National Fertilizers Limited (NFL)

Transcription

1 National Fertilizers Limited (NFL) A-11, Sector-24, Noida Distt. GautamBudh Nagar Uttar Pradesh Request For Proposal for Supply, Implementation, Installation, Commissioning and Support of Enterprise Resource Planning (ERP) Solution Volume III June This document is the property of NFL. It may not be copied, distributed or recorded on any medium, electronic or otherwise, without written permission thereof. The use of the contents of this document, even by the authorized personnel/ agencies for any purpose other than the purpose specified herein, is strictly prohibited and shall amount to copyright violation and thus, shall be punishable under the Indian Law. e-tender ID: Tender No: NFL/CO/MTLS/ERP/2014 Dated 13/06/2014

2 Disclaimer The RFP document is not a recommendation, offer or invitation to enter into a contract, agreement or any other arrangement in respect of the services. The provision of the services is subject to observance of selection process and appropriate documentation being agreed between NFL and any successful bidder as identified by NFL after completion of the evaluation process detailed in the RFP. The information contained in this RFP document or any information provided subsequently to Bidder(s) whether verbally or in documentary form by or on behalf of NFL, is provided to the Bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to which such information is provided. This RFP is neither an agreement nor an offer and is only an invitation by NFL to the interested parties for submission of bids. The purpose of this RFP is to provide the Bidder(s) with information to assist the formulation of their proposals. While effort has been made to include all information and requirements of NFL with respect to the solution requested, this RFP does not claim to include all the information each bidder may require. Each Bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP and where ever necessary obtain independent advice. NFL makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. NFL may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP. This is not an offer by NFL but only an invitation to bid in the selection process initiated by NFL. No contractual obligation whatsoever shall arise from the RFP process until a formal contract is executed by the duly authorized signatory of NFL and the Bidder. Volume-III i

3 Table of Contents 1. Structure of (RFP) Document 3 Form 1: Tender Offer Cover Letter 4 Form 2: Confirmation of Eligibility Criteria 5 Form 3(A): Security Deposit-Cum-Performance Bank Guarantee for Implementation of ERP 10 Form 3(B): Security Deposit-Cum-Performance Bank Guarantee for Data Center 12 Form 3(C): Performance Bank Guarantee for Support Services 14 Form 4: Performa for Bank Guarantee Against Advance Payment 16 Form 5: Manufacturer Authorization Form (MAF) 17 Form 6: Pre Bid Query Format 18 Form 7: Deviation Format 19 Form 8: Indemnity Bond Format 20 Form 9: Resource Deployment Plan during Implementation Phase 21 Form 10: Team Member Profile - CVs 22 Form 11: Past Experience 23 Form 12: ERP Product Vendor Undertaking 25 Form 13: Bill of Material (Software) 26 Form 14: Bill of Material (Hardware and Data Center) 27 Form 15: Requirements from NFL 28 Form 16: Cost Sheet 29 Form 16A: Cost Sheet (Detail) 33 Form 17: Resource Deployment Plan during Support Phase 35 Form 18: Bid Security (EMD) 36 Form 19: Integrity Pact 38 Form 20: Declaration Form 43 Form 21: Check List 44 Volume-III ii

4 1. Structure of (RFP) Document The content of this RFP has been structured as a set of volumes as mentioned below: Volume I: This includes Background, About NFL and Current IT Environment, Scope of Work, Service Level Agreement, Governance, Terms and Condition, Format of Proposal and Evaluation Process. It also includes supporting Annexures. Volume II: This includes Functional Requirements, Technical Requirements and Technical Specifications for the ERP solution. Volume III: This includes Forms and Letters required to be submitted along with the proposal document or during Contract phase. This document is volume III Volume-III 3

5 Form 1: Tender Offer Cover Letter RFP Reference No: E-Tender No: Date: _/_/ 20 Deputy General Manager Materials Department National Fertilizers Limited Corporate Office, A-11, Sector-24, Noida Distt.Gautam Budh Nagar Uttar Pradesh Dear Sir, Having examined the tender documents including all annexure the receipt of which is hereby duly acknowledged, we, the undersigned, offer to Supply, Implement, Install, Commission and Support for Enterprise Resource Planning (ERP) solution to NFL as mentioned in RFP document in conformity with the said tender documents, and in accordance with the Commercial bid and made part of this tender. We understand that the RFP provides generic specifications about all the items and it has not been prepared keeping in view, any specific bidder. We agree to abide by this tender offer for180 days from the date of tender opening and our offer shall remain binding upon us and may be accepted by NFL any time before the expiration of that period. If our offer is accepted, we undertake to provide a Performance Bank Guarantee in the form, in the amount, and within the time specified in the bidding documents. Until a formal contract is prepared and executed, this tender offer, together with the NFL s written acceptance thereof and the NFL s notification of award, shall constitute a binding contract between us. We confirm that the information contained in this proposal or any part thereof, including its exhibits, schedules, and other documents and instruments delivered or to be delivered to the NFL is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the NFL as to any material fact. 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 the NFL will have the right to disqualify us in case of any such deviations subject to clauses in the Form 7 (Deviation Sheet) of the RFP. We understand that NFL is not bound to accept the lowest or any bid you may receive and inturn we will not have any rights to raise any claim, whatsoever it may be, due to or arising out of rejection of our bids. Dated this day of, 20 Signature: Name and designation of Authorized Signatory Name of Company and Address Note: This form has to be signed by authorized signatory Volume-III 4

6 Form 2: Confirmation of Eligibility Criteria Particulars to be provided by the bidder in the Pre-Qualification bid Form 2(A) Bidder s Profile RFP Reference no: Sr. Particulars Response from the bidder 1 Name of the bidder 2 Year of establishment and constitution Certified copy of Partnership Deed or Certificate of Incorporation should be submitted as the case may be. 3 Location of Registered office /Corporate office and address 4 Mailing address of the bidder 5 Names and designations of the persons authorized to deal with NFL 6 Telephone and fax numbers of contact persons 7 addresses of contact persons 8 Details of : Description of business and business background Service Profile Domestic & International presence Alliance and joint ventures 9 Gross revenue of the bidder Year Year Year Net Profit (after all taxes etc.) of the bidder Year Year Year Documentary proofs are to be enclosed 11 Net Worth of the bidder Year Year Year Documentary proofs are to be enclosed 12 PAN Card No. Documentary proofs are to be enclosed Signature of Authorized Representative Volume-III 5

7 Form 2 (B) Product Qualification Criteria Sr. Product Qualification Criteria A1 The ERP Product company should have minimum 5 years presence in India. A2 The ERP product should have been implemented in at least 10 organizations in India with minimum 300 ERP users in each such organization. A3 The ERP solution should have all the modules supporting the following functions viz. Finance and accounting, Purchase and Inventory, Sales, Logistics& Transportation, Human Resource including Payroll, Production, Plant Maintenance, A4 Proposed product should have at least 5 implementation partners in India A5 A6 Proposed product should have been implemented in at least 3 Public sector units (PSUs)out of 10 above mentioned organizations (S. No. A2) in India with minimum 300 ERP users Proposed product should have been implemented in at least 1 fertilizer manufacturing organizations in India with minimum 300 ERP users. Supporting Documents Copy of Certification of Incorporation / Registration Names of companies and list of modules implemented and copies of work order Details of modules available and Self certificate on compliance to the qualification criteria. Copies of certificates/letters issued to the Implementation Partners by the ERP product vendor indicating the period of validity. Names of companies and list of modules implemented and copies of work order Names of companies and list of modules implemented, and copies of work order Bidder s document Reference Remarks Volume-III 6

8 A7 Proposed product should have a documented product roadmap, clearly specifying the support availability for a minimum period of 3 years of the proposed version. A8 The company should have not been blacklisted at the time of submission of the bid by any regulator / statutory body/ any government department/ PSU/ PSE A9 The ERP Product company should have registered office in India. A10 The ERP Product company must meet India specific taxation rules and should be capable of adopting future changes Product Roadmap document self attested by Product Vendor. Self certification Copy of certificate of registration Self certification Signature of Authorized Representative Volume-III 7

9 Form 2(C) Bidder Qualification Criteria Sr. Bidder qualification criteria Supporting Documents Bidder s document Reference B1 B2 B3 B4 B5 The Bidder should have an annual financial turnover of INR 100 cr. or above in each of the last three financial year from operations in India The Net worth of bidder should be positive in each of the last three financial years. Bidder should be registered in India with the registrar of companies and should be in existence in the IT services business for atleast 5 years in India The bidder should be a certified ISO 9001:2008 and should be atleast CMM level 5 certified company The bidder should be a certified partner of OEM with atleast 5 implementations of proposed OEM's product with minimum 300 ERP users in each such organization. B6 The bidder should have at least 50 fulltime ERP consultants with experience on the proposed ERP product on its roll. B7 The bidder should have implemented ERP solution in minimum 3 Public sector units (PSUs) in India B8 The bidder should have implementation experience in the modules supporting the following functions viz. Finance and accounting, Procurement and Inventory Management, Sales, Logistics, Human Resource, Production, Plant Maintenance, Copies of Annual Reports in case of listed companies and copies of audited balance sheets and P&L statements in case of others Copies of Annual Reports in case of listed companies and copies of audited balance sheets and P&L statements in case of others Certification of Incorporation / Registration Relevant Certificates to be provided Copy of certificate from OEM and Self certification indicating Names of companies and list of modules implemented with copies of work order/certificate from Organizations Self certification Self certification indicating names of companies and list of modules implemented and copies of work order/certificate from PSU(s) Self certification indicating the names of companies and list of modules implemented and copies of work order/certificate from the Organizations Remarks Volume-III 8

10 B9 The bidder should have not been blacklisted at the time of submission of the bid by any regulatory body / statutory body/ any government department/ PSU B10 The bidder should have office in Delhi/NCR. In case company does not have office in Delhi/NCR. It should enclose an undertaking with the bid to set up the office within a month in case the contract is awarded to it and the same should be functional till the period of warranty or support whichever is later Self certification Self certification Note: 1. Self service users shall not be considered as ERP users 2. Technical upgrades and roll-out projects shall not be considered 3. All self-certificates shall be signed by Authorized signatory unless specified otherwise. 4. Appropriate referencing needs to be provided for all the evidence documents. Each document should have a unique reference clearly marked. 5. In case the same document is provided for more than one eligibility clause, the document should be provided in each folder corresponding to the eligibility criteria clause. Dated this day of, 20 Signature: Name and designation of Authorized Signatory Name of Company and Address Note: This form has to be signed by authorized signatory Volume-III 9

11 Form 3(A): Security Deposit-Cum-Performance Bank Guarantee for Implementation of ERP (To be prepared on Stamp paper issued in the name of Bank) This BANK GUARANTEE No. made this day of between a bank incorporated and having its registered office at (hereinafter called BANK) which expression shall unless repugnant to the context or contrary to the meaning thereof include its successors and assigns on the one part and NATIONAL FERTILIZERS LIMITED, a Company registered in India under Companies Act, 1956 and having its registered office at Core -III, Scope Complex, 7, Institutional Area, Lodhi Road, New Delhi , India to the context or contrary to the meaning thereof include its successors and assigns on the other part. WHEREAS in pursuance to the agreement dated (hereinafter called CONTRACT) entered into between National Fertilizers Limited (hereinafter called OWNER and a Company incorporated in (hereinafter called CONTRACTOR) which expression shall unless repugnant to the context or contrary to the meaning thereof include its successors and assigns, for supply of as envisaged in the Contract, Contractor has to submit a Security Deposit-cum-Performance Bank Guarantee for Implementation of ERP for Rs.. CONTRACTOR accordingly agrees to furnish the Security Deposit-cum-Performance Bank Guarantee for Implementation of ERP as hereinafter contained towards fulfillment of all of its obligations under the contract. NOW THIS DEED WITNESSES AS FOLLOWS : The decision of the Owner as to whether the terms and conditions of this Security Depositcum-Performance Bank Guarantee for Implementation of ERP have been observed or not shall be final and binding on the BANK. In any case, however the Bank's responsibility under this Security Deposit-cum-Performance Bank Guarantee for Implementation of ERP is limited to Rs.. 1. In pursuance of the Contract, the Bank hereby guarantees as a direct responsibility to OWNER that the BANK is holding the amount of Rs. at Owner's disposal and hereby promises and shall be bound to pay to OWNER, forthwith at Owner's written notice stating that the contractor has failed to fulfill its obligations under the contract for reasons for which contractor is liable and without any protest or demur and without recourse to contractor and without asking for any reasons as to whether the amount if lawfully asked for by Owner or not, the entire amount or the portion thereof as mentioned by Owner in the notice. 2. This Security Deposit-cum-Performance Bank Guarantee for Implementation of ERP shall be valid for an initial period of months from the date of this Bank Guarantee No. dated given by the Bank to Owner become effective. Upon issuance of commissioning / erection / completion according to terms of contract on expiry of months after the issuance of the above mentioned certificate of commissioning / erection / completion certificate, the Security Deposit-cum- Performance Bank Guarantee for Implementation of ERP shall become null and void. Volume-III 10

12 3. This Security Deposit-cum-Performance Bank Guarantee for Implementation of ERP shall be in addition to and shall not affect or be affected by any other security now or hereafter held by Owner on account of money hereby intended to secure and Owner at its discretion and without any further consent from the Bank, and without affecting its rights against the Bank, may compound with, give time or other indulgence to or make any other arrangement with Contractor and nothing done or omitted to be done by Owner in pursuance of any authority or permission contained in this guarantee, shall effect discharge of the liability of the Bank. 4. UNLESS PREVIOUSLY CANCELLED BY THE OWNER, this Security Deposit-cum- Performance Bank Guarantee for Implementation of ERP will remain in force initially upto months from the effective date of Bank Guarantee No. dated given by the Bank to the Owner and subject to provisions of paragraph 2 above will stand automatically cancelled on the expiry of the said period. Unless demand or claim under this Bank Guarantee is made on Bank in writing within three months from the date of expiry of this Bank Guarantee, all the rights of Owner against the Bank shall be forfeited and Bank shall be relieved and discharged from all the liabilities hereunder. 5. Any notice by way of request, demand or otherwise hereunder may be sent by post to the Bank, addressed as aforesaid, and if sent by post, it shall be deemed to have been given at the time when it would be delivered in due course of post, and in proving such notice, when given by post, it shall be sufficient to prove that the envelope containing the notice was posted and a certificate, signed by an officer of the owners, to the effect that the envelope was so posted, shall be conclusive. 6. The Security Deposit-cum-Performance Bank Guarantee for Implementation of ERP is to be returned to the Bank after its expiry in terms of Paragraph 4 above. 7. The Bank declares that it has the power to issue this guarantee and the undersigned have full power to do so. Dated this day of 201 (Indicate the name of the Bank with stamp) Volume-III 11

13 Form 3(B): Security Deposit-Cum-Performance Bank Guarantee for Data Center (To be prepared on Stamp paper issued in the name of Bank) This BANK GUARANTEE No. made this day of between a bank incorporated and having its registered office at (hereinafter called BANK) which expression shall unless repugnant to the context or contrary to the meaning thereof include its successors and assigns on the one part and NATIONAL FERTILIZERS LIMITED, a Company registered in India under Companies Act, 1956 and having its registered office at Core -III, Scope Complex, 7, Institutional Area, Lodhi Road, New Delhi , India to the context or contrary to the meaning thereof include its successors and assigns on the other part. WHEREAS in pursuance to the agreement dated (hereinafter called CONTRACT) entered into between National Fertilizers Limited (hereinafter called OWNER and a Company incorporated in (hereinafter called CONTRACTOR) which expression shall unless repugnant to the context or contrary to the meaning thereof include its successors and assigns, for supply of as envisaged in the Contract, Contractor has to submit a Security Deposit-cum-Performance Bank Guarantee for Data Center for Rs.. CONTRACTOR accordingly agrees to furnish the Security Deposit-cum-Performance Bank Guarantee for Data Center as hereinafter contained towards fulfillment of all of its obligations under the contract. NOW THIS DEED WITNESSES AS FOLLOWS : The decision of the Owner as to whether the terms and conditions of this Security Depositcum-Performance Bank Guarantee for Data Center have been observed or not shall be final and binding on the BANK. In any case, however the Bank's responsibility under this Security Deposit-cum-Performance Bank Guarantee for Data Center is limited to Rs.. 1. In pursuance of the Contract, the Bank hereby guarantees as a direct responsibility to OWNER that the BANK is holding the amount of Rs. at Owner's disposal and hereby promises and shall be bound to pay to OWNER, forthwith at Owner's written notice stating that the contractor has failed to fulfill its obligations under the contract for reasons for which contractor is liable and without any protest or demur and without recourse to contractor and without asking for any reasons as to whether the amount if lawfully asked for by Owner or not, the entire amount or the portion thereof as mentioned by Owner in the notice. 2. This Security Deposit-cum-Performance Bank Guarantee for Data Center shall be valid for an initial period of months from the date of this Bank Guarantee No. dated given by the Bank to Owner become effective. Upon issuance of commissioning / erection / completion according to terms of contract on expiry of months after the issuance of the above mentioned certificate of commissioning / erection / completion certificate, the Security Deposit-cum- Performance Bank Guarantee for Data Center shall become null and void. Volume-III 12

14 3. This Security Deposit-cum-Performance Bank Guarantee for Data Center shall be in addition to and shall not affect or be affected by any other security now or hereafter held by Owner on account of money hereby intended to secure and Owner at its discretion and without any further consent from the Bank, and without affecting its rights against the Bank, may compound with, give time or other indulgence to or make any other arrangement with Contractor and nothing done or omitted to be done by Owner in pursuance of any authority or permission contained in this guarantee, shall effect discharge of the liability of the Bank. 4. UNLESS PREVIOUSLY CANCELLED BY THE OWNER, this Security Deposit-cum- Performance Bank Guarantee for Data Center will remain in force initially upto months from the effective date of Bank Guarantee No. dated given by the Bank to the Owner and subject to provisions of paragraph 2 above will stand automatically cancelled on the expiry of the said period. Unless demand or claim under this Bank Guarantee is made on Bank in writing within three months from the date of expiry of this Bank Guarantee, all the rights of Owner against the Bank shall be forfeited and Bank shall be relieved and discharged from all the liabilities hereunder. 5. Any notice by way of request, demand or otherwise hereunder may be sent by post to the Bank, addressed as aforesaid, and if sent by post, it shall be deemed to have been given at the time when it would be delivered in due course of post, and in proving such notice, when given by post, it shall be sufficient to prove that the envelope containing the notice was posted and a certificate, signed by an officer of the owners, to the effect that the envelope was so posted, shall be conclusive. 6. The Security Deposit-cum-Performance Bank Guarantee for Data Center is to be returned to the Bank after its expiry in terms of Paragraph 4 above. 7. The Bank declares that it has the power to issue this guarantee and the undersigned have full power to do so. Dated this day of 201 (Indicate the name of the Bank with stamp) Volume-III 13

15 Form 3(C): Performance Bank Guarantee for Support Services (To be prepared on Stamp paper issued in the name of Bank) This BANK GUARANTEE No. made this day of between a bank incorporated and having its registered office at (hereinafter called BANK) which expression shall unless repugnant to the context or contrary to the meaning thereof include its successors and assigns on the one part and NATIONAL FERTILIZERS LIMITED, a Company registered in India under Companies Act, 1956 and having its registered office at Core -III, Scope Complex, 7, Institutional Area, Lodhi Road, New Delhi , India to the context or contrary to the meaning thereof include its successors and assigns on the other part. WHEREAS in pursuance to the agreement dated (hereinafter called CONTRACT) entered into between National Fertilizers Limited (hereinafter called OWNER and a Company incorporated in (hereinafter called CONTRACTOR) which expression shall unless repugnant to the context or contrary to the meaning thereof include its successors and assigns, for supply of as envisaged in the Contract, Contractor has to submit a Performance Bank Guarantee for Support Services for Rs.. CONTRACTOR accordingly agrees to furnish the Performance Bank Guarantee for Support Services as hereinafter contained towards fulfillment of all of its obligations under the contract. NOW THIS DEED WITNESSES AS FOLLOWS : The decision of the Owner as to whether the terms and conditions of this Performance Bank Guarantee for Support Services have been observed or not shall be final and binding on the BANK. In any case, however the Bank's responsibility under this Performance Bank Guarantee for Support Services is limited to Rs.. 1. In pursuance of the Contract, the Bank hereby guarantees as a direct responsibility to OWNER that the BANK is holding the amount of Rs. at Owner's disposal and hereby promises and shall be bound to pay to OWNER, forthwith at Owner's written notice stating that the contractor has failed to fulfill its obligations under the contract for reasons for which contractor is liable and without any protest or demur and without recourse to contractor and without asking for any reasons as to whether the amount if lawfully asked for by Owner or not, the entire amount or the portion thereof as mentioned by Owner in the notice. 2. This Performance Bank Guarantee for Support Services shall be valid for an initial period of months from the date of this Bank Guarantee No. dated given by the Bank to Owner become effective. Upon issuance of commissioning / erection / completion according to terms of contract on expiry of months after the issuance of the above mentioned certificate of commissioning / erection / completion certificate, the Security Deposit-cum-Performance Bank Guarantee for Data Center shall become null and void. 3. This Performance Bank Guarantee for Support Services shall be in addition to and shall not affect or be affected by any other security now or hereafter held by Owner on account of money hereby intended to secure and Owner at its discretion and without any further consent from the Bank, and without affecting its rights against the Bank, may compound with, give time or other indulgence to or make any other arrangement with Contractor and nothing done or omitted to be Volume-III 14

16 done by Owner in pursuance of any authority or permission contained in this guarantee, shall effect discharge of the liability of the Bank. 4. UNLESS PREVIOUSLY CANCELLED BY THE OWNER, this Performance Bank Guarantee for Support Services will remain in force initially upto months from the effective date of Bank Guarantee No. dated given by the Bank to the Owner and subject to provisions of paragraph 2 above will stand automatically cancelled on the expiry of the said period. Unless demand or claim under this Bank Guarantee is made on Bank in writing within three months from the date of expiry of this Bank Guarantee, all the rights of Owner against the Bank shall be forfeited and Bank shall be relieved and discharged from all the liabilities hereunder. 5. Any notice by way of request, demand or otherwise hereunder may be sent by post to the Bank, addressed as aforesaid, and if sent by post, it shall be deemed to have been given at the time when it would be delivered in due course of post, and in proving such notice, when given by post, it shall be sufficient to prove that the envelope containing the notice was posted and a certificate, signed by an officer of the owners, to the effect that the envelope was so posted, shall be conclusive. 6. The Performance Bank Guarantee for Support Services is to be returned to the Bank after its expiry in terms of Paragraph 4 above. 7. The Bank declares that it has the power to issue this guarantee and the undersigned have full power to do so. Dated this day of 201 (Indicate the name of the Bank with stamp) Volume-III 15

17 Form 4: Performa for Bank Guarantee Against Advance Payment (On Stamp Paper issued in the Name of the Bank) Guarantee No Dated In consideration of the National Fertilizers Limited, a Company incorporated under the Indian Companies Act and having its registered office at SCOPE Complex, Core-III, Institutional Area, Lodhi Road, New Delhi (hereinafter called "NFL ") having agreed to advance a sum of Rs. (Rupees only) to M/s.. (Hereinafter called "CONTRACTOR") as..% advance against WORK ORDER No.. Dated. for Rs. (Rupees. only). We,.(Bank), having its registered office at.. (Hereinafter referred to as the "BANK") do hereby undertake to pay immediately on demand by NFL an amount not exceeding Rs.. (Rupees. only) [i.e. Rs.. as Principal Amount and Rs. as Interest for. Months]. NFL can demand, against this Bank Guarantee, only an amount equivalent to an amount not adjusted by NFL against the supplies by the contractor as per the WORK ORDER. 1. Bank do hereby undertake to pay the amounts due and payable under this guarantee without any protest or demur immediately on a demand by NFL. Any such demand made on the Bank shall be conclusive as regards the amount due and payable and the Bank will make the payment immediately without referring to CONTRACTOR. 2. The Bank further agrees that the guarantee herein contained shall remain or shall be released to the CONTRACTOR when the deliveries are completed or advance made towards works are fully adjusted bill of deliveries with earlier certification by NFL. 3. We.(Bank) further agree with the NFL that NFL shall have the fullest liberty without the Bank s consent and without effecting in any manner or obligations hereunder to vary any of the terms and conditions of the Work Order or to extend time of performance by the Contractor from time to time or to postpone for any time or from time to time any of the powers exercisable by NFL against the Contractor and to forebear or enforce any of the terms and conditions relating to the Work Order No.. dated. and the Bank shall not be relieved from its liability by reasons of any such variation or extension being granted to the Contractor or for any forbearance, act or omission on the part of NFL or any indulgence by the NFL to the Contractor or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving Bank. 4. We..(Bank) further agree that it shall not revoke this guarantee during its currency of Guarantee except with the previous consent of NFLin writing. 5. This guarantee will not be discharged due to the change in constitution of the Bank or the Contractor(s). Also the guarantee will not be discharged due to change in the constitution or Management of NFL. 6. We (Bank) agree to extend the validity of the guarantee for the period(s) as asked for by M/s. 7. Notwithstanding anything contained herein before, our total liability under this guarantee is restricted to Rs (Rupees. only) and shall remain in force until.. unless a demand or claim to enforce a claim under this guarantee is made against us in writing on or before the date i.e... all rights of NFL, under this guarantee shall be forfeited and the Bank shall be released and discharged from all liabilities hereunder. Dated this day of 201 (Indicate the name of the Bank with stamp) Volume-III 16

18 Form 5: Manufacturer Authorization Form (MAF) Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a person competent and having the power of attorney to bind the manufacturer. It should be included by the bidder in its bid for all the proposed software/hardware manufacturers. RFP Reference No: E-Tender No: Date: _/_/ 20 Deputy General Manager Materials Department National Fertilizers Limited Corporate Office, A-11, Sector-24, Noida Distt.Gautam Budh Nagar Uttar Pradesh Ref: - RFP for Supply, Implementation, Installation, Commissioning and Support of Enterprise Resource Planning (ERP) Solution Dear Sir, We who are established and reputable manufacturers/ producers of having factories/ development facilities at (address of factory/ facility) do hereby authorize M/s (Name and address of the bidder) to submit a Bid, and sign the contract with you against the above Bid Invitation. We hereby extend our full guarantee and warranty for the Solution, Products and services offered by the above firm against this Bid Invitation. We also undertake to provide any or all of the following materials, notifications, and information pertaining to the Products manufactured or distributed by the Bidder: 1 Such Products as NFL may opt to purchase from the Bidder, provided, that this option shall not relieve the Bidder of any warranty obligations under the Contract; and 2 In the event of termination of production of such Products: advance notification to the NFL of the pending termination, in sufficient time to permit the NFL to procure needed requirements; and Following such termination, furnishing at no cost to the NFL, the blueprints, design documents, operations manuals, standards, source codes and specifications of the Products, if requested. We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical support and maintenance obligations required by the contract. 3 We further undertake that the support will be available for 7 years from the date of delivery of the Hardware/Software Yours faithfully, (Signature) (Name of Authorized Signatory) (Designation) (Date) (Name and address of the manufacturer) (Company Seal) Volume-III 17

19 Form 6: Pre Bid Query Format Bidder s request for Clarification - to be submitted minimum of seven days before pre-bid meeting If, bidder, desiring to respond to, RFP for Supply, Implementation, Installation, Commissioning and Support of Enterprise Resource Planning (ERP) Solution, require any clarifications on the points mentioned in the RFP may communicate with NFL (Please see 2.2 of Volume-I of RFP) using the following format. All questions received at least seven days before the pre-bid meeting will be formally responded to and questions/points of clarification and the responses will be circulated to all participating bidder if required. The source (identity) of the bidder seeking points of clarification will not be revealed. Alternatively, NFL may at its discretion, answer all such queries in the Pre-bid meeting. Supply, Implementation, Installation, Commissioning and Support of Enterprise Resource Planning (ERP) Solution - RFP Bidder s Request for Clarification Name of Bidder submitting request Name & position of person submitting request Full formal address of the organization including phone, fax and points of contact: Address Line-1 Address Line-2 City State Pin Tel: Fax: Pre Bid Query Format Query Reference No RFP Section (point number) RFP Number Page RFP Excerpt Query Description/Clarification sought Name and signature of authorized person issuing this request for clarification Signature/Date Official designation 1 In case of multiple queries, the contact details need not be repeated and only the details in the pre-bid query format (table provided above) are to be furnished for the subsequent queries. 2 The queries should be submitted in a spreadsheet using the same column headings specified in the table above, preferably in MS Excel file format. 3 Please indicate the preferred method and address for reply. Please use as a preference but also forward hard copy confirmations. Volume-III 18

20 Form 7: Deviation Format RFP Reference No: E-Tender No: Date: _/_/ 20 Deputy General Manager Materials Department National Fertilizers Limited Corporate Office, A-11, Sector-24, Noida Distt.GautamBudh Nagar Uttar Pradesh Dear Sir, Sub: for Supply, Implementation, Installation, Commissioning and Support of Enterprise Resource Planning (ERP) Solution Further to our proposal dated, in response to the for Supply, Implementation, Installation, Commissioning and Support of Enterprise Resource Planning (ERP) Solution (hereinafter referred to as RFP ) issued by National Fertilizers Limited (NFL) we hereby covenant, warrant and confirm as follows: We hereby agree to comply with all the terms and conditions / stipulations as contained in the RFP and the related addendums and other documents including the changes made to the original tender documents issued by NFL, provided however that only the list of deviations furnished by us below, which are expressly accepted by NFL and communicated to us in writing, shall form a valid and binding part of the aforesaid RFP document. NFL is not bound by any other extraneous matters or deviations, even if mentioned by us elsewhere either in our proposal or any subsequent deviations sought by us, whether orally or in writing, and the NFL s decision not to accept any such extraneous conditions and deviations will be final and binding on us. Deviations Sr RFP Reference Yours faithfully, Deviation Bidder Comments (Signature) (Name of Authorized Signatory) (Designation) (Date) (Name and address of the bidder) (Company Seal) Volume-III 19

21 Form 8: Indemnity Bond Format Performa for Indemnity Bond THIS DEED OF INDEMNITY made between M/s.. having its registered office at and place of business at The Contractor, which expression shall include its successor and assigns of the one part and M/s National Fertilizers Limited, a company incorporated under the Indian Companies Act and having its registered Office at SCOPE Complex, Core-III, Institutional Area, Lodhi Road, New Delhi (herein under called the purchaser ) which expression shall include its successors and assigns of the other part. WHEREAS the Purchaser has placed a Work Order No. on the Contractor for...and whereas one of the conditions of the said Contract, is that the Purchaser will supply to the contractor free issue Material for. as specified in the said Contract for the purpose of...and WHEREAS the Purchaser has agreed to send the said Free issue Material in the terms of the said Contract upon the terms that the Contractor should enter into covenants hereinafter contained. NOW THIS DEED WITNESSETH AS FOLLOWS 1. In pursuance of the said agreement and in consideration of the promises the Contractor hereby permits and acknowledges that the Contractor holds and shall always hold the said Free Issue Materials (which will from time to time be sent by the Purchaser to the Contractor) under the said contract, in trust for to the order of and on account of the Purchaser. 2. The Contractor hereby assume full responsibilities for the said Free Issue Materials shall keep the said Free Issue Materials free of charge to the Purchaser in the safe place and in good condition. 3. The Contractor hereby agrees to indemnify and keep the Purchaser indemnified at all times hereafter against all claims, demands, proceedings, losses, damages, costs charges and expenses which may be or brought against the purchaser of which the Purchaser may suffer or incur by reason of any loss or damage to the Contractor or its employees caused by the default or negligence of the Contractor or its employees or agent and/or by reasons of breach by the Contractor or its covenants obtained in clause 1 and/or clause 2 hereof. 4. The Contractor hereby admits that the Purchaser shall have a first lien or charge for any amount due to the Purchaser from the Contractor hereunder on any amount which may be due from the Purchaser to the Contractor under the said contract. 5. The said contract shall constitute and form an integral part of these presents provided that nothing herein contained shall effect the right of the Purchaser under the said contract. 6. NOTWITHSTANDING anything stated herein above, Contractor s liabilities under this Guarantee is restricted to Rs.. (Rs. only) and it will remain in force till unless an action to enforce claim under the guarantee is filed against Contractor before the aforesaid date all Purchaser s rights under the said guarantee shall be forfeited and Contractor shall be relieved and discharged from all the liabilities thereunder. Date. Volume-III 20

22 Form 9: Resource Deployment Plan during Implementation Phase The Bidder needs to fill the below Resource Deployment which it plans todeploy during the Implementation phase of the project. This should comply with the minimum resource requirement mention in the RFP. Resource Name Role M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 Project Manager F/P Consultant -Finance Consultant - Marketing Consultant - Purchasing Consultant Transportation and Stores Consultant - Human Resource Consultant - Production Consultant - Maintenance Technical Consultants Others (Please Specify) Note: F Full Time P Part Time Volume-III 21

23 Form 10: Team Member Profile - CVs Sr. Item Details 1 Name 2 Specify role to be played 3 Current Job Title Experience in yrs. (Provide details regarding name of organizations worked for, 4 Designation, responsibilities, tenure etc.) Designation/Responsib 5 Name of Organization From To ilities 6 7 Number of Years with Current Organization Current Job Responsibilities 8 Skill Sets 9 Relevant Project Details 10 Project Name Project Duration (Start to End date) Project Details and Role of Resource 11 Educational Background, Certification, %age of Marks 12 Degree including stream/ subject/certification Year of Award Institution/ University %age of Marks Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. Day/Month/Year: [Name and Signature of staff member] Volume-III 22

24 Form 11: Past Experience S.No. Item Details A. General Information 1 Customer Name 2 Details of Contact Person Name Designation Phone Fax Mailing Address B. Project Details 3 Name of the Project 4 Government/Private/PSU/Others please specify 5 Start Date and End Date 6 Current Status (Completed/Work in Progress) 7 Contract Tenure 8 9 Geographical Coverage (No. of locations the project covers) Effort involved in person-months in each phase with average/peak number of resources deployed in each phase C. Size of the Project 10 Order Value of the project (in lakhs) Capital Expenditure involved (in lakhs) Cost of services provided by the bidder (in Lakhs) Cost of services provided by the partners if involved (in Lakhs) 14 No. of ERP users Please Provide customer 15 certificate/work order for executed Scope Volume-III 23

25 D. Brief description of scope of Project Highlights of the Key Result Areas expected and achieved List of modules and sub-modules implemented Narrative description of Project including technology deployed Description of actual services provided by your Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe the Projects implemented by our Company. (Signature) (Name of Authorized Signatory) (Designation) (Date) (Name and address of the bidder) (Company Seal) Volume-III 24

26 Form 12: ERP Product Vendor Undertaking Note: This letter of authority should be on the letterhead of the ERP Product Vendor and should be signed by a person competent and having the power of attorney to bind the ERP product vendor. RFP Reference No: E-Tender No: Date: _/_/ 20 Deputy General Manager Materials Department National Fertilizers Limited Corporate Office, A-11, Sector-24, Noida Distt.GautamBudh Nagar Uttar Pradesh Ref: - RFP for Supply, Implementation, Installation, Commissioning and Support of Enterprise Resource Planning (ERP) Solution Dear Sir, We who are established and reputable manufacturers/ producers of having factories/ development facilities at (address of factory/ facility) do hereby authorize M/s (Name and address of the bidder) to submit a Bid, and sign the contract with you against the above Bid Invitation. 1 We hereby confirm that response to functional requirements (As mentioned in the RFP) by the bidder is reviewed and approved by us. 2 We here by confirm that the ERP licenses proposed by bidder for ERP solution are adequate to fulfill NFL s requirement as per RFP. 3 We hereby confirm that the Hardware proposed by bidder for ERP solution is adequate to fulfill NFL s requirement and is as per the Industry best practices 4 We hereby confirm that in the event of setting up of a Disaster Recovery environment, no additional cost would be incurred by NFL on account of ERP software licenses 5 We further undertake that we will conduct Performance Testing of the solution before Go- Live of system as per requirements of the RFP. Yours faithfully, (Signature) (Name of Authorized Signatory) (Designation) (Date) (Name and address of the manufacturer) (Company Seal) Volume-III 25

27 Form 13: Bill of Material (Software) All software required for proposed solution should be detailed below. S.No. Item Quantity Offered for supply (Yes/No) Description/Specification A Application licenses including Bolt-in/Third Party Application B RDBMS and Environmental Software C Middleware D Others (Please Specify) Note: Reason must be specified for solution component not supplied (for e.g. Shall use current software available with NFL etc.) Volume-III 26

28 Form 14: Bill of Material (Hardware and Data Center) All hardware required for ERP solution should be detailed below. S.No. Item Qty Offered for supply (Yes/No) A Server Make and Model /Specification Complied with Hardware specification in RFP (Yes/No) B Operating System C Storage Equipments D Network Equipments E Security Equipments F Others (Please specify) G Data Center Equipments and Supplies Note: 1 Reason must be specified for solution component not supplied (for e.g. Shall use current hardware/provided by NFL etc.) Volume-III 27

29 Form 15: Requirements from NFL All expected requirements related to Project should be listed. Sr. Item Description/Specification 1 Software requirements As per Form 13 2 Hardware requirements As per Form 14 3 Network bandwidth requirements (LAN) 4 Network bandwidth requirements (WAN) 5 Office Space requirement during implementation 6 Office Space requirements during support 7 Primary data center requirements (please specify e.g. space, power etc.) 8 Other requirements Volume-III 28

30 Form 16: Cost Sheet S.N. Item Unit Price Qty Sub Total (A) x (B) Excise Duty (%) Excise Duty (Amount) Sales Tax/VAT/ Service Tax (%) Sales Tax/VAT/Serv ice Tax (Amount) Total Price (C)+(D)+(E) (A) (B) (C) (D) (E) (F) I Hardware and Operating System 1 Servers As per Form 16A 2 Storage and related As per Form 16A equipments 3 Security As per Form 16A Equipments 4 Network As per Form 16A Equipments 5 Any other Please As per Form 16A Specify 6 Operating Systems As per Form 16A Sub Total (I) II RDBMS and Other Software 1 Database Software As per Form 16A License 2 Environmental As per Form16A Software 3 Any Other (Please As per Form 16A Specify) Sub Total (II) III 1 ERP Application As per Form 16A Sub Total (III) IV ERP Application Implementation Services Volume-III 29

31 1 Implementation Services Sub Total (IV) V 1 AMC for Year 2 (Hardware)- Quarterly Rate 2 AMC for Year 3 (Hardware)- Quarterly Rate 3 ATS for Year 1 (Software)- Quarterly Rate 4 ATS for Year 2 (Software)- Quarterly Rate 5 ATS for Year 3 (Software)- Quarterly Rate 6 Support and Maintenance Services for Year 1 (Quarterly Rate) 7 Support and Maintenance Services for Year 2 (Quarterly Rate) 8 Support and Maintenance Services for Year 3 (Quarterly Rate) As per Form 16A Support Services Volume-III 30

32 9 Any other (Please specify) Sub Total (V) VI Data Center Data Center (As per Form 16A) Sub Total (VI) Total Price (I+II+III+IV+V+VI) Total Price in words (Including Taxes) Volume-III 31

33 Warranty/AMC/ATS Rates Sr Item/Details AMC -Year 2 (Quarterly Rate) AMC -Year 3 (Quarterly Rate) A Specify All hardware with Make and Model (Total of Quarterly Rates to be carried forward in above table) Sr Item/Details ATS -Year 1 (Quarterly Rate) ATS -Year 2 (Quarterly Rate) AMC/ATS -Year 3 (Quarterly Rate) B Specify All software with details (Total of Quarterly Rates to be carried forward in above table) Note: 1 The Bidder is expected to quote unit price in Indian Rupees (without decimal places) for all components (hardware, software etc.) and services on a fixed price basis as part of the commercial Bid inclusive of all costs and taxes like customs duty, import taxes, freight, forwarding, insurance, delivery, installation, training etc. at the respective delivery location of NFL but exclusive of only applicable (in India) Sales Tax/VAT, Service Tax and Excise Duty / equivalent local authority cess, which shall be paid / reimbursed on actual basis on production of bills. Taxes and Duties shall be payable extra on actual. Documentary evidence wherever applicable shall be furnished. The rates as prevailing on the date of submitting tenders shall be specified by parties. 2 In case of discrepancy between figures and words, the amount in words shall prevail. 3 Bids shall be evaluated on the basis of technical and commercial of the qualified bidder after normalization as per Formulae given at Section , RFP Vol-I Volume-III 32

34 Form 16A: Cost Sheet (Detail) S.N. Item Make and Model /Specification A Hardware and Operating System Unit Price (A) Unit Of Measurement Qty (B) Sub Total 1 Server 1 2 Server 2 3 Server 3 Sub Total (Servers) 1 SAN Box 2 SAN Switch 3 Any Other (Please Specify) Sub Total (Storage and related equipments) 1 UTM Box 2 Any Other (Please Specify) Sub Total (Security equipments) 1 Network Equipments (Please Specify) 2 Any Other (Please Specify) Sub Total (Network equipments) 1 Any Other (Please Specify) Sub Total (Any Other. Please Specify) Sub Total (A) 1 Operating System 2 Any Other (Please Specify) Sub Total (Operating Systems) Volume-III 33