Вы находитесь на странице: 1из 72

RFP for installation & implementation of ERP Software in MRDC

1 DRAFT OF THE RFP DOCUMENT

REQUEST FOR PROPOSAL


(RFP)

Installation and Implementation of ERP


Software in MRDC

Invitation to Bid

Issued on:
Maldives Road Development Corporation Limited (MRDC)
Maldives Road Development Corporation Head Office
Block # 385, MaafaiythakurufaanuMagy, Mahchangoalhi, Male, Maldives
Telephone: +9603320657
Email: info@mrdc.com.mv

MRDC 1 October 2017


RFP for installation & implementation of ERP Software in MRDC

Table of Contents
Page No.

PART 1 Bidding Procedures


Section I. Instructions to Bidders (ITB)...................................................................... 4
Section II. Bid Data Sheet (BDS) ............................................................................. 23
Section III. Bid Qualification Criteria ......................................................................... 27
Section IV. Evaluation Criteria................................................................................... 30
Section V. Bidding Forms......................................................................................... 33

PART 2 Scope of Work


Section VI. Scope of Work (SoW) ............................................................................. 65

PART 3 Annexure to Scope of Work


Annexure II Functional Specification of Financial Management Module
Annexure III Functional Specifications of the Supply Chain Management Module

MRDC 2 October 2017


RFP for installation & implementation of ERP Software in MRDC

PART 1 Bidding Procedures

MRDC 3 October 2017


RFP for installation & implementation of ERP Software in MRDC

Section I. Instructions to Bidders (ITB)

A. General
1. Scope of Bid 1.1. In support of the Invitation for Bids indicated in the Bid
Data Sheet (BDS), MRDC, as indicated in the BDS,
issues this Bidding Document for the supply of services
and other items incidental thereto as specified in Section
VI, Scope of Work (SOW).

` 1.2. Throughout this Bidding Document :

The term in writing means communicated in written form


with proof of receipt; if the context so requires, singular
means plural and vice versa; and day means calendar
day.

2. Eligible Bidders 2.1. A bidder should meet all requirements of the Bid
Qualification Criteria as defined under Section III and
should provide appropriate completed forms / documents
proving the same as a part of their Technical Proposal as
per Section V, Bidding Forms. Any bidder who does not
satisfy this condition shall be considered ineligible.
2.2. A Bidder may be a natural person, private entity,
government-owned entity (subject to ITB Sub-Clause 2.3)
or any combination of them with a formal intent to enter into
an agreement or under an existing agreement in the form of
a Joint Venture (JV). In the case of a JV:

all parties to the JV shall be jointly and severally liable;


and
a JV shall nominate a Representative who shall have
the authority to conduct all businesses for and on
behalf of any and all the parties of the JV during the
bidding process and, in the event the JV is awarded
the Contract, during contract execution.
letter to that effect will be filled along with the RFP

2.3. A Bidder shall not have a conflict of interest. All Bidders


found to be in conflict of interest shall be disqualified. A
Bidder may be considered to have a conflict of interest
with one or more parties in this bidding process, if they:

have controlling shareholders in common; or


receive or have received any direct or indirect subsidy
from any of them; or

MRDC 4 October 2017


RFP for installation & implementation of ERP Software in MRDC

have the same legal representative for purposes of


this Bid; or
have a relationship with each other, directly or through
common third parties, that puts them in a position to
have access to information about or influence on the
Bid of another Bidder, or influence the decisions of
MRDC regarding this bidding process; or
submit more than one bid in this bidding process,
except for alternative offers permitted under ITB
Clause 10. However, this does not limit the
participation of subcontractors in more than one bid, or
as Bidders and subcontractors simultaneously; or
participated as a consultant in the preparation of the
design or technical specifications of the Services that
are the subject of the Bid. Where a firm, or a firm from
the same economic or financial group, in addition to
consulting, also has the capability to supply and / or
implement software, that firm, or a firm from the same
economic or financial group, may not normally supply /
implement software, if it provided consulting services
for the contract corresponding to this prequalification,
unless it can be demonstrated that there is no
significant degree of common ownership, influence or
control.

2.4. Government-owned enterprises in Maldives shall be


eligible only if they can establish that they are legally
and financially autonomous and operate under
commercial law, and that they are not a dependent
agency of MRDC.

2.5. Bidders shall provide such evidence of their continued


eligibility satisfactory to MRDC, as MRDC shall
reasonably request.

B. Contents of Bidding Document

3. Sections of the 3.1. The Bidding Document consist of Parts 1, 2, and 3, which
Bidding include all the Sections indicated below, and should be
Document read in conjunction with any Addenda issued in
accordance with ITB Clause 4 & 5.

PART 1 Bidding Procedures

Section I. Instructions to Bidders (ITB)


Section II. Bid Data Sheet (BDS)
Section III. Bid Qualification Criteria

MRDC 5 October 2017


RFP for installation & implementation of ERP Software in MRDC

Section IV. Evaluation Criteria


Section V. Bidding Forms

PART 2 Scope of Work

Section VI. Scope of Work

PART 3 Annexure

Annexure I. Functional Specification of Financial


Management Module
Annexure II Functional Specifications of Supply Chain
Management Module

3.2. MRDC is not responsible for the completeness of the


Bidding Document and its addenda, if they were not
obtained directly from MRDC.

3.3. The Bidder is expected to examine all instructions,


forms, terms, and specifications in the Bidding
Document. Failure to furnish all information or
documentation required by the Bidding Document may
result in the rejection of the Bid.

4. Clarification of 4.1. A prospective Bidder requiring any clarification of the


Bidding Bidding Document shall contact MRDC in writing at
Document & MRDCs address indicated in the BDS. MRDC will
pre-bid meeting respond in writing to any request for clarification,
provided that such request is received seven days (07)
before the date of submission of bids. . MRDC shall
forward copies of its response to all Bidders who have
acquired the Bidding Document directly from it, including
a description of the inquiry but without identifying its
source. Should MRDC deem it necessary to amend the
Bidding Document as a result of a clarification, it shall
do so following the procedure under ITB Clause 5 and
Sub-Clause 20.2.
4.2. MRDC shall organize a pre-bid conference, the date,
time and location of which is given in the BDS.

5. Amendment of 5.1. At any time prior to the deadline for submission of the
Bidding Bids, MRDC may amend the Bidding Document by
Document issuing addenda.

5.2. Any addendum issued shall be part of the Bidding


Document and shall be communicated in writing to all
who have obtained the Bidding Document directly from

MRDC 6 October 2017


RFP for installation & implementation of ERP Software in MRDC

MRDC.

5.3. To give prospective Bidders reasonable time in which to


take an addendum into account in preparing their Bids,
MRDC may, at its discretion, extend the deadline for the
submission of the Bids, pursuant to ITB Sub-Clause
20.2.

C. Preparation of Bids

6. Cost of Bidding 6.1. The Bidder shall bear all costs associated with the
preparation and submission of its Bid, and MRDC shall
not be responsible or liable for those costs, regardless
of the conduct or outcome of the bidding process.

7. Language of Bid 7.1. The Bid, as well as all correspondence and documents
relating to the Bid exchanged by the Bidder and MRDC,
shall be written in the language specified in the BDS.
Supporting documents and printed literature that are
part of the Bid may be in another language provided
they are accompanied by an accurate translation of the
relevant passages in the language specified in the BDS,
in which case, for purposes of interpretation of the Bid,
such translation shall govern.

8. Documents 8.1. The Bid shall comprise two envelopes submitted


Comprising the simultaneously, one containing the Technical Proposal
Bid and the other the Price Proposal, enclosed together in
an outer single envelope.

8.2. Initially, only the Technical Proposals are opened at the


address, date and time specified in ITB Sub-Clause
23.1. The Price Proposals remain sealed and are held in
custody by MRDC. The Technical Proposals are
evaluated by MRDC. No amendments or changes to
the Technical Proposals are permitted. Bids with
Technical Proposals which do not conform to the
specified requirements will be rejected as deficient Bids.

8.3. Price Proposals of technically compliant Bids are


opened in public at a date and time advised by MRDC.
The Price Proposals are evaluated and the Contract is
awarded to the Bidder whos Bid has been determined
to be the substantially responsive Bid based on the
highest combined score (combination of Technical &
Financial Score).

MRDC 7 October 2017


RFP for installation & implementation of ERP Software in MRDC

8.4. The Technical Proposal shall contain the following :

Technical Proposal Submission Sheet;


Bid Security, in accordance with ITB Clause 17;
Written confirmation authorizing the signatory of the
Bid to commit the Bidder, in accordance with ITB
Clause 18;
Documentary evidence in accordance with ITB Clause
13 establishing the Bidders eligibility to bid;
Documentary evidence in accordance with ITB
Clauses 14 and 26, that the Services conform to the
Bidding Document;
Documentary evidence in accordance with ITB Clause
15 establishing the Bidders qualifications to perform
the contract if its Bid is accepted; and
Any other document required in the BDS.

8.5. The Price Proposal shall contain the following :

Price Proposal Submission Sheet and the applicable


Price Schedules, in accordance with ITB Clauses 9,
11, and 12;
any other document required in the BDS.

9. Bid Submission 9.1. The Bidder shall submit the Technical Proposal and the
Sheets and Price Proposal using the appropriate Submission
Price Schedules Sheets furnished in Section V, Bidding Forms. These
forms must be completed without any alterations to their
format, and no substitutes shall be accepted. All blank
spaces shall be filled in with the information requested.

9.2. The Bidder shall submit, as part of the Price Proposal,


the Price Schedules for Services, using the forms
furnished in Section V, Bidding Forms.

10. Alternative Bids 10.1. Unless otherwise indicated in the BDS, alternative bids
shall not be considered.

11. Bid Prices and 11.1. The prices and discounts quoted by the Bidder in the
Discounts Price Proposal Submission Sheet and in the Price
Schedules shall conform to the requirements specified
below.

11.2. All items in the Scope of Work must be listed and priced
separately in the Price Schedules. If a Price Schedule
shows items listed but not priced, their prices shall be
assumed to be included in the prices of other items.
Items not listed in the Price Schedule shall be assumed

MRDC 8 October 2017


RFP for installation & implementation of ERP Software in MRDC

not to be included in the Bid, and provided that the Bid


is substantially responsive, the corresponding
adjustment shall be applied in accordance with ITB
Clause 27.

11.3. The price to be quoted in the Price Proposal Submission


Sheet including any discounts offered.

11.4. The Bidder shall quote any unconditional discounts and


the methodology for their application in the Price
Proposal Submission Sheet.

11.5. Prices proposed in the Price Schedule Forms for


Services, shall be disaggregated, when appropriate, as
indicated in this sub-clause. This disaggregation shall
be solely for the purpose of facilitating the comparison
of Bids by MRDC. This shall not in any way limit
MRDCs right to contract on any of the terms offered:
11.5.1. The total price for Services:

the local currency cost component of each item


comprising the Services; and
the foreign currency cost component of each item
comprising the Services,
inclusive of all custom duties, sales and other similar
taxes applicable in the Maldives, payable on the
Services, if the Contract is awarded to the Bidder

11.6. Prices quoted by the Bidder shall be fixed during the


Bidders performance of the Contract and not subject to
variation on any account, unless otherwise specified in
the BDS. A Bid submitted with an adjustable price
quotation shall be treated as non-responsive and shall
be rejected, pursuant to ITB Clause 26. However, if in
accordance with the BDS, prices quoted by the Bidder
shall be subject to adjustment during the performance of
the Contract, a Bid submitted with a fixed price
quotation shall not be rejected, but the price adjustment
shall be treated as zero.

12. Currencies of 12.1. Bid prices shall be quoted in the following currencies:
Bid
the currencies specified in the BDS;
a Bidder expecting to incur a portion of its expen-
ditures in the performance of the Contract in more
than one currency, and wishing to be paid accordingly,
shall so indicate in its Bid.

MRDC 9 October 2017


RFP for installation & implementation of ERP Software in MRDC

13. Documents 13.1. To establish their eligibility in accordance with ITB


Establishing the Clause 2, Bidders shall:
Eligibility of the
Bidder complete the eligibility declarations in the Bid
Submission Sheet, included in Section V, Bidding
Forms based on the bid qualification criteria detailed in
Section III, Bid Qualification Criteria; and
if the Bidder is an existing or intended JV in
accordance with ITB Sub-Clause 2.1, submit a copy of
the JV Agreement, or a letter of intent to enter into
such an Agreement. The respective document shall be
signed by all legally authorized signatories of all the
parties to the existing or intended JV, as appropriate.

14. Documents 14.1. To establish the conformity of the Services to the


Establishing the Bidding Document, the Bidder shall furnish as part of its
Conformity of Technical Proposal the documentary evidence specified
the Services to in Section VI, Scope of Work.
the Bidding
Document
14.2. The documentary evidence may be in the form of
literature, drawings or data, and shall consist of a
detailed description of the essential technical and
performance characteristics of the Services,
demonstrating substantial responsiveness of the
Services to those requirements, and if applicable, a
statement of deviations and exceptions to the provisions
of Section VI, Scope of Work.

14.3. Standards for workmanship, process, material, and


equipment, as well as references to brand names or
catalogue numbers specified by MRDC in the Scope of
Work, are intended to be descriptive only and not
restrictive. The Bidder may offer other standards of
quality, brand names, and/or catalogue numbers,
provided that it demonstrates, to MRDCs satisfaction,
that the substitutions ensure substantial equivalence or
are superior to those specified in the Scope of Work.

15. Documents 15.1. To establish its qualifications to perform the Contract,


Establishing the the Bidder shall submit as part of its Technical Proposal
Qualifications of the evidence indicated for each qualification criteria
the Bidder specified in Section IV, Evaluation Criteria.

16. Period of 16.1. Bids shall remain valid for the period specified in the
Validity of Bids BDS after the bid submission deadline date prescribed
by MRDC. A Bid valid for a shorter period shall be

MRDC 10 October 2017


RFP for installation & implementation of ERP Software in MRDC

rejected by MRDC as non-responsive.

16.2. In exceptional circumstances, prior to the expiration of


the bid validity period, MRDC may request Bidders to
extend the period of validity of their Bids. The request
and the responses shall be made in writing. If a Bid
Security is requested in accordance with ITB Clause 17,
it shall also be extended for a corresponding period. A
Bidder may refuse the request without forfeiting its Bid
Security. A Bidder granting the request shall not be
required or permitted to modify its Bid.

17. Bid Security 17.1. Unless otherwise specified in the BDS, the Bidder shall
furnish as part of its Technical Proposal, a Bid Security
in original form and in the amount and currency
specified in the BDS.

17.2. The Bid Security shall be paid by way of a crossed


demand draft drawn on any scheduled bank in favor of
MRDC and payable at head-quarters of the Purchaser.
The crossed DD SHOULD INVARIABLY BE
FURNISHED ALONG WITH THE BIDS.

Alternatively, the bidder may furnish a B.G. in original in


lieu of DD as per the Bid Security Form included in the
Section V, Bidding Forms. The form must include the
completer name of the Bidder. The Bid Security shall be
valid for 45 days after the period of Bid Validity. This
shall also apply if the period for Bid Validity is extended.
Fax/ photocopies of the bid security will not be accepted
and will be rejected.
17.2.1. The fact of having enclosed bid security by DD / B.G
along with the bid or the fact of the bidder having
permanent bid security should be clearly super-scribed
on the bid envelope.
17.2.2. Bids, which do not have the above superscription,
will be rejected and returned to the respective bidders
unopened.
17.2.3. Submission of BID SECURITY by way of cheque,
cash, money order, call.
17.2.4. Requests for exemption from payment of BID
SECURITY will not be entertained in any cases.

17.3. If a bid Security is required in accordance with ITB Sub-


Clause 17.1, any Bid not accompanied by a
substantially responsive Bid Security in accordance with
ITB Sub-Clause 17.2, shall be rejected by MRDC as

MRDC 11 October 2017


RFP for installation & implementation of ERP Software in MRDC

non-responsive.

17.4. The Bid Security of unsuccessful Bidders shall be


returned as promptly as possible upon the successful
Bidder furnishing the Performance Security pursuant to
ITB Clause 38.

17.5. The Bid Security of the successful Bidder shall be


returned as promptly as possible once the successful
Bidder has signed the Contract and furnished the
required Performance Security.

17.6. The Bid Security may be forfeited :

if a Bidder withdraws its Bid during the period of bid


validity as specified in ITB Clause 16.1, except as
provided in ITB Sub-Clause 16.2; or
if the successful Bidder fails to :

sign the Contract in accordance with ITB Clause


37;
furnish a Performance Security in accordance with
ITB Clause 38; or
accept the correction of its Bid Price pursuant to
ITB Sub-Clause 27.5.

17.7. The Bid Security of a JV must be in the name of the JV


that submits the bid. If the JV has not been legally
constituted at the time of bidding, the Bid Security shall
be in the names of all future partners as named in the
letter of intent mentioned in ITB Sub-Clause 13.1.

18. Format and 18.1. The Bidder shall prepare one original of the Technical
Signing of Bid Proposal and one original of the Price Proposal as
described in ITB Clause 8 and clearly mark each
ORIGINAL - TECHNICAL PROPOSAL and
ORIGINAL - PRICE PROPOSAL. In addition, the
Bidder shall submit copies of the Technical Proposal
and the Price Proposal, in the number specified in the
BDS and clearly mark them COPY NO - TECHNICAL
PROPOSAL and COPY NO. - PRICE PROPOSAL.
In the event of any discrepancy between the original
and the copies, the original shall prevail.

18.2. The original and all copies of the Bid shall be typed or
written in indelible ink and shall be signed by a person
duly authorized to sign on behalf of the Bidder. This
authorization shall consist of a written confirmation as

MRDC 12 October 2017


RFP for installation & implementation of ERP Software in MRDC

specified in the BDS and shall be attached to the Bid.


The name and position held by each person signing the
authorization must be typed or printed below the
signature. All pages of the Bid, except for un-amended
printed literature, shall be signed or initialed by the
person signing the Bid.

18.3. Any interlineations, erasures, or overwriting shall be


valid only if they are signed or initialed by the person
signing the Bid.

D. Submission and Opening of Bids

19. Sealing and 19.1. The Bidder shall enclose the original of the Technical
Marking of Bids Proposal, the original of the Price Proposal, and each
copy of the Technical Proposal and each copy of the
Price Proposal, including alternative bids, if permitted in
accordance with ITB Clause 10, in separate sealed
envelopes, duly marking the envelopes as ORIGINAL -
TECHNICAL PROPOSAL, ORIGINAL - PRICE
PROPOSAL and COPY NO - TECHNICAL
PROPOSAL and COPY NO. - PRICE PROPOSAL,
as appropriate. These envelopes containing the
original and the copies shall then be enclosed in one
single envelope.

19.2. The inner and outer envelopes shall:

bear the name and address of the Bidder;


be addressed to MRDC in accordance with ITB Sub-
Clause 19.1; and
bear the specific identification of this bidding process
indicated in the BDS.

19.3. The outer envelopes and the inner envelopes containing


the Technical Proposals shall bear a warning not to
open before the time and date for the opening of
Technical Proposals, in accordance with ITB Sub-
Clause 23.1.

19.4. The inner envelopes containing the Price Proposals


shall bear a warning not to open until advised by MRDC
in accordance with ITB Sub-Clause 23.2.

19.5. If all envelopes are not sealed and marked as required,


MRDC will assume no responsibility for the

MRDC 13 October 2017


RFP for installation & implementation of ERP Software in MRDC

misplacement or premature opening of the bid.

19.6. The bidders must also furnish the soft copy of the
Technical Proposal in the non-PDF format on a
Compact Disc (CD). The CD shall be kept inside the
envelope containing the hard copy of the Technical
Proposal.

19.7. Alternative Bids, if permissible in accordance with ITB


Clause 10, shall be prepared, sealed, marked, and
delivered in accordance with the provisions of ITB
Clauses 18 and 19, with the inner envelopes marked in
addition ALTERNATIVE NO. as appropriate

20. Deadline for 20.1. Bids must be received by MRDC at the address and no
Submission of later than the date and time indicated in the BDS.
Bids
20.2. MRDC may, at its discretion, extend the deadline for the
submission of Bids by amending the Bidding Document
in accordance with ITB Clause 5, in which case all rights
and obligations of MRDC and Bidders previously subject
to the deadline shall thereafter be subject to the
deadline as extended.

21. Late Bids 21.1. MRDC shall not consider any Bid that arrives after the
deadline for submission of Bids, in accordance with ITB
Clause 20. Any Bid received by MRDC after the
deadline for submission of Bids shall be declared late,
rejected, and returned unopened to the Bidder.

22. Withdrawal of 22.1. A Bidder may withdraw its Bid after it has been
Bids submitted by sending a written Notice, duly signed by an
authorized representative. The notice must be:

submitted in accordance with ITB Clauses 18 and 19,


and in addition, the respective inner and outer
envelopes shall be clearly marked Withdrawal; and
received by MRDC prior to the deadline prescribed for
submission of bids, in accordance with ITB Clause 20.

22.2. Bids requested to be withdrawn in accordance with ITB


Sub-Clause 22.1 shall be returned unopened to the
Bidders.

22.3. No Bid shall be withdrawn in the interval between the


deadline for submission of bids and the expiration of the
period of bid validity specified in ITB Clause 16.1 or any

MRDC 14 October 2017


RFP for installation & implementation of ERP Software in MRDC

extension thereof.

23. Bid Opening 23.1. MRDC shall conduct the opening of Technical
Proposals in the presence of Bidders representatives
who choose to attend, at the address, date and time
specified in the BDS.

23.2. The Price Proposals will remain unopened and will be


held in custody of MRDC until the time of opening of the
Price Proposals. The date, time, and location of the
opening of Price Proposals will be advised in writing by
MRDC.

23.3. First, envelopes marked WITHDRAWAL shall be


opened, read out, and recorded, and the envelope
containing the corresponding Bid shall not be opened,
but returned to the Bidder. No Bid shall be withdrawn
unless the corresponding Withdrawal Notice contains a
valid authorization to request the withdrawal and is read
out and recorded at bid opening.

23.4. All other envelopes holding the Technical Proposals


shall be opened one at a time, and the following read
out and recorded :

the name of the Bidder;


the presence of a Bid Security, and
any other details as MRDC may consider appropriate.

23.5. Only Technical Proposals and alternative Technical


Proposals read out and recorded at bid opening shall be
considered for evaluation. No Bid shall be rejected at
the opening of Technical Proposals except for late bids,
in accordance with ITB Sub-Clause 21.1.

23.6. MRDC shall prepare a record of the opening of


Technical Proposals that shall include, as a minimum:
the name of the Bidder and whether there is a
withdrawal, and the presence or absence of a Bid
Security, if one was required. The Bidders
representatives who are present shall be requested to
sign the record. The omission of a Bidders signature
on the record shall not invalidate the contents and effect
of the record. A copy of the record shall be distributed
to all Bidders.

23.7. MRDC shall examine the Technical Proposal to confirm


that all documents and technical documentation

MRDC 15 October 2017


RFP for installation & implementation of ERP Software in MRDC

requested in ITB Sub-Clause 8.4 have been provided,


and to determine the completeness of each document
submitted. If any of these documents or information is
missing, the offer shall be rejected

23.8. Likewise, following the opening of Price Proposals,


MRDC shall examine the Price Proposals to confirm that
all documents and financial documentation requested in
ITB Sub-Clause 8.5 have been provided, and to
determine the completeness of each document
submitted.

23.9. All envelopes containing Price Proposals shall be


opened one at a time and the following read out and
recorded :

the name of the Bidder


the Bid Prices, including any discounts and alternative
offers; and
any other details as MRDC may consider appropriate.

23.10. Only Price Proposals, discounts, and alternative offers


read out and recorded during the opening of Price
Proposals shall be considered for evaluation. No Bid
shall be rejected at the opening of Price Proposals.

23.11. MRDC shall prepare a record of the opening of Price


Proposals that shall include, as a minimum: the name of
the Bidder, the Bid Price (per lot if applicable), any
discounts, and alternative offers. The Bidders
representatives who are present shall be requested to
sign the record. The omission of a Bidders signature
on the record shall not invalidate the contents and effect
of the record. A copy of the record shall be distributed
to all Bidders.

E. Evaluation and Comparison of Bids

24. Confidentiality 24.1. Information relating to the examination, evaluation,


comparison, and post qualification of Bids, and
recommendation of contract award, shall not be
disclosed to Bidders or any other persons not officially
concerned with such process until information on
Contract award is communicated to all Bidders.

24.2. Any attempt by a Bidder to influence MRDC in the


examination, evaluation, comparison, and post

MRDC 16 October 2017


RFP for installation & implementation of ERP Software in MRDC

qualification of the Bids or Contract award decisions


may result in the rejection of its Bid.

24.3. Notwithstanding ITB Sub-Clause 27.2, from the time of


opening the Technical Proposals to the time of Contract
award, if any Bidder wishes to contact MRDC on any
matter related to the bidding process, it should do so in
writing.

25. Clarification of 25.1. To assist in the examination, evaluation and


Bids comparison of the Bids for the purposes of evaluation of
the bids post qualification, MRDC may, at its discretion,
ask any Bidder for a clarification of its Bid. MRDC may
also desire bidders whose bids clear the bid eligibility
criteria to make presentations to the MRDC team.
Technical clarifications provided during the Presentations
will then be subsequently provided in writing by the bidder
post the presentation. Similarly, MRDC may also desire to
meet / interact with the proposed team members of the
bidder who will be working on the project. Any clarification
submitted by a Bidder that is not in response to a request
by MRDC shall not be considered. MRDCs request for
clarification and the response shall be in writing. No
change in the prices or substance of the Bid shall be
sought, offered, or permitted, except to confirm the
correction of arithmetic errors discovered by MRDC in the
evaluation of the Price Proposals in accordance with ITB
Clause 27.

26. Responsiveness 26.1. MRDCs determination of the responsiveness of a


of Technical Technical Proposal is to be based on the contents of the
Proposal Technical Proposal itself.

26.2. A substantially responsive Technical Proposal is one


that conforms to all the terms, conditions, and
specifications of the Bidding Document without material
deviation, reservation, or omission. A material
deviation, reservation, or omission is one that:

affects in any substantial way the scope, quality, or


performance of the Services specified in the Contract;
or
limits in any substantial way, inconsistent with the
Bidding Document, MRDCs rights or the Bidders
obligations under the Contract; or
if rectified would unfairly affect the competitive position
of other Bidders presenting substantially responsive

MRDC 17 October 2017


RFP for installation & implementation of ERP Software in MRDC

Technical Proposals.

26.3. If a Technical Proposal is not substantially responsive to


the Bidding Document, it shall be rejected by MRDC
and may not subsequently be made responsive by the
Bidder by correction of the material deviation,
reservation, or omission.

27. Nonconformi- 27.1. Provided that a Technical Proposal is substantially


ties, Errors, and responsive, MRDC may waive any non-conformity or
Omissions omission in the Bid that does not constitute a material
deviation.

27.2. Provided that a Technical Proposal is substantially


responsive, MRDC may request that the Bidder submit
the necessary information or documentation, within a
reasonable period of time, to rectify nonmaterial,
nonconformities or omissions in the Technical Proposal
related to documentation requirements. Such omission
shall not be related to any aspect of the Price Proposal
of the Bid. Failure of the Bidder to comply with the
request may result in the rejection of its Bid.

27.3. Provided that a Technical Proposal is substantially


responsive, MRDC will rectify nonmaterial
nonconformities or omissions. To this effect, the Bid
Price shall be adjusted during evaluation of Price
Proposals, for comparison purposes only, to reflect the
price of the missing or non-conforming item or
component.

27.4. Provided that the Technical Proposal is substantially


responsive, MRDC will correct arithmetical errors during
evaluation of Price Proposals on the following basis:

if there is a discrepancy between the unit price and the


total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail and the total
price shall be corrected, unless in the opinion of MRDC
there is an obvious misplacement of the decimal point
in the unit price, in which case the total price as quoted
shall govern and the unit price shall be corrected;
if there is an error in a total corresponding to the
addition or subtraction of subtotals, the subtotals shall
prevail and the total shall be corrected; and
if there is a discrepancy between words and figures,
the amount in words shall prevail, unless the amount
expressed in words is related to an arithmetic error, in

MRDC 18 October 2017


RFP for installation & implementation of ERP Software in MRDC

which case the amount in figures shall prevail subject


to (a) and (b) above.

27.5. If the Bidders who have submitted the bids do not


accept the correction of errors, their Bid shall be
disqualified and its Bid Security may be forfeited.

28. Conversion to 28.1. For evaluation and comparison of Price Proposals,


Single Currency MRDC shall convert all bid prices expressed in the
amounts in various currencies into a single currency,
using the selling exchange rates established by the
source and on the date specified in the BDS.

29. Margin of 29.1. Unless otherwise specified in the BDS, a margin of


Preference preference shall not apply.

30. Evaluation of 30.1. MRDC shall evaluate Price Proposals of each Bid for
Bids which the Technical Proposal has been determined to be
substantially responsive.

30.2. To evaluate a Price Proposal, MRDC shall only use all


the criteria and methodologies defined in this Clause and
in Section IV, Evaluation Criteria. No other criteria or
methodology shall be permitted.

30.3. To evaluate a Price Proposal, MRDC shall consider the


following:

the Bid Price;


price adjustment for correction of arithmetic errors in
accordance with ITB Sub-Clause 27.4;
price adjustment due to discounts offered in
accordance with ITB Sub-Clause 11.4;
application of all the evaluation factors indicated in
Section IV, Evaluation Criteria.

30.4. In the calculation of the evaluated cost of the Bids,


MRDC shall include and take into account:

in the case of Services offered from within the


Maldives, all sales tax and all other taxes, applicable in
the Maldives and payable on the Goods if the Contract
is awarded to the Bidder;
in the case of Services offered from outside the
Maldives, all customs duties, sales tax, and other
taxes, applicable in the Maldives and payable on the
Goods if the Contract is awarded to the Bidder; and
Any allowance for price adjustment during the period of

MRDC 19 October 2017


RFP for installation & implementation of ERP Software in MRDC

performance of the Contract, if provided in the Bid.

30.5. MRDCs cost evaluation of a Bid may require the


consideration of other factors, in addition to the Bid Price
quoted in accordance with ITB Clause 11. These factors
may be related to the characteristics, performance, and
terms and conditions of purchase of the Services. The
factors selected, if any, shall be expressed in monetary
terms to facilitate comparison of the Bids, unless
otherwise specified in Section IV, Evaluation Criteria.
The factors to be used and the methodology of
application shall be as indicated in Section IV,
Evaluation Criteria.

31. Comparison of 31.1. MRDC shall compare all substantially responsive bids in
Bids accordance with ITB Clause 30.

32. Post qualifi- 32.1. MRDC shall determine to its satisfaction during the
cation of the evaluation of Technical Proposals whether Bidders are
Bidder qualified to perform the Contract satisfactorily.

32.2. The determination shall be based upon an examination


of the documentary evidence of the Bidders
qualifications submitted by the Bidder, pursuant to ITB
Clause 15, to clarifications in accordance with ITB
Clause 25 and the qualification criteria indicated in
Section IV, Evaluation Criteria. Factors not included in
Section IV, Evaluation Criteria shall not be used in the
evaluation of the Bidders qualification.

32.3. An affirmative determination shall be a prerequisite for


the opening and evaluation of a Bidders Price Proposal.
A negative determination shall result into the
disqualification of the Bid, in which event MRDC shall
return the un-opened Price Proposal to the Bidder.

33. MRDCs Right to 33.1. MRDC reserves the right to accept or reject any Bid, and
Accept Any Bid, to annul the bidding process and reject all Bids at any
and to Reject time prior to Contract award, without thereby incurring
Any or All Bids any liability to the Bidders.

F. Award of Contract

34. Award Criteria 34.1. MRDC shall award the Contract to the Bidder whose
offer has been determined to have the highest combined
score (combination of Technical & Financial Score as
specified in Section IV, Evaluation Criteria) and is

MRDC 20 October 2017


RFP for installation & implementation of ERP Software in MRDC

substantially responsive to the Bidding Document,


provided further that the Bidder has remained qualified
to perform the Contract satisfactorily.

34.2. A Bid shall be rejected if the qualification criteria as


specified in Section IV, Evaluation Criteria are no longer
met by the Bidder whose offer has been determined to
be the highest combined score In this event MRDC shall
proceed to the Bid with the next highest combined score
to make a similar reassessment of that Bidders
capabilities to perform satisfactorily.

35. MRDCs Right to 35.1. At the time the Contract is awarded, MRDC reserves the
Vary Quantities right to increase or decrease the quantity of Services
at Time of originally specified in Section VI, Scope of Work,
Award provided this does not exceed the percentages indicated
in the BDS, and without any change in the unit prices or
other terms and conditions of the Bid and the Bidding
Document.

36. Notification of 36.1. Prior to the expiration of the period of bid validity, MRDC
Award shall notify the successful Bidder, in writing, that its Bid
has been accepted. At the same time, MRDC shall also
notify all other Bidders of the results of the bidding.

36.2. Until a formal Contract is prepared and executed, the


notification of award shall constitute a binding Contract.

37. Signing of 37.1. Promptly after notification, MRDC shall send to the
Contract successful Bidder the Agreement and the Special
Conditions of Contract.

37.2. Within twenty-eight (28) days of receipt of the


Agreement, the successful Bidder shall sign, date, and
return it to MRDC.

38. Performance 38.1. Within twenty-eight (28) days of the receipt of notification
Security of award from MRDC, the successful Bidder shall furnish
the Performance Security, acceptable to MRDC.

38.2. Failure of the successful Bidder to submit the above-


mentioned Performance Security or sign the Contract
shall constitute sufficient grounds for the annulment of
the award and forfeiture of the Bid Security. In that
event MRDC may award the Contract to the next Bidder
whose offer is substantially responsive based on the
highest combined score (combination of Technical &
Financial Score) and is determined by MRDC to be

MRDC 21 October 2017


RFP for installation & implementation of ERP Software in MRDC

qualified to perform the Contract satisfactorily.

MRDC 22 October 2017


RFP for installation & implementation of ERP Software in MRDC

Section II. Bid Data Sheet (BDS)


A. Introduction

ITB 1.1 MRDC is: Maldives Road Development Corporation Limited.


ITB 1.1 The following clause shall be substituted in place of the clause given in the
ITB:

1.1 For the purposes of these Bidding Documents:


the term Services include, installation, customization, integration,
commissioning, training, technical support, maintenance, repair, and other
services necessary for proper installation and operation of the ERP
Software to be procured by MRDC and as specified in the Contract.

ITB 2.2 No Joint Ventures (JV) will be permitted.

B. Bidding Document
ITB 4.1 For clarification purposes only, MRDCs address is:
Name: Hussain Nazeer Manager/ IT Department
Address: Maldives Road Development Corporation Limited (MRDC), Maldives
Road Development Corporation Head Office, Block # 385,
MaafaiythakurufaanuMagu, Mahchangoalhi, Male, 20386, Republic of
Maldives
Email: info@mrdc.com.mv
Telephone: +960 3320657

ITB 4.2 MRDC shall organize a pre-bid conference, the date, time and location of
which is given below:-
Address: Maldives Road Development Corporation Limited (MRDC), Maldives
Road Development Corporation Head Office, Block # 385,
MaafaiythakurufaanuMagu, Mahchangoalhi, Male, 20386, Republic of
Maldives
Email: info@mrdc.com.mv
Telephone: +960 3320657
Date :11th October 2017
Time : 1300hrs
MRDC shall consider comments and suggestions provided by the
respondents in the pre bid submission meeting and if required shall amend
the tender documents. The amendments if any will be intimated to the
bidders in the meeting.

MRDC 23 October 2017


RFP for installation & implementation of ERP Software in MRDC

C. Preparation of Bids

ITB 7.1 The language of the Bid is: English

ITB 8.4 The Bidder shall submit with its Technical Proposal the following additional
documents:
1. Product Information
2. Detailed Approach and Methodology for fulfillment of various tasks
forming part of the Scope of Work given in Section VI of the RFP i.e.
Approach followed for configuration and customization, Training,
implementation, and ongoing support
3. Detailed work plan for the project
4. Work experience in implementation of ERP Software and in
implementation of software in Utility sector in the format given in
Section V, Bidding forms
5. Detailed CVs of required professionals listed in Section VI of the
RFP in the format given in Section V, Bidding forms
6. Business Requirement Compliance Formats.
7. Comments on various RFP requirements and provisions

ITB 8.5 The Bidder shall submit with its Price Proposal the following additional
documents: None

ITB 10.1 Alternative Bids shall not be permitted

ITB 11.6 The prices quoted by the Bidder shall be: Fixed

ITB 12.1 The currency of the Bid shall be: Maldivian Rufiyaa or United States Dollars
(USD)

ITB 16.1 The bid validity period shall be 90 (ninety) days from the date of price bid
opening.

ITB 17.1 A Bid Security shall not be required.

D. Submission and Opening of Bids


ITB 18.2 In addition to the original of the Bid, the number of copies is: [two]

ITB 18.2 The written confirmation of Authorization to sign on behalf of the Bidder
shall consist of Utility of attorney vested in the person to sign such
technical and price bids

ITB 19.2 The identification of this bidding process is:


The sealed cover as well as the outer envelope should be super-scribed as
follows:

MRDC 24 October 2017


RFP for installation & implementation of ERP Software in MRDC

(a) Name of work


(b) Specification no: & due date and time for submission.
(c) Name of tenderer

ITB 20.1 For bid submission purposes only, MRDCs address is :


Managing Director
Address: Maldives Road Development Corporation Limited (MRDC), Maldives
Road Development Corporation Head Office, Block # 385,
MaafaiythakurufaanuMagu, Mahchangoalhi, Male, 20386, Republic of
Maldives
Email: info@mrdc.com.mv
Telephone: +960 3320657

ITB 20.1 The deadline for bid submission is:


Date: 8th November 2017
Time: 1300hrs

ITB 23.1 The technical bid opening shall take place at:
Name: Hussain Waheed, Manager / Procurement Department
Nazeer / IT Department
Address: Maldives Road Development Corporation Limited (MRDC), Maldives
Road Development Corporation Head Office, Block # 385,
MaafaiythakurufaanuMagu, Mahchangoalhi, Male, 20386, Republic of
Maldives

Email: info@mrdc.com.mv
Telephone: +9603320657

Date: 8th November 2016


Time: 1315hrs

E. Evaluation, and Comparison of Bids


ITB 28.1 The currency that shall be used for bid evaluation and comparison
purposes to convert all bid prices expressed in various currencies into a
single currency is: Maldivian Rufiyaa
The exchange rate for the purpose of conversion is USD 1.00 = MVR 15.42

ITB 29.1 A margin of preference shall not apply.


ITB 30.1 Technical Bid evaluation will be done through ranking of vendors based on
the evaluation criteria. An overall weighted average technical rank will be
calculated for the vendor based on the weightage attached to each

MRDC 25 October 2017


RFP for installation & implementation of ERP Software in MRDC

component of the scope of work.

For determining the overall responsiveness of the Technical Bid, the


submitted technical proposals and references will be used to short list the
vendors.
All applicable taxes will be excluded during the evaluation stages.
ITB 30.4
ITB 30.5 For the purpose of clarity, it is clarified that apart from the factors
mentioned in the Evaluation Criteria, no other factors shall be considered.

F. Award of Contract
ITB 35.1 The percentage by which quantities may be increased is: 10%
The percentage by which quantities may be decreased is:10%

MRDC 26 October 2017


RFP for installation & implementation of ERP Software in MRDC

Section III. Bid Qualification Criteria

Bid Qualification Criteria

Sr. Qualification Criteria Form to be filled


No.
1. Average Annual Turnover from FORM No. FIN 1 (a)
Implementation Services
The minimum average annual software
implementation services turnover of the
company should be USD 100,000.00
calculated as total payments received
for projects in progress or completed,
within the last three years. (2013-14,
2014-15 and 2015-16).

The bidder shall furnish annual audited


financial statements for last three
financial years certified by a certified
accountant.
2. General Experience in FORM No. EXP 2.1;
implementation of ERP software
The bidder should have experience in
implementation of ERP software for the
last five years prior to the submission of
tender deadline. Necessary proof for
having implemented ERP software
such as Purchase order/contract order
and certification on client
letterhead/Performance certificate as
proof of services during the last five
years may be furnished.
4. Experience in implementation of the FORM No. EXP 2.3
following process modules for ERP
Software Necessary proof for having
The bidders should have necessarily implemented ERP including the
identified process modules
implemented at least the following
modules in any organization, preferably such as Purchase Order /
Contract Order and certification
in Utility sector:-
on client letterhead /
1) Financial Management.
performance certificate may be
2) Supply Chain Management
furnished.
Necessary proof for having
implemented ERP such as Purchase
order/contract order and certification on
client letterhead/Performance certificate

MRDC 27 October 2017


RFP for installation & implementation of ERP Software in MRDC

as proof of services may be furnished.


5. Availability of Staff Provide a self-certified letter
from the HR Head giving the
The bidder company implementing the
total Head Count
ERP software must have at least 50
employees.

6. Not Blacklisted A self undertaking to this effect


must be submitted by the
bidder.
Bidder should not have been
blacklisted by any Government in the
last 3 financial years.
7 Referrals from customers FORM No. EXP 3

References must be provided by the


bidder of a minimum of 5 (five) previous
customers who have been serviced by
the bidder in ERP implementation
services in the last 5 (five) years

MRDC 28 October 2017


RFP for installation & implementation of ERP Software in MRDC

Section IV. Evaluation Criteria

Evaluation Methodology

The bid evaluation will take into account technical factors in addition to cost factors.

The weighting factors for Bid Scores are:

C low T
B X Y
C T high

Where,

B = evaluated bid score


C = financial bid price of the concerned bidder
C low = financial bid price of the bidder who has quoted the lowest price
T = technical bid score of the concerned bidder
T high = technical bid score of the bidder scoring the highest in technical evaluation
X = Weight of the Evaluated Bid Price
Y = weight of the Technical Score weight assigned to technical bid

For the purpose of calculation of score:


X in the Evaluated Bid formula = 40% (Forty percent)
Y in the Evaluated Bid formula = 60 % (Sixty percent)
Technical Score calculation

S. Components of the Scope of Work (Scope of Work) Percentage


No. score
Sr. Evaluation Criteria Form to be
No. filled
1 OVERALL EVALUATION CRITERIA NA

Component Weight
(%)

Implementation bidder
40%
capability

Project team capability 60%

TOTAL 100%

MRDC 29 October 2017


RFP for installation & implementation of ERP Software in MRDC

1A Component A - Implementation partner capability Form no: EXP


2.1;
Bid Parameter Weight (%) Form no: EXP
2.2 (a)
Past experience of having done 10%
Form no: EXP
implementation of ERP 2.2 (b)
Form no: EXP
Past experience of having done 20%
2.3
implementation of ERP software in Free format for
organizations that are in Construction and Approach &
Project Management Methodology;
Existence of
a) Each implementation will carry 10 marks. local office in
Project Management , Implementation 15% Maldives in
Form No: T2;
approach & methodology
Client
Training approach and methodology 10% References to
be provided by
Support methodology (Helpdesk, Active 15% the bidder in
Support Post Go-Live, Warranty Period, all format given in
business and technical Documents) Form EXP - 3.

Testing approach & methodology 15%

Client References (Work appreciation letters 15%


from clients)
Note

a) Client reference from a Utility company


will be given preference
b) Client reference must be a client site
which could be contacted by MRDC
team and also visited, if required.

TOTAL 100%

MRDC 30 October 2017


RFP for installation & implementation of ERP Software in MRDC

1B Component B - Project Team capability FORM No: T3

Expert Weight (%)

Project Manager 40%

Functional Module Leader -Financial 30%


Management

Functional Module Leader Supply Chain 30%


Management

TOTAL 100%

Note: - Due weight-age would be given in all of the above to the vendor having
experience in Implementation of ERP Software.

MRDC 31 October 2017


RFP for installation & implementation of ERP Software in MRDC

Section V. Bidding Forms


The bidders shall submit their proposal strictly in the formats provided here after;
# Form No Particulars
A Technical Proposal Forms
1 FIN 1 Financial Situation
2 FIN 1 (a) Average Annual Turnover from implementation of
Software
3 EXP 2.1 General Experience in Implementation of ERP
Software by Bidder
4 EXP 2.2 (a) Summary of specific experience in implementation of
ERP software in organizations that are in Construction
and Project Management
5 EXP 2.2 (b) Specific experience in implementation of ERP software
in organizations that are in Construction and Project
Management
6 EXP 2.3 Required Software Features / functionalities
6 EXP 3 Customer Referrals

B Technical Proposal Forms


1 T1 Technical Proposal Submission Sheet
2 T2 Applicant Information Sheet
3 T3 Format of CVs
6 T4 Format of Work Plan
7 Free format Approach and Methodology for executing the
implementation, training and ongoing support
8 T5 Business requirement compliance
9 T6 Functional and technical requirement compliance

C Price Proposal Forms


1 F1 Price Proposal Submission Sheet
2 F2 Price Schedule For Services provided from within
Maldives
3 F3 Price Schedule For Services provided from outside
Maldives
4 F4 Taxes and Duties payable on Services
5 F5 Reimbursement of out-of-pocket expenses
6 F6 Composite Price Schedule

Note:
Bidders are expected to follow same form numbers in the response
Successful bidder would be required to furnish the following documents duly
filled in after completion of the selection formalities:
o Agreement form
o Performance Security Form.

MRDC 32 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form FIN 1

Financial Situation

Applicants Legal Name: ...................................... Date: ....................................


Page ............ of ......... pages

Financial Data for Previous 3 Years [USD]

Year 1: Year 2: Year 3:

1. Total Assets
2. Current Assets
3. Total Liabilities
4. Current Liabilities
5. Profits Before Taxes
6. Profits After Taxes

Attached are copies of the audited balance sheets, including all related notes, and income
statements for the last three years, as indicated above, complying with the following
conditions:-

All such documents reflect the financial situation of the Applicant, and not sister or
parent companies.

Historic financial statements must be audited by a qualified accountant.

Historic financial statements must be complete, including all notes to the financial
statements.

Historic financial statements must correspond to accounting periods already completed


and audited (no statements for partial periods shall be accepted).

MRDC 33 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form FIN 1 (a)

Average Annual Turnover from implementation of


Software

Applicants Legal Name: ...................................... Date: ....................................


Page ............ of ......... pages

Annual Turnover Data for the Last 3 Years (Software implementation)

Amount Exchange USD


Year
Currency Rate Equivalent

Average Annual Turnover

The information supplied should be the Annual Turnover in terms of the amounts billed to
clients for each year for assignments in progress or completed, converted to USD at the rate of
exchange at the end of the period reported. The same shall be substantiated by in the form of
a certificate issued by a qualified Accountant in practice.

MRDC 34 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form EXP 2.1

General Experience in Implementation of

ERP Software by Bidder

Applicants Legal Name: ...................................... Date: ....................................


Page ............ of ......... pages

General ERP Software implementation experience

Client Software Product


Number of
S. Name Role of involved (specify Project Number of
Brief Project Description sites /
No and Applicant all modules Duration users
locations
Address involved)

Note: Provide details for projects executed during the last five years only. The same
shall be substantiated in the form of a Purchase order / contract order and
certification on client letterhead / Performance certificate as proof of services
performed and attached along with the relevant Form(s).

MRDC 35 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form EXP 2.2 (a)

Summary of specific experience in Implementation of


ERP software that are in Construction and Project
Management

Applicants Legal Name: ...................................... Date: ....................................


Page..ofpages

Each Applicant must fill in this form for each of the projects, attach details in a separate
Qualification Detail Sheet as per format given in Format 3.2(b)

Implementation of ERP Software in Utility Sector

Software Product Qualification


S. Client Name Role of No: sites / locations
involved including Project Duration detail Sheet
No and Address Applicant implemented
modules number

The same shall be substantiated in the form of a Purchase order / contract order and
certification on client letterhead / Performance certificate as proof of services
performed and attached along with the relevant Form(s).

MRDC 36 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form EXP 2.2 (b)


Specific experience in Implementation of ERP software in
organizations that are in Construction and Project
Management

Applicants Legal Name: ...................................... Date: ....................................


.......................................... Page..ofpages
Fill up one (1) form per contract.

Project details

Contract title

Award Date Completion Date

Clients Name

Sector Utility Other - Please specify___________________

Description of the work done


Software involved (list modules,
technology)

Software features

Brief description of the project

Personnel deployed on the (applicable only if role of the applicant is that of an implementation partner or a
project (please provide CVs) project manager)

Whether the personnel are Yes / No


likely to be deployed on this
Project

The same shall be substantiated in the form of a Purchase order / contract order and
certification on client letterhead / Performance certificate as proof of services
performed and attached along with the relevant Form(s).

MRDC 37 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form EXP 2.3

Required functionalities
(A) Indicate whether the bidder will be able to configure / customize the ERP
Software for the process requirements given in detail in Annexure ________ to
___________:

Modular coverage YES NO Comments

1. Financial Management.

2. Supply Chain Management

3. Interface with MRDC HR Management System


and MIS Reports

MRDC 38 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form EXP 3
Customer Referrals for satisfied customers provided ERP
Implementation Services by the bidder

Applicants Legal Name: ...................................... Date: ....................................


.......................................... Page..ofpages
Fill up one (1) form per referral.

Project details

Customer Name

Implemented ERP

Telephone Number

Contact Name

Title

What is or was the contacts


role on the implementation?

What is the duration of the


implementation?

Which Module/version is
being used?

Details of consultancy service


provided

No of other customers using


the proposed solution in
Maldives or Abroad

The same shall be substantiated in the form of a Purchase order / contract order and
certification on client letterhead / Performance certificate as proof of services
performed and attached along with the relevant Form(s).

MRDC 39 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form T1: Technical Proposal Submission Sheet

Date:

To:
_____________________________________________________________________

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Document, including
Addenda No.:
(b) We offer to supply in conformity with the Bidding Document and in accordance
with the delivery schedule specified in Section VII, Scope of Work, the following
services for Installation and Implementation of ERP Software:
(c) Our Bid shall be valid for a period of ____ days from the date fixed for the bid
submission deadline in accordance with the Bidding Document, and it shall
remain binding upon us and may be accepted at any time before the expiration of
that period;
(d) If our Bid is accepted, we commit to obtain a Performance Security in the amount
of ____ percent of the Contract Price for the due performance of the Contract;
(e) We are not participating, as Bidders, in more than one Bid in this bidding process,
other than alternative offers in accordance with the Bidding Document;
(f) We understand that this Bid, together with your written acceptance thereof
included in your notification of award, shall constitute a binding contract between
us, until a formal Contract is prepared and executed.
(g) We confirm that we have read and gone through every page of the RFP and its
annexures and agree to the conditions / requirements specified therein.
(h) We understand that you are not bound to accept highest combined score
(combination of Technical & Financial Score) based evaluated bid or any other
bid that you may receive.

Name
In the capacity of
Signed
Duly authorized to sign the Bid for and on behalf of
Date

MRDC 40 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form T2: Applicant Information Sheet

Date: ....................................
Page ............ of ......... pages

Please provide following applicant company details:

Applicant Company Information


Applicants legal name
Address
Contact(s), Title(s), Telephone (s)
Name of the Chairman/MD/CEO
Nature of Ownership
Date of Incorporation of Company
Headquarter Location
Whether applicant has a functioning office in
Male? (Yes / No)
Other Office Locations, Functions and
Personnel Strength
Product Lines and Brief Descriptions
Number of Employees by Function
Development
Quality Assurance
Implementation
Sales
Support
Administrative
Management
Size of Team for the Proposed Service(s)
Location of Support Centers for Proposed
Service(s)
Other Businesses

MRDC 41 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form T3: Format of CVs


1. Proposed Position
For this Project :
2. Name :
3. Date Of Birth :
4. Nationality :
5. Personal Address: :
Telephone & Mobile No. :
Fax No. :
E-Mail Address :
6. Education :
7. Other Training :
8. Language & Degree Of
Proficiency :
9. Membership In
Professional Societies :
10. Countries Of Work
Experience :
11. Employment Record :
From : To
Employer :
Position Held And Description Of :
Duties

12. WORK EXPERIENCE (for each project worked on)


Project Name:
Location:
Role on Assignment:
Functional Areas: Sector:
Year of Assignment: Time Spent
Duration On Project
Special Achievements On Project
Project Description

MRDC 42 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form T4: Format of Work plan

5A. TIME SCHEDULE FOR KEY PROFESSIONAL PERSONNEL

Sl. Name Position Report Months (in the Form of Bar Charts)
No. Due/Activities
1 2 3 4 5 6 7 8 9 10 11 12 No of
Months
1. Subtotal
of 1
2 Subtotal
of 2

5B. ACTIVITY (WORK) SCHEDULE

Sl. Item of Month-wise Program (in the Form of Bar Charts)


No. Activity (1st, 2nd, etc. are the months from the start of the program)
(Work)
1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th
1.
2

MRDC 43 October 2017


RFP for installation & implementation of ERP Software in MRDC

Free Form: Approach & Methodology


Date: ....................................
Page ............ of ......... pages

Please provide the approach & methodology for various Task mentioned in the Section VII
Scope of Work.

MRDC 44 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form T5: Business Requirement Compliance


Notes

In the column Coverage please indicate the extent of coverage, whether Yes or
No.

The Remarks column is to qualify the responses. When the Coverage is Y e s ,


the Remarks column will have textual remarks indicating the
inclusions/exclusions. Where the coverage requires workaround solutions or new
development, the remarks column should indicate it. Please indicate the extent of
customization involved in terms of approximate number of man days.

Financial Management Module

# Process Coverage Remarks Approximate


Yes / No no: man days

1 Accounts Payable

1.1 Processing of goods invoices (including


diesel)
1.2 Processing of consumables and small
items (petty cash) purchases
1.3 Payment processing

1.4 Adjustments to payable amounts prior


and subsequent to payment
2 Accounts Receivable

2.1 Accounting for electricity sales new


connections
2.2 Accounting for Electricity sales - Billing
to Customers
2.3 Accounting for other sales - - Preparing
calculation sheet and quotation
2.4 Accounting for Other Sales - Preparing
invoices
2.5 Accounting for retail outlet sales

2.6 Collections and managing receivables

2.6 Corrections to billing information

MRDC 45 October 2017


RFP for installation & implementation of ERP Software in MRDC

# Process Coverage Remarks Approximate


Yes / No no: man days

3 Projects and Fixed Assets accounting

3.1 Creation of Project and accounting for


project related expenditure (CWIP)
3.2 Accounting for usage of materials in
projects (CWIP)
3.3 Capitalization to Fixed Assets and
Updation to Fixed Assets Register
3.4 Direct purchase of Fixed Assets and
Updation to Fixed Assets Register
3.5 Depreciation

3.6 Write off / scrapping of assets / Sale of


Fixed Assets / scrap
4 General Ledger

4.1 Accounting for material receipts and


consumption
4.2 Accounting for salaries and other
employee benefits
4.3 Bank reconciliation

4.4 Recurring / auto reversal Journal entries

4.5 Periodic closing of Accounts

4.6 Borrowings

4.7 Investments

5 Budgeting

5.1 Finalization of annual budgets for each


island and each department of HO
MRDC
5.2 Budget Monitoring and control

Supply Chain Management Module

MRDC 46 October 2017


RFP for installation & implementation of ERP Software in MRDC

# Process Coverage Remarks Approximate


Yes / No no: man days

1 Core Process Diesel procurement

1.1 Diesel requisition

1.2 Diesel Purchase orders

1.3 Diesel Delivery at the Powerhouse

1.4 Diesel Transfers (lump sum -


preparation of transfer note)
1.5 Diesel Transfers (per litre preparation
of service orders and transfer notes)
2 Core Process Requisitions

2.1 Service requisition

2.2 Spare requisition

2.3 General goods requisition

2.4 Emergency procurement (goods and


services)
3 Core processes Procurement process
For goods and services below 225000
(No advertisement - atleast 3
quotations within procurement
department)
3.1 Request for Quotation

3.2 Price evaluation

3.3 Release of PO / SO

3.4 Receipt of Goods (GRN)

3.5 Receipt of Services (Service


Acknowledgement Note)
3.6 National tendering as well as
International contacts - at least 3 bids
4 Core Processes - National tendering

MRDC 47 October 2017


RFP for installation & implementation of ERP Software in MRDC

# Process Coverage Remarks Approximate


Yes / No no: man days

and international tendering


4.1 National tendering by advertising in the
Gazette
4.2 International tendering (By sending
RFQs to select known international
suppliers)
4.3 International tendering (Invitations to
submit Expression of Interest)
4.4 Receipt of Bids and Technical / financial
evaluation
4.5 Issuance of PO / SO / Signing of
contracts
4.6 National tendering and international
tendering in the case of emergency
requisitions
5 Core Processes Consumption and
Valuation
5.1 Issue of consumables and spares and
monthly weighted average rate
calculation
5.2 Consumption of capital goods and debit
to CWIP
5.3 Return of items to stores and Return of
items to supplier
5.4 Vendor evaluation

MRDC 48 October 2017


RFP for installation & implementation of ERP Software in MRDC

The core processes & sub processes given in this section have to be read along with
detailed as-is process reports provided in the Annexures
Core processes Others
# Core processes Others Coverage Remarks Approximate
Yes / No no: man days

1.1 Interface with MRDC HR Management


System
1.2 MIS reports

MRDC 49 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form T 6

FUNCTIONAL AND TECHNICAL REQUIREMENT


COMPLIANCE
Requirements Coverage Remarks Approximate
Yes / No no: man days

1. All software modules within the ERP Software


should seamlessly integrate with one another
2. Download to external tools such as MS-Office
and email should be possible.
3. The software should provide a look-up
capability for frequently entered information;
and, once selected the information will
automatically populate the corresponding data
record.
4. The software should have validation controls
on the data being entered into the database
by performing immediate errors checking
5. The software should provide the ability for the
system manager to identify an individual who
last entered or changed any transaction and
the date of that change
6. The software should provide the ability for
multiple users to be on the system at the
same time and multiple users to be accessing
the same program at the same time
7. All applications should provide for future
updates and enhancements on a regular
basis
8. The software should provide and easy
method to inquire real-time account balances
at any time

MRDC 50 October 2017


RFP for installation & implementation of ERP Software in MRDC

Requirements Coverage Remarks Approximate


Yes / No no: man days

9. The software must integrate seamlessly with


an email client and users must be able to
switch between the ERP application and an
email application smoothly
10. The software should support task alerts, when
a user logs in, the system should
automatically display the responsibilities, such
as report approvals, budgeting P.O. approval,
etc., that need attention for the day, week,
month, based on user-defined preferences
11. The software should support flexible,
organization-defined chart of accounts and
other related coding structure
12. The software should support significant
historical data for more than 8 years and must
have facility for archiving data that can be
easily retrieved
13. The software should provide comprehensive
inquiry option with drill down capabilities to
the user to access summary information and
its corresponding detail information as needed
14. The software should provide access to other
modules form the General Ledger inquiry and
to view the source information for each
transaction
15. The software should allow for easy access to
transaction inquiry, such as retrieval by
document number, amount, description or
other variables.
16. The software should support multiple fiscal
year-end purchase order options
17. The software should support a multiple
department organizational structure.

MRDC 51 October 2017


RFP for installation & implementation of ERP Software in MRDC

Requirements Coverage Remarks Approximate


Yes / No no: man days

18. The software should provide comparative


financial information, including comparisons of
current information with the same period last
year, YTD last year, financial position at the
end of last year, and current operating
budget/
19. The software should have the ability to store
financial transactions in a temporary hold
status until approved for posting to the
general ledger by authorized accounting
personnel. The system shall post to the
accounting records only those transactions
that are duly authorized. Authorized and
unauthorized documents must have different
document numbers to facilitate control of
approved/ unapproved transactions.
20. The software should support pre-closing and
post-closing trial balances to allow the user to
review account balances, including current
period transactions, before posting and after
posting
21. The software should allow for multiple fiscal
years to remain open simultaneously
22. The software should support creating budgets
versus actual inquiry by organization, with
next and last years capability
23. The software should support wild card
searches of transaction descriptions
24. The software should have the capability to
develop authorization levels across the
organization and must support authorizations
at module/ transaction / field levels.

MRDC 52 October 2017


RFP for installation & implementation of ERP Software in MRDC

Requirements Coverage Remarks Approximate


Yes / No no: man days

25. The software should support authorization


approvals by different levels of management
and amounts.
26. The software should have adequate backup
and recovery / restore facilities. The software
must be capable to taking backup during
online operations and should not insist on
down time for the purpose of taking the
backup routine. It must also support back up
on all types of external media currently in
vogue in terms of the latest technology
27. The software must provide for reporting
across all geographical levels in the
organization irrespective of the location where
the data is entered
28. Each succeeding document must have a
reference/ link to preceding documents in the
same module or other Modules
29. Referential integrity features to ensure that a
document referred in other succeeding
documents is not logically/ physically deleted
30. Facility for different document types, with
features for configuring specific fields as
mandatory/ non-mandatory and suppressed
per document type
31. The software must support multiple company
transactions on the same server/ database
with facility to consolidate multiple companies
at any point of time
32. Multiple currency features

MRDC 53 October 2017


RFP for installation & implementation of ERP Software in MRDC

Requirements Coverage Remarks Approximate


Yes / No no: man days

33. The system should enable users to use an


enquiry/ report generation tool to create their
own reports. The tool must be use friendly
and easily understood by the layman user.
34. Support automated workflow (document flow
across the organization)
35. Support external portable terminals like bar
coding tools, scanners, document imaging
tools etc.
36. Menu driven user interface is provided for. All
screens/ forms / menus will have the same
look and feel across the ERP modules. Users
should be able to navigate and interact with
the system using the same set of standard
user instructions
37. Application documentation must be provided
in the form of (a) online help (b) printed
documentation
38. The system is expected to be available to the
users during prime time (8 am 8 pm) During
this period, response time for online
transactions will be within the average of
three (3) seconds, online system
administration and maintenance activities
when done during prime time, will not pose
substantial degradation in the performance of
the system.
39. Access controls definitions for specific actions
by the users such as data entry, generation of
reports, delete, cancel etc., must be available
40. Full audit trail required with logging of all
changes

MRDC 54 October 2017


RFP for installation & implementation of ERP Software in MRDC

Requirements Coverage Remarks Approximate


Yes / No no: man days

41. Configuration of the system should be


possible by parameter definition instead of
changes to the source code
42. Multi-location deployment on a single
database / instance
43. Batch processing for certain functions

44. Database and application security features

MRDC 55 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form F1: Price Proposal Submission Sheet


Date:

To:
_____________________________________________________________________
__

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Document, including
Addenda No.:

(b) We offer to supply in conformity with the Bidding Document and in accordance
with the delivery schedule specified in Section VI, Scope of Work, the following
Services:

(c) The total price of our Bid, excluding any discounts offered in item (d) below is:

(d) The discounts offered and the methodology for their application are:

(e) The following commissions, gratuities, or fees have been paid or are to be paid
with respect to the bidding process or execution of the Contract:
Name of Recipient Address Reason Amount

(If none has been paid or is to be paid, indicate none.)

Name
In the capacity of
Signed
Duly authorized to sign the Bid for and on behalf of
Date

MRDC 56 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form F2: Price Schedule for Services provided from


within Maldives

DESCRIPTION COUNTRY Quantity UNIT Unit Currency TOTAL


OF ORIGIN Price (USD) AMOUNT

Configuration, Man-Days
customisation,
Advice on Hardware and Man-Days
networking configuration
and procurement
Training Man-Days
System Implementation Man-Days
including installation and
roll out , go live
Ongoing Operation & Man-Days
Maintenance Support

MRDC 57 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form F3: Price Schedule for Services provided from


outside Maldives
DESCRIPTION COUNTRY Quantity UNIT Unit Currency TOTAL
OF ORIGIN Price (USD) AMOUNT

Configuration, Man-Days
customisation,
Advice on Hardware and Man-Days
networking configuration
and procurement
Training Man-Days
System Implementation Man-Days
including installation and
roll out , go live
Ongoing Operation & Man-Days
Maintenance Support

MRDC 58 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form F4: Taxes and Duties Payable on Services

Item Description of Taxes/ duties Rate of Taxes/ Amount on which Taxes/duties


levies etc. duties/ levies Taxes/duties/ levies payable
applicable (%) levies applicable

1 2 3 4 5
Tax / Duties payable on Services

Total
Total taxes and duties payable on
procurement

MRDC 59 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form F5: Out-Of-Pocket Expenses

Item Description of expenses Amount


1 2 3
Local Travel
International Travel
Hotel expenses
Other travelling expenses
Office / Administration expenses
Communication expenses
Others

Total OOP Expenses

MRDC 60 October 2017


RFP for installation & implementation of ERP Software in MRDC

Form F6: Composite Price Schedule


Sl. Price Currency Amount
No. (USD /
Maldivian Rufiyaa)

1. Price Schedule For Services


provided from within Maldives (Form
F2)

2. Price Schedule For Services


provided from outside Maldives
(Form F3)

3. Taxes, Duties, And Levies (Form F4)

4. Total Bid Price (Excluding Taxes,


Duties & Levies)

5. Out-Of-Pocket Expenses (Form F5)

6. Grand Total Figures:

Words:

Name
In the capacity of
Signed
Duly authorized to sign the Bid for and on behalf of
Date

MRDC 61 October 2017


RFP for installation & implementation of ERP Software in MRDC

Part 2: Scope of Work

MRDC 62 October 2017


RFP for installation & implementation of ERP Software in MRDC

Section VI. Scope of Work (SOW)


for Installation and Implementation of ERP Software
Preface
Maldives Road Development Corporation Limited (MRDC) is a newly established
corporation in the construction industry with the aim of promoting the construction of
rigid and flexible pavements for roads, with construction materials, reinforced earth
and earthwork. It was founded in August 2010 by the President Mr. Mohamed
Nasheed, as a manufacturing company with exclusive patented products that will
revolutionize the construction industry in the country.

MRDC is a state owned Corporation with a capital of Rf 250,000,000.00 with all shares
owned by the government. The origins of MRDC lie in the Road Construction Unit of
Male' Municipality which was subsequently renamed the Road Construction Section of
Male' Municipality (RCSMM).

MRDC was formed with the aim to take over responsibilities held by the Road
Construction Section of Male' Municipality. The assets which were held by RCSMM
were amicably transferred to MRDC.

The major areas of services provided by MRDC are:-

1. Projects: MRDC provides different kinds of construction services. These


include:
Road construction projects
Construction of parks and landscaping
Construction of play grounds
Excavation and waste management related services
Building construction
2. Production of Blocks/Bricks: MRDC has pioneered well compressed and pre-
cast concretes. We use the highest quality materials to manufacture all our
products resulting in extremely durable form of construction.
3. Rental Services: Rental services has taken shape as a strategic business unit
for MRDC with the expansion of vehicle fleet during current year (2017).
4. Other Small Projects: These are generally considered as projects that are lower
than 1 million in value and activities that can be completed without huge cost
and management times. Such projects include:
Road maintenance
Excavation
Ground levelling
Others

MRDC 63 October 2017


RFP for installation & implementation of ERP Software in MRDC

Context
MRDC currently uses QuickBooks Enterprise 2017 software for accounting purposes
but in some cases, in-house software developed by MRDC is used to record Human
Resource transactions.

To cater to MRDCs growing business information needs and to optimize resource


utilization and decision making, MRDC decided to implement an ERP software
solution. Due to the changing business environment and MRDCs usage requirements,
the present operations are very difficult to manage with the existing accounting
application, and is insufficient to meet the current requirements.

MRDC is considering a complete enterprise resource planning (ERP) software business


management solution for mid-sized organizations looking to increase productivity and
simplifying the business by connecting key functions within the organization. The
suggested ERP software should be able to implement proven industry-specific functionality
relevant to the needs of the organization. The suggested ERP solution should help MRDC
meet the following objectives:

Raise productivity by connecting key business functions and processes


Improve performance and customer satisfaction by making processes more
efficient and transparent
Support smart decision-making through complete visibility of the business
Help adapt quickly to changes in the business environment
Gain greater control on financials
Streamline financial and accounting processes

Through this RFP, MRDC intends to select an Implementation partner who will be able
to implement MRDCs business processes using the suggested ERP software. The
Implementation partner should be able to help MRDC achieve the above objectives.

Business Process Areas

MRDC intends to implement the following two Business Process areas:

1) Finance and Accounting Processes: This will broadly cover (a) General
Ledger (b) Accounts Payable (c) Accounts Receivable (d) Project Accounting
and Fixed Assets (e) Budgeting and costing (f) Banking and Treasury and (g)
Period end closing. Along with these modules, MRDC also expects all of their
requirements related to Financial and Accounting MIS fulfilled by implementing
the ERP solution. Some of the benefits expected out of the implementation are:

Provide for passing of bills through the system through a robust accounts
payable process
Provide for accounting for income through a system interface with a
separate Billing application maintained by MRDC through an accounts
receivable process
Provide for passing of journal entries and consolidation and finalization of
accounts through the system and generate financial statements
Provide for generation of online financial statements for Management to
take appropriate decisions based on updated financial data

MRDC 64 October 2017


RFP for installation & implementation of ERP Software in MRDC

Regulatory accounting requirements that may be prescribed by the


Regulator in the future.
Capability to generate various financial MIS reports aiding managerial
decision making as well as operations management
Capability to generate project costing and profitability reports

2) Supply Chain Management Processes: This will broadly cover (a) material
and services requisitions (b) Different types of procurement across various
types of materials and services such as project procurements, emergency
procurements and diesel procurement (c) Selection of vendors / service
providers (d) Inventory management and (e) Inventory Valuation. Some of the
benefits expected out of this implementation are:

Faster evaluation & selection of vendors with provision for automating the
procurement process
Provision for adoption of various controls in the procurement process such
as budgetary control, and approvals based on delegation of powers
Viewing the material availability across all the stores of the company and
thereby optimizing procurement
Proper Inventory management system
Appropriate vendor evaluation process
Provide for generation of online MIS on procurement and inventory status
Material valuation by location

3) Other Core processes

Interface with MRDC HR Management System


MIS reports

SCOPE OF WORK
The Scope of Work under this Scope of Work contains 5 Tasks:

TASK A Configuration and Customization


The implemented software package will need to meet the business process
requirements of MRDC. It would be the responsibility of the Vendor to cater to the
entire functional specifications of each business process area indicated in the
Annexures. The specifications enclosed are indicative and broad in nature. The same
may / may not include the entire process to be taken care of at the time of
implementation. Since, this is a turnkey project, the Vendor is expected to absorb all
such processes / functionalities which may or may not be explicitly brought out in
annexed specifications. The responsibility of successful implementation of the ERP
software lies with the vendor. To the extent they do not meet the business processes,
the software will need to be appropriately configured / customized to the satisfaction of
MRDC team formed specifically for this purpose. The software vendor /
implementation service provider will need to carry out the following activities:

1) Understand current business processes and MIS reporting requirements of


MRDC;
2) Explain best practices available in the specific ERP software and how these
best practices affect the existing business processes;

MRDC 65 October 2017


RFP for installation & implementation of ERP Software in MRDC

3) Identify areas of differences between the best practices and the current
business processes of MRDC including redundancies & inefficiencies in the
current business process of MRDC
4) Organize workshops to reconcile the differences and draw up the revised To
be processes in the Functional Requirement Document;
5) Identify areas where the software does not meet the requirements and draw up
plan of action in terms of a workaround / customization. Develop a fit gap
analysis document and obtain sign off.
6) Map all MIS Reports currently available in the software with the MIS and
Statutory reporting requirements of MRDC and identify new reports that need to
be customized / freshly developed;
7) Design all desired access security and data validation controls;
8) Configure all Process requirements in the suggested ERP software.
9) Customize the requirements after obtaining sign off as indicated above.
10) Document the configuration done and prepare user manuals for maintenance of
the configuration / customization and training documentation
11) Carry out Unit level / System level Integration testing to ensure that all process
requirements have been configured / customized.

Deliverables for Task A shall include:-

1) Preparation, submission & sign off on the Functional Requirements document


2) Preparation, submission and sign off on the Fit Gap analysis document.
3) Preparation, submission & sign off on configuration and customization
development document
4) Preparation, submission & sign off on Unit level / System level Integration
Testing Reports (This testing will be done by the selected bidder. User
Acceptance testing is a part of Task D which will be done jointly with MRDC)

TASK B Advice on Hardware & Networking


configuration and procurement
The Software vendor shall specify the hardware & networking configuration and the
specifications most suitable for implementing the suggested ERP software. The vendor
will be responsible for ensuring that all hardware and networking specifications are
properly drawn up to ensure that the software installation and its deployment are
smooth across all locations. Specifications shall be independent of any proprietary
technology of any hardware / networking vendor. Specific activities that need to be
done in this task are:

1) Draw up hardware and networking equipment specifications for the central


server;
2) Draw up hardware and networking equipment specifications for the PCs and
servers (if required) at each of MRDC locations;
3) Draw up the hardware and networking equipment accessories list and their
specifications;
4) Assist MRDC in preparing the RFP for the above;
5) Assist MRDC in selecting the hardware and the networking vendor and its
contract negotiations;
6) Assist MRDC in carrying out a quality check of the procured hardware and
networking equipment;

MRDC 66 October 2017


RFP for installation & implementation of ERP Software in MRDC

7) Be a part of the team to achieve an effective installation of the hardware and


networking equipment;
8) Fine tune and optimize the hardware and networking facility during
implementation period.
9) While proposing new hardware from implementation of ERP, existing hardware
to the extent possible should be utilized.
10) Draw hardware and software requirements for disaster recovery and business
continuity planning including system protection software like Anti-Virus etc.

Deliverables for Task B shall include:-

1) Preparation, submission & sign off on hardware & network requirement


specifications
2) Preparation, submission & sign off on hardware and software requirements for
disaster recovery and business continuity planning
3) Inputs during the procurement process for hardware & network requirements

TASK C Training
Training will form an integral part of this contract. Training will need to be carried out at
the following levels:

1) Training on best practices offered by ERP software


2) Walk through of the features / functionality offered by ERP software
3) Detailed training to all key power users. This training will comprise of:
How software is to be used at the field level for routine processes
How software is to be used at the HQ level for finalization / consolidation
and MIS reporting;
Providing an understanding of the software configuration and how the same
can be maintained;
Development of new reports;
Features / functionality currently not relevant for MRDC but could be used
later depending upon needs at that point of time;
4) Detailed training for senior Management of MRDC on how to generate and use
MIS Reports;
5) Detailed end user training at the time of implementation to field Staff and staff at
the HQ level;
6) Change management workshops.
7) Training to IT Staff for
Development of new forms and reports; customization of forms and reports
IT Systems administration tasks;
Installation services, backups, disaster recovery;
Data uploading activities, interfaces management, authorization
management

Training will need to cover all the functions of ERP modules.

A list of potential training areas for IT personnel in MRDC is illustrated in the table
below:
Sr. Training Area Training Content
No

MRDC 67 October 2017


RFP for installation & implementation of ERP Software in MRDC

1 ERP Awareness Importance of ERP Objectives of ERP,


guiding principles, and critical success factors.
What is ERP? Overview of basic modules of
ERP, data flow, data analysis and report
generation.
Technical challenges in an ERP environment
2 ERP Database Introduction
Management
Understanding the database structure in the
ERP product and its data dictionary
Database management techniques
Role of a database administrator in an ERP
environment
3 Software Configuration Importance of to be Business processes
available within ERP software
Difference between configuration and fresh
customization
Configuration overview and functions
Business Workflow basics
End to end data flow
Customization scenarios
4 ERP Software Report Understanding reporting tools
Creation Training
Standard reports in various modules
Creating basic reports
Creating Complex and drill down reports

This indicative training that will have to be provided by the bidder team.

A list of potential training areas for end users in MRDC is illustrated in the table below:
Sr. Training Area Training Content
No

1 ERP Awareness Importance of ERP Objectives of ERP,


guiding principles, and critical success factors.
What is ERP? Overview of basic modules of
ERP, data flow, data analysis and report
generation.
Overview and Importance of ERP business
processes and the mapping exercise
International best practices ingrained in an
ERP

MRDC 68 October 2017


RFP for installation & implementation of ERP Software in MRDC

2 ERP software basic Introduction


module training
Understanding the module features and
functionality
Importance of integration within the module and
across modules
Understanding the module business processes
and the different scenarios it caters to.
Understanding the importance of master data
and how it is organized in the module
Understanding the importance of configuration
and various parameters which need to be set
up
Role of the module specific business process
expert i.e. core / power user
3 Detailed module level Obtaining an understanding of how the
training to end users organization structure of the specific utility is
(This will be done after mapped in ERP software
business process
mapping and before Understanding the integration aspects of the
implementation) specific module with other modules
Obtaining an understanding of how master data
is structured and how the user must create and
maintain master data
Training on each transaction and how it is to be
executed in ERP software
Overview of standard and custom developed
reports available to the end user
4 Detailed module level Obtaining a detailed understanding of how the
training to core / power organization structure of the specific utility is
users mapped in ERP software
(This will be done after
Training on the integration aspects of the
business process
mapping and before specific module with other modules
implementation. An Training on the importance of master data, how
overview would have it is structured, implications of the master data
been provided at the for each transaction within the module and for
mapping stage) other modules
Full understanding of the processes for
creation and maintenance of master data
Training on each transaction and how it is to be
executed in ERP software
Understanding how the specific business
processes of the utility have been mapped in
the product and the specific configuration done
for the same

MRDC 69 October 2017


RFP for installation & implementation of ERP Software in MRDC

When and how the configuration could be


changed in the future
Overview of standard and custom developed
reports available to the end user
How to create basic new reports within the
module.

This indicative training will have to be provided by the bidder team.

Training will need to cover all the functions of ERP software modules.

Whereas Train the Trainer approach may be applied; the vendor will need to take full
responsibility of the training provided by the first level trainers. Training will comprise of
classroom and practical training.

Deliverables for Task C shall include:-

1) Preparation of Training document and Completion of successful training for Top


Management
2) Preparation of Training document and Completion of successful training for IT
Admin team
3) Preparation of Training document and Completion of successful training for end
users of each module:-
a. Financial Management.
b. Supply Chain Management.

TASK D Implementation including Installation


Installation would be the actual go live phase for ERP software implementation. This
will cover the following activities:

1) Carrying out the final User Acceptance testing of the configured software and
obtaining the user and IT level sign-offs. This will include documentation of the
testing procedures and results obtained.
2) Transferring the duly tested configuration to the production environment.
3) Installation of the software in the production environment.
4) Planning for cut-over and assisting the client in carrying out cut-over
procedures.
5) Data upload for opening balances and open master data with due validation
and checklists. Documentation of the data uploads to be maintained.
6) Assist in clearing the initial transactions.
7) Hands on full support for a period of one quarter. The outputs shall be the
finalized MIS statements for the quarter duly approved by MRDC. This will
require vendor personnel to be deployed at offices of MRDC;
8) Development of the necessary MIS Reports generation of these reports for
the quarter which will be duly approved by the client;
9) Implement all designed access security and data validation controls;
10) Setting Up Disaster Recovery System
11) Handing over of final configured system to IT wing of MRDC.

MRDC 70 October 2017


RFP for installation & implementation of ERP Software in MRDC

12) Implementation vendor would provide all the necessary manuals /


Documentations which must include following minimum documents:
a. User Manuals;
b. Error messages and their meanings;
c. Additions / Changes to the documents after the upgrades;

Deliverables for Task D shall include:-

1) Successful final User Acceptance testing of the configured software and sign-
offs
2) Successful data migration, upload of opening balances and opening of master
data with due validation, checklists & sign off
3) Successful achievement of Go Live status
4) Successful setting up of disaster recovery system
5) Submission of all necessary manuals, schemes and other documents
6) Successful handing over of the entire system to the IT team.

TASK E Ongoing support


The Ongoing support requirements for the implementation would be for a period of two
years after the Go Live as per Task D above. This will include support during the first
yearly closing of MRDC. The vendor will set up a full-fledged helpdesk facility. The
vendor will work out the helpdesk operating procedures and implement them jointly
with client staff.

Ongoing support will encompass the following components

1) Hands on full first level implementation support at MRDC office for a first six
month period will be required. This will begin after Task D milestones are
achieved.
2) Online 24 hour access to software support services to resolve software related
issues, bugs and version management issues for a period of one year.

Indicative list of specialists required across all Tasks specified above:-

1) Full time Project Manager.


2) Utility Sector Accounting Expert for business process mapping.
3) Utility costing and budgeting expert for business process mapping.
4) Supply Chain Management expert for business process mapping;
5) ERP implementation technical experts to provide relevant technical expertise in
the technical domain in which the software has been developed.
6) Hardware & Networking configuration expert.

Format in which the CVs should be presented has been provided in Section V of the
RFP.

Delivery and Completion Schedule

MRDC believes that the current project activities coupled with hardware procurement
should result in a successful implementation and commencement of ERP operations
(from Task A to D above). MRDC intends to implement the new system (specifically

MRDC 71 October 2017


RFP for installation & implementation of ERP Software in MRDC

accounting) from January 2017. Bidders need to propose a project plan as a part of
their Approach and Methodology which shall contain their approach to the entire
engagement, list of activities that need to be done to achieve the above deadline and
also list of activities that can be done post the above deadline.

MRDC 72 October 2017