracle Budget Encumbrance being used by Yes.
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GHMC?
40. General Questions: Is GHMC planning to use Oracle Fixed Assets
for maintaining Asset details? If yes, is the
details available.
Not covered in the scope.
M/s Techwave Infotech private Limited
41. Pg 4 1.2.1. Time schedule of various Tender
related events
Request for Bid submission extension to 15th
May 2017 or 15 days after clarifications to
questions are provided
Revised Bid Submission Due Date is: 09.06.2017 @ 03:00 PM eProcurement portal.
42. Pg 5 1.2.2. Other Important Information
related to Bid
There is a mention of Transaction Fee for
Participating Bidders and Corpus Fund for
Winning Bidder in this clause.
Request waiver of the Corpus Fund for this
Tender. Also, please clarify if the Corpus Fund
is refundable / non-refundable.
As per Government guidelines on eProcurement system, each Successful Bidder has to pay an amount of 0.04% on finalised Commercial value through demand draft and the same is non-refundable.
43. Pg 7 2. Pre Qualification Criteria
Request to amend this clause to include
Global experience, large engagements
experience, experience in doing projects for
large customers, should have in-depth
business process experience irrespective of
technology and also include ongoing projects
as well.
Read As: Past Experience: The Bidder should have
successfully implemented/maintained similar project/s of support & maintenance of Oracle E-Business Suite in ULBs/Government Departments or in any reputed Private Organizations in the last (3) years in India or across the Globe. The Bidder should have successful in maintenance of Accounting Services to ULBs or Government Department or in any reputed Private Organizations during the last (3) years in India.
44. Pg 8 2. Pre Qualification Criteria The Bidder shall have sufficient technical
expertise, relevant experience and requisite
infrastructure to develop / install Voice, Data
Deleted.
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Solution. Please clarify on this clause on what
are the expectations.
45. Pg 8 2. Pre Qualification Criteria
It is our understanding, gathered during the
pre bid meeting that we are allowed to give
you the best possible solution and that if
there are any deviations in the tender clauses
vendors can propose a suitable solution in the
response. Please confirm.
The bidder should consider the Prebid clarifications along with the published RFP to understand the broad requirement of the GHMC and should submit the bid accordingly.
46. Pg 9 3.1. Current Application - an Overview
Please confirm if the scope of the application
maintenance and support covers all the below
mentioned applications or only integrations
to Oracle is in scope of this RFP:
1. Property Tax Collection application
2. eOffice system by NIC
3. Integrated Solutions for Municipal
Administration and Revenue Tracking (I
SMART) system for Property Tax
administration and other revenue modules.
4. ERP reporting Dashboard application used
for MIS financial reporting
5. Web applications developed and used as
mentioned in the following URL:
http://dashboard.ghmc.gov.in/
6. Work Proposal and Performance system
7. Custom built Financial Information System
to access all vital information of GHMC.
8. Custom built GPF solution implemented for
over 7000 GPF Subscribers.
If applications support is in scope we need
details on applications like what technology
they are built, details, size of application and
related details to scope out effort to support
The prospective bidder may visit GHMC office to gather the required information to assess the technical resources requirements.
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these applications
If only integrations is in scope please say so
and ignore other details
47. Pg 13 4.2.1 Technical Support and
Maintenance Services
Please confirm that the ATS is out of scope
and handled by GHMC directly
The Annual Technical Support (ATS) for 60 users of Oracle e-Business Suite & Oracle Hyperion Planning and Budgeting will be obtained by GHMC from the OEM-Oracle and is not in the scope of the bidder.
48. Pg 13 4.2.1 Technical Support and
Maintenance Services
1. Integration with Existing and Future
Software Development initiatives of
GHMC
2. Migration of Oracle e-Business
Financial Modules to Version R12
3. Migration of Oracle Hyperion
planning & budgeting to 11.1.2
Based on our experience, the mentioned
scope points are considered ''minor / major
projects'' and as a best practice not handled
in the scope of application maintenance and
support engagements.
They will require a separate effort, timeline,
resourcing requirements and cost.
Hence, request GHMC to exclude these scope
points and consider them as separate
projects.
Minor requirements/additions shall be considered within the scope of work. However, major changes shall be consider as change and separate estimate can be submitted with the tender resource cost for the prior approval of GHMC. Approved changes shall be paid on successful completion of approved deliverables for the Change Request
49. Pg 20 4.6 Other Activities to be undertaken
by Identified Service Provider:
All the mentioned points from the description
it looks like they will be categorized as
''Change Requests'' to existing
implementation, please clarify
From pre-bid meeting it was made clear that
BPR exercise is out of scope and only
suggestions on what business processes to be
changed has to be suggested by selected
vendor while they are Supporting the
applications
The identified bidder shall provide necessary suggestions on the Business Process Re-engineering (BPR) to be undertaken during the project implementation. However, the decision on undertaking the suggested BPR lies with GHMC and it is not part of scope of present tender.
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50. Pg 20 4.6 Other Activities to be undertaken
by Identified Service Provider:
What is the level and quality of the existing
documentation for all the mentioned
documentation requirements? Please
elaborate.
Does GHMC have an existing Knowledge
Management Tool where all the project
artifacts and documentation is managed?
Please elaborate.
This will be a huge reengineering exercise to
build this documentation at GHMC and
request this to be considered as a ''Change
Request'' / documentation project and
applicable T&M rates will be provided.
Please clarify.
Base documentation is available but changes may not be updated. The requirement of documentation of the legacy system may not be required. However, the identified bidder should document all the events related to the updations/upgradations / enhancements/ change requirements undertaken along with version controls during the project period at no additional cost. For Change Request beyond the scope of work, the payment shall be made on man-month basis as per the effort estimates finalized by GHMC.
51. Pg 22 4.7 Support required from identified Service Provider:
The Level 2 support will constitute the following broad areas of work:
Any new development/customization of input or output screens, Major enhancements in existing reports, development of any customizations.
The mentioned requirement will be
categorized as ''Change Requests'' and
prioritized by GHMC.
Please clarify if the bidders can provide the
applicable T&M rates for the Change
Requests.
For Change Request beyond the scope of work, the payment shall be made on man-month basis as per the effort estimates finalized by GHMC.
52. Pg 28 8 Project Time lines & Payment Terms
We request GHMC to amend the lead time to
deploy manpower for this engagement from
the mentioned 2 Weeks to 6-8 Weeks
considering the required skills to execute this
Read As:
Project Timelines: The identified agency
shall deploy the required manpower and take over the operations from the existing agency within 4 weeks from date of issue
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project successfully. of work order and undertake the works as per Scope of Work for a period of ‘3 years.
53. Pg 29 & 30 10 Penalty/Service Level Agreements
We expect the responsible GHMC personnel
from HO, 5 Zones, (South, East, North, West
and Central), 17 Circles and 150 Wards at
GHMC to provide their response on time for
issue resolution, deliverables as per RFP
Change Requests and Projects. Hence, we
request proposed penalties as mentioned in
the RFP needs to be looked into and request
for a discussion during contract negotiations
post award as they are one sided now in the
RFP
Please clarify if the bidder can provide
necessary amendments to the penalty clauses
for consideration in our final response.
No change in RFP Clause.
54. Pg 39 11.35 Bid Prices
It is clearly mentioned that the price quote
includes all applicable taxes. We need
clarification from GHMC on how changes and
price differences due to GST implementation
in India would be treated for this contract.
Please refer point 2 in Page no-70 – Commercial Form –C#II wherein it is mentioned as Any increase or decrease in the rates shall be applicable and Levy of new taxes on account of changes in law/reduction of taxes shall be to the account of User Department.
55. Pg 70,71 &
72
Form – C#II to C#V- Commercial Forms
to be changed
Request to amend the items to have below
line items in all C#II to C#V forms
1.Oracle Migration/Upgrade
2.Hyperion Migration/Upgrade
3.Enhancements
4. Oracle eBusiness, Accounts and Hyperion
Support
Revised Commercial Form enclosed with this document.
56. Pg
68 to 72
Appendix III - Commercial Proposal
Submission Form
1. There is no provision in any of the
Commercial Proposal submission Forms to
provide T&M Rates for Change Requests and
Projects (Major / Minor) for this engagement.
Revised Commercial Form enclosed with this document.
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Please provide an additional form to propose
T&M rates for this engagement covering all
the skills and technologies in scope of this
engagement.
2. It is clearly mentioned that the price quote
includes all applicable taxes. We need
clarification from GHMC on how changes and
price differences due to GST implementation
in India would be treated for this contract.
Please refer point 2 in Page no-70 – Commercial Form –C#II wherein it is mentioned as Any increase or decrease in the rates shall be applicable and Levy of new taxes on account of changes in law/reduction of taxes shall be to the account of User Department.
57. General Query Please provide a sample copy of the Contract
Agreement for our Legal / Contracting team
review.
Will be provided to the identified Service Provider. The Contract Agreement shall be prepared within the scope of work mentioned in the RFP & pre-bid clarifications.
58. General Query
Please clarify whether GHMC have a
preferred tool for the following activities for
this engagement:
1.Helpdesk Management
2.IssueManagement
3.SLAMonitoring
4.Testing
5.ProjectManagement
6.Reporting
If Yes, if GHMC has already procured relevant
licensing, hardware, installed and deployed
these tools.
If No, who will be responsible for the
following:
1. Tool selection and recommendation
2. Procurement of applicable Licensing and
Current tools are not available with GHMC. However, during the project implementation, the identified bidder can propose suitable tools. The decision on procurement of tools lies with GHMC.
--14--
Hardware for the selected / preferred tools.
3. Installation and deployment of these tools.
4. Training GHMC personnel on usage of
applicable tools
5. Payment Terms for all Licensing, Hardware,
Commissioning, ATS / AMC and
implementation services with applicable taxes
(including GST) for the selected tools will be
100% in advance.
59. General Query
With the upcoming GST implementation in
India, its will be a mandatory requirement to
implement the GST requirements at GHMC in
the Oracle ERP and all the integrating
applications as applicable effective 1st July,
2017.
We propose that this GST implementation
project should be considered ''Out of Scope''
for this Tender and taken upon as a separate
project which will require additional efforts,
timeline, manpower and cost.
Please clarify.
Please refer the revised Commercial bid form.
60. General Query
Please clarify if bidders propose any
alterations / exceptions to the requirements
in the RFP requirements - Technical and
Contractual.
All the alterations/exceptions are to be indicated before the publishing of pre-bid clarifications and any alterations/ exceptions proposed after publishing of clarifications shall not be considered.
61. General Query
There is no mention of the expected SLAs for
Bug Fixing and Issue Resolution for Oracle EBS
applications.
Please clarify if the bidder needs to propose
the SLAs for the same in their RFP response.
As per RFP, it is the responsibility of the identified Service Provider to ensure the system is having 99.75% uptime.
The bug fixing incident classification can be mutually agreed by the department and the service provider at the time of award of contract.
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62. General Query
Please provide the IT Landscape and
Architecture for all the applications in scope
of this engagement and how do they
integrate / interface with each other.
The scope under this RFP is elaborate and the bidder may visit GHMC for any additional information and/or understanding before submission of bids
63. General Query
Please provide the historical data on the issue
/ ticket history for the past 3 years covering
the following:
1. Application wise issues / tickets - Monthly
and Yearly
2. Oracle EBS module wise issues / tickets -
Monthly and Yearly
3. MTBF (Mean Time Between Failures) and
MTTR (Mean Time To Repair)
4. No. of Change Requests - Monthly and
Yearly
5. No. of minor and major projects - Monthly
ad Yearly
6. SLAs with existing support agency / Vendor
/ Service Provider
7. Details of the SLA reporting being done by
existing support agency / Vendor / Service
Provider
Ticket tracking system for maintenance of existing application is not in place. However, the vendor is expected to maintain issue monitoring system and reporting in the proposed engagements.
64. General Query
Please clarify on the following points:
1. Are OLAs (Operational Level Agreements)
in scope of this engagement?
2. Will there be Multi Vendor Governance in
scope for the Bidder in this engagement? If
Yes, please provide the details for the other
Vendors and GHMC expectations from these
Vendors.
The Contract Agreement shall be prepared within the scope of work mentioned in the RFP & pre-bid clarifications. There will not be Multi Vendor Governance in scope for the Bidder in this engagement.
--16--
65. Form PQ#7 Request to amend this clause to Certified
Partner India with Oracle India Systems for
ERP solutions.
Please refer point no-2 of this document.
66. General Query
Provide with - User base information, number
of users in each location, by module and if
there are any other language being used
(Other than English) for user interface?
Will be provided to identified Service Provider.
67. General Query
Is Maintenance and Support process currently
in house or outsourced? What is the current
team providing support?
Outsourced. As per the Manpower requirement specified for Technical Resources in the current RFP.
68. Section # 4, Scope - Technical Support
and Services
Please provide current procedure for applying
patches to current Production Instance.
Standard process as prescribed for the Patches.
69. Section # 4, Scope - Technical Support
and Services
How many instances of Oracle e-Business
Suite are currently available - PROD,
Development, Test and UAT?
Note: We saw 2 instances specifically
mentioned (i.e.) PROD and DEV. Please
confirm.
Is Disaster Recovery instance solution
deployed if so provide details of that instance
as well
Production instance only. Disaster Recovery available.
70. 4.1 Section, 4.2.1, 4.2.2 Functional
Questions
Provide with details on overall enterprise
structure in Oracle 11.5.10.2? We understand
that Zonal's are considered as Operating
Unit's, but what are Circle offices and Head
Office? And how are they designed in the
overall structure. ( Business Groups, Legal
Entities, Operating units)
Circles are segment of AKFF as Location
71. Functional How many Sets of Books are there in system
currently? What are they used for?
One Set of Books for GHMC.
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72. Functional
Do you want to implement or any plans for
additional e-Business Suite features and
products? If so, which features or products
are these?
Same application with upgradation to R12.2.6 and maintenance is expected from the Vendor.
73. Functional
Are there any training needs during the
support period? Please provide with type of
training, no of days training ?
Change management and refreshment training schedule need to be provided by the Vendor and part of maintenance service delivery.
74. Technical
Could you please provide with list of CEMLI
Components at GHMC? ( Total Forms,
Reports, Interfaces etc.,)
Will be provided to identified Service Provider.
75. Documentation
Provide with details on the documentation
availability, module-wise:
Requirement Document ( RD20)
Future Process Document ( BP80)
Set Up Document (BR100)
Functional Design (MD50)
Technical Design (MD70)
Test Scripts ( TE20/TE30/TE40)
The vendor is expected to develop documentation following Oracle Unified Method (OUM) 6.4 while upgrading to R12.2.6.
76. Documentation Are the documents mentioned above are
regularly updated with latest changes?
Base documents are not updated regularly.
77. Documentation
Do we have the documentations for ALL the
Custom Bolt-ON's (Work Order Management,
Property Tax Collection, e-Office System, ERP
Reporting Dashboard)?
Base documentation are available for custom built applications.
78. Technical ( Integrations or Interfaces
Flow)
Could you please provide with details of
"Legacy Systems" along with inbound vs
outbound flow ? Note: System names were
provided in RFP but data transformations,
sources and flow / frequencies etc., are
required. ( iSmart System, Work Proposal and
Performance System, GPF Solution, Financial
Information System)
Will be provided to identified Service Provider.
--18--
79. Technical ( Integrations or Interfaces
Flow)
Provide with details on Change Request /
Approval process which is to be followed on
Support Period?
Will be provided to the identified Service Provider depending on change requirements if any identified by the vendor/GHMC and approved by GHMC during the course of maintenance
80. Hyperion Functional / Technical
Provide with number of people responsible
for Management Reports and Budgets and
their hierarchy?
As per the Technical Resource Requirement Specified in this RFP.
81. Hyperion Functional / Technical
Provide with high level information of when
does the budgeting process starts and how
long it takes?
The budget schedule outlined in GHMC Act and normally the preparatory work commence in Aug Month and Concludes with State Government Approval in Mar month for next financial year.
82. Hyperion Functional / Technical
To what extent costs/revenues are allocated ?
Which items are considered? How is it
currently done?
The vendor resources are expected to have understanding of ULB budget preparation process.
83. Hyperion Functional / Technical
How often you review the budget? After
review, what is the process of revision of
Original Budget?
As per clauses and Rules of Budget Preparation and implementation prescribed in GHMC Act.
84. Hyperion Functional / Technical How is capital expense budgeting handled in
GHMC?
The vendor resources are expected to have understanding of ULB budget preparation process.
85. Hyperion Functional / Technical
What financial statements and reports are
being generated out of Hyperion application?
Can you provide with list?
Will be provided to identified Service Provider.
86. Pg 20 Section # 4.6
What does consolidation of ALL applications
mean ? Can you please elaborate what exactly
GHMC intends when you say this?
Integration with all existing application with reliability in respect of financial data.
87. Current Support Details
Please confirm that there are NO New
customizations to be considered for the
scope? If there are any Plans, please let us
know.
The scope is confined as prescribed in the RFP along with pre-bid clarifications.
--19--
88. Current Support Details
Provide with details of current Open tickets in
queue with the current teams with module
wise breakups including the ticket complexity
( High, Medium and Low)
Ticketing system is not being maintained at present, the prospective Vendor is expected to maintain the ticketing system as part of maintenance, However, open issues will be provided to prospective Vendor.
89. Localizations
Any Localizations installed? If yes, details of
the localization or any futuristic plans of
implementing additional localizations or
globalizations?
Localization not installed, however while upgrading to R12.2.6 enabling India localization expecting including GST patch application.
90. Pg 14 Migration/Upgrade to R12
questionnaire
What are the business and IT drivers behind
Upgrade initiative?
Leverage the technology upgradation and move out of out dated applications.
91. Pg 14 Migration/Upgrade to R12
questionnaire
Are there any hardware, software, or business
constraints that will affect the timing of the
upgrade?
Hardware and ATS procurement delay might cause delay in upgrade.
92. Pg 14 Migration/Upgrade to R12
questionnaire
Are there any other projects underway, or
planned, that will have an impact/scheduling
conflict with this upgrade initiative?
The upgrade activity is parallel activity and confined to scope mentioned in this RFP along with Pre-bid clarifications.
93. Pg 14 Migration/Upgrade to R12
questionnaire
Are you planning to keep all the
Customizations as it is for Upgrade that were
in 11.5.10? Or planning to Add/Change the
Functionality?
As per the suggestions of Vendor with the approval of GHMC.
94. Pg 14 Migration/Upgrade to R12
questionnaire
Are there any third party applications that will
need to be integrated with the new Oracle
EBS Upgrade initiative?
All stable applications need to be integrated with finance module to eliminate duplication of efforts in respect of finance data.
95. Pg 14 Migration/Upgrade to R12
questionnaire
Are design documents and test scripts
available for the original implementation
and/or most recent upgrade?
The vendor expected to provide documentation in the process of upgrade.
96. Pg 14 Migration/Upgrade to R12
questionnaire
Should your custom RICE elements be
analyzed to determine the project scope and
effort estimates prior to the start of the
project?
The prospective bidder can visit GHMC for further analysis before submitting bids.
--20--
97. Pg 14 Migration/Upgrade to R12
questionnaire
How many servers do you envision supporting
the future prod instance?
Will be provided to the identified Service Provider.
98. Pg 14 Migration/Upgrade to R12
questionnaire
Please provide details of custom topics:
How many custom tops in your current prod
instance .Are the custom tops registered with
Oracle Applications as per Oracle's
customization guidelines
One Custom top and registered with Oracle Applications as per the Oracle’s customization guidelines.
99. Pg 14 Migration/Upgrade to R12
questionnaire
How many concurrent users does your system
support? Will be there increase in the number
of current users in Upgrade System?
Will be provided to the identified Service Provider.
100. Pg 14 Enhancements Please provide the list of enhancements that
you already identified to be done
Will be provided to the identified Service Provider.
101. Pg 61 Form PQ#4
Is it an expectation that the resources named
in this form are actual resources allocated for
the project?
It may not be possible to identify and block
resources for the engagement.
Will it suffice if we submit the details of our
key resources? Please confirm the purpose of
this proposal requirement
The bidder should submit the details of available manpower as per the criteria mentioned. However, the details of actual resources being deployed for the project can be submitted to GHMC during Contract Agreement.
102. Pg 67 Form TQ#2 Do you require named resources in the
deployment plan or only role and skill levels?
Yes.
103. Pg 67 Form TQ#2
If this tabular listing requires names of
resources then there is no need for the third
column titled "No. of Persons proposed".
Agreed.
M/s Caritor Solutions India Pvt. Ltd
104. Pg 7,
Section-2
Past Experience: The Bidder should have successfully implemented/maintained similar project/s of support & maintenance of
We have executed several EBS support
projects to the Government bodies through
Oracle, where Oracle are the primary source
and our company is the secondary source,
Please refer point no-43 of this document.
--21--
Oracle E-Business Suite in ULBs/Government Departments in the last (3) years in India. The Bidder should have successful in maintenance of Accounting Services to ULBs or Government Department during the last (3) years in India.
proof of this can be considered as a past
experience in government sector
105. In past experience column we request you to
consider the similar kind of experience in
private sector as well.
106. General Consortium of companies may be allowed to
participate.
Consortium bidding is not permitted for this tender.
Sd/-
--22--
Revised Commercial Bid Formats
Form – C#II
Detailed Commercial Form As per Scope of Work mentioned in the RFP
A. Support & Maintenance Cost
B. Cost of Data Migration, Data Validation and
Maintenance:
C. Cost of Software Application Re-engineering, Database
maintenance, Security Audit, Integration with other
Applications & Documentation:
D. Cost of Printing and Stationery:
E. Any other item as felt necessary by the bidder:
(to be specified by the bidder)
GRAND TOTAL (A+B+C+D+E) (Rs.)
Total Cost in words Rs. ______________________________________________________
Cost Towards Change Management During Project Period:
Particular Qty
(nos)
Unit Rate
Rs. Taxes (Rs.)
Total Cost
(incl. of all taxes) Rs.
Man-month cost for undertaking
change management during
project period
01 nos
Note: The above costing shall be considered only when the Service Provider undertakes major change
management which is to be approved by the department and which will follow the Change management
procedure.
The change management cost shall not be considered for Overall Evaluation.
S.No Content Items
Support & Maintenance Cost for 3 years as per clause
4.2.1
Unit Price
(Rs.)
Total Price (in Rs.)
including all taxes
1. Oracle e-Business Suite and Accounts (Form C III)
2 Oracle Hyperion Planning & Budgeting Solution 11.1.1.1
(Form C IV)
3. Deployment of Dedicated resources at GHMC HQ &
Other Divisional offices (Form C V)
Total Cost of Support & Maintenance for 3 years
(Rs.)
--23--
i. All the prices mentioned in our Tender are in accordance with the terms as specified in the RFP documents. All the prices and other terms and conditions of this Bid are valid for a period of <days> calendar days from the date of opening of the Bid.
ii. We hereby confirm that our prices include all taxes. Any increase or decrease in the rates shall be applicable and Levy of new taxes on account of changes in law/reduction of taxes shall be to the account of User Department.
Place: Bidder’s Signature
Date : and seal.
--24--
Form – C#III
Commercial Form - Oracle e Business Suite
Total Cost in words Rs. ______________________________________________________
Place: Bidder’s Signature
Date : and seal.
Form – C#IV
Commercial Form - Oracle Hyperion Planning & Budgeting Solution
Total Cost in words Rs. ______________________________________________________
Place: Bidder’s Signature & Seal
Date :
S.No Content Items Unit Price
(Rs.)
Total Price (in Rs.)
including all taxes
1. Support & Maintenance Cost for 1st year
2 Support & Maintenance Cost for 2nd year
3 Support & Maintenance Cost for 3rd year
GRAND TOTAL
S.No Content Items Unit Price
(Rs.)
Total Price (in Rs.)
including all taxes
1. Support & Maintenance Cost for 1st year
2 Support & Maintenance Cost for 2nd year
3 Support & Maintenance Cost for 3rd year
GRAND TOTAL
--25--
Form – C#V
Commercial Form – Manpower Cost
Total Cost in words Rs. ______________________________________________________
Place: Bidder’s Signature & Seal
Date :
--o0o--
S.No Content Items Qty
nos
Unit Price
(Rs.)
Total Price (in Rs.)
including all taxes
1. Project Manager 1
2 Oracle e-Business Suite Functional
Support 1
3 Oracle e-Business Suite Technical
Support 3
4 Oracle Hyperion Planning &
Budgeting – Functional and Technical
Support 1
5 Date Base Administrator 1
6 System Administrator 1
7 Accounts Manager – at HO and
Zones ( Zone – 5 and HO – 3) 8
8 Data Validation Operator - at HO,
Zones and Circle level (.e. 30 members in GHMC Circles + 5
members in GHMC 5 zones + 3 members at Head Office
38
9 Accounts Manager 2
GRAND TOTAL 56