tamil nadu infrastructure fund management corporation ...tamil nadu infrastructure fund management...

Tamil Nadu Infrastructure Fund Management Corporation

Limited (TNIFMC)

Request for Proposal (RFP)

for

Design, Development and Implementation of Information Management and

Monitoring System for TNIFMC

RFP Ref No: TNIFMC/IT/2020-2021/02

Tamil Nadu Infrastructure Fund Management Corporation Limited

No.19, First Floor, TP Scheme Road, Raja Annamalai Puram, Chennai, Tamil Nadu 600028.

Tel No: +91-44-24648400

Website: www.tnifmc.com

http://www.tnifmc.com/

RFP for Design, Development and Implementation of Information Management and Monitoring System for TNIFMC

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DISCLAIMER

The information contained in this Request for Proposal (RFP) or subsequently provided to Information

Technology (IT) Consulting firms, whether verbally or documentary form by or on behalf of the Tamil

Nadu Infrastructure Fund Management Corporation Limited (TNIFMC) or any of their representatives,

employees or Advisors (collectively referred to as “TNIFMC Representatives”) is provided to the

Bidder(s) on the terms and conditions set out in this RFP Document and any other terms and

conditions subject to which such information is provided.

This RFP document is not an agreement and is not an offer or invitation by the TNIFMC

Representatives to any party other than the entities who are qualified to submit their Proposal/ Bid

(Bidder/s). The purpose of this RFP document is to provide the Consulting firms with information to

assist the preparation of their Proposal/ Bid. This RFP document does not purport to contain all the

information each firm may require. This RFP document may not be appropriate for all persons and it

is not possible for TNIFMC Representatives, their employees or advisors to consider the investment

objectives, financial situation and particular needs of each party who reads or uses this RFP document.

Each firm should conduct its own investigations and analysis and should check the accuracy, reliability

and completeness of the information in the RFP document and where necessary obtain independent

advice from appropriate sources. TNIFMC Representatives, their employees and advisors make no

representation or warranty and shall incur no liability under any law, statute, rules or regulations as

to the accuracy, reliability or completeness of the RFP document.

TNIFMC Representatives may in their absolute discretion, but without being under any obligation to

do so, update, amend or supplement the information in this RFP document.


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Letter of Invitation/ Request for Proposal

Dear Sir/ Madam,

Sub: Design Development and Implementation of Information Management and


Tamil Nadu Infrastructure Fund Management Corporation Limited (TNIFMC) is a Government of Tamil

Nadu promoted company, with Tamil Nadu Infrastructure Development Board (TNIDB) as the main

shareholder. It combines private sector rigor with deep domain skills of the Government in

conceptualising and delivering infrastructure projects on a large scale. Our other shareholders are

National Housing Bank, Indian Bank, Karur Vysya Bank, United India Insurance, City Union Bank and

Canara Bank.

TNIFMC harnesses the transformational power of private capital for public good through SEBI

regulated investment vehicles and aims to provide an attractive risk-adjusted return to investors. It

achieves this by combining government experience with fund management expertise, applied to

project appraisal, investment and monitoring to generate superior returns at exit.

TNIFMC is entering a phase of accelerated growth and wishes to digitize their processes to support

their business. As part of the digitization journey, TNIFMC is looking for Software Solution Providers

who will provide Cloud based systems that support all key business processes including (but not

limited to) Deal Tracking and Management (CRM), Project Management, Workflow automation and

Document Management in addition to ERP modules such as procurement and HR.

In this context, Proposals/ Bids are hereby invited from eligible Software Solution Providers for Design,

Development and Implementation of Information Management and Monitoring System for TNIFMC.

The Bidder is required to be proficient in the Construction and Operations & Maintenance (O&M)

domain/ vertical with number of marquee clients in this space. The Bidder should be able to own and

deliver a set of systems on a single Cloud platform with the ability to support TNIFMC and the SPVs

which will be launched soon. The Bidder should also have the ability to configure and customize any

product/ module to meet TNIFMC's specific requirements. The Bidder will be responsible for the Cloud

hosting and subsequent maintenance of the systems. In Summary, TNIFMC is looking forward to a

solution based on Software as a Service (SaaS) model for its digitization journey.

The Proposals/ Bids in hard copy form shall be sent to the office of TNIFMC either by post or by courier

or delivered by hand, so as to reach TNIFMC before the due date and time specified in the Schedule

of RFP process.

Yours faithfully,

Sd/-

Krishnamurthy Vijayan,

Chief Executive Officer

TNIFMC


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Table of Contents

1 Introduction .................................................................................................................................... 5

2 Salient Features and Schedule of RFP ............................................................................................. 7

3 Instructions to Bidders .................................................................................................................. 10

4 Preparation and Submission of Proposal/ Bid .............................................................................. 14

5 Eligibility Criteria for Submission of Proposal/ Bid ....................................................................... 18

6 Technical Qualification Criteria ..................................................................................................... 23

7 Tender Opening and Evaluation ................................................................................................... 27

8 Selection and Award of Contract .................................................................................................. 31

9 Scope of Services........................................................................................................................... 34

Formats for Submission of Technical Proposals/ Bids .......................................................................... 59

Form-1: Covering Letter for Submission of Proposal/ Bid .................................................................... 60

Form-2: Particulars of the Bidder ......................................................................................................... 62

Form-3: Technical Experience of the Bidder ......................................................................................... 63

Form-4: Project Data Sheets ................................................................................................................. 64

Form-5: Suggested Format for Curriculum Vitae .................................................................................. 65

Form-6: Financial Information of the Bidder ........................................................................................ 66

Form-7: Declaration for Appropriate Use of the RFP Document .......................................................... 67

Form-8: Comments and Suggestions on the Scope of Services ............................................................ 68

Form-9: Statement of Undertaking for Non-Debarment/ Non-Blacklisting ......................................... 69

Formats for Submission of Financial Proposals/ Bids ........................................................................... 70

Form-10: Financial Proposal Submission Form ..................................................................................... 71

Form-11: Financial Proposal: Unit Price for Additional Users .............................................................. 73

Form-12: Financial Proposal: Average Manpower Cost for Change Request ....................................... 75

Appendix-1: Template for Preparation of Technical Proposal/ Bid ...................................................... 76

Appendix-2: Technical Capabilities Statement ..................................................................................... 77

Appendix-3: Demo Scenarios ................................................................................................................ 91

Appendix-4: Model Form of Contract ................................................................................................... 93

Appendix-5: Format for Bank Guarantee towards Performance Security .......................................... 105


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1 Introduction

Tamil Nadu Infrastructure Fund Management Corporation Ltd. (TNIFMC) is a professionally managed

investment company promoted by the Government of Tamil Nadu (GoTN). TNIFMC is an Asset

Management Company specializing in hands-on development of state-centric infrastructure projects,

to deliver superior risk adjusted returns in the infrastructure sector.

Tamil Nadu Infrastructure Fund Management Corporation Ltd. (TNIFMC) currently manages two

Alternative Investment Funds (AIF):

o Tamil Nadu Infrastructure Fund (TNIF), with a target corpus of Rs. 6000 crores (AUM ~USD175

million) – Category-I SEBI Regulated AIF;

o Tamil Nadu Shelter Fund (TNSF), with a target of Rs. 3000 crores (AUM ~USD57 million) –

Category-I SEBI Regulated AIF.

TNIFMC has a well-defined strategy to originate, invest, actively manage and exit its investments with

risk-mitigators specific to projects. TNIFMC develops and invests in projects promoted by GoTN and

its parastatals, ring-fenced in SPVs/ Platform Companies that are actively managed by it.

The primary focus of TNIF is in:

1. Green Energy – Hydro, Wind and Solar;

2. Water Supply – TTUF/TTRO plants, desalination plants;

3. Tourism – holistic tourism and related infrastructure development;

4. Roads, Logistics & Transportation Infrastructure; and

5. Urban Infrastructure – office space, parking and road sector.

The Primary focus of TNSF is in:

1. Sustainable and affordable housing;

2. Ownership homes for those who do not have them – focused at Economically Weaker Sections

(EWS) and Lower Income Groups (LIG);

3. Rental Housing for Working Women – Safe, affordable, hygienic and quality accommodation;

4. Rental Housing – For industrial workers: “Rent to Corporate” model to de-risk collection;

5. Senior & Assisted Living;

6. Rental Housing for Construction and Informal sector labors – Post CoViD initiative;

7. Green buildings – All projects must be IFC-EDGE or GRIHA certified and contribute to

environmental sustainability; and

8. Scientific measurement and monitoring of ESG – Projects risks evaluated and mitigated, using

a proprietary ESG Management System (ESGMS) according to International Standards and

Best Practices. Focused on “triple-bottom-line”, the team measures & reports Environment-

Social-Governance (ESG) Impact.

TNIFMC is entering a phase of accelerated growth and wishes to digitize its processes to support the

business in an efficient manner. TNIFMC being the AMC will be having multiple Funds (AIFs), each with

a specific purpose/ objective. These funds would be investing into multiple projects in Government,

PPP as well as Private sector. Projects would be executed and operated through Special Purpose

Vehicles (SPV). Projects would pertain to different infrastructure sub sectors like Urban Infrastructure,

Roads, Water, Tourism, Renewable Energy, Food Parks, Affordable Housing etc. For efficient and

effective management of its (AMC, Funds and SPVs) processes, information flow, documents


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management, project monitoring, risk management, financial management, HR, ESG Management

System and Governance, TNIFMC is looking for development of a suitable IT system.

As part of the digitization journey, TNIFMC is looking for a firm involved in the business of Software

Development, Customization & Implementation of Software(s) (the “Software Solution Provider”)

who will provide a solution based on Software as a Service (SaaS) model, which will be a Cloud based

system that supports all key business processes including (but not limited to) Deal Tracking and

Management (CRM), Project Management, Workflow Automation and Document Management in

addition to ERP modules such as procurement and HR.

This Request for Proposal is being invited from eligible Software Solution Providers for Design,

Development and Implementation of Information Management and Monitoring System for TNIFMC.

The Bidder, on its selection and appointment, is intended to deliver the entire Scope of Services in 72

months, including implementation/ achieving Project Go-Live in about 6 months from the date of

award, provide Warranty Support for 6 months after Project Go-Live and then provide Operations &

Maintenance (O&M) including change request to the system for 60 months after Warranty Support.

Please refer Section-9 of this RFP document for detail Scope of Services.


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2 Salient Features and Schedule of RFP

S. No.

Bid Parameters Particulars

1. Name of the Inviting Authority/ Client

Chief Executive Officer,

Tamil Nadu Infrastructure Fund Management Corporation Limited (TNIFMC)

2. Name of the Assignment

Design, Development and Implementation of Information Management and Monitoring System for TNIFMC

3. RFP Reference No. TNIFMC/IT/2020-2021/02

4. Contract Period 72 Months [6 Months for Development & Deployment upto achieving Project Go-Live (hereinafter referred to as the “Development Period” + Warranty Support for 6 Months after Go-live (hereinafter referred to as the “Warranty Support Period) + 60 Months of Operations & Maintenance after Warranty Support (hereinafter referred to as “O&M Period”)]

5. Eligibility Criteria for submission of Proposal/ Bid in response to this RFP

As detailed in Section 5 of RFP

6. Technical Qualification Criteria for opening of Financial Proposals/ Bids

As detailed in Section 6 of RFP

7. RFP Document Can be downloaded from TNIFMC’s website free of cost:

http://www.tnifmc.com/procurement.html

till 15:00 hours on 27.02.2021

8. Client Contact Details Chief Executive Officer,

Tamil Nadu Infrastructure Fund Management Corporation Ltd.,

No.19, TP Scheme Road,

Raja Annamalai Puram,

Chennai – 600028 Tamil Nadu.

Tel No: +91-44-24648400

9. Last date for receipt of queries regarding this RFP

Pre-Proposal/ Pre-Bid Queries can be sent by email till 15:00 hours on 10.02.2021 to the following email ID:

[email protected]

Pre-Proposal/ Pre-Bid Queries sent by email should be clearly marked in the subject line as “Pre-Proposal/ Pre-Bid Queries – RFP for Design, Development and Implementation of Information Management and Monitoring System for TNIFMC”

10. Date, Time and Place of Pre-Proposal

15:00 hours on 11.02.2021 over Video Conferencing (VC) facility.

http://www.tnifmc.com/procurement.html

mailto:[email protected]


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S. No.


Conference/ Pre-Bid Meeting

11. Due Date and Time for submission of Proposal/ Bid

15:00 hours on 01.03.2021

12. Address and Mode of Submission

A hardcopy of the Bid shall be submitted to the Client in the following address within the scheduled date and time specified above:

The Chief Executive Officer,

Tamil Nadu Infrastructure Fund Management Corporation Ltd. (TNIFMC),




Bids submitted beyond the due date and time shall not be accepted by the Client and shall be summarily rejected.

13. Soft Copy Submission Bidders shall submit a soft copy of the Technical Proposal(s) in the form of a CD or a Flash Drive along with the Hard Copy submission specified above.

In case of discrepancy, the Hard Copy submission will be taken as final and at any point in time shall supersede the Soft Copy submissions.

Soft copy of the Financial Proposal(s) in the form of a scanned copy or any other form should not be submitted. Proposal(s)/ Bid(s) received with information relating to the Financial Proposal(s) in the Envelope-A containing the Technical Proposal(s) or the Outer envelope will summarily be rejected.

14. Opening of Technical Proposals/ Bids

15:30 hours on 01.03.2021 in the office of:





15. Date, Time and Place for Technical Presentation/ Demonstration

To be decided and intimated only to the Eligible Bidders.

In the office of:





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S. No.



16. Date, Time and Place for Opening of Financial Proposals/ Bids

To be decided and intimated only to the Technically Qualified Bidders.

In the office of:






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3 Instructions to Bidders

Software Solution Providers possessing the requisite experience and capabilities required for

undertaking the entire Scope of Services specified under Section-9 of this RFP document, may

participate in the Selection Process individually (the “Sole Bidder”) or associate with other firms in the

business, as a means to meet out the Eligibility Criteria and subsequently the Qualification Criteria

collectively, to form a Consortium (the “Consortium”) and submit its Proposal/ Bid in response to this

RFP. The term Bidder (the “Bidder”) shall mean the Sole Bidder or the Consortium, as the case may

be. The firms in a Consortium, shall be individually referred to as the Member Firm (the “Member

Firm”) and collectively referred as the Member Firms (the “Member Firms”).

3.1. General Instructions

3.1.1. The Bidders are requested to examine the instructions and Scope of Services including the

technical specifications given in the Request for Proposal (RFP) in detail while preparing its

Proposal/ Bid prior to submission of its Proposal/ Bid in response to this RFP.

3.1.2. It will be the responsibility of the Bidder that all factors have been investigated and considered

while submitting the Bids and no claim whatsoever including those of financial adjustments to

the Contract awarded under this tender will be entertained by TNIFMC. Neither any change in

the Project Timeline nor financial adjustments arising thereof shall be permitted on account of

failure by the Bidder to appraise themselves.

3.1.3. The Bidder shall be deemed to have satisfied itself fully before Bidding as to the correctness and

sufficiency of its Proposal/ Bid for the Contract and price quoted in the Bid to cover all

obligations under this RFP.

3.1.4. No escalation of cost in the Tender by the Bidder will be permitted throughout the period of

Contract on account of any reasons whatsoever.

3.1.5. The Bidder shall submit a copy of the RFP document and corrigenda/ addenda (if any) duly

signed by the Authorised Signatory of the Bid, as an acceptance of the RFP document.

3.1.6. Failure to furnish all required information in every respect will be at the Bidder's risk and may

result in the rejection of its bid.

3.2. Clarifications to the RFP Document and Pre-Proposal Conference/ Pre-Bid Meeting

3.2.1. A prospective Bidder requiring any clarification pertaining to the RFP document may request

the same in the form of Pre-Proposal/ Pre-Bid Queries sent by e-mail till 15:00 hours on

10.02.2021 to the following email ID: [email protected]

3.2.2. Pre-Proposal/ Pre-Bid Queries sent by e-mail should be clearly marked in the subject line as

“Pre-Proposal/ Pre-Bid Queries – RFP for Design, Development and Implementation of

Information Management and Monitoring System for TNIFMC”.

3.2.3. A Pre-Proposal Conference/ Pre-Bid Meeting will be held online through video conference (VC)

facility for addressing the Pre-Proposal/ Pre-Bid queries on 11.02.2021 at 15:00 hours.

3.2.4. Prospective/ Potential Bidders are advised to participate in the Pre-Proposal Conference/

Pre-Bid Meeting and get clarifications regarding the RFP document.



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3.2.5. The link for the VC will be sent to the e-mail IDs from which the Pre-Proposal/ Pre-Bid Queries

are sent to us.

In case of interested Bidders with no queries related to the RFP Document, who would like to

participate in the Pre-Proposal Conference/ Pre-Bid Meeting, an e-mail with a request to share

the link for joining the meeting online through VC facility shall be sent to the following email ID:

[email protected]

3.2.6. Clarifications to the queries (if any) raised by the Bidders will be published only in TNIFMC

website: www.tnifmc.com.

3.3. Amendment to the Request for Proposal (RFP) Document

3.3.1. At any time prior to the Due Date for submission of Bid, TNIFMC, for any reason, whether on its

own initiative or in response to clarification requested by prospective Bidders, may modify,

change, incorporate or delete certain conditions in the RFP by amendment published/ uploaded

in TNIFMC’s website only.

3.3.2. Such amendment shall be binding on any firm which may desire to submit a Proposal/ Bid in

response to this RFP.

3.3.3. TNIFMC, at its discretion, may postpone the Due Date for submission of Bid subsequent to the

issue of Amendment and/ or any such supplemental Information. Client’s Response to

Pre-Proposal/ Pre-Bid Queries, Addenda or corrigenda if any shall be uploaded in TNIFMC

website only.

3.3.4. Interested Bidders shall periodically check for the amendments (if any) published vide addenda

or corrigenda or any other information related to the Bidding process in TNIFMC website till the

Due Date for submission of Proposal/ Bid. TNIFMC will not make any individual communication

and will in no way be responsible for any information missed out by the Bidders.

3.3.5. TNIFMC will not be responsible for any misinterpretation of the provisions of this RFP document

on account of the Bidder’s failure to update the RFP document with the amendments published

through TNIFMC website.

3.4. Language of the Proposal/ Bid

3.4.1. The language of the Proposal/ Bid shall be English.

3.4.2. The supporting documents and printed literature furnished by the Bidder in any other language

other than Tamil and English shall be considered for evaluation, provided they are accompanied

by an accurate translation in English duly notarized, in which case, for all purposes of the

Proposal/ Bid, the translation in English shall govern. Supporting documents and printed

literature, which are not translated into English, will not be considered for evaluation.

3.4.3. All correspondences by the Bidder relating to this bidding process shall preferably be in English

or Tamil language only.

3.5. Currency of the Proposal/ Bid

Price should be quoted in Indian Rupees (INR) only and all payments made by TNIFMC will be in Indian

Rupees only.


http://www.tnifmc.com/


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3.6. Participation by Consortium

3.6.1. Software Solution Providers are allowed to form a Consortium with other firms for participating

in this RFP/ Bid process. The Consortium made shall be subject to a maximum of 3 (three)

Member Firms.

3.6.2. The Bidder must submit along with the Proposal/ Bid a Memorandum of Understanding (MoU)

executed between the Member Firms/ Letter of Intent capturing the joint and several liability

of the firms in the Consortium.

3.6.3. One of the member firm in the Consortium shall be designated as the Lead Member (the “Lead

Member”) to do all such acts, deeds and things necessary in connection with or incidental to

the Proposal/ Bid and representing the Consortium in all matters and generally dealing with all

matters in connection with the Proposal/ Bid, by the MoU executed between the Member

Firms/ Letter of Intent.

3.6.4. Other Member Firms in the Consortium shall be designated as:

i. Other Member (the “Other Member”) in the case of a Consortium with 2 (two) Member

Firms;

ii. Other Member 1 (the “Other Member-1”) and Other Member 2 (the “Other Member-2”)

respectively, in the case of a Consortium with 3 (three) Member Firms.

3.6.5. The Consortium and its constituent Member Firms shall submit only one Proposal/ Bid. A firm

applying individually shall not be entitled to submit another Proposal/ Bid either individually or

as a member of any Consortium, as the case may be. If a firm submits more than one Proposal/

Bid, all such Proposal/ Bids shall be disqualified and summarily rejected.

3.7. Indicative Timeline for the Bidding Process and Assignment/ Project Roll-out:

The following are the indicative timelines for completion of the Bidding Process by the Client and

subsequently the Assignment/ Project Roll-out:

Activities/ Particulars Timeline (Indicative as of now)

Issue of RFP 4th Week of January 2021

Submission/ Receipt of Proposals/ Bids 1st Week of March 2021

Opening of Financial Proposals of Technically Qualified Bidders 3rd Week of March 2021

Assignment/ Project Roll-out/ Issue of LoA 4th Week of March 2021

Project Go-Live 4th Week of September 2021

3.8. Contacting Tender Inviting Authority

3.8.1. Bidders shall not make attempts to establish unsolicited and unauthorized contact with the

Tender Inviting Authority after the opening of the Proposals/ Bids and prior to the

notification of the Award and any attempt by any Bidder to bring to bear extraneous

pressures on the Tender Inviting Authority shall be sufficient reason for disqualification of

the Bidder.

3.8.2. Notwithstanding anything mentioned above, the Tender Inviting Authority may seek

bonafide clarifications from the Bidders in writing relating to the Proposals/ Bids submitted

by them during the evaluation of Proposals/ Bids.


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3.9. Arbitration

In case of any dispute, the matter will be referred to a sole Arbitrator to be appointed by the CEO,

Tamil Nadu Infrastructure Fund Management Corporation Ltd. (TNIFMC) under the “Arbitration and

Conciliation Act 1996”. The arbitration shall be held in Chennai, Tamil Nadu, India and the language of

arbitration shall be English. The Courts in Chennai alone shall have jurisdiction in the matter.

3.10. Jurisdiction

This RFP is being issued in accordance with the laws of India and courts in Chennai shall have exclusive

jurisdiction to adjudicate disputes arising from the terms herein.


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4 Preparation and Submission of Proposal/ Bid

4.1. Two-cover System for Submission of Proposal/ Bid

4.1.1. The proposals addressed to the Chief Executive Officer, Tamil Nadu Infrastructure Fund

Management Corporation shall be submitted in two parts, viz., Technical and Financial and

should be as per the forms specified in the RFP. The proposal shall be submitted to:






4.1.2. The “Technical" and "Financial" Proposals must be submitted in two separate sealed envelopes

(with respective marking in bold letters) viz. Envelope-A: Technical Proposal and Envelope-B:

Financial Proposal as per the formats specified in the RFP.

4.1.3. The Bidder should bear all costs associated with the preparation and submission of Bids

including Technical Presentation/ Demonstration to the Authority. TNIFMC will in no way be

responsible or liable for these charges/ costs incurred regardless of the conduct or outcome of

the bidding process.

4.1.4. Failure to furnish information required as part of the Proposal/ Bid or submission of a

Proposal/ Bid not substantially responsive in every respect will be at the Bidder’s risk and may

result in rejection of its Bid. Bidders should strictly submit the Proposal/ Bid as specified in the

RFP Document, failing which the bids will be non-responsive and will be rejected.

4.1.5. Bidders are solely responsible for timely submission of their Proposal/ Bid in the formats

specified in this RFP document, as per the schedule and time specified under Section-2 of this

RFP. The Client may extend the deadline for submission of Proposal/ Bid by issuing an

amendment, in which case all rights and obligations of the Client and the Bidder previously

subject to the original deadline will then be subject to the new deadline.

4.1.6. The name and address of the Bidder, submitting the Proposal/ Bid shall be mentioned on top of

the Outer envelope and both the inner envelopes viz. Envelope-A and Envelope-B containing

the Technical and Financial Proposals/ Bids respectively.

4.1.7. All the documents sought under this RFP shall be typed or written in indelible ink and duly

signed by the Authorised Signatory of the Bidder who shall also initial each page. In case of

printed and published documents, only the cover shall be initialed. All the alterations,

omissions, additions or any other amendments made to the Bid Proposal/ Bid shall be initialed

by the Authorised Signatory.

4.1.8. The Authorized Signatory of the Bidder shall initial all pages of the original Technical and

Financial Proposals.

4.1.9. The Proposal/ Bid shall contain no interlineations, erasures, overwriting except as necessary to

correct errors made by the Bidder, in which case, such corrections shall be attested with full

signature of the Authorized Signatory of the Bidder.


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4.2. Envelope-A: Technical Proposal/ Bid

4.2.1. The first envelope viz. Envelope-A relates to Technical Proposal/ Bid furnishing all the required

details and documents for complying with the Eligibility Criteria and subsequently the Tender

Qualification Criteria and all the other conditions/ instructions specified in the RFP.

4.2.2. The Technical Proposals in hard copy shall be either hard bound or spiral bound by the Bidders

and in no case be submitted in the form of loose papers. The Bidder submitting its Technical

Proposal in any other form will be liable to be disqualified and its Proposal/ Bid declared

Non-responsive/ Not Eligible.

4.2.3. Two hard copies of the Technical Proposals clearly marked as “Original” and “Copy” respectively

shall be placed in Envelope-A and submitted by the Bidder. In case of discrepancy between the

two hard copies, the one marked as Original will be taken as final and at any point in time shall

supersede the other one marked as Copy.

4.2.4. The “Technical Proposals” placed in one separate envelope, viz., Envelope-A must be sealed and

initialled twice across the seal.

4.2.5. Envelope-A should not contain any cost information whatsoever.

4.2.6. The Technical Proposals/ Bids shall be prepared and submitted by the Bidders in the fashion

and form specified as Template for Preparation of Technical Proposal/ Bid under Appendix-1 of

the RFP.

4.2.7. The Technical Proposals/ Bids should contain all the requisite details furnished in the format

given in Forms F-1 through F-9.

4.2.8. The supporting documents and other relevant documents required to substantiate the Bidder’s

claim for satisfying/ fulfilling the Eligibility Criteria and subsequently the Technical Qualification

Criteria specified under this RFP shall be duly furnished by the Bidder in the Technical Proposal/

Bid.

4.2.9. Power of Attorney

A person holding the authorization to act on behalf of the Bidder shall be designated as the authorised

signatory of the Proposal/ Bid (the “Authorised Signatory”). The authorization to sign on behalf of the

Bidder shall be:

• indicated by a written Power of Attorney (PoA), with adequate validity period accompanying

the Proposal/ Bid duly notarized by a Notary Public;

• in the form of a Board Resolution, in case one of the Directors holding the power to do all such

acts, deeds and things on behalf of the company delegated by the Board of Directors is the

Authorised Signatory of the Proposal/ Bid, extracts of which shall be submitted as part of the

Technical Proposal/ Bid;

• in the form of a Resolution by the Executive Board/ by the partners, in case one of the Partners

holding the power to do all such acts, deeds and things on behalf of the LLP/ Partnership Firm

delegated by the other Partners is the Authorised Signatory of the Proposal/ Bid, extracts of

which shall be submitted as part of the Technical Proposal/ Bid.


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4.3. Envelope-B: Financial Proposal/ Bid

4.3.1. The second envelope viz. Envelope-B relates to Financial Proposal/ Bid which should contain the

detailed price offer for providing the Consultancy Services in the format given in Forms F-10

through F-12.

4.3.2. Only one Financial Proposal/ Bid in original in the form of hard copy placed in Envelope-B shall

be submitted by the Bidder.

4.3.3. The “Financial Proposal” placed in one separate envelope, viz., Envelope-B must be sealed and

initialled twice across the seal.

4.4. Outer Envelope

4.4.1. The sealed envelopes Envelope-A and Envelope-B should again be placed in a separate outer

envelope viz. the Outer Envelope, which shall be clearly marked with the name of the

assignment, sealed and submitted in the office of TNIFMC within the Due Date and time

specified under Schedule-2 of this RFP for submission of Proposals/ Bids.

4.4.2. If the Outer Envelope of a Proposal/ Bid is not marked with the name of the assignment and the

person whom it is addressed to, the cover will not be opened and returned to the Consultant

unopened treating the Proposal/ Bid as “Non-responsive”.

4.5. Validity of Proposals/ Bids

The Proposals/ Bids including the price offer submitted by the Bidders should be valid for a minimum

of 90 days from the date of submission of the Proposals/ Bids.

4.6. Checklist for Submission of Bid

The Proposal/ Bid should include following documentation as per the formats specified in this RFP

document:

S. No. Proposal/ Bid Check

Envelope-A: Technical Proposal/ Bid

1. RFP Document countersigned/ acknowledged by the

Bidder

Submitted/ Not

Submitted

2. Earnest Money Deposit/ Bid Security Submitted/ Not

Submitted

3. Technical Proposal drafted in the fashion and form

specified as Template for Preparation of Technical

Proposal/ Bid

(as per Appendix-1)

Submitted/ Not

Submitted

4. Covering Letter for Submission of Bid

(as per Form-1)

Submitted/ Not

Submitted

5. Particulars of the Bidder

(as per Form-2)

Submitted/ Not

Submitted

6. Technical Experience of the Bidder

(as per Form-3)

Submitted/ Not

Submitted

7. Project Data Sheets

(as per Form-4)

Submitted/ Not

Submitted


Page | 17

S. No. Proposal/ Bid Check

8. Curriculum Vitae of Project Team (Key Personnel)

(as per Form-5)

Submitted/ Not

Submitted

9. Financial Information of the Bidder

(as per Form-6)1

Submitted/ Not

Submitted

10. Declaration for Appropriate Use of the RFP Document

(as per Form-7)

Submitted/ Not

Submitted

11. Comments and Suggestions (if any) on the Scope of

Services

(as per Form-8)

Submitted/ Not

Submitted

12. Statement of Undertaking for Non-Debarment/

Non-Blacklisting (as per Form-9)

Submitted/ Not

Submitted

13. Written Power of Attorney (PoA) for Authorized

Signatory

Submitted/ Not

Submitted

14. Memorandum of Understanding (MoU)/ Letter of Intent

capturing the joint and several liability of the firms.

(only in the case of Consortium)

Submitted/ Not

Submitted

Envelope-B: Financial Proposal/ Bid

15. Financial Proposal Submission Form

(as per Form-10)

Submitted/ Not

Submitted

16. Financial Proposal: Unit Price for Additional Users

(as per Form-11)

Submitted/ Not

Submitted

17. Financial Proposal: Average Manpower Cost for Change

Request

(as per Form-12)

Submitted/ Not

Submitted


Page | 18

5 Eligibility Criteria for Submission of Proposal/ Bid

The Authority stipulates the criteria listed in the following section as Eligibility Criteria for a Bidder to

be eligible to submit its bid in response to this RFP.

By submitting a Proposal/ Bid in response to this RFP, the Bidder agrees to commit the following

personnel (hereinafter referred to as the “Key Personnel”) to be deployed for the assignment unless

otherwise there is an exigency for deployment on its part, which shall be duly communicated in writing

to the Authority within 7 days of its occurrence:

S. No. Proposed Position Minimum Experience/ Qualifications required

1. Project Manager ▪ Should have MCA or B.Tech./ B.E. degree in Computer Science/ Information Technology

▪ Overall Experience of atleast 8 years in software design, development, testing and implementation

▪ Atleast 3 years of experience as a Project Manager in managing software applications

▪ PMP / Prince 2 / Six sigma / ITIL certified

2. Technical Lead ▪ Should have MCA or B.Tech./ B.E. degree in Computer Science/ Information Technology/ Electrical / Electronics Engineering

▪ Overall Experience of atleast 6 years in IT ▪ At least 3 years of experience in IT Software design,

development, testing and implementation

3. Quality Engineer ▪ Should have MCA or B.Tech./ B.E. degree in Computer Science/ Information Technology/ Electrical/ Electronics Engineering

▪ Overall Experience of atleast 4 years in IT ▪ At least 3 years of experience in IT Software Testing

4. Software Developer/ Functional Consultant – 3 personnel

▪ Should have MCA or B.Tech./ B.E. degree in Computer Science/ Information Technology/ Electrical/ Electronics Engineering

Note:

1. In case of an exigency for deployment of Key Personnel, the Service Provider shall propose

personnel possessing equal or better qualifications and experience within 14 days of its

occurrence, by submitting his/ her Curriculum Vitae (CV) for approval of the Authority.

2. Replacement of Key Personnel proposed by the Bidder in its Technical Proposal/ Bid will not be

allowed till the time of execution of the Contract, except for exigencies that are unavoidable for

which the Authority holds the complete liberty of allowing/ disallowing based on the

circumstances presented by the Bidder to TNIFMC.

3. Key Personnel proposed for the position of Project Manager and Technical Lead can be replaced

with personnel possessing equal or better qualifications and experience, only once during the

Go-Live and Warranty Support Period post signing of the Contract with the Selected Bidder. Any

replacement proposed by the Service Provider for the 2nd instance or more during the period shall

attract a penalty of 10% of the Cost (agreed upon) for the first year of the Contract Period (C1).

4. Replacement of Personnel proposed by the Service Provider for the position of Project Manager

and Technical Lead would be allowed only once in a year during the O&M Period. Any replacement


Page | 19

proposed by the Service Provider for the 2nd instance or more in a year during the O&M Period

shall attract a penalty of 10% of the Cost (agreed upon) for the corresponding year of the Contract

Period (Cn).

5. Key Personnel proposed for the position of Quality Engineer and Software Developer can be

replaced with personnel possessing equal or better qualifications and experience, only twice

during the Go-Live and Warranty Support Period. Any replacement proposed by the Service

Provider for the 3rd instance or more during the period shall attract a penalty of 3% of the Cost

(agreed upon) for the first year of the Contract Period (C1).

6. Replacement of Personnel proposed by the Service Provider for the position of Quality Engineer

and Software Developer would be allowed only twice in a year during the O&M Period. Any

replacement proposed by the Service Provider for the 3rd instance or more in a year during the

O&M Period shall attract a penalty of 3% of the Cost (agreed upon) for the corresponding year of

the Contract Period (Cn).

By not furnishing CVs of personnel possessing adequate qualifications and experience in its Technical

Proposal/ Bid, a Bidder is liable to be rejected by the Authority. Technical Proposals of such Bidder(s)

will not be taken-up/ considered for further evaluation by the Authority neither any of their claims in

this regard will be addressed to.

5.1. Eligibility Criteria

The Bidder should submit its Proposal/ Bid as per the formats specified and the Proposals/ Bids shall

be checked for its eligibility against the Eligibility Criteria specified below. All the Bidders, for the

purpose of submitting a Proposal/ Bid shall treat the content of this RFP document as private and

confidential. The Bidder should assess their qualification against the Eligibility Criteria before

submitting their Proposals/ Bids in response to this RFP.

Sl. No. Eligibility Criteria Proof of Eligibility/ Supporting

Document(s)

5.1.1. The Sole Bidder or each Member Firm in a

Consortium should be either:

i. a company registered/ incorporated under

the Indian Companies Act, 1956 and/ or

2013;

ii. a Limited Liability Partnership (LLP)

registered/ incorporated under the Indian

Partnership Act, 1932 and/ or the Limited

Liability Partnership Act, 2008;

iii. a partnership firm registered/ incorporated

under the Indian Partnership Act, 1932;

iv. a company/ Limited Liability

Partnership (LLP)/ partnership firm

registered/ incorporated under the

respective laws prevailing in the country of

its operation.

Copy of valid Certificate of

Incorporation along with copies of

Memorandum of Association (MoA)

and Articles of Association (AoA) in

case Bidder is a company.

Copy of the registered Partnership

Deed in case Bidder is a Partnership

Firm/ LLP.


Page | 20

5.1.2. The Sole Bidder or the Lead Member of the

Consortium, should be a firm involved in the

business of Software Development,

Customization, Implementation and/ or Hosting

of Software(s) during the last 5 (five)

completed financial years prior to the Due Date

for submission of Bid and continue to be

operational in India or the country of its

operation as on the Due Date for Submission of

Bid.

Other Member Firms in a Consortium should be

a firm involved in the business of Software

Development, Customization, Implementation

and/ or Hosting of Software(s) during the last 3

(three) completed financial years prior to the

Due Date for submission of Bid and continue to

be operational in India or the country of its

operation as on the Due Date for Submission of

Bid.

Self-declaration to be furnished as

part of the Covering Letter for

Submission of Proposal/ Bid.

5.1.3. The Sole Bidder or the Lead Member of the

Consortium, as the case may be, should have an

average annual turnover of at least Rs. 2 Crores

(Rupees Two Crores only) during the last three

completed financial years (FY 2017-18,

FY 2018-19 and FY 2019-20).

Audited Annual Financial Statements

including Balance Sheets and Profit &

Loss Accounts of the last 3 completed

financial years (FY 2017-18,

FY 2018-19 and FY 2019-20).

In case the annual financial

statements for FY 2019-20 have not

been audited till the Due Date for

submission of Bid, unaudited/

provisional statements for the period

shall be accepted.

5.1.4. The Sole Bidder or each Member Firm of the

Consortium, as the case may be, should possess

a positive Net Worth as on 31st March, 2020.

Audited Annual Financial Statements

including Balance Sheets and Profit &

Loss Accounts of the last 3 completed

financial years (FY 2017-18, FY 2018-

19 and FY 2019-20).

In case the annual financial

statements for FY 2019-20 have not

been audited till the Due Date for

submission of Bid, unaudited/

provisional statements for the period

shall be accepted.


Page | 21

5.1.5. The Sole Bidder or the Consortium, as the case

may be, should have successfully implemented

projects related to Web-based Software

Proposal/ Bids (including design, development

and implementation till achieving Go-Live) in the

following areas:

(a) Construction Project Management;

(b) Document Management;

(c) ERP modules similar to the

requirements specified in Appedix-1,

including Procurement and Deal

Management Solutions; and

(d) Cloud Hosting.

executed for Government/ PSU/ Private

Agencies in India during the last 5 (five)

completed financial years prior to the Due Date

for submission of Bid and the project should be

live as on date.

In the case of a Sole Bidder, only experience in

projects with a project cost/ value of at least

Rs. 40 lakhs (Rupees Forty Lakhs only) will be

considered as Eligible Projects.

In the case of Bidder being a Consortium:

✓ The Lead Member should have experience

in at least 2 projects combining the areas

mentioned under (a) above and any one of

the areas mentioned under (b) and (c)

above, with each project of a minimum

project cost/ value of Rs. 20 lakhs (Rupees

Twenty Lakhs only);

✓ Other Member Firms of the Consortium

shall have experience in at least 2 projects

in any of the areas mentioned under (b), (c)

and (d) above, with each project of a

minimum project cost/ value of Rs. 10

lakhs (Rupees Ten Lakhs only);

so as to collectively satisfy the Eligibility

Criteria.

Copy of Completion Certificate/

Performance Certificate issued by the

Client with details of project value

and broad scope of the assignment.


Page | 22

5.1.6. The Sole Bidder or the Consortium, as the case

may be, shall propose a Commercial of the Shelf

(COTS) Product or Framework based solution

only, for meeting the requirements of TNIFMC/

Scope of Services.

Information sought by the Authority

under Appendix-1 of the RFP.

5.1.7. The Sole Bidder or each Member Firm of the

Consortium, as the case may be, should not be

blacklisted or de-barred by the Government of

India/ Government of Tamil Nadu/ any other

State Government in India/ any Public Sector

Undertaking (PSU) of the Central/ State

Governments/ any of its parastatals during the

last 5 (five) completed financial years and

continue to remain so till the date of submission

of Proposal/ Bid.

Statement of Undertaking for

Non-Debarment/ Non-Blacklisting.

5.1.8. The Sole Bidder or any one Member Firm of the

Consortium, as the case may be, should have a

working office in India which is operational

during the last 5 (five) completed financial years

prior to the Due Date for submission of Bid and

continue to be operational in India as on the Due

Date for Submission of Bid.

Copy of payment of Property tax/

Electricity Bill/ Telephone Bill/ GST

Registration Certificate.

Copy of Registration Details/ Lease

Agreement to be submitted as proof.

The Bidders meeting/ satisfying all the Eligibility Criteria mentioned above, as determined by the

Technical Evaluation Committee, shall be termed as “Eligible Bidders”. The Technical Proposals/ Bids

of only Eligible Bidders will be taken up for further/ detail evaluation against the Technical

Qualification Criteria specified under Section-6 below.


Page | 23

6 Technical Qualification Criteria

The Technical Evaluation Committee will evaluate the Technical Proposals of the Eligible Bidders

against the Technical Qualification Criteria stipulated under this section and score them with respect

to the scoring methodology mentioned to assess the Technical Qualification of the Eligible Bidders to

undertake the assignment. A summary of the scoring methodology is provided below:

Scoring Methodology against Technical Qualification Criteria - Summary

Sl. No. Criteria Maximum Marks

Minimum Qualifying

Marks

1 Project Experience 20 14

2 Project Team (Key Personnel) 50 35

3 Technical Capabilities Statement 120 84

Sub-Total (Score for Project Experience, Project Team &

Technical Capabilities Statement)

190 133

4 Technical Presentation/ Demonstration 60 42

Total 250 175

The Authority would like to ensure that most of its requirements are already available features of the

Bidder’s product/ framework, which can be configured to its needs. TNIFMC would want Bidder to

ensure minimal custom development. Custom Development should preferably be limited to modules

like ESGMS, Board and IC Meetings and few components of Risk Management as they may be more

specific to TNIFMC’s business and strategy. Appendix-2 provides the format for Technical Capabilities

Statement. Bidders are required to mark/ state their technical capabilities in the form of Technical

Capabilities Statement and furnish the same as part of the Technical Proposal which will be evaluated

and scores will be assigned as per the methodology for scoring mentioned under Clause 6.3 below.

The Technical Evaluation Committee will evaluate the Technical Proposals/ Bids submitted by the

Eligible Bidders, initially against the Technical Qualification Criteria and the scoring methodology

specified under Clauses 6.1, 6.2 and 6.3 only and will assign scores/ marks as indicated below:

Scoring Methodology against Technical Qualification Criteria

Sl. No. Criteria Marks Maximum Marks

6.1. Project Experience

Bidder Should have successfully implemented, web-based software application (design, development, implementation and O&M) with value at least Rs. 40 lakhs for Government/ PSU/ Private Agencies in India during the last 5 years and project should be live as on date. Work Order/ Project Contract Document/ Agreement along with Satisfactory Completion/ Performance Certificate by the client with details of project value with clear scope of project.

20

2 Projects/ Eligible Assignments 10

3 Projects/ Eligible Assignments 15

4 or more Projects/ Eligible Assignments 20

6.2. Project Team (Key Personnel)

6.2.1. Project Manager


Page | 24



Overall Experience more than 8 years in software design, development, testing and implementation: For each additional year of experience – 1 mark capped at 5 marks

05

More than 3 years of experience as a Project Manager in managing software applications: For every additional year of experience – 1 mark capped at 5 marks

05

6.2.2. Technical Lead

Overall Experience more than 6 years in IT: For every additional year of experience – 1 mark capped at 4 marks

04

More than 3 years of experience in IT Software design, development, testing and implementation: For every additional year of experience – 1 mark capped at 4 marks

04

6.2.3. Quality Engineer

Overall Experience more than 4 years in IT For every additional year of experience – 1 mark capped at 4 marks

04

More than 3 years of experience in IT Software Testing: For every additional year of experience – 1 mark capped at 4 marks

04

6.2.4. Software Developer/ Functional Consultant (3 Personnel)

Overall Experience more than 3 years in IT: For every additional year of experience – 1 mark capped at 4 marks

04

More than 1 year of experience in IT Software Testing: For every additional year of experience – 1 mark capped at 4 marks

04

6.3. Technical Capabilities Statement

Scoring against each line item of requirement listed in the Technical Capabilities Statement shall be done as follows:

S. No.

Marked as Y N

A. Available in Product 0.5 marks 0 marks

B. If Available Configurable 0.5 marks 0 marks

C. Will Develop 0 marks 0 marks

120


Page | 25



In an ideal situation, the following scenarios are only possible: i. Response to A & B marked as “Y” and C marked as “N” ii. Response to A & C marked as “Y” and B marked as “N” iii. Response to C alone marked as “Y” and A & B marked

as “N” Scoring against the Bidder’s Technical Capabilities Statement will be done on a pro-rata basis as explained below: With respect to a system, the total score obtained by the Bidder against its Technical Capabilities is “X” as per the scoring methodology mentioned above, the number of line items being evaluated for the system is Z and the marks for the system is “M” then the final marks awarded for the system will be (X/Z)*M.

System 1: Deal Tracking and Monitoring System 11

System 2: Construction Project Management System 20

System 3: Operational, Health and Safety 07

System 4: ESGMS 07

System 5: Finance and Accounting 17

System 6: HR 07

System 7: Procurement 10

System 8: Document Management System 10

System 9: MIS 07

System 10: Issue Management 04

System 11: Meeting Management 04

System 12: Risk Management 05

System 13: Compliance 11

Sub-Total (Project Experience, Project Team & Technical Capabilities Statement)

190

Subsequently, those Eligible Bidders who score atleast 133 out of 200 will only be invited in person or

through Video Conference (VC) facility to present their capabilities for undertaking the assignment in

light of their project experiences in the past and also make a demonstration to the Technical

Evaluation Committee (the “Technical Presentation”/ “Demonstration” with respect to the Demo

Scenarios (3 scenarios) specified in Appendix-3 to this RFP Document.

The Technical Presentations/ Demonstrations made by the Eligible Bidders will be evaluated by the

Committee for 150 marks which will be subsequently converted into a pro-rata score out of 60 marks,

as indicated below:


Sl. No.

Criteria Marks Maximum Marks

Proportionate Maximum Marks

6.4. Technical Presentation & Demonstration

6.4.1. Technical Presentation


Page | 26


Sl. No.

Criteria Marks Maximum Marks

Proportionate Maximum Marks

Understanding of Project requirement & work plan

10

60

60

Identified Project Risk & Mitigation 05

Proposed solution and architecture 10

Cloud Hosting and Configuration 10

Data Back-up, BCP and Disaster Recovery 10

Integration Points – Export/ Import Data Points 05

O&M Methodology 10

6.4.2. Demonstration

Scenario Demonstration: Deal Flow Management 30

90 Scenario Demonstration: Finance and Accounting 30

Scenario Demonstration: Project Management 30

Sub-Total (Technical Presentation & Demonstration)

150 60

The score obtained by the Eligible Bidders for Technical Presentation/ Demonstration will then be

added to the score secured by them in the initial evaluation carried out as per Clauses 6.1, 6.2 and 6.3

above, to arrive at the overall Technical Score (St) of an Eligible Bidder out of a total Technical Score

of 250.

Curriculum Vitae (CV) of Project Manager and other Key Personnel of the Project Team, for assessing

the qualifications and experience, proposed to be deployed for the assignment should be included in

the Technical proposal (in the format of sample curriculum vitae). The personnel will be rated in

accordance with:

a) Educational qualifications - 20% weightage

b) Adequacy for undertaking the Assignment/ Project (suitability to perform the duties for the

assignment including education and training, length of experience in fields like those

specified under the Scope of Services, positions held, time spent with the firm etc.) - 80%

weightage

The Curriculum Vitae of the proposed personnel will be considered and evaluated against the

Technical Qualification Criteria, if the prescribed minimum qualification is not fulfilled, then the

Curriculum Vitae of the proposed personnel will be marked as Zero. Necessary Proof of educational

qualifications shall be attested and enclosed with the Technical Proposals. All the CVs furnished as

part of the Technical Proposal shall be countersigned by the Authorised Signatory.

Bidders scoring a minimum of175 marks against the Technical Qualification Criteria, as evaluated by

the Technical Evaluation Committee, shall be declared as “Technically Qualified Bidders” and shall be

eligible for opening of their Financial Proposals/ Bids.


Page | 27

7 Tender Opening and Evaluation

7.1. Opening of Proposals/ Bids

The Proposals/ Bids received by the Due Date and time for submission will be opened on the date and

time specified in the Schedule-2 of RFP.

The following committees may be constituted by TNIFMC as appropriate from time to time to evaluate

the Proposals/ Bids received and determine the Successful Bidder and appoint the Selected Bidder for

undertaking the assignment:

i. Tender Opening Committee

ii. Technical Evaluation Committee

iii. Financial Evaluation Committee

Proposals/ Bids shall be opened by the Tender Opening Committee in the presence of Bidders’

representatives who choose to attend. The Bidder’s representative willing to attend the opening of

the Proposals/ Bids shall bring an authorization letter with him/ her. The Bidder’s representative shall

sign an attendance register. Attending the opening session by the Bidders/ its representatives is

optional.

Further, the Technical Proposals/ Bids submitted by the Bidders in Envelope-A shall be opened and

taken for evaluation by the Technical Evaluation Committee constituted by TNIFMC.

The Financial Proposals of all the Bidders shall be kept unopened until evaluation of the Technical

Proposals/ Bids is completed by the Technical Evaluation Committee. The Financial Proposals of all the

Bidders shall be placed in one single envelope by the Tender Opening Committee, sealed in the

presence of the Bidders and/ or its representatives who choose to attend the opening of Proposals/

Bids and signed by them.

Note: If the date fixed for opening of the Proposals/ Bids happens to be a Government holiday, the

Proposals/ Bids will be opened on the next working day at the same time specified in the Schedule of

RFP.

7.2. Test of Responsiveness of the Proposals/ Bids

The Proposals/ Bids shall be verified for its responsiveness by the Technical Evaluation Committee

against the following parameters:

S. No. Parameters for Test of Responsiveness Responsive/

Non-responsive

1. Whether the EMD/ Bid Security of the requisite value in the form and manner specified in the RFP has been furnished by the Bidder?

Yes / No

2. Whether the Outer Envelope has been properly sealed and superscribed with the assignment name and the person to whom it is addressed to, by the Bidder as specified in the RFP?

Yes / No

3. Whether the Technical and Financial Proposals have been placed in separate envelopes viz. Envelope-A and Envelope-B and placed in the Outer Envelope?

Yes / No

4. Whether Envelope-A and Envelope-B have been properly sealed and signed as specified in the RFP?

Yes / No


Page | 28

5. Whether the Technical Proposal submitted by the Bidder is hard bound or spiral bound?

Yes/ No

6. Whether the Memorandum of Understanding (MoU) executed between the Member Firms/ Letter of Intent has been duly furnished by the Bidder? (applicable only if the Bidder is a Consortium)

Yes / No

7. Whether Power of Attorney (PoA) for the Authorised Signatory of the Proposal/ Bid duly furnished by the Bidder in the format specified in the RFP?

Yes / No

8. Whether all the information sought under Appendix-1 have been furnished by the Bidder in its Technical Proposal?

Yes / No

In case the answer to any of the above questions is No, such Proposal/ Bid shall be liable to be rejected

as Non-responsive by the Authority. The Authority may seek additional information or historical

documents for verification to facilitate decision making. In case the Bidder failed to comply with the

requirements of TNIFMC as stated above, such Proposals/ Bids may at the discretion of TNIFMC, be

rejected as Non-responsive.

Only Responsive Proposals/ Bids will be checked for their eligibility against the Eligibility Criteria

stipulated under Section-5 of this RFP.

7.3. Eligibility Check

The Technical Evaluation Committee will examine the Technical Proposals/ Bids against the Eligibility

Criteria specified under Section-5 of the RFP document. The Technical Evaluation Committee will

scrutinize the Technical Proposals/ Bids based on the supporting documents furnished by the Bidders.

The Bidders meeting/ satisfying all the Eligibility Criteria, as determined by the Technical Evaluation

Committee, shall be termed as “Eligible Bidders”.

Only Proposals/ Bids submitted by the Eligible Bidders will be considered for further/ detail evaluation

and scoring against the Technical Qualification Criteria. The decision of TNIFMC will be final in this

regard.

7.4. Evaluation and Scoring against the Technical Qualification Criteria

The Technical Evaluation Committee will examine the Bidder’s project experiences against the

Technical Qualification Criteria specified under Section-6 of the RFP, from the documentary evidences

enclosed by an Eligible Bidder in its Technical Bid. Based on initial evaluation of the Technical

Proposals/ Bids against the Technical Qualification Criteria and the scoring methodology specified

under Clauses 6.1, 6.2 and 6.3 of the RFP, the Technical Evaluation Committee will be assigning scores/

marks to the corresponding Technical Proposal/ Bid.

Subsequently, those Eligible Bidders who score atleast 133 out of 200 will only be invited in person or

through Video Conference (VC) facility to present their capabilities for undertaking the assignment in

light of their project experiences in the past and also make a demonstration to the Technical

Evaluation Committee (the “Technical Presentation”/ “Demonstration” with respect to the Demo

Scenarios (3 scenarios) specified in Appendix-3 to this RFP Document.

Eligible Bidders will be provided with a checklist of the key elements to be presented. The Key

Personnel proposed for the Project Manager position shall lead the Technical Presentation/

Demonstration. Eligible Bidders will have to configure the system/ framework with appropriate test

data and documents for each of the three (3) Demo Scenarios specified in Appendix-3 of this RFP


Page | 29

document. The purpose of the Technical Presentation/ Demonstration is to ensure that the proposed

COTS/ framework solution will meet the key business requirements of TNIFMC functionally. It should

also be able to demonstrate the configurability of the proposed COTS/ Framework solution to meet

the Authority’s requirements.

In case an Eligible Bidder fails to respond to the invitation for Technical Presentation/ Demonstration,

its Proposal/ Bid will be liable for rejection by the Authority. The Technical Evaluation Committee will

be assessing the Technical Presentations/ Demonstrations made by the Eligible Bidders and assign

scores as per Clause 6.4 of the RFP. The Technical Presentations/ Demonstrations made by the Eligible

Bidders will be evaluated by the Committee for 150 marks which will be subsequently converted into

a pro-rata score out of 60 marks. Further, this score will be added to the score secured by the Eligible

Bidders in the initial evaluation carried out as per Clauses 6.1, 6.2 and 6.3 of the RFP, to arrive at the

overall Technical Score (St) of an Eligible Bidder out of a total Technical Score of 250.

Quality and competence of the Bidders shall be considered as the paramount requirement. Bidders

scoring a minimum Technical Score of 175 out of 250 will be declared as Technically Qualified Bidders

and the Technically Qualified Bidders will only be eligible for opening of their Financial Proposals/ Bids.

The Financial Proposal of others will not be considered for further evaluation and returned unopened

after completing the selection process.

7.5. Opening and Evaluation of Financial Proposals/ Bids

The Authority shall notify the Consultants, results of the technical evaluation and invite only the

Technically Qualified Bidders for opening of their Financial Proposals/ Bids indicating the date, time

and venue for such opening. The Authority may choose to open the Financial Proposals/ Bids of the

Technically Qualified Bidders in its office with the Technically Qualified Bidders and their

representatives witnessing the event over Video Conferencing (VC) facility. Financial Opening held in

person or through Video Conferencing (VC) facility will be duly intimated to the Technically Qualified

Bidders prior to such opening by the Authority.

The names of the Technically Qualified Bidders, their respective technical scores and the

corresponding Price Bid/ Price Offer shall be read out and recorded. TNIFMC shall prepare minutes/

proceedings of the Financial Proposal opening.

The Financial Evaluation Committee will correct any computational errors in the Financial Proposals.

When correcting computational errors, in case of discrepancy between a partial amount and the total

amount the latter would prevail and in case of discrepancy between the word and figures, the lower

of the two shall be considered. In addition to the above corrections, activities and items described in

the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities

or items. The decision of TNIFMC will be final in this regard.

For the purpose of evaluating the Financial Proposals/ Bids submitted by the Bidders in Form-10,

Form-11 & Form-12, the value of the Financial Proposal/ Bid submitted by each Bidder (F) shall be

computed as follows:

F = {(C1 + A1) + [(NPV of C2) + (NPV of A2)] + [(NPV of C3) + (NPV of A3)] + [(NPV of C4) +

(NPV of A4)] + [(NPV of C5) + (NPV of A5)] + [(NPV of C6) + (NPV of A6)]}1

1 Please read with the Payment Terms specified under Clause 10 of the Model Form of Contract and Clause 9.8 of the Scope of Services


Page | 30

Net Present Value (NPV) shall be calculated by assuming a Discount rate of 5% for each year.

Subsequently, the lowest evaluated Financial Proposal (Fm) will be given the maximum financial score

(Sf) of 100 marks. The financial scores (Sf) of the other Financial Proposals in each package will be

computed as per the formula given below.

Sf = 100 x Fm / F

in which Sf is the financial score, Fm is the lowest price quoted amongst the Technically Qualified

Bidders and F the price of the Proposal under consideration.

7.6. Quality and Cost Based Evaluation

A combined evaluation utilising the overall technical scores and respective financial scores of the

Technically Qualified Bidders, applying the weightages shall be carried out by the Technical Evaluation

Committee.

The Technical Evaluation Committee will apply the weightages to the Technical and Financial Proposal

as below to arrive at the final Combined Score (S) for the Technically Qualified Bidders. The weightages

given to the Technical and Financial Proposals are:

T = 0.75 (75%) and

P = 0.25 (25%)

S = ( St x T ) + ( Sf x P ) = ( St x 0.75 ) + ( Sf x 0.25 )

The Bidder scoring the highest Combined Score (S) among the Technically Qualified Bidders will be

ranked R1 and the remaining Bidders shall be ranked R2, R3 and so forth based on their combined

scores in a descending order of the scores.


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8 Selection and Award of Contract

8.1. Selection and Declaration of Successful Bidder

The highest ranked Bidder (R1) shall be declared as the Successful Bidder (the “Successful Bidder”) by

the Authority and shall be invited for Contract Negotiations. Contract Negotiations may either be held

in person with the Successful Bidder on the date, time and venue to be confirmed by the Authority or

may be held over Video Conferencing (VC) facility, as the case may be.

8.2. Contract Negotiations

The aim of Contract Negotiations is to reach agreement on all points and initial a draft Contract by the

conclusion of negotiations.

Negotiations with Successful Bidder will commence with a discussion on its Technical Proposal, the

methodology proposed (work plan), costing, staffing and any suggestions made by the Bidder to

improve the Scope of Services. Agreement must then be reached on the final Scope of Services, the

staffing and staff months, logistics and reporting.

Changes agreed upon will then be reflected in the draft Contract, using proposed unit rates (after

negotiation of the unit rates, including the man-month rates, all tax liabilities and all costs, etc.).

If negotiations fail, the Authority will invite the Bidder whose ranking is next higher to R1 and ranked

as R2 for negotiations. If negotiation with R2 fails the above process will continue with R3, R4 and so

on till all the Technically Qualified Bidders are covered. Upon successful completion, the Client will

promptly inform the other Bidders that their proposals have not been selected.

On successful completion of the Contract Negotiations with the Successful Bidder, the Contract will

be awarded to the Successful Bidder who shall be declared as the Selected Bidder (the “Selected

Bidder”) for the assignment/ Project.

TNIFMC reserves the right to:

a. Negotiate with the Successful Bidder for further reduction of prices; and

b. Modify, reduce or increase the quantity requirements to an extent of tendered quantity.

8.3. Acceptance/ Rejection of the Tender

The final acceptance of the tender is entirely vested with TNIFMC, who reserves the right to accept or

reject any or all of the Proposal/ Bin full or in parts without assigning any reason whatsoever. The

Tender Authority may also reject all the tenders for reasons such as change in Scope, Specification,

lack of anticipated financial resources, court orders, calamities or any other unforeseen

circumstances. After acceptance of the Tender by TNIFMC, the Successful Bidder shall have no right

to withdraw their tender or claim higher price.

8.4. Issuing of Letter of Acceptance (LoA)

On successful completion of the Contract Negotiations, a Letter of Acceptance (LoA) shall be issued in

duplicate by the Authority to the Selected Bidder as a confirmation of accepting the Proposal

submitted by the Bidder.

The Successful Bidder on receipt of the LoA, shall convey its acceptance for undertaking the

assignment by counter signing one copy of the LoA and sending it back to the Authority, so that it


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reaches the Authority within 7 days from the date of issue of LoA. The other copy of the LoA may be

retained by the Selected Bidder.

8.5. Performance Security/ Security Deposit

a. The Selected Bidder will be required to remit a Security Deposit (SD) of 10% of Contract Price

by way of Demand Draft or Banker’s Cheque payable at Chennai or in the form of an

unconditional and irrevocable Bank Guarantee (BG) valid for a period of 24 months from the

date of signing of Contract as Performance Security. The Performance Security shall be

furnished by the Selected Bidder within 10 days from the date of issue of Letter of Acceptance

(LoA) by TNIFMC.

b. The Performance Security furnished in the form of a BG shall be kept valid till the end of the

Contract Period or successful rendering/ completion of the Scope of Services to the

satisfaction of TNIFMC whichever is later, by promptly furnishing a fresh BG for a period of 24

months or the balance term in the Contract Period whichever is lesser, atleast 15 days prior

to the expiry of the BG submitted to the Authority.

c. The Performance Security furnished by the Selected Bidder in respect of the assignment/

Project will be returned to them after successful rendering/ completion of the Scope of

Services to the satisfaction of TNIFMC or after expiry of Contract Period whichever is later.

The Performance Security held by TNIFMC in the form of Security Deposit or any other form,

till it is returned to the Selected Bidder will not earn any interest thereof.

d. The Performance Security will be forfeited if the Selected Bidder withdraws the Proposal/ Bid

during the period of validity of the Proposal/ Bid specified in the RFP or if the Bidder fails to

execute the Contract.

e. Successful rendering/ completion would be arrived at when the entire Scope of Services is

delivered by the Bidder as per the Contract and as per Order(s) issued by TNIFMC from time

to time.

f. If the Selected Bidder fails to act up on to the RFP conditions or backs out from the Contract,

the Performance Security mentioned above will be forfeited by TNIFMC.

8.6. Execution of Contract

a. The Selected Bidder should execute the Contract in duplicate in a non-judicial Stamp Paper of

value not less than Rs. 100/- bought in Tamil Nadu in the name of TNIFMC within 21 days from

the date of issue of Letter of Acceptance (LoA) by TNIFMC.

b. The Selected Bidder shall not assign or make over the Contract, the benefit or burden thereof

to any other person or persons or body corporate for the execution of the Contract or any

part thereof without the prior written consent of TNIFMC. TNIFMC reserves its right to cancel

the purchase order either in part or full, if this condition is violated. If the Selected Bidder

either fails to execute the Contract within the stipulated period of 21 days or fails to furnish

the Performance Security/ Security Deposit, the EMD/ Bid Security of the Selected Bidder will

be forfeited.

c. The incidental expenses towards the execution of Contract shall be borne by the Selected

Bidder.


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d. The conditions stipulated in the Contract should be strictly adhered to and violation of any of

the conditions will entail termination of the Contract without prejudice to the rights of

TNIFMC and also TNIFMC have the right to recover any consequential losses from the Selected

Bidder.


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9 Scope of Services

As mentioned in the previous sections of this RFP document, TNIFMC is looking for a firm involved in

the business of Software Development, Customization & Implementation of Software(s) (the

“Software Solution Provider”) who will provide Cloud based systems that support all key business

processes including (but not limited to) Deal Tracking and Management (CRM), Project Management,

Workflow automation, and Document Management in addition to ERP modules such as procurement

and HR. The Bidder, on its selection and appointment, is intended to deliver the entire Scope of

Services specified under this section in 72 months, including implementation/ achieving Project

Go-Live in about 6 months from the date of award, provide Warranty Support for 6 months after

Project Go-Live and then provide Operations & Maintenance (O&M) including change request to the

system for 60 months after Warranty Support.

The organization structure of TNIFMC is depicted in the organogram below. Each SPV forms an

independent unit which manages its own projects while TNIFMC governs the investment pipeline and

standardizes operations across SPVs in addition to providing shared services.

The purpose of this exercise is to deploy a set of IT Systems that support the key business processes

of TNIFMC. These systems should meet the architectural guidelines laid out for the organization.

The key business processes of TNIFMC are:

• Deal Flow and Approval Management (CRM)

• Civil Project Management System

• Risk Management Framework

• Environmental, Social, Governance Management Systems (ESGMS)

• Compliance, Board Meetings, Investment Committee Meetings

• Support processes such as HR, Finance & Accounting, Procurement

The consolidated list of systems required to support TNIFMC’s key processes given in the table below:

Common or Shared Systems TNIFMC Level Systems SPV Level Systems

ESGMS Deal Flow and Approval

System (CRM)

Civil Project Management

System


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Finance and Accounting

OHS

HR & Employee Self Service

Procurement and Vendor

Management

Document Management System

Dashboards & Reports (MIS)

Issue Management and Alerts

Meeting Management (Board, IC)

Risk Management Framework

The requirements for the above systems are provided in detail in the subsequent portions of this

section. These systems will need to be interoperable among themselves as per the architecture

depicted below:

The systems will also be required to support role-based access for stakeholders. Sample hierarchies

are illustrated below:


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The Service Provider shall be responsible for successful completion/ execution of the activities as

specified in this section. The subsequent sections illustrate the following aspects of the Integrated

Information Management and Monitoring System:

i. Key Application and Design Principles

ii. Solution Development

iii. Functional Requirements

iv. Non-Functional Requirements

v. Project Timeline

vi. Deliverables and Timelines

vii. SLA Monitoring and Warranty

viii. Payment Terms

9.1. Key Application and Design Principles

This section contains the description of the key design principles which are expected to provide

indicative measures to define the functional requirements for the Services. The following architecture

principles have been considered while designing the proposed solution:

Application Design

Principles

Detail

Multi-Tenancy The proposed solution should work for individual SPV’s/projects without

requiring any change in the software. The Data access for these systems are

governed by the access rules.

Interoperability a) Software solutions and hardware infrastructure should conform to the defined industry standards that promote interoperability of data, applications and technology.

b) The solution should be built on Open Standards. This includes supporting API’s for data access, ability to support integration into other products

Flexibility,

Extensibility &

Scalability

a) The system shall be extensible and scalable to allow additional capacity/ bandwidth/ volume of users in future. It should also support changes in configuration of existing modules without loss of data.

b) The infrastructure elements such as the cloud hosting environment, Disaster Recovery infrastructure and network infrastructure must be designed keeping this principle in mind.

Design for

performance and

Reliability

Measurement

a) The proposed architecture should Auto-scale the cloud workload to meet high / unpredictable demands. In this context, provisioning of Load Balancing, amongst others must be an integral part of the proposed architecture / solution to meet the clearly defined SLAs for performance committed for the anticipated user load on the system.

b) Errors should be clearly communicated to the end user and support should be provided for critical errors that might be encountered


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Security a) a) All data should be secured in transit and at rest. The all server requests must be secured irrespective of the use case.

b) The security services used to protect the Solution shall include: Identification, Authentication, Authorization, Role- based Access Control, Administration and Audit with support for industry standard protocols.

c) TNIFMC administrator should also be given a console to manage user credentials and permissions.

d) The solution shall support advanced user authentication mechanisms including Digital Certificates/e-Sign.

e) Security design should provide for a well-designed identity management system, security of physical and digital assets, data and network security, backup and recovery and disaster recovery system.

f) User ID /Password have to be encrypted g) Regular security measures should be carried out. Examples include, but

are not limited to, configuration and patch management, vulnerability scanning.

Ease of Use System should adhere to the best practices for UI/UX design and have readily

accessible help text for users to navigate the system.

9.1.1. Proposed Systems

The proposed solution would be a set of cloud-based applications supported by a single cloud

provider. Different applications should be able to share data between themselves either via shared

database or APIs.

9.1.2. Application Components

a. The solution must be cloud based and support devices such as Desktop Computers, Laptop

Computers, Tablets and Smart Phones for Data Entry, Download / Upload, Viewing and other

applicable forms of access.

b. The Application must interface with the external applications and systems as follows:

i. Other Applications/portal/APIs

ii. Mail Server (for sending reminders and mailers from the Application),

iii. Exporting Options (in PDF and Excel formats)

iv. SMS Gateway (for sending reminders and alerts from the Application)

v. Data Warehousing Servers and Business Intelligence / Reporting Servers

vi. Payment gateway for payment of invoices as applicable

9.1.3. Data Principles

The data strategy needs to be founded on clear, agreed-upon principles, such as Availability,

Sharability, Quality, Integrity, Security and Portability.

The software must provide APIs or other methods of data extraction for access to all the data

generated by usage of the system to TNIFMC. The solution shall also provide integration with

TNIFMC’s self-managed Data Lake to export all data periodically as agreed during system deployment.

This periodicity should be configurable should the needs of TNIFMC change over the course of use.


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9.1.4. Adherence to Standards

a. The proposed solution should be designed based on open source and open standards, to the

extent feasible and in line with overall system requirements, in order to provide

interoperability with multiple platforms and avoid any technology or technology provider

lock-in.

b. The list of standards is indicated for reference but may not to be treated as exhaustive:

i. OWASP standards for web security

ii. RSA standards for Digital Signature

iii. PKCS specifications for encryption

iv. SSL protocols for secure communication

c. The application must support standard browsers like, Chrome, Edge, and also compatible

with prevalent mobile browsers.

d. The solution must support complete scaling and growth without performance deterioration.

e. The response time to open / load a page should not exceed 3 seconds.

f. The time taken to complete a database transaction should not exceed 5 seconds. Generation

of MIS reports shall not take more than 5-15 seconds in web view.

g. In addition to above, the proposed architecture must provide appropriate APIs for

integration with other systems.

9.1.5. Compliance with Open Standards

The proposed solution shall be compliant with industry standards, wherever applicable. This will apply

to all the aspects of solution including but not limited to design, development, security, installation

and testing.

9.1.6. Software Licenses

The Service Provider as indicated in Clause 9.1.4 above, shall design the proposed solution on open

source and open standards to the extent feasible and procure software licenses if any in its name if

such procurement becomes inevitable for development of the proposed solution and/ or continued

operations of the proposed solution, in which case the Service Provider shall obtain prior approval of

the Authority for procurement of the licenses.

The Service Provider shall indicate the procurement plan well in advance to the Authority, atleast 14

days prior to the date by which the license(s) is required. The Authority would process the request on

priority and provide clearance within 14 days from the date of receipt of request, on expiry of which

the Service Provider may consider the request as deemed approved by the Authority.

The Authority may consider procurement of software licenses strictly when it is inevitable and there

are no other means by which the requirement could be met-out by the Service Provider based on

open source and open standards.

9.1.7. Source Code & System Design Document

The Service Provider is bound to share the Source Code along with the System Design Document

prepared/ developed for the systems developed under this Contract (for which IPR is owned by

TNIFMC) and modified/ changed as per the Change Request(s) approved by the Authority from time

to time, on completion of every 6 months from the date of signing of the Contract till the expiry of

Contract by efflux of time or termination of Contract whichever is earlier.


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9.1.8. Regulatory Change/ Change in Laws of the Land

At any point in time during the Contract Period, in case of change(s) in the regulatory compliances due

to an inherent change in the Laws of the Land prevalent in India and/ or the State of Tamil Nadu which

is mandatorily applicable across the firms operating in the Client’s industry, it is the obligation of

Service Provider to update the proposed/ provided solution and upgrade the Services to TNIFMC

within the Contract Price.

9.2. Solution Development

9.2.1. Application Study and Analysis of Requirements

a. The Service Provider would be required to study the Requirements Document provided in

Appendix I and have a detailed discussion with TNIFMC in a manner that will enable the

Service Provider to meet all the requirements of this RFP.

b. The Service Provider shall analyze these requirements to ensure the requirements are

complete, accurate, consistent and unambiguous.

c. The Service Provider will create a gap analysis document between the proposed product and

the requirements. This has to be signed off by TNIFMC.

9.2.2. Solution Design

a. Based on the requirements/gap analysis study completed, the design of the Solution would

be done by the Service Provider. An indicative list of documentation to be prepared as part of

this phase:

i. Detailed Design document detailing the components to be incorporated in the

solution as well as the degree of configuration to be performed for each functionality

noted. If any custom code is to be built, the document should note the same.

ii. The Service Provider is required to keep all such documentation up to date to reflect

the latest enhancements/modifications made to the configuration or custom

modules.

9.2.3. Application Configuration/ Development

a. The Service Provider would be responsible for configuring, customizing and testing and

implementing the end to end system. In case, the functionality does not exist , Vendor will be

developing, testing and implementing application and integrating with the other applications.

The application developed would be evaluated against the SRS as approved by TNIFMC.

b. The web application should be mobile friendly with facilities to upload documents from

mobile devices.

c. The site will be best viewed with standard web browsers such as Edge, Chrome, etc.

d. All interface/pages performing similar functionality will have consistent look and feel. UI

design should be in line with industry best practices

e. Access to the functionality of the application will be controlled based on the user type.

f. User management function shall provide the functionality to define, add, modify and logical

delete user/permissions to the systems. Also, the system administrator shall monitor the

activities of each user.

i. The system must allow to create / update / soft-delete user and user profile.


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ii. The system must allow the user to limit access to cases to specified users or user

groups.

iii. The system should provide for role-based control for the functionality within the

system.

iv. The system must allow only admin-users to set up user profiles and allocate users to

groups.

v. The system must allow changes to security attributes for groups or users (such as

access rights, security level, privileges, password allocation and management) to be

made only by super-admin.

vi. System should allow the user to access only those functionalities that he/she is

authorized to access.

vii. System should allow the user to regenerate a lost password/reset password with set

of hint questions.

9.2.4. User Acceptance Testing (UAT)

a. Once the application development and System Configuration has been completed by the

Service Provider, the Service Provider will thoroughly test the application at his end. Selected

Service Provider should carryout Unit Testing, Integration Testing, System Testing and

Performance / Load testing for custom modules if any. The inputs for this activity will be the

design documents approved by TNIFMC.

b. The Process of User Acceptance Testing is outlined below:

i. The Service Provider will design detailed procedures for User Acceptance and also

develop the UAT plan.

ii. UAT shall be done at TNIFMC. Module wise bugs report shall be submitted to the

TNIFMC. The issues shall be resolved and retested by Service Provider. The test cases

for UAT will be given by the Service Provider and validated by TNIFMC and approved

by TNIFMC. TNIFMC would inform the defects identified in each round of UAT to the

Service Provider. The Service Provider will be required to troubleshoot or resolve the

defects and resubmit the application to TNIFMC. This process of UAT will continue in

an iterative manner to the satisfaction of the Client.

iii. The Service Provider also needs to ensure that errors/ defects detected in previous

round of tests do not get repeated in successive tests.

iv. The changes if any at this stage shall be made in the software without any additional

cost and it shall be updated in SRS and Gap Analysis Document. The UAT shall be

completed and signoff shall be obtained from TNIFMC.

9.2.5. Release Management

a. Application updates should happen as per a pre-published release plan with appropriate

measures taken to safeguard data. Maintenance windows should be designated

appropriately.

9.2.6. Capacity Building and Training

a. Training plan for TNIFMC has to be prepared based on the training needs and objectives. The

major components of capacity building and training programs are:


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i. Identification of training objectives for each year during the Contract Period;

ii. Planning and Scheduling;

iii. Preparation of training materials, help files and etc.;

iv. Provide the required training materials, manuals, help files in both soft and hard

copies during the training session for all trainees;

v. Conduct the training program on a yearly basis;

vi. Address the user issues and resolve if required;

vii. Get feedback and close the feedback loop.

b. The venue, refreshments and other facilities will be provided by TNIFMC. The Service Provider

should work out a training and capacity building plan with proper schedule and submitted as

part of the overall plan for the project.

9.2.7. Software Freezing

After UAT, the software shall be finalized for all the standardized parameters. The System shall be

ready for Go Live.

9.2.8. Go-Live and Hand Holding

The Service Provider shall size the hardware and software requirements for hosting & deployment and

the final instances shall be made available to TNIFMC. Appropriate documentation in terms of

configuration items, user manuals, etc. shall also be made available at this time

9.2.9. IT Infrastructure

a. The Service Provider shall be responsible for hosting the system (responsive) for TNIFMC in a

pre-agreed Cloud environment.

b. Hosting must be done in India and with a DR Site in the country.

c. The proposed solution should provide followings without compromising in the quality &

performance of the services:

i. High Reliability

ii. High Availability (24*7*365) i.e. >99% Server Uptime

iii. High Scalability (minimum 40 and a peak of 100 concurrent users who might be

located at different locations) with Load Balancing & Clustering as per the need.

d. The Service Provider is responsible for deploying, commissioning and configuring the software

on their proposed cloud configuration.

9.2.10. Implementation and Support

The Service Provider’s responsibilities during this phase would include:

i. Implementation, commissioning and Hosting of the applications on the cloud configuration.

ii. Provide technical support to resolve any issues logged by internal and external stakeholders

through the internet / Helpdesk.

iii. Engage in installation of software as per the pre-agreed maintenance timeframes.


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9.2.11. Software Change management

a. Making enhancements / modifications to the application arising from changes in legislation or

regulations or change in user requirements or any other factors.

b. Any change to the application from the System Requirements Specification (SRS) document

and GAP analysis document agreed and signed-off by TNIFMC. The Service Provider is

expected to adopt the relevant procedures, protocols and standards of a mature Software

Development Life Cycle (SDLC) including (but not limited to) the following for any

enhancement / amendment done to the application during the course of the Project.

i. Feasibility study / Proposal for change

ii. Requirement study

iii. Design

iv. Development

v. Unit and Integration testing

vi. User acceptance testing

vii. Rollout

c. Before proceeding to the next phase, the Service Provider shall ensure that formal approval

of the TNIFMC for deliverables (including documentation) is obtained.

d. Even for enhancements/amendments to the application, the Service Provider will be required

to prepare all documentation applicable as otherwise done for the Application as per industry

standards. This includes but not limited to:

i. Change request logs

ii. Design documents

iii. Test documents

e. All change requests that may be required for any reason by TNIFMC shall be made in

accordance with the procedures to be established by TNIFMC in this regard. The Bidder shall

ensure nil downtime of software, prompt execution of customization and enhancement

requirements, version control mechanism and also to develop smooth upgrades and version

changes, ongoing training and feedback mechanism. Change requests shall be considered only

up to 25% of the value of Contract (Contract Price) for any increase in scope of work. For

finalizing the cost implications of the change requests, rates specified under Form-12 of the

Financial Proposal/ Bid will be considered.

f. Preparing at-least the following documentation as per industry standards at the

implementations stage:

i. Application release documents

ii. User manuals &Training manuals

iii. Detailed documentation of any changes to the application including proposed

changes, impact to the system in terms of functional outcomes/additional features

added to the system etc.


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9.2.12. Software Documentation

An indicative list of documents to be developed and maintained by the Service Provider is mentioned

with various activities above. All documentation should be prepared as per latest Industry standards

and should incorporate necessary version control mechanism.

9.3. Functional Requirements of the Integrated Information Management and Monitoring System

9.3.1. System-1: Deal Tracking and Monitoring System (CRM)

9.3.1.1. Desired System Capabilities

The purpose of the Deal Management System is to manage the sales (deal) pipeline from Origination

to the end state of approved/dropped. The Deal Movement stages are: Level 0, Level 1, Level 2,

Approved, Warm or Dropped. The system should allow users to add and edit deals as well as upload

supporting documentation. Approval workflows should also be built in to help with reviewing due

diligence as well as noting Investment Committee decisions. The system must integrate with the

Document Management System. It should also be capable of tracking action items.

9.3.1.2. Lead Creation, Ownership and Lifecycle

• Add multiple attributes for a given deal such as the name, vertical, description, stakeholders

who are involved, size of deal. There will be a mix of attributes including blocks of text.

• Assign tags and other attributes to make it easier to filter and search such as criticality,

origination, cluster, closure date.

• Configurable deal approval workflows with different stakeholders’ approval.

9.3.1.3. Due Diligence

• Stage specific capture of documents, checklists, Notes and Approval

• Link to Document Management System to manage material supporting the due diligence

process. Documents may be of type legal, financial, ESGMS, reports and have different file types

such as MS Excel, MS Word, PDF, images.

• Link to Issue Management System for tracking issues and action items from reviews and

Investment Committee Meetings

• Support the ESGMS clearances during the process of project approval (see ESGMS section for

more information) through integration with ESGMS system or creation of ESGMS requirement

checklists

• Record the entire history of the deal from first logging to approval or rejection

9.3.1.4. Dashboards

• Provide standard reports on the pipeline such as number of deals per quarter/year, open deals,

open by cluster/SPV and other customizable views.

• Allow user to view financial summaries of estimated portfolio size, average investment size and

other customizable views.

9.3.1.5. Other Technical Requirements

• Ability to search and filter deals by multiple fields

• Role based access to add, edit, view, approve, etc.

• Capture action items through the workflow, enable alerts on open action items and email

reminders with escalation mechanism or integration with Issue Management System


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• The System should provide API’s or other means to extract the data for integration into a

centralized TNIFMC Data Lake

PROJECT IMPLEMENTATION, EXECUTION, MAINTENANCE

9.3.2. System-2: Construction Project Management System

TNIFMC anticipates managing several investments and therefore construction projects in parallel. The

main challenge is in collecting data from various developers and PMCs who may have their own

systems.

The proposed system should serve as the system of record for all projects. The end goal for collecting

the data is to manage the time, cost, quality, EHS and regulatory compliance elements to ensure that

the project is executed smoothly. This system or set of systems should integrate with Document

Management, Issue Management, Risk Management and the Finance Module of ERP. Reporting and

predictive modeling to anticipate risks would be good value adds in this context.

The proposed system should meet the minimum requirements as outlined below.

9.3.2.1. Integrated Schedule and Quantity Tracking (BOQ)

• Should be able to accept a project plan in standard project management software (such as

Microsoft Project or Oracle Primavera) format.

• Should also be able to accept the bill of quantities (BOQ) either manually or via spreadsheet

(Microsoft Excel etc.) upload.

• Should be possible to break down the quantities from the BOQ at the schedule activity level so

as to enable detailed and accurate progress tracking in terms of time and cost.

• Should be able to forecast delays in various milestones based on the project plan, quantities

and current progress.

• Should be able to capture data around and forecast delays due to project coordination issues,

receiving documents.

• Should be able to forecast material requirements and labour requirements in real time based

on schedule changes.

• Should generate alerts and notifications based on rules.

• Should allow for changes to the schedule based on progress (or lack of it) and changes to the

BOQ as project scope changes during the course of the project.

• Should be able to project and predict the future end date of the project based on progress (or

lack of it) and the associated inter-linked issues and documents.

9.3.2.2. Project Finance Management System

• PMC should be able to upload and create invoices based on Milestones or BoQ.

• SPV identified stakeholders should be able to approve the invoices as appropriate. Role based

access should be given to stakeholders for entering, viewing, reviewing data.

• Should integrate with F&A module of the SPV.

Note: It is quite possible that TNIFMC might use the Project Finance and Cash Management System

from their Partner Banks. In the eventuality of this, the Service Provider should integrate their module

(both pull and push of the appropriate data) with the Bankers Project Finance and Cash Module (this

will be the Master system for this functionality). The approach to be chosen will be finalized during

the requirements finalization/Gap Analysis phase of the assignment.


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9.3.2.3. Controlled Updates from Site and Approvals

• Should allow for progress update on the activities including any quantity progress if applicable.

The update should be possible from a web portal or a mobile Proposal/ Bid, with support for

offline update with subsequent “synchronization” from mobile in case of remote locations. It is

expected that the update will be done by contractor’s engineers at the site.

• Allow for the site personnel to create issues linked to tasks that hinder (or enable) progress and

allow for that issue to be tracked to closure

• Allow the administrator to modify, approve or reject updates from the site and support a

workflow for raising questions/issues and closing them when such approvals are done.

• System should capture long text-based (unstructured) updates and attachments from the PMC

or Spot Team nominated by Head of Projects note their observations or report on the

progress/status of the project.

9.3.2.4. Quality Inspections

• Should allow for all the quality inspection checklists to be automatically loaded onto the system

using an Excel or equivalent data source.

• Should allow for quality inspection checklists to be attached to schedule line items so that good

quality control measures are established on an ongoing basis during project execution.

• Should allow for Contractors/PMC to submit quality inspection requests electronically,

preferably from a mobile interface, from the site to the quality team.

• Should allow for the quality inspection team to fill out the inspections electronically, from a

mobile interface, and either approve them or reject them for rework.

• Should store approved checklists as an electronic document that is retrievable on demand

during the project execution.

• Quality inspection status should be viewable by all including the quality team as a set of

dashboards and reports.

• System should allow Quality team to raise NCs and Observations, identify root cause and

resolutions and have the history of individual NCs be tracked and traced between execution

team and quality team.

9.3.2.5. Compliance Artifacts (Please see ESGMS for detailed requirements)

System should allow the set-up of custom forms/checklists and have a provision for the PMC or Spot

Team to upload documents against specific compliance requirements. These documents may include:

• Compliance with labour laws – facilities provided to workers such as sanitation, adequate

shelter, safety equipment, creche at site

• Insurance details to be captured for policies

• Site-level ESI, PF, labour licenses

9.3.2.6. Standardized Templates

• Standard Templates should be provided for different projects based on their type and the level

of controls desired.

• Role based access should be given to users to set up projects using pre-defined templates.

9.3.2.7. Data Access

• The System should provide API’s or other means to extract the data for integration into a

centralized TNIFMC Data Lake


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9.3.3. System-3: Occupational Health and Safety (OHS)

The OHS System or module should meet the minimum requirements outlined below:

• Track the number of incidents on the site with appropriate details such as date and time,

severity, root cause, any photographs

• Support audit checklists, capture information and observations

• Monitor key environmental metrics pertaining to a project such as air quality, waste, spills,

emissions, etc.

• Capture training dates, attendees, topics, and other training details

• Should provide for audits and reporting

• Role based access to input data and approve workflows

• Ability for external systems to access data via API’s or other means.

9.3.4. System-4: Environmental, Social & Governance Management System (ESGMS)


The templates for each stage of the ESG review process are similar. The system will need have 10

forms and 4-5 sub-forms with the following features. Each form supports ESGMS requirements at one

stage of the project lifecycle and the project should meet a set of criteria defined for that phase.

The requirements for the ESGMS assessment forms are given below:

• The form should display the list of criteria for evaluation. Against each criterion, there should

be a set of fields for user input:

o Qualitative description of the degree of compliance with the identified criteria

o A categorical evaluation of the compliance (yes, no, needs investigation, not applicable,

etc.)

o Supporting documentation based on which the evaluation has been completed linked to

the Document Management System

o Link to sub-sheets if any (sub-forms are structured the same way as the main form)

o Other fields may be required in a web-based system which are not currently captured

such as the name of the reviewer, time stamps and so on.

• Once the user inputs the categorical evaluation for each line item, the system should calculate

the overall compliance status for the given ESG criteria.

• The score for individual steps should also roll up into a project-level score.

The system that is deployed should be sufficiently customizable to support ESG evaluation as the

criteria and process evolve over time. Additional system capabilities needed are:

• System should contain the inputs as well as outputs for each step of the ESG review process. It

should also allow record management for all the supporting documents (hard copy, soft copy)

created.

• Dashboard which captures the current state for all projects as well as leads. This dashboard

should show the status of a given project across dimensions with details available on drill-down.

• Workflow management system to manage the flow of information, approvals, track change in

status of the action items, etc.

• Automated process to generate larger documents from key inputs provided to the system. The

larger documents would be based on standard templates. This requirement is optional at the

start.


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9.3.4.2. Enterprise-wide Systems

These systems will be required to manage data at TNIFMC level as well as at individual SPV/BU levels.

A single employee in the SPV Operations team might be a part of several projects and their time may

be shared across multiple SPV’s. The systems should be able to manage the allocation, costing and

other implications of this organization structure. The solution will be required to support each entity

individually as well as allow information to be consolidated across SPVs.

Multi-level approval workflows should be role based for all functions. The minimum requirements for

the systems are outlined below.

9.3.4.3. ESGMS and Compliance Requirements

ESGMS requirements are embedded into all of the other processes. This is a consolidated picture of

all the ESGMS requirements across different stages of the Project Lifecycle.

TNIFMC has a comprehensive ESG Management System (ESGMS) which complies with Indian

regulatory frameworks (environmental, social, governance) as well as those specific to the state of

Tamil Nadu. Additional requirements are also incorporated to comply with certain International

Standards including the requirement of major investors such as the World Bank and Asian

Development Bank.

In addition to describing and setting the ESG policy, the ESG team ensures compliance at every stage

during the project lifecycle from the investment appraisal phase when proposed projects can be

vetoed to the point of exit where conditions and better practices can be recommended for the new

management.

9.3.5. System-5: Finance & Accounting

The system will be required to support all standard finance processes and generate the reports

required for compliance and governance.

9.3.5.1. Minimum requirements

• Accounts receivable, Accounts Payable

• Ledger Management

• Management of cost centres

• Financial flows – releasing funds to ventures

• Managing cash flows, finances of the venture

• Tax compliance including – Service tax, TDS, GST, etc.

• Project wise, company-wise and BU wise P&L statements

• Financial reporting per compliance requirements

• Risk Management

• Controls

• Invoices, Approvals, Payments at a project level

• Expense reports – managing expenses, reimbursements, accounting to the appropriate

SPV/Fund, etc.

• Managing insurance policies and triggers to renew policies when close to expiry

• Budget vs Actuals to be captured and monitored at SPV and TNIFMC level

• Provision for reports and basic analytics

• Multi-level approval workflows should be role based


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9.3.6. System-6: HR and Employee Self Service

As a growing organization, TNIFMC will require automation of the HR function. Some processes, such

as Payroll, which are currently outsourced might be later brought in-house and the system should be

capable of supporting them as well.

9.3.6.1. High Level Requirements

• Employee records and database with all demographic information, employment details and

other custom information

• Support for interviews and onboarding

• Compensation planning and supporting records

• Payroll processing

• Labour laws and compliance reports

• Policy documentation

• Grievance redressal system to collect feedback

• Appraisal Management and Performance Evaluation

• Employee self-service such as leave management, reimbursements.

9.3.7. System-7: Procurement and Vendor Management

Procurement needs fall into three types. Works procurement, goods procurement, service.

Procurement needs should be managed at TNIFMC level as well as SPV level.

9.3.7.1. High Level Requirements

• RFP Management System

• Technical Evaluation System

• Purchase Orders management

• Contract Management including:

o Alerts for contract renewal when validity is ending

o Claims settlement and capturing documentation/correspondence

o Managing Bank guarantees and flagging any expiry

• Supplier database and supplier relationship management

• Reporting on the various expenses

9.3.8. System-8: Document Management System

The Document Management System is one of the key components of the TNIFMC IT Architecture and

it should support integration with a number of other systems including Deal Management, Project

Management. The system will serve as a central repository for all documentation around a particular

project throughout its lifecycle.

The Document Management System will hold several types of documents including (but not limited

to) Legal, Financial, Due Diligence, Project Reports, Board Notes, etc.

9.3.8.1. Minimum Requirements

• Cloud storage, ability to access documents from any device

• Access control and fine-grained permissions

• Locking documents, check-in, check-out, version control


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• Intelligent search across documents – beyond simple text matches

• Collaboration and version control to freely share versions across for review

• Ability to tag documents and retrieve by tag – project, process, stakeholder, etc.

• Back-up and availability

• Ability to hyperlink sections or references in other documents, entities. For example, DFR/DPR

would be referenced in multiple other documents

• It should support review and annotation of documents

• Digital signatures for applicable documents

• Standardized templates for various processes

• Support multiple file types such as MS Office documents, photos, videos, HTML, text, links.

9.3.9. System-9: Dashboards and Reports (MIS)


• Several data sources will feed into the reports. The system should be capable of supporting

these sources via connectors or live feeds. Ability to generate real time reports and dashboards

• Ability to display quantitative and qualitative information – much of the compliance information

might be text as opposed to numbers

• Ability to link reports, drill down, aggregate, etc.

• Ability provide lookahead information

• Reports and dashboards should be configurable such that each user gets to see their own

dashboard per their role in the project organization.

• Ability for automated reports to be sent as and when needed to various stakeholders without

needing manual intervention.

9.3.9.2. Indicative List of Reports

i. Construction Project Monitoring

• Construction timelines, budgets, overruns, dependencies, risks, etc.

• Progress by different heads: civil, plumbing, electrical, etc.

• Progress by various sub-contractors

• ESG monitoring as per compliance requirements

• OSHA, EHS reports

• Insurance Reporting – asset value, coverage per requirements, etc.

• The system should contain standard reports and dashboards such as daily progress

report, weekly progress report, daily labor report, monthly progress report, S curves,

pendency reports, quality inspection status, quality NC and Observations status, and

other such reports, charts and tables.

ii. Treasury/CFO Dashboard

The financial reporting will need to be at SPV level with provision to aggregate to TNIFMC

level. The categories of reports needed are given below:

• Standard accounting reports

o Trial Balance

o P&L

o Cash flow statements

• Financial performance assessment reports


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• Fund utilization report including key ratios

• Variance reports

• Ageing reports for accounts payable, receivable

iii. Procurement

• RFPs: number at project level and SPV level by value, status

• Contract validity, bank guarantee validity

• Monitoring creditors, suppliers etc.

9.3.10. System-10: Issue Management and Alerts

The Issue Management System is required to integrate with several other systems and support some

key business processes including Deal Management, Investment committee meetings, Construction

Project Construction Management, Board Meeting, Audits.

9.3.10.1. Minimum Requirements are outlined below:

• Creation of issues with parameters like criticality, closure dates, assigned to, organization

• Ability to track action items logged after review meetings

• Create dependencies on individuals and assign action items

• Ability to close and reopen issues

• Link to Directory of people/email ids

• Reports based on: open, closed, reopen stages, criticality, dates, assignees, owner, organization

• Generation of Alerts

• Integration with Mail and Document management system

9.3.11. System-11: Meeting Management (IC, Board)

The Meetings Management System is required to integrate with several like Document management

system, Deal management system, issue management system and collaborations systems like email

and calendar. This system will be used to manage and maintain records of committees such as

Investment Committee and Board Meetings.

Minimum requirements are outlined below:

• Digitize all IC and Board Meetings.

• Able to collate issues and documents from the various stakeholders into a comprehensive

agenda that can be automatically distributed to all stakeholders before the meeting

• Concerned Deal Owner / Company Secretary coordinators to automatically distribute meeting

minutes along with all supporting documents once the minutes are captured in the system

• Integrate with the issue Management system and have the ability to automate follow up on

the open agenda items and help drive it to closure

• All supporting documents for meetings to be distributed along with the meeting minutes.

9.3.12. System-12: Risk Management and Alerts

Capture Risks at proposal, project, SPV or enterprise level with owner, complexity of Risk, type of Risk

and a Risk Mitigation Plan

• Ability to Monitor risks by Owner/Project/Complexity/Type/Date

• Ability to Update the status of the Risk as time progresses


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• Optional: Proven Algorithmic approach to evaluate risks on multiple parameters and provide

alerts based on threshold values

9.3.13. System-13: Compliance Reports

9.3.13.1. Minimum requirements

• Cash flows and other regulatory compliances for financial accounting

• Key Process Indicators for board meetings

• Compliance reports for board meetings – project governance, project risk, due diligence

checklists for projects close to approval

• Compliance Reports to be submitted to various government departments/agencies/statutory

bodies.

• Minimum requirement:

o GST - Statement relating to Supply of services

o GST Return

o TDS Payment

o TDS Return

o Company Tax

o Professional Tax

o Meeting of Internal Complaints Committee - under Sexual Harassment Act

o For each fund: SBI CAP trust deed Quarterly Return submission - Statement of Bank

account opened in connection with fund / or this agreement

• Recording compliance status for various laws including supporting documentation as

applicable. Minimum requirement:

o Labour Laws

o The Companies Act, 2013

o The TN Shop and Establishment Act

o The Sexual Harassment Act

o Company Tax

o Professional Tax

o Income Tax Act

o GST Compliances

o TDS Remittance

o Companies Act, 2013

o Securities and Exchange Board of India Act

o Securities and Exchange Board of India Act

o The Prevention of Money Laundering Act, 2002

o The Prevention of Money Laundering Act, 2002

o Income Tax Act

9.3.14. Infrastructure Needs

9.3.14.1. IT Security

• Systems should implement a Single Sign on and preferably integrate with Microsoft accounts

being used for email

• All systems are required to have Role Based Access.


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• The same user can have different levels of access across documents and approval steps in

workflows. These should be achievable with a single set of credentials

9.3.14.2. Business Continuity Planning

• A comprehensive Backup (Full system and Incremental) and Restore system with automate

scheduling for backup and restore

• A Mirrored alternate system hosted at a secondary site which is situated at a different seismic

zone from the primary site, which is separated by a minimum distance of 500 kms as per Best

Industry Practices followed globally.

• In addition, Data backup at TNIFMC’s premises or designated systems shall be done on a daily

basis.

9.3.14.3. Additional Data Requirements

The software must provide APIs or other methods of data extraction for access to all the generated

data by usage of the system to TNIFMC. The solution shall also provide integration with TNIFMC’s self-

managed Data Lake to export all data periodically as agreed during system deployment. This

periodicity should be configurable should the needs of TNIFMC change over the course of use.

9.4. Non-Functional Requirements

The following are the non-functional requirements:

a. Bug fixes and updates to the asset or the underlying software stack as part of scheduled

maintenance roll-out windows.

b. Bidder is required to provide scheduled operations 24 hours a day, 7 days a week, for all

systems.

c. The bidder is required to provide 99% system availability uptime measured over a calendar

month based on Service Hours of 24/7/365 for the core modules.

d. The bidder shall provide SLA metrics for database backup, recovery and maintenance.

e. The bidder shall support resolution times for reported incidents as follows:

i. Level 1 Severity - 4 hours

ii. Level 2 Severity - 8 hours

iii. Level 3 Severity - 16 hours

iv. Level 4 Severity - Next release

9.4.1. Warranty and Operation & Maintenance

a. The Service Provider should maintain the system for a period of 60 months after the warranty

period of 8 months after Go-Live. The scope of work for warranty and Operation &

Maintenance consists of the comprehensive regular timely operations, maintenance, CR

implementation, upgrade of H/W and S/W components to meet the organization growth and


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usage of systems to meet the performance and BCP requirements, managing the system alerts

& events, SSL implementation and maintenance,

b. Apart from the above the following detailed activities should be performed one or more times

based on the requirement:

i. Bug fixes and updates to the asset or the underlying software stack.

ii. Server-side activities required for proper functioning, but not limited to:

configuration, fine-tuning, optimization, scripting, and addition/soft deletion/

updation of features for the applicable web server(s), application server(s), database

server(s) etc.

iii. Feedback-based continuous improvement.

iv. Identification of Preventive and corrective measures with the respect to the changes

occurring.

v. Maintain a log for the operations being done which can be used for further action.

vi. BCP management

9.5. Project Timeline

The following table provides the project timeline (the “Project Timeline”) which need to be adhered

to in all possibilities by the Service Provider:

Milestones Timelines (in month)

Issue of Letter of Acceptance (LoA) T0

Submission of Performance Bank Guarantee T1 = T0 + 10 days

Signing of Contract T2 = T0 + 21 days

SRS and / or Gap Analysis Document Sign off T3 = T2 + 2 months

Development& Integration Testing T4 = T2 + 5 Months

UAT Sign-off, Training, Go Live T5 = T2 + 6 Months

Warranty T6 = T2 + 12 Months

Operations and Maintenance T7 = T2 + 72 Months

Note: Penalty will be levied for any delay as per Clause. 7.11 of the Model Form of Contract.


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9.6. Deliverables and Timelines

The Service Provider shall deliver the following:

a. Project Plan and Schedule along with Project Implementation Timeline

b. Design Documents

c. Solution Method and Approach

d. Software Requirement Specifications (SRS) and/or GAP Analysis document

e. Work Breakdown Structure

f. Test reports for UAT

g. Release Management Plan

h. User Manuals, Help files, training materials and Trainings

i. Backup, restore procedure

j. SOP (Standard Operating Procedures) for O&M

k. Source code of application systems developed as part of the Project

l. Status Reports as per agreed frequency

m. Minutes of Meetings

9.6.1. Milestone Deliverable Matrix

Sl.

No.

Milestone Deliverable(s) Approval/ Sign-off

Authority

1 SRS/GAP Analysis SRS document, Use Cases, Test Cases

& CRs

TNIFMC

2 Design Design Documents, Updated Plans,

updated SRS & CRs

TNIFMC

3 Development CRs & latest Source code version TNIFMC

4 System Testing

(including

Integration)

Test report, Action taken Report on

Issues & CRs

TNIFMC

5 UAT sign off UAT report, Action Taken Report on

Issues & CRs

TNIFMC

6 Training Training materials, Participation list &

Feedback form

TNIFMC

7 Implementation Server Logs for successful deployment

and configuration, Screen shots of the

Application, reports from the Live

system and Source code of entire

system (latest version deployed in the

Go-Live system)

TNIFMC


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Sl.

No.


Authority

8 Release Notes Information on Build versions along with

its relevant source code files and its

related versions

TNIFMC

9 Warranty Support Bug fixing report, system Tuning report

& Patch update. Incident and resolution

report, Support personnel attendance if

required (in case of T&M payments),SLA

compliance report, CRs, production

support details report, Monthly task

completion

report.

TNIFMC

9.7. SLA Monitoring and Warranty

9.7.1. Service Level Agreement

a. The System should be developed, deployed and hosted at the central server. Necessary

application level support should be mainly at the server side. However, client level support

shall be required when the issues are reported by TNIFMC.

b. The Service Provider shall ensure system uptime more than 99%. The uptime will be

monitored on a quarterly basis.

c. The Contract is for a period of 72 months (6 months for Development and Deployment,

6 months for Warranty Support and 60 months for Operations & Maintenance). The SLA will

be closely monitored during this period.

d. The on-call / on-site support persons shall handle the service calls and comply with the SLA.

Any bugs or errors beyond the level of on-call / on-site support, the service shall be escalated

to the back-office team for rectification.

e. The Service Provider will maintain logs for the entire Contract Period.

Sl.

No.

Service Expected

service Level

target

Penalty

1 System

Support -

System

Availability

99% uptime a) 95% to 98.99%: 1% of milestone payment amount for every week from the date of SL slippage with a cap of 10% of milestone amount.

b) Less than 95%: 2% of milestone payment amount for every week from the date of SL slippage with a cap of 10% of milestone amount.

c) Beyond 10% penalty for the milestone, TNIFMC may take a decision as per the exit clause.


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2 Response

Time for the

Forms in

Application

1 second a) For < 2.00 second: No penalty b) For > 2.00 sec and < 3.00 seconds: 1% of milestone

payment amount for every week from the data of SL slippage with a cap of 5% of milestone amount

c) For >3.00 seconds: 2% of milestone payment amount for every week from the data of SL slippage with a cap of 10% of milestone amount

9.7.2. Warranty Period

Warranty should be covered for the duration of 6 (six) months from date of successful Roll-out of the

Project/ achieving Project Go-Live.

9.8. Payment Terms

13.8.1. No advance payment will be paid.

13.8.2. Payment for Base of 40 Users

The Contract Price to be paid to the Service Provider shall be calculated as follows:

Item No.

Item Description Terminology Value

1. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 1st year of Contract Period including GST

C1 C1

2. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 2nd Year of Contract Period including GST

C2 C1 x (1+X2/100)

3. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 3rd Year of Contract Period including GST

C3 C1 x (1+X3/100)

4. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 4th Year of Contract Period including GST

C4 C1 x (1+X4/100)


C5 C1 x (1+X5/100)

6. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 6th year of Contract Period including GST

C6 C1 x (1+X6/100)

Contract Price C C1 + C2 + C3 + C4 + C5 + C6

13.8.3. Payment for Additional Users

Payment towards providing the Services for additional (Segments of) users during the Contract

Period will be computed based on the rates calculated below for each year:


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Item No.


1. Cost for providing the Services for 1 Segment of additional users during the 1st Year of Contract Period

A1 A1

2. Cost for providing the Services for 1 Segment of additional users during the 2nd Year of Contract Period

A2 A1 x (1 + Y2/100)

3. Cost for providing the Services for 1 Segment of additional users during the 3rd Year of Contract Period

A3 A1 x (1 + Y3/100)

4. Cost for providing the Services for 1 Segment of additional users during the 4th Year of Contract Period

A4 A1 x (1 + Y4/100)


A5 A1 x (1 + Y5/100)

6. Cost for providing the Services for 1 Segment of additional users during the 6th year of Contract Period

A6 A1 x (1 + Y6/100)

13.8.4. Stage-wise payment will be released based on the Payment Milestones fixed and listed against

the Deliverables/ Events in the table below:

S. No. Deliverables/ Events Fee Payment

Milestone

1. Design Document Sign-off and GAP

Document Sign-off

15% of C1 On approval/

sign-off by

TNIFMC

2. UAT Sign off 20% of C1 On approval/

sign-off by

TNIFMC

3. Training & Go Live 15% of C1 On approval by

TNIFMC

4. On completion of 3 months of

Warranty Support Period from the

date of achieving Project Go-Live

25% of C1 + (A1 x N2 x P3) On approval by

TNIFMC




25% of C1 + (A1 x N x P) On approval by

TNIFMC

6. Quarterly Payment during O&M Period

of 60 months

25% of Cn + (An x N x P)4 On approval by

TNIFMC

2 “N” shall be the number of Segment(s) of additional Users to whom the Services have been rendered by the Service Provider, during the corresponding Payment Milestone period. 3 “P” shall be the pro-rata ratio of the number of days for which the Services have been rendered to additional Users by the Service Provider against the total number of days in the current Payment Milestone period. 4 “n” denotes the current year during the Operations & Maintenance (O&M) Period of the Contract and shall be a whole number from 2 to 6.


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13.8.5. Payment for Change Request(s)

All Change Request(s) implemented by the Service Provider shall be paid as per the calculations

shown below, on approval by TNIFMC:

Payment for Change Request(s) = Mn x Ri5

Payment for Change Request(s) shall be made in addition to the payments specified in the table

above for each Payment Milestone, against the corresponding Deliverables/ Events.

Change requests shall be considered only up to 25% of the value of Contract (Contract Price)

for any increase/ decrease in scope of work.

13.8.6. Any payment due to the Service Provider will be released within 30 days from the date of

receipt of bills, provided the corresponding Deliverable submitted by the Service Provider has

been approved by the Authority or the occurrence of the corresponding Event has been

acknowledged by the Authority.

13.8.7. The TDS amount, Penalty if any, will be deducted from the payment due to the Service

Provider.

13.8.8. Payment will be processed only after receipt of the Invoices for the respective Payment

Milestone in original from the Bidder.

13.8.9. All Payments shall be made in Indian Rupees only.

5 “Ri” shall be the number/ quantum of man-month effort spent by the Service Provider out of the total number/ quantum of man-months approved for implementing a specific Change Request, during the corresponding quarter for which payment is made. “i" corresponds to the order of Change Request(s) that are under implementation at any point of time during the corresponding payment milestone, starting from 1 i.e. when i takes the value of 1, the calculations correspond to Change Request No. 1, when i takes the value of 2, the calculations correspond to Change Request No. 2 and so on. All Change Request(s) shall be sequentially numbered during the Contract Period.


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Formats for Submission of Technical

Proposals/ Bids


Page | 60

Form-1: Covering Letter for Submission of Proposal/ Bid {To be issued on the letterhead of the Sole Bidder/ Lead Member of the Consortium}

Date: __________

To


TNIFMC Ltd.,


RA Puram, Chennai - 600 028.

Sub: Proposal for Design, Development and Implementation of Information Management and


With reference to the RFP published with Ref No: TNIFMC/IT/2020-2021/_________, I/We,

having examined all relevant documents and understood their contents, hereby submit our Proposal/

Bid for Design, Development and Implementation of Information Management and Monitoring

System for TNIFMC.

I/ We acknowledge that the Authority will be relying on the information provided in the

Proposal/ Bid and the documents accompanying the Proposal/ Bid for assessing our eligibility for

submitting this Proposal/ Bid, and we certify that all information provided in the Proposal/ Bid are

true and correct, nothing has been omitted which renders such information misleading; and all

documents accompanying such Proposal/ Bid are true copies of their respective originals.

I/ We shall make available to the Authority any additional information it may deem necessary

or require for supplementing or authenticating the Proposal/ Bid.

I/ We acknowledge the right of the Authority to reject our Proposal/ Bid without assigning any

reason or otherwise and hereby waive our right to challenge the same on any account whatsoever.

I/ We, {as a Sole Bidder or the Lead Member of the Consortium} undertake that:

i. we have been in the business of Software Development, Customization,

Implementation and/ or Hosting of Software(s) in {India/ in _______________

(mention the respective county of operation)}6 during the last 5 (five) completed

financial years prior to the Due Date for submission of Proposal/ Bid and continue to

be operational as on the date of submission of this Proposal/ Bid.

ii. {the Other Member Firms in the Consortium have been in the business of Software

Development, Customization, Implementation and/ or Hosting of Software(s) in India

{/ in _______________ (mention the respective county of operation)} during the last

3 (three) completed financial years prior to the Due Date for submission of Proposal/

Bid and continue to be operational as on the date of submission of this Proposal/ Bid.}

I/ We, {as a Sole Bidder or a Consortium} have a working office in India which has been

operational during the last 5 (five) completed financial years prior to the Due Date for submission of

6 Text within “{ }” shall be customised as applicable to the Sole Bidder or the Lead Member/ Other Members in a Consortium.


Page | 61

our Proposal/ Bid and that the office continues to be operational in India as on the date of submission

of this Proposal/ Bid.

I/ We certify that in the last five years, we have neither failed to perform on any contract, as

evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement

or arbitration award against the Bidder, nor been expelled from any project or contract by any

authority nor have had any contract terminated by any authority for breach on our part.

I/We declare that:

(a) I/ We have examined and have no reservations to the RFP Document;

(b) I/ We do not have any conflict of interest as in submission of the Proposal/ Bid;

(c) I/ We have not directly or indirectly or through an agent engaged or indulged in any

corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive

practice; and

(d) I/ We hereby certify that we have taken steps to ensure that in conformity with the

provisions of this RFP, no person acting for us or on our behalf will engage in any corrupt

practice, fraudulent practice, coercive practice, undesirable practice or restrictive

practice.

I/ We agree and understand that the Proposal/ Bid is subject to the provisions of the RFP

document. In no case, shall I/ we have any claim or right of whatsoever nature if the project is not

awarded to me/us subsequently or our Proposal/ Bid is not opened or rejected.

I/ We have studied the RFP and all other documents carefully. We understand that we shall

have no claim, right or title arising out of any documents or information provided to us by the

Authority or in respect of any matter arising out of or concerning or relating to the RFP Process.

I/ We agree and undertake to abide by all the terms and conditions of the RFP Document. In

witness thereof, I/ We submit this Proposal/ Bid under and in accordance with the terms of the RFP

Document.

Yours faithfully,

(Signature of the Authorised Signatory)

Name:

Designation:

Seal of the Bidder


Page | 62

Form-2: Particulars of the Bidder

1. Name of the Firm

2. Whether applying as Sole Bidder or Consortium7

3. If applying as Consortium, the role of Firm Lead Member / Other Member

4.

Legal Status of the Firm: (Public Limited/ Private Limited/

Limited Liability Partnership/

Partnership)

(List of Documentary Proofs

furnished)

5. Country of Incorporation:

6.

Registered Office Address:

Telephone Number:

E-mail Id:

7. Year of Incorporation

8. Year of Commencement of Business

9. Principal Place of Business

10.

Brief description of the Bidder including details of

its main lines of business, current activities,

background of promoters and management

structure etc.

(List of Documentary Proofs

furnished)

11. Name, qualification and experience of the firm’s

Director(s) / Promoter(s)

12. Organizational structure of the firm

13.

Authorized Signatory/ Contact Personnel:

Name:

Designation:

Address:

Telephone & Mobile Numbers:

E-mail Id:

7 In case of a Consortium, kindly provide the relevant details separately for each member firm


Page | 63

Form-3: Technical Experience of the Bidder

Sl.

No.

Name of the

Project/

Assignment

Details of services

provided under the

Project/ Assignment

Name and Address

of the Client/

Authority

Project/

Assignment Cost

(in INR)

Year of

Commencement

Month &

Year of

achieving

Project

Go-Live

Year of

Completion

(incl. O&M)

Document

Enclosed as Proof

of Experience

Note: In the case of Consortium, relevant details in the above tabular format shall be furnished for all the Member Firms separately


Name:

Designation:

Date:

Seal of the Bidder


Page | 64

Form-4: Project Data Sheets

(To be furnished for each project/ assignment mentioned in Form-3)

Name of the Assignment: Approx. value of the contract (in US$ or INR):

Country: Duration of Assignment (in months):

Name of the Client/ Authority:

Total No. of staff-months of the Assignment:

Address of the Client/ Authority: No. of staff-months provided by your firm:

Start date (month/year):

Completion date (month/year):

No. of staff-months provided by Partner firms if any:

Name of Partner firms, if any:

Narrative description of Project:

Description of actual services provided by your staff within the assignment:


Page | 65

Form-5: Suggested Format for Curriculum Vitae

1. Name:

2. Profession/

Present Designation:

3. Years with Firm/Organization: Nationality:

4. Area of Specialization:

5. Proposed Position on Team:

6. Key Qualifications:

Under this heading, give outline of staff member's experience and training most pertinent to

assigned work on proposed team. Describe degree of responsibility held by staff member on

relevant previous assignments and give dates and locations. Use up to half-a-page.

7. Education:

Under this heading, summarize college/university and other specialized education of staff

member, giving names of schools/colleges, etc., dates attended, and degrees obtained. Use

up to a quarter page.

8. Experience:

Under this heading, list all positions held by staff member since graduation, giving dates,

names of employing organization, title of positions held and location of assignments. For

experience in last fifteen years, also give types of activities performed and client references,

where appropriate. Use up to three quarters of a page.

9. Languages:

Indicate proficiency in speaking, reading and writing of each language by 'excellent', 'good'

or 'poor'.

Signature of Staff Member Date:

Signature of Authorised Signatory of the Proposal/ Bid


Page | 66

Form-6: Financial Information of the Bidder {To be issued on the letterhead of a Chartered Accountant}

I/ we hereby certify that the Annual Turnover of the Sole Firm/ Lead Member of the Consortium8 as

per the audited/ provisional annual financial statements are as mentioned below:

Name of the Firm:

Financial Year Turnover of the Firm

(Amount in INR Lakhs)

Net worth of the Firm

as on 31st March of the

corresponding Financial Year

(Amount in INR Lakhs)

2017-18

2018-19

2019-20

[Please specify if audited/

provisional]

(Signature of the Chartered Accountant with his/ her membership number)

Name:

Designation:

Date:

Note:

i. As a proof for Eligibility Check, the Bidder shall submit the ‘Annual Audited Financial

Statements’ for the last three financial years viz. FY 2017-18, FY 2018-19 and FY 2019-20.

ii. In case the annual financial statements for FY 2019-20 have not been audited till the Due Date

for submission of Bid, unaudited/ provisional statements for the period shall be accepted.

8 In case of a Consortium, kindly provide the relevant details separately for each Member Firm


Page | 67

Form-7: Declaration for Appropriate Use of the RFP Document

I/We have downloaded the RFP document from the website http://tnifmc.com and I/ we have not

tampered/ modified the RFP documents in any manner. In case, if the same is found to be

tampered/ modified, I/ we understand that my/ our Proposal/ Bid will be summarily rejected and I

am/ we are liable to be banned from doing business with the Tamil Nadu Infrastructure Fund

Management Corporation Limited and/ or prosecuted.


Name:

Designation:

Date:

Seal of the Bidder

http://tnifmc.com/


Page | 68

Form-8: Comments and Suggestions on the Scope of Services

Kindly furnish your comments and suggestions, if any for improving the Scope of Services and timely

completion/ delivery of the Services in this form.


Page | 69

Form-9: Statement of Undertaking for Non-Debarment/

Non-Blacklisting {To be issued on the letterhead of the Sole Bidder/ each Member Firm of the Consortium}

We, _______________________________________________, having our registered office at

___________________________________________________ do hereby undertake and confirm that

we or any of our Promoter(s) / Directors(s) and Consortium member(s) and its Promoter(s) /

Directors(s) has not been de-barred / blacklisted by the Government of India/ Government of Tamil

Nadu/ any other State Government in India/ any Public Sector Undertaking (PSU) of the Central/ State

Governments/ any of its parastatals during the last 5 (five) completed financial years and continue to

remain so till date, which shall prevent us from participating in this RFP process.

It is understood that if this Statement of Undertaking is found to be false in any particular, the

Client shall have the right to reject our Proposal/ Bid and if the Proposal/ Bid has resulted in a Contract,

the Contract is liable to be terminated.

Dated this _____ day of _______, 2020.


Name:

Designation:

Date:

Seal of the Bidder


Page | 70

Formats for Submission of Financial

Proposals/ Bids


Page | 71

Form-10: Financial Proposal Submission Form {To be issued on the letterhead of the Sole Bidder/ Lead Member of the Consortium}

[Location]

[Date]

To

Chief Executive Officer

Tamil Nadu Infrastructure Fund Management Corporation Ltd.,




Dear Sir,

We, the undersigned, offer to provide the consulting services for Design, Development and

Implementation of Information Management and Monitoring System for TNIFMC in accordance with

your Request for Proposal No. TNIFMC/IT/2020-2021/02 dated [Insert Date] and our Technical

Proposal.

Our attached Financial Proposal is for the amount of INR ________ {Insert amount(s) in words

and figures}, inclusive of all taxes and duties as applicable, towards Total Cost for providing Services

to a base of 40 users across TNIFMC, SPVs and Projects during the 1st year of Contract Period.

Item No.

Item Description Amount (in INR)

1. Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 1st year of Contract Period

Goods and Services Tax @ 18%

Cost for providing the Services to a base of 40 users across TNIFMC, SPVs and Projects during the 1st year of Contract Period including

GST

Discount (Z)

Total Cost for providing the Services to a base of 40 users across TNIFMC, SPVs and Projects during the 1st year of Contract Period

(C1)

Item No.

Item Description Percentage (%)

1. Increase or decrease (X2 %) in cost over C1 for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 2nd year of Contract Period

2. Increase or decrease (X3 %) in cost over C1 for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 3rd year of Contract Period

3. Increase or decrease (X4 %) in cost over C1 for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 4th year of Contract Period


Page | 72

Item No.




Note: Please mention percentage values rounded off to two decimal places only. Any numerical value

mentioned beyond two decimal places will be ignored and the value till two decimal places will only be

considered for all calculations.

Our Financial Proposal shall be valid and remain binding upon us, subject to the modifications

resulting from Contract Negotiations, for the period of time specified under Clause 4.5 of the RFP.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

_________________________________________________________________

Signature (of Bidder’s Authorized Signatory) {In full and initials}:

Full name: {insert full name of Authorized Signatory}

Title: {insert title/position of Authorized Signatory}

Name of the Firm: {insert name of the firm in which the personnel is employed}

Capacity: {insert the personnel’s capacity to sign for the Bidder}

Address: {insert the Authorized Signatory’s address}

{In the case of Bidder being a Consortium, the Authorized Signatory of the Lead Member shall sign, in

which case the power of attorney to sign on behalf of the Consortium/ all Member Firms shall be

furnished.}


Page | 73

Form-11: Financial Proposal: Unit Price for Additional Users {To be issued on the letterhead of the Sole Bidder/ Lead Member Firm of the Consortium}

The Bidder shall quote the Price for providing the Services for additional users during the Contract

Period in the format specified below:

Item No.

Item Description Amount (in INR)

1. Cost for providing the Services for 1 Segment of additional Users during the 1st Year of Contract Period

Goods and Services Tax @ 18%

Total Cost for providing the Services for 1 Segment of additional Users during the 1st year of Contract Period (A1)

Item No.


1. Increase or decrease (Y2 %) in cost over A1 for providing Services to 1 Segment of Additional Users across TNIFMC, SPVs and Projects during the 2nd year of Contract Period

2. Increase or decrease (Y3 %) in cost over A1 for providing Services to 1 Segment of Additional Users across TNIFMC, SPVs and Projects during the 3rd year of Contract Period

3. Increase or decrease (Y4 %) in cost over A1 for providing Services to 1 Segment of Additional Users across TNIFMC, SPVs and Projects during the 4th year of Contract Period



Note: Please mention percentage values rounded off to two decimal places only. Any numerical value

mentioned beyond two decimal places will be ignored and the value till two decimal places will only be

considered for all calculations.

_________________________________________________________________

Signature (of Bidder’s Authorized Signatory) {In full and initials}:

Full name: {insert full name of Authorized Signatory}

Title: {insert title/position of Authorized Signatory}

Name of the Firm: {insert name of the firm in which the personnel is employed}

Note:

1. 1 Segment denotes 5 additional users irrespective of the number of active users.


Page | 74

2. Based on the evolving nature of its business, TNIFMC reserves the right to decide and

communicate in writing the number of Segment(s) of additional Users to whom the Services

should be provided by the Service Provider, anytime during the Contract Period.

3. The Service Provider shall make necessary arrangements within 14 days from the date of issue

of such written communication by TNIFMC to provide the Services to such number of

Segment(s) of additional Users.

4. Payment as specified under Clause 10: Payment Terms of the Model Form of Contract shall be

made by TNIFMC on a pro-rata basis, by calculating of the number of days the Services have

been provided for the additional Users till the last day of the current Payment Milestone Period

against the total number of days in the corresponding Payment Milestone.


Page | 75

Form-12: Financial Proposal: Average Manpower Cost for Change

Request {To be issued on the letterhead of the Sole Bidder/ Lead Member Firm of the Consortium}

The Service Provider shall provide the average manpower cost (across Project Team/ Key Personnel

deployed for the assignment) per man-month effort which may be applied for change request(s) and

custom development post achieving Project Go-Live i.e. during the Warry Support Period and

Operations & Maintenance (O&M) Period of the Contract, in the format specified below:

Year of Contract Period Average Cost per

Man-month Effort (Amount in INR)

GST @ 18% (Amount in INR)

Average Price per Man-month Effort (Amount in INR)

1st Year of Contract Period (post achieving Project Go-Live/

during Warranty Support)

M1

2nd Year of Contract Period M2

3rd Year of Contract Period M3

4th Year of Contract Period M4




Name:

Designation:

Date:

Seal of the Bidder

Note:

1. The Authority shall communicate the Change Request(s) in writing anytime during the Contract

Period.

2. The Service Provider shall make necessary arrangements within 14 days from the date of issue

of such written communication by TNIFMC to implement the Change Request(s).

3. Any Change Request communicated by TNIFMC and implemented by the Service Provider in a

quarter shall be paid for the entire quarter (3 months) by TNIFMC.

4. TNIFMC shall endeavour to communicate the Change requests closer to the beginning or end of

a quarter anytime during the Contract Period.


Page | 76

Appendix-1: Template for Preparation of Technical Proposal/ Bid

The Technical Proposals/ Bids shall be prepared/ compiled in the following fashion by the Bidders:

1. Executive summary

Overview of the company covering the systems, architecture and any other key points which

distinguish the Bidder from competition.

2. Scope of Work

a. Scope of work as understood by the bidder

b. Assumptions and exclusions as applicable

3. Technical Solution

a. Technical Architecture - Data Architecture APIs and Integration. How will the Bidder comply

with the architecture proposed in Section 8.3 as well as meet the design requirements

outlined in Section-9 of this document?

b. Solution Components - List of proposed systems & their key features to meet the

requirements laid out in Section-9.

c. Technical Capabilities Statement as given in Appendix-2.

d. Infrastructure and Hosting system configuration details for scalability and meeting

performance requirements.

e. BCP and DRP for the solution

4. System Development Process

a. Project Plan

b. Risk Mitigation plan for key risks identified

c. Quality Process UAT

d. Governance

5. System Maintenance and Support

a. Change Management

b. O&M Philosophy

c. Configuration Management

6. Project Team – Team Composition (Names and CVs of Project Lead, Technical Lead and key team

members)

The above information shall be followed by the information/ details sought in the Technical Proposal

Submission Formats viz. Form-1 through Form-9 along with the supporting documents/ documentary

evidences/ proofs relevant to these Forms.


Page | 77

Appendix-2: Technical Capabilities Statement

1. System 1: Deal Tracking and Monitoring System

Requirement Available

in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Capture all incoming leads and assign multiple tags

such as criticality, origination, cluster, closure date.

Filter and view deals by selected dimension such as

criticality, origination, cluster

Configurable deal approval workflows with different

stakeholders’ approval

Stage specific capture of documents, checklists,

Notes and Approval

Link to DMS and Store Legal, Financial, ESGMS

documentation at each stage of approval and allow

stakeholders to collaborate

Support for all attachment types including MS Word

and Excel, PDF, images

Integration or creation of ESGMS requirement

checklists as configured for each stage of workflow

Ability to capture action items for deals during the

workflow or integration with issue management

system. Alerts on open action items.

Dashboards with standard views of pipeline,

investment portfolio and ability to build custom

views

Role based access for adding, editing, viewing,

approving individual steps of workflow

API's or other mechanisms for data extraction to

feed external data lake


Page | 78

2. System 2: Construction Project Management System

Requirement Available in Product

(Y/N)

If Available Configurable or Use it As-Is to meet TNIFMC requirements

(Y/N)

Will Develop

(Y/N)

Support for work breakdown structure and cost breakdown structure. Integration with standard Project Management Software such as MS Project or Primavera

Mange Bill of Quantities either manually or via spreadsheet

Upload and create milestones, work breakdown structure

Map BoQ with schedule level activities to track progress

Allow schedule changes and capture factors that impact schedule. Forecast delays based on project plan and milestones

Should be able to capture data around and forecast delays due to project coordination issues, receiving documents.

Should be able to forecast material requirements and labor requirements in real time based on schedule changes.

Should have a rule based alert system

Should allow for changes to the schedule based on progress (or lack of it) and changes to the BOQ as project scope changes during the course of the project.

Should be able to project and predict the future end date of the project based on progress (or lack of it) and the associated inter-linked issues and documents

Support creation and upload of invoices based on BoQ

Customizable Workflow for approval of invoices

Integration with F&A module of the organization

Allow progress reports to be recorded from site visits by various stakeholders with support for a mobile app to upload reports and photos

Creation and tracking of issues


Page | 79

Allow workflows to accept, reject or modify updates from the site

System should capture long text based reports from the site as well as accompanying images or other attachments

Support for Quality checklists to be uploaded in Excel or other forms

Allow quality checklists to be attached to schedule line items

Should allow for Contractors/PMC to submit quality inspection requests electronically, preferably from a mobile interface, from the site to the quality team.

Should store approved checklists as an electronic document that is retrievable on demand during the project execution.

Quality inspection status should be viewable by all including the quality team as a set of dashboards and reports

System should allow Quality team to raise NCs and Observations, identify root cause and resolutions and have the history of individual NCs be tracked and traced between execution team and quality team.

Checklists or other provisions to track compliance requirements such as labour laws, insurance details, labour licenses, ESI, PF, etc

Standardized templates pre-defined for different project types including level of controls to be placed

Role based access to users for viewing data, approval workflows

The System should provide API’s or other means to extract the data for integration into a centralized TNIFMC Data Lake


Page | 80

3. System 3: OHS


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Audit checklists with fields to capture information

against pre-defined criteria

Incident tracking - date, type, images, etc.

Environmental metrics monitoring: emissions,

waste, spills, air quality, etc.

Training sessions - date, attendees, content

Reporting module for KPIs and customized

reports

Role based access for approval workflows, issue

tracking, reading and viewing data




Page | 81

4. System 4: ESGMS


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Ability to have customizable forms and multi-step

workflows where ESGMS criteria can be

configured

Ability to process multi-step workflows by

evaluating various criteria and having different

values of compliance status against each line item

Link to supporting documentation in the DMS

Audit trail on key fields for last modified time,

name of person modifying

Ability to generate aggregate score based on the

evaluation score of individual criteria

Dashboard showing the status of every project

with provision to roll up or roll down to criteria

level

Role based workflow approval and provision to

create, read, delete, edit


Page | 82

5. System 5: Finance and Accounting


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Accounts receivable, Accounts Payable

Ledger Management

Management of cost centres

Financial flows – releasing funds to ventures

Managing cash flows, finances of the venture

Tax compliance including – TDS, GST, etc.

Project wise, company-wise and BU wise P&L

statements

Financial reporting per compliance requirements

Risk Management

Controls

Invoices, Approvals, Payments at a project level

Expense reports – managing expenses,

reimbursements, accounting to the appropriate

SPV/Fund, etc.

Managing insurance policies and triggers to renew

policies when close to expiry

Budget vs Actuals to be captured and monitored at

SPV and TNIFMC level

Provision for reports and basic analytics

Aggregation of data and reports at SPV and

TNIFMC levels




Page | 83

6. System 6: HR & Employee Self Service


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Employee records and database with all

demographic information, employment details

and other custom information

Support for interviews and onboarding

Compensation planning and supporting records

Payroll processing

Labour laws and compliance reports

Policy documentation

Grievance redressal system to collect feedback

Appraisal Management and Performance

Evaluation


Page | 84

7. System 7: Procurement and Vendor Management


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

RFP Management System

Technical Evaluation System

Purchase Orders management

Alerts for contract renewal when validity is ending

Claims settlement and capturing

documentation/correspondence

Managing Bank guarantees and flagging any expiry

Supplier database and supplier relationship

management

Reporting on the various expenses

Aggregation of data and reports at SPV and

TNIFMC levels




Page | 85

8. System 8: Document Management System


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Cloud storage, ability to access documents from

any device

Access control and fine-grained permissions

Locking documents, check-in, check-out, version

control

Intelligent search across documents – beyond

simple text matches

Collaboration and version control to freely share

versions across for review

Ability to tag documents and retrieve by tag –

project, process, stakeholder, etc.

Back-up and availability

Ability to hyperlink sections or references in other

documents, entities. For example, DFR/DPR would

be referenced in multiple other documents

It should support review and annotation of

documents

Digital signatures for applicable documents

Standardized templates for various processes

Support multiple file types such as MS Office

documents, photos, videos, HTML, text, links.




Page | 86

9. System 9: Dashboards and Reports (MIS)


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

The system should be able to connect to different

data sources and pull data for reports

It should have the ability to display large blocks of

text legibly and with usability in addition to

quantitative data

The system should support aggregation, drill

down, filtering, ability to build custom reports,

linking of reports, building dashboards with

multiple reports

It should allow lookahead information

The reports should be role based with filters

applicable to the user's role

There should be a provision to automate report

generation

The system should be capable of supporting all the

indicative reports listed in the requirements

specification


Page | 87

10. System 10: Issue Management and Alerts


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Creation of issues with parameters like criticality,

closure dates, assigned to, organization

Ability to track action items logged after review

meetings

Create dependencies on individuals and assign

action items

Ability to close and reopen issues

Link to Directory of people/email ids

Reports based on: open, closed, reopen stages,

criticality, dates, assignees, owner, organization

Email alerts based on actions or due date and

ability to configure triggers

Integration with Mail and Document

management system




Page | 88

11. System 11: Meeting Management (IC and Board)


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Ability to schedule meetings, manage

stakeholders, send invites, share agenda

Distribute meeting minutes to attendees and

other stakeholders via system alerts or auto-

generated emails

Integrate with Issue Management System to

capture various open action items and track

progress of action items

Integrate with Document Management System to

manage the supporting documentation for

meetings


Page | 89

12. System 12: Risk Management and Alerts


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Create and flag risk by category, project, SPV, etc.

Monitor the state of the Risk items via owner,

entity, project, complexity, etc.

Ability to update the risk status

Optional: Algorithmic KPI monitoring and alerts

Ability to interface with data from multiple

systems and read/write data to data lake via APIs

or other mechanisms


Page | 90

13. System 13: Compliance Reports


in Product

(Y/N)

If Available

Configurable or

Use it As-Is to

meet TNIFMC

requirements

(Y/N)

Will

Develop

(Y/N)

Financial Compliance reports: Cashflow

GST – relating to supply of services

GST – Return

TDS – Payment

TDS – Return

Company Tax

Professional Tax

Labour laws compliance

Companies Act compliance

TN Shop and Establishment act compliance

Securities and Exchange Board of India Act

Income Tax Act

OSHA, EHS reports

Insurance Reporting – asset value, coverage per

requirements, etc.


Page | 91

Appendix-3: Demo Scenarios

Every Bidder has to demonstrate their solution for the following systems with appropriate scenarios

to TNIFMC.

1. Demo 1: Deal Management System

An Integrated Deal Management System (CRM) with Document Management and Workflow. Access

has to be role based. Search on deals by status, stage and criticality are to be demonstrated.

1.1. Deal Flow Business Process

The following chart provides the deal flow with Approvals and the various documents needed:

Figure 1: Deal Flow Process

1.2. Documents to be captured and actions to be supported at each stage are outlined below:

a. Project proposal note, initial due diligence notes

b. Meeting notes, action items if project is approved for next level. If not approved, closure

note

c. No documents – access permissions to repositories and workflows determined at this level

d. Further supporting documentation or images to be captured to project repository. Meeting

notes, action items to be entered with

e. Meeting notes and action items to be captured

f. Level 0 memorandum to be prepared

g. Meeting notes, action items to be captured

h. Internal due diligence artifacts to be captured such as: compliance documents, risk factors

(environment, social factors beyond compliance and statutory requirements)

i. Level 1 note, DFR, DPR to be created


Page | 92

j. Draft Term Sheet

k. IC meeting notes, action items, capture notes for further actions.

2. Demo 2: Construction Project management System Integrated with Document

Management and Workflow

2.1. Demo Requirements

The minimum requirements to be demonstrated are:

a. Ability to integrate with popular scheduling systems like MSP or Primavera

b. Ability to integrate with the accounting / finance modules of an ERP system

c. Show that budgets and tasks can be linked and earned value metrics can be shown in near

real time

d. Progress update from the mobile

e. Visual progress of the project based on site progress

f. Ability to auto-generate MIS reports and dashboards (DPR, WPR, etc.)

g. Ability to link decisions to progress and show clashes

h. Ability to link site inspection to activities and digitize the quality process

3. Demo 3: Finance and Accounting Integrated with Workflow

3.1. Demo Requirements

The minimum requirements to be demonstrated are:

a. Demonstrate Trial Balance, Ledger, P&L, Balance Sheet, Cash Flow Statement at a project

and SPV Level. One can take two SPVs and 5 projects. SPV1 has two projects and SPV2 has 3

projects.

b. Demonstrate the following 3 compliance Reports

i. TDS - Payment/Return

ii. GST – Return

iii. Professional Tax

c. Demonstrate of POs with appropriate workflow (Minimum 10 POs created)

d. Demonstrate Payment Processing for invoices related to POs created above (Minimum 3

invoices including a rejection and reapproval after correction scenario)


Page | 93

Appendix-4: Model Form of Contract

(To be executed on a Non-Judicial Stamp Paper of value Rs. 100/- bought in Tamil Nadu by the

Selected Bidder)

(NO FIGURES IN NUMERALS OR WORDS SHALL BE FILLED UP IN THIS MODEL FORM OF CONTRACT

AT THE TIME OF SUBMISSION OF PROPOSAL/ BID)

This CONTRACT is made at Chennai on the .......... day of 2020 by and between Tamil Nadu

Infrastructure Fund Management Corporation Ltd., having its registered office at No.19, TP Scheme

Road, Raja Annamalai Puram, Chennai, Tamil Nadu - 600028, being the Service recipient (hereinafter

referred to as the “Authority” or “TNIFMC”) which expression unless repugnant to the context or

meaning thereof shall include its successors, affiliates and assigns of the FIRST PART;

AND

{M/s. ……………………………………………………………………………………………………………, a firm represented

herein by Mr./ Ms. …………………………………………., aged about …… years and having its Registered office

at ………………………………………………………………………………………………………………………………… (hereinafter

referred to as the “Selected Bidder” or “Service Provider”) which expression unless repugnant to the

context or meaning thereof shall include its successors, affiliates and assigns of the SECOND PART;}9

{……………………………………………………………………………………………………………., a Consortium represented by

the firm, M/s. ………………………………………………………………………………………………………………, acting as its

Lead Member, represented herein by Mr./ Ms. ………………………………………………., aged about ……. years

and having its Registered office at ………………………………………………………………………………………...

(hereinafter referred to as the “Selected Bidder” or “Service Provider”) which expression unless

repugnant to the context or meaning thereof shall include its successors, affiliates and assigns of the

SECOND PART;}10

The parties of the First Part and the Second Part are also hereinafter individually referred to as “Party”

and collectively as “Parties”.

WHEREAS, TNIFMC invited a tender vide Tender Ref: TNIFMC/IT/2020-21/02 for Selection of a

qualified Software Solution Provider for Design, Development and Implementation of Information

Management and Monitoring System, based on Software as a Service (SaaS) model, as per the Scope

of Services prescribed under Section-9 of the RFP document.

WHEREAS, TNIFMC and the Selected Bidder in pursuance thereof have arrived at the following terms

and conditions.

NOW THEREFORE, in consideration of the mutual protection of information herein by the Parties

hereto and such additional promises and understandings as are hereinafter set forth, the parties agree

as follows:

1. The Service Provider agrees to deliver the Services as per the Scope specified under Section-9 of

this RFP within the Project Timeline at the Contract Price agreed upon by the Parties.

9 To be retained in the case of Selected Bidder being a Sole Bidder 10 To be retained in the case of Selected Bidder being a Consortium


Page | 94

2. The Service Provider agrees that the Contract Price, Unit Price for rendering the Services to a

Segment of Additional Users and the Average Manpower Cost for implementing the Change

Request are all firm and not subject to enhancement, except for the change in the quantum of

availing such Services by the Authority.

3. The Contract or any part share of interest in it shall not be transferred or assigned by the Service

Provider directly or indirectly to any person or persons whomsoever without the prior written

consent of TNIFMC.

4. Neither TNIFMC nor the Service Provider shall be liable to the other for any delay or failure in the

performance of their respective obligations due to causes, contingencies beyond their reasonable

control such as:

i. Natural phenomena including but not limited to earthquakes, floods and epidemics.

ii. Acts of any Government authority domestic or foreign including but not limited to war

declared or undeclared.

iii. Accidents or disruptions including, but not limited to fire and explosions.

5. The RFP Document in relation with this tender shall be deemed to form and be read and construed

as part of this Contract. The enclosures to the RFP Document, the Proposal/ Bid submitted by the

Service Provider, the finalized Terms and Conditions and the LoA respectively will form part of this

Contract. Wherever the offer conditions furnished by the Service Provider are at variance with

conditions of this Contract or conditions stipulated in the RFP document, the final negotiated offer

conditions shall prevail over the tender conditions furnished by the Service Provider.

6. Project Timeline

The following table provides the project timeline (the “Project Timeline”) which need to be adhered

to in all possibilities by the Service Provider:

Milestones Timelines (in month)

Issue of Letter of Acceptance (LoA) T0

Submission of Performance Bank Guarantee T1 = T0+10 days

Signing of Contract T2 = T0 + 21 days

SRS and / or Gap Analysis Document Sign off T3 = T2 + 2 months

Development& Integration Testing T4 = T2 + 5 Months

UAT Sign-off, Training, Go Live T5 = T2 + 6 Months

Warranty T6 = T2 + 12 Months

Operations and Maintenance T7 = T2 + 72 Months


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7. Deliverables and Timelines

The Selected Bidder shall deliver the following:

a. Project Plan and Schedule along with Project implementation timeline

b. Design Documents

c. Solution method and approach

d. Software Requirement Specifications (SRS) and/or GAP Analysis document

e. Work Breakdown Structure

f. Test reports for UAT

g. Release Management Plan

h. User Manuals, Help files, training materials and Trainings

i. Backup, restore procedure

j. SOP (Standard Operating Procedures) for O&M

k. Source code of application systems developed as part of the project

l. Status Reports as per agreed frequency

m. Minutes of Meetings

7.1.1. Milestone Deliverable Matrix

Sl.

No.


authority

1 SRS/GAP Analysis SRS document, Use Cases, Test Cases

& CRs

TNIFMC

2 Design Design Documents, Updated Plans,

updated SRS & CRs

TNIFMC

3 Development CRs & latest Source code version TNIFMC

4 System Testing

(including

Integration)

Test report, Action taken Report on

Issues & CRs

TNIFMC

5 UAT sign off UAT report, Action Taken Report on

Issues & CRs

TNIFMC

6 Training Training materials, Participation list &

Feedback form

TNIFMC

7 Implementation Server Logs for successful deployment

and configuration, Screen shots of the

Application, reports from the Live

system and Source code of entire

system (latest version deployed

in the Go-Live system)

TNIFMC

8 Release Notes Information on Build versions along

with its relevant source code files and its

related versions

TNIFMC


Page | 96

Sl.

No.


authority

9 Warranty Support Bug fixing report, system Tuning report

& Patch update. Incident and resolution

report, Support personnel attendance if

required (in case of T&M payments),SLA

compliance report, CRs, production

support details report, Monthly task

completion

report.

TNIFMC

8. SLA Monitoring and Warranty

8.1.1. Service Level Agreement (SLA)

8.1.1.1. The System should be developed, deployed and hosted at the central server. Necessary

application level support should be mainly at the server side. However, client level support

shall be required when the issues are reported by TNIFMC.

8.1.1.2. The Selected Bidder shall ensure system uptime more than 99%. The uptime will be

monitored on a quarterly basis.

8.1.1.3. The initial contract is for a period of 72 months (6 months for development& deployment,

6 months as warranty and 60 months for O&M support). The SLA will be monitored during

this period.

8.1.1.4. The on call / onsite support persons shall handle the service calls and comply with the SLA.

Any bugs or errors beyond the level of on call / onsite support, the service shall be

escalated to the back-office team for rectification.

8.1.1.5. The Selected Bidder will maintain logs for the entire Contract Period.

Sl.

No.

Service Expected

service Level

target

Penalty

1 System

Support -

System

Availability

99% uptime d) 95% to 98.99%: 1% of milestone payment amount for every week from the date of SL slippage with a cap of 10% of milestone amount.

e) Less than 95%: 2% of milestone payment amount for every week from the date of SL slippage with a cap of 10% of milestone amount.

f) Beyond 10% penalty for the milestone, TNIFMC may take a decision as per the exit clause.

2 Response

Time for the

Forms in

Application

1 second d) For < 2.00 second: No penalty e) For > 2.00 sec and < 3.00 seconds: 1% of milestone

payment amount for every week from the data of SL slippage with a cap of 5% of milestone amount

f) For >3.00 seconds: 2% of milestone payment amount for every week from the data of SL slippage with a cap of 10% of milestone amount


Page | 97

8.1.2. Warranty should be covered for the duration of 6 (six) months from date of Successful Roll out

of the Project/ Project Go-live

9. Review and Monitoring

9.1.1. The Selected Bidder should be accountable to TNIFMC for successful implementation of the

Integrated System. TNIFMC will hold scheduled review meeting and the Selected Bidder

should report the progress to TNIFMC on a fortnightly basis and adhere to the decisions made

during the review meeting.

10. Payment Terms

10.1.1. No advance payment will be paid.

10.1.2. Payment for Base of 40 Users

The Contract Price to be paid to the Service Provider shall be calculated as follows:

Item No.


1. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 1st year of Contract Period including GST

C1 C1

2. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 2nd Year of Contract Period including GST

C2 C1 x (1+X2/100)

3. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 3rd Year of Contract Period including GST

C3 C1 x (1+X3/100)


C4 C1 x (1+X4/100)


C5 C1 x (1+X5/100)

6. Total Cost for providing Services to a base of 40 users across TNIFMC, SPVs and Projects during the 6th year of Contract Period including GST

C6 C1 x (1+X6/100)

Contract Price C C1 + C2 + C3 + C4 + C5 + C6

10.1.3. Payment for Additional Users

Payment towards providing the Services for additional (Segments of) users during the Contract

Period will be computed based on the rates calculated below for each year:

Item No.


1. Cost for providing the Services for 1 Segment of additional users during the 1st Year of Contract Period

A1 A1

2. Cost for providing the Services for 1 Segment of additional users during the 2nd Year of Contract Period

A2 A1 x (1 + Y2/100)


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3. Cost for providing the Services for 1 Segment of additional users during the 3rd Year of Contract Period

A3 A1 x (1 + Y3/100)


A4 A1 x (1 + Y4/100)


A5 A1 x (1 + Y5/100)

6. Cost for providing the Services for 1 Segment of additional users during the 6th year of Contract Period

A6 A1 x (1 + Y6/100)

10.1.4. Stage-wise payment will be released based on the Payment Milestones fixed and listed

against the Deliverables/ Events in the table below:

S. No. Deliverables/ Events Fee Payment

Milestone

1. Design Document Sign-off and GAP

Document Sign-off

15% of C1 On approval/

sign-off by

TNIFMC

2. UAT Sign off 20% of C1 On approval/

sign-off by

TNIFMC

3. Training & Go Live 15% of C1 On approval by

TNIFMC




25% of C1 + (A1 x N11 x P12) On approval by

TNIFMC




25% of C1 + (A1 x N x P) On approval by

TNIFMC

6. Quarterly Payment during O&M Period

of 60 months

25% of Cn + (An x N x P)13 On approval by

TNIFMC

10.1.5. Payment for Change Request(s)

All Change Request(s) implemented by the Service Provider shall be paid as per the calculations

shown below, on approval by TNIFMC:

Payment for Change Request(s) = Mn x Ri14

11 “N” shall be the number of Segment(s) of additional Users to whom the Services have been rendered by the Service Provider, during the corresponding Payment Milestone period. 12 “P” shall be the pro-rata ratio of the number of days for which the Services have been rendered to additional Users by the Service Provider against the total number of days in the current Payment Milestone period. 13 “n” denotes the current year during the Operations & Maintenance (O&M) Period of the Contract and shall be a whole number from 2 to 6. 14 “Ri” shall be the number/ quantum of man-month effort spent by the Service Provider out of the total number/ quantum of man-months approved for implementing a specific Change Request, during the corresponding quarter for which payment is made. “i" corresponds to the order of Change Request(s) that are under implementation at any point of time during the corresponding payment milestone, starting from 1 i.e. when i takes the value of 1, the calculations


Page | 99

Payment for Change Request(s) shall be made in addition to the payments specified in the table

above for each Payment Milestone, against the corresponding Deliverables/ Events.

Change requests shall be considered only up to 25% of the value of Contract (Contract Price)

for any increase/ decrease in scope of work.

10.1.6. Any payment due to the Service Provider will be released within 30 days from the date of

receipt of bills, provided the corresponding Deliverable submitted by the Service Provider has

been approved by the Authority or the occurrence of the corresponding Event has been

acknowledged by the Authority.

10.1.7. The TDS amount, Penalty if any, will be deducted from the payment due to the Service

Provider.

10.1.8. Payment will be processed only after receipt of the Invoices for the respective Payment

Milestone in original from the Bidder.

10.1.9. All Payments shall be made in Indian Rupees only.

11. Penalty for Delay

11.1.1. The Bidder must strictly adhere to the Project Timeline, specified under the Scope of Services

for performance of the obligations arising out of the LoA and subsequently this Contract and

any delay will enable TNIFMC to resort to any or both of the following:

a. Claim Penalty for delayed performance, at 0.5% of the Contract Price per week of delay

and the maximum Penalty limited to 10% of the Contract Price, beyond which

appropriate clauses for Termination of the Contract shall be enforced by the Authority.

However, Penalty clause will not be applicable if the delay is not due to the Service

Provider.

b. Terminate the Contract, as per the provisions in the Contract for termination due to

non-performance of obligations arising out of this Contract by the Service Provider.

In case of termination of the Contract by TNIFMC due to non-performance of the

obligations by the Service Provider, the Performance Security will be encashed and/ or

the Security Deposit will be forfeited, as the case may be.

11.1.2. In addition, TNIFMC reserves the right to award the assignment/ balance portion of the Scope

of Services to any other party / parties and the loss/ expenses incurred thereafter will be

recovered from the Service Provider.

11.1.3. Penalty will be levied if the Services have not been delivered in full within the Project Timeline

subject to Force Majeure conditions.

11.1.4. Notwithstanding anything contained in the Penalty clause, TNIFMC reserves the right to

blacklist the Service Provider from taking part in any of the procurement processes of TNIFMC

correspond to Change Request No. 1, when i takes the value of 2, the calculations correspond to Change Request No. 2 and so on. All Change Request(s) shall be sequentially numbered during the Contract Period.


Page | 100

for a minimum period of three (3) years from the date of blacklisting for failure to carry out the

Services in time or according to the quality and quantity prescribed or any such similar reasons.

This Penalty shall be over and above all other penalties. Such Bidders would be automatically

banned for 3 years from taking part in TNIFMC's Tenders.

12. Termination of Contract

12.1. Termination for Default

12.1.1. TNIFMC may without prejudice to any other remedy for breach of Contract, by written notice

of default with a notice period of 30 (thirty) days, sent to the Selected Bidder, terminate the

Contract in whole or in part:

i. If the Service Provider fails to deliver any or all of the service within the time period(s)

specified in the Contract, or fails to supply the items as per the Delivery Schedule or

within any extension thereof granted by TNIFMC; OR

ii. If the Service Provider fails to perform any of the obligation(s) under the contract; OR

iii. If the Service Provider in the judgment of TNIFMC, has engaged in fraudulent and

corrupt practices in competing for or in executing the Contract.

12.1.2. In the event TNIFMC terminates the Contract in whole or in part, TNIFMC may procure, upon

terms and in such manner as it deems appropriate, the goods and services similar to those and

delivered and the Service Provider shall be liable to TNIFMC for any additional costs for such

similar goods and service. However, the Service Provider shall continue the performance of the

Contract to the extent not terminated.

12.2. Termination for Insolvency

12.2.1. TNIFMC may at any time terminate the Contract by giving written notice with a notice period

of 7 (seven) days to the Service Provider, if the Service Provider becomes bankrupt or otherwise

insolvent. In this event, termination will be without compensation to the Service Provider,

provided that such termination will not prejudice or affect any right of action or remedy that

has accrued or will accrue thereafter to TNIFMC.

12.3. Termination for Convenience

12.3.1. TNIFMC may by written notice, with a notice period of 30 (thirty) days sent to the Service

Provider, terminate the Contract, in whole or in part, at any time for its convenience. The notice

of termination shall specify that termination is for TNIFMC’s convenience, the extent to which

performance of work under the Contract is terminated, and the date upon which such

termination becomes effective.

12.3.2. On termination during the Development Period and Warranty Support Period, the Service

Provider will be paid for the remuneration fixed for the corresponding period in full viz.

Development Period or Warranty Support Period as the case may be.

12.3.3. On termination during the O&M Period, the Service Provider will be paid for the Quarter in

which the notice of termination is sent and one subsequent Quarter as compensation by

TNIFMC and the Service Provider is not entitled to any other compensation whatsoever.


Page | 101

12.3.4. Any notice to the Service Provider shall be deemed to be sufficiently served, if given or left in

writing at their usual or last known place of abode or business.

13. Exit Clause

13.1. At the time of expiry of Contract due to efflux in time, as per the contract between the Parties,

the Service Provider should ensure a complete knowledge transfer to the newly appointed

Software Solution Provider by TNIFMC or an incoming team of professionals, to be decided and

indicated to the Service Provider as the case may be by TNIFMC, within a period of 4 weeks prior

to the expiry of Contract.

TNIFMC shall endeavor to complete the procurement process for selecting and appointing a

Software Solution Provider, if it decides to do so, 1 month/ 30 days prior to the expiry of Contract

as a means to facilitate the Knowledge Transfer process.

The Service Provider at the time of exit process undertakes to supply the following:

i. All information relating to the work rendered;

ii. Project data and Confidential Information;

iii. All other information including but not limited to documents, records and agreements

relating to the Services reasonably necessary to TNIFMC or any other agency identified

to carryout due diligence in order to transition the provision of services to TNIFMC or any

other agency identified;

iv. All properties provided by TNIFMC shall be returned;

v. Before the date of exit, the Service Provider shall deliver to TNIFMC all new and updated

deliverables and shall not retain any copy thereof.

vi. Hand-over the source code along with System Design Document prepared/ developed for

the systems developed under this Contract (for which IPR is owned by TNIFMC) and

modified/ changed as per the Change Request(s) approved by the Authority from time to

time.

14. Intellectual Property Rights (IPR)

14.1. The ownership and IPR of the systems developed under this Contract would always rest with

TNIFMC. The ownership and IPR of the Proprietary tools, ERP, Products/ Frameworks and/or

other tools used by the Selected Bidder or third party or parties for the purpose of making the

deliverables would always rest with the respective parties. The Selected Bidder would disclose

such tools, ERP, Products, Frameworks to be used under this Contract to TNIFMC.

15. Source Code & System Design Document

The Service Provider is bound to share the Source Code along with the System Design Document

prepared/ developed for the systems developed under this Contract (for which IPR is owned by

TNIFMC) and modified/ changed as per the Change Request(s) approved by the Authority from

time to time, on completion of every 6 months from the date of signing of the Contract till the

expiry of Contract by efflux of time or termination of Contract whichever is earlier.

16. Confidentiality

16.1. The purpose of this Contract is to maintain confidentiality pertaining to various Confidential

Information, which is exchanged between TNIFMC and the Service Provider to render the Scope


Page | 102

of Services (hereinafter called “Purpose”).

16.2. For purposes of this Contract, "Confidential Information" means the terms and conditions,

and with respect to either party, any and all information in written, representational, electronic,

verbal or other form relating directly or indirectly to the Purpose (including, but not limited to,

information identified as being proprietary and/or confidential or pertaining to, pricing,

marketing plans or strategy, volumes, services rendered, customers and suppliers lists, financial

or technical or service matters or data, employee/ agent/ consultant/ officer/ director related

personal or sensitive data and any information which might reasonably be presumed to be

proprietary or confidential in nature) excluding any such information which:

(i) is known to the public (through no act or omission of the Service Provider in violation of

this Contract);

(ii) is lawfully acquired by the Service Provider from an independent source having no

obligation to maintain the confidentiality of such information;

(iii) was known to the Service Provider prior to its disclosure under this Contract;

(iv) was or is independently developed by the Service Provider without breach of this

Contract;

(v) is required to be disclosed by governmental or judicial order, in which case Service

Provider shall give TNIFMC prompt written notice, where possible, and use reasonable

efforts to ensure that such disclosure is accorded confidential treatment and also to

enable TNIFMC to seek a protective order or other appropriate remedy at TNIFMC’s sole

costs.

16.3. Confidential Information disclosed orally shall only be considered Confidential Information if:

(i) identified as confidential, proprietary or the like at the time of disclosure; and

(ii) confirmed in writing within Seven (7) days of disclosure.

16.4. This Contract does not obligate either party to disclose any particular proprietary information;

to purchase, sell, license, transfer, or otherwise dispose of any technology, services, or products;

or to enter into any other form of business, contract or arrangement. Furthermore, nothing

contained hereunder shall be construed as creating, conveying, transferring, granting or

conferring by one party on the other party any rights, license or authority in or to the Confidential

Information disclosed under this Contract.

16.5. Disclosure

a. Service Provider agrees and undertakes that it shall not, without first obtaining the written

consent of the TNIFMC, disclose or make available to any person, reproduce or transmit in

any manner, or use (directly or indirectly) for its own benefit or the benefit of others, any

Confidential Information save and except both parties may disclose any Confidential

Information to their Affiliates, directors, officers, employees or advisors of their own or of

Affiliates on a "need to know" basis to enable them to evaluate such Confidential

Information in connection with the negotiation of the possible business relationship;

provided that such persons have been informed of, and agree to be bound by obligations

which are at least as strict as the recipient’s obligations hereunder. For the purpose of this

Contract, Affiliates shall mean, with respect to any party, any other person directly or

indirectly Controlling, Controlled by, or under direct or indirect common Control with, such


Page | 103

party. "Control", "Controlled" or "Controlling" shall mean, with respect to any person, any

circumstance in which such person is controlled by another person by virtue of the latter

person controlling the composition of the Board of Directors or owning the largest or

controlling percentage of the voting securities of such person or by way of contractual

relationship or otherwise.

b. The Service Provider shall use the same degree of care and protection to protect the

Confidential Information received by it from TNIFMC as it uses to protect its own

Confidential Information of a like nature, and in no event such degree of care and

protection shall be of less than a reasonable degree of care.

c. TNIFMC shall not be in any way responsible for any decisions or commitments made by

Service Provider in relying on the TNIFMC's Confidential Information.

16.6. Return or Destruction of Confidential Information

The parties agree that upon termination/expiry of this Contract or at any time during its

currency, at the request of the TNIFMC, the Service Provider shall promptly deliver to TNIFMC

the Confidential Information and copies thereof in its possession or under its direct or indirect

control, and shall destroy all memoranda, notes and other writings prepared by the Service

Provider or its Affiliates or Directors, officers, employees or advisors based on the Confidential

Information and promptly certify such destruction.

16.7. Independent Development and Residuals

Both parties acknowledge that the Confidential Information coming to the knowledge of the

other may relate to and/or have implications regarding the future strategies, plans, business

activities, methods, processes and or information of the parties, which afford them certain

competitive and strategic advantage. Accordingly, nothing in this Contract will prohibit the

Service Provider from developing or having developed for it products, concepts, systems or

techniques that are similar to or compete with the products, concepts, systems or techniques

contemplated by or embodied in the Confidential Information provided that the Service

Provider does not violate any of its obligations under this Contract in connection with such

development.

16.8. Injunctive Relief

The parties hereto acknowledge and agree that in the event of a breach or threatened breach

by the other of the provisions of this Contract, the party not in breach will have no adequate

remedy in money or damages and accordingly the party not in breach shall be entitled to

injunctive relief against such breach or threatened breach by the party in breach.

16.9. Non-Waiver

a. No failure or delay by either party in exercising or enforcing any right, remedy or power

hereunder shall operate as a waiver thereof, nor shall any single or partial exercise or

enforcement of any right, remedy or power preclude any further exercise or enforcement

thereof or the exercise of enforcement of any other right, remedy or power.

b. This Contract shall remain in force during the Contract Period of 72 months as per the

Deliverables and Scope of work from the date of signing of this contract. TNIFMC may


Page | 104

renew/extend the contract for a further period as may be agreed between the parties.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective

names as of the day and year first above written.

For and on behalf of [Name of the Authority]

[Authorized Representative of TNIFMC – name, title and signature]

For and on behalf of [Name of Service Provider]

[Authorized Representative of the Service Provider – name, title and signature]


Page | 105

Appendix-5: Format for Bank Guarantee towards Performance

Security

To,

The Chief Executive Officer, Tamil Nadu Infrastructure Fund Management Corporation,

No:19, First Floor, TP Scheme Rd,

Raja Annamalai Puram, Chennai, Tamil Nadu 600028

Bank Guarantee No:

Amount of Guarantee:

Guarantee covers from:

Last date for lodgment of claim:

This Deed of Guarantee executed by (Bankers Name &

Address) having our Head Office at (address)

(hereinafter referred to as “the Bank”) in favor of the Chief Executive Officer, TNIFMC having its

Registered office at No:19, 1st Floor, TP Scheme Rd, Raja Annamalai Puram, Chennai,

Tamil Nadu - 600028 (hereinafter referred to as the “Beneficiary”) for an amount not exceeding

Rs. ______/- (Rupees only) as per the request of

M/s. having its office address at (hereinafter referred to

as “Selected Bidder” or “Service Provider”) against Letter of Acceptance (LoA) reference

no. _________________ dated _____ issued by M/s. Tamil Nadu Infrastructure Fund Management

Corporation Limited. This guarantee is issued subject to the condition that the liability of the Bank

under this guarantee is limited to a maximum Rs. _________/- (Rupees

only) and the guarantee shall remain in full force upto ________ months from the

date of Bank Guarantee and cannot be invoked otherwise by a written demand or claim by the

Beneficiary under the Guarantee served on the Bank before ________ months from the date of Bank

Guarantee.

AND WHEREAS it has been stipulated by you in the said LoA that the Selected Bidder shall furnish you

with a Bank Guarantee issued by a Scheduled Commercial Bank operating in India for the sum specified

therein as security for compliance with the performance obligations of the Service Provider for a

period in accordance with the Contract.

AND WHEREAS we have agreed to give the Selected Bidder a Guarantee.

THEREFORE, we (Banker’s address) , hereby affirm that

we are Guarantors and responsible to you on behalf of the Selected Bidder up to a total of

Rs. _______/- (Rupees only) and we undertake to pay you,

upon your first written demand declaring the Service Provider to be in default under the Contract and


Page | 106

without any demur, cavil or argument, any sum or sums within the limit of Rs. _____/- (Rupees

only) as aforesaid, without your needing to prove or show

grounds or reasons for your demand or the sum specified therein. We will pay the guaranteed amount

notwithstanding any objection or dispute whatsoever raised by the Service Provider.

This Guarantee is valid until _________ months from the date of Bank Guarantee. Notwithstanding,

anything contained herein, our liability under this guarantee shall not exceed Rs.______/- (Rupees

Only). This Bank Guarantee shall be valid up to ___

months from the date of Bank guarantee and we are liable to pay the guaranteed amount or any part

thereof under this Bank Guarantee only and only if you serve upon us a written claim or demand on

or before .

In witness whereof the Bank, through its Officer, duly authorized by us to do this act, has set his, hand

and stamp on this ……………………………….. at ……………………………….

Witness:

(Signature)

(Name in Block Letters)