inventory management system in matsyafedmatsyafed.in/sites/default/files/rfp.pdf · the intent of...
TRANSCRIPT
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
1
Kerala State Co-operative Federation
for Fisheries Development Ltd
(Matsyafed)
Kamaleswaram, Manacaud PO
Thiruvananthapuram 695009
E-mail: [email protected]
Website: www.matsyafed.in
Request For Proposal (RFP)
INVENTORY MANAGEMENT SYSTEM IN
MATSYAFED
Name of the Issuing
Authority
: Kerala State Co-operative Federation
for Fisheries Development Ltd
(Matsyafed)
Date of Issue
:
05-08-2019
Last Date & Time of
Submission of Bid
: 20-08-2019 3.00 pm
Technical bid opening
:
21-08-2019 11.00 am
EMD
:
Rs. 3750/-
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
2
RFP PURPOSE
The intent of this document is to request for proposals from the software
firms on a two bid system for selection of bidder for development,
implementation and maintenance of a total solution for inventory
management/spare parts management software of Matsyafed, Kerala state co-
operative federation for fisheries development limited. On deployment it must
result in significant improvement in efficiency and availability of information
on demand. Considering the immediate requirement, Matsyafed is looking at a
fast track implementation in 4-6 months.
Matsyafed now invites prospective organizations to send their proposals
for the mentioned key concept of the project as described further in this
document to assist us on this initiative.
The RFP is not an offer by Matsyafed but an invitation to receive proposals from respective
bidders. The RFP does not commit Matsyafed to enter into a binding agreement in respect of
the project.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
3
1. EXECUTIVE SUMMARY
This RFP has been prepared for developing a total online solution for
inventory/spare parts management for OBM division of Matsyafed. It includes
various components and requirements as listed out in this document.
1.1 INTRODUCTION
Matsyafed, the Kerala State Co-operative Federation for Fisheries
Development Ltd is an Apex Federation of primary level welfare societies in the
coastal fishery sector with the objective of ensuring the economic and social
development of the fishermen.
Matsyafed has established many commercial units to support the
fishermen in procuring fishing inputs and marketing their output, in addition to
production and marketing of by-products. The Commercial Division facilitates
the availability of best quality fishing inputs at comparatively reasonable price
in the fishing villages. It also provides prompt service facilities to the fisher folk
in their fishing villages.
Matsyafed OBM Division is one of the major commercial units of
Matsyafed. The division imports Suzuki and Yamaha Outboards Motors directly
from Japan & Thailand and sells it directly to fishermen through its chain of
Vyasa Store in the marine districts of Kerala. It has also about 10 OBM
workshops in different part of Kerala to take care of the repair and service of the
engines. Matsyafed is the main importer of YAMAHA and SUZUKI brands
of Outboard Motors (OBMs) in South India. Spares of Suzuki and Yamaha
OBMs are also imported for enabling the fishermen to repair their OBMs with
genuine spares. In addition to the OBMs we purchase and distribute Lubricant
oil for using in Outboard Motors.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
4
1.2 CHALLENGES
The primary challenges that the division is facing with its operation are:
• Excessive use of manual methods.
• Unavailability of online real-time MIS reports.
• Difficulty in Inventory/spare parts stocks tracking and management.
• Ascertaining exact stock position very difficult & time-consuming.
1.3 OBJECTIVE
The following are the main objective of the project:
• Maintaining a balance in inventory.
• Real-time tracking of inventory.
• Managing stock transfer/IMT transfer between different units.
• Keeping track of sales, purchase and inventory levels.
• Managing ordering and avoiding no stock situations.
• Improved co-ordination .
1.4 BENEFITS FROM SYSTEM
Streamlined and online process for:
• Inventory management.
• Stock transfer management.
• Sales/purchase management.
• Finance/Accounts
• Order Management.
• Warranty claims management.
• Insurance handling.
• Reporting and analytics.
• Multiple stores and warehouse interconnection.
• Inventory optimization for reorder point, order quantity, lead demands,
forecasting demands, stock cover etc.
With the above challenges and objectives, the main purpose of this project is to build and
implement Web application software for Inventory Management in OBM division of
Matsyafed.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
5
2. SCOPE OF WORK & FUNCTIONAL REQUIREMENTS
Following sub-sections will provide the details of scope of the work
involved, with Project Overview, Functional Requirements and Technical
requirements.
In modern times an inventory management system becomes an integral
part of every organizations are using it in their production or retail operations
to manage inventory levels. Inventory might be one of a company's most
valuable assets and systems to manage it provide the foundation to meet user
demand. Inventory systems provide a basis for recording sales; purchases and
the quantity for each item at the end of the accounting period thereby
efficiently manage the inventory.
The scope of an inventory system can cover many needs, including
valuing the inventory, measuring the change in inventory and planning for
future inventory levels. The value of the inventory at the end of each period
provides a basis for financial reporting. Measuring the change in inventory
allows determining the cost of inventory sold during the period. This allows
planning for future inventory needs.
i. The System shall be accessible to various stakeholders based on their
roles and privileges.
ii. The System shall be able to manage the different types of inventory being
handled by Matsyafed.
iii. The System shall be able to manage / monitor the inventory of OBM
division, vyasa store and workshop details on a real time basis.
iv. The System shall be able to generate MIS based on various parameters
that aids in effective decision making.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
6
The solution from the selected bidder shall be implemented on the
designated server provided by Matsyafed within the time line specified in the
RFP. It shall be a web browser based solution with the following modules: -
• Inventory Management
• Inventory Tracking
• Transfer Management
• Purchase management
• Sales management
• Order management
• Reporting and Analytics
• Deployment
2.1 INVENTORY MANAGEMENT
Inventory management provides a centralization of the most basic and
necessary warehouse (OBM) function. It covers complete inventory details like
stock level, product history, purchase and sales details and product
specification. Synchronizing this data with other modules/parts of the system
enable all functions to use the information which helps to avoid data silos
within the business operations.
Inventory management in Matsyafed Head office should handle:
• Overall inventory control in all warehouse or units of Matsyafed.
• Purchase sanctioning based on demand from OBM division.
• LC opening and official proceedings.
• MIS report on all activities in OBM division, vyasa stores and workshop.
Inventory management in Matsyafed OBM division should handle:
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
7
• Purchased stock in OBM division & products shipped to division.
• Spare parts stock with part number and specification.
• Inventory/stock in Vyasa stores & stock transferred to vyasa stores.
• Stock delivery recording.
• Spare parts stocks available for warranty claims.
• Inventory stocks used for Insurance claims (MISS).
• Transferred stock between vyasa stores via OBM division.
• Automatic shortage of stock alerts/reports.
• Tracking the stocks in vyasa stores and workshops.
Inventory management in Matsyafed Vyasa store should handle:
• Inventory/stock received from OBM division.
• Inventory acceptance & recording.
• Sales details of vyasa stores.
• Tracking the availability of inventory in OBM division.
• Stock transferred to OBM division based on request from division against
demand of another vyasa store.
• Stock delivery recording in vyasa store.
2.2 INVENTORY TRACKING
Tracking the inventory is important at every stage which provides an
audit of all inventory movement. Traceability avoids many issues in finding the
availability of the specified parts. Inventory tracking provision will be
beneficial in case the stocks are in different warehouse/store and within a short
will be able to identify whether the stock is available in any location. Provide
inventory tracking facility to OBM division, vyasa store and head office users.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
8
Inventory tracking facility in OBM division will be able to track the real
time availability of a particular inventory. Since it is a web based core solution
the OBM division can identify in which vyasa store the stock holds and on
immediate basis can transfer the item to the requester. In the case of vyasa store
they will be able to identify the availability of particular item/spare parts in
OBM division.
2.3 TRANSFER MANAGEMENT
Enterprise businesses that manage multiple sites have the advantage of
moving their product to where it’s most valuable. Transfer management enables
you to track your inventory as it moves to different sites and facilitates the
overall transfer process. These systems can help guide and direct the workforce
to reduce any confusion and streamline the efforts.
Transfer management in our organisation streamlines the inventory
exchange between various units. Matsyafed OBM Division is one of the major
commercial units and sells their products directly to fishermen through its chain
of Vyasa Store in the marine districts of Kerala. Inorder to balance the stock and
to satisfy the customer need within time transfer the inventory to another store
is essential.
2.4 PURCHASE AND SALES MANAGEMENT
Purchase of products should be managed to properly streamline the
inventory details. Purchase official proceedings will be carried out in the head
office level in case of engines and the division will purchase some other
inventories in the division. Single entry of all the stocks in the division is
mandatory for further stock management. In all other sites only status updation
of the stocks will only be performed based on receivable, transfer and sales.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
9
Sales management provision in Vyasa store also should be included to manage
the inventory of stock based on sales performed in vyasa whether credit, cash
sale, warranty claims and insurance.
2.5 ORDER MANAGEMENT
Order management in inventory management system that can help you
manage your orders. The system will enable a provision to (Automatic shortage
of stock alerts/reports) track low stock and will generate an alert to avoid dead
stock conditions so that the customer needs can be satisfied on an immediate
basis.
2.6 REPORTING AND ANALYTICS
Analytics and reporting are excellent tools to have on hand as you plan to
grow your business. Analytics tools evaluate patterns in business processes to
forecast future demand and sales. Analytics also informs you of when demand
may be higher than expected. Use this data to prevent stock outages, which
could result in a missed opportunity to grow your business. Reporting provides
this data in ways that are easy to understand and share. Keeping inventory
around simply for safety’s sake is no longer necessary when you have great
insights into how much you’ll actually need. Should generate the following:
• Dashboards.
• MIS Reports.
Note: A wide range of MIS reports shall be generated from the system. The
number of reports and the format for each report can be finalized in
consultation with Matsyafed during the detailed system analysis for
customization, to be conducted at Matsyafed. Based on this exercise the final
list of reports can be decided.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
10
The broad scope of work shall be as follows: -
Submit Requirement Specifications (SRS)
Customize and deliver the Solution as per approved SRS
Provide Support for User Acceptance Testing
Implementation of the Solution on the designated central
server
Initial User Configuration of the implemented solution
Provide End User Training
Provide System Administration Training.
Provide Warranty Support for initial 12 Months
Provide User Manual
Provide all required Product Licenses to implement the
Solution on the Server.
The bidder shall be required to independently arrive at the methodology, based
on globally acceptable standards and best practices, suitable for Matsyafed. The
bidder’s involvement is expected to be spread across a period of twelve months
(extendable with mutual agreement for further period) from the date of go live
of the application. Matsyafed may extend the technical support services (after
the initial 12 months period), if required.
Note: The above Specifications cover the main activities of envisaged system, however,
complete user requirements shall be finalized during the detailed system analysis for
customization and finalized under Software Requirements Specification (SRS) document
approved by Matsyafed. This SRS forms the basis for customization / development, delivery
and final signoff.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
11
2.7 TRAINING REQUIREMENTS
Training shall be provided to the users of Matsyafed at a location, decided
by the Matsyafed. All necessary infrastructures for conducting the training will
be provided by Matsyafed.
2.8 HARDWARE AND INFRASTRUCTURE REQUIREMENT
The selected bidder shall provide necessary recommendations on the
hardware / infrastructure required for ensuring smooth functioning of the
system. Based on this recommendation, requisite hardware / infrastructure will
be made available by Matsyafed.
2.9 WARANTY SUPPORT
The solution should have minimum one year warranty from the date of
installation of the application in the live environment and the selected bidder
should ensure the trouble free operation of the application during the contract
period.
2.10 MIGRATION OF DATA
The existing data needs to be migrated to the new system. The
authenticated data on a compatible format shall be provided by Matsyafed. The
validity, correctness and completeness of such data will be the responsibility of
Matsyafed. The selected bidder shall facilitate the porting of existing data to the
new system. The verification, validation and certification of such ported data on
the new system will be the responsibility of Matsyafed. Wherever data
migration is not feasible, data entry screens shall be provided by the selected
bidder and Matsyafed will capture the data using these screens.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
12
2.11 OTHER DETAILS
General levels of organisation structure which is part of this software for
reference of bidders for generating the SRS after system study (Included the
details of organisation that are part of inventory software).
• Matsyafed Head Office, Thiruvananthapuram
• 10 District Offices
• OBM division
• 52 Cluster Project Offices
• 13 Vyasa Stores
• 10 OBM Workshops.
2.12 DELIVERABLES
• Implement fully tested and functional version of the software solution.
• Software Requirement Specification document (one hard copy and two
soft copies on CD media) and Source Code of the final version of
software in CD media
• User manual (Soft Copy)
• Warranty support for initial 12 months
• End user training and System Administrator Training at location spotted
by Matsyafed.
• All applicable product licenses.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
13
3. OTHER GENERAL INFORMATIONS
3.1 RFP SCHEDULE
RFP made available to the bidders 05-08-2019
Deadline for receiving pre bid queries 19-08-2019 5.00 pm
Deadline for receiving bids 20-08-2019 3.00 pm
Technical bid opening 21-08-2019 11.00 am
Financial bid opening Informed to qualified bidders
after technical evaluation
3.2 SCHEDULE OF PROJECT
The bidder should submit the schedule of the project in the format specified in
the RFP document. The time submitted should be final and any extension in the
schedule should be with the permission of the committee constituted for this
project.
3.3 EARNEST MONEY DEPOSIT
Subject to compliance of response submission process, the intending bidders
should pay along with bids an Earnest Money Deposit of Rs.3750/-. The EMD
shall be paid by Demand Draft from any commercial bank in favour of “The
Managing Director, Kerala State Co-operative Federation for Fisheries
Development Ltd (Matsyafed), Kamaleswaram, Manacaud Post,
Thiruvananthapuram - 695009” payable at Thiruvananthapuram, shall be
submitted along with technical bid.
The EMD submitted by the bidder will be forfeited if:
• The bidder withdraws his RFP before processing of the same.
• The bidder violates any of the provisions of the terms and conditions of
this RFP specification.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
14
The EMD will be refunded to:
• The unsuccessful bidders, only after acceptance of award of contract by
the selected bidder or in case of cancellation of RFP
• The Earnest Money Deposit (EMD), without any interest accrued will
be refunded in case of those Bidders who fail to qualify the eligibility
criteria, and whose technical bids do not qualify, the Earnest Money
Deposit (EMD) will be refunded without any interest after award of
work order to the selected bidder.
3.4 INSTRUCTION TO BIDDERS
The RFP details are available on official website. All the terms and
conditions are to be read jointly across volumes of the RFP documents.
Submission of a Bid by the Bidder should be carried out after careful study &
examination of the RFP, with full understanding of its implications. Bidder is
expected to understand the requirements to allow them to propose the best fit
solution.
While every effort has been made to provide comprehensive and
accurate background information and requirements and specifications,
Bidders must form their own conclusions about the solution needed to
meet the requirements.
All the information supplied by Bidders may be treated as contractually
binding on the Bidders, on successful award of the assignment by
Matsyafed on the basis of this RFP.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
15
3.5 ELIGIBLE BIDDERS
Bidders are informed to submit bid after verifying compliance to the
technical evaluation criteria specified in the RFP. The Bidder in general
should be capable to deliver the entire scope as mentioned in the RFP in
accordance with the contracts.
3.6 COMPLIANT PROPOSAL/ COMPLETENESS OF RESPONSE
a) Bidders are advised to study all instructions, forms, terms, requirements
and other information in the RFP documents carefully. Submission of the
bid shall be deemed to have been done after careful study and examination
of the RFP document with full understanding of its implications.
b) Failure to comply with the requirements of this RFP may render the
Proposal non compliant and the Proposal may be rejected.
c) Bidders must:
• Include all documentation specified in this RFP, including true
certified copy as asked for in the RFP, wherever necessary.
• Follow the format of this RFP and respond to each element in the
order as set out in this RFP.
• Comply with all requirements as set out within this RFP.
3.7 SUPPLY OF PRODUCT, SERVICES AND INSTALLATION
Delivery, installation of application software should be on a web server
provided by Matsyafed or at a designated Data Centre opted by Matsyafed,
at the risk and cost of successful bidder.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
16
3.8 PROPOSAL PREPARATION COSTS AND COST OF BIDDING
The Bidder shall be responsible for all costs incurred in connection with
participation in the RFP process, including, but not limited to, costs
incurred in conduct of informative and other diligence activities,
participation in meetings/discussions/presentations, preparation of
proposal, in providing any additional information required by Matsyafed
to facilitate the evaluation process, and in negotiating a definitive
contract or all such activities related to the bid process.
Matsyafed will in no case be responsible or liable for those costs,
regardless of the conductor outcome of the bidding process. This RFP
does not commit Matsyafed to award a contractor to engage in
negotiations. Further, no reimbursable cost may be incurred in
anticipation of award of the contract for implementation of the project.
3.9 PROCEDURE FOR SUBMISSION OF BIDS
All interested bidders shall pay EMD and submit their Technical and
Financial Bid directly to the designated address on or before the date in the
RFP document. Bidders are strongly urged to register well in advance to
complete all formality in time for bid submission and to review all the
documents. Matsyafed will not be liable or responsible for any delays.
Please Note:
• Proposals must be direct, concise and complete. All information not
directly relevant to this RFP should be omitted.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
17
• Matsyafed will evaluate bidder’s proposal based on its clarity and
the directness of its response to the requirements of the project as
outlined in this RFP. For any deviations in format or bid submission
process, the bids will be liable for rejection.
• Prices should not be indicated in the Technical Bid but should only
be indicated in the Financial Bid.
• The Proposal / Bid shall be prepared as per the RFP requirements. It
shall contain no interlineations or overwriting, except as necessary
to correct errors made by the Bidder itself. Any such corrections
must be duly counter signed by the person (or persons) who sign(s)
the proposals.
• The Proposals will be opened by Matsyafed on the date of opening
of the proposals.
• Bids will be submitted in two envelopes:
o Envelope1 –Technical Bids
o Envelope2 –Financial Bid.
All the above documents need to be submitted for participating in the tender
process. EMD of the unsuccessful bidders will be refunded only after issue of
work order to successful bidder.
3.10 NON TRAFERABLE RFP
Neither the contract nor any rights granted under the contract may be
sold, leased / sublet, assigned, or otherwise transferred, in whole or in
part, by the bidder, and any such attempted sale, lease, assignment or
otherwise transfer shall be void and of no effect without the advance
written consent of Matsyafed.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
18
3.11 CONTENTS OF BID
The bidder shall submit the following documents:
4 SUBMISSION OF TWO BID
It is a two part (Technical & Financial) bidding process All the
notification & details terms and conditions regarding, this tender notice
here after will be published on the official website of Matsyafed.
• Bidders are requested to submit the proposal in English language
only
• In case, the day of bid submission is declared as Holiday by
Government, the next working day will be treated as day for
submission of bids. There will be no change in the timings.
• Matsyafed will not be responsible for any delay on the part of the
bidder in obtaining the terms and conditions of the RFP notice or
submission of the bids
• Any alteration / overwriting / cutting in the bid should be duly
counter signed else it will be out rightly rejected.
Document
No: Marked As Contents of Set
1
1. Technical Bid/Proposal 1.Technical Bid/Proposal along with the
required supporting documents
2
1. Financial
1. Financial Bid/Proposal. Bid/Proposal
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
19
• The bids will not be processed further if it fails to qualify for the
next stage of bid processing.
• Technical Bid not accompanied by desired documents, the same
would be rejected. Undertaking for subsequent submission of any of
the above document will not be entertained. However, Matsyafed
reserves the right to seek fresh set of documents or seek
clarifications on the already / submitted documents.
• The date and time for opening the Technical Bid as mentioned in
this RFP. The date and time for opening of Financial Bid would be
communicated to the technically qualified bidders.
• Matsyafed would open the technical proposals and list them for
further evaluation. The ‘Financial bid’ shall not be opened until
evaluation of the technical bid is complete.
• The Financial Bids of only the technically qualified bidders will be
opened
• Bidder should attach all the scanned copies of documents pertaining
to their eligibility criteria, qualification information documents, for
which Matsyafed reserves the right to seek clarification to the
bidders during evaluation of bids. Also all such scanned copies
should be visible and clear.
• Matsyafed reserves the right to accept or reject any or all the tenders
without assigning any reason.
4.1 PART I – TECHNICAL BID
• The technical bid shall contain details of EMD paid.
• Prescribed RFP document duly signed and sealed
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
20
• Warranty period
• Annual Maintenance Contract (AMC) details should be furnished
separately for each year for a period of five years after the expiry of the
warranty period.
• The technical bid should not contain any price information.
• The bidder should submit an undertaking that there are no deviations to
the specifications mentioned in the RFP either with the technical or
financial bids submitted.
• The technical bid should comply with all items asked for in the RFP.
• The technical bid should be complete to indicate that all products &
services asked for are included
• Any other optional services that may be required for the smooth
functioning of the system may also be indicated by the bidder.
TECHNICAL BID CRITERIA
• The Bidder should be a registered company in India for over 3 years.
Submit copy of certificate of incorporation.
• The Bidder should have experience in Government / PSU sector/Private
providing Software Design, Development, Implementation and Technical
support services. Submit copy of work orders.
• The Bidder should have experience in handling similar demand of
Matsyafed. Submit copy of work orders.
• The Bidder should have Income Tax PAN and GST registration in its
name. Submit copy of PAN card and GST Registration.
• The Bidder has development office in Thiruvananthapuram, Kerala.
Submit documentary evidence for address proof.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
21
• The Bidder should have at least one successful implementation of
inventory management in any firm with any of the State / Central PSUs
or Private covering similar modules of inventory management functional
requirements of Matsyafed. Submit copy of customer testimonial.
• An authorization letter from the Bidder must be enclosed with the RFP
certifying that the person who signed the RFP is an authorized person to
sign on behalf of the Bidder. Submit an undertaking on Bidder
Organization’s letter head.
• The Bidder should not be blacklisted by Central/State
Governments/UTs/PSUs. Submit an undertaking on Bidder
Organization’s letter head.
4.2 PART II - FINANCIAL BID
• Financial bid shall be submitted after reading the terms and conditions
specified in the RFP (as per the format provided).
• It should give all relevant price information and should not contradict
the technical offer in any manner.
• The prices quoted in the financial bid should be without any
conditions.
• The total cost of BID shall be inclusive of all charges for product /
services, applicable taxes, duties, fees, levies, and other charges as
may be applicable in relation to the activities proposed to be carried
out. Should there be a change in applicable tax, the actual tax on the date
of billing would prevail on Matsyafed. Other than applicable taxes
(GST) at the time of billing, no additional / hidden charges will be
permitted.
• All prices to be quoted in Indian Rupees only.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
22
• It is the responsibility of the bidder to clearly identify all costs
associated with any item or series of items in this RFP. The bidder
must include and complete all parts of the financial bid in a clear and
accurate manner. Omissions, errors, misrepresentations or inadequate
details in the bidder’s financial bid will be considered as valid ground
for rejection of the bidder’s proposal. Costs that are not clearly
identified will be borne by the bidder.
• The financial bid should include incidental charges and initial
customization charges if any.
5. OPENING OF RFP RESPONSES
The Responses received within the prescribed closing date and time will
be opened in the presence of bidder’s authorized representatives who
choose to attend the opening of the RFP on the specified date and time as
mentioned in the RFP document. The opening of received RFP responses
will be held at Matsyafed, Head Office, Kamaleswararam, Manacaud Post,
Thiruvananthapuram-695009.
The Proposals will be opened by Matsyafed, in the specified time.
There will be two bid-opening events:
1. Set 1 (Technical Bid)
2. Set 2 (Financial bid)
The date and time for opening the Technical bid is mentioned in the RFP.
The date and time for opening of Financial bid would be communicated to
the qualified bidders.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
23
5.1 EVALUATION PROCESS
Matsyafed will constitute a Proposal Evaluation Committee to evaluate the
responses of the bidders. The Proposal Evaluation Committee constituted by
Matsyafed shall evaluate the responses to the RFP and all supporting
documents/documentary evidence. Inability to submit requisite supporting
documents/documentary evidence, may lead to rejection. The decision of the
Proposal Evaluation Committee in the evaluation of proposals shall be final.
No correspondence will be entertained outside the process of evaluation with
the Committee. The Proposal Evaluation Committee may ask for meetings /
presentations / demonstrations with the Bidders to seek clarifications or
conformations on their proposals.
5.2 SELECTION METHOD
A bidder would be selected on the basis evaluation of Technical & Financial
Bid. Bidders qualified in the technical evaluation only are considered for
second stage. The Financial bid will be opened only if they satisfy all criteria
required by the Matsyafed in technical evaluation.
The Proposal Evaluation Committee of Matsyafed reserves the right to reject
any or all proposals. Each of the responses shall be evaluated as per the criteria
and requirements specified in this RFP.
5.3 TECHNICAL EVALUATION
• Matsyafed will review technical bids of the short-listed bidders to
determine whether the technical bids are substantially responsive. Bids
that are not substantially responsive are liable to be disqualified at
Matsyafed’s discretion.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
24
• Bidders are required to submit all required documentation in support of
the evaluation criteria specified (e.g. detailed project citations and
completion certificates, client contact information for verification,
profiles of project resources and all others) as required for technical
evaluation.
• Presentation cum Demonstration: The RFP Evaluation committee may
invite each of the eligible bidders to make a presentation cum software
demonstration to Matsyafed at a date, time and venue decided by
Matsyafed and communicated to the bidders. The purpose of such
presentations & demonstrations would be to allow the bidders to
present their proposed solutions to the committee, the key points in their
proposals.
• The RFP Evaluation committee may seek oral clarifications from the
bidders. The primary function of clarifications in the evaluation process
is to clarify ambiguities and uncertainties arising out of the evaluation of
the bid documents. The committee may seek inputs from the Bidder’s
professional and technical experts in the evaluation process.
• The bidders' technical solutions proposed in the bid document will be
evaluated as per the requirements specified in the RFP.
• The Financial bids of bidders who do not qualify technically shall not be
opened.
• Financial bids of technically qualified bidders will be opened in the
decided date at head office Matsyafed. Technical Committee’s
evaluation in this regard shall be final and binding on the Bidder.
• When deemed necessary, the Project Implementation Committee (PIC)
constituted by Matsyafed may seek clarifications on any aspect of their
bid from the bidder. However, that would not entitle the bidder to
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
25
change or cause any change in the substance of the bid submitted. This
would also not mean that their proposal quote has been accepted.
• The Project Implementation Committee shall invite the bidders for
making presentation/demonstration/discussion. Calling for presentation/
demonstration/ discussion does not imply that the technical bid is
accepted.
5.4 EVALUATION OF FINANCIAL BID
• The Financial Bids of only the technically qualified bidders will be
opened for evaluation.
• The total cost excluding optional services indicated in the financial bid
would be considered for this purpose.
• Matsyafed reserves the right to accept or reject any proposal.
5.5 RIGHT TO ACCEPT OR REJECT ANY OR ALL PROPOSALS
Matsyafed reserves the right to accept or reject any proposal, and to
annul the tendering process and reject all proposals at any time prior to
award of contract, without there by incurring any liability to the affected
bidder or bidders or any obligation to inform the affected bidder or
bidders of the grounds for Matsyafed’s action.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
26
5.6 PAYMENT TERMS
Sl. No. Stage Payment (%)
I Software Application
Installation and Demonstration of Beta Version 30%
Completion of User Acceptance Testing 20%
II Implementation & Configuration
On Completion ,document submission &
Installation of Final Version / Go Live
30%
III Deployment
After 3 months Successful Deployment 20%
• TDS shall be deducted on all the payments made to the selected bidder on the
rates as specified by Govt.
• Payment of taxes and other applicable Government levies will be made according
to the rules and regulations as existing on the date of the payment
5.7 NO LEGAL RELASHIONSHIP
No binding legal relationship will exist between any of the Recipients /
Bidder / Service Providers and Matsyafed until execution of a contractual
agreement.
6. GENERAL TERMS AND CONDITIONS
a) Bidders are advised to study the Bid Document carefully. Submission
of the Bid shall be deemed to have been done after carefully studying
and examination of all instructions, eligibility criterion, terms and
requirement specifications contained in the RFP document with full
understanding of its implications. Failure to furnish all information
required in the RFP Document or submission of a bid not substantially
responsive to the RFP document in all respects will be at the bidder’s
risk and may result in the rejection of the bid.
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
27
b) An authorization letter from the bidder must be enclosed with the RFP
certifying that the person who signed the RFP is an authorized person
to sign on behalf of the bidder.
c) Bidders are requested to submit the bids in English language only
d) In case, the day of bid submission is declared Holiday by Govt. the
next working day will be treated as day for submission of bids. There
will be no change in the timings.
e) Bidders have the opportunity to get a clarification on bidding
conditions and processing system beforehand i.e. before last date for
submission of clarifications as stipulated in this RFP
f) Matsyafed will not be responsible for any delay on the part of the
bidder in obtaining the terms and conditions of the RFP notice or
submission of the bids
g) The offers submitted by hand/post/telegram/ fax/ E-mail etc. shall not
be considered. No correspondence will be entertained on this matter
h) Any alteration / overwriting / cutting in the bid should be duly
countersigned else it will be out rightly rejected
i) Un-signed, un-stamped and without certificate for authorized person
from bidder’s, bid shall not be accepted.
j) Conditional RFPs shall not be accepted on any ground and shall be
rejected straightway
k) Ambiguous bids will be out rightly rejected
l) Technical Bid not accompanied by desired documents, the same would
be rejected. Undertaking for subsequent submission of any of the above
document will not be entertained. However, Matsyafed reserves the
right to seek fresh set of documents or seek clarifications on the
already submitted documents.
m) No interest shall be payable for the Earnest Money Deposit
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
28
n) Matsyafed reserves the right to cancel this RFP or modify the
requirement without assigning any reasons. Matsyafed will not be
under obligation to give clarifications for doing the aforementioned.
o) Matsyafed also reserves the right to modify / relax any part of the RFP
prior to the submission data and time.
p) The decision of Matsyafed arrived during the various stages of the
evaluation of the bids is final & binding on all vendors. Any
representation towards these shall not be entertained by Matsyafed.
q) In case, the selected bidder is found in-breach of any condition of RFP
or supply order, at any stage during the course of supply/
installation/commissioning or warranty period, the legal action as per
rules/laws, shall be initiated against the selected bidder and EMD shall
be forfeited, besides the selected bidder concerned will not be allowed
to participate in any of the tenders from Matsyafed for at least 3 years
r) Any attempt by bidder to bring pressure towards Matsyafed‘s decision
making process, such bidders shall be disqualified for participation in
the present RFP and those bidders may be liable to be debarred from
bidding for Matsyafed RFPs in future for a period of three years
s) Matsyafed will not be responsible for any misinterpretation or wrong
assumption by the bidder, while responding to this RFP
t) The bidder shall be governed by the laws and procedures established
by the Government of India, within the framework of applicable
legislation and enactment made from time to time concerning such
commercial dealings/processing
u) Matsyafed has the right to terminate the contract, if the bidder
abandons the work or fails to commence and complete the work
in time, or fails to abide by the contract conditions. If delay is on
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
29
Matsyafed’s part, then extension of time will be granted to the
bidder for satisfactory completion of the work.
v) If the Selected Bidder requires an extension of time in completion of
any of the deliverable as per Schedule, it shall apply in writing to
Matsyafed for the same as soon as it is aware of the eventuality but
not after the stipulated date of completion of work. The Managing
Director, Matsyafed may extend the time at his discretion based on the
feedback from the Project Implementation Committee.
sd/-
MANAGING DIRECTOR
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
30
7. FINANCIAL FORMS
Letter of Financial Bid
RFP Reference:
Last date and time of submission of RFP:
The Managing Director
Kerala State Co-operative Federation for Fisheries Development Ltd.(Matsyafed)
Kamaleswaram, Manacaud Post
Thiruvananthapuram 695009
SUBJECT: RFP for Inventory Management System in Matsyafed.
We hereby offer to provide services at the prices and rates mentioned in the
financial bid (as per financial template)
We do hereby undertake that, the prices are in conformity with the
specifications prescribed. In the event of acceptance of our bid, the services
shall be provided as stipulated in the work order and the RFP terms and
conditions of the Bid.
We have carefully read and understood the terms and conditions of the RFP. We
do hereby undertake to provide the services as per these terms and conditions
Date : .............................
Signature :...............................
Name: ……………………….
RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM
31
FINANCIAL BID FORMAT (Price Schedule)
Sl.
No.
Item Description Amount
(in INR)
Remarks(if any)
1 Delivery of Inventory Management
Application for Matsyafed
2 Implementation & Configuration (on the
central server)
3 End User Training (at location specified by
Matsyafed)
4 Matsyafed’s server hosting
6 Optional Services
7 Any Others
Grand Total (Rs.)
8. AMC details
*Please mention licenses for all software products required for the successful implementation
of the project.
*Grand Total will be considered for price evaluation
* Apart from applicable taxes (GST as applicable at the time of billing), no other hidden /
additional charges will be allowed.