Clarification/Amendment for RFP for HRMS Solution - … And... · 2016-05-11 · • Software Developer- 15 ... Requirement Specification ... Clarification/Amendment for RFP for HRMS

Clarification/Amendment for RFP for HRMS Solution

RFP Number: InfoTech Project SEWA 2016/HRMS/12.03.2016 Date: 08.04.2016

CLARIFICATION/AMENDMENT

REQUEST FOR PROPOSAL (RFP)

FOR

HRMS Solution

Agriculture Insurance Company of India Ltd. (AIC)

Information Technology Department,

13th Floor, AMBA DEEP Building,

14, Kasturba Gandhi Marg,

New Delhi – 110 001.

Tel. no.: +91 11 46869800 Fax no.: +91 11 46869815

E-Mail: [email protected] Website: www.aicofindia.com

Page 1 of 26

http://www.aicofindia.com/


Contents

AMENDMENT FOR RFP FOR HRMS SOLUTION ...................................................................................... 3

SECTION 1- AMENDMENTS IN RFP CLAUSES .......................................................................................... 4

1.1 ANNEXURE 01- ELIGIBILITY CRITERIA COMPLIANCE ................................................................................. 7

SECTION 2- CLARIFICATIONS ................................................................................................................... 11

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Amendment for RFP for HRMS Solution

In reference to the Request for Proposal for HRMS Solution, reference no. InfoTech Project SEWA 2016/HRMS/12.03.2016 dated: 12.03.2016, the following Amendment & Clarifications are issued herewith.

All other terms and conditions of the RFP document remain unchanged. Please treat this Amendment & Clarifications provided herewith as an integral part of the RFP document issued.

The Bidder is required to use the revised Annexure at the time of bid submission.

1. Revised Annexure part of this RFP Amendment Annexure 01 – Eligibility Criteria Compliance

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Section 1- Amendments in RFP Clauses

RFP Details

S. No.

RFP Reference Existing Clause Modified Clause

1 Technical Evaluation, vi. Resource Planning, Project Governance & Project Team, Page no 29-30

People Credential The proposed list of identified key roles and their deployment requirement is as given below: (page 29-30 of RFP) • Project Manager – 2 • Subject Matter Expert –HR - 2 • Solution Architect – 2 • Infrastructure Expert – 2 • Business Analyst–4 • Information Security Expert–2 • Software Developer- 15

People Credential Bidder to provide adequate resources as per the project plan. the following roles are proposed (including but not limited to) (page 29-30 of RFP) • Project Manager • Subject Matter Expert –HR • Solution Architect • Infrastructure Expert • Business Analyst • Information Security Expert • Software Developer

2 Technical Evaluation, Technical Evaluation Process. Sr. No. 1: Bidders Past Experience, Page no 23-25

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

# Number of relevant credentials

Marks

1

2 relevant credentials

35 marks

2


40 marks

3 4 relevant credentials

45 marks

4 5 or more relevant credentials

50 marks

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

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


Marks

1


52.5 marks

2


60 marks


67.5 marks


75 marks

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

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S. No.



Marks

1

2 relevant credential

35 marks

2


40 marks


45 marks


50 marks


Marks

1

2 relevant credential

52.5 marks

2


60 marks


67.5 marks


75 marks

3 Annexure 08- Bid Undertaking Letter, Page no 98

Annexure 08- Bid Undertaking Letter

Renamed to Annexure 08- Pro forma for Bank Guarantee in lieu of DD

4 Annexure 07- Pro forma for Bank Guarantee in lieu of DD, Page no 96-97

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

Renamed to Annexure 07- Bid Undertaking Letter

5 Scope of Work, 3.2 Detailed Scope of Work 3.2.2: Implementation (a)

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

Source code or object code of the application not required. Multi- Vendor Support for the Application is required.

6 Eligibility Criteria, Section clause No.9 (Annexures) Annexure 01- Eligibility Criteria Compliance Business Solutions: For the bidder - HRMS Implementation experience Point No.1

Should have had implementation experience in having implemented the proposed HRMS solution comprising of at least supply, commissioning, implementation, rollout, go live and maintenance in at least two Government/PSU/PSE in India in the last five years

Clause to be revised as: “Should have had implementation experience in having implemented the proposed HRMS solution comprising of at least supply, commissioning, implementation, rollout, go live and maintenance in at least two BFSI/Government/PSU/PSE in the last five years and should be

Page 5 of 26


S. No.


and should be currently live and running as of date of the RFP.

currently live and running as of date of the RFP”.

7 Eligibility Criteria, Section clause No.9 (Annexures) Annexure 01- Eligibility Criteria Compliance For the OEM - HRMS Application criteria (Point No.1)

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

Clause to be revised as: “The proposed integrated HRMS solution should be live in at least one BFSI/ Government/ PSU/PSE in India covering at least 500 employees and should be currently live and running as of date of the RFP.”

8 Scope of Work, 3.2.9 Training, Page no 45

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

Adequate trainings to be planned and provided by the Bidder. Training will preferably be conducted in New Delhi. In case of training required in any other location the lodging and travel cost shall be borne by AIC as per AIC's norms.

9 Scope of Work, 3.10.3.10 Warranty, page no 52

a) The products & services offered must include comprehensive on- site warranty from the date of installation and acceptance of the solution by AIC including all software, patches, updates and licenses. The Warranty will commence from the date of acceptance.

Clause to be revised as: a) The products & services offered must include comprehensive on- site warranty from the date of installation and acceptance of the solution by AIC including all software, patches, updates and licenses. The Warranty period of 1 year will commence from the date of acceptance.

10 Annexure 19- Bandwidth requirements of the Solution, page no 114

Annexure 19- Bandwidth requirements of the Solution

Bandwidth shall be provided by Service provider engaged by AIC. Bandwidth is out of scope of this RFP. Current bandwidth between DC & DR is of 10Mbps and bandwidth between ROs is 2-5 Mbps. Annexure 19 has been removed from the RFP

11 Functional Requirement Specification

PF and Pension FRS Kindly refer to the Annexure 03- Functional Requirement Specifications

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1.1 Annexure 01- Eligibility Criteria Compliance

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

Note:

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

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

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

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

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

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

S. No

Financial and other Requirement to be met by

the Bidder

Proof to be submitted

Bidders Complian

ce (Yes/No)

Reference in the document

(Section no, Page no.)

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

Certificate of Incorporation/ Certificate of commencement

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

Certificate of Incorporation/ Certificate of commencement

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

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

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S. No


the Bidder


Bidders Complian

ce (Yes/No)



OR

CA Certificate

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

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

OR

CA Certificate

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

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

CA Certificate

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

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

Self-declaration

Business Solutions

Page 8 of 26


S. No


the Bidder


Bidders Complian

ce (Yes/No)



For the bidder - HRMS Implementation experience

Supporting required

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

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

For the OEM - HRMS application criteria

Supporting required

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

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

Note:

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

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

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

Page 9 of 26


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

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

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

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

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Section 2- Clarifications

S. No

RFP Reference

RFP Clause Query AIC Response

1 Point no 1 of the eligibility criteria for the OEM - HRMS application criteria, Page no 22

The proposed integrated HRMS solution should be live in at least one Government/PSU/PSE in India covering at least 500 employees and should be currently live and running as of date of the RFP.: All public sector HR rules are covered comprehensively in our solution and the same is successfully implemented in many PSU's in India

Request you kindly relax the condition to 500 users from any 3 PSU implementations.

No change in RFP

Terms & Conditions, 8.7 Ownership, Grant and Delivery (C ) Delivery, Page no 76

Delivery: The Bidder, at the time of installation shall deliver to AIC required copies of the object code version of the Software and the associated Program Documentation including operation manual and training material. The Bidder is required to deliver the detailed technical design documents of the end state solution deployed at AIC. The Bidder, after customization shall deliver to AIC required copies of the object code version of the customized Software and the associated Program Documentation including operation

Kindly incorporate a clause in the RFP that the delivery of Source Code or Object Code will be under Escrow with separate Agreement mutually decided between the client and the OEM/Bidder.

No change in RFP

2 Annexure 12- Manufacture

Following such termination, furnishing at no cost to AIC, the

Kindly incorporate a clause in the RFP that the delivery of Source

Following such termination, furnishing at no cost to

Page 11 of 26


S. No

RFP Reference


rs Authorization Form Point No.2, Page no 103

blueprints, design documents, operations manuals, standards, source codes and specifications of the Products, if requested.

Code or Object Code will be under Escrow with separate Agreement mutually decided between the client and the OEM/Bidder.

AIC, the blueprints, design documents, operations manuals, standards, source codes of customizations for AIC and specifications of the Products, if requested.

3 Annexure 05- Bill of material, Cost Summary sheet

For every year (1-7), there is a Capex & Opex cost.

We understand that the Capex cost for every year is for Facility Management Cost/Manpower Support Cost. Kindly clarify

CAPEX is Capital Expenditure

OPEX is Operational/Revenue Expenses

4 Section 3 – Scope of Work 3.1 – x. Support to all third party applications of third party applications that AIC will add during the period of contract, Page no 34

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

How vendor will know the scope of application that is added by AIC and its relation to HRMS application, what type of application are expected to be added which are to be integrated with HRMS by vendor?

To be defined in SRS stage

5 Section 3 – Functional Scope HRMS – 3.1.2, Page no 36

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

DO AIC expects that though the solution is web based and on cloud, part of solution is to be offline and location base?

The bidder is required to adhere to the RFP clause. There is no change in the RFP requirements.

Page 12 of 26


S. No

RFP Reference


requirements provided by AIC as part of this RFP.

6 Scope of Work, Section 3- SMS Integration – 3-2-5, Page no 42

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

On what parameters the integration of SMS over on Gupshup is to be done? Do AIC is going to expose the integration method to selected bidder/vendor?


7 Scope of Work, Section 3-Gap Identification and Resolution -3.2.6-e, Page no 42

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

Are these going to be separate reports than the defined MIS reports within system? i.e. additional reports expected by AIC?


8 Scope of Work, Section 3 – 3.4.4 – Language, Page no 56

The integrated HRMS solution should support bilingual i.e. Hindi and English. Information in database, portal, reports etc. would be stored/displayed in English only.

Where the use of Hindi is expected, if reports, DB, portal etc to be stored and displayed in English only

No change in RFP

9 Eligibility Criteria, 9. Annexures Annexure 01- Eligibility Criteria Compliance, Page no 89,90

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

For having wider participation from Sis, which would help AIC to get the best in class enterprise solution at a competitive price, we would request AIC to consider the following

No change in RFP

Page 13 of 26


S. No

RFP Reference


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

suggestion for change in the EC: Should have had implementation experience in having implemented HRMS solution / SI project comprising of at least supply, commissioning, implementation, rollout, go live and maintenance of software application in at least two Government / PSU / PSE in India in the last five years and should be currently live and running as of date of the RFP

10 5. Payment terms, Page no 59

The Application License cost shall be payable as follows : - => 50% of the Application License Cost will be payable on procurement of the application => 30% of the Application License Cost will be payable on successful Go Live of Application and availability of all the required interfaces with other applications => 20% of the Application License Cost would be payable 6 months post Go Live of the application on successful Go Live

Please consider the following payment terms for the Application License cost: - => 50% of the Application License Cost will be payable on procurement of the application => 30% of the Application License Cost will be payable on UAT Sign-off => 20% of the Application License Cost would be payable 3 months post Go Live of the application on successful Go Live of Application and

No change in RFP

Page 14 of 26


S. No

RFP Reference


of Application and availability of all the required interfaces with other applications

availability of all the required interfaces with other applications

11 5. Payment terms, Page no 59

The Application Implementation cost shall be payable as follows : => 20% of Application Implementation Cost will be payable on sign off of SRS => 20% of Application Implementation Cost will be payable at sign off of UAT => 10 % of Application Implementation Cost will be payable at completion of data migration => 30% of Application Implementation Cost will be payable on successful Go Live of Application and availability of all the required interfaces with other applications => 20% of the Application Implementation Cost will be payable 6 months post Go Live of the application and availability of all the required interfaces with other applications

Please consider the following payment terms for the Application Implementation cost : => 30% of Application Implementation Cost will be payable on sign off of SRS => 30% of Application Implementation Cost will be payable at sign off of UAT => 30 % of Application Implementation Cost will be payable at completion of data migration => 10% of Application Implementation Cost will be payable on successful Go Live of Application and availability of all the required interfaces with other applications

No change in RFP

12 5. Payment terms, Page no 59,60

The Hardware Cost shall be payable as follows : - => 30% of the Hardware Cost will be payable on delivery of the hardware => 20% of the Hardware Cost will be payable on successful installation of the hardware

Please consider the following payment terms for the Hardware Cost : - => 50% of the Hardware Cost will be payable on delivery of the hardware => 30% of the Hardware Cost will be payable on successful

No change in RFP

Page 15 of 26


S. No

RFP Reference


=> 30% of Hardware Cost will be payable on successful Go Live of Application and availability of all the required interfaces with other applications => 20% of the Hardware Cost will be payable 6 months post Go Live of the application and availability of all the required interfaces with other applications

installation of the hardware => 20% of Hardware Cost will be payable on successful Go Live of Application

13 Functional Requirement: General Requirement, Point no 3.1

The system should support Multiple Location hierarchies (Head Office/Regional Office / One Man Office/Branches/etc.)

Please specify the details of multiple offices i.e no. of different offices, locations, etc.

No change in RFP


The system should allow generation of a unique reference number for each transaction like leave, loan, advance, etc.

Please specify types of leaves, loans, advances, etc. along with their policies.

Refer FRS for requirements


The system should maintain calendar definition for each location/Office within AIC, capturing Weekly holidays, Public Holidays, restricted holidays, Unscheduled Holidays, other non-working days (if any). Cloning of calendar should be available. Calendar should be accessible to users.

Please specify the number of ESS users and core users.

Kindly refer to the RFP

16 Functional Requirement: General Requirement

Capability to remind the employee regarding modification or requirement of additional data in case it is needed

Is this requirement to be fulfilled through mails or system?

No change in RFP

Page 16 of 26


S. No

RFP Reference


, Point no 4.3.7

for approving any one of the above online request.

17 Functional Requirement: Employee Record Management, Point no 6.6

Provision to define important/key parameters in the HR database that may need close monitoring

Please elaborate on what modules you need close monitoring.


18 Functional Requirement: Personal Administration, Point no 1.8

Data on grant of functional allowances other than Dearness Allowance, House Rent Allowance, City/Local Compensatory

What exactly are your functional allowances?


19 Functional Requirement: Personal Administration, Point no 1.8

Generation of Statement of number of houses/flats on lease for officers, lease rent paid by AIC and lease license fee recovered from the allottees.

Which criteria does AIC follow for this requirement? Is the allotment done on the basis of Grade- Grade set of the employees?


20 Functional Requirement: Staff Reimbursement, Point no 1.4

The system should maintain and implement GMP rules as defined (including the rules for retired employees)

Share the full form of GMP

Full form of GMP is Group Mediclaim Policy

21 Functional Requirement: Staff Reimbursement, Point no 1.5

The system should maintain and implement GPA rules as defined

What is the full form of GPA and use of GPA?

Full form of GPA is Group Personal Accident. GPA is basically the insurance coverage for AIC employees and the system needs to store the related details for the employees

22 Functional Requirement: Conveyance and Lease, Point no 1.3

Capture the details of all the vehicles available with AIC and the details of allotments made to different executives.

Capturing details of vehicle and allotment will be part ERP not under HCM solution. Will it still required?

No change in RFP

23 Functional Requirement: Conveyance

The system should provide the facility for online sanction by the competent authority

Is house lease/rent house details are required to be

No change in RFP

Page 17 of 26


S. No

RFP Reference


and Lease, Point no 3.3

captured in the system?

24 Functional Requirement: Tours and Transfers, Point no 1.1

Facility for Online application seeking approval by the employee for official work/Training outside the headquarter (domestic/foreign)

Do you want to link the travel with training if it is outside the organization? Means if training is taking place somewhere outside the organization then travel automatically raised from the system

No change in RFP

25 Functional Requirement: Payroll, Point no 1.3

Facility to upload data history from existing system for a number of years/months as decided by AIC and its updating

please define the number of years for which historical data upload

No change in RFP


Provision to recover other charges as defined and configured by the user

Who is the user in this segment and what kind of charges will be added?

No change in RFP


Facility of office notes for NOC for PP/ VISA / GOING ABROAD/OUTSIDE EMPLOYMENT /studies/ VRS/ RESIGNATION

Please explain more on office note? For what purpose office note is required?

No change in RFP


The system should have the ability to maintain the salary information i.e. Record of all pay of all activity for each employee for a user specified period

Using which bank the salary is credited to employees account?

No change in RFP

29 Eligibility Criteria

We request for addition of certifications like CMMI-5 , ISO 20000-1 , ISO 14001

No change in RFP

30 5. Payment Terms

Request AICIL to consider changes in payment terms as below

No change in RFP

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S. No

RFP Reference


1) 100% license payments against supply of license 2) 100% HW cost against supply & commissioning of HW 3) 30% implementation charges at SRS Signoff 4) 25% implementation charges on Design & Development Phase 5) 25% Application Implementation Cost will be payable at completion of data migration 6) 10% of implementation charges on UAT 7) 10% of implementation charges on go live

31 Terms & Conditions, 8.25 Limitation of Liability, Page no 83

The maximum amount that may be levied by way of Liquidated Damages pursuant to clause above shall not exceed 10% of the Total Contract value.

Please change this clause as : 0.2 % of the Delayed Milestone Price shall be liable to be deducted for every week (or part thereof) of delay subject to a maximum deduction of 2 % of the delayed milestone

No change in RFP

32 Scope of Work, 3.1 Overview of Bidder’s Scope of Work, Page no 34

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

Existing IT system details (Hardware & software) are anyhow required for us to factor the integration aspects for the same and pass on the benefits accordingly to AIC. Details of the following are

Query not clear

Page 19 of 26


S. No

RFP Reference


mandatorily required to weave an apt AIC solution : i Core Insurance Solution ii Financial Management Solution iii Email solution iv AIC intranet v AIC website vi SMS Server vii DMS solution viii Any other


iv. The bidder will be responsible for assisting AIC in formulating the Data Migration strategy and Data Migration process documentation and conduct data migration activities.

Request to share the volume of the existing Data that needs to be migrated. Accordingly the migration efforts can be factored aptly


34 Scope of Work, 3.3.5 Data Center and Disaster Recovery Center design, Page no 55

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

Disaster Recovery site is generally proposed to have 100% of Data and 50% compute, unlike here it is asked for 100% compute which is going to impact the commercials despite having NSPOF in the provided solution. Kindly comment upon our understanding

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

35 Scope of Work, 3.2.6 Gap Identification and Resolution, Page no 42

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

Request to specify the no. of audit that has to be factored on a yearly basis.

The periodicity as per AIC

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S. No

RFP Reference


points agreed between AIC and Bidder in mutually agreed timelines

36 General Can the existing load balancers be extended for this AIC infra?

Yes

37 General Kindly confirm if AIC will facilitate the SMS gateway to suffice the given requirement. Details of the same are required to pass on the benefit to AIC

Current SMS provider is Gupshup Pvt. Ltd. The bidder is required to integrate with the SMS gateway

38 General Kindly confirm if AIC will facilitate the email gateway to suffice the given requirement. Details of the same are required to pass on the benefit to AIC

AIC is currently using Microsoft Outlook Exchange and has McAfee Email gateway and the bidder is required to integrate with the same.

39 General Kindly confirm if bidder can propose virtualization of the entire compute stack i.e. prod, test, UAT etc.

The bidder is required to propose its own solution

40 General Kindly confirm if AIC will facilitate the LDAP/AD to suffice the given requirement.

AIC has active directory in place. Existing Active Directory schema version: 44

41 General Kindly specify is HA required for all the environments OR specific to only prod. Also pls clarify if virtualization can be used to scale the hardware.

As per RFP

42 Instructions to bidders, 2.17 Sub-Contracting, Page no 19

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

Our recommendation: Bidders are requested to note that if they intend to sub-contract a portion of scope

No change in RFP

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S. No

RFP Reference


non-core activities only having sufficient experience in handling such assignments, if required at the sole discretion of AIC. They must sub-contract it to Indian agencies only. Sub-contracting to foreign agencies is not permitted. In such case details of the vendor should be submitted along with the bid response. The Bidder is responsible for all the services provided to AIC regardless of which entity is conducting the operations. The Bidder is also responsible for ensuring that the sub-contractor comply with all security and privacy requirements of the contract and AIC can obtain independent audit report for the same.

43 Annexure 18- Bidder’s General Information, Page no 113

We confirm that we have noted the contents of the RFP and have ensured that there is no deviation in filing our response to the RFP and that AIC will have the right to disqualify us in case of any such deviations.

Formulating a solution is only possible within specified boundaries (rules/assumptions) that are listed along with the solution so as to provide exactitude. Unambiguous rules/assumptions should out-rightly be

No change in RFP

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S. No

RFP Reference


rejected. However, certain rules/assumptions are formulate so as to narrow the requirement and pass on the benefits to the customer. Kindly comment upon our understanding


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

Exact address along with pin code of the AIC locations are required. Please specify

All the details are provided on AIC's website

45 Scope of Work, 3.2.9 Training, Page no 45

f. Training sessions are required to be conducted both prior and after the go-live of the applications. g. Training shall be conducted in respective physical locations/or location specified by AIC. h. To achieve training objectives and appropriate knowledge transfer, hands on computer based training may be a part of each training module. i. Each training session must be accompanied with training material in softcopy/hardcopy, Distributed in advance to the selected set of trainees. j. All training manuals shall have to be updated with changes to the

Is Learning Management System (LMS) a requirement in this regard? Kindly comment upon our understanding

No change in RFP

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S. No

RFP Reference


application after changes in the post Go-Live phase have been finalized.

46 6. Service Level Agreement, page no 61

The Bidder shall monitor and maintain the stated service levels to provide quality service. Bidder to use automated tools to provide the SLA Reports. Bidder to provide access to AIC or its designated personnel to the tools used for SLA monitoring.

IS EMS/NMS a requirement? Kindly comment upon our understanding. Request to provide a specification in this regard

No change in RFP

47 General In case AIC existing EMS/NMS tool details can be shared for integration.

No change in RFP

48 General Kindly specify the RTO/RPO required

RPO is 30 minutes & RTO is 4 hours

49 Annexure 16- DC and DR Hosting Requirements, Page no 109

Exact address for the DC & DRC locations along with their pin code are required. Please specify

Details will be shared with the selected vendor

50 General Backup policy details are required along with retention period for the same

Details will be shared with the selected vendor

51 Introduction, 1.6 Objectives of this RFP, Page no 11

User Projections for next seven year period for HRMS solution & License Requirement as Projection mentioned as per the RFP

In case if the employee count increases above the count mentioned in the RFP, will AIC procure additional licenses?

Yes, AIC will procure the additional licenses on need basis at the same price quoted by the bidder in the Bill of Material

52 Functional Requirement: Conveyance and Lease,

Need more clarification on the requirement "Lease"

AIC provide accommodation, vehicles, mobile phones, laptops etc. to its employees on lease. The system should be capable to capture all these details.

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53 Functional Requirement: Biometric Login and Attendance,

Does AIC have a bio metric system in place or that also needs to be provided as part of the entire BOM

Currently AIC is not using Biometric system. It is not under the scope of the bidder but the HRMS application proposed by the bidder should be capable of integrating with the biometric system

54 Scope of Work, Interface and Integration requirements (3.1.4.3), page no 38

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

Can you please elaborate on OPCA Nodes?

AIC has implemented a private cloud appliance which comes with a rack as per the dimensions stated in the RFP.

55 Scope of Work Overview of Bidder’s Scope of Work, Page no 34

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

Are you referring here Statutory/Regulatory compliance e.g.:- Reports/Tax structure etc.

No change in RFP

56 Scope of Work, 3.10.3.8 Application

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

1. Which Application management system AIC is currently using?

Application is HRMS Solution which bidder is proposing

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Management, page no 50

Bidder should be able to synchronize Application Management with IT infrastructure

2. Please elaborate on the expectations from the vendor for the said requirement

57 9. Annexures Annexure 01- Eligibility Criteria Compliance, Page no 80

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

Requesting amendment with the following addition - "The Company should have been in existence for a minimum period of 5 years in India. In case of demergers / acquisition / restructuring or name change, the date of establishment of earlier / original partnership firm / limited company can be taken into consideration"

No change in RFP

58 Instructions to bidders, 2.16 Performance Bank Guarantee (PBG), Page no 18

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

Request you to please consider revision of the PBG Percentage to 5 %.

No change in RFP

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Clarification/Amendment for RFP for HRMS Solution - … And... · 2016-05-11 · • Software Developer- 15 ... Requirement Specification ... Clarification/Amendment for RFP for HRMS