CONSULTANCY SERVICES FOR PREPARATION AND SUBMISSION OF REPORTS ON ERP FINANCE MODULE (CODE: MSTC-ERP-CP) Request for Proposal (RFP) For Appointment of Consultant RFP NO.:MSTC/CP/MOU/CONSULTANT/ERP/12-13/03 TO BE OPENED ON 20-06-2012 AT 15-00 HRS LAST DATE & TIME OF SUBMISSION AT 14-30 HRS OF 20-06-2012 1
TABLE OF CONTENTS SECTION 1. LETTER OF INVITATION 3 SECTION 2. BASIC ELIGIBILITY CRITERIA.4 SECTION 3. INFORMATION TO CONSULTANTS..5 DATA SHEET..12 SECTION 4. TECHNICAL PROPOSAL STANDARD FORMS...17 SECTION 5. FINANCIAL PROPOSAL - STANDARD FORMS...26 SECTION 6. TERMS OF REFERNCE FOR CODE: MSTC-ERP-CP...28 2
SECTION 1. NOTICE OF INVITATION Consultancy Services for Preparation and submission of reports on ERP Finance Module 1. MSTC invites Proposals in two covers separately for Technical and Price Bids and both covers put in a single cover marked Tender for Appointment of Consultant, RFP No.: MSTC/CP/MOU/Consultant/ERP/12-13/03 to be opened on 20-06-2012 from reputed Consulting agencies to provide Consulting Services to assist in the above project. 2. A firm will be selected under Quality-and Cost-Based Selection (QCBS) procedures described in this RFP. 3. The RFP includes the following documents: 3.1 - Section 1 - Notice of Invitation 3.2 - Section 2 - Basic Eligibility Criteria 3.3 - Section 3 - Information to Consultants 3.4 - Section 4 - Technical Proposal Standard Forms 3.5 - Section 5 - Financial Proposal - Standard Forms 3.6 - Section 6 - Terms of References 4. The tenderer should specify clearly whether they are submitting the proposal alone or in association with others. In latter case the names of the Associates are to be given. 5. The tenderer should clearly state the name(s), address, phone No., fax No. & e-mail id etc. of the associate. 6. The tenderer should specify clearly with copies of supporting documents in respect of their nature of association with the associate. 7. However, the tenderer shall alone be responsible for all contractual obligations with MSTC. 3
SECTION 2. BASIC ELIGIBILITY CRITERIA AS DETAILED IN THE TENDER DOCUMENT HEREAFTER a) MSTC invites services of professional reputed consultant firm who has adequate experience and qualified people to conduct the events. b) Specific experience of consultant c) Adequacy of proposed work (Write up) d) Qualification & competence e) Reference assignment done in last 05 years along with testimonials. If any f) Whether blacklisted or debarred by any PSU s or Govt. agencies 4
1. INTRODUCTION (A Government of India Enterprise) SECTION 3. INFORMATION TO CONSULTANTS 1.1 MSTC will select a firm, in accordance with the method of selection indicated in the Data Sheet detailed in the Guidelines indicated in the Data Sheet. 1.2 The Consultants are invited to submit a Technical Proposal and Financial Proposal, as specified in the Data Sheet (the Proposal) for consulting services required for the Assignment named in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately signing of a contract with the selected firm. 1.3 The Consultants must familiarize themselves with local conditions and take them into account in preparing their Proposals. To obtain first-hand information and to clarify any doubts on the Assignment and on the local conditions, consultants are encouraged to attend a pre-bid meeting to be held in the office of MSTC before submitting their proposal. 1.4 Please note that all costs for submission of the proposal have to be borne by the tenderer. 1.5 MSTC reserve the right to accept any of the Proposals submitted and may reject any or all the proposals submitted. 2. CLARIFICATION AND AMENDMENT TO RFP DOCUMENTS 2.1 Consultants may request clarification of any of the RFP documents in the Pre-bid meeting. 2.2 At any time before the submission of Proposals, MSTC may, for any reason, whether at its own initiative or in response to a clarification requested by an invited firm, modify the RFP documents by amendment. Any amendment shall be issued in writing through addenda. Addenda shall be hosted in MSTC website and will be binding on the tenderers. MSTC may at its discretion extend the deadline for the submission of proposals. 5
3.0 PREPARATION OF PROPOSAL (A Government of India Enterprise) 3.1 Consultants are requested to submit a Proposal (Para 1.2) written in the Language(s) specified in the Data Sheet. Technical Proposal 3.2 In preparing the Technical Proposal, consultants are expected to examine the documents comprising this RFP in detail. Material deficiencies in providing the information requested below may result in rejection of a Proposal. 3.3 If a firm considers that it does not have all the expertise for the Assignment, it may obtain a full range of expertise by associating with individual consultant(s) and/or other firms or entities in a joint venture relationship or sub-consultancy or consortium, etc. as appropriate. However, the details of the associate should be provided and the type should be clearly indicated. The tenderer alone shall be responsible for all contractual obligations. 3.4 The technical proposal should provide the following information using the attached Standard Forms (Section 4): (i) A brief description of the firm s organization and an outline of recent experience on assignments (Section 4 B) of a similar nature. For each assignment, the outline should indicate inter-alia, the profiles and names of the staff provided. Duration of the assignment, contract amount and firm s involvement. (ii) A description of methodology and work plan for performing the assignment. (Section 4 C). (iii) The list of the proposed staff team by speciality, the tasks that would be assigned to each staff team member, and their timing (Section 4D). 6
(iv) Curriculum-Vitae (CV) recently signed by the proposed professional staff, attested by the Director of firm or the authorized representative, submitting the proposal (Section 3E). (v) Activity (work) schedule (Section 4F). (vi) A brief description of the associate, if any, the Specialization of the Associate, their experience in the particular field and their relevance for the Assignment is to be submitted. (vii) The competence of the Associate in the particular field to be also specified by the tenderer. 3.5 Documentary evidence in support of all the above, as far as possible, are to be submitted by the tenderer. 3.6 The Technical Proposal shall not include any financial information. Financial Proposal 3.7 In preparing the Financial Proposal, consultants are expected to take into account the requirements and conditions of the RFP specified herein. The Financial Proposal should follow Standard Forms (Sections 5). 3.8 Consultants shall express the price of their services in Indian Rupees. 3.9 The proposals (Technical & Financial) shall remain valid for at least 30 days from the date of opening of Price Bid. During this period, the consultant is expected to keep available the professional staff proposed for the assignment. The Client will make its best effort to complete negotiations, if any, and to take a decision within this period. If the Client wishes to extend the validity period of the proposals, the consultants who do not agree have the right not to extend the validity of their proposals. 7
4. SUBMISSION, RECEIPT AND OPENING OF PROPOSALS 4.1 The original Proposal (Technical Proposal and if required Financial Proposal; see Para 1.2) shall be prepared in indelible ink. It shall contain no interlineation or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the person or persons who sign(s) the Proposals. 4.2 Any authorized representative of the firm should initial all pages of the Proposal. The authorized representative s authorization is to be confirmed by a written power of attorney from the Board/Proprietor/Partners, etc. accompanying the Proposal. 4.3 For each Proposal, the Consultants should prepare the number of copies indicated in the Data Sheet. Each Technical Proposal and Financial Proposal should be marked Original or Copy as appropriate. If there are any discrepancies between the original and the copies of the Proposal, the original governs and shall be binding. 4.4 The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked Technical Proposal, and the original and all copies of the Financial Proposal in a sealed envelope clearly marked Financial Proposal and warning: Do Not Open with the Technical Proposal. Both envelopes shall be placed into an outer envelop and sealed. This outer envelope shall bear the RFP number, submission address and other information indicated in the Data Sheet and clearly marked, Consultancy Services for Preparation and submission of reports on ERP Finance Module 4.5 The completed Technical and Financial Proposal as stated above, must be delivered at the submission address on or before the time and date stated in the Data Sheet. Any proposal received after the closing time for submission of proposals shall be rejected /retuned unopened. 8
4.6 After the deadline for submission of proposals the Technical Proposal shall be opened immediately by the Competent Authority in the presence of those consultants who may like to be present. The Financial Proposal will remain sealed and will be opened in presence of the bidder who are found to be qualified in the Technical Bid on a given time and date. 5. PROPOSAL EVALUATION General: 5.1 Any effort by the firm to influence MSTC official for proposal evaluation, proposal comparison or contract award decisions may result in the rejection of the consultant s proposal. The bidders should specifically agree and confirm in writing that they agree and accept the Integrity Pact as available in MSTC s website www.mstcindia.co.in Evaluation of Technical Proposals 5.2 The Competent Authority will evaluate the proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, and point system specified in the Data Sheet. Each responsive proposal will be given a technical score (St). A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated in the Data Sheet. Public Opening and Evaluation of Financial Proposals; Ranking 5.3 After the evaluation of the Technical bid, MSTC shall notify those consultants whose proposals did not meet the minimum qualifying mark or were considered non-responsive to the RFP and Terms of Reference, indicating that their Financial Proposals will be returned unopened after completing the selection process. MSTC shall simultaneously notify the consultants who have secured the minimum qualifying mark, indicating the date and time set for opening the Financial Proposals. The notification will be sent by electronic mail only. 9
5.4 The Financial Proposals shall be opened in presence of the consultants representatives who choose to attend. The name of the consultant, the qualify scores, and the proposed prices shall be read aloud and recorded when the Financial Proposals are opened. 5.5 The lowest Financial Proposal (Fm) will be given a financial score (Sf) of 100. The financial scores of the other Financial Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T + P = 1) indicated in the Data Sheet: S = St x T% + Sf x P%. The tenderer achieving the highest combined Technical & Financial Score will be invited for negotiations on the technical bid only. 6.0 NEGOTIATIONS 6.1 Negotiations, if required, will be held at the address indicated in the Data Sheet for the Technical proposal only. The aim is to reach agreement on all points and sign a contract. 6.2 Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. MSTC and firm will then work out final Terms of Reference, staffing, and bar charts indicating activities, staff, periods in the field and in the home office, staff-months, logistics, and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the Description of Services and form part of the contract. Special attention will be paid to getting the most the firm can offer within the available budget and to clearly define the inputs required from the Client to ensure satisfactory implementation of the Assignment. 6.3 In the above negotiation, MSTC s decisions will be final and binding on the Consultant /Tenderer. 10
6.4 Having selected the firm on the basis of, among other things, an evaluation of the proposed key professional staff, the Client expects to negotiate a contract as above on the basis of the experts named in the Proposal. Before contract negotiations, MSTC will require assurances that the experts will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff were offered in the proposal without confirming their availability, the firm may be disqualified. 6.5 The negotiations will conclude with a review of the draft form of the contract. To complete negotiations the Client and the firm will initial the agreed contract. If negotiations fail, MSTC reserves the right to invite firm whose proposal received the second highest score to negotiate a contract suitably. 7. AWARD OF CONTRACT 7.1 The contract will be awarded on the basis of the composite points as mentioned in Sl. No. 5.1 of Data Sheet. MSTC will notify other consultants on the shortlist that they were unsuccessful and return the Financial Proposals of those consultants who did not pass the evaluation. 7.2 The firm is expected to commence the Assignment on the date and at the location specified in the Data Sheet. 8. CONFIDNETIALITY 8.1 Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the consultants who submitted the proposals or to other persons not officially concerned with the proposal, until the winning firm has been notified that it has been awarded the contract. 11
DATA SHEET Information to Consultants Clause Reference 1.1 The name of the Client is MSTC Ltd, MSTC invites services of professional reputed consultant firm who has adequate experience and qualified people to conduct the events. The method of selection is: Quality and Cost Based Selection (QCBS). 1.2 A Technical and Financial Proposal are requested: Yes The name, objectives and description of the Assignment are: 1. Name of the Assignment: Consultancy Services for Preparation and submission of reports on ERP Finance Module. 2. Objectives and the description of the Assignment: As detailed in the attached Terms of Reference. 1.3 The name, address and telephone/numbers of the Client s Official is: Mr. M I Baskaran, DGM (CP) 225C, A. J. C. Bose Road, 5 th Floor, Kolkata: 700 020 Phone: (033) 2290 1084/7557, 2290 0964, +91 98311 84181 Fax: (033) 2281 3089/2287 8547 E. mail: mibaskaran@mstcindia.co.in 2.1 Clarifications may be requested in the Pre-bid meeting to be held within 07-10 (seven to ten) days from the date of issue of this RFP document. Each potential tenderer will be called separately for clarifications and MSTC reserves the right to issue any amendment, if necessary. 3.1 Proposal should be submitted in English only 12
3.2 Proposals must remain valid for 30 days after the submission date. 4.1 Consultants must submit an original and two additional copies of technical proposal, and only original of the financial proposal. Technical and Financial proposals must be in separate covers, and appropriately sealed and marked. 4.2 The proposal submission address is as given in Clause 1.3. The information on the outer envelope should also include: Consultancy Services for Preparation and submission of reports on ERP Finance Module with the RFP No. and the last date and time of submission of the proposal. 4.3 Proposals must be submitted not later than the following date and time 14-30 Hrs. on 20-06-2012. 13
5.1 The number of points to be given under each of the evaluation criteria is: i) Specific experience of the Consultant related to the assignment : Total points - 30 ii) Adequacy of the proposed work plan and methodology for ERP Finance module in response to the Terms of Reference (TOR) Total points - 20 iii) Qualifications and competence of the key staff in for the Assessment : Total points - 50 (i) Specific experience of the consultants related to the Assignment: Total - 30 The break-up of the above is as under: a) Experience in advisory or consultancy services of PSU s/govt./service sector/ reputed private companies relevant to the engagement: 10 (b) Experience in development of ERP Finance module with PSU s/govt. Service sector/reputed private companies in India: 10 (c) Experience in development and integration of Business functions through ERP with PSU s /Govt./Service Sector/reputed private companies 10 ii) Adequacy of the proposed work plan and methodology for ERP implementation (Finance module) in response to the TOR Total - 20 14
(ii) Qualifications and competence of the key staff for the Assignment: Total 50 The break-up of the above is as under: a) Project leader: 15 Should have at least 15 years of advisory experience including experience of working in the area of ERP implementation and development plan of reputed companies in India (b) Specialist on subject matter: 15 Should have at least 10 years of working/advisory experience in Trading PSU s/govt./service sector/reputed companies in India. (c) Support member 1: 10 should have at least 5 years of advisory experience in development and implementation of ERP module preferably in Trading PSU s/govt./service sector/reputed companies in India. (d) Support member 2: 10 Should have at least 2 years of advisory experience on designing and documenting the ERP architecture preferably in Trading PSU s/govt./ Service sector/ reputed companies in India. Total points: 100 The minimum technical score required to pass is: 60 Points 15
5.2 The formula for determining the financial scores is the following: [Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price, and F the price of the proposal under consideration] The weights given to the technical and Financial Proposals are: T = 0.60, AND P = 0.40 5.3 The number of points to be given under each of the evaluation criteria, mentioned above will solely depend on the MSTC s assessment of the factors for the tenderer based on the documents submitted by them, which shall be final and has to be accepted by the tenderer without any representation or dispute, etc at any stage or even after the finalization of the contract. 16
SECTION 4. TECHNICAL PROPOSAL STANDARD FORMS 4A Technical Proposal submission form. 4B Firm s references. 4C Description of the methodology and work plan for performing the assignment. 4D Team composition and task assignments. 4E Format of Curriculum Vitae of proposed professional staff. 4F Activity (work) schedule. 17
4A. TECHNICAL PROPOSAL SUBMISSION FORM (Letter head of the Firm) [Location, Date] (Name and address of the Client) Dear Sir, REF: RFP NO. OPENED ON Sub: Consultancy Services for Preparation and submission of reports on ERP Finance Module We, the undersigned, offer to provide the consulting services for the above in accordance with your Request for Proposal dated [date], and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. If negotiations are held during the period of validity of the Proposal, we undertake to negotiate on the basis of the proposed staff. We understand you are not bound to accept any Proposal you receive and reserve the right to reject any or all the proposal(s) without assigning any reason. We abide by all the Terms and Conditions of this tender. Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of the Firm: Address: 18
4 B. FIRMS S REFERNECES Relevant Services Carried out in the Last five Years that Best Illustrate Qualifications Using the format below, provide information on each reference assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted. Provide the reference assignments done in the last five years (minimum 5 years) of which at least 2 (two) must be with Government or semi government organization related assignment and at least one in service sector viz. trading firms, e-commerce etc. (Separate sheet may be added, if needed) 19
Assignment Location within Country: Name of Client Country Professional Staff Provided by Your Firm/entity)(Profiles) No. of Staff Address: Start Date (Month/Year) Completion Date(Month/Year) No. of Staff-Months, duration of assignment Approx. Value of Services (in Current INR): Name of Associated Consultants, if any: No. of Months of Professional Staff, provided by Associated Consultants: Name of Senior Staff (Director/Coordinator, Team Leader) involved and functions performed: Narrative Description of the assignment: Description of Actual Services Provided by your Staff: Firm s Name Company Seal Signature: Designation N.B.: (i) The above format to be filled in for each assignment separately. (ii) (iii) For description additional pages may be attached, if required. Copies of reports may be submitted; if required. 20
4 C. DESCRIPTIONS OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT Firm s Name Company Seal Signature: Designation: N.B.: To be descriptive along with flow chart, PERT CPM, bar diagram, Pie Chart etc. and additional pages may be attached. 21
4 D. TEAM COMPOSITION AND TASK ASSIGNMENTS 1. Technical/Managerial Staff Sl. No. Name Position Task 1. 2. 3. 4. 2. Support Staff Sl. No. Name Position Task 1. 2. 3. 4. 22
4 E. FORMAT OF CURRICULUM VITAE (CV) FOR TEAM LEADER PROPOSED PROFESSIONAL STAFF Proposed Position : Name of Firm : Name of Staff : Profession : Date of Birth : Years with Firm / Entry: Nationality : Membership in Professional Societies : Detailed Task Assigned : Key Qualification: [Give an outline of staff member s in-depth and successful experience and training most pertinent to tasks on assignment] Education: [Summarize college/university and other specialize/management/professional education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page] 23
Employment Record: [Starting with present position, list in reverse order every employment held/ by a staff member since graduation, giving dates, names of employing organizations, titles of positions held and locations of assignments. For experience in last ten years, also given types of activities performed and client references, where appropriate. [Use about three quarters of a page] Languages: [For each language indicate proficiency: Excellent, good, fair, or poor; in speaking, reading and writing] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. Date [Signature of staff member and authorized representative of the Firm] Day/Month/Year Full name of the staff member Full name of the authorized representative 24
A. Activity Schedule 4. F ACTIVITY (WORKS) SCHEDULE Sl No. Item of activity (Works) 1 st 2 nd 3 rd 4 th 5 th 6 th 7th 8th B. Completion and Submission Reports Reports: Programme (Date) 1. Inception Report 25
SECTION 5. FINANCIAL PROPOSAL STANDARD FORM Financial Proposal submission form. 26
SECTION 5. FINANCIAL PROPOSAL STANDARD FORM (Letterhead of the firm) [Location, Date] Name and address of the Client Dear Sir, Sub: Consultancy Services for Preparation and submission of reports on ERP Finance Module. We, the undersigned, offer to provide the consulting services for the above in accordance with your Request for Proposal and our Proposal (technical and Financial Proposals). Our financial proposal is for the sum of Rs. [Amount in words and figures]. This includes our fees, all expenses and service tax. Our financial proposal shall be binding upon us subject to the modifications resulting from contract negotiations, up to expiration of the validity period of the Proposal. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of the Firm: Address: 27
SECTION 6. TERMS OF REFERENCE FOR CODE: MSTC-ERP-CP Background MSTC Ltd. a MINI RATNA CATEGORY-1, Public Sector Enterprise under the administrative control of Ministry of Steel, Government of India. It was basically an organisation designed to render services to segment of steel industries. We were canalising agency for import of a number of steel scrap items viz., CSMS, old vessels for demolition, stainless steel scrap etc. We were also used to cater the integrated steel plants for disposal of their scrap items. During early 80s we expanded our activity for disposal of scrap and other items from different PSU and govt. Departments. MSTC has been contributing to the metals and scrap trading arena in India by specializing in international trade of ferrous scrap and also by undertaking the marketing of ferrous and miscellaneous scrap. Today MSTC is the major importer of ferrous scrap, steam coal, Lam coke in the country. In the domestic front we have also modernized mode of disposal. With the expansion of e-commerce we have introduced e-auction, e-sale and e-procurement etc. a total web based solution. We have our own portal www.mstcecommerce.com. In the last financial year our business volume was `21000 cr. Objectives: The presence of the consultant who will design and document the ERP is very much essential at the time of implementation and as such the requirement needs to be segregated into two parts. One is the pre-implementation i.e. study and design part and the other is the implementation part. Scope of Work In order to execute the objectives as mentioned above, MSTC seeks support of Reputed Consultant Firms. 28
The consultant shall undertake the following tasks:- TASK I To study the existing business process at MSTC and to select an ERP solution which can fulfill the business needs of MSTC. To study the existing as-is system of MSTC and enumerate the existing business functions. The consultant should be capable of suggesting improvements. TASK II The ERP suggested should be capable of providing a reasonable ROI. The consultant needs to concentrate on the designing of a finance module present in the selected ERP which will be capable of tackling the financial transactions of all business processes happening at MSTC TASK III The module should be capable of integrating it with ecommerce system and integrating the financial process that exists in the Marketing division. The consultant needs to have the vision to integrate future requirements also. In other words the consultant should design the module such that the solution provided should be a scaleable one. TASK IV Designing and documenting the ERP architecture and the designing should meet the expectation of the users. Selection of technical consultant and implementation of the ERP (Finance module) by the technical consultant where the functional consultant should be instrumental in making the technical ERP expertise stay aligned with the exact functionality as required by MSTC. The functional consultant should state the fees separately for the above two requirements as mentioned in task IV. TASK V Develop a report on ERP- Finance module and submit the final report on 15.11.2012 ******** 29