e-bid document for appointment of...

Implementation of GST in RITES

Seal and Signature of Bidder

E-BID DOCUMENT

FOR

APPOINTMENT OF APPLICATION SERVICE PROVIDER FOR

IMPLEMENTATION OF GST ON SAP ERP ENVIRONMENT

(A Government of India Enterprise) RITES Bhawan

Plot No. 1, Sector 29, Gurgaon, Haryana - 122001

LIMITED TENDER

E-Tender No: - RITES/IT/ERP/SAP GST/MAY 2017

MAY 2017


Seal and Signature of Bidder 1

Contents 1. Invitation for Proposal ...................................................................................................... 3

1.1. Important Information at a Glance : .......................................................................... 3

1.2. Bid Schedule and Address ....................................................................................... 3

1.3. Important Information ............................................................................................... 4

2. General Information ......................................................................................................... 6

2.1. About RITES Ltd. ...................................................................................................... 6

2.2. Overview Of The Present Request For Proposal (RFP) ........................................... 6

3. Scope of Work ................................................................................................................. 7

3.1. Broad Scope of Work ............................................................................................... 7

4. Landscape Implementation of SAP ERP In RITES ......................................................... 9

5. Instructions to the Bidder ............................................................................................... 12

5.1. Accessing / Purchasing of Bid Documents ............................................................. 12

5.2. Preparation and Submission of Bids ...................................................................... 12

5.3. Modification / Substitution / Withdrawal of Bids ...................................................... 14

5.4. Opening and Evaluation of Bids ............................................................................. 15

5.5. Bid Security (EMD) refund ...................................................................................... 15

5.6. Bid Security (EMD) Forfeiture ................................................................................. 16

5.7. Due Diligence ......................................................................................................... 16

5.8. Evaluation Methodology ......................................................................................... 16

5.9. Period of Validity of Bids ......................................................................................... 17

5.10. Extension of Deadline for submission of Bids ........................................................ 17

5.11. Amendment of Request for Proposals .................................................................... 17

5.12. Language of Proposals ........................................................................................... 17

5.13. Prices ...................................................................................................................... 17

5.14. Bid Currency ........................................................................................................... 18

5.15. Bid Clarifications ..................................................................................................... 18

5.16. Contacting RITES Ltd. ............................................................................................ 18

5.17. Notification of Award ............................................................................................... 18

5.18. Performance Bank Guarantee (PBG) ..................................................................... 18

6. Terms and Conditions .................................................................................................... 19

6.1 Implementation Period, Methodology to be Adopted and Deliverables .................. 19

6.2 Penalty .................................................................................................................... 20

6.3 RITES Responsibilities .......................................................................................... 20

6.4 Information to be Submitted With Bids ................................................................... 20



6.5 Payment Terms ...................................................................................................... 21

6.6 Deduction ............................................................................................................... 21

6.7 Location of Work ..................................................................................................... 21

6.8 Failure to agree with the Terms & Conditions of the Tender/Contract.................... 22

6.9 Data Rights ............................................................................................................. 22

6.10 Intellectual Property Rights ..................................................................................... 22

6.11 Termination for Default ........................................................................................... 22

6.12 Termination for Insolvency ..................................................................................... 22

6.13 Termination for Non-Performance .......................................................................... 22

6.14 Force Majeure ........................................................................................................ 22

6.15 Resolution of Conflicts ............................................................................................ 23

6.16 Laws ....................................................................................................................... 23

6.17 Notices .................................................................................................................... 23

6.18 Indemnity ................................................................................................................ 23

6.19 Liability .................................................................................................................... 23

6.20 Confidentiality ......................................................................................................... 24

6.21 Transfer of Contractor’s Rights ............................................................................... 25

Annexure-01 Hardware and Software Details of RITES Datacenter ................................. 26

Annexure-02 Scope of Work of Financial GST Consultant Already Appointed by RITES . 33

Annexure-03 Bidder's Authorization Certificate ................................................................. 35

Annexure-04 Tender Offer Form (TOF) ............................................................................ 36

Annexure-05 Self-Declaration ........................................................................................... 38

Annexure-06 Performance Bank Guarantee ..................................................................... 39

Annexure-07 Commercial Offer ......................................................................................... 41

Annexure-08 List of Documents to be submitted in Original ............................................. 42

Annexure-09 List of Documents To Be Uploaded With The Bid ....................................... 43

Annexure-10 Mandate Form ............................................................................................. 44



1. Invitation for Proposal RITES invites e-bids through limited tender in single packet system for Appointment of Application Service Provider for Implementation of Goods and Services Taxes (GST) on SAP ERP Environment as per Scope of Work given at Section 3 of this document. This request for Proposal is not transferable. For the purpose of this tender the “Bidder or Vendor or Contractor or Application Service Provider” means Vendor participating in the bidding process. 1.1. Important Information at a Glance :

S. No.

Description

1 Limited Tender Enquiry No: RITES/IT/ERP/SAP GST/MAY 2017 2 e-Procurement Portal Registration Charges: INR 3,900 + Service Tax (as applicable) 3 Cost of Tender Document - Rs. 1000/- 4 Bid Security - Rs. 50,000/- 5 Tender Validity : 90 days from the Opening of the Tender 6 Currency of Payment : INR ( Indian Rupees) 7 Tendering System : Single Packet System Electronically. 8 Duty and Taxes: All Inclusive except Service Tax / GST 9 Performance Bank Guarantee (PBG) : 10% of the contract value within 10 days from

the notification of award of the contract. The PBG shall remain valid for a period of 60 days beyond the expiry of the contract period of nine (9) months calculated from the date of award of contract by RITES.

1.2. Bid Schedule and Address Sr.No. Description Detailed Information

1 Name of Project Appointment of Application Service Provider for Implementation of GST on SAP ERP Environment

2 Tender Reference Number RITES/IT/ERP/SAP GST/MAY 2017

3 Tender Sales Start Date & Time • Document can be downloaded from

e–Procurement portal of RITES https://rites.eproc.in

06/06/2017 17:00 Hrs

4 Tender Sales End Date & Time

16/06/2017 17:00 Hrs

5 Clarification Start Date & Time (only through e-mail)

07/06/2017 10:00 Hrs. E-mail [email protected] E-mail [email protected]



6 Clarification Receipt End Date & Time (only through e-mail)

15/06/2017 12:00 Hrs. E-mail [email protected] E-mail [email protected]

7 Bidding Submission Start Date & Time (on-line submission)

07/06/2017 11:00 Hrs.

8 Bidding Submission Closing Date & Time (on-line submission)

19/06/2017 11:00 Hrs.

9 Bid Opening Date & Time Venue

19/06/2017 11:30 Hrs. 2nd Floor (R-2-69) RITES Bhawan Plot No 1, Sector 29, Gurgaon, Haryana 122001

10 Name and Address for Communication Mr. Vinod Batra, AGM/IT RITES Ltd, RITES Bhawan, Plot No 1, Sector 29, Gurgaon, Haryana 122001 Email: [email protected]

11 Bid Related Queries Mr. Rakesh Madan, JGM/IT +911242818368 Email: [email protected] Mr. N.K Bhasin, Expert/IT +911242818271 Email: [email protected]

12 Cost of Tender Document Rs. 1,000/- (Rupees One Thousand only) in the form of demand draft drawn on any scheduled commercial bank in favour of RITES Ltd, payable at Gurgaon.

13 EMD/Bid Security Rs. 50,000/- (Rupees Fifty Thousands only) in the form of demand draft drawn on any scheduled commercial bank in favour of RITES Ltd, payable at Gurgaon.

1.3. Important Information

i. It is advised to study the Tender document carefully. Submission of bid shall be deemed to have been done after careful study and examination of the tender document with full understanding of its implications.

ii. The response to this Tender should be full and complete in all respects. The bids without tender document fee and EMD and incomplete or partial bid shall be rejected. Bidder must quote for all the items asked for in this Tender.

iii. Bidder shall bear all costs associated with the preparation and submission of the bid,

including cost of presentation for the purposes of clarification of the bid, if so desired



by RITES. RITES will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

iv. No bidding through joint-ventures or consortium is allowed.

v. RITES reserves the right to change the dates mentioned i n t ab l e a t pa ra 1 .2 above. Changes/Amendments/Corrigendum if any, related to the tender document will be posted on E-procurement portal of RITES. Bidders in their own interest must check the website before submitting the bids.

vi. In case of any discrepancy in dates and times mentioned in the tender

document and dates and times mentioned in e-Procurement portal then dates and times mentioned in e-Procurement portal shall prevail.

vii. RITES reserves the right to accept or reject the bid without assigning any reason thereof.

viii. Bids should be submitted online in the prescribed format given at RITES e-Procurement portal. No other mode of bid submission is acceptable.

ix. This being a limited tender, only approved shortlisted vendors are eligible to apply.



2. General Information 2.1. About RITES Ltd. RITES Ltd., a Government of India Enterprise was established in 1974, under the aegis of Indian Railways. RITES Ltd. is incorporated in India as a Public Limited Company under the Companies Act, 1956 and is governed by a Board of Directors which includes persons of eminence from various sectors of engineering and management. RITES Ltd., is a multi-disciplinary consultancy organization in the field of transport, infrastructure and related technologies. It provides a comprehensive array of services under a single roof and believes in transfer of technology to client organizations. In overseas projects, RITES Ltd. actively pursues and develops cooperative links with local consultants / firms, as means of maximum utilization of local resources and as an effective instrument of sharing its expertise. RITES Ltd. enjoys Mini Ratna Category-I status and has ISO 9001:2008 Certification for its entire range of services. With work experience in more than sixty countries, RITES Ltd. is today established as a leading Consultancy Organization in the international arena and recognized by multi-lateral funding agencies. RITES Ltd. now stands as one of the largest technical consulting firms in India having presence in a wide range of sectors and offering a variety of services under a single roof. RITES Ltd. client includes government agencies in India and abroad as well as top industrial groups in the country. 2.2. Overview Of The Present Request For Proposal (RFP) Goods and Services Tax (GST) is planned to be rolled out in India from 1st July, 2017. Multiple taxes levied at Centre and State will get merged into three tax types – CGST, SGST and IGST.

RITES has implemented SAP ECC 6.0 with ORACLE 11g as backend RDBMS in its DataCenter in Gurgaon (ROC-I) for its activities in the areas of:

• Human Resource, Payroll Management and Administration • Finance and Accounts • Provident Fund Accounting • Project Systems • Third Pary Inspection Monitoring • Materials Management • Sales • ESS, etc.

An Implementation Partner has been hired by RITES for implementation of SAP ERP in its organisation. They have implemented almost all the functionalities in the areas mentioned above in SAP ERP in RITES. Presently they are working to complete and implement the remaining functionalities and parallelly they have also been assigned the task of providing post implementation application support services for one year. Further they are providing all technical support regarding SAP ERP.

The hardware configuration and network equipment installed at RITES Data Centre is given at Annexure–01. Landscape implementation of SAP ERP in RITES is given at Section 4.



RITES has also set up its Disaster Recovery System at a Third Party ISP Site in Nasik.

It is mandatory for RITES to adopt this new GST tax structure and implement the same on SAP ERP to comply with Constitutional Amendment. Substantial preparation and planning is undetaken by RITES for meeting the compliance requirements under GST. RITES has already appointed a Financial Consultant for GST implementation. The scope of work of the said consultant is given at Annexure-02.

SAP system at RITES is ECC 6.0 EHP5 (605) and its current level is ECC 6.0 – EHP5 Support Pack 007. RITES has already implemented TAXINN procedure. RITES need to be at minimum support pack level 13 for implementation of GST on SAP ERP. SAP ATS support is renewed upto 31.12.2017.

RITES desires to appoint application service provider to implement GST in SAP. Service provider has to post a team of SAP experts comprising of atleast one specialiest each in Basis, FI, MM SD and ABAP and carry out the assignment as per scope of work.

3. Scope of Work 3.1. Broad Scope of Work The scope of work includes the following :- i. Downloading of necessary support pack and GST patches from SAP market place. ii. Upgrading the SAP ERP System to make it adaptable for GST implementation.

Present level of SAP ERP at RITES is ECC 6.0 – EHP5 Support Pack 007. This is to be enhanced to ECC 6.0 – EHP5 Support Pack 013 by applying necessary upgrade notes/ patches to make the system ready for GST implementation.

iii. Deploying of GST patch issued by SAP on the enhanced SAP ERP system, making

suitable changes in configuration, customization, etc. Relevant business processes of FICO, MM and SD modules have to be suitably configured and customized as per GST requirements to ensure that the financial, stock and tax accounting of purchases, consumption, sales, stock transfer and other normal business transactions take place accurately. Necessary changes, if any, will have to be carried out in the PS and HCM modules also (or any other module implemented in RITES that may get affected due to GST implementation) as applicable to ensure accurate accounting and reporting in all respects.

iv. Configuration of unique sequential numbering for outgoing GST invoices, Bill of

Supply, Debit Note, Credit Note, Supplementary Invoice, Advance Voucher, Reciept Voucher or any further document as per the directives of tax authority.

v. Various Master Data such as Chart of Accounts, Material Master, Vendor Master,

Customer Master, etc. need to be updated as per new taxation requirements. Preparation of master data upload templates to assist RITES personnel in updating masters.

vi. Configuartion of Module for TDS. Database for maintaining Service Code(Tariff) and

HSN Codes.



vii. Preparation of upload templates for open transaction data migration such as contracts, purchase orders, sales orders, etc.

viii. Reports from FICO, MM and SD modules have to be suitably modified as per GST

requirements. ix. Configure all types of documents including invoices/ reports / returns/ registers as per

GST. In particular :

a. Invoice for export sales on payment of IGST or against under bond/letter of undertaking without payment of GST.

b. Invoice for unregistered vendor or invoice for small amount less than Rs. 200/-. c. Payment Vouchers / Reverse charge , etc.

x. Normal stages of development, transport to quality for quality assurance and transport to production shall be followed for all the works with clearance from RITES core team members concerned at every stage.

xi. Documentation of configuration changes to system, test cases and test results. xii. Assist in roles and authorization assignment related to GST. xiii. Connectivity set up for GSTN RFC APP for filing returns, etc. However, RITES will

arrange for GSTN service provider. xiv. Preparation of training manual and training of business core users (5 trainings of 10

users each). xv. Cut over plan and go-live for GST.

xvi. It will be the responsibility of the Service Provider to ensure that any existing

functionalities already implemented in RITES and not directly related to GST implementation must not get impacted /affected due to GST Implementation. In event of any such incidence the Service Provider must restore/rectify/amend such functionality.

xvii. In addition to above any functionality required in consultation with the GST Consultant

already appointed by RITES Finance department and not covered above and which is mandatory in present context for GST Compliances and activity required for its implementation has to be implemented by the Service Provider.

xviii. Vendor personnel will download all the Notes and support packs from SAP market

place, apply the same sequentially in the landscape (i.e. Development then Quality, it is suggested that prior to carrying out any changes in the primary landscape, changes may be tested out in SANDBOX). The setting of SANDBOX will also be the responsibility of the Vendor however hardware will be provided by RITES. Changes necessary in the data dictionary due to these support packs will be carried out by vendor personnel.

xix. Provide 4 weeks of onsite Post Go-live support.

xx. Six months of warranty support. The support can be offsite or onsite depending on

problems encountered.



4. Landscape Implementation of SAP ERP In RITES No. Implementation at RITES Remarks A SYSTEM LANDSCAPE 1 Details on current SAP

Landscape with Version, EHP, service patch level, etc.

EHP5 SAP ECC 6.0, SAP_APPL (605) at SP 0007

1. Required upgrade to SAP_APPL to "EHP5 FOR SAP ERP 6.0 (605) SP 13" to obtain support for any subsequent legal change from SAP for CIN 2. SAP ATS Support is renewed upto 31.12.2017

2 Modules/business processes (Order‐to‐Cash, Procure‐to‐Pay, Fixed Asset Management, etc) currently implemented for India Company Codes

Following SAP Functional Modules implemented: SAP‐FI/CO SAP‐MM SAP‐SD SAP‐PS SAP‐HCM

B BUSINESS RELATED 3 Number of Company Codes

constitute in business and require GST implementation. Details of company codes and client details

3 Company code using same Client. 1000‐RITES Limited 9100‐RITES Client Work 7000‐RITES CPF

4 Details of Chart of Accounts (COA) used for all the company codes.

Common COA used for all company codes , YAIN‐ RITES‐ Chart of Account

5 Plants currently configured in SAP system

25 Plants

6 Currently used Tax Procedure ‐ TAXINJ or TAXINN ?

TAXINN

7 Number of tax codes currently configured and in use.

Input / Output Tax code Total ‐280

8 Enhancements done in the current SAP system for tax calculations

Tax calculation Enhancement‐ Total No. ‐ 5

9 Approx. number of various Smart Forms e.g. for Invoice, PO etc. that have mention of Excise, Tax codes / derive details from Excise, Tax codes ?

PO no. of smart form ‐7 Invoices no of smart form‐ 6 QA No. Of smart form‐ 35



10 Approx. no. of custom reports, developments etc. that use the Excise, Tax details ?

Approx. 35

11 Details of availing any tax benefits either on inputs or on output

Avail benefit of VAT and Service Tax in SAP‐FI

12 Details of below master data items: Number of Customers Number of Vendors Number Materials

Customer ‐86055 Apx. Vendor‐ 18770 Apx. Material‐ 4672 Apx.

C PROCURE TO PAY PROCESS 13 Details of Inter and Intra State

Purchases Intra and Inter State purchases : YES Inter State ‐ 86% and Intra

State ‐14% 14 Volume of Annual Purchase

Invoices (both Imports and Domestic)

Mainly Domestic purchase Rs. 152.67 Crore

15 Volume of Open POs, Contracts and Vendor Invoices expected to be migrated during cut‐over

605 open PO to be migrated

16 Details of sub‐contracting process, i.e., to engage contactors for conversion of Raw Materials to Semi‐Finished or Finished goods

No Sub‐contracting

17 Details of serivce procurements 6 service type PO (1) Freight , (2) Insurance, (3) Office Rent, (4) Overhauling Cost (5) Painting etc.

18 Details of purchases from Unregistered dealers/without material codes, etc

Yes

19 Pricing schemas currently configured in SAP ‐ MM

4 MM pricing procedure. One Tax calc enhancement

20 Import purchases (Yes/No) Yes 21 Account for Vendor invoices

directly in SAP FI ‐ AP involving tax calculations (Yes/No)

Yes (Direct Vendor payments done in SAP‐FI)

D ORDER TO CASH PROCESS 22 Number of Depots using STO

(Stock Transport Order) process to transfer products to Depots

Nil



23 Do you have Inter and Intra State Sales. If so what is the percentage

Customers catered all over India

24 Volume of Annual Sales Invoices (both exports and domestic)

1,367

25 Volume of Open SOs, Contracts and Customer Invoices expected to be migrated during cut‐over

Open SOs 17284, Open Contract 489, Open Invoices 100

26 Service sales (Yes/No) and details on types of services

Yes, Consultancy Services

27 Types of Sales channels ‐ Dealers, Distributers, Direct Customers, etc

Direct Customers

28 Export Sales (Yes/No) Yes 29 Details of stock transfer

business No stock transfer business

30 Inter company Purchases and Sales

No

31 Pricing procedures currently configured in SAP system

Pricing Proc: 5 Tax Enhancement: 1

32 Account for Customer invoices directly in SAP FI ‐ AR involving tax calculations

Yes

E GENERAL 33 List of states where RITES do

business of purchases and sales All India Procurement can be done

from anywhere in India. 34 SAP user base in India? SAP License 400 Users 35 Key users / Process Owners'

office location About 18 Offices in India

36 Major modules which has impact of GST

FI, MM and SD



5. Instructions to the Bidder 5.1. Accessing / Purchasing of Bid Documents

i. To participate in the E–Bid submission for RITES, it is mandatory for the bidders to get their firms registered with e–Procurement portal of RITES https://rites.eproc.in and obtain user ID and password.

ii. Bidder should enroll themselves on the e-Procurement portal by clicking the option

“New Registration“ link available on the home page. A Bidder Registration link containing the detailed guidelines for e-procurement system is available on the RITES e-Procurement portal. During registration, the bidders should provide the correct/true information including a valid email_id. All correspondence shall be made directly with the contractors/bidders through the email_id provided.The registration charges are INR 3,900/- + service tax (as applicable) and this is required to be paid to M/s C1 India Pvt. Ltd. (e-Procurement service provider for RITES) through e–payment gateway. The registration will be approved only after receipt of payments. Validity of registration is for three years. In case of any difficulty faced during registration you are requested to contact e-Tendering Helpdesk Nos. provided on e-Procurement portal.

iii. It is mandatory for all bidders to have class – III Digital Signature Certificate (DSC) in

the name of the person who will sign the bid from any of licensed Certifying Agency (CA). Bidders can see the list of licensed CAs from the link http://www.cca.gov.in.

iv. Bidders can view / download complete bid documents from RITES e–Procurement

portal https://rites.eproc.in or RITES website http://www.rites.com

v. Bidder shall ensure use of registered Digital Signature Certificate (DSC) only and safety of the same.

vi. Following may be noted:

a. Bids can be submitted only during validity of registration of bidder with RITES

e–Procurement portal.

b. The amendments / clarifications to the bid document, if any, will be posted on e-Procurement portal / RITES website.

c. If the firm is already registered with e–Procurement portal of RITES and validity

of registration has not expired, the firm is not required for fresh registration. 5.2. Preparation and Submission of Bids

i. Detailed tender document may be downloaded from e–procurement portal of RITES prior to the tender sales end date & time. The bids shall be submitted online following the instructions appearing on the screen. Users are requested to map their system as per the System settings available on the link “System Requirement and Registration Manual“ on the e-Procurement portal.

ii. After downloading / getting the tender document/schedules, the Bidder should go

through them carefully and then submit the documents as asked, otherwise bid will



be rejected. It is construed that the bidder has read all the terms and conditions before submitting their offer. Bidders are advised that prior to bid submission they should read the Bid Submission manual available of E-Procurement portal.

iii. Bidders must ensure that all the pages of the bid must be signed & stamped by authorised signatory, serially numbered and an index of the same be provided in the beginning.

iv. The bids shall be submitted online following the instructions appearing on the screen. Insert your eToken/SmartCard in your computer and Log on to e-procurement portal using the User-Id and Password chosen during registration. Then enter the password of the eToken/SmartCard to access the DSC.

v. Prior to bid submission, bidder should get ready with the documents to be uploaded as part of the bid as indicated in the tender document/schedule (refer Annexure-09 for documents to be uploaded). Generally these can be in PDF/ZIP formats. No other format is accepted. If there is more than one PDF document, then they can be clubbed together in a ZIP file for uploading. Maximum single file size permitted for uploading is 20 MB. One can upload multiple of such files in case of information to be uploaded in single file exceeds 20MB.

vi. Cost of Tender Document & Earnest Money deposit (EMD)

The bidder has to select the payment option as offline to pay the cost of tender document / EMD as applicable and enter details of the instruments. In case of exemption of EMD the scanned copy of document in support of exemption will have to be uploaded by the bidder during bid submission. • Cost of Tender Document: The cost of tender document is Rs. 1000/- (Rupees

One Thousand Only) which is non refundable. It shall be in the form of a demand draft favoring “RITES Ltd.”, payable at Gurgaon. No other mode of payment will be accepted.

• Earnest Money deposit (EMD) - The bids shall be accompanied by earnest

money deposit (EMD) for an amount of Rs.50,000/-. The EMD shall be in the form of a demand draft favoring “RITES Ltd.”, payable at Gurgaon. EMD in any other form will not be accepted. No interest shall be paid on the EMD.

Upload scanned copy of drafts for EMD and Tender document cost in different files (Either in PDF or zip format) during on-line submission of Bid. These documents shall be submitted in “ORIGINAL” in a sealed envelope and addressed to :

Shri Rakesh Madan(JGM/IT), IT Division, 3rd Floor (L-3-08), RITES Bhawan, Plot No. 1, Sector 29, Gurgaon, Haryana - 122001

The documents must reach on or before the prescribed closing date and time set for bid submission, otherwise submitted bid will not be considered for evaluation. The envelop should bear the tender details (tender no., tender name etc.) as mentioned in the tender document. Refer Annexure-08 for details of documents to be submitted in Original.

vii. The bid should be submitted online in the prescribed format. No other mode of

submission is accepted.



viii. Bid shall be digitally signed by the Authorized Signatory of the bidder and submitted

“on-line”. No hard copy of the documents (except those specifically asked for in the tender document) are required to be submitted.

ix. The bidders will have to accept unconditionally the online user portal agreement

which contains the Terms and Conditions of NIT including General and Special Terms & Conditions and other conditions, if any, along with on-line undertaking in support of the authenticity regarding the facts, figures, information and documents furnished by the Bidder on-line in order to become an eligible bidder.

x. The bidder has to digitally sign and upload the required bid documents one by one as indicated. Bidders to note that the very act of using DSC for downloading the bids and uploading their offers shall be deemed to be a confirmation that they have read all sections and pages of the tender/bid document including terms and conditions without any exception and have understood the entire document and are clear about tender requirements.

xi. The bidders are requested to submit the bids through online e-tendering system well

before the bid submission end date & time (as per Server System Clock displayed on the portal). RITES will not be held responsible for any sort of delay or the difficulties faced during online submission of bids by the bidders at the eleventh hour.

xii. The bidder may seek clarification through e-mails as mentioned at Sr. No. 5 under

Table 1.2 within the specified period. The identity of bidder will not be disclosed. RITES Ltd. will clarify the relevant queries of bidders as far as possible. The clarifications given will be visible to all the bidders intending to participate in that tender. The clarifications may be asked from the day of “Clarification Start Date and Time” till “Clarification Receipt End Date and Time” as mentioned in the tender document at section 1.2 and on e-Procurement portal for the specified tender.

5.3. Modification / Substitution / Withdrawal of Bids

i. The bidder can modify, substitute, re-submit or withdraw its e–bid after submission prior to the Bid Closing Date & Time. No Bid shall be modified, substituted or withdrawn by the bidder on or after the Bid Submission Closing Date & Time. Withdrawal of bid after opening would result in the forfeiture of EMD.

ii. Any modification in the Bid or additional information supplied subsequently to the Bid

Submission Closing Date & Time, unless the same has been explicitly sought for by RITES, shall be disregarded.

iii. For modification of E–bid, bidder has to detach its old bid from e–procurement portal

and upload / re-submit digitally signed modified bid.

iv. For withdrawal of bid, bidder has to click on withdrawal icon at e–procurement portal and can withdraw its E–bid.

v. After the bid submission on the portal, an acknowledgement number will be

generated by the system which should be printed by the bidder and kept as a record of evidence for online submission of bid for the particular tender and will also act as an entry pass to participate in the bid opening.



vi. The time settings fixed in the server side & displayed at the top of the tender site, will

be valid for all actions of requesting, bid submission, bid opening etc., in the e-tender system. The bidders should follow this time during bid submission.

vii. All the data being entered by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered will not be viewable by unauthorized persons during bid submission & will not be viewable by any one until the date & time specified for bid opening.

viii. The bidder should logout of the tendering system using the normal logout option available in the portal and not by selecting the (X) exit option in the browser.

5.4. Opening and Evaluation of Bids

i. Opening of bids will be done through online process. RITES reserves the right to postpone or cancel a schedule bid opening at any time prior to its opening. Information of the same will be displayed at RITES e-procurement portal.

ii. Bid opening committee will open the bids online in the presence of bidders or their

authorized representatives who chose to attend on opening date and time. Also the bidders can participate online during the bid opening process from their remote end through their dashboard. The bidder’s representatives, who are present, shall sign in an attendance register. RITES shall subsequently examine and evaluate the bids in accordance with the provision set out in the tender document.

iii. It will be the bidder’s responsibility to check the status of their Bid on-line regularly after the opening of bid till award of work. Additionally, information in case of shortfall document etc. shall also be sent by system generated e-mail. No separate communication will be sent in this regard. Non-receipt of e-mail will not be accepted as a reason of non-submission of shortfall documents or Confirmatory documents within prescribed time.

iv. The bids will be evaluated as per evaluation criterion mentioned in Para 5.8. RITES

shall not be responsible for any postal delay in receipt of all original documents including tender document fee and EMD. In case of non receipt of these documents in original within the aforesaid period, the bid will be non-responsive and will not be opened.

5.5. Bid Security (EMD) refund

i. The unsuccessful Bidders’ bid security will be discharged/ returned as promptly as possible but not later than 30 days after the award of the contract to the successful Bidder.

ii. The successful Bidder’s bid security will be discharged upon the successful Bidder

accepting the Letter of Award /Purchase Order and furnishing the Performance Bank Guarantee.

iii. No interest will be payable by RITES Ltd on the amount of the Bid Security.



5.6. Bid Security (EMD) Forfeiture The bid security may be forfeited if:

i. After bid opening, but before expiry of bid validity or issue of Letter of Acceptance, whichever is earlier, any Tenderer a. Withdraws his tender; or b. Makes any modification in the terms and conditions of the tender which are not acceptable to the Employer.

ii. In the case of a successful Bidder, if the Bidder fails to accept the Letter of Award /Purchase Order or to furnish Performance Bank Guarantee in accordance with the tender conditions.

iii. The Bidder violates any of the provisions of the RFP up to submission of

Performance Bank Guarantee.

iv. The Bidder makes any statement or encloses any form which turns out to be false, incorrect and/or misleading or information submitted by the Bidder turns out to be incorrect and/or conceals or suppresses material information.

5.7. Due Diligence

i. The Bidders are expected to carefully examine all instructions, the Tender document, the terms and specifications stated in this Tender, and if there appears to be any ambiguity, contradictions, inconsistency, gap and/or discrepancy in the Tender document, the Bidders are requested to seek necessary clarifications.

ii. The bid shall be deemed to have been submitted after careful study and examination of this Tender document. The bid should be precise, complete and in the prescribed format as per the requirement of this Tender document.

iii. Failure to furnish all information or submission of a bid not responsive to this Tender will be at the Bidders risk and may result in rejection of the bid. Also the grounds for rejection of bid should not be questioned after the final declaration of the successful Bidder.

5.8. Evaluation Methodology

i. Bids which are fully responsible and complete in all aspects will be considered for

evaluation, i.e., they have unconditionally accepted all the terms and conditions of the tender documents and submitted all the information asked for in Para 6.4 and Annexure-08 and Annexure-09.

ii. Post satisfying conditions as per above para the bid having the lowest cost will be termed as lowest evaluated Bid (L1). In this tender Service provider / bidder will be selected using the option “First Right of Refusal” to the existing SAP ERP implementation partner, i.e., in case the existing SAP ERP implementation partner is not the tenderer with lowest evaluated bid (L1) then the existing SAP ERP implementation partner will be given option to carry out the assignment at L1 price. If the existing SAP ERP implementation partner agrees then the contract will be awarded to them otherwise the contact will be awarded to the bidder quoted L1



price.

5.9. Period of Validity of Bids

i. The bids shall be valid for a period of 90 days from the date of opening of the bid. A bid valid for a shorter period may be rejected as non-responsive. Till completion of the validity period, unless the Bidder formally withdraws his bid in writing, it will be deemed to be valid.

ii. In exceptional circumstances, at its discretion, RITES Ltd may solicit the Bidder's consent to an extension of the period of validity. The request and the responses thereto shall be made in writing (or by fax or email).

5.10. Extension of Deadline for submission of Bids

i. RITES Ltd. may, at its discretion, extend this deadline for the submission of bids by amending the Tender document, in which case all rights and obligations of RITES LTD and Bidder previously subject to the deadline will thereafter be subject to the deadline as extended.

ii. In case the bid due date is extended due to any reason the same will be intimated through RITES E-Procurement portal.

5.11. Amendment of Request for Proposals

i. At any time prior to the deadline for submission of bids, RITES Ltd., for any reason, may modify the tender document by amendment/corrigenda to the bidding documents. The same will be posted on RITES E-Procurement portal.

ii. Addenda/corrigenda will be binding on Bidders. It will be assumed that the amendments contained in such Addenda/corrigenda had been taken into account by the Bidder while preparing its bid.

iii. From the date of issue, the Addenda/corrigenda to the tender shall be deemed to form an integral part of the tender/bid document.

5.12. Language of Proposals

i. The proposal and all correspondence and documents shall be written in English. All proposals and accompanying documentation will become the property of RITES LTD and will not be returned.

5.13. Prices

i. The Bidder shall quote a price for the entire project on a single responsibility basis.

ii. No adjustment of the contract price shall be made on account of variation in costs of labour and materials or any other cost component affecting the total cost in fulfilling the obligations under the contract. The Contract price shall be the only payment, payable by RITES to the contractor for completion of the contractual obligations under the Contract, subject to the terms of payment specified in the Contract.

iii. The price would be inclusive of all taxes, duties, charges and levies as applicable.



iv. Service Tax shall be reimbursed based on the submission of proof of actual service

tax payments made by the Bidder.

v. The prices, once offered, must remain firm and must not be subject to escalation for any reason whatsoever within the period of contract.

5.14. Bid Currency

Prices shall be quoted entirely in Indian Rupees.

5.15. Bid Clarifications

To assist in the examination, evaluation of the bid, RITES Ltd., at its discretion, may seek for clarification(s) regarding its Bid. The request for clarification and the response shall be in writing and no change in the price or substance of the bid shall be permitted during the process of seeking clarifications.

5.16. Contacting RITES Ltd.

Any attempt by a Bidder to influence RITES Ltd. in its bid evaluation or contract award decisions may result in the rejection of the Bidder's Bid.

5.17. Notification of Award

i. RITES Ltd. will notify successful Bidder in writing or by fax or email that its bid has been accepted and will issue letter of award / Purchase order to this effect.

ii. The successful Bidder is required to convey acceptance of the contract by returning duly signed & stamped duplicate copy of the award letter/purchase order within 7 days of receipt of communication. In the absence of any formal contact the award letter/purchase order shall constitute a binding contact between RITES and the successful Bidder.

5.18. Performance Bank Guarantee (PBG)

The successful Bidder shall execute a Performance Bank Guarantee (as per format in Annexure-06) for 10% of the contract value, within 10 days of receipt of the notification of award of contract. The PBG shall remain valid for a period of 60 days beyond the expiry of the contract period of nine (9) months calculated from the date of award of contract by RITES.

NOTE : Failure of successful Bidder to comply with the above requirement of

submission of PBG shall constitute a sufficient ground for the annulment of the award and forfeiture of the EMD.



6. Terms and Conditions 6.1 Implementation Period, Methodology to be Adopted and Deliverables

The implementation of GST on SAP environment as per scope of work shall be completed within 3 months from the date of letter of award. The project will be executed using the ASAP methodology. In addition Vendor will provide six (6) months of warranty support that can be offsite or onsite depending on problems encountered. The ASAP implementation roadmap has five phases:

1. Project Preparation – Project formally initiated and planning well under way. 2. Business Blueprint – Project team gathers requirements and conducts conceptual

design of the solution. 3. Realization – System solution is built and integration tested 4. Final Preparation – Final check before cut over to new system solution and impart

the end user training 5. Go Live & Support – On-going system operation and continue system support and

project closing.

6.1.1 High level project plan with timelines is as under: Project Phase Time Frame Remarks Project Preparation 1 week RITES will make available the Core

Team GST Business Blueprint 2 weeks Vendor to gather requirements Realization 4 weeks System solution is built and integration

tested Final Preparation 2 weeks Vendor to provide user training and

support cut over activity Post Go-Live Support 4 weeks Onsite Support with all consultant Warranty Support 6 months The support can be offsite or onsite

depending on problems encountered.

6.1.2 Phase wise deliverables to be provided are as under: S.No. ASAP Implementation Phases Deliverables

1 Project Preparation Phase • Project Plan • Training Plan • Blueprint Workshop Schedule

2 Business Blue Print Phase • Business Blueprint Document 3 Realization Phase • Final configuration and

confirmation • Creation and testing of

programs for Reports, Conversions, Enhancements, Forms

• Creation of detailed unit/integration test scripts Realization Phase

• Creation of Responsibility Matrix Form

• Conduct Integration System



Testing • Integration testing report • User Acceptance testing

completion report • Cutover plan • End User documentation and

training materials 4 Final Preparation Phase • Cut over to production system

including data migration • Detailed Go-Live project plan • Production support plan • End User Training

5 Go-live and Support • Issues resolutions • Formal project closure

6.2 Penalty

Time is the essence of the contract. The bidder guarantees that it shall complete all activities and milestones till “Final Preparation“ in accordance with the time lines specified at para 6.1.1 i.e Nine (9) weeks. In case of work not completed by scheduled time, RITES will have the right to impose penalty @ 1% of the contract value per week beyond Nine Weeks from the date of issue of Letter of award, subject to maximum of 2% of the contract value and recover it from Vendor’s bills/Performance Bank Guarantee. In case the delay exceeds 2 weeks from the scheduled/extended date of completion RITES reserves the right to cancel the order and encash the Performance Bank Guarantee received from the bidder.

6.3 RITES Responsibilities

i. RITES to deploy a Project Manager for the complete duration of the project. ii. RITES will provide business core team members for Finance, Materials and

Sales. iii. RITES will provide the technology infrastructure environment required for SAP

GST implementation - hardware and software including SAP software, communication software, etc.

iv. RITES will provide user ids in Development and Quality servers for Vendor GST implementation team.

v. RITES has already appointed the GST consultancy firm to finalize the business process & same will support in implementation of SAP. Vendor will be responsible to provide the standard reports of SAP related to GST.

6.4 Information to be Submitted With Bids

Bidders shall submit :

i. The proposed “Work Plan”.

ii. Proposed Organization Chart and CV's of Project Team



a. Organization structure proposed for the contract along with CV's of consultants likely to be deployed be submitted with the bid. All personnel deployed on the project must necessarily possess adequate relevant experience and must be SAP certified in the relevant field.

b. Additionally, Vendor will enclose escalation matrix containing contact of personnel to be contacted during exigencies.

c. CV's should have the following minimum details:

• Name • Position Proposed in RITES project • Date of Birth / Age • Educational / Professional Qualifications • SAP Certified (enclose documentary evidence) • Position in the Company • Employment History

o Domain Experience (For Functional Consultant) o SAP Functional / Technical Experience (For BASIS and ABAP

Consultant)

iii. Detail Support required from RITES in addition to that mentioned in the tender document, if any.

6.5 Payment Terms

i. Payment of 80% of the contract shall be released against bill submitted by the vendor on comlpletion of all works till end of Post Go-Live Support Phase (as per para 6.1.1) , to the satisfaction of RITES core team members and balance 20% after completion of Warranty Support period.

ii. As per RBI guidelines, payments are to be made through ECS/EFT. Vendor is required to give its consent in a mandate form (as per Annexure-10) for receipt of payment through ECS/EFT. It includes party A/c No, Bank name, Branch address, Account type, Bank and Branch code as appears on MICR cheque issued by bank. Payment will be released through EFT only.

6.6 Deduction

Payments shall be subject to deductions such as TDS etc. or levies regulated by Govt. of India/ State Govt.

6.7 Location of Work

The Consultants of the vendor are expected to work on-site at RITES Corporate Office Gurgaon and associate RITES core team with them througout the project period. The normal working days and working hours shall be applicable which is five days in a week and from 9.00 AM to 5.30 PM.However Vendor’s Consultants should be available as and when support is required by RITES during GST implementation including weekly off and public holidays.



6.8 Failure to agree with the Terms & Conditions of the Tender/Contract

Failure of the bidder to agree with the Terms & Conditions of the Tender/Contract shall constitute sufficient grounds for the annulment of the award and forfeiture of EMD / encashment of PBG as the case be.

6.9 Data Rights

The ownership of any data related to the various services under the purview of this project lies with RITES LTD, during the entire duration of the project. Upon completion of the project and/or termination of the contract, the contractor needs to ensure that complete data is made available to RITES LTD.

6.10 Intellectual Property Rights

In the event of any claim asserted by a third party of infringement of copyright, patent, trademark or industrial design rights arising from the use of the Goods/software or any part thereof, the contractor shall expeditiously extinguish such claim. If the contractor fails to do so and RITES LTD is required to pay compensation to a third party resulting from such infringement, the contractor shall be responsible for the compensation including all expenses, court costs and lawyer fees. RITES LTD will give notice to the contractor of such claim, if it is made, without delay.

6.11 Termination for Default

RITES LTD may, without prejudice to any other remedy for breach of contract by written notice of default sent to the contractor, terminate the contract in whole or in part:

a. If the contractor fails to deliver services specified in the contract, or any

extension thereof granted by RITES LTD

OR

b. If the contractor fails to perform any other obligation(s) under the contract 6.12 Termination for Insolvency

RITES Ltd. may at any time terminate the contract by giving written notice to the contractor, without compensation to the contractor, if the contractor becomes bankrupt or otherwise insolvent, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to RITES Ltd.

6.13 Termination for Non-Performance

RITES LTD reserves its right to terminate the contract in the event of contractors repeated failures to provide the services as per tender document.

6.14 Force Majeure

i. The contractor shall not be liable for penalty, liquidated damages or termination for default, if and to the extent that, his delay in performance or other failure to perform his obligations under the contract is the result of an event of Force Majeure.



ii. For purposes of this clause, “Force Majeure” means an event beyond the control of

the contractor and not involving the contractor and not involving the Bidders fault or negligence and not foreseeable. Such events may include, but are not restricted to, instances of wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes which would have an impact on RITES LTD.

iii. If a Force Majeure situation arises, the contractor shall promptly notify RITES LTD in

writing of such conditions and the cause thereof. Unless otherwise directed by RITES LTD, the contractor shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

6.15 Resolution of Conflicts

i. RITES LTD and the contractor shall make every effort to resolve amicably by direct informal negotiation, any disagreement or dispute, arising between them under or in connection with the contract.

ii. If the dispute can’t be resolved amicably by direct informal negotiation between

RITES and the contractor, then the same shall be referred to a Sole Arbitrator to be appointed by the Chairman and Managing Director, RITES Ltd. The Arbitration and Conciliation Act, 1996 and the rules there under and any statutory modification or re-enactments thereof made till the date of signing of contract, shall apply to the arbitration proceedings.

6.16 Laws

The terms of this Tender and the contract shall be governed by the Indian laws under the exclusive jurisdiction of the competent courts in NCT of New Delhi

6.17 Notices

Any notice by one party to the other pursuant to the contract shall be sent in writing by registered post only to the addresses as defined under this contract.

6.18 Indemnity

Contractor shall indemnify and at all times keep RITES Ltd. fully indemnified and hold harmless against any and all loss, damages, costs and expenses including Attorney's fees, which may be incurred as a result of any claim or action associated with such infringement. Further the Contractor shall also indemnify RITES Ltd. against any such claims arising at any time either during the contract period or subsequently.

6.19 Liability

i. The selected vendor will be liable for all the deliverables.

ii. The contractors aggregate liability in connection with obligations undertaken as part of the Project regardless of the form or nature of the action giving rise to such liability (whether in contract, tort or otherwise), shall be at actual and limited to the value of the contract.



iii. Indemnity would be limited to court awarded damages and shall exclude indirect, consequential and incidental damages. However indemnity would cover damages, loss or liabilities, compensation suffered by RITES Ltd. arising out of claims made by its customers and/or regulatory authorities.

6.20 Confidentiality

i. Contractor understands and agrees that all data, materials and information marked and identified by RITES Ltd. as “Confidential” are valuable assets of RITES Ltd. and are to be considered RITES Ltd. proprietary information and property.

ii. Contractor will treat all confidential data, materials and information provided by

RITES Ltd. with the highest degree of care necessary to insure that unauthorized disclosure does not occur.

iii. Contractor will not use or disclose any data, materials or information provided by

RITES Ltd. without RITES Ltd. 's prior written approval. Contractor shall not be liable for disclosure or use of any materials or information provided by RITES Ltd. or developed by Contractor which is:

a. Possessed by Contractor prior to receipt from RITES Ltd., other than through prior

disclosure by RITES Ltd., as documented by Contractor 's written records; b. Published or available to the general public otherwise than through a breach of

Confidentiality; c. Obtained by Contractor from a third party with a valid right to make such

disclosure, provided that said third party is not under a confidentiality obligation to RITES Ltd.

d. Developed independently by the contractor.

iv. In the event that Contractor is required by judicial or administrative process to

disclose any information or materials required to be held confidential hereunder, Contractor shall promptly notify RITES Ltd. and allow RITES Ltd. a reasonable time to oppose such process before making disclosure.

v. Contractor understands and agrees that any use or dissemination of information in

violation of this Confidentiality Clause will cause RITES Ltd. irreparable harm, may leave RITES Ltd. with no adequate remedy at law and RITES Ltd. is entitled to seek to injunctive relief.

vi. RITES Ltd. does not wish to receive any Confidential Information of Contractor, and

Contractor agrees that it will first provide or disclose information which is not confidential. Only to the extent that RITES Ltd requests Confidential Information from Contractor, will the contractor furnish or disclose Confidential Information.

vii. Nothing herein shall be construed as granting to either party any right or license

under any copyrights, inventions, or patents now or hereafter owned or controlled by the other party.

viii. The requirements of use and confidentiality set forth herein shall survive the



expiration, termination or cancellation of this contract.

ix. Confidential Information disclosed under this contract shall be subject to confidentiality obligations for a period of three years following the initial date of disclosure.

6.21 Transfer of Contractor’s Rights

The Contractor shall not either wholly or partly sell, transfer assign otherwise dispose of the rights, liabilities and obligations under the contract between him and RITES Ltd. without prior consent of the RITES in writing.



Annexure-01

Tender Reference No.: RITES/IT/ERP/SAP GST/MAY 2017 Tender Description : Appointment of Application Service Provider for Implementation of GST on SAP ERP Environment

Hardware and Software Details of RITES Datacenter

S. No. Item Description (with Model)

Configuration Qty Make

1 HP c7000 Blade chassis for Servers

HP c7000 Blade chassis with required accessories. Each chassis with below items:

1 x 10U c7000 Blade Chassis

6 x Redundant Hot plug PS modules

10 x Active hot‐plug cooling Fans

2 x L2/L3 Gbit Switching modules in 1+1 redundant mode

2 x 10Gbit Virtual Connect Flex‐10 Switching modules in 1+1 redundant mode

2 x 24‐port 8Gbps FC‐SAN Switching modules in 1+1 redundant mode

2 x intelligent web based mgmt module in 1+1 redundant mode

1 x DVD‐ROM drive via ext Mgmt Console

1 x LED/LCD based touch screen console for local mgmt access to chassis

3 HP

2 HP Integrity BL860c i2

Servers for ECC DB and CI

1 x Itanium Quad Core CPU 1.6 GHz

32GB ECC DDR3 RAM scalable to 384GB

2 x 300GB SAS hot‐plug HDDs

1 x SAS RAID controller with RAID 0 and 1

3 x PCI‐e Gen2 Mezzanine slots

4 x 10Gbps Flex‐10 ports embedded

2 x 8Gbps FC ports in slot 1

Integrated 1280*1024, 16M colour VGA controller for local VGA access

HP UX 11i v3 Operating System DVD and License

2 HP



3

HP Integrity BL860c i2

Servers for ECC APP










2 HP


Servers for EP‐PI DB and CI










2 HP


Servers for EP‐PI APP










2 HP




2 HP



Servers for BI‐BOBJ DB and APP









Server for Solution Manager










1 HP


Server for Backup

2 x Itanium Dual Core CPU 1.6 GHz









1 HP


Servers for Development (Portal, BI, & PI)





1 HP









Servers for QA (Portal, BI, & PI)










1 HP

11 HP Proliant Server BL460c G7

Server for DMS Production

2 x Xeon Quad Core CPU 2.0 GHz

36GB ECC DDR3 RAM


1 x SAS RAID controller with RAID 0, 1


2 x 10Gbps Flex Fabric ports embedded



Operating System – Windows Server 2008 Enterprise Edition

2 HP


Server for DMS DEV/QA


24GB ECC DDR3 RAM





1 HP





Operating System – Windows Server 2008 Enterprise Edition


AD+DNS+DHCP


36GB ECC DDR3 RAM







Operating System – Windows Server 2008 Standard Edition

2 HP


EMS Server


36GB ECC DDR3 RAM







Operating System – Windows Server 2008 Standard Edition

3 HP

15 42U Server Rack System

(42 U ; 1070 mm deep, 64% perforation)

1 x 42U Rack

Front and Rear Lockable doors with perforation for Front‐Rear Cooling

Both Side Panels for Rack

2 x 40A rated PDU with 1+1 mode with 64A industrial connectors

Rack Grounding Kit

Rack Stabilizer Kit

Screws and Cable mgmt Accessories for

4 EMERSON



Cable Running Mgmt inside the rack

16 42U Networking Rack System

(42 U ; 1070 mm deep, 64% perforation)

1 x 42U Rack

Front and Rear Lockable doors with perforation for Front‐Rear Cooling

Both Side Panels for Rack

2 x 40A rated PDU with 1+1 mode with 64A industrial connectors

Rack Grounding Kit

Rack Stabilizer Kit

Screws and Cable mgmt Accessories for Cable Running Mgmt inside the rack

1 EMERSON

17 HP EVA6400 Disk Storage Array

(SAN Storage Array)

(usable space 20 TB)

10TB usable in RAID‐5 with 33 x 450GB 15K RPM Disks

5TB usable in RAID‐1 with 26 x 450GB 15K RPM Disks

5TB usable in RAID‐5 with 8 x 1TB ATA Disks

Dual Controllers in active‐active mode with 8 host ports and 8 device ports

8GB total cache across dual controllers

HP command view storage mgmt software

HP performance monitoring software

Redundant Power Supply for controller modules and disk modules

1 HP

18 HP Storage works 8/40 SAN switches

24 active 8Gbps FC ports scalable to 40 ports in same switch

24 x 8Gbps SFP+ modules

24 x 15 Mtr LC‐LC FC Cables

Redundant Power Supply for switch

2 HP

19 HP MSL4048 Series Central Tape Library

2 x LTO‐5 fibre connected drives scalable to 4 drive in cascaded mode

50 Blank LTO‐5 media

2 cleaning media

Redundant power supply

LCD based mgmt panel

1 HP

20 HP Data Protector Enterprise Backup

1 x DP Cell Mgr Base License on UNIX Backup Server

1 Set

HP



Software 2 x FC drive License

6 x online backup agents for Production DB/CI UNIX servers

2 x Online backup agents for DMS servers on Windows

21 Core Switch HP A7510 2 HP

22 Access Switch HP A5500 2 HP

23 SSL‐ VPN Solution CISCO ASA 5540 1 CISCO

24 Platform with RADIUS/ TACACS Services

CISCO ACS 1121

1 CISCO



Annexure-02 Tender Reference No.: RITES/IT/ERP/SAP GST/MAY 2017 Tender Description : Appointment of Application Service Provider for Implementation of GST on SAP ERP Environment

Scope of Work of Financial GST Consultant Already Appointed By RITES

S. No.

SCOPE OF WORK

1 GST Implementation assistance: Assistance for smooth GST implementation in RITES Units/ Divisions/ Sites/ Offices and advise on all related aspects including but not limited to the following:

• Advises in relation to obtaining/ migration of registration (Provisional & Final registration) for RITES Units/ Regions/ Divisions/ Sites/ Offices under GST regime

• Preparation of a document encompassing requirements of statutory compliance including maintenance of records, filing of returns, etc. under IGST, CGST and all States SGST laws including ISD(Input Service Distribution), Rules, Notifications, Circulars, Invoices, re-location of controlling offices for execution of project in other sites to optimize the GST incidence, etc.

• Study of current indirect tax compliance mechanism of RITES and suggest suitable changes required under GST regime for minimizing the tax burden, effective utilization of available credits and suggestion for review mechanism for availment of all eligible input tax credits and utilization under GST, availing refunds on exports etc.

• Preparation of a document encompassing the changes required in the existing IT Program/ Software system from an indirect tax perspective. However, the changes shall be undertaken by RITES itself

• Examination of RITES contracts executed with the clients/customers on

sizeable sample basis vis-à-vis RITES business activities for supplies and procurement of supplies, to suggest modifications required if any, covering all spectrums of RITES activities, in the contract clauses entered into by RITES for GST regime. Advise would also include suggestions on changes required in structure of contracts (sale, purchase, export, import, services, etc) including specific clauses and additional details to be captured so as to optimize the tax incidence under GST regime.

• Impact of transitional provisions and methodology to avail input tax credits for the earlier years.

• Working requirement/assessment of number of staff for smooth compliance of GST in respect of all offices / sites situated in India.

• Specific emphasis on analysis zero rated supplies/Services covered



in RITES.

• Outlining the tax aspects of key transactions of RITES including valuation, classification, place of supply thereof.

• Suggestions with justifications on having Input Service Distribution (ISD) registration in RITES.

• Suggestions, if any on the migration plan before enactment of the GST law, for smooth transition from pre GST regime to GST regime including the action points for CENVAT/VAT credits, changes in present billing system, reverse charge cases, refunds, etc

2 Preparation of a document manifesting guidelines on major issues of compliances

under GST, availment of input tax credits, refunds, returns, possible exemptions in relation to RITES business, principles to determine inter or intra state supplies/Services, sales/ purchase contract formulation, place of supplies, export/imports, Input Service Distribution(ISD)s, Time & Value of supplies and anti profiteering mechanism in RITES, etc.

3 Presentation to the Senior Management / Board of Directors of RITES highlighting the important changes on various activities/ operations of Company due to GST and suggesting strategies for optimizing the tax incidence.

4 Undertake 10 trainings/ workshop for the Company's personnel (spanning various functions such as tax, services, supplies and procurement) for Delhi/Gurgaon and outside offices to highlight impact on business and applicable provisions of the new law of GST such as key compliances and documentation requirements

5 Identification of additional issues and advises to RITES thereon. Issue arising out of or connected to transitory provisions including ongoing litigation, assessment, etc.. Advising RITES on any matter considered important and significant in the view of the consultant during Transitions and/or as per the requirement of the RITES. Handout on reconciliation procedure for monitoring Input/Output/final monthly returns and guidance to track on un-reconciled transactions.

6 Post GST implementation/ Handholding assistance: • Review of sample returns to be filed by the Company covering

outwards/inwards information of matching /un-matching transactions.

• Time to time advise on other compliances to be undertaken by the Company under the GST regime and any other queries that may arise along with timely implementation of any circulars/notifications/ amendments in RITES, during the engagement of the consultant.

• Standardized format for MIS of Head Quarter and site offices to ensure the statutory compliances.

• Hand holding of RITES‟s tax core team.

• Please note that the above 'Post GST implementation/ handholding assistance' shall be provided for a period of one year from the introduction of GST law.



Annexure-03

Bidder's Authorization Certificate (Power of Attorney On Stamp Paper Duly Notarized)

Dated: Tender Reference No.: RITES/IT/ERP/SAP GST/MAY 2017

To, AGM/IT RITES Ltd RITES Bhawan, Plot No 1, Sector 29 Gurgaon, Haryana - 122001 < Bid Signee’s Name >,-< Designation > is hereby authorized to sign relevant documents on behalf of the < Company Name > in dealing with Tender No.: RITES/IT/ERP/SAP GST/MAY 2017 for “Appointment of Application Service Provider for Implementation of GST on SAP ERP Environment”. He / She is also authorized to attend meetings and submit Technical and Commercial information as may be required by you in the course of processing above said tender. Thanking you, Authorized Signatory Name: Designation: Seal: Date:



Annexure-04

Tender Offer Form (TOF)


To, AGM/IT RITES Ltd RITES Bhawan, Plot No 1, Sector 29 Gurgaon, Haryana - 122001 Subject: Appointment of Application Service Provider for Implementation of GST on SAP

ERP Environment. Dear Sir, Having examined the tender documents including all Annexures, I/ we, the undersigned, offer to work for Implementation of GST on SAP ERP environment as mentioned in Section 3 - “Scope of work” in conformity with the said tender documents. i. I/ We have enclosed a Tender fee in the form of a Demand Draft No.__________ issued

by the branch of the ____________________________________Bank, for the sum Rs.1000/- (INR One Thousand only). This Tender fee is as required by clauses 5.2(vi) of the Instructions to the Bidder of the above referred tender.

ii. I/ We have enclosed an EMD in the form of a Demand Draft No.__________ issued by

the branch of the ____________________________________Bank, for the sum of Rs. 50,000/- (Rupees Fifty thousands only). This EMD is as required by clauses 5.2(vi) of the Instructions to the Bidder of the above referred tender.

iii. I/ We undertake that the Prices are in conformity with the specifications prescribed. The

quote is inclusive of all costs likely to be incurred for executing this work. iv. I/ we undertake, if our tender offer is accepted, to perform in accordance with the time

schedule specified in the Tender. v. Our offer is open for acceptance for the period of 90 days after the date fixed for bid

opening and it shall remain binding upon us and may be accepted at any time before the expiry of that period.

vi. Until a formal Purchase order is prepared and executed, this bid offers, together with

your written acceptance thereof and your notification of award shall constitute a binding



contract between us. vii. The scope of work has been clearly understood by us. viii. I/We also certify that information data/ particulars furnished in our bid are factually

correct. We also accept that in the event of any information / data/ particulars proving to be incorrect, RITES will have a right to disqualify us from the bid.

We agree to the terms and conditions mentioned in the Tender Document without any deviations. Dated this ____ day of ________________ Signature: (In the Capacity of :) Duly authorized to sign the tender offer for and on behalf of Name: Designation: Seal: Date:



Annexure-05

Self-Declaration


To, JGM/IT RITES Ltd RITES Bhawan, Plot No 1, Sector 29 Gurgaon, Haryana – 122001 Subject: Appointment of Application Service Provider for Implementation of GST on SAP

ERP Environment. In response to tender No. RITES/IT/ERP/SAP GST/MAY 2017 as an employee of------------------------- in the capacity of -----------------------------. I/We hereby declare : 1. That our organization/firm <organization/firm name> is having unblemished past record

and was not declared ineligible for corrupt and fraudulent practices either indefinitely or for a particular period of time.

2. That we are not currently on holiday list, debarred or blacklisted by any Government entity, PSU, Bank or corporate institution in India or abroad.

3. That our organization/firm <organization/firm name> does not have any connection with

employees of RITES Ltd.

The declaration submitted by us is true and correct to the best of our knowledge and if it is proved otherwise at any stage of execution of the contract, RITES has the right to summarily reject the bid and disqualify us from the process. (Signature of the Bidder/Authorized Signatory) Name: Designation: Seal: Date:



Annexure-06

Performance Bank Guarantee To, In consideration of RITES Ltd, Gurgaon – 122001 acting through ----------- (hereinafter referred to as RITES Ltd. which expression shall include his successor and assignees) having awarded to -------------------------------------------- ( hereinafter referred to as “the contractor” which expression , wherever the subject or context permits, includes its successors and assignees ) a contract for “ Appointment of Application Service Provider for Implementation of GST on SAP ERP Environment (Tender Reference No.: RITES/IT/ERP/SAP GST/MAY 2017)“ for RITES Ltd in terms of inter-alia RITES Ltd’s letter No.----Date---- (hereinafter called “the Contract.”) and general Conditions of Contract and upon the condition of the Contractor’s furnishing Security for the Contractor’s liability under and in connection with the said contract up to a sum of Rs.------------ amounting to 10% of the value the contract.. 1. We ______________________ (hereinafter referred to as the Bank or the said bank)

and having our registered office at _____________ do hereby jointly and severally undertake to guarantee the payment to RITES in rupees forthwith on demand in writing and without protest or demur any or all moneys any wise payable by the Contractors to RITES Ltd in respect of or in connection with the said contract inclusive of all RITES Ltd’s losses and damages and costs. ( inclusive between attorney and client) Charges, and expenses and other moneys anywise payable in respect of the above as specified in the notice of demand made by RITES Ltd to the Bank with reference to this guarantee up to an aggregate limit of Rs…………

2. We ______________________ further agree that RITES Ltd shall be the sole judge of and as to whether the said contractor has committed any breach or breaches of any of the terms and conditions of the said contract and the extent of loss, damages, charges and expenses caused to or suffered by or that may be caused to or suffered by RITES Ltd on account thereof and the decision of RITES Ltd that the contractor has committed such breach or breaches and as to the amount or amounts of loss, damage, costs, charges and expenses caused to or suffered by RITES Ltd from time to time shall be final and binding on us.

3. RITES Ltd shall have the fullest liberty without reference to the bank and without

effecting in any way the liability of the said Bank under this guarantee to take any other security in respect of the contractor’s obligation and liabilities hereunder or to vary the contract/ work to be done there under vis-à-vis the consultant or to vary the prices of the total contract value or to release or forbear from enforcement of all or any other security or any other securities now or anytime held by RITES Ltd and such arrangements with the contractor or release or forbearance whatsoever shall absolve the bank of the full liability to RITES Ltd hereunder or prejudice the rights of RITES Ltd against the bank.

4. The guarantee shall not be determined or affected by the liquidation or winding up of,



dissolution or change in constitution or insolvency of the contractor but shall in all respect and for all purposes be binding and operative until payment of all moneys payable to RITES Ltd in terms thereof.

5. The bank hereby waives all rights at any time inconsistent with the terms of this guarantee and the obligations of the bank in terms hereof shall not be in anywise affected or suspended by reasons of any dispute or disputes having been raised by the contractor (whether or not pending before any arbitrator, Tribunal or court) or purporting to stop or prevent any payment by the bank to RITES Ltd in terms thereof.

6. The amount stated in any notice of demand addressed by RITES Ltd to the bank as liable to be paid to RITES Ltd by the contractor or as suffered or incurred by RITES Ltd on account of any losses, damages, costs, charges and expenses shall be conclusive evidence of the amount so liable to be paid to RITES Ltd or suffered or incurred by RITES Ltd as the case may be and in terms hereof.

7. This guarantee / undertaking shall be in a continuing guarantee / undertaking and shall

remain valid and irrevocable for all claims of RITES Ltd and liabilities of the contractor arising up to and until midnight of……….

8. This guarantee/ undertaking shall be in addition to any other guarantee or security whatsoever that RITES Ltd may now or any time anywise may have in relation to the contractor’s obligations or liabilities under and/or in connection with the said contract, and RITES Ltd shall have full authority to have recourse to or enforce this security in preference to any other guarantee or security which RITES Ltd may have or obtain and not forbearance on the part of RITES Ltd in enforcing or requiring enforcement of any other security shall have the effect of releasing the bank from its full liability hereunder.

9. It shall not be necessary for RITES Ltd to proceed against the said contractor before

proceeding against the Bank and the guarantee herein contained shall be enforceable against the bank notwithstanding that any security which RITES Ltd may have obtained or obtain from the contractor shall at the time when proceedings are taken against the said bank hereunder be outstanding or unreleased.

10. We the said bank undertake not to revoke this guarantee during this currency except with the consent of RITES Ltd in writing and agree that any change in the constitution or the said contractor or the said bank shall not discharge our liability hereunder.

11. Notwithstanding anything contained herein above, our liability under this guarantee shall be restricted to Rs………………and this guarantee shall remain in full force till…………….. And unless a claim is made on us within ……. Months from the date i.e. before………… all the claims under this guarantee shall be forfeited and we shall be relieved of and discharged from our liabilities hereunder.

Dated………………. Day of …………….. 20

Name of Bank: ------------------------------------ Address : ------------------------------------ Date: -----------------------------------



Annexure-07

Commercial Offer

Company Name:

Tender ID: Tender No.: RITES/IT/ERP/SAP GST/MAY 2017

Tender Description:

Appointment of Application Service Provider for Implementation of GST on SAP ERP Environment

S. No. Item Description Total Price Before Tax (A)

(Rs.)

Service Tax %

Service Tax Value (B)

(Rs.)

Any Other Charges (C)

(Rs.)

Total Price After Tax (A+B+C)

(Rs.)

Total Price After Tax in words

1 Professional Fee for Implementation of GST on SAP ERP Environment in RITES as per scope of work

Authorized Signatory Name: Designation: Seal: Date



Annexure-08 Tender Reference No.: RITES/IT/ERP/SAP GST/MAY 2017

Tender Description : Appointment of Application Service Provider for Implementation of GST on SAP ERP Environment

List of Documents to be submitted in Original

S.No Documents to be Submitted in Original

1. Draft for Tender Document cost

2. Draft for EMD

3. Bidder's Authorization Certificate (Power of Attorney on Stamp Paper Duly Notarized) as

per Annexure-03




List of Documents To Be Uploaded With The Bid S.No Document Document

Placed At

Remarks

1 Copy of Draft for Tender Document cost

2 Copy of Draft for EMD

3 Copy of Bidder's Authorization Certificate (Power of Attorney Duly Notarized) as per Annexure-03

4 Mandate Form (as per Para 6.5(ii)) duly authorised by the bank (Annexure-10).

5 Tender Offer Form as per Annexure - 04

6 Self Declaration as per Annexure-05

7 Work Plan (as per Para 6.4 (i))

8 Proposed Organization Chart and CV’s of Project Team Memebers (as per Para 6.4 (ii))

9 Details of Requirements from RITES (as per Para 6.4 (iii))

10 Duly Signed and stamped copy of tender document

11 Commercial Offer as per Annexure-07




MANDATE FORM To RITES Ltd. __________ __________

Authorization for payments through Electronic Fund Transfer System (RTGS/NEFT)

Dear Sir,

We hereby authorize RITES Ltd. to make all our payments, including refund of Earnest Money, through Electronic Fund Transfer System (RTGS/NEFT). The details for facilitating the payments are given below:

(TO BE FILLED IN CAPITAL LETTERS) 1 NAME OF THE BENEFICIARY 2 ADDRESS WITH PIN CODE 3 (A) TELEPHONE NO. WITH STD CODE (B) MOBILE NO. 4 BANK PARRTICULARS A BANK NAME B BANK TELEPHONE NO. WITH STD CODE C BRANCH ADDRESS WITH PIN CODE D BANK FAX NO. WITH STD CODE E 11 CHARACTER IFSC CODE OF THE BANK

(EITHER ENCLOSE A CANCELLED CHEQUE OR OBTAIN BANK CERTIFICATE AS APPENDED)

F BANK ACCOUNT NUMBER AS APPEARING IN THE CHEQUE BOOK

G BANK ACCOUNT TYPE (TICK ONE) SAVING CURRENT LOAN CASH CREDIT OTHERS

SAVING CURRENT LOAN CASH CREDIT OTHERS

H IF OTHERS, SPECIFY 5 PERMANENT ACCOUNT NUMBER (PAN) 6 E-MAIL ADDRESS I / We hereby declare that the particulars given above are correct and complete. If the transaction is delayed or credit it not effected at all for reasons of incomplete or incorrect information, I / We would not hold RITES Ltd. responsible. Bank charges for such transfer will be borne by us.

Date: ________ SIGNATURE (AUTHORISED SIGNATORY) Name______________________

BANK CERTIFICATION

It is certified that the above mentioned beneficiary holds bank account No. __________________ with our branch and the Bank particulars above are correct.

Date: ___________ SIGNATURE (AUTHORISED SIGNATORY) Name _____________________

OFFICIAL STAMP