Guidelines to Consultant For Expression of Interest For Selection of System Integrator (SI) for Integrated Financial Management Information System (IFMIS) Implementation (NEA/CS/QCBS/PD-5) Client: Country: Nepal 1
for IFMIS Table of Contents 1. Introduction... 4 2. General information... 4 3. Procurement Process... 5 4. Qualification and Selection Criteria... 5 5. Templates for Submission of EoI... 8 6. Instructions for submission of Expression of Interest... 8 Appendix 1 Templates for Expression of Interest... 10 Page 2
for IFMIS Acronyms Used in this document Acronym EoI EPR ERP ICB IFMIS ISP NEA PSU QCBS RFP SI USD Full Form Expression of Interest Enhanced Performance Reward Enterprise Resource Planning International Competitive Bidding Integrated Financial Management Information System Institutional Strengthening Project Public Sector Undertaking Quality and Cost-based Selection Request for Proposal System Integrator United States Dollars Page 3
for IFMIS 1. Introduction The Government of Nepal has received a credit/grant from the World Bank s International Development Association (IDA) toward the cost of Nepal-India Electricity Transmission and Trade Project (NIETTP), and it intends to apply part of the proceeds of this credit/grant to payments under the Contract for Procurement of consulting services of System Integrator (SI) for the Implementation of Integrated Financial Management System (IFMIS). In this context, (NEA) is inviting Expression of Interest (EoI) from eligible Consultants/Firms and has accordingly issued the broad Terms of Reference (TOR) for the proposed assignment. This Guidance note is issued for assisting interested Consultants/Firms in preparation and submissions of EOI and provides the following: General information Procurement process to be followed Qualification and selection criteria Templates for EoI Instruction for submissions of EoI 2. General information The broad Terms of Reference (ToR) for EoI can be downloaded from NEA Website i.e. (www.nea.org.np). ToR is prepared to apprise the prospective Consultants about the broad scope of work of the project, to assess the capability of the prospective Consultants for this Project and shortlist Consultants meeting the qualification criteria based on the EoI submitted by them. The Request for Proposal (RFP) document with detailed Terms of Reference shall be issued to the shortlisted Consultants only. This document shall inter alia, include the functional requirements, solution architecture, implementation schedule, detailed project team, bill of material for hardware, software and networking, format for technical and financial proposal, etc. The consultant can submit Expression of Interest singly or by forming a joint venture. The Expression of Interest submitted by a joint venture (or intended joint venture) of two or more firms as partners shall also comply with the following requirements: One of the Members of JV shall be nominated as Lead Member, and this nomination shall be evidenced by submitting an executed/to be executed Joint Venture Agreement; The EoI shall be signed by the Lead Member; The Lead Member should be authorized to receive instructions for and on behalf of any and all members of the JV. All members of the JV shall be jointly and severally liable for the assignment. All members of the JV must meet the relevant minimum qualification criteria; A company may submit Expression of Interest either as a single Consultant on its own, or as partner in one, and only one, joint venture. If this requirement is not met, all Page 4
for IFMIS Expression of Interests involving the firm as a single Consultant or joint venture partner will be rejected. 3. Procurement Process System Integrator for this project will be selected in accordance with the procedures set out in the World Bank s Guidelines: Selection and Employment of Consultants by World Bank Borrowers, January 2011.For further information interested System Integrator may visit the website: http:// www.worldbank.org. In line with the procurement guidelines, the procurement process would comprise of the following two stages: Shortlisting of SIs based on Expression of Interest (EoI) Selection of SI through Quality and Cost Based Selection (QCBS) Method. The first stage would comprise of shortlisting of Firms based on an evaluation of Expression of Interest. Subsequently at second stage detailed RFP (as per the WB standard template) would be issued to the shortlisted Firms and the Consultant would be selected as per the QCBS selection process. 4. Qualification and Selection Criteria 4.1. General Eligibility The Expression of Interest (EoI) can be submitted by a firm/company/joint venture of companies that fulfill the following general criteria: Consultant must not have been declared ineligible by or World Bank for participation in future bids for unsatisfactory past performance, corrupt, fraudulent or any other unethical business practices or for any other reason. Consultant must not have been involved in a breach of general or specific instructions for bidding, general and special conditions of contract with or World Bank during the past 3 years. 4.2. Specific Eligibility Given that a variety of skills and resources are required to implement the Project, it is expected that a joint venture of companies/firms may bid for the project. One of the members of the joint venture should act as the Lead Member and be responsible to NEA for discharging project responsibilities. The specific eligibility and evaluation criteria are given in Exhibit 1. Kindly note that Consultants/Firms not meeting the minimum criteria specified for the parameters I(1) to I(6) and II(1) to II(2) and III(1) would not be considered for detailed evaluation: Page 5
I A Exhibit 1 Specific eligibility and evaluation criteria # Parameter Description Evaluation Parameter Minimum Required Supporting Documents Required (a) (b) ( c) (d) ( e) Organisation Background- Consultant/Lead Member of JV Company Profile & Financials (16 Marks) 1 Be a registered corporate body Copy of Incorporation Certificate Yes 2 Be in business for last more than 5 years No. of Years 5 3 B Have turnover of USD 100 million or more, individually, in each of the last three financial years i.e. F.Y. 2009-10, 2010-11, 2011-12 Certification (20 Marks) Turnover- Minimum in last three years (USD Million) 4 Have at least 250 professionals for the ERP Product, being offered. ERP Professional Strength 250 Self-Declaration 5 Be SEI CMMi (Capability Maturity Model) Level 3 certified. Certification Level CMMi3 C 6 7 II Manpower Strength (9 Marks) Possess/be able to provide the authorization of ERP Product, being offered, to supply customize, implement and support ERP solutions. Have Development Centre/Centre for Excellence with over 1000 employees Self Declaration/ Manufacturer s Authorization Form 100 Yes Copy of incorporation Certificate Audited financial statement/ Certificate from Auditor Copyof the certificate. If the certification is under audit, provide the letter from the auditor with the last certificate Self Declaration/ Manufacturer s Authorization Form Employee Strength N/A Self-Declaration Organisation Background- Each Member of JV 1 Be a registered corporate body Yes Copy of incorporation certificate 2 Be in business for last more than 5 years Yes 3 Turnover of USD 50 million or more, individually, in each of the last three financial years Turnover- Minimum in last three years (USD Million) Yes Copy of incorporation certificate Audited financial statement/certificate from Auditor 6
# Parameter Description Exhibit 1 Specific eligibility and evaluation criteria Criteria fulfillment by Consultant/Lead Member of JV Any JV Member Minimum Required Projects Maximum no. of projects to be evaluated (a) (b) ( c) (d) ( e) (f) III Organisational Experience During last 10 years, System Integrator must have implemented (as on date of submission of EoI) the ERP Product, being offered, in: ERP Experience (39 Marks) 1 Government bodies/psus /Private organizations. Yes Yes 5 12 2 3 4 Government body/public Sector Undertaking (PSU) having employee strength of more than 1000 with 200 (or more) ERP users. The value of the project (excluding hardware) should be over USD 1 million or equivalent. Projects involving compliances of statutory requirements through customization of standard ERP functionalities for the respective country. Integrating the ERP Product with non-erp applications (legacy applications viz., Energy Billing, Materials Management, Payroll, etc.) ERP Experience in Power Sector (12 Marks) Yes N/A 5 Yes N/A 2 Yes N/A 3 5 Power Sector Generation Yes N/A 2 6 Power Sector - Transmission Yes N/A 2 7 Power Sector - Distribution Yes N/A 2 ERP Implementation Support (4 Marks) 8 Post go-live support, for not less than 1 years, on the implemented ERP Product Yes N/A 4 Notes:- 1. The project citations offered against S. No. 2,5,6 and 7 should include atleast 3 modules out of Finance & Costing, Human Resource and Personnel (including Payroll and Retirement Benefits), Asset Management, Project Management and Materials Management Functions. 2. System Integrator should provide documentary evidence in the form of Customer Testimonials for each project Page 7
5. Templates for Submission of EoI The EoI templates include the following and are provided in Appendix I: Covering Letter for EoI Eligibility Declaration Letter A Brief about System Integrator s Organization Qualification Criteria Compliances System Integrator s Experience Manufacturer s Authorization Form 6. Instructions for submission of Expression of Interest Expression of Interest must be delivered under a sealed envelope to the address mentioned below: Mr. Jayandra Shrestha Project Director NEA - Institutional Strengthening Project Tel: +977 1 4153112 Fax: +977 1 4153118 E-mail: jayandra.shrestha@nea.org.np Expression of Interest can be submitted in hard copy (in person/through courier) or via email. In case of hard copy submission, envelope, containing Expression of Interest, should be super scribed as Expression of Interest for Selection of System Integrator - IFMIS. In case of submission through courier, consultant should ensure the receipt of the EoI by the Client on or before due date of submission. Consultants are advised to send the dispatch details to Client immediately after dispatching the EoI. For Submission through email, the EoI should be sent in PDF format to the e-mail addresses jayandra.shrestha@nea.org.np and nea.isp.ifmis@gmail.com. In order to avoid last minute rush/heavy traffic Consultants are advised to submit their EoI well advance in time. Further Consultants are also advised to contact NEA for confirming the receipt of EoI by the due date of submission. While doing so, Consultants should provide for adequate time for resending the EoI by the due date of submission, if the EoI is not received by NEA. EoI shall be received on or before 16.00 hours of 11 August, 2013 Nepal Standard Time i.e. UTC+5:45. Submissions of EoI after this deadline will not be accepted. Only short-listed agencies will be contacted for Request for Proposal document, and invited to submit their Technical and Financial Proposals. For any further clarification please contact Mr. Jayandra Shrestha at the above mentioned address. General information relating to EoI submission is provided below: 8
The Consultant shall submit only one EoI Format of the EoI should be in conformity with formats proscribed in this document EoI shall be submitted in English Language only. The Consultant is not permitted to modify, substitute or withdraw their EoI after submission NEA reserves the right to accept or reject any EoI, and to annul the EoI process and reject all EoI at any time prior to issue of RFP or award of contract, without thereby incurring any liability to the affected Consultant(s) or any obligation to inform the affected Consultant(s) of the grounds for such decision. Cost of preparing the EoI is not reimbursable. Page 9
Appendix 1 Templates for Expression of Interest A. Covering Letter for EoI (On Letter Head) Date: Mr. Jayandra Shrestha Project Director NEA - Institutional Strengthening Project Durbar Marg, Kathmandu, Nepal Tel: +977 1 4153112 Fax: +977 1 4153118 E-mail: jayandra.shrestha@nea.org.np Dear Sir, We, the undersigned, offer to provide our Expression of Interest for Selection of System Integrator for Implementation of IFMIS in accordance with your Request for Expression of Interest dated [Insert Date]. We are submitting our Expression of Interest in association with: [Insert a list with full name and address of each Joint Venture Member, if any] We hereby declare that all the information and statements made in this Expressions of Interest are true and accept that any misinterpretation contained in it may lead to our disqualification. Further the EOI being submitted is legally binding on us till the award of the Project. We provide herewith the following information about us and the joint venture member, if any. We understand you are not bound to accept any Expression of Interest you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Company: Address: Page 10
B. Eligibility Declaration Letter Mr. Jayandra Shrestha Project Director NEA - Institutional Strengthening Project Durbar Marg, Kathmandu, Nepal Tel: +977 1 4153112 Fax: +977 1 4153118 E-mail: jayandra.shrestha@nea.org.np Date: Dear Sir, This refers to our Expression of Interest ref. no dated. for Selection of System Integrator for Implementation of IFMIS in accordance with your Request for Expression of Interest dated [Insert Date]. We hereby declare that our company [name of the Organization] and our joint venture member [name of the Joint Venture Organization] have not been charged of involvement in any malpractice, fraud, scandal or any criminal case. We further declare that we have not been declared ineligible or blacklisted by any Government or Government Department for participation in future bids for unsatisfactory past performance, corrupt, fraudulent or any other unethical business practices or for any other reason. We hereby declare that all the information and statements made in this Expression of Interest are true and accept that any misinterpretation contained in it may lead to our disqualification. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Company: Address: Page 11
A Brief About System Integrator s Organization I. General Information Sl. Particulars Details to be furnished Details of the System Integrator (Lead Member in case of Joint Venture) Name Address Telephone Fax I E-mail Website Details of Authorized person Name Address Telephone E-mail II ERP product being SAP Oracle offered (mark the ERP Product being offered) Details of the members of the joint venture(provide the following details for each JV Member) Name Address III Telephone Fax E-mail Details of Authorized person Name Address Telephone E-mail II. Brief Background and the Description of the Organization Provide here a brief (two pages) background and the description of the organization of your Company/entity and each joint venture member for this assignment Page 12
C. Compliance with Qualification Criteria I. Information about the Company Sl. Name of the Status of the System Company Integrator or Public Ltd. All Members of /Private Ltd. JV (in case of JV) Whether Lead Member or Member Details of Incorporation of the Company Date of Ref. Incorporation of Doc the Company Details of Commencement of Business Date of Ref. Commencement Doc of Business II. Financial Details (as per audited Balance Sheet) Sl. Name of the Turnover, Net worth and Profit of the Company (USD in million) System Turnover Details Integrator or FY 20109-2010 FY 2010-2011 FY 2011-2012 All Members of JV (in case of JV) III. Details of specific responsibilities (applicable in case of joint venture) Sl. Name of each Member Company of Joint Venture Specific responsibilities of each member (including Lead Member) in the scope of work IV. Details other than those mentioned in table I, II and III above to establish compliances with the Qualification Criteria as per para 6 of this document Sl. Paramete r Parameter Description Supporting Documents Compliance (Yes/ No) Document Ref. No. Required 1. 2. 3. Note: Consultant is expected to mention all other details to establish compliances with the Qualification Criteria for the Project in the above table. Page 13
D. System Integrator s Experience Using the format below, provide the information (pertaining to number of projects, criteria fulfilment by, supporting documents attached) against each experience parameter for which details have been provided to evaluate experience requirement. S. No. Parameter Description Criteria fulfillment by (Tick whichever applicable) Consultant/Lead Member of JV Any JV Member No. of projects provided Supporting Documents Attached (Yes/No) During last 10 years, System Integrator must have implemented (as on date of submission of EoI) the ERP Product, being offered, in: 1 2 3 4 ERP Experience (39 Marks) Government bodies/psus /Private organizations. Government body/public Sector Undertaking (PSU) having employee strength of more than 1000 with 200 (or more) ERP users. The value of the project (excluding hardware) should be over USD 1 million or equivalent. Projects involving compliances of statutory requirements through customization of standard ERP functionalities for the respective country. Integrating the ERP Product with non-erp applications (legacy applications viz., Energy Billing, Materials Management, Payroll, etc.) ERP Experience in Power Sector (12 Marks) 5 Power Sector Generation 6 Power Sector - Transmission 7 Power Sector - Distribution ERP Implementation Support (4 Marks) 8 Post go-live support, for not less than 1 years, on the implemented ERP Product Notes:- 1. The project citations offered against S. No. 2,5,6 and 7 should include at least 3 modules out of Finance & Costing, Human Resource and Personnel (including Payroll and Retirement Benefits), Asset Management, Project Management and Materials Management Functions. 2. System Integrator should provide documentary evidence in the form of Customer Testimonials for each project Page 14
Using the format below, provide information on each assignment for which your firm/joint Venture, for this assignment, was legally contracted for carrying out Services similar to the ones requested under this assignment. Use a separate sheet for each Project. Assignment information shall be provided only for those assignments which involve customisation/implementation of ERP Product which is being offered for this Project. 1 Name of Project: 2 Country: 3. Name of Purchaser: 4. Purchaser address: 5. Nature of Information Systems and special features relevant to the Project for which the Request for EoI is issued: 6. Contract role (check one): Prime SupplierManagement ContractorSubcontractorPartner in a joint venture 7. Amount of the total contract/subcontract/partner share (in specified currencies at completion, or at date of award for current contracts) 8. Equivalent amount US$ Total contract: $ ; Subcontract: $ ; Partner share: $ ; 9. Date of award/completion 10. Contract was completed months ahead/behind original schedule (if behind, provide explanation). 11. Contract was completed US$ equivalent under/over original contract amount (if over, provide explanation). 12. Special contractual/technical requirements. 13. Indicate the approximate percent of total contract value (and US$ amount) of Information System undertaken by subcontract, if any, and the nature of such Information System. Page 15
E. Manufacturer s Authorization Form To: [insert full name of Employer] Applicant's/Joint Venture Partner's Legal Name: [insert full name] Date: [insert day, month, year] Applicant JV Party Legal Name: [insert full name] ICB No. and title: [insert ICB number] WHEREAS who are official producers of and having production facilities at do hereby authorize located at (hereinafter, the Applicant ) to submit a bid and subsequently negotiate and sign a Contract with you for resale of the following Products produced by us: We hereby confirm that, in case the bidding results in a Contract between you and the Consultant, the above-listed products will come with our full standard warranty. Name In the capacity of Signed Duly authorized to sign the authorization for and on behalf of : Dated on day of Note: This authorization should be written on the letterhead of the Manufacturer and be signed by a person with the proper authority to sign documents that are binding on the Manufacturer. Page 16