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THANE SMART CITY LIMITED, THANE

Request for Proposal (RFP)

For

Selection of a System Integrator


for Implementation of Integrated
ERP Solution for Municipal
Services at Thane Smart City
Limited

RFP Reference No: TMC/PRO/SMARTCITY/1248/2018-19

Date: 28.11.2018

Issued by: Thane Smart City Limited, Government of


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Confidentiality
This document has been circulated for limited circulation only, amongst the interested parties
(Bidders) who have requested for the purchase of RFP for Selection of a System Integrator for
Implementation of Integrated ERP Solution for Municipal Services at Thane Smart City Limited.
Information shared with Bidders through this document is confidential in nature. Any further
circulation of this information without prior permission of Thane Smart City Limited is prohibited
and shall attract punishment/ penalties.

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Disclaimer
1. Thane Smart City Limited, Government of Maharashtra has issued this Request for Proposal
(hereinafter referred to as “RFP”) for Selection of a System Integrator for Implementation of
Integrated ERP Solution for Municipal Services at Thane Smart City Limited on such terms
and conditions as set out in this RFP document, including but not limited to the Technical
Specifications set out in different parts of this RFP document.
2. This RFP has been prepared with an intention to invite prospective Applicants/ Bidders and
to assist them in making their decision of whether or not to submit a proposal. It is hereby
clarified that this RFP is not an agreement and the purpose of this RFP is to provide the
bidder(s) with information to assist them in the formulation of their proposals. This RFP
document does not purport to contain all the information bidders may require. This RFP
document may not be appropriate for all persons, and it is not possible for Thane Smart City
Limited to consider the investment objectives, financial situation and particular needs of each
bidder.
3. Thane Smart City Limited has taken due care in preparation of information contained herein.
However, this information is not intended to be exhaustive. Interested parties are required to
make their own inquiries and respondents shall be required to confirm in writing that they have
done so and they do not solely rely on the information contained in this RFP in submitting
their Proposal. This RFP includes statements, which reflect various assumptions and
assessments arrived at by Thane Smart City Limited in relation to the Project. Such
assumptions, assessments and statements do not purport to contain all the information that
each Bidder may require.
4. This RFP is not an agreement by and between Thane Smart City Limited and the prospective
bidders or any other person. The information contained in this RFP is provided on the basis
that it is non–binding on Department, any of its authorities or agencies, or any of their
respective officers, employees, agents, or advisors. Thane Smart City Limited makes no
representation or warranty and shall incur no liability under any law as to the accuracy,
reliability or completeness of the information contained in the RFP document. Each Bidder is
advised to consider the RFP document as per his understanding and capacity. The bidders
are also advised to do appropriate examination, enquiry and scrutiny of all aspects mentioned
in the RFP document before bidding. Bidders are encouraged to take professional help of
experts on financial, legal, technical, taxation, and any other matters / sectors appearing in
the document or specified work. Bidders are also requested to go through the RFP document

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

in detail and bring to notice of Thane Smart City Limited any kind of error, misprint,
inaccuracies, or omission in the document. Thane Smart City Limited reserves the right not
to proceed with the project, to alter the timetable reflected in this document, or to change the
process or procedure to be applied. Thane Smart City Limited also reserves the right to
decline to discuss the Project further with any party submitting a proposal.
5. No reimbursement of cost of any type shall be paid to persons or entities submitting a
Proposal. The Bidder shall bear all costs arising from, associated with or relating to the
preparation and submission of its Bid including but not limited to preparation, copying,
postage, delivery fees, expenses associated with any demonstrations or presentations which
may be required by Thane Smart City Limited or any other costs incurred in connection with
or relating to its Bid.
6. This issue of this RFP does not imply that Thane Smart City Limited is bound to select and
pre-qualify Bids for Bid Stage or to appoint the Selected Bidder, as the case may be, for the
project and Thane Smart City Limited reserves the right to reject all or any of the Bids without
assigning any reasons whatsoever.
7. Thane Smart City Limited may, in its absolute discretion but without being under any
obligation to do so, update, amend or supplement the information, assessment or
assumptions contained in this RFP.
8. Thane Smart City Limited, its employees and advisors make no representation or warranty
and shall have no liability (for any cost, damage, loss or expense which may arise from or is
incurred or suffered on account of anything contained in this RFP or otherwise, including but
not limited to the accuracy, adequacy, correctness, completeness or reliability of the RFP and
any assessment, assumption, statement or information contained therein or deemed to be
part of this RFP or arising in any way with eligibility of Bidder for participation in the Bidding
Process) towards any Applicant or Bidder or a third person, under any law, statute, rule,
regulation or tort law, principles of restitution or unjust enrichment or otherwise.
9. Thane Smart City Limited also accepts no liability of any nature whether resulting from
negligence or otherwise howsoever caused arising from reliance of any Bidder upon the
statement contained in this RFP.
10. Interested parties, after careful review of all the clauses of this ‘Request for Proposal’, are
encouraged to send their suggestions in writing to Thane Smart City Limited. Such
suggestions, after review by Thane Smart City Limited may be incorporated into this ‘Request
for Proposal’ as a corrigendum which shall be uploaded onto the e-tender website
(https:/mahatenders.gov.in/) and Thane Smart City Limited website:

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Abbreviations & Definitions


Acronym Full Form
Authorised The bidder’s representative/ officer vested (explicitly, implicitly, or
Signatory through conduct) with the powers to commit the authorizing
organization to a binding agreement. Also called signing officer/
authority having the Power of Attorney (PoA) from the competent
authority of the respective Bidding firm.
BG Bank Guarantee
Bid/ e-Bid A formal offer made in pursuance of an invitation by a procuring entity
and includes any tender, proposal or quotation in electronic format.
Bidder / Service The Organization(s) on whose behalf the tender response has been
Provider / Vendor submitted.

Bidding Document Documents issued by the procuring entity, including any


amendments thereto, that set out the terms and conditions of the
given procurement and includes the invitation to bid.
BoM Bill of Material
Business Day Any day that is not a Sunday or a public holiday and starts at 9.30 AM
CEO Chief Executive Officer
Commercial Off- Software products that are ready-made and available for sale, lease,
The-Shelf (‘COTS’) or license to the general public
Contract Tender and all Annexes thereto, the Agreement entered into between
the selected Bidder together with the Purchaser as recorded in the
Contract form signed by the Purchaser and the Bidder including all
Annexes thereto and the agreed terms as set out in the bid, all
documents incorporated by reference therein and amendments and
modifications to the above from time to time
Contract Value The price payable to the bidder under this Contract for the full and
proper performance of its contractual obligations. The Contract Value
shall be equal to the total Bid Price
Document Any embodiment of any text or image however recorded and includes
any data, text, images, sound, voice, codes or and databases or
microfilm or computer-generated micro fiche
EC Eligibility Criteria
Effective Date The date on which this Contract comes into force. This Contract shall
come into force and effect on the date (the “Effective Date”) of the
Purchaser’s notice to the SI instructing the SI to begin carrying out the
activities
GIS Geographic Information System
Goods All software, products accessories and/or other material / items which
the SI is required to install and maintain under the contract. Goods also
mean the hardware that the bidder intends to request TSCL for
purchase/ Rent/Lease for successful implementation of the solution
other than the already procured hardware by TSCL
IC Incorporation certificate
IT Information Technology

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
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Acronym Full Form


Intellectual Property Any patent, copyright, trademark, trade name, service marks, brands,
Rights (‘IPR’)” propriety information, Application Software whether arising before or
after the execution of this Contract and the right to ownership and
registration of these rights.
LoI Letter of Intent
O&M Operations & Maintenance
OEM / Original Equipment Manufacturer /
P-OEM / Platform Platform Original Equipment Manufacturer (OEM)
OEM
PQ Pre-Qualification
Purchaser Thane Smart City Limited (‘TSCL’), and its successors and
assignees.
RFP Request For Proposal
Selected Bidder Organization(s) selected by Purchaser as a result of the tendering
process described in this tender document
Services Services to be provided as per the requirements / conditions
specified in this tender / contract. In addition to this, the definition
would also include other related/ancillary services that may be
required to execute the scope of work under the Contract.
SLA Service Level Agreement is a negotiated agreement between two
parties wherein one is the customer and the other is the service
provider. It is a service contract where the level of service is formally
defined. In practice, the term SLA is sometimes used to refer to the
contracted delivery time (of the service) or performance.
Software Application Software components that are required to cater to
functional requirement specifications - Core application as well as
others
Any system component that is required for the functioning of TSCL
systems’ as per the requirements and SLAs
TSCL Thane Smart City Limited
TPA Third Party Auditors
UAT User Acceptance Testing
UTM Universal Transverse Mercator

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Definitions
1. Affected Party shall mean the party claiming to be affected by a Force Majeure event in
accordance with section 11.8.

2. Agreement shall mean this Agreement and including schedules hereto. (i) Request for
Proposal (RFP) (ii) Bidder’s submission to RFP (iii) terms and conditions of Agreement (iv)
work specifications (v) offer of the Bidder (vi) schedules to the Agreement (vii) any
correspondence exchanged with respect to this Agreement or additional document
constituting part of the Agreement.

3. Applicable Law shall mean all laws in force and effect, as of date hereof and which may
be publicized or brought into force and effect hereinafter in India including judgements,
decrees, injunctions, writs or orders of any court of record, as may be in force and effect
during the subsistence of this Agreement and applicable to the Project.

4. Applicable permits shall mean all clearances, permits, authorizations, consents and
approvals required to be obtained or maintained by the Service Provider under applicable
law, in connection with the project during the subsistence of this Agreement.

5. Appointed Date shall mean the date of signing of this Agreement between the Service
Provider and THANE SMART CITY LIMITED.

6. Authority Means any agency, legislative, judicial or executive authority, public or statutory
person, whether autonomous or not, of the GoI (Government of India) or GoM (Government
of Maharashtra) or any local authority including the THANE SMART CITY LIMITED, its
division or any other sub-division or instrumentality or any thereof.

7. Bidders shall mean a Bidding Company, which has submitted a Bid in response to this RFP
Document.

8. Commercial Operations Date (COD) shall be the date on which the Project Officer has
issued the Readiness Certificate for Go-Live of Integrated ERP Solution for TSCL

9. Commissioning Period shall mean the period of 9 (six) months from the Appointed Date
to the COD.

10. Contract Period shall mean a period of 5 years from Post implementation/Go-Live from the
Appointed Date.

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11. Consortium shall mean the consortium to which the Project has been awarded, consisting
of <<details of members the Consortium>> and acting pursuant to the Joint Deed
Agreement.

12. Emergency shall mean a condition or situation that is likely to endanger the safety of the
individuals on or about the project or which poses an immediate threat of material damage
to any of the Project and Project Facilities.

13. Encumbrance shall mean any encumbrance such as mortgage, charge, pledge, lien,
hypothecation, security interest, assignment, privilege or priority of any kind having the
effect of security or other such obligations and shall include without limitation any
designation of loss payees or beneficiaries or any similar arrangement under any insurance
policy pertaining to the project, claims for any amounts due on account of taxes, cesses,
electricity, water and other utility charges.

14. Fee shall mean the amount quoted in Indian Rupees by the Service Provider and payable
by THANE SMART CITY LIMITED to the Service Provider in consideration for the Project .

15. Good Industry Practice shall mean the exercise of that degree of skill, diligence, prudence
and foresight in compliance with the undertakings and obligations as under this Agreement,
which would reasonably and ordinarily be expected of a skilled and an experienced person
engaged in the implementation, operation and maintenance or supervision or monitoring
thereof, of any of them of a project similar to that of the project.

16. Government Agency shall mean Government of India (GoI), Government of Maharashtra
(GoM), Corporation of Thane or any other state government or central government
department, commission, board, body, bureau, agency, authority, instrumentality, court or
other judicial or administrative body, central, state or local, having jurisdiction over the
Service Provider, or the performance of all or any of the services or obligations of the
Service Provider under or pursuant to this Agreement.

17. Letter of Award shall mean the letter issued by THANE SMART CITY LIMITED to the
successful Bidder, post the successful completion of the bidding process.

18. Material Adverse Effect shall mean a material adverse effect on (a) the ability of the
Service Provider to exercise any of its rights to perform/discharge any of its
duties/obligations under and in accordance with the provisions of this Agreement and/or (b)
the legality, validity, binding nature or enforceability of this Agreement.

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19. Material Breach shall mean a breach by either party of any of its obligations under this
Agreement which has or is likely to have a material adverse effect on the project and which
such party shall have failed to cure.

20. Parties means the parties to the agreement and “party” means one of them, as the context
may admit or require.

21. Performance Security means the deposit provided by the Service Provider as a guarantee
for the performance of its obligations.

22. Person means (unless otherwise specified or required by the context), any individual,
company, corporation, partnership, joint venture, trust, unincorporated organization,
government or government agency or any other legal entity.

23. Preliminary Notice shall mean the notice of intended termination by the party entitled to
terminate this Agreement to the other party setting out, inter alia, the underlying event of
default.

24. Project shall mean implementation, operation & maintenance of the Implementation of
Integrated ERP Solution for Municipal Services at Thane Smart City Limited project in
accordance with the provisions of this Agreement.

25. Project Agreements shall mean collectively this Agreement and any other material
contract (other than any commercial agreement with the users) entered into or may enter
into by the Supplier in connection with the Project.

26. Proposal / Request for Proposal (RFP)” shall mean the ‘Request for Proposal Document’,
dated _______issued by THANE SMART CITY LIMITED to the interested bidders in the
proposal stage, as amended and modified from time to time together with all Annexures,
Schedules, Maps along with such common set of deviations, corrigendum, addendum,
amendments which have been issued from time to time.

27. Project Officer shall mean a THANE SMART CITY LIMITED official appointed for
supervision and monitoring of compliance by the Service Provider with the O&M and
commissioning requirements, more particularly to undertake, perform, carry out the duties,
responsibilities, services and activities set forth in the work specifications.

28. Project Area shall mean jurisdiction of THANE SMART CITY LIMITED.

29. Project Facilities shall mean facilities provided by THANE SMART CITY LIMITED to
Service Provider for undertaking the Project

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30. Readiness Certificate shall mean the certificate issued by the Project Officer certifying
inter alia, that the Service Provider has implemented Integrated ERP Solution for Municipal
Services at Thane Smart City Limited and Project and is ready for Go-Live.

31. Rupees” or “Rs.” refers to the lawful currency of the Republic of India.

32. Service Provider means M/s-------, a company having its registered office in ----- who has
been appointed as “Service Provider” by THANE SMART CITY LIMITED for the Project,
includes the Service Provider’s personnel, representatives, successors and permitted
assignees.

33. Standards of Reasonable and Prudent Supplier means the standards, practices,
methods and procedures expected from a person seeking in good faith to perform its
contractual obligations and in so doing and in the general conduct of its undertaking,
exercising that degree of skill, diligence, prudence and foresight which would reasonably
and ordinarily be expected from a skilled and experienced Person engaged in the same
type of undertaking under the same or similar circumstances and conditions.

34. Sub Contractor shall mean any person with whom the Service Provider has entered
into/may enter into any material contract in relation with the O&M requirements for this
project.

35. Tax shall mean and include all taxes, fees, cesses, levies that may be payable by the
Service Provider under the applicable law.

36. Termination shall mean the early termination of this Agreement pursuant to termination
notice or otherwise in accordance with the provisions of this Agreement but shall not, unless
the context otherwise requires, include expiry of this Agreement due to efflux of time in the
normal course.

37. Termination Date shall mean the date specified on the termination notice as the date on
which the termination occurs.

38. Termination Notice shall mean the notice of Termination by either Party to the other Party,
in accordance with the applicable provisions of this Agreement.

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Interpretations
In this Agreement, unless the context otherwise requires

1. Any reference to a statutory provision shall include such provision as is from time to time
modified or re-enacted or consolidated so far as such modification or re-enactment or
consolidation applies to, or is capable of being applied to any transaction entered into herein
under;

2. References to Applicable Laws shall include the laws, acts, ordinances, rules, regulations,
notifications, guidelines or bylaws which have the force of law;

3. The words importing singular shall include plural and vice versa, and words denoting natural
persons shall include partnerships, firms, companies, corporations, joint ventures, trusts,
associations, organizations or other entities (whether or not having a separate legal entity);

4. The headings are for convenience of reference only and shall not be used in, and shall not
affect, the construction or interpretation of this Agreement;

5. The words “include” and “including” are to be construed without limitation;

6. Any reference to day, month or year shall mean a reference to a calendar day, calendar month
or calendar year respectively;

7. The schedules to this Agreement form an integral part of this Agreement as though they were
expressly set out in the body of this Agreement;

8. Any reference at any time to any Agreement, deed, instrument, license or document of any
description shall be construed as reference to that Agreement, deed, instrument, license or
other document as amended, varied, supplemented, modified or suspended at the time of
such reference;

9. Reference to recitals, clause(s), sub-clause(s), or schedule(s) in this Agreement shall, except


where the context otherwise requires, be deemed to be references to recitals, clause(s), sub-
clause(s), and schedule(s) of or to this Agreement;

10. Any Agreement, consent, approval, authorisation, notice, communication, information or


report required under or pursuant to this Agreement from or by any other party or by Project
Officer shall be valid and effectual only if it is in writing under the hands of duly authorised
representative of such party or Project Officer in his behalf and not otherwise;

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11. Any reference to any period commencing “from” a specified day or date and “till” or “until” a
specified day or date shall include both such days and dates.

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Table of Contents
1 Invitation for Proposal ................................................................................................. 19
Other Important Information Related to Bid ................................................................ 20
Key Events and Dates ............................................................................................... 20
2 Request for Proposal – Process ................................................................................. 21
Consortium conditions ............................................................................................... 21
RFP document Fees .................................................................................................. 21
Earnest Money Deposit .............................................................................................. 21
Contact Details .......................................................................................................... 22
Pre-Bid queries on RFP ............................................................................................. 23
Supplementary Information/Corrigendum/Amendment to the RFP ............................. 23
Completeness of Response ....................................................................................... 23
Proposal Preparation Cost ......................................................................................... 24
Right to termination .................................................................................................... 24
Authentication of Bids ................................................................................................ 24
Interlineation of bids ................................................................................................... 24
Late Bids.................................................................................................................... 25
Patent Claim .............................................................................................................. 25
Intellectual Property Rights ........................................................................................ 25
3 Bid Submission Instructions ....................................................................................... 27
Online Bid Submission ............................................................................................... 27
Validity of proposal .................................................................................................... 28
Corrections errors in Commercial proposal ................................................................ 28
Language................................................................................................................... 29
Conditions under which RFP is issued ....................................................................... 29
Right to the content of proposal ................................................................................. 30
Non-conforming proposal ........................................................................................... 30
Disqualification........................................................................................................... 30
Acknowledgement of understanding .......................................................................... 31
Fraud And Corrupt Practices...................................................................................... 32
4 Bid Opening and Evaluation Process ......................................................................... 34
Bid Evaluation Committee .......................................................................................... 34

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Overall Evaluation Process ........................................................................................ 34


Pre-qualification Proposal (Envelope A) ..................................................................... 34
Technical Proposal (Envelope B) ............................................................................... 38
Commercial proposal (Envelope C) ........................................................................... 44
Validity of proposal .................................................................................................... 45
Corrections errors in Commerical proposal ................................................................ 45
Price and information ................................................................................................. 46
Language................................................................................................................... 46
Conditions under which RFP is issued ....................................................................... 46
Right to the content of proposal ................................................................................. 47
Non- conforming proposal .......................................................................................... 48
Disqualification........................................................................................................... 48
Acknowledgement of understanding .......................................................................... 49
Site visit by Bidder ..................................................................................................... 49
5 Scoring, Evaluation & Award of Contract ................................................................... 50
Technical Score: (X) .................................................................................................. 50
Financial Score: (Y) ................................................................................................... 50
Composite Score of the Bidder .................................................................................. 51
Special Conditions for Evaluation............................................................................... 51
Award Criteria ............................................................................................................ 51
Right to accept any Proposal and to reject any or all Proposals ................................. 51
Notification of Award .................................................................................................. 51
Conditions Precedent for the Bidder .......................................................................... 52
Extension of time for fulfillment of Conditions Precedent ............................................ 52
Non-fulfillment of the Bidder’s Conditions Precedent.................................................. 52
Contract Period .......................................................................................................... 52
Signing of Contract .................................................................................................... 53
Failure to agree with Terms and Conditions of this RFP ............................................ 53
Performance Bank Guarantee ................................................................................... 53
Exit Management Schedule ....................................................................................... 54
6 Project Overview .......................................................................................................... 59
Project Background ................................................................................................... 59
Goal of this RFP ........................................................................................................ 59

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Overview of the project .............................................................................................. 60


Organization Structure of TSCL ................................................................................. 60
Brief Description of Functional Areas and Services of Thane Smart City Limited ....... 67
Project Objectives ...................................................................................................... 69
7 Scope of Work .............................................................................................................. 72
Brief Description of the Scope.................................................................................... 72
Envisaged System Solution ....................................................................................... 73
Brief Scope of Tasks to be performed ........................................................................ 74
Broad Scope of Work: ................................................................................................ 76
8 Solution Overview ........................................................................................................ 95
Functional Architecture of the Proposed Solution....................................................... 95
Solution Architecture .................................................................................................. 97
9 Project Timelines & Payment Terms ......................................................................... 108
Project Timelines ..................................................................................................... 108
Payment Terms ....................................................................................................... 110
Penalty .................................................................................................................... 112
10 Service Level Agreement (SLA) ................................................................................ 113
Definitions ................................................................................................................ 113
Details ..................................................................................................................... 114
Points to be considered ........................................................................................... 115
Penalty .................................................................................................................... 116
Measurements & Targets ......................................................................................... 117
Issue and Escalation Management Procedures ....................................................... 123
Responsibilities of the Parties .................................................................................. 124
Capacity Building & Training .................................................................................... 127
Requirement for Adherence to Standards ................................................................ 132
Acceptance of system .............................................................................................. 133
Management Escalation Procedures & Contact Map ............................................... 135
Escalation Procedure ............................................................................................... 135
Contact Map ............................................................................................................ 136
11 General Conditions of Contract ................................................................................ 138
Governing Law......................................................................................................... 138
Settlement of Disputes ............................................................................................. 138

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Liquidated Damages ................................................................................................ 139


Limitation of Liability................................................................................................. 140
Taxes and Duties ..................................................................................................... 141
Confidential Information ........................................................................................... 142
Change in Laws and Regulations ............................................................................ 142
Force Majeure.......................................................................................................... 143
Termination.............................................................................................................. 145
Events of Default by the SI ...................................................................................... 146
Consequences of Event of Default ........................................................................... 148
Assignment .............................................................................................................. 148
Power to waive Fines ............................................................................................... 148
All other laws to be applicable.................................................................................. 149
12 Annexures................................................................................................................... 150
Letter for Bid ............................................................................................................ 150
Details of Bidder ...................................................................................................... 153
Applicant Annual Turnover ....................................................................................... 156
Applicant’s Net worth ............................................................................................... 159
Self Declaration – No Blacklisting ............................................................................ 161
Declaration of OEM ................................................................................................. 163
Bank Guarantee for Earnest Money Deposit (EMD) ................................................. 164
Power of Attorney for signing of Bid ......................................................................... 168
Hardware, Equipment and Components at Existing Data Centre ............................. 170
Information on Existing GIS system ......................................................................... 171
Anti-Collusion Certificate.......................................................................................... 175
Pre-Qualification Criteria Compliance sheet ............................................................. 176
Undertaking for Presence in Maharashtra ................................................................ 182
Pre-Bid Queries Format ........................................................................................... 183
Technical Criteria Compliance sheet........................................................................ 184
Technical Compliance Format ................................................................................. 189
Format for submission of Project References for Qualification Experience .............. 190
Financial Bid Cover Letter & Format ........................................................................ 193
Financial Offer Format ............................................................................................. 195
Self-Declaration (Declaration by the Bidder regarding Qualifications) ...................... 200

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Master Service Agreement....................................................................................... 202


Technical Proposal Covering Letter ......................................................................... 204
Draft Non-Disclosure Agreement ............................................................................. 207
Format for Performance Bank Guarantee ................................................................ 213
Curriculum Vitae (CV) Format for each proposed personnel .................................... 218
Manufacturer’s Authorization Form .......................................................................... 220
Functional Requirement Specifications .................................................................... 222

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[THIS SPACE IS LEFT BLANK INTENTIONALLY]

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
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1 Invitation for Proposal


1. Thane Smart City Limited hereby invites Proposals for Selection of a System Integrator
for Implementation of Integrated ERP Solution for Municipal Services at Thane Smart City
Limited. The project is proposed to be implemented, operated and maintained by selected
Bidder for a period of 5 years post implementation or Go-Live of all the stated modules in
the RFP.

2. Bidder/ Agencies are advised to study this RFP document carefully before submitting their
proposals in response to the RFP Notice. Submission of a proposal in response to this
notice shall be deemed to have been done after careful study and examination of this
document with full understanding of its terms, conditions and implications.

3. The complete bidding document has been published on https://mahatenders.gov.in


(hereby called e-tender portal) for the purpose of downloading. The downloaded bidding
document shall be considered valid for participation in the electronic bidding process (e-
Tender) subject to the submission of required tender/ bidding document fee and EMD.
4. Bidder who wish to participate in this bidding process must register on the e-tender portal.
5. To participate in online bidding process, Bidder must procure a Digital Signature
Certificate (Class - II) as per Information Technology Act-2000 using which they can
digitally sign and encrypt their electronic bids. Bidder can procure the same from any CCA
approved certifying agency, i.e. TCS, Safecrypt, Ncode, etc. Bidder who already have a
valid Digital Signature Certificate (DSC) need not procure a new DSC.
6. A Three envelope selection procedure shall be adopted.
7. Bidder (authorized signatory) shall submit their offer online in electronic formats for
prequalification, technical and financial proposal.
8. Thane Smart City Limited will not be responsible for delay in online submission due to any
reason. For this, Bidder are requested to upload the complete bid proposal, well advance
in time so as to avoid issues like slow speed, choking of web site due to heavy load or
any other unforeseen problems. For queries related to e-tender portal, kindly contact;

Tel: 022-2544 0641, 022 2533 1747, Ext no. - 155

Email- it@thanecity.gov.in

9. Bidder are also advised to refer “Bidder Manual Kit” available at the e-tender portal for
further details about the e-tender process.

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Other Important Information Related to Bid


S. No. Item Description

1. Earnest Money Deposit (EMD) in the form Rs. 50 Lakhs


of Bank Guarantee
(180) One-hundred-and-eighty days from the
2. Bid Validity Period last date of Online Bid Submission

3. Performance Bank Guarantee (PBG) 10% of the Total Contract Value

Within fourteen (14) working days of the date of


Last date for furnishing Performance notice of award of the contract or prior to signing
Bank Guarantee (PBG) in the Form of of the contract whichever is earlier or as
4. Bank Guarantee (Payable at Mumbai) to intimated in the work order issued by Thane
Thane Smart City Limited, Government of Smart City Limited. The PBG shall be valid for a
Maharashtra (By successful Bidder) period of 180 days from the last date of the
contract period.

As intimated in work order of Thane Smart City


5. Last date for signing contract Limited

Key Events and Dates

S. No. Information Details


1. RFP Download Date 28.11.2018

2. Last date to send in Pre-Bid Queries to be sent to 10.12.2018


it@thanecity.gov.in
3. Pre- bid conference 11.12.2018 - 11am at TMC Head
Quarter

4. Release of Response to Clarification would be 14.12.2018


available at https://mahatenders.gov.in e-Tender Portal:
https://mahatenders.gov.in

5. Last date (deadline) for online submission of bids at 24.12.2018 at 5 pm


e-Tender portal
6. Opening of Pre-Qualification proposals 27.12.2018 at 3 pm

7. Opening of Technical proposals The date & time shall be indicated to


the qualifying bidders

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2 Request for Proposal – Process

Consortium conditions
No Consortium is allowed for this Bid. The Bidder for participation in the Selection Process
has to be a single entity only.

RFP document Fees


The qualified Bidder are requested to pay online Tender fees of Rs. 25,000/- plus taxes
through Mahatenders (https:/mahatenders.gov.in/) portal. Tender fee is non-refundable.

Earnest Money Deposit


Bidders are requested to submit the EMD of Rs. 50 lakhs in the form of Bank Guarantee
(BG) with a validity of 180 days from the date of submission of proposal, payable at
Mumbai from a Scheduled Commercial Bank as per the format specified in Section 12.7.
The scan copy of the same is to be uploaded at the time of online bid submission. The
Bidder should submit the original copy of the BG to Thane Smart City Limited before the
time of Pre-Qualification Envelope opening. If the Bidder fails to submit the BG or any
deviation found from the uploaded scan copy and original copy, then the Bidder will be
disqualified from further bidding process.

1. The EMD shall be denominated in Indian Rupees only. No interest will be payable to
the Bidder on the amount of the EMD.
2. Bids submitted without adequate EMD will be liable for rejection.
3. The EMD of unsuccessful bidders shall be returned by Thane Smart City Limited,
without any interest, as promptly as possible and latest by 60th day of signing of the
contract by the successful bidder or when Thane Smart City Limited cancels the
bidding process.
4. EMD of Successful Bidder will be returned after the award of contract and submission
of the Performance Bank Guarantee within specified time.

5. Thane Smart City Limited shall not be liable for delays caused in EMD refund due
incorrect/ inactive beneficiary account details.
6. EMD shall be non-transferable.
7. The EMD may be forfeited:

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a) If a bidder submits a non-responsive bid


b) If a Bidder withdraws his bid or increases the quoted contract period during the
period of bid validity or its extended period, if any.
c) If successful Bidder fails to sign the Contract or to furnish Performance Bank
Guarantee within specified time in accordance with the format given in the RFP.
d) If a bidder engages in a corrupt practice, fraudulent practice, coercive practice,
undesirable practice or restrictive practice
e) If during the bid process, a Bidder indulges in any such deliberate act as would
jeopardise or unnecessarily delay the process of bid evaluation and finalisation.
The decision of the Thane Smart City Limited regarding forfeiture of the Bid
Security shall be final and binding upon Bidder.
f) If during the bid process, any information is found false/ fraudulent/ mala fide, then
Thane Smart City Limited shall reject the bid and, if deemed fit, initiate appropriate
action

8. The bank details of Thane Smart City Limited for submission of Earnest Money
Deposit (EMD) in BG Format is given below:

S. No. Particulars Information


1. Bank Name ICICI Bank
2. Branch Name CMS
3. IFSC Code ICIC0000104

Contact Details
For any clarifications & communication with reference to the RFP documents, the
Bidder are expected to communicate at the contact information provided below:

Mr. Omprakash Divate


Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India
Email: dmchq@thanecity.gov.in

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Pre-Bid queries on RFP


Bidder shall send in their pre-bid queries as prescribed in the format specified in
Section 12.14 of this RFP to the contact address (as provided in section 2.4) at which
the bids are to be submitted. The response to the queries will be published on e-tender
portal. No telephonic queries will be entertained. This response of Thane Smart City
Limited shall become integral part of RFP document. The Nodal Officer notified by
Thane Smart City Limited will endeavor to provide timely response to all queries.
However, Thane Smart City Limited makes no representation or warranty as to the
completeness or accuracy of any response made in good faith, nor does Thane Smart
City Limited undertake to answer all the queries that have been posed by the bidders.

Supplementary Information/Corrigendum/Amendment to the RFP


At any time prior to the deadline (or as extended by Thane Smart City Limited) for
submission of bids, Thane Smart City Limited for any reason, whether at its own
initiative or in response to clarifications requested by the Bidder, may modify the RFP
document by issuing amendment(s) or issue additional data to clarify the provisions of
this RFP. Such supplements/ corrigendum to the RFP issued by Thane Smart City
Limited would be displayed on e-tender portal. Any such supplement / corrigendum /
amendment shall be deemed to be incorporated by this reference into this RFP.

Any such supplement / corrigendum / amendment will be binding on all the Bidders.
Thane Smart City Limited will not be responsible for any misinterpretation of the
provisions of this RFP document on account of the Bidder’s failure to update the Bid
documents based on changes announced through the website.

In order to allow Bidder a reasonable time to take the supplement / corrigendum /


amendment(s) into account in preparing their bids, Thane Smart City Limited, at its
discretion, may extend the deadline for the submission of bids.

Completeness of Response
i. Bidder are advised to study all instructions, forms, terms, requirements and other
information in the RFP documents carefully. Submission of bid shall be deemed to have
been done after careful study and examination of the RFP document with full
understanding of its implications.

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ii. The response to this RFP should be full and complete in all respects. Failure to furnish
all information required by the RFP document or submission of a proposal not
substantially responsive to the RFP document in every respect will be at the Bidder 's
risk and may result in rejection of its Proposal and forfeiture of the Bid EMD.

Proposal Preparation Cost


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 Thane
Smart City Limited to facilitate the evaluation process, and in negotiating a definitive
Service Agreement (SA) and all such activities related to the Bid process. This RFP
does not commit Thane Smart City Limited to award a Contract or to engage in
negotiations. Further, no reimbursable cost may be incurred in anticipation of award of
the Contract for implementation of the Project.

Right to termination
Thane Smart City Limited may terminate the RFP process at any time and without
assigning any reason. Thane Smart City Limited makes no commitments, express or
implied, that this process will result in a business transaction with anyone. This RFP
does not constitute an offer by Thane Smart City Limited. The Bidder participation in
this process may result in Thane Smart City Limited selecting the Bidder to engage
towards execution of the contract. In the event of such termination, EMD of all bidders
shall be returned by Thane Smart City Limited, without any interest.

Authentication of Bids
The original Bid will be signed by a Bidder person duly authorized to bind the Bidder to
the Contract. A letter of authorization in the name of the person signing the Bid shall be
supported by a written Power-of-attorney accompanying the Bid.

Interlineation of bids
The Bid shall contain no interlineations or erasures. In case of any overwriting, the place
needs to be signed by the Authorized signatory.

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Late Bids
Bids received after the due date and the specified time (including the extended period,
if any) for any reason whatsoever, shall not be entertained.

Patent Claim
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 or any part
thereof, the Bidder shall expeditiously extinguish such claim. If the Bidder fails to comply
and Thane Smart City Limited is required to pay compensation to a third party resulting
from such infringement, the Bidder shall be responsible for such compensation,
including all expenses, court costs and lawyer fees. Thane Smart City Limited shall
give notice to the successful Bidder of any such claim and recover it from the Bidder if
required.

Intellectual Property Rights


Purchaser shall own and have a right in perpetuity to use all newly created Intellectual
Property Rights which have been developed solely during execution of this Contract,
including but not limited to all processes, products, specifications, reports, drawings and
other documents which have been newly created and developed by the SI solely during
the performance of Services and for the purposes of inter-alia use or sub-license of
such Services under this Contract. All documentation and configuration items such as
scripts, code, queries etc. developed by the SI shall be property of Thane Smart City
Limited. The SI should create a repository of such resources and provide access to
Purchaser. The SI undertakes to disclose all such Intellectual Property Rights arising in
performance of the Services to the Purchaser and execute all such
agreements/documents and file all relevant applications, effect transfers and obtain all
permits and approvals that may be necessary in this regard to effectively transfer and
conserve the Intellectual Property Rights of the Purchaser.

If Purchaser desires, Further, the SI shall be obliged to ensure that all approvals,
registrations, licenses, permits and rights etc. which are inter-alia necessary for use of
the goods supplied / installed by the SI, the same shall be acquired in the name of the
Purchaser, prior to termination of this Contract and which may be assigned by the

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Purchaser to the SI for the purpose of execution of any of its obligations under the terms
of the Bid, Tender or this Contract. However, subsequent to the term of this Contract,
such approvals, registrations, licenses, permits and rights etc. shall endure to the
exclusive benefit of the Purchaser

The SI / SI’s Team shall ensure that while it uses any software, hardware, processes,
document or material in the course of performing the Services, it does not infringe the
Intellectual Property Rights of any person and the SI shall keep the Purchaser
indemnified against all costs, expenses and liabilities howsoever, arising out any illegal
or unauthorized use (piracy) or in connection with any claim or proceedings relating to
any breach or violation of any permission/license terms or infringement of any
Intellectual Property Rights by the SI or the SI's Team during the course of performance
of the Services. In case of any infringement by the SI / SI’s Team, SI shall have sole
control of the defense and all related settlement negotiations.

During and after the end of the contract period or on surrendering or termination of
contract all data/ information/ content (including codes) any information generated
during this period as a part of development and/or O & M, the Thane Smart City Limited
owns all exclusive Intellectual Property Rights of the same, the Bidder /any associated
member of Bidder cannot claim for any rights on the same.

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3 Bid Submission Instructions

Online Bid Submission


1. The Bidder shall submit the bid online through the e-tender portal (Mahatenders).
2. To view- Tender Notice, Detailed Time Schedule, RFP Document and its supporting
documents, kindly visit the e-tender portal.
3. The bids submitted by the Bidder shall comprise of the following Three envelopes:
a) A Three envelope/ cover system shall be followed for the bid –

Envelope A: Tender Fees, EMD & Prequalification Proposal with any other
documents as asked and required

Envelope B: Technical proposal and supporting for technical Criteria with any
other documents as asked and required.

Envelope C: Commercial bid.

b) The Bid shall include the following documents: -

S. No. Documents Type Document Format


Tender Fee & EMD and Pre-qualification Details - Envelope –A
1. Tender Fee Scanned copy of Deposit Receipt
Scanned copy of Bank Guarantee as per format prescribed in
2. EMD
Section 12.7
The Pre-qualification Proposal shall be prepared in
3. Pre-qualification accordance with the requirements specified in Section 4.3
and formats prescribed in Section 12.12 of this RFP.
Technical Proposal Documents - Envelope –B
The Technical Proposal shall be prepared in accordance with
the requirements specified in this RFP and in the formats
4. Technical Proposal
prescribed in Section 4.4 & Section 12.15, & Section 12.16 of
this RFP.
Commercial Bid – Envelope –C
The Commercial Proposal shall be prepared in accordance
5. Financial Bid with the requirements specified in this RFP and in the formats
prescribed in Section 12.18 and Section 12.19 of this RFP.

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c) The Bidder should ensure that all the required documents, annexures as mentioned
in this RFP/ bidding document, are submitted along with the bid and in the prescribed
format only. Non-submission of the required documents or submission of the
documents in a different format/ contents may lead to the rejections of the bid proposal
submitted by the Bidder.

4. Thane Smart City Limited will not accept delivery of Proposal in any manner other than
that specified in this RFP. Proposal delivered in any other manner shall be treated as
defective, invalid and rejected.

5. It is required that all the Bids submitted in response to this RFP should be unconditional
in all respects, failing which Thane Smart City Limited reserves the right to reject the Bid.

*Important - Please note every page of the Prequalification, Technical and Commercial Offer
shall be signed by the Bidder.

Validity of proposal
The Proposals shall be valid for a period of six months from the last date of submission
of Bid. A Proposal valid for a shorter period may be rejected as non-responsive. In
exceptional circumstances, at its discretion, Thane Smart City Limited may solicit the
Bidder's consent for an extension of the validity period. The request and the responses
thereto shall be made in writing or by email.

Corrections errors in Commercial proposal


1. Bidders are advised to exercise adequate care in quoting the prices. No excuse for
corrections in the quoted figures will be entertained after the Commercial Proposals
are received by Thane Smart City Limited.
2. The quoted price shall be corrected for arithmetical errors.
3. In cases of discrepancy between the prices quoted in words and in figures, the price
quoted in words shall prevail.
4. The amount stated in the Commercial Proposal, adjusted in accordance with the
above procedure and as stated in Section 4.5 of this RFP, shall be considered as
binding on the Bidder for evaluation.

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Language
The Proposal should be filled by the Bidder in English language only. If any supporting
documents submitted are in any language other than English, translation of the same
in English language is to be duly attested by the Bidders. For purposes of interpretation
of the Proposal, the English translation shall govern. If any document evidence for
‘Experience’ is in other languages, a true translation of the copy attested by Notary shall
be enclosed.

Conditions under which RFP is issued


1. This RFP is not an offer and is issued with no commitment. Thane Smart City Limited
reserves the right to withdraw the RFP and change or vary any part thereof at any stage.
Thane Smart City Limited also reserves the right to disqualify any Bidder should it be so
necessary at any stage.

2. Timing and sequence of events resulting from this RFP shall ultimately be determined by
Thane Smart City Limited.

3. No oral conversations or agreements with any official, agent, or employee of Thane


Smart City Limited shall affect or modify any terms of this RFP and any alleged oral
Agreement or arrangement made by a Bidder with any Thane Smart City Limited,
agency, official or employee of Thane Smart City Limited shall be superseded by the
definitive Agreement that results from this RFP process. Oral communications by Thane
Smart City Limited to Bidders shall not be considered binding on it, nor shall any written
materials provided by any person other than Thane Smart City Limited.

4. Neither the Bidder nor any of the Bidder’s representatives shall have any claims
whatsoever against Thane Smart City Limited or any of their respective officials, agents,
or employees arising out of or relating to this RFP or these procedures (other than those
arising under a definitive service Agreement with the Bidder in accordance with the terms
thereof).

5. Until the Contract is awarded and during the currency of the Contract, Bidders shall not,
directly or indirectly, solicit any employee of Thane Smart City Limited to leave Thane
Smart City Limited or any other officials involved in this RFP process in order to accept
employment with the Bidder, or any person acting in concert with the Bidder, without prior
written approval of Thane Smart City Limited.

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Right to the content of proposal


All Proposals and accompanying documentation of the Technical Proposal will become
the property of Thane Smart City Limited and will not be returned after opening of the
Technical Proposals. Thane Smart City Limited is not restricted in its rights to use or
disclose any or all of the information contained in the Proposal and can do so without
compensation to the Bidders. Thane Smart City Limited shall not be bound by any
language in the Proposal indicating the confidentiality of the Proposal or any other
restriction on its use or disclosure.

Non-conforming proposal
A Proposal may be construed as a non-conforming Proposal and ineligible for
consideration:

a. If it does not comply with the requirements of this RFP.

b. If the Proposal does not follow the format requested in this RFP or does not appear to
address the particular requirements of Thane Smart City Limited.

c. All the bid submitted by the bidder shall conform to the prevailing Procurement policies
of Government of Maharashtra.

Disqualification
The Proposal is liable to be disqualified in the following cases or in case the Bidder fails
to meet the bidding requirements as indicated in this RFP:

1. Proposal not submitted in accordance with the procedure and formats prescribed in
this document or treated as non-conforming Proposal.

2. During validity of the Proposal, or its extended period, if any, the Bidder increases his
quoted prices.

3. The Bidder qualifies the Proposal with his own conditions.

4. Proposal is received in incomplete form.

5. Proposal is received after due date

6. Proposal is not accompanied by all the requisite documents.

7. Proposal is not accompanied by the appropriate EMD.


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8. If the Bidder provides quotation only for a part of the Project.

9. Information submitted in Technical Proposal is found to be misrepresented, incorrect


or false, accidentally, unwittingly or otherwise, at any time during the processing of the
Contract (no matter at what stage) or during the tenure of the Contract including the
extension period, if any.

10. Commercial Proposal is enclosed with the Technical Proposal.

11. Bidder tries to influence the Proposal evaluation process by


unlawful/corrupt/fraudulent means at any point of time during the Bid process.

12. In case any one Bidder submits multiple Proposals or if common interests are found
in two or more Bidders, the Bidders are likely to be disqualified, unless additional
Proposals/ Bidders are withdrawn upon notice immediately.

13. Bidder fails to deposit the Performance Bank Guarantee (PBG) or fails to enter into a
Contract within 15 Days of the date of issue of Letter of Intent or within such extended
period, as may be specified by the Thane Smart City Limited.

14. Any Bid received by Thane Smart City Limited after the deadline for submission of
Bids shall be declared late and will be rejected, and returned unopened to the Bidder
at the discretion of Thane Smart City Limited. The validity of the bids submitted before
deadline shall be till 180 days from the date of opening of the Financial Bid.

15. While evaluating the Proposals, if it comes to the Thane Smart City Limited or its
nominated agency’s knowledge expressly or implied, that some Bidders may have
colluded in any manner whatsoever or otherwise joined to form an alliance resulting
in delaying the processing of Proposal then the Bidders so involved are liable to be
disqualified for this Contract as well as for a further period of three years from
participation in any of the RFPs floated by the Thane Smart City Limited.

16. If the EMD, Pre-qualification Proposal, Technical Proposal contain any information on
price, pricing policy, pricing mechanism or any information indicative of the
commercial aspects of the Bid.

Acknowledgement of understanding
By submitting a Proposal, each Bidder shall be deemed to acknowledge that he has
carefully read all sections of this RFP, including all forms, schedules, annexure,

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corrigendum and addendums (if any) hereto, and has fully informed itself as to all
existing conditions and limitations.

Fraud And Corrupt Practices


1. The Bidders and their respective officers, employees, agents and advisers shall observe
the highest standard of ethics during the Bidding Process and subsequent to the issue of
the LoI and during the subsistence of the Agreement. Notwithstanding anything to the
contrary contained herein, in the LoI, the Agreement, the Authority may reject a Bid,
withdraw the LoI, or terminate the Agreement, as the case may be, without being liable in
any manner whatsoever to the Bidder or Service Provider, as the case may be, if it
determines that the Bidder or Service Provider, as the case may be, has, directly or
indirectly or through an agent, engaged in corrupt practice, fraudulent practice, coercive
practice, undesirable practice or restrictive practice in the Bidding Process. In such an
event, the Authority shall be entitled to forfeit and appropriate the Earnest Money Deposit
(EMD) and/or Performance Security, as the case may be, as liquidated damages, without
prejudice to any other right or remedy that may be available to the Authority under the
Bidding Documents and/or the Agreement or otherwise.

2. Without prejudice to the rights of the Authority under Section 3.10 hereinabove and the
rights and remedies which the Authority may have under the LoI or the Agreement, or
otherwise, if a Bidder or Service Provider, as the case may be, is found by the Authority
to have directly or indirectly or through an agent, engaged or indulged in any corrupt
practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice
during the Bidding Process, or after the issue of the LoI or the execution of the Agreement,
such Bidder or Service Provider shall not be eligible to participate in any tender or RFP
issued by the Authority during a period of 2 (two) years from the date such Bidder or
Service Provider, as the case may be, is found by the Authority to have directly or indirectly
or through an agent, engaged or indulged in any corrupt practice, fraudulent practice,
coercive practice, undesirable practice or restrictive practices, as the case may be.

3. For the purposes of this section 3.10, the following terms shall have the meaning
hereinafter respectively assigned to them:

(a) “corrupt practice” means (i) the offering, giving, receiving, or soliciting, directly
or indirectly, of anything of value to influence directly or indirectly the actions of

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any person connected with the Bidding Process (for the avoidance of doubt,
offering of employment to or employing or engaging in any manner whatsoever,
directly or indirectly, any official of the Authority who is or has been associated in
any manner, directly or indirectly with the Bidding Process or the LoI or has dealt
with matters concerning the Agreement or arising therefrom, before or after the
execution thereof, at any time prior to the expiry of 1 (one) year from the date such
official resigns or retires from or otherwise ceases to be in the service of the
Authority, shall be deemed to constitute influencing the actions of a person
connected with the Bidding Process); or (ii) acting contrary to applicable anti-
bribery or anti-corruption laws;

(b) “fraudulent practice” means a misrepresentation or omission of facts or


suppression of facts or disclosure of incomplete facts, in order to influence the
Bidding Process;

(c) “coercive practice” means impairing or harming or threatening to impair or harm,


directly or indirectly, any person or property to influence any person’s participation
or action in the Bidding Process;

(d) “undesirable practice” means (i) establishing contact with any person connected
with or employed or engaged by the Authority with the objective of canvassing,
lobbying or in any manner influencing or attempting to influence the Bidding
Process; or (ii) having a Conflict of Interest; and

(e) “restrictive practice” means forming a cartel or arriving at any understanding or


arrangement among Bidders with the objective of restricting or manipulating a full
and fair competition in the Bidding Process.

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4 Bid Opening and Evaluation Process

Bid Evaluation Committee


i. The Bid Evaluation Committee constituted by the Thane Smart City Limited shall
evaluate the bids.
ii. The Bid Evaluation Committee shall evaluate the Tender Fee, EMD and pre-qualification
criteria (Envelope A), Technical Proposal (Envelope B) and Commercial Proposal
(Envelope C) and submit its recommendation to the Competent Authority whose decision
shall be final and binding upon the bidders.

Overall Evaluation Process


i. Bidders shall be evaluated as per the Pre-qualification criteria mentioned in section 4.3.
The bidders who fulfil all the Pre-qualification criteria will qualify for further Technical
Evaluation (Envelope B).
ii. Bidders with minimum technical score of 70 out of 100 in technical evaluation (Envelope
B) (Refer Section 4.4) will be considered to be eligible for financial evaluation (Envelope
C) (Refer Section 4.5)
iii. Amongst the bidders who are considered for financial evaluation, the bidder scoring the
highest composite score as per the clause in Section 4.5 will be awarded the work by
Thane Smart City Limited.
iv. The Bid Evaluation Committee reserves the right to accept or reject any or all bids without
giving any reasons thereof.
v. The bidder shall provide required supporting documents with respect to the pre-
qualification, technical evaluation as per the criteria mentioned in Section 4.3 and Section
4.4 and Formats mentioned in Section 12.12, Section 12.15 & Section 12.16
respectively, of this RFP.

Pre-qualification Proposal (Envelope A)


The Pre-qualification Proposals (Envelope A) of only those Bidders, whose Tender Fee
and EMD are in order, shall be opened in the same session. The bids will then be
evaluated by the Bid Evaluation Committee constituted by Thane Smart City Limited.
The Bidders will be assessed on the Pre-qualification criteria as defined below.

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Pre-Qualification Criteria – Envelope A

The minimum eligibility criteria that should be satisfied by the Bidder are mentioned below. The
formats for the Pre-qualification documents are given in Annexures of this RFP, unless specified
otherwise.

Sr. No. Criteria Supporting Documents


PQ-1 The Bidder should be registered under the 1. Certificate of Incorporation/
Companies Act, 1956, should have registered Registration under companies Act,
offices in India and should be in existence in 1956/ 2013.
India for at least 5 years, as on 31st March 2018.
2. Memorandum of Association and
Articles of Association.

PQ-2 The Bidder should be in business operations for Copy of Certificate of Incorporation,
more than 5 years and should have functional GST, MoA signed by Authorized
office in Maharashtra with dedicated technical & Signatory of the Bidder and
maintenance staff in Maharashtra Office. Mandatory Undertaking on the
Bidder’s letter head, committing to
Note: If the Bidder at the time of bidding, does
setup the office within 2 months of
not have a local support office in Maharashtra
signing of Contract as per format in
then a mandatory undertaking, on the Bidder’s
Section 12.13 duly signed by the
letter head duly signed by the Authorised
Authorised Signatory of the Bidder
Signatory of the Bidder, has to be submitted
confirming, that in the event of selection for
award of contract, an office will be opened within
2 months from the date of signing of the contract.
PQ –a.3 The Bidder should have an average annual Audited Balance sheet and Profit &
turnover of at least Rs. 75 Crores from the last Loss account statement of the
three audited financial years (FY 2015-16, FY Bidder for each of the last three
2016-17, FY 2017-18) from audited financial years FY 2015-16,
b. from IT/ ITeS services FY 2016-17, FY 2017-18.

Certificate duly signed by Statutory


Auditor of the Bidder or Certified
Chartered Accountant for average

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Sr. No. Criteria Supporting Documents


annual turnover from IT services in
the format specified in Section 12.3
of this RFP.
PQ – 4 The Bidder should have a positive net worth Audited Balance sheet and Profit &
(measured as paid-up capital plus free reserves) Loss account statement of the
in the last three audited financial years (FY 2015- Bidder for each of the last three
16, FY 2016-17, FY 2017-18). audited financial years FY 2015-16,
FY 2016-17, FY 2017-18

Certificate duly signed by Statutory


Auditor of the Bidder or Certified
Chartered Accountant for net worth
(measured as paid-up capital plus
free reserves) in the format
specified in Section 12.4 of this
RFP
PQ – 5 The Bidder should possess the below Certificate from Competent
certification which will be active during the bid Authority
submission date,

• SEI CMMi level 3 or above, &


• ISO certification (9001, 12207 & 27001)

PQ – 6 The Bidder should have at least 50 IT/ ITeS Certificate from Competent
certified resources on its payroll as on the date Authority
of submission of bid
PQ – 7 The Bidder in last 5 years (FY 2013-14, FY 2014- Work order (WO)/ Contract
15, FY 2015-16, FY 2016-17, FY 2017-18) documents/ Proof of award of work
should have demonstrable expertise and and completion certificates and
experience in successful implementation of ERP Project Citation in the attached
based Project, which includes development of format. The supporting documents
ERP software applications, system integration, shall mandatorily mention the value

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Sr. No. Criteria Supporting Documents


providing networking support, operational and of project and duration of the
maintenance services and Development of: contract.

• At least One (1) ERP Project in Public Sector


with project value of at least Rs. 12 Cr in India
Or
• At least Two (2) ERP Project in Public Sector
with project value of at least Rs. 7.5 Cr in
India . Or
• At least Three (3) ERP Project in Public
Sector with project value of at least Rs. 6 Cr
in India

PQ – 8 The Bidder shall submit the OEM authorization Manufacturer Authorization Form
letter for all products to be supplied. (MAF) from the respective OEM(s)
clearly mentioning the name of the
tender/ RFP and tender/ RFP
number for which the MAF has been
issued and date of MAF submission
as per format in Section 12.26 &
Section 12.6
PQ –9 The Bidder & OEMs should not be black-listed Undertaking on company letter head
and/or barred by TSCL, any State or Central duly signed by the Authorized
government agency/ government undertaking/ Signatory of the bidder as per format
PSUs/ UT and/ or by any of the competent in Section 12.5
courts, in India, for any default at time of
submission of bid against this RFP.

Note- *IT/ICT/ITES include projects involving, but not limited to, system integration, supply
and maintenance of hardware devices, developing and design, development and
deployment of software applications and IT infrastructure and systems, etc.

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It is mandatory to submit the documents in support of the above eligibility criteria and the
company/ firm/ agency is likely to be disqualified should it fail to provide any of the specified
documents.

To meet the minimum qualification requirements, the Bidders may include to include the project
experience of the OEMs as well.

Technical Proposal (Envelope B)


Bidder who meets responsiveness and pre-qualification criteria would be considered as
qualified to move to the next stage to Technical evaluation. The evaluation of the
Technical Proposals will be carried out in the following manner:

a. The Bidder’s technical solution will be evaluated as per the requirements and
evaluation criteria as spelt out in Section 4.4 of this RFP. The 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, Annexures
as mentioned in the RFP other than Commercial offer) as required for technical
evaluation.

b. Proposal Presentations: The Bid Evaluation and Technical Committee may invite
each qualified Bidders to make a presentation to Thane Smart City Limited as per
their discretion.

c. At any time during the Bid evaluation process, the Committee may seek
clarifications from the Bidders. The Committee may seek inputs from their
professional and technical experts in the evaluation process.

d. The Committee reserves the right to do a reference check of the past experience
stated by the Bidder. Any feedback received during the reference check shall be
considered during the Technical evaluation process.

e. The technically shortlisted Bidder will be informed of the date and venue of the
opening of the Commercial Proposal (Envelope C) through a written
communication.

f. Each Proposal which qualifies in Envelope A shall be scrutinized further with


Envelope B and evaluated accordingly as per the following process and granted a

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score.

Technical Qualification Criteria – Envelope B

Following criteria shall be used to evaluate the Technical Proposals for assessing the Technical
Marks:

Sr. Basis of Max


Criteria Supporting Docs
No. Evaluation Marks
A Commercial Strength of the Bidder 10
Audited Balance sheet of
≥ Rs.75 Crs. and bidder for each of the last
< 100 Crs : 5 three audited financial
marks years FY 2015-16, FY
Average Annual
2016-17, FY 2017-18.
Turnover from IT/ ITeS
Certificate duly signed by
Services of Sole Bidder, ≥ Rs.100 Crs.
A1 10 Statutory Auditor of the
from last 3 fiscal years and < 150 Crs : Bidder or Certified
(FY 2015-16, FY 2016-
7 marks Chartered Accountant for
17, FY 2017-18)
average annual turnover in
≥ Rs.150 Crs. the format specified in
and < 60 Crs : Section 12.3 of this RFP
10 marks

B Experience of the Bidder 40

1. Documentary Proof that


Experience of the Bidder works has been allocated
• >=6 Cr and <
in deployment of One to the respective company
10 Cr = 6 Marks
Large ERP project along with description of
successfully work to be executed.
B1 implemented and 10 2. Work 100%
completed in • >=10 Cr and < satisfactorily completed on
Government/ PSU/ULBs 20 Cr = 8 Marks the date of issue of
with Single project order certificate.
value • >= 20 Cr = 10 3. Formats provided in
marks Section 12.17

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Sr. Basis of Max


Criteria Supporting Docs
No. Evaluation Marks
1. Documentary Proof that
No. of ERP Projects
works has been allocated
successfully • 1 Project = 5
to the respective company
implemented and Marks
along with description of
completed which
work to be executed.
includes integrations
2. Certification from
B2 within different modules 10
• 3 Projects = 8 Practicing C.A., for the
developed for same
Marks value of amount received
client government
by the company with dates
agency/ government
• 5 or more
undertaking/ PSUs/ Formats provided in
Projects = 10
UT/ULB Section 12.17
marks
The Bidder should have • CMMI Level 3: Certificate from a
a valid CMMI Level 3/ 5 3 Marks competent authority duly
B3 Certification as on the 5
• CMMI Level 5: signed by the Authorized
date of submission bid
5 Marks Signatory of the bidder
for this RFP

PMP or Prince 2
Certification: 5
Marks

Certificate from authorized


No. of years
person in HR Department
Project
Experience & Skill set of of the Bidder providing the
B4 management 10
Project Manager details about the
experience =>10
Experience and
years: 5 marks
Certifications
No. of years
Project
management
experience >7 to

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Sr. Basis of Max


Criteria Supporting Docs
No. Evaluation Marks
<10 years: 2
marks

ERP related
Certificate from authorized
Certification: 3
person in HR Department
Marks
Certification of Domain of the Bidder providing the
B5 No. of years 5
Expert details about the
ERP Domain
Experience and
experience => 3
Certifications
years: 2 marks
Overall Solution Design and Approach &
C 25
Methodology
Qualitative
assessment
based on
Demonstration of
understanding of
Overall solution design,
the Project
architecture, Security,
requirements
Integration Aspects,
through
Scalability. workflow & Details to be provided in
C1 providing: 5
interface with the Technical Proposal
− Solution
optimum hardware
proposed and its
requirement to meet the
components,
application SLA
−Technologies
used,
−Learning on
Issues
−Challenges

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Sr. Basis of Max


Criteria Supporting Docs
No. Evaluation Marks
−Challenges
likely to be
encountered
− Mitigation
proposed
Qualitative
assessment
based on
−Understanding
of the objectives
of the
assignment: The
extent to which
the Systems
Implementer’s
approach and
work plan
Operations, Deployment
respond to the Details to be provided in
C2 timelines, Management 10
objectives Technical Proposal
and handholding Plan
indicated in the
Statement/Scope
of Work
−Completeness
and
responsiveness:
The extent to
which the
proposal
responds
exhaustively to
all the

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Sr. Basis of Max


Criteria Supporting Docs
No. Evaluation Marks
requirements of
all the Terms of
Reference

-Qualitative
assessment
based on how
the stipulated
time period of the
Installation and
Commissioning
will be achieved
by the Bidder.
- Project Plan
Compliance
Qualitative
assessment of
Compliance, Solution
new ideas and
Innovation, over and Details to be provided in
C3 innovative 10
above the desired Technical Proposal
solutions
functionalities, if any
provided for
implementation
of the project

D Presentation and Demo 25

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Municipal Services at Thane Smart City Limited

Sr. Basis of Max


Criteria Supporting Docs
No. Evaluation Marks
Details of the
solution
proposed and
5
methodology &
compliances
Demonstration of asked in the RFP Details to be provided in
D1
Proposed Solution Live Technical Proposal
Demonstration of
Successfully
5
implemented
solution in last 5
year
Integration with
other Details to be provided in
D2 Integration Aspects 5
applications of Technical Proposal
TSCL/ TMC
Bidder
D3 Presentation Q & A 10
Presentation
Total 100

Note:
1 Thane Smart City Limited may seek clarifications from the Bidder on the Technical
Proposal. Any of the clarifications by the Bidder on the Technical Proposal should not
have any commercial implications.
2 To meet the minimum qualification requirements, the Bidders may include to include
the project experience of the OEMs as well.

Commercial proposal (Envelope C)


1. Bidder should necessarily give the financial details in the formats given in Section 12.18
and 12.19 of this RFP. All the financial details should be given in the prescribed format
only and in accordance to the details and terms and conditions as mentioned in the RFP
(hence the Bidder is expected to understand the RFP in all respects). In case the
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selected Bidder does not quote for or provision for any hardware / software / any other
expenses required to meet the requirements of the RFP, he shall be solely responsible
for those and would be required to provide them, without any additional cost to Thane
Smart City Limited.

2. The Commercial Proposal submitted by the Bidder should be inclusive of all the items
in the Technical Proposal and should incorporate all the clarifications provided by the
Bidder on the Technical Proposal during the evaluation of the technical offer.

3. The Bidder is expected to price all the items and services sought in the RFP and
proposed in the Technical Proposal. The Bid should be comprehensive and inclusive of
all the services to be provided by the Bidder as per the scope of his work and must cover
the entire Contract Period.

4. The Bidder should also provide the detailed break of the Tax/ Charges which Bidder
would be submitting to government separately with commercial bid.

5. Commercial Proposal shall not contain any technical information.

Validity of proposal
The Proposals shall be valid for a period of six months from the date of submission of
Bid. A Proposal valid for a shorter period may be rejected as non-responsive. In
exceptional circumstances, at its discretion, Thane Smart City Limited may solicit the
Bidder consent for an extension of the validity period. The request and the responses
thereto shall be made in writing or by email.

Corrections errors in Commerical proposal


1. Bidders are advised to exercise adequate care in quoting the prices. No excuse for
corrections in the quoted figures will be entertained after the Commercial Proposals
are received by Thane Smart City Limited.
2. The quoted price shall be corrected for arithmetical errors.
3. In cases of discrepancy between the prices quoted in words and in figures, the price
quoted in words shall prevail.
4. The amount stated in the Commercial Proposal, adjusted in accordance with the
above procedure and as stated in Section 4.5 of this RFP, shall be considered as
binding on the Bidder for evaluation.

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Municipal Services at Thane Smart City Limited

Price and information


1. The Bidder shall quote a Price for Implementation period and 5 years as per the
requirements of the RFP.

2. All the prices will be in Indian Rupees.

3. The Bidder should quote the Price considering of all costs including all the out of
pocket expenses for the Contract Period, delivery charges, travel / stay, daily
allowance or any other allowances with respect to their staff deployed for the execution
of this Project before or after the award of the Contract.

4. The Bidder should make provision for all taxes, duties, charges and levies as
applicable.

5. The prices, once offered, must remain fixed and must not be subject to change for any
reason whatsoever within the period of the validity of the Proposal and the Contract.
No revision of the Project Cost shall be made on account of any variations in costs of
labour and materials, currency exchange fluctuations with international currency or
any other cost component affecting the total cost in fulfilling the obligations under the
Contract. A Proposal submitted with an adjustable price quotation or conditional
Proposal may be rejected as non-responsive.

6. All costs incurred due to delay of any sort, which is attributable to the Bidder, shall be
borne by the Bidder.

Language
The Proposal should be filled by the Bidder in English language only. If any supporting
documents submitted are in any language other than English, translation of the same
in English language is to be duly attested by the Bidder. For purposes of interpretation
of the Proposal, the English translation shall govern. If any document evidence for
‘Experience’ is in other languages, a true translation of the copy attested by Notary shall
be enclosed.

Conditions under which RFP is issued


1. This RFP is not an offer and is issued with no commitment. Thane Smart City Limited
reserves the right to withdraw the RFP and change or vary any part thereof at any

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stage. Thane Smart City Limited also reserves the right to disqualify any Bidder
should it be so necessary at any stage.

2. Timing and sequence of events resulting from this RFP shall ultimately be determined
by Thane Smart City Limited.

3. No oral conversations or agreements with any official, agent, or employee of Thane


Smart City Limited shall affect or modify any terms of this RFP and any alleged oral
Agreement or arrangement made by a Bidder with Thane Smart City Limited, official
or employee of Thane Smart City Limited shall be superseded by the definitive
Agreement that results from this RFP process. Oral communications by Thane Smart
City Limited to Bidder shall not be considered binding on it, nor shall any written
materials provided by any person other than Thane Smart City Limited.

4. Neither the Bidder nor any of the Bidder representatives shall have any claims
whatsoever against Thane Smart City Limited or any of their respective officials,
agents, or employees arising out of or relating to this RFP or these procedures (other
than those arising under a definitive Service Agreement with the Bidder in accordance
with the terms thereof).

5. Until the Contract is awarded and during the validity of the Contract, Bidder shall not,
directly or indirectly, solicit any employee of Thane Smart City Limited to leave Thane
Smart City Limited or any other officials involved in this RFP process in order to accept
employment with the Bidder or any person acting in collusion with the Bidder without
prior written approval of Thane Smart City Limited.

Right to the content of proposal


All Proposals and accompanying documentation of the Technical Proposal will become
the property of Thane Smart City Limited and will not be returned after opening of the
Technical Proposals. Thane Smart City Limited is not restricted in its rights to use or
disclose any or all of the information contained in the Proposal and can do so without
compensation to the Bidders. Thane Smart City Limited shall not be bound by any
language in the Proposal indicating the confidentiality of the Proposal or any other
restriction on its use or disclosure.

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Non- conforming proposal


A Proposal may be construed as a non-conforming Proposal and ineligible under the
following consideration:

a. If it does not comply with the requirements of this RFP.

b. If the Proposal does not follow the format requested in this RFP or does not appear
to address the particular requirements of Thane Smart City Limited.

Disqualification
The Proposal is liable to be disqualified in the following cases or in case the Bidder fails to
meet the bidding requirements as indicated in this RFP:

1. Proposal not submitted in accordance with the procedure and formats prescribed in
this document or treated as non-conforming Proposal.
2. During validity of the Proposal, or its extended period, if any, the Bidder increases his
quoted prices.
3. The Bidder qualifies the Proposal with his own conditions.
4. Proposal is received in incomplete form.
5. Proposal is received after due date
6. Proposal is not accompanied by all the requisite documents.
7. Proposal is not accompanied by the EMD.
8. If the Bidder provides quotation only for a part of the Project.
9. Information submitted in Technical Proposal is found to be misrepresented, incorrect
or false, accidentally, unwittingly or otherwise, at any time during the processing of the
Contract (no matter at what stage) or during the tenure of the Contract including the
extension period, if any
10. Commercial Proposal is enclosed with the Technical Proposal.
11. Bidder tries to influence the Proposal evaluation process by
unlawful/corrupt/fraudulent means at any point of time during the Bid process.
12. In case any Bidder submits multiple Proposals or if common interests are found in two
or more Bidders, the concerned Bidder are likely to be disqualified, unless additional
Proposals/ Bidder are withdrawn upon notice immediately.

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13. Bidder fails to deposit the Performance Bank Guarantee or fails to enter into a Contract
within 15 Days of the date of issue of Letter of Intent or within such extended period,
as may be specified by the Thane Smart City Limited.
14. Any Bid received by Thane Smart City Limited after the deadline for submission of
Bids shall be declared late and will not be entertained.
15. While evaluating the Proposals, if it comes to the Thane Smart City Limited or its
nominated agency’s knowledge expressly or implied, that some Bidder may have
colluded in any manner whatsoever or otherwise joined to form an alliance resulting
in delaying the processing of Proposal then the Bidder so involved are liable to be
disqualified for this Contract as well as for a further period of Four years from
participation in any of the RFPs floated by the Thane Smart City Limited.
16. If the Technical Proposal contains any information on price, pricing policy, pricing
mechanism or any information indicative of the commercial aspects of the Bid.

Acknowledgement of understanding
By submitting a Proposal, each Bidder shall be deemed to acknowledge that he has
carefully read all sections of this RFP, including all forms, schedules, annexure,
corrigendum and addendums (if any) hereto, and has fully informed itself as to all
existing conditions and limitations.

Site visit by Bidder


The Bidder may visit and examine the office of Thane Smart City Limited at a time to
be agreed with Thane Smart City Limited and obtain for itself on his own responsibility
all information on the existing processes and functioning of Thane Smart City Limited
that may be necessary for preparing the Bid document. The Bidder may carry out this
site visit after obtaining written permission of Thane Smart City Limited. The visit may
not be used to raise questions or seek clarification on the RFP. All such queries or
clarifications must be submitted in writing. The cost of such visits to the site(s) shall be
at the Bidder own expense.

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5 Scoring, Evaluation & Award of Contract

Technical Score: (X)


The Bidder who secures maximum marks shall be given a technical score of 100. The
technical scores of other Bidder for the project shall be computed as follows.

[Marks secured by the respective Bidder]


[‘Technical Score’ of Bidder for
= 100 X
the Project (X)]
Highest Marks secured

The score secured based on evaluation of the Technical Proposal as above shall be the
Technical Score of the Bidder for the project being considered for evaluation (X).

Financial Score: (Y)


The Bidder shall submit their quote as per the format provided in Section 12.18 & 12.19. The
Financial proposals shall be evaluated on the basis of Final Offer by the Bidder to the Thane
Smart City Limited against for “Selection of a System Integrator for Implementation of
Integrated ERP Solution for Municipal Services at Thane Smart City Limited” The project is
proposed to be implemented, operated and maintained by selected Bidder for a period of 5
years.

The financial offers of the qualified Bidder shall be tabulated for this project and the Bidder
with lowest financial offer will be given a financial score of 100.

In cases of discrepancy between the prices quoted in words and in figures, the price quoted
in words shall prevail. For any other calculation/ summation error etc. the bid may be rejected.
The financial scores of other Bidder for the project shall be computed as follows:

[The ‘financial [Lowest Offer quoted by the Bidder for the project (Rs.)]
score’ of Bidder for = 100 X
the project(Y)] [Offer quoted by Respective Bidder for the project (Rs.)]

The marks secured as above shall be the Financial Score of the Bidder for the project (Y).

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Composite Score of the Bidder


Composite score of the Bidder for the bid shall be worked out as under:

Weighted Weighted Composite


Technical Financial
Bidder Technical Score Financial Score Score
Score (X) Score (Y)
(70% of X) (30% of Y) (F=D+E)
A B C D E F

Special Conditions for Evaluation


The successful Bidder shall be the agency securing the highest composite score in column
‘F’ above. However, in the event of two or more Bidder securing exactly the same composite
score, then the following method would be adopted:

a. Declare the Bidder whose technical score is highest, among the Bidder who have secured
exactly the same composite score as successful Bidder,
b. In case the Technical & Commercial score of 2 or more bidders are same, lottery system
method shall be adopted to arrive at the successful bidder.

Award Criteria
Post the evaluation process indicated in Section above, Thane Smart City Limited will award
the Contract to the Bidder, who has the highest composite score as per the scoring scheme
mentioned in Section 5.3.

Right to accept any Proposal and to reject any or all Proposals


Thane Smart City Limited reserves the right to accept or reject any Proposal, and to annul
the tender process and reject all Proposals at any time prior to award of Contract, without
thereby incurring any liability to the affected Bidder or Bidder(s) or any obligation to inform the
affected Bidder or Bidder(s) of the grounds for Thane Smart City Limited or its nominated
agency’s action.

Notification of Award
Prior to the expiration of the validity period, Thane Smart City Limited will notify the
Successful Bidder that its Proposal has been accepted by issuance of a Letter of Intent in

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writing. Post signing of contract, the successful Bidder is referred as System Integrator (SI) in
this document.

Conditions Precedent for the Bidder


The Bidder shall be required to fulfill the Conditions Precedent within 15 Business Days from
issue of the Letter of Intent to the Bidder. The Conditions Precedent are as follows:

1. Submission of PBG as prescribed in the RFP section 12.24.

Extension of time for fulfillment of Conditions Precedent


The parties may, by mutual agreement extend the time for fulfilling the Conditions Precedent
and the term of the Master Service Agreement (MSA).

Non-fulfillment of the Bidder’s Conditions Precedent


1. In the event that any of the conditions precedent of the Bidder have not been fulfilled
within 15 Business Days from the date of issue of Letter of Intent and the same have
not been waived fully or partially by Thane Smart City Limited, the MSA shall cease
to exist;

2. In the event that the MSA fails to come into effect on account of non-fulfillment of the
Bidder conditions precedent, Thane Smart City Limited shall not be liable in any
manner whatsoever to the Bidder and Thane Smart City Limited shall forthwith forfeit
the EMD / PBG submitted by the bidder.

Contract Period
The validity of the period of the Contract will be for 5 years from Post Go-Live (Go-Live). The
Implementation Phase would start from the date of issue of work order by Thane Smart City
Limited till Go-Live of the proposed Solution. The rights hereby granted is for a period of 5
years commencing from the date of issue of work order during which the Service Provider is
authorised to design, finance, procure, operate and maintain the Project in accordance with
the provisions hereof. Provided that in the event of termination, the Contract Period shall
mean and be limited to the period commencing from the date of issue of work order and
ending with the Termination Date. Thane Smart City Limited reserves the rights to extend
this contract based on mutual consent for another two years subject to successful

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implementation and result of performance delivery. In case of a mutually agreed extension


for two years, the bidder is expected to bear all replacement costs to ensure the project related
hardware & software are under support for the extended period. The % increase in the
Operations & Maintenance cost for renewal of contract i.e. after completion of 5 years
contracted Operations & Maintenance, would be mutually decided between the System
Integrator and Thane Smart City Limited with well-defined responsibilities in this RFP.

Signing of Contract
Master Service Agreement (MSA) will be signed as per RFP, after selection of Bidder. Thane
Smart City Limited shall have the right to annul the award in case there is a delay of more
than 15 business days in signing of Contract from the date of issue of work order by Thane
Smart City Limited, for reasons attributable to the selected Bidder, also the EMD of the
successful bidder would be forfeited.

Failure to agree with Terms and Conditions of this RFP


Failure of the successful Bidder to agree with the terms & conditions of the RFP shall
constitute sufficient grounds for the annulment of the award, in which event Thane Smart City
Limited may call for new Proposals and invoke the Performance Bank Guarantee of the
successful bidder (System Integrator) executing the project.

Performance Bank Guarantee


1. Performance Bank Guarantee is governed for supplies and services as follows:
a. Bidder shall carry out the Services in conformity with the MSA, the RFP, generally
accepted professional and technically accepted norms relevant to such Projects
and to the entire satisfaction of Thane Smart City Limited.
b. The Earnest Money deposited at the time of Bid submission would be given back
to the Bidder on payment of Performance Bank Guarantee in the form of Bank
Guarantee.
2. Bidder shall deposit the Performance Security as follows:
a. The successful Bidder shall at his own expense, deposit with Thane Smart City
Limited Performance Bank Guarantee of 10% of the Total Contract Value.
b. The Performance Bank Guarantee should be furnished within 14 Days from the
date of issue of Letter of Intent.

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c. At the end of the Contract, the Performance Bank Guarantee may be discharged/
returned by Thane Smart City Limited upon being satisfied that there has been due
performance of the obligations of the successful Bidder under the contract.
However, no interest shall be payable on the Performance Bank Guarantee.
d. Thane Smart City Limited shall also be entitled to make recoveries from the
Performance Bank Guarantee on the following grounds:
• Any amount imposed as a fine by Thane Smart City Limited for irregularities
Committed by the Bidder
• Any amount which Thane Smart City Limited becomes liable to the
Government /Third party on behalf of any default of the Bidder or any of
his/her/their agent/ employees or staff.
• Any payment/fine made under the order/judgment of any court/consumer
forum or law enforcing agency or any person working on his behalf.
• Any other outstanding amount.
e. Once the amount under this clause is debited, the Bidder shall reimburse the Bank
Guarantee to the extent the amount is debited within 15 days of such debit by
Thane Smart City Limited failing which it will be treated as breach of agreement
and may lead to termination of agreement with forfeiture of all amounts including
interest free performance Bank Guarantee in favour of Thane Smart City Limited.

Exit Management Schedule


1. Purpose
i. This Schedule sets out the provisions, which shall apply on expiry or
termination of the MSA, the Project Implementation, Operation and
Management SLA.
ii. In the case of termination of the Project Implementation and/ or Operation and
Management, the Exit management shall be applicable.
iii. The Parties shall ensure that their respective associated entities carry out their
respective obligations set out in this Exit Management Schedule.

2. Transfer of Assets
i. Planning shall be entitled to serve notice in writing on the System Integrator
(SI) at any time during the exit management period as detailed herein above
requiring the SI to provide the Planning with a complete and up to date list of
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the Assets (Hardware & Software) within 30 days of such notice. Planning shall
then be entitled to serve notice in writing on the SI at any time prior to the date
that is 30 days prior to the end of the exit management period requiring the SI
for Assets, if any, to be transferred to Thane Smart City Limited.
ii. In case of contract being terminated by Planning, Planning reserves the right
to ask SI to continue running the project operations for a period of 6 months
after termination orders are issued.

3. Cooperation And Provision Of Information

During the exit management period:

a. The System Integrator shall allow the Planning access to information


reasonably required to define the then current mode of operation associated
with the provision of the services to enable the Planning to assess the existing
services being delivered;
b. promptly on reasonable request by the Planning, the SI shall provide access
to and copies of all information held or controlled by them which they have
prepared or maintained in accordance with this agreement relating to any
material aspect of the services (whether provided by the System Integrator or
sub-contractors appointed by the System Integrator). The Planning shall be
entitled to copy of all such information. Such information shall include details
pertaining to the services rendered and other performance data. The System
Integrator shall permit the Thane Smart City Limited to have reasonable
access to its employees and facilities as reasonably required by Thane Smart
City Limited to understand the methods of delivery of the services employed
by the System Integrator and to assist appropriate knowledge transfer.

4. Confidential Information, Security And Data

The System Integrator shall promptly on the commencement of the exit management
period supply to the Planning the following:

a. information relating to the current services rendered and customer in relation


to the services;
b. documentation relating to Project’s Intellectual Property Rights;

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c. all current and updated data as is reasonably required for purposes of Thane
Smart City Limited transitioning the services to its Replacement System
Integrator in a readily available format nominated by the Planning, its
nominated agency;
d. all other information (including but not limited to documents, records and
agreements) relating to the services reasonably necessary to enable Thane
Smart City Limited, or its Replacement System Integrator to carry out due
diligence in order to transition the provision of the Services to Thane Smart
City Limited, or its Replacement System Integrator (as the case may be)

Before the expiry of the exit management period, the System Integrator shall deliver to
the Thane Smart City Limited or its nominated agency all new or up-dated materials
from the categories set out in Schedule above and shall not retain any copies thereof,
except that the System Integrator shall be permitted to retain one copy of such
materials for archival purposes only.

5. Employees

Promptly on reasonable request at any time during the exit management period, the
System Integrator shall, subject to applicable laws, restraints and regulations (including
in particular those relating to privacy) provide to the Planning a list of all employees
(with job titles) of the System Integrator dedicated to providing the services at the
commencement of the exit management period.

Where any national, regional law or regulation relating to the mandatory or automatic
transfer of the contracts of employment from the System Integrator to the Planning or
its nominated agency, or a Replacement System Integrator ("Transfer Regulation")
applies to any or all of the employees of the System Integrator, then the Parties shall
comply with their respective obligations under such Transfer Regulations.

To the extent that any Transfer Regulation does not apply to any employee of the
System Integrator, department, or its Replacement System Integrator may make an
offer of employment or contract for services to such employee of the System Integrator
and the System Integrator shall not enforce or impose any contractual provision that
would prevent any such employee from being hired by any Replacement System
Integrator.

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6. General Obligations Of The System Integrator

The System Integrator shall provide all such information as may reasonably be
necessary to effect as seamless a handover as practicable in the circumstances to the
Planning or its Replacement System Integrator and which the System Integrator has in
its possession or control at any time during the exit management period.

For the purposes of this Schedule, anything in the possession or control of any System
Integrator, associated entity, or sub-contractor is deemed to be in the possession or
control of the System Integrator.

The System Integrator shall commit adequate resources to comply with its obligations
under this Exit Management Schedule.

7. Exit Management Plan


a. The System Integrator shall provide the Thane Smart City Limited or its
nominated agency with a recommended exit management plan ("Exit
Management Plan") which shall deal with at least the following aspects of exit
management in relation to the MSA (Master Service Agreement) provided in
Section 12.21 as a whole and in relation to the Project Implementation, and the
Operation and Management SLA.
b. A detailed program of the transfer process that could be used in conjunction
with a Replacement System Integrator including details of the means to be used
to;
i. ensure continuing provision of the services throughout the transfer
process or until the cessation of the services and of the management
structure to be used during the transfer;
ii. plans for the communication with such of the System Integrator's sub-
contractors, staff, suppliers, customers and any related third party as
are necessary to avoid any material detrimental impact on the
Planning’s operations as a result of undertaking the transfer;
c. Plans for provision of contingent support to Planning, and Replacement System
Integrator for a reasonable period after transfer.
d. The System Integrator shall re-draft the Exit Management Plan annually
thereafter to ensure that it is kept relevant and up to date.

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e. Each Exit Management Plan shall be presented by the System Integrator to and
approved by the Planning.
f. The terms of payment as stated in the Terms of Payment Schedule include the
costs of the System Integrator complying with its obligations under this
Schedule.
g. In the event of termination or expiry of MSA, and Project Implementation, each
Party shall comply with the Exit Management Plan. During the exit management
period, the System Integrator shall use its best efforts to deliver the services.
h. Payments during the Exit Management period shall be made in accordance with
the Terms of Payment Schedule.
i. This Exit Management plan shall be furnished in writing to the Thane Smart City
Limited within 90 days from the Effective Date of this Agreement.

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6 Project Overview

Project Background
With rapid economic development and exposure to global practices in and around Thane, citizens
of Thane expect world class service delivery from Thane Smart City Limited for their daily and
common needs. Thane Smart City Limited (TSCL) realizes that citizens spend a lot of time in
availing services that may require multiple visits to TSCL offices and hence may not bring a high
level of satisfaction.

The Thane Smart City Limited is at a very significant crossroads where it has embarked on
ambitious plans to deliver end-to-end services to its stakeholders in a user-centric way bringing
about high levels of accountability and transparency in its service delivery supported by a high
degree of efficiency and effectiveness in the department's internal operations. Interventions to be
made are not merely at the surface of service delivery but go deeper in such a way that there is
a close integration of the service delivery with the department's internal operations.

TSCL is looking up to the proposed integrated deployment of ICT as a way of governing that
seeks to achieve the sustained and sustainable development of the local economy, society and
corporate organizations by encouraging a balance between the Municipal Authority, civil society,
the market and the business community. TSCL also recognizes that more and more citizen want
to interact with the public administration via electronic media and considers it as the responsibility
of the administration to take e-Governance another step forward, encouraging a change of culture
and management model for dealing with local citizens.

Goal of this RFP


This main objective of this RFP is to call for proposals from interested bidders for selection of a
System Integrator through Bid management process. The RFP shares the intent behind this
project and highlights the detail requirements for building and implementing the integrated
solution. On the other hand, it helps the bidders to formulate their solution to meet the
requirements.

It is to be emphasized here that Thane Smart City Limited is looking at this project as a set of
complete integrated services to be provided through Citizen Facilitation Centres and a Web Portal
along with automation of internal business operations by the selected agency and not as a supply
of software only. To that end the specifications laid out in this RFP are given as the indicative

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requirement whereas the bidders are expected to focus on the objectives of this project and
formulate their solution offerings in a manner that enables achieving those objectives both in letter
as well as spirit.

Overview of the project


Thane Smart City Limited has ambitious plans to reach out to the citizens by providing integrated,
end-to-end services using by utilizing advanced ICT tools for citizen-facing service delivery and
back-office computerization. The idea is to provide integrated services to citizens in a transparent,
effective and efficient manner to bring about high levels of citizen-satisfaction.

Primary goal of this project is two-fold:

• Provide Local Government services to citizens through online/ Single Window service
delivery channel and ensure accessible, convenient, transparent and timely delivery of
services.
• Integrate Departments/ functions within TMC for better information flow and transparency

Organization Structure of TSCL


The Thane Smart City Limited has deliberative and executive wings. In general, deliberative wing
of Municipal Corporation comprises of the Corporation Council, Standing Committee and the
Mayor, whereas the executive wing comprises of the Municipal Commissioner, the
Deputy/Assistant/Joint Municipal Commissioner, the Municipal Engineer and subordinate
administrative staff.

Thane Smart City Limited has more than 7000 employees.

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Sanctioned Sanctioned
Department Posts Department Posts

General Administration 141 Electrical 213


Establishment 55 Birth Death Certificate 63
RTI 4 Garden 174
Legal 12 Public Works Department 580
Personnel 9 Market 9
Audit 57 Food 29
Accounts 88 Pollution 19
Computer 27 License 13
Secretary 104 Ward Hospitals 265
LBT 351 Maternity 2
Chhatrapati Shivaji Hospital
342 811
Fire & College
Security 329 Ward Health Centres 205
Store 24 Citizen Compliant Centre 10
Health 282 Primary School 1
Encroachment 145 Pre- Primary 135
Solid Waste Management 15 Social Justice 9
Town Planning 177 Swimming Pools 36
Water 1019 Backward Class 10
Tax Collection 140 Filaria 270
Others 725

The employees of the corporation can be sub-divided based on the different designations as
defined below (Indicative List). The Bidder is expected to analyze the number of users for the
ERP solution and indicate the same while responding to this tender. The bidder shall plan for
10% variability in the number of users’ estimation for the proposed solution.

Issued by Thane Smart City Limited 61


CLASS 1 CLASS 2 CLASS 3 CLASS 4
ADD MARKET
ADD CITY ENGINEER SUPTD WIREMAN/S-L-P-OP DEPT GARDEN SUPDT AAYA
ASSMNT&RECOVERY ALO CUM APLT ACQUARIUM
OFF OFFICER X-RAY TECHNICIAN DEPT TOWN PLANNER ATTEN
ASSO PROFSOR ANAESTHETIST STORES CLERK DEPUTY ACCOUNTANT ANIMAL KEEPER
ASST PT(M) S/L
ASST COMMISSIONER ASSO PROFSOR ASST ACCOUNTANT DEPUTY ENGINEER OP
ASST COMSSNR AST-FTR-AUT-
FINANCE ASST ARCHITECT ASST AUDITOR DETECTIVE INSPECTOR ELE
AST-FTR-AUT-
ASST ENGINEER ASST ENG (SHIFT) ASST SECRETARY DIALYSIS TECH. MCH
BADLI SAFAI
ASST ENGR(ELE) ASST ENGINEER ASST ENGINEER DIRECT TAX INSP KAMDAR
ASST LAW OFFICER ASST ENGR(ELE) ASST INSCT OFFCR DIVISIONAL OFFICER BALLER
ASST ENGR- BALLER CUM
ASST.PROFESOR BRIDGE ASST PHY THERAPY DPTY PROJ OFFICER PEON
ASST LAW BEL SWIMAR
ASST.VETER.OFFCR OFFICER ASST PT(M) S/L OP DRAFTSMAN DIVER
AST,PROF.COMU ASST STORES
MEDCN/PSM SUPTD ASST TOWNPLANNER DRI/LOD-OPR/RPR BELDAR
ASST ASST.NRSING BELDAR ASST
COMMISSIONER TOWNPLANNER SUPTD(MTN GRD-2) DRIVER MALI
BELDAR CUM
CURATOR ASST.PROFESOR ASST.TEACHER DRIVR/PUMP OPTR PEON
AST.PROF.MICRO CARETAKER
DEAN BIO AST-FTR-AUT-ELE DRV SEWG DISPOSL CUM MALI
DEPT CHF FIRE OFFCER AST.PROF.PHYSI. AST-FTR-AUT-MCH ELE MOTOR OPERATOR CLERK - III
ASTT PROF
DEPT COMSNR (SPL) PHARMACOLGY AUX NURSE MIDWIFE ELECTRIC SUPERVISOR COOK
RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for Municipal Services at Thane Smart City
Limited

CLASS 1 CLASS 2 CLASS 3 CLASS 4


CHF PROJECT
DEPT COMSNR GEN OFFCER B SMITH CUM WELDR FARM ASSISTANT DEPOT BELDAR
CHF SHOP & ESBL DISESION HALL
DEPT COMSNR(P&I) INSP BELDAR FARM MISTRY ATTD.
CHIEF FIRE DRAINAGE
DEPT COMSSNR (H&H) OFFICER BLACKSMITH FEMALE HLTH SUP KAMDAR
CHLD DVP PRJ
DEPT M O H OFCR BOOK-BINDER FEMALE HLTH WORKER DRESSER
DENTAL
DEPUTY AUDITOR SURGEON BULL DOZER DRIVER FERRO PRINTER DRIVER
DRIVR/PUMP
DEPUTY ENGINEER DEPT M O H CDPO FIELD WORKER OPTR
DIRECTOR OF DEPT TOWN DRNG KUNDI
PLANNING PLANNER CARPENTOR FIRE OFFICER BELDAR
DEPTL INQY FIELD LAB
EXECUTIVE ASSISTANT OFICER CASHIER FIREMAN ATNDNT
DEPUTY
EXECUTIVE ENGINEER ACCOUNTANT CHEMIST FITR-C-PLANT-OPRTOR FIREMAN
DEPUTY CHF FOOD
JR MEDICAL OFFICER ENGINEER INSPECTOR FITTER FITTER
DIVISIONAL
LECTURER IN BIOPHY OFFICER CHF SANITARY INSP FITTER & TURNER GHANKARI
MOH DY.ARCHIECT CHF SWIM POOL INS FITTER-AUT-ELE HAMAL
MEDI
SUPDT&DIRCTR(MED ELECTRIC
EDU RES) SUPERVISOR CHIEF CASHIER FITTER-AUT-MECH HEAD MALI
EXECUTIVE HEARSE
MEDICAL OFFICER ASSISTANT CLERK – I FITTER/PUMP ATNDNT CLEANER
EXECUTIVE HELPER &
MEDICAL OFFICER-I ENGINEER CLERK – II FOOD INSPECTOR CLEANER
HYDRAULIC
MEDICAL OFFICER-II FIRE OFFICER CLERK – III GHANKARI ENGINEER

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CLASS 1 CLASS 2 CLASS 3 CLASS 4


HYDRLC PLTFRM
PROF COMU MEDICN GARDEN SUPTD CLERK-CUM-TYPIST HEAD CLERK OPR
HOTMIX PLNT CLERK/COMPOUNDIN
PROF PHARMECOLOGY OPRTOR G HEAD DRAFTSMAN JAMADAR
CLRK CUM
PROFESOR I/O SUPERVISOR PHOTOGRPHER HEAD NURSE LAB ATTENDANT
JR MEDICAL
PROFESSOR IN ORTHO OFFICER COMP CUM CLERK HEALTH INSPECTOR MALI
JR.ANAESHTHETI MOTOR
RMO ST COMPOSITOR HEALTH VISITOR CLEANER
JR.SCINTIFIC COMPUTR SYTM
STASCN CUM LECTR ASTT. OPRTOR HEARSE CLEANER MUKADAM
TUTOR JUNIOR ENGINEER COMPUTR-C-CLERK HIPO HULLER DRIVER NAIK
NIGHT
VIG & INSP OFFICER LAB TECHNICIAN CRANE OPERATOR HYDRLC PLTFRM OPR WATCHMAN
P.T.SAFAI
LIBRARIAN DATA CLERK INSPECTOR KAMDAR
MAINT ASSTT DENT.TECHNICN/MEC
(ELE) HA INVESTIGATOR PAGI
MANAGER (TOWN
HALL) DEPT CHF SECU OFCR JAMADAR PEON
DEPT ENGR PEON CUM
MEDICAL OFFICER WORKSHOP JR LIBRARIAN DRESSER
PNCTR-
MEDICAL REP/TYRE
OFFICER-II JUNIOR ENGINEER JR.LABORATORY ASSTT FITTER
PRI HEALTH
MUN SECRETARY KHARVA JR.SCINTIFIC ASTT. WORKER
MUN CHIEF PUB-LATRINE
AUDITOR LAB ASSISTANT OFFICE SUPTD CLEANER
MUNICIPAL
ENGINEER LAB ATTENDANT ORGANISER SAFAI KAMDAR

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CLASS 1 CLASS 2 CLASS 3 CLASS 4


OFFICER PUB-
HLTH LAB LAB TECHNICIAN P A TO M C SANI SUB INSP
SECURITY
ORGANISER LADY HEALTH VISITOR PAINTER GUARD
SLUICE VLV
P A TO MAYOR LEAKAGE INSPECTOR PARA-MED-WORKER BELDAR
STAGE
PA TO CE (TECH) LELIN FITTER PAVER DRIVER HELP/BLDR
PERSONNEL
OFFICER LIBRA TECH ASSTT PERSONAL ASST. STORE BOY
PHYSIOTHERAPIS SUB-OFFICER
T LIBRARY CLERK PHYSIOTHERAPIST (FIRE)
PROFESSOR MAINT ASSTT (ELE) PLANT & S-L-OP SURVEY BELDAR
PUB RELA
OFFICER MALARIA INSPECTOR PLANT OPERATOR SWEEPER
RMO MASON PRESSMAN WARD BOY
SANI SUB INSP MEDI SOCL WKR PRI HEALTH WORKER WATCHMAN
SANITARY RADIO MECHANIC
OFFICER MEDICAL OFFICER REDIOGRPHIC TECH. WATERMAN
MERCEDES
SEC ASST (HEMT) OPERATOR REFRACT/OPTHOL
SEC ASST BLOOD
TRNFS MILLER DRIVER ROAD INSPECTOR
SECTION OFFICER MUKADAM ROAD ROLLER DRIVER
SHIKSHAN
SAHAYAK NURSE SAFAI KAMDAR
SHOP & ESBL INSP NURSING SUPDT. SANI SUB INSP
SR DEPT ACTT STR.KEEPR
(TRY) CLRK(JR.PHRMST) SANITARY INSP
SR.SCINTIFIC
ASTT. SUB-OFFICER (FIRE) SECTION OFFICER
SUPERVISOR SUPERVISOR SECURITY GUARD

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CLASS 1 CLASS 2 CLASS 3 CLASS 4


TECH ASSISTANT SURVEYER SECURITY JAMADAR
TECHNICIAN JR. TECH ASSISTANT SECURITY SUPRWSR
TOWN DEVP
OFFICER TECHNICIAN SHIKSHAN SAHAYAK

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Brief Description of Functional Areas and Services of Thane Smart
City Limited
TSCL provides various Government to Citizen (G2C), Government to Business (G2B) and
Government to Government (G2G) services. The list below is an overview of the various services
being offered currently. However, the bouquet of services as well as the related policies/ rules
may be modified and/or amended by the corporation from time to time. The scope of this
assignment includes all the services being provided to citizens and businesses as well as all
internal management functions of the corporation. The provision for information services such as
enquiry about policy & procedure, contact details, availability of application forms and other
pieces of information that the corporation can provide is being treated as an umbrella requirement
that ought to be met by the proposed system.

# Function Service Type of Service


Issue, Re-Issue, Registration of Birth &
1. Birth & Death Certificate G2C
Death Certificate
2. License Slaughter House, Market G2C, G2B
3. Solid Waste Collection, Disposal, Tracking G2C
Sterilization of Animals, National
4. Health G2C, G2G
Program Monitoring, Awareness
5. Land & Estate Rent Collection, Planning, Acquisition G2C, G2B
Medical, Electrical and General
6. Inventory Management
Inventory
7. Secretary Resolutions, Records for Corporation Management
8. Legal Handling legal cases applicable to TSCL Management
Collection and Expenditure, Preparation
9. Financial Accounting Management
of Books, Budgeting
10. HR & Employee Services HR, Payroll, Employee Benefits Management
11. Fire Safety Services G2C
12. Audit Audit of Corporation Management
13. Hawkers Licenses, Vendor Up gradation G2C
Top Management level Information
14. Digital Dashboard Management
Display
15. Web Portal Online Service for Citizens G2C
16. Vehicle Workshop Maintenance of TSCL vehicles Management
17. Disaster Disaster Management G2C, G2B
18. IT Asset Inventory of Internal IT assets Management
19. Intranet Internal Web Portal for Employees Management
RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

# Function Service Type of Service


Management of Internal Security at the
20. Security Management
Corporation
Administration of National & State level
21. Welfare Schemes G2C, Management
Schemes for citizens
22. Election Management of Elections at TSCL, TMT Management
Citizen Focussed Centres for Various
23. Citizen Facilitation G2C
Services
24. Asset TSCL Assets, Building, etc. Management
25. Ward Works Civil Work of Corporation G2C
26. LBT Payment of LBT, Collection G2C
27. Town Planning Building Plan Approval G2B
28. Grievances Complaint Redressal G2C
Document & File
29. Paperless Office, Work Flow System Management
Tracking
30. e-Tendering Tender Submission, Availability G2B, Management
Medical Hospital (Kalwa and College)
31. Hospital G2C, Management
Management

The bidder should note that some of the functions mentioned above have been already
implemented by the Corporation. Hence, after the bidder is on board for the implementation, it is
expected that detailed study of those functions also be carried out for integration with the new
solution.

IT Assessment of the departments at Thane Smart City Limited

Number of Remarks w.r.t to Data


Department Working Applications in Use Migration/ Integration with
Applications New System

LBT 1 Tax and Enforcement Data migration required

Accounts 1 Tally Data Migration Required


Data Migration Shall be
Computer 1 DOS Based Payroll System Required from the existing
System
Solid Waste Pilot System for Vehicle To be Discussed by Bidder
1
Management Tracking with TSCL after on-boarding

Please note that data migration required for any other department/ module shall be
included as part of the scope of the project.

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Existing Network Setup at TSCL

There is 120 MBPS ILL in Head Office & 20 MBPS ILL between TMC & Data Centre located
Hazuri.

Existing Hardware Setup

TSCL has implemented some software applications as part of its e-Governance plan. To enable
this, a certain number of Hardware equipment like PCs, printers and other equipment have been
procured. To implement the integrated solution proposed in this tender document, the bidder shall
evaluate and propose to TSCL the additional hardware equipment like PCs, printers and other
equipment required. The bidder shall use the prior experience in suggesting the hardware
peripherals required for 7000+ employees of TSCL. The procurement for the same shall be done
post signing of the contract

Project Objectives

Broad Objectives

Following are the broad objectives of the envisaged Project:

• Provide online access to the current, complete and accurate information related to
functions and services provided by Thane Smart City Limited to citizens,
• Achieving internal efficiency & effectiveness of the Corporation by automating and
optimizing their back-office processes.
• To facilitate secure, instantaneous and online payment options for the utility bill
payments, taxes and statutory fees associated with services
• To reduce the administrative burden and to be a cost-effective service delivery channel
for Thane Smart City Limited
• To enable the Thane Smart City Limited to focus on their core functions and
responsibilities by freeing them from the routine operations (like collection of taxes &
fees, issuing of certificates, etc.) and thereby enhance the overall productivity of the
administrative machinery
• Bring the Corporation closer to the citizens in minimum turnaround time and minimal
physical interaction with the Corporation.
• Establish best Practices of citizen centric services as compared to other Urban Local
Bodies
From the perspective of different stakeholders, following are the project objectives:

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Citizens TSCL Bidder

• Anywhere, Anytime Services • Uniform and well-defined • Improved service delivery to


via multiple Delivery channels work procedures citizens
• Delivery of all Services within • Rationalized work norms and • Standardized practices and
pre-defined timelines clear accountability for procedures across all ward
• Ease of availability of all Local performance offices
Government-related • Recognition to efficient • Oppurtunity to work for
information online employees citizens of a fast growing Hub
• Real-time status tracking • Trainings for requisite skill in Maharashtra

• Ease of payment of fees for enhancement


the services received • Better work environment
• Transparency in availing
services

To achieve this project’s objectives & outcomes, following 3 Building Blocks have been
envisaged.

Citizens TSCL and Its


Operations

Service Delivery Infrastructure

Back Office System

Centralized Infrastructure and Application

1. Application Infrastructure: This system will include

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Municipal Services at Thane Smart City Limited

• Web-based Centralized Application


• Internal Process Automation
• Integration with GIS
• Helpdesk Facility (For Employees)

2. Back Office System: This will include:

• Necessary Hardware Procurement for hosting the Solution


• Maintenance of the Application for a period of 5 years Post Go-Live
• Manpower to facilitate system implementation
• Change Management interventions to ensure proper and sustained use of the envisaged
system

3. Service Delivery Infrastructure: This will include:

• Helpdesk Facility for Citizens: The Bidder shall provide Standard FAQ and Manuals to
TSCL which plans to setup a separate Call Centre that shall dedicatedly work towards
the grievances of citizens.

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7 Scope of Work
The scope of work shall be in line with the Solution Overview mentioned under Section 8. It is to
be noted that the scope of the work mentioned in this section is indicative in nature and may
change during the execution of the project.

Brief Description of the Scope


In order to achieve its goal of enabling its functions through IT, TSCL is inviting proposals for
engaging reputed bidders to undertake:

• Component 1: Development / Customization of software applications / products / solutions,


Implementation, training and documentation of the comprehensive solution of Integrated
solution for Municipal services at TSCL.
• Component 2: Integration of Applications/ Software implemented by TMC for various
services on the new Solution Platform (Feasibility Dependent and as decided by the
Corporation)
• Component 3: Assessment of Existing hardware/ software available at the Data Centre for
hosting of the Proposed Solution.
• Component 4: Supply of the additional Hardware as assessed for hosting of the proposed
solution at the Data Centre. The additional can comprise of Servers, Databases, Operating
systems, Storage and Security equipment along with associated peripherals, accessories
and services for hosting of the proposed solution.
• Component 5: Establishment and maintenance of IT helpdesk to provide support relating
to the Proposed integrated solution and its services to all the concerned stakeholders.
• Component 6: Migration of all data from some of the existing applications (that are being
envisaged to be dis-continued) to the new solution.
• Component 7: Operations and Maintenance of the proposed Solution for 5 years after Go-
Live along with deployment of Manpower as necessary.
• Component 8: Deployment and Supervision of personnel required for the Successful
completion of the Project

Issued by Thane Smart City Limited 72


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Envisaged System Solution

Overview

• The System Integrator shall configure and deploy the Application for delivering all the
services and management functions of Thane Smart City Limited as identified above and
detailed in the RFP. This Application could be a COTS Solution or a bespoke developed
solution (that has been already been implemented elsewhere in at least 1 Municipal
Corporation) and shall have capability to integrate the existing GIS functionality into it.
Details of the GIS Functionality are provided in Section 12.10 of this RFP. The Corporation
also has plans to enhance the existing GIS applications for various departments.
• This Application shall be hosted at the existing Data Centre of Thane Smart City Limited.
The Bidder shall plan to use the existing Hardware components procured at the Data
Centre (the details of which are provided in Section 12.9). Any Additional requirements of
hardware for hosting of solution shall be provided during the Tender Response.
• This Application should also be compatible with various e-Governance Systems under the
NeGP (such as Mobile Service Delivery Gateway, etc.) and Aadhaar. It should also be
compatible for any e-Governance Systems (as envisaged by Thane Smart City Limited in
future)
• Back Office System shall provide the user interface to the employees of Thane Smart City
Limited for processing the transactions submitted through various service delivery
channels. Direct access to Back Office system shall be restricted only to the TSCL
Employees. The Back-Office System shall also contain all administrative and
management functions related to Thane Smart City Limited and to enable the same, the
bidder shall provide suitable human resources for facilitation
• Web Portal shall be the interface and delivery channel for citizens, businesses and other
stakeholders to access various services of Thane Smart City Limited. Users shall have
direct access to this portal from their office/homes/other locations. Also, the Portal shall
be accessible from the any other CFCs if established by TSCL in future (for assisted
access to various services).

Salient Design Features

a. Interfacing with Citizen

The proposed system shall be designed to establish an extremely smooth citizen interface.
The focus in the design should be on maximizing citizen convenience in applying for various

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Corporation services, visiting the Corporation facilities and in obtaining the services with
speed and certainty. These design features are described below:

• Multiple Channels for Service delivery: Citizen shall be allowed to submit their
requests for various services through the Portal or via the CFCs.

• Citizen Facilitation Centers (CFC): The queues at CFC shall be managed through
an Electronic Queue Management System, which should allow citizens to sit in
comfort while waiting for their turn to be served.

b. Processing of Services

Back Office Processing: All the front-end activities facing the citizen will be handled at the
CFCs and back-end work related to service delivery as well as the management functions
through Thane Smart City Limited Back Office.

Brief Scope of Tasks to be performed


# Category Task/Description

Prepare a project-plan with detailed activity


schedule and a time-bound action plan for the
1 Plans & Schedules
implementation of the integrated system and
associated software

The SI shall study the existing functionalities of all


the business processes in detail & submit the
document detailing the functionalities, problem
areas & expectations of the TSCL. Broad level
functions expected out of the System have been
detailed out in the Functional Review Specifications
available in the RFP
2 Business Process & Analysis
Identify the customization/ parameterization/
workarounds to be done in the COTS solution /
already implemented solution as such and the
bespoke developments to be undertaken

Identify the process/ procedure that needs to be


modified/ introduced to meet the needs of the
proposed system.

Supply/ Development, Configuration Supply, configure and implement the integrated


3
and Installation of the Software system

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Municipal Services at Thane Smart City Limited

# Category Task/Description

Installation of the integrated solution and the


application software by Configuring the existing
Hardware made available by TSCL at the Data
4 Setting Up Infrastructure centre

Procurement of Additional Hardware/ Software and


Infrastructure Components

Configuration of the proposed solution to meet the


process requirements

As required by TSCL, the SI shall integrate the


above stand-alone applications during this stage
itself or TSCL shall also decide to integrate the
applications post Go-Live of the functional Modules
expected and listed later

5 Implementation of Integrated System Integration with third party Software systems such
as RFID/Bar Code Scanner, Biometric Attendance
System

Development of reports and forms.

Design & prepare test data, quality control, trial run


and arrange acceptance testing of all modules,
including a full load and stress test.

Testing of the configured solution

Identification of Data Migration requirements


6 Data Migration Collection and migration of user and master data
from legacy and manual systems

Training for all stakeholders of TSCL including Core


Team, End users etc.
7 Change Management & Training Documentation, training, simulation. Conduct
onsite workshops for process stakeholders and
highlight the benefits of this new environment

Go-Live of all modules of the solution as envisaged


8 Go-Live and Stabilization with real-time data at all locations
Stabilization of the System after Go-Live

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Broad Scope of Work:


The following sections detail out the scope of work to be performed by the Bidder. The bidder
shall be responsible for automation of all the services, functions/requirements listed in the
following paragraphs and as defined in this RFP. It may be noted that while this RFP has
attempted to provide extensive guidelines, it shall be the responsibility of the bidder to provide for
any additional software, hardware, human resources or processes that may be required to extend
the agreed upon services as per the service level agreement between both parties.

Project Planning & Monitoring

Within 15 calendar days of the effective date of the Contract, bidder will be required to:

• Finalize the Project Charter in order to determine and agree on the project expectations,
ground rules, work plan, communication matrix, timelines, Quality Plan, Configuration
Management Plan etc.
• Bidder’s Project Manager should prepare a detailed project plan (as part of the Project
Charter) clearly specifying the tasks, the dependency among the tasks, the duration to
perform the tasks, the resources allocated to perform the tasks, the scheduled start and
finish dates for the task. This project plan should also clearly mention the various project
milestones and project deliverable schedules. The Project Manager should also prepare
a detailed register of project related risks with details such as Probability of Occurrence
of the Risk Factor, Severity of the Risk Factor, Risk Rating, Risk mitigation plan, etc.
• The detailed project plan should be internally reviewed for completeness and correctness
by bidder and subsequently delivered to TSCL for its review and acceptance. The mutually
agreed Project Plan will form the basis for regular project monitoring.
• Bidder should revise the project plan to incorporate changes due to requirement changes,
delay in approvals, etc., if any, and submit the revised project plan to TSCL.
• Bidder should hold fortnightly review meetings with TSCL providing detailed report on the
progress of the project (Project Progress Report) clearly highlighting the activities
completed in the reporting period, activities planned for the next reporting period,
deviations from the planned dates, issues / concerns affecting the project progress, impact
on the overall project timelines, project related risks with their mitigation plans.
• Bidder should monitor the quality of the solution being developed in line with the project
quality plan. Bidder’s Project Manager should periodically review the performance of the
project against defined quality goals and take necessary actions for any deviations.

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Component 1 - Development / Customization of software applications/


products / solutions, Implementation, training and documentation of the
comprehensive solution of integrated solution for Municipal services at
TSCL

Various functional modules to be covered under this project by the Bidder are listed below:

# Modules to be Developed # Modules to be Developed


1 Financial Accounting Management 13 Land & Estate
System
2 Trade License System 14 Security Management
3 Solid Waste Management 15 IT Asset Management
4 Audit Management 16 Intranet
5 Personnel & Payroll Management 17 Disaster Management
6 Works Management System 18 Fire Management
7 Municipal Asset Management 19 Web Portal
8 Birth & Death Management 20 Vehicle Workshop
9 RTS 21 Welfare Schemes
10 Stores & Inventory 22 Legal Management
11 Digital Dashboard 23 Secretary Management
12 School Management

The detailed Functional Requirement Specifications for all the above modules is provided in
section 12.27
a. System Requirement & Design Study
• The bidder shall perform the detailed assessment of the functional requirements for the
services described in the RFP.
• Bidder should understand the processes and other related documents and seek
clarifications from TSCL, if any.
• Bidder shall interact with TSCL project team to gather requirements. It is expected that
bidder gathers requirements through structured questionnaires, focused interviews with
user groups.
• On gathering the requirements, bidder shall analyze these requirements to ensure the
requirements are complete, accurate, consistent and unambiguous
• The Bidder shall finalize the System Requirement Specifications (SRS) in consultation with
TSCL and its representatives based on process definitions & Functional Requirement
Specifications (FRS), Technical Requirements Specifications provided therein, and also
based on its own individual assessment, and / or in consultation with TSCL and its
representatives.

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• SRS shall contain the objectives and scope of the system, overview, various levels of
business requirements, architectural requirements, usability requirements, reliability
requirements, design constraints, sizing considerations, applicable standards, interfaces
etc. User Role wise mapping to the various business functions with details regarding their
access rights (insert / update / delete / view etc.) shall also be included in this document.
Acceptance Criteria shall also be included explicitly promoting clear understanding with the
end user about what the end user considers acceptable for the proposed solution.
• The bidder as part of development of SRS shall develop a system prototype to capture and
demonstrate the end user requirements in the form of screens and outputs. The prototype
shall be enhanced continuously during the development of SRS.
• The Prototype shall also act as tool for preliminary orientation of the end users in
familiarizing with the system that is being implemented. This is also to aid user training and
change management.
• The SRS shall be prepared by the bidder and a formal sign-off obtained from TSCL before
proceeding with the Development/ Customization/Installation of the application.
• Bidder is also expected to visit the different ward locations to understand the requirements
of users at those locations.

b. Software Design
• The bidder shall design the integrated solution architecture & specifications for meeting the
SRS finalized by the bidder and approved by TSCL. The solution designed should have
seamless integration of all the components comprising the integrated solution being
designed, including the some of the existing applications. The solution design shall include,
but shall not be limited to, the design of the application architecture, user interface,
database structures, security architecture, network architecture etc. The principles of
Enterprise Architecture shall be followed while designing the systems.
• The bidder is expected to adopt any of the following approaches:
o Configuration / Customization of an existing application that may be either
Commercially available Off-the-shelf product (COTS)
OR
o Configuration/Customization of an application that might have been developed for
deployment in another Municipal Corporation
• Irrespective of the option above chosen by the bidder, the bidder is required to meet all the
requirements of this RFP including the activities listed, timelines and deliverables

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mentioned in this RFP, functional, performance, service level related and any other
requirements stated in this RFP.
• The bidder should submit the solution design document to TSCL and should obtain the sign
off on the design document before commencing the development
/customization/installation of the solution. However, bidder shall be responsible for ensuring
the compliance of the end product to the requirements specified by TSCL in this RFP.
• Bidder should document the high level design consisting of project standards, the functional
design and the database design, Logical and Process View of the proposed System,
deployment design, Coding standards, architectural requirements such as number of users
and load, size and performance, backup and archival policy, etc.

c. Software Development
• The bidder shall perform software development based on the functional & technical
requirement specifications and designs finalized for the processes as provided in the RFP
• Based on the identified functional requirements and processes, the bidder will undertake
the system configuration and customization.
• TSCL intends to adopt the leading practices available in the offered solution. Bidder is
required to undertake customization that may be needed in line with the changed, improved
or specific business processes requirement prepared during requirement gathering/ study
phase of the project.
• Bidder shall make the required system design modifications and implement the changes in
order to achieve the desired functionality. However, the same must be tested, accepted and
approved by the TSCL users.
• After completion of configuration / customization to the product, bidder shall carry out a trial.
If the need arises and the result is not up to the expectations of TSCL management, further
reconfiguration will be done by the System Integrator in order to close any gap left in
meeting the desired objective. Finally approved/accepted solution will be delivered as
“System Configuration” document and the same should be implemented at locations that
are identified within the scope of this project.
d. Software Testing
• The bidder shall design the Testing strategy including traceability matrix, Test cases and
conduct testing of various components of the software developed/customized for the
Project. The software testing shall include Unit Testing, System Testing, Performance
Testing, Integration Testing etc.

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• The bidder shall submit to TSCL the testing approach and plan and make necessary
amendments, if requested by TSCL. The bidder shall perform the testing of the solution
based on the above test plan, document the results and shall fix the bugs found during the
testing. Though TSCL is required to review the test plan, it is the ultimate responsibility of
bidder to ensure that the end product delivered by the bidder meets all the requirements
(including functional and technical requirements) of the Project as specified in the RFP.
• The basic responsibility of testing the system lies with the bidder.
• The bidder shall after development and customization/configuration of the integrated
solution, conduct tests to demonstrate that the system meets all the requirements
(functional and technical) specifications as brought out in this RFP.
• System Testing: On the basis of these tests, a report would be submitted by the bidder for
review and approval by TSCL. The test results and response times should be demonstrated
by the bidder during the testing phases (System, integration & Stress and Load testing) at
various locations and environment/infrastructure as mutually agreed upon by TSCL and the
bidder.
• Integrating Testing: Integration testing shall be carried out by the bidder to ensure cross
function modules are integrated and transaction data is flowing across the modules
accurately. Bidder is required to plan and execute integration and ensure satisfactory
results are obtained
• Providing Services for Load and Stress Testing: Load, scalability and Stress Testing
would be conducted prior to ‘Go – Live’, once the System Integration Testing of the
configured and customized solution has been conducted successfully. Bidder should use
suitable simulation tools in accordance with the agreed test procedures keeping in view
TSCL’s projected future load of transactional users as proposed by the bidder and agreed
by TSCL.

e. Deployment of the Integrated Solution


• The bidder shall deploy the Application Software and other software required for successful
implementation of integrated system at Data Centre as agreed with TSCL.

f. System Acceptance
• The bidder shall develop acceptance test procedures and the same will need to be
approved by TSCL. The purpose of this acceptance is to ensure conformance by the TSCL

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users to the required process operations, response time, the integrity of the software after
installation, and to eliminate any operational bugs. This will include: -
o Fine tuning of the software, ensuring all required related component software are
installed and any debugging required.
o At the satisfactory conclusion of these Acceptance Tests to the satisfaction of
TSCL, the commissioning/ implementation of the software shall be considered to
be ready.
• Bidder shall provide all the necessary support to the TSCL in conducting the user
acceptance testing.

g. Documentation
• The bidder shall prepare/update the documents including that of FRS, SRS, Detailed
Design, Test Cases & Results, User Manuals, Operations Manual, Maintenance Manual,
Administrator Manual, Security Policy, Licensing etc. as per notified standards. The bidder
shall obtain the sign-off from TSCL for all the documents submitted for this Project and shall
make necessary changes as recommended by TSCL before submitting the final version of
the documents.
• Key Documents Required are:
o Configuration Documentation: Consisting of system setting and parameters for
each function modules.
o User Manual including system instruction and use cases, running of a program to
perform specific task in the system with sample reports, screen formats etc.
o Program flow and Description.
o Any other documentation required for usage of implemented solution at each
location
o System operational procedure manuals.
o On-line help
o The bidder shall provide minimum three hard copies and two soft copies on (two
different CDs) of the above-mentioned manuals.
• Bidder shall prepare and submit all the documentation before provisional ‘Go-Live’ and also
ensure that a periodic revision of the documents to reflect any changes in the system and /
or processes are also done and submitted to TSCL.

h. Ownership and Licenses

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

• The ownership of all software developed/ customized/ configured/ procured and related
documentation for the project would always lie with the TSCL. All licenses for software and
database procured related to project have to be in the name of TSCL.

Component 2 - Integration of Applications/ Software implemented by TMC


for various services on the new Solution Platform (Feasibility Dependent and
as decided by the Corporation)

The successful bidder is expected to propose a new solution in line with the functional
requirements as specified in this document. But there are certain modules; (independently
developed by other developers) which will have to be integrated with the proposed solution to be
developed by the successful bidder. The details and the scope of the modules to be integrated
with the newly developed solution will be shared with the successful bidder at the time of award
of contract. Basic details of the existing applications are already provided. Bidder may officially
request TSCL officials to inquire any further details about the existing applications.

The bidder is required to study the requirement of the modules and propose an approach on the
type and level of integration of the existing module with the proposed solution. All the efforts
required for integration of existing modules with the proposed solution will have to be taken in to
consideration by the bidder during the effort calculation and the same will have to be part of the
commercial bid submitted by the bidder.

TSCL will not allow any deviation in this regard in the commercial bid submitted by the bidder and
any such request by the bidder will eventually lead to disqualification of the bidder.

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Municipal Services at Thane Smart City Limited

Application Status Vendor


Local Body Tax Rolled Out Probity Soft
Property Tax System Rolled Out AscenTech
Building Permissions Rolled Out SpftTech
Hospital Management Tender to be Published KPMG
Tender Published for
Document & File Tracking PWC
Selection of Vendor
e-Tendering Rolled Out MahaTenders
Use of Readily Available
Town Planning Auto-DCR
Software
Water Tax System Operational AscenTech
Digi-Thane Operational Foxberry Technologies
Birth & Death Operational GoI Software
CFC (e-Pradhan) Operational AscenTech
Marriage Software Operational GoI Software
Budget Module Operational
To be developed by
SMS & e-Mail Manager To be Developed
Vendor
The SI shall also be required to work together with the above-mentioned vendors for integration
with other TMC department application/s during the implementation of the project.

The System Integrator shall integrate the developed ERP with SMS & Email manager. The cost
of the same can be envisaged by the bidder and can be included in the commercial proposal.

The system shall also integrate the service of Call/ SMS feature where the citizens can call or
send SMS at the designated nos. to check their dues/ charges etc. for the payments to be made
to TMC or status of an application, etc.

Detail Status Vendor


Cybertech
Data Centre Operational
Solutions
Annual Maintenance Contract
for Office hardware like
Already On Board System Makers
Computers, Printers,
Scanners, etc.

Component 3 - Assessment of Existing hardware/software available at the


Data Centre for hosting of the Proposed Solution

a. Assessment of Existing Infrastructure


• The Test & Development environment architecture should be exactly similar to that of
production environment. All the components of the Test & Development environment

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application should be deployed in the similar way as they are deployed in the production
environment (taking care of aspects such as clustering, integration etc.). This would
streamline the process of testing before deployment on the production environment.
However, since the load testing could be performed on the production environment, the
bidder may choose to rationalize the server sizing in the Test & Development environment.
Appropriate load testing tools shall be put in the testing environment.
• The bidders have to perform an independent assessment of the requirements for
establishment of Test & Development Environment at TSCL and IT Hardware at the Data
Centre.
• The servers will be centrally located at the existing Data Centre facility of TSCL at Hazuri
(Thane).
• The bidders shall ensure that the current investment of TSCL in IT Infrastructure is
protected and would utilize the same in the best possible manner. The bidder has to
propose the utilization plan for the existing hardware and software available with TSCL.
• Based on the assessment; the bidder needs to provide the additional BOM that shall be
proposed in their technical proposal in line with the requirements of the project and
performance on service level agreements. TSCL shall review the BOM during evaluation
phase
• Subject to the specifications laid down in Annexure, it is clarified that the BOM suggested
by the bidder shall provide only the number of additional hardware/software/peripherals or
any other infrastructure requirement. The make of the item shall remain the same. If
upgraded versions are available, the bidder should suggest the same.
• The bidder is also expected to make use of the existing as well as newly procured hardware
in the most optimum manner. The bidder shall adequately quote licenses for virtualization
S/W (Hypervisor) during the response. The virtualization software should allow for migration
of VMs from one physical server to another physical server.
• The bidder would responsible for sizing the hardware/software to support the scalability and
performance requirements of the solution. The bidder would ensure that the servers and
storage are sized adequately and redundancy is built into the architecture that is required
to meet the service levels mentioned in the RFP.

b. Details on Available Infrastructure for use

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Municipal Services at Thane Smart City Limited

Architectural Layout of Existing Data Centre

• List of existing hardware/software procured at Data Centre is as shown below:

There is a Hyper Convergence Infrastructure available for hosting the ERP Application. The
following are approximate specs available/ allocated for the ERP project:

• 385 GB RAM
• 15 TB SAN Storage
• 40 Virtual Cores
• Details of the hardware/software specifications at the Data Centre are provided in
Annexure.
• Bidder may officially request TSCL officials for a site visit to inquire any further details about
the existing hardware. TSCL shall arrange for a meeting with the existing Vendor.

Component 4 - Supply of additional Hardware/Software as assessed for


hosting of the proposed solution at the Data Centre. The additional
components can comprise of Servers, Databases, Operating systems,
Storage and Security equipment along with associated peripherals,
accessories and services for hosting of the proposed solution

a. Procurement of Additional Hardware/Software and Infrastructural Requirements


• The bidder would be completely responsible for the procurement, installation,
commissioning, testing and certification of the necessary additional hardware/software and
infrastructure required for deploying the solution at the said Data Center.
• The bidder shall be responsible for supply and warranty support of equipment & software

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• AMC for the additional hardware/software and infrastructural requirements procured by the
bidder have to be borne by the bidder for a period of 5 years from the date of Go-Live.
• To ensure redundancy requirements are met, the bidder would ensure that infrastructure
procured by the bidder has redundancy built in.
• All the licenses for the additional hardware/software or infrastructural requirements that are
procured by the bidder shall be in the name of TSCL.
• For any COTS products, it is necessary for bidders to obtain certification from the respective
OEMs that the proposed infrastructure is sufficient for the specified number of users and
fully meets the performance and scalability requirements including the increase in number
of users and volume of transactions over a period of 5 years during the course of the project.
Any bids without such certification shall be liable for disqualification. Addressing any
performance issues / degradation during O & M phase shall be the responsibility of the
bidder at no additional cost to TSCL.
• TSCL’s existing Data Center Vendor shall ensure the following at the data centre for the
existing as well as newly procured hardware/software and other infrastructure:
o Secure hosting
o Guaranteed service levels
o Data and Application availability 24x7
o Network management and operations capability
o Facility for centralized management of enterprise client/server systems
o Custom Security options, Multiple security levels
o Backup and Archival Services
o Provide staff, technical and supervisory, in sufficient numbers to operate and
manage the functioning of the DC with desired service levels.
• All the components/solutions including hardware, software, storage, networking, security
equipment required for TSCL’s Data Centre shall be dedicatedly used only for this project.
• The bidders shall note that the SLA for maintaining hardware and network connectivity at
the Data Centre shall be applicable on the existing vendor and the SLAs related to
application shall be relevant for the Bidder. But, the bidder is also expected to provide
necessary support to the existing Data Centre vendor whenever required.
b. Network & Connectivity
• The connectivity for project at all the locations and not limited to 9 Prabhag Samitis, HQ,
Hospitals, shall be the responsibility of vendor managing Data Centre (Sify).

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• The bidder shall also carry out a detailed assessment of the LAN, WAN and Internet leased
line networking requirements for the proposed System with respect to the scope of work.
• The bidder shall also estimate and provide the internet (active and redundant) bandwidth
requirements for the web-portal to be hosted at DC for the expected users of Thane City.
• The bidder shall facilitate in providing relevant advice to the Corporation for ensuring
seamless connectivity at all the required locations for successful implementation of the
Project.

Component 5 - Establishment and maintenance of IT helpdesk to provide


support relating to the Proposed integrated solution and its services to all
the concerned stakeholders

• The bidder shall establish an IT helpdesk for providing necessary technical support to the
employees and internal users at Thane Smart City Limited.
• The help desk service will serve as a single point of contact for all ICT related incidents and
service requests. The service will provide a Single Point of Contact (SPOC) and also
resolution of incidents. TSCL requires the bidder to provide Help Desk services to track and
route requests for service and to assist end users in answering questions and resolving
problems related to the network, equipment, client side infrastructure, operating systems
and software applications, at all locations. It becomes the central collection point for contact
and control of the problem, change, and service management processes. This includes
both incident management and service request management. This will be the first level of
support. If a problem is not resolved by telephone and the End User declares the problem
to be of an emergency nature, the bidder shall dispatch a help desk representative who will
provide Desk Side Support Service. For all the services of TSCL within the scope of this
RFP, bidder shall provide the following integrated customer support and help. The services
to be provided include:-
o Establish 12X12 Help Desk facility for reporting issues/ problems with the IT
infrastructure and application. 12X12 shall mean hours between 08.00AM -20.00
PM on all working days (Mon-Sat) excluding Public Holidays or any other Holidays
observed by TSCL.
o To provide a service desk facility and the set up all necessary channels for
reporting issues to help desk and receive status. The incident reporting channels
will be the following: email, telephone, and web.
• The Help Desk shall undertake the following activities:-

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o Log issues / complaints related to IT and Non-IT infrastructure at the user location
for the licensed and customized software solutions under the scope of work and
issue an ID number against the issue / complaint.
o The bidder shall provide complete functional and technical support for software
problems (all licensed and customized software provided by the bidder) and or
related questions, defects and non-defects.
o The bidder shall provide licensed software support including but not limited to
problem tracking, problem source identification, problem impact (severity)
determination, bypass and recovery support, problem resolution, management
reporting and trend analysis and interfacing with other suppliers as required.
o Assign severity level to each issue / complaint.
o Track each issue / complaint to resolution.
o Escalate the issues / complaints, to <Client name> if necessary as per the
escalation matrix.
o Notifying users of problem status and resolution.
o During resolution of a reported problem, SI shall provide TSCL with periodic status
updates and also provide TSCL with a (weekly) report detailing the disposition of
each reported problem, and other contents as desired by TSCL.
o Provide feedback to the callers.
o Creation of knowledge base on frequently asked questions to aid the users of the
IT infrastructure.
o Prepare Knowledge base for frequently reported problems.
o Preparing Dashboard on Quarterly basis.
o Monitoring systems to proactively determine, diagnose, and resolve problems.
This includes notifying customers and all service providers of known problems and
alerts.
o Provide reports that effectively summarize and communicate the performance and
compliance with service levels.
o Provide training for all productivity tools.
o Define help desk call prioritization guidelines, problem severity codes, and
escalation procedures in consultation with TSCL.
o Perform periodic problem reviews for root cause analysis of all reported problems
and, in conjunction with TSCL, establish appropriate measures to prevent
recurring incidents.

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o Provide input to <Client name> on End User training requirements based on help
desk problem call tracking and analysis.
o Manage problem escalation procedures as defined by TSCL and documented in
the Help Desk Procedures Manual.
o Provide a monthly report to TSCL assessing the help desk performance against
the Service Levels.
• The bidder shall provide staff, agents, technical experts and supervisors, in sufficient
numbers to operate and manage functioning of Helpdesk at desired service levels.
• The space for the IT helpdesk will be provided by TSCL.

Component 6 – Data Digitization and Data Migration

The bidder is not responsible for the digitization of the data currently available in manual form.
But after selection, the bidder shall interact and discuss with TSCL and its Other Stakeholders to
finalize the migration of the data available in the databases of the existing IT systems to the new
Database implemented for the proposed project. The data for Birth & Death Certificate
Module/Application, Accounts (Tally) and Payroll needs to be migrated to the new system. For
Modules like LBT, Property Tax, Building Permissions, Grievances, Hospital Management, e-
Tendering, the decision for migration (if needed) of data would be taken by mutual discussion
with the Bidder. The procedure for Data digitization and Migration activities suggested is as
follows:

• The bidder will ensure that the data migration task is completed before shifting to the new
application.
• The bidder has to design data migration & acceptance methodology and plan and get it
approved from TSCL
• Develop own data migration schema etc. as well as procure any software which may be
required for data migration at no additional cost to the Corporation
• Corporation shall provide the available data to the supplier for migration purposes. The
bidder will migrate the existing data and will provide the print outs of the migrated data to
the Corporation for verification purposes.
• Bidder shall provide checklists for migrated data to Corporation for verification, including
number of records, validations (where possible), other controls etc.
• The Bidder will submit a report on the quality assurance/control and the process adopted
duly ensuring the accuracy in the migrated data (100 % accuracy is required).

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• Any corrections as identified in the migrated data during Data Quality Assessment and
Review shall be addressed by bidder at no additional cost to Corporation. Bidder is required
to ensure the high accuracy during data digitization exercise and as per the data digitization
plan.

Please note the system integrator needs to have meeting after every 15 days from UAT
till Go-live of the solution.

Component 7 - Operations and Maintenance of the proposed Solution for 5


years after Go-Live along with deployment of Manpower as necessary

• The bidder shall be required to provide operational & maintenance services for Solution
including, but not limited to, production monitoring, troubleshooting & addressing the
functionality, availability & performance issues, implementing any system change requests,
addressing the incidents/problems raised by the users (via IT Helpdesk) for problems/bugs
in the application etc.
• The bidder shall provide for single sign-on facility and keep the application software in high
availability mode meeting the requirements defined by the TSCL from time to time based
on functional, administrative or legislative priorities, perform any changes and upgrades to
applications as requested by the TSCL and required for achieving the project objectives.
a. Software

Following is the broad scope for maintenance and support functions with regard to software.

• Additional Licenses
o The bidder shall be responsible for supply of Additional Licenses for Packaged Solution
Modules or User Expansion Capacity for Developed Applications. The bidder is required
to give a regular feedback to TSCL on the overall usage of the Application Software to
understand the Usage of the already procured Licenses/ user base/load. Based on this
usage statistics, if required by TSCL, Bidder would have to supply additional licenses/
make provisions for accommodating additional users for the Integrated Solution
Modules. Bidder would ensure that TSCL gets same or higher level of discount over the
list price as given in response to this tender.
• Data Management
o Successful Bidder would be responsible for extending all possible support to the
corporation staff for Data Management (like Data entry Screens, Report Generation,

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Data Analysis, Data Cleansing, etc.). Data could be in English as well as in Marathi. Data
should be Unicode compliant.
• Content Management
o Successful Bidder would be responsible for carrying out day to day content
management as per the requirement of TSCL for the entire project period. Content
Management scope would cover both TSCL’s intranet and internet based web portal.
• Compliance to SLA
o The bidder shall ensure compliance to uptime and performance requirements of Project
solution as indicated in the SLA in the RFP and any upgrades/major changes to the
software shall be accordingly planned and implemented by bidder at no additional cost
for ensuring the SLA requirements.
• Application Software Maintenance
o The bidder shall address all the errors/bugs/gaps in the functionality offered by solution
(vis-à-vis the FRS & SRS signed off for the Project) at no additional cost during the
operations & maintenance period.
o For performing of any functional changes to system that are deviating from the signed-
off Functional Requirements/System Requirements, a separate Change request shall
be raised by the bidder and the changes in the software shall be implemented
accordingly. The time period for implementation of change shall be mutually decided
between bidder and TSCL. The procedure for Change Request and conditions of the
same are available in the volume of “General Conditions of Contract” of this RFP
o In case there is a change request in the scope of work, the bidder shall get it approved
by TSCL for the additional cost, effort and implementation time.
• Problem identification and Resolution
o Identification and resolution of application problems (e.g. system malfunctions,
performance problems and data corruption etc.) shall be part of bidder’s responsibility.
o The bidder shall also be responsible to rectify the defects pointed out by the Project
Monitoring Body to be setup by TSCL and carry out the enhancements suggested by
such body, as a result of the its feedback, during the O&M period. This shall be at no
additional cost to the TSCL, in so far as the enhancements relate to items of work falling
within the purview of the defined Scope of Work for the bidder.
o Resolution of incidents/problem logs created by the users of the application in the IT
Helpdesk, including putting in place a robust tracking mechanism.
• Software Change & Version Control

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All planned changes to application systems shall be coordinated within established Change
Control processes to ensure that:

o Appropriate communication on change required has taken place


o Proper approvals have been received
o Schedules have been adjusted to minimize impact on the production environment

The bidder shall define the Software Change Management & Version control process and obtain
approval for the same from TSCL. For any changes to the software, the bidder has to prepare
detailed documentation including proposed changes, impact to the system in terms of functional
outcomes/additional features added to the system etc. The bidder is required to obtain approval
from TSCL for all the proposed changes before implementation of the same into production
environment and such documentation is subject to review at the end of each quarter of
operations & maintenance support.

• Maintain configuration information

Maintain version control and configuration information for application software and any system
documentation.

• Maintain System documentation

Maintain and update documentation of the software system. Ensure that:

o Source code is documented


o Functional specifications are documented
o Application documentation is updated to reflect on-going maintenance and
enhancements including FRS and SRS
o User manuals & training manuals are updated to reflect on-going
changes/enhancements
o Standard practices are adopted & followed for version control and management.

b. Operations & Maintenance of IT Infrastructure


• Assistance to the existing vendor, if required for Overall monitoring and management of
the systems implemented for the Project, which includes administration of Infrastructure
(Web /Application servers, database servers, storage, etc.), Networks, and all other services
ancillary to these facilities to ensure performance and availability requirements of the Project.
• Implement Helpdesk solution and provide issue resolution support for addressing the issues
reported by the internal users of Information systems deployed in the project.
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• Assistance in informing the existing vendor for patch management, testing and installation of
software upgrades issued by the OEM/vendors for the additional hardware that has been
procured by the bidder from time to time.
• Any other support as required by TSCL

Component 8 - Deployment and Supervision of personnel required for the


Successful completion of the Project

• The bidder shall be responsible for sourcing of the personnel and the management of all
matters relating to such personnel, to carry out the responsibilities assigned to the bidder
under the agreement with the bidder. In particular, these include:
o Recruitment of the personnel possessing the qualifications prescribed in the RFP;
o Training of the personnel;
o Payment of salaries and benefits to the personnel;
o Meeting all statutory obligations / payments arising out of engaging the personnel;
o Meeting all the liabilities arising out of the acts of the personnel
• During the course of the contract, if it becomes necessary to replace any of the Key
Personnel, the bidder shall forthwith with due approval from TSCL, provide as a replacement,
a person of equivalent or better qualifications and experience than the resource being
replaced / or proposed in the bid.
• The team proposed in the proposal should be on the rolls of the bidder(s) at the time of
submission of the proposal. For any change of the resource or any resource being proposed
for operations, the bidder should have to submit the CV of the resource, at least 2 weeks in
advance for TSCL to decide on the replacement.
• The bidder must ensure that the minimum number of Personnel proposed in the RFP is
available. However, bidder is expected to provide information on the different levels of
resources proposed for the project. The bidder is expected to estimate the requirements of
resources considering the requirements provided in this tender and to implement it
successfully. The bidder can provide the list of resources for help-desk for employees after
selection
• It may also be noted that the bidder shall be required to deploy separate teams for Project
Management, Design & Deployment and Operations & Maintenance, the details of which
have to be provided by the bidder in the response.

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• All the concerned staff should log an attendance on a daily basis at their respective reporting
location.
• The Bidder is required to provide the details of all the resources deployed during entire
lifecycle of project in the format specified at Section 12.25

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8 Solution Overview

Functional Architecture of the Proposed Solution


The overview of the functional architecture for the integrated solution implementation is as
shown in the figure below:

The architecture is anchored by a superior IT Governance system which focuses on having


capable people at right locations, developing common standards, policies and guidelines to be
followed across the Corporation. It provides view of the various users expected to interact with
the system. It also describes the various communication channels which may be used while
interacting with the various users and systems. The system rests upon a robust networking and
hardware infrastructure, driven by a competent IT Security, Control and Monitoring system. The
architecture also describes the various data sets and applications that need to be considered
while designing of various systems.

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The important components within the architecture have been explained subsequently.

1. Communicators

The various users and systems which are expected to communicate with the corporation system
can be classified as:

• Citizens: This group consists primarily of users who will consume the various services
offered by the Corporation.
• Employees: This group consists of the users within the Corporation. These users will
perform the required functions in order to deliver various services offered by the
Corporation. The users within this group will have different levels of access based on their
authority and their designated functions.
• Businesses/External Stakeholders: In order for performing its functions, the system is
expected to interact with a number of other stakeholders such as Government agencies,
NGOs, Banks, etc.
2. Communication Channels

Accessibility of the Corporation is one of the key requirements for the system. This may be
achieved by providing for different modes of communication with users and other stakeholders.
These would include communication via web portals accessible over internet for general users
and over intranet for departmental users, call center, post, courier, emails, mobiles, drop boxes,
etc.

The communication with external systems may take place through the State Service Delivery
Gateway (SSDG) or through a customized electronic data interchange mechanism. The
mechanism for some of the external agencies can be decided once the system becomes mature.

3. Physical Infrastructure

Since the Internet is a facet of most societies today, and India is no stranger to this phenomenon,
the corporation intends to make best use of web services to cater to Corporation’s citizen centric
services across different geographical locations. The web enabled system will allow users at
wards, offices or any place, if authorized to do so, to access services of the Corporation.

4. Key physical infrastructure facilities


• Data Center: Data Center shall be the focal point of TSCL’s ICT infrastructure especially
for core system. It shall act as a central hub for internal TSCL connection between ward
offices as well as connection to the citizens and community through Internet.

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• TSCL Locations: Considering that the Corporation system will be accessible over
Intranet and Intranet, the requirement at TSCL head office, wards, hospitals, etc. would
be not very high. The employees would have a sufficient access to Internet-enabled
computers and printers in order to carry out their tasks. Actual number of the machines
required will have to be assessed based on the staff count in various departments, wards
and hospitals.
5. Integration with Different Databases

In order to deliver all services through a single window and reduce various departmental
interfaces, the system shall have to be integrated together with all the existing databases and
legacy data from some existing data modules shall require migration.

Solution Architecture

High level n-Tier Architecture

Considering that the majority of applications which would be developed for the Corporation will
be web-based hosted over Internet or Intranet, the bidder should plan to implement an n-tier
application architecture.

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This section gives a brief introduction of overall solution architecture. The details of each
component are described below. The figure given above depicts the indicative multi-tiered or
layered Solution architecture for the Thane Smart City Limited Project that is built with the key
principles of modularity, scalability and manageability. Each layer provides a distinct set of
functionalities that is independent of the functionalities provided by the other layers. Individual
layers and their functionalities are detailed below:

1. Client/ Access Layer

The client layer will consist of the required software components to be used by the end user as
the front-end to access and use the underlying business applications for carrying out the required
business activity. Typically the client layer will be a Personal Computer (PC) running a desktop
operating system. The component to access the underlying business applications will be a Web
browser such as Google Chrome, Internet Explorer or Mozilla Firefox or any other commonly
prevalent web browser. The client desktops will be connected to the servers hosting the business
applications either locally within the premises on a LAN (Local Area Network) or over longer
distances on a WAN (Wide Area Network)
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2. Presentation Layer

Those software components that render the results of the business applications in a format that
will be viewable by the end user form the Presentation layer components which will be typically
web servers and Portal servers. There can be multiple web or portal servers serving different
categories of users – Intranet portals or web servers which serve users within an Intranet and
Internet portals or web servers which serve the general Internet users.

3. Applications Layer

This one will comprise of all relevant business applications of the Thane Smart City Limited. This
container framework and its associated components will form the “Technology stack” for the
business components and they together will provide the necessary technology infrastructure to
run the business applications. Typically this will consist of an Application server, Rules, Norms,
Workflow system, etc.

4. Integration Layer

This layer comprises of systems and software components that will integrate disparate
applications to provide a complete business flow. Components deployed in the Integration layer
will aid in smooth end-to-end data transfer and there by complete the business process. The
communication between the disparate applications will happen by passing data in the form of
synchronous or asynchronous messages.

5. Data Base Layer

The data layer is where all corporations’ critical data are stored in the form of databases and files.
This layer will consist typically of the Database servers. Once the data is processed in the
application layer, the same will be stored permanently in this layer. Since this layer contains data
which is critically important to the regular operations of Thane Smart City Limited, it should be
secure and direct access to servers on this layer should be highly restricted to allow only
authorized users.

6. Infrastructure Layer

The infrastructure layer will consist of all the physical systems that form part of the entire solution.
They will comprise servers, storage subsystems, network devices, communication links, etc. In
addition, this layer will also consist of software components that provide Directory services, Mail
and messaging services, Document Management services, etc., in general. Please note that Mail

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services and Document Management Services is currently being handled by other vendors of
TSCL.

7. Security Layer

All security components form part of this layer. This will include Internet and Intranet firewalls,
Network IDS/IPS devices, 2-factor authentication systems, single sign-on systems, etc.
Components in this layer will encompass and govern all other layers.

Low Level Architecture of the Proposed Solution

The low level indicative solution Architecture of the proposed system is as follows:

1. Web Portal Module

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Web Portal will provide a secure unified access point in the form of a web-based user interface,
and will be designed to aggregate and personalize information through application-specific
portlets/ webparts

2. Application Modules

The various application modules and their Functional Requirement Specifications are provided
separately in the RFP.

3. Gateway Service

This will include Web Gateway, XML gateway, SMTP gateway and SMS gateway. The role of
the Gateway would be to provide a focal point for processing outgoing and incoming requests
for web application services. For outgoing requests, the gateway would be responsible for
receiving requests from the application, forwarding them to third parties systems and receiving
and disposing of the response. For incoming requests, the gateway would be responsible for
receiving requests from external systems, invoking the necessary Adaptors to perform the
business logic, and finally for composing a response and sending it back to the requesting
system.

4. Web Application Services:

The Web Application Services would be a container to manage the presentation and
application logic. It will provide transactional integrity, scalability and availability services. In
addition it manages the session, the requests and responses to and from its clients and
resources.

5. Workflow

SOA (Service Oriented Architecture) Infrastructure would provide work-flow functionality and
provide integration with SMS and email services to Thane Smart City Limited Employees.

6. MIS Reporting

The following types of reports, but not limited to, are required to be generated from this sub
module. The report should be generated in standard formats like PDF, XLS, DOC, etc.

• Fixed Format Reports: Application should provide robust reporting capabilities.


Application should publish reports using tools such as Microsoft Word or Adobe
Acrobat and the publishing engine can generate output in multiple formats including

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PDF, HTML, and Excel etc. The output can also be delivered through email or can be
printed or faxed.

• Ad-hoc Reports: Application should provide business users with ad hoc query &
analysis capability. Application should create new analyses from scratch or modify
existing analyses in dashboard pages. Business users do not need to understand
physical data storage to combine data from multiple enterprise information sources
intuitively, quickly, & easily. Tools and utilities should be provided to facilitate design
layout using MS Excel, Adobe Acrobat etc.

7. Payment Gateway

The portal would provide the online payment services (for payment of license fee, tax etc.)
through integration with the payment gateways. The portal shall be able to support card
payments using all the popular debit and credit cards (Visa, Master card etc.) and Direct
Debit. For online payments, Secure Socket Layer (SSL) shall be used for supporting &
securing the transactions taking place through the payment gateway. As Commercial
transactions over internet are prone to Identity theft (and can cause financial loss to the TSCL
and the citizens), the Payment Gateway that is proposed for this project should incorporate
PCI DSS Version 3.0 Standards.

8. Digital Certificate Services

The system should automatically enable/disable the Digital Signature Certificates (DSCs) of
employees depending on the current status of each employee namely, fresh appointment /
transfer / suspension / leave/ training / retirement etc. The system should accordingly enable
DSC only for an active‟ employee.

Security Architecture & Requirements

User access to the system must be through a single sign on process, which should involve
specification of a user Identification, a password and the applications displayed must be as per
the user profile and authority. The system should allow user to change his/her password based
on a given time frame as well as give the user the option to change his password at any time.
The system should disable the User profile after three unsuccessful log-on attempts. The system
should be able to log successful and failed attempts to the system.
General Requirements

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• Information, software must be secured to both internal and external parties (such as through
password encryption).

• The security measures adopted must be of wide range and of high quality, to create confidence
in the systems security and integrity. The system must be protected against deliberate or
accidental misuse that might cause a loss of confidence in it or loss or inconvenience to one
or more of its users.

• System level and application level authentication between sites and between applications
within sites, if any, to ensure against security attacks

• The application system should strictly be password protected and access to different modules
should be role specific

• Audit trails should be provided to allow the activities of users to be monitored.

• For the system, security must be available at Functional level, User group/class level, Menu
level and Transaction type level. Following figure depicts the proposed security architecture
for the solution.

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There should be 3 levels of Security Considerations as described below:


a) At User level: This should include at least the following aspects:

▪ User authentication

▪ Role based access to services, transactions and data

▪ Digital Certificate to be used for signing the Documents

b) At the Network/ Transport level: This should include at least the following aspects (To be
ensured with the support of the Vendor at TSCL)

▪ Network Link Encryption (IPSEC)

▪ Encrypted HTTP session using SSL (HTTPS)

c) At the Application & Database level: This should include at least the following aspects
(In collaboration with the existing Vendor)

▪ Secure storage of user credentials

▪ Firewall to filter unauthorized sessions/traffic

▪ Intrusion Prevention System to detect/prevent unauthorized activities/sessions

▪ Server –to-server communication encryption

▪ Secured/ encrypted storage of data/ data elements in Database & DB Backups

▪ Comprehensive logging & audit trail of sessions and transactions


a. Web based Portal Security Features
• Effective password management controls: The portal solution must have the
ability to perform password management functions including: Controlled
password expirations, forced password change with optional grace logins,
minimum password lengths (eight characters), alphanumeric password
standards, minimum number of numeric characters, non-dictionary words,
password history logging, and user lockout from failed login attempts.
• Access control to information: The security solution must be facilitating access
controls for specific users to only certain resources/services in the portal and at
the same time system must provide single sign-on to all functional areas.
• Scalable and portable solution: The security solution must provide scalable
access services for the Portal, including scalability in terms of number of users,
user groups, resources, and access control policies.
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• Secure Communication over the network: The portal shall support the
exchange of data through secure channels of communication protected by
standards such as the SSL protocol. Such facility shall provide the following
functionality, at a minimum:

• Confidentiality of communication - Encryption of all messages between client


and server

• Authenticity – Digital certificates to authenticate all messages between client


and server, confirming the identities of messages/transactions

• Integrity – Message Authentication Codes (MACs) provide integrity protection


that allows recognizing any manipulation of exchanged messages.

• Secure communication between the user and the portal with SSL and encrypted
logon information using algorithms with strong key lengths.

• Uninterrupted security services /automated load balancing to backup


services: The security solution must provide for load balancing/high-availability
to enable a fully scalable and available solution. It should enable continued
service on failure of one or more of its component parts.

• Secure storage of critical items: The security solution must provide for the
ability to securely store critical data within the LDAP or other user directory
structure or any user related databases so that database administrators or any
unauthorized users do not have access to items such as transaction information,
passwords, user profiles and other critical items.

• Detailed session management abilities: The security solution must provide for
session settings such as idle or max session time-outs, concurrent sessions and
other session control settings
b. Web Access Filtering

• The portal security solution must examine all traffic to all resources of the
solution and all access attempts to the portal or directly to any resource
managed/access by the portal, should be intercepted by the security solution,
and examined for authentication and authorization requirements defined for the
resource.

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• At the same time, the performance overhead of examining all web-traffic and
performing the authentication and authorization requests should not become
the bottleneck in the service delivery process and should not impact on the
performance of the portal solution.

• Security Monitoring: The security solution implemented for portal must be


capable of comprehensive logging of the transactions and access attempts to
the resources/applications through the portal. It should be capable of logging
transaction history, unauthorized access attempts, and attempts to login that
fail. It should also be capable of notifying appropriate parties of suspicious
activity.

• Security- User profiles

a. For the first login by a user, the system should prompt the user to change
his password.

b. When a user logs-in, the system should show him the date & time of last
login

c. System must restrict user access based on the privileges assigned to


the user

d. System should keep a log of all activities carried out by a user (with date
& time stamp)

e. System must maintain a log of all activities carried out by an


administrator.

• Other Security Services

• The sensitive and confidential information and documents of the users must be
stored in an encrypted format in the database.

• System should support 128-bit encryption for transmission of the data over the
Internet.

• All the systems in solution network should run most up-to-date anti-virus
software to avoid malicious programs to cause damage to the system

• Any access to end users to database should only be via application/portal


authorization

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• Physical security for the solution should address securing all information assets
from physical access by unauthorized personnel.

• The technology solution should comply with ISO27001 standards. Security


certification process shall include audit of network, server and application
security mechanisms.

• PKI Service Requirements: For providing online and real-time transactions to


the citizens requiring high degree of user authentication and security, Thane
Smart City Limited system shall be implemented as the PKI based solution. For
e.g. the online approval of the Thane Smart City Limited application shall
require approval of the concerned Municipal Corporation officer using his digital
signature. Following outlines certain guidelines with respect to implementation
of PKI Services:
a. The security solution implemented for Municipal Corporation portal shall
support usage of Digital Certificates and Biometrics based authentication
for all the personnel performing critical transactions in the system
b. The solution should support digital certificates issued by all licensed CA‟s
in India and should accept digital certificates based on criteria (Issuer,
Class, Policy Identifiers).
c. Client digital certificates-based authentication should be used for access to
the services as identified by the Purchaser.
d. The digital signatures used in for the portal must be compliant to RSA
standards as required by IT-Act 2000 and any further amendments, if any.
e. Automatic validation of digital certificates used for authentication and digital
signatures is required. The validation must include check for acceptance
criteria, validity period.
f. Digital signatures to be used shall be compatible with all platforms without
any limitation
g. Digital signing and encryption of attachments (documents) compliant to
standards.

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9 Project Timelines & Payment Terms

Project Timelines

The overall implementation of the proposed ERP system has been envisaged to be for 12 months
from start of work by the selected System Integrator as mentioned in the table below.

T = Date of Award of contract

T1 = Go-live date

T2 = Starting of annual maintenance and support

Sr. Milestone Deliverables Timelines


No.
Phase 1: Design, Development, Configuration, Testing, Installation and Setup
1 Contract signing • SOW signature T
2 Project Planning and Team • High Level Project Plan T + 1 Month
Mobilization for Implementation of • Resource Mobilization/
Integrated Solution Deployment
Documentation
3 System Requirement Study (SRS) • System Requirement T + 4 Months
of the following modules, Specifications (SRS
Submission and Sign-off of the signoff)
Same after Review with TSCL • Architecture
requirements document
Citizen Centric Function
1. Licenses management
2. Birth & Death Management
3. Web Portal
4. Right to Services (RTS)

Back-office Operations
1. School Management
2. HRMS
3. Store & Inventory Management
4. Works Management
5. Intranet
6. Estate Management
7. Financial Accounting
8. Solid Waste Management
9. IT Assets Management
10. Asset Management

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Sr. Milestone Deliverables Timelines


No.
11. Digital Dashboard

Other Modules
1. Security Management
2. Audit Management
3. Secretary Management
4. Disaster Management
5. Fire Management
6. Legal
7. Welfare Schemes
8. Vehicle Workshop
4 Integrated Solution • System Design T + 6 Months
Design/Development/Customization/ Document (SDD)
Configuration of the modules
5 Integrated Solution Testing by SI Test Plans & Results T+ 6.5 Months

6 Integration with Existing Modules of • Updated System T + 7 Months


TSCL listed below with the Design Document
Integrated Solution (SDD)
a. GIS Mapping and Re-Designing • Integration Document
b. Building Plan Approval System
c. Town Planning
d. e-Tendering
e. Local Body Tax
f. Property tax System
g. Hospital Management System
h. Grievance Redressal System
i. Scanning and Digitization
j. Water tax System
k. Document & File Tracking
System
l. Digi-Thane
m. Customer Facilitation Centre (e-
Pradhan)
n. Marriage Software
o. Budget Module
7 Integrated Solution Testing by SI Test Plans & Results T+ 7.5 Months
after integration with all existing
modules
8 Training to Users of TSCL- Class 1, • Training Manuals T + 8 Months
and Class 2 • Training Report

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Sr. Milestone Deliverables Timelines


No.
• User Manual

9 Integrated Solution UAT/ Demo- for • UAT Test Plan & Result T + 8 Months
the complete solution and Sign off • UAT Signoff
by TSCL
10 Integrated Solution (ERP) Roll Out • Software Manual T1 = T + 9
• Source Code Months
• Customization Code
11 Monitoring of Steady-state • Performance Report T2 = T1 + 3
operations of integrated solution for • Change Request Months
90 days after Go-Live
Phase 2: Operations, Management and Support
12 Operations & Maintenance Support and Maintenance T2+ 5 Years
(equal pay-out on each quarter)

The time period T1 commences when all the activities have been completed and the complete
integrated solution goes live and gets accepted by the Purchaser. T2 commences when the
steady state operations is successful for 90 days. In case of any delays in the closure of activities
for reasons attributable to the SI, the contract gets extended by a period equal to the period of
delay.
The SI shall perform the activities and comply in all respects with the critical dates and the parties
hereby agree that failure on part of the SI and OEMs to meet the critical dates without prejudice
to any other rights that the Purchaser may have, may lead to the imposition of such obligations
as are laid down in the Delay and Deterrent Mechanism and/or levy liquidated damages (refer
Section 11.3) and/or termination of the Contract at the discretion of the Purchaser.

Payment Terms
Payment will be done to the System Integrator as per below mentioned schedule:

Department shall pay the invoice within 45 days of receipt of invoice along with all the supporting
documents required. The applicable penalty will be as per SLA mentioned in Section 10.

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Fees Payable
Expected Time of
Milestone Activities (% of total project
completion
cost)

Submission of Final SRS for the 20% of Table 1:


M1 applications/ modules as mentioned T + 4 months Implementation
in Section 9.1 Financial Format

Integrated Solution 10% of Table 1:


M2 Design/Development/Customization/ T + 6 Months Implementation
Configuration of the modules Financial Format

30% of Table 1:
M3 Integrated Solution (ERP) Roll Out T1 = T + 9 Months Implementation
Financial Format

Monitoring of steady state operations 20% of Table 1:


M4 of Integrated solution for 90 days after T2 = T1 + 3 Months Implementation
Go-Live Financial Format

20 equal quarterly
installments of
(20% of Table 1:
Implementation
Annual Maintenance and Support T2 + 5 years Financial Format
+ 100% of Table 2:
Operations and
Maintenance
(O&M) Period)

T = Date of Award of contract

T1 = Go-live date

T2 = Starting of annual maintenance and support

Prices shall remain firm and shall not be subject to any upward revision on any account
whatsoever throughout the period of contract.

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Disbursement of payment to the System Integrator is based on completion of tasks indicated in


the Implementation plan; Operations and Maintenance support plan and final handing over of
O&M to the third party on completion at the end of 5 years of the contractual period.

Penalty

If Bidder fails to meet the aforementioned timelines then Thane Smart City Limited will levy
penalty as mentioned in Section 9.

1. The total penalty mentioned for all phases will be limited to 10% of Contract value submitted
by the bidder. After that Performance Bank Guarantee of the Bidder will be forfeited and the
vendor shall be liable to be terminated.

2. The power to waive penalty vests with the competent authority.

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10 Service Level Agreement (SLA)


Purpose of this Agreement
The purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly
define the levels of service which shall be provided by the Bidder to TSCL for the duration of
this contract.
The benefits of this SLA are to:

• Trigger a process that applies TSCL and the bidder management attention to some
aspect of performance when that aspect drops below an agreed upon threshold, or target.

• Makes explicit the expectations that TSCL has for performance.

• Helps TSCL control the levels and performance of Bidder services.


The Bidder and TSCL shall maintain a regular contact to monitor the performance of the
services being provided by the Bidder and the effectiveness of this SLA
This Service Level Agreement is between the Bidder and TSCL.

Definitions
For purposes of this Service Level Agreement, the definitions and terms as specified in the
contract along with the following terms shall have the meanings set forth below:

• "Availability" shall mean the time for which the services and facilities offered by the
Bidder are available for conducting operations from the integrated solution for municipal
services.

• “Downtime” is the time the services and facilities are not available to TSCL and
excludes the scheduled outages planned in advance for the integrated solution for
municipal services.

• “Issue” is an unplanned interruption to an IT Service or reduction in the Quality of an IT


Service. Failure the application, issues/defects during the operations of the IT system at
TSCL that has affected the service or yet to affect the services.

• Annual Maintenance Fee (AMC): Price payable to the Bidder for the performance of
Application Maintenance & Support Services excluding the cost of application
enhancement/new development. This refers to summation of Annual Cost for Services
and Annual Maintenance Cost for Software Tools

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Details
This SLA document provides for minimum level of services required as per contractual
obligations based on performance indicators and measurements thereof. The Bidder shall
ensure provisioning of all required services while monitoring the performance of the same to
effectively comply with the performance levels.
The services provided by the Bidder shall be reviewed by the TSCL and TSCL shall:

• Check performance of the Bidder against this SLA over the review period and consider
any key issues of the past period’s performance statistics including major incidents,
service trends, etc.

• Discuss escalated problems, new issues and matters still outstanding for resolution.

• Review of statistics related to rectification of outstanding faults and agreed changes.

• Obtain suggestions for changes to improve the service levels.

In case desired, TSCL may initiate an interim review to check the performance and the
obligations of the Bidder. The SLA may be reviewed and revised in accordance to the
procedures of SLA Change Control. The procedures will be used if there is a dispute between
TSCL and the Bidder on what the performance targets should be.
The SLA has been logically segregated in the following categories:

• Service Levels related to Implementation phase

• Service Levels related to Performance


o Implementation Phase
o Applications response time
o Availability of Application
o Post Implementation Issues
The following measurements and targets shall be used to track and report performance on a
regular basis. The targets shown in the following table are applicable for the duration of the
contract. Following baseline will be considered while calculating penalty against SLA breach:

Sr. Baseline Reference to Payment Schedule


No. Component (Refer to Section 9.2)

1. Implementation M1 to M4
Costs

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Sr. Baseline Reference to Payment Schedule


No. Component (Refer to Section 9.2)

2. Annual Costs From Year 1 to year 5 after Complete Solution Roll out and Monitoring of
Steady state Operations for 90 days

Points to be considered
• Business hours mean 8 am to 8 pm on all working days excluding public holidays and
holidays specific to TSCL

• Non-business hours means hours excluding Business Hours

• SLA parameters will be monitored on a quarterly basis. However, in case of drastic


failure/ degradation of system/ services TSCL has the authority to charge penalty/
terminate contract in case the Bidder does not take any immediate corrective action
to bring the services to normal/agreed level.

• Bidder will submit monthly performance report to TSCL at the end of every month and
quarter to measure and improve the service level. TSCL or its appointed agency may
audit these reports and instruct Bidder to implement corrective and preventive
measures for service improvement.

• Bidder and TSCL will mutually decide on the Service Management Tool to be used.

• Bidder will mention the service metrics in the overall project status report

• Meaning of Implementation, Enhancement and Maintenance


o Implementation and roll out
▪ Requirement gathering, System designs, development /
customization, integration, testing and rollout of software applications.
o Enhanced support
▪ Administration of Solution.
▪ Help Desk services to support stakeholders.
▪ Training (Technical and Certification).
o Maintenance support

▪ Maintenance services for Software deployed.


.

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Penalty
The primary intent of penalty is to ensure that the service levels are met with the defined levels
in the contract. The penalty will be individually calculated against each set criteria every quarter
before TSCL makes the payment to Bidder. A quarterly performance evaluation will be conducted
using the quarterly reports to calculate penalty.

1. The primary intent of Penalties is to ensure that the system performs in accordance
with the defined service levels. Penalties are not meant to be a vehicle for additional
fees.
2. Penalty Calculations. The framework for Penalties, as a result of not meeting the
Service Level Targets are as follows:
a. The performance will be measured for each of the defined service level metric
against the minimum / target service level requirements and the violations will
be calculated accordingly.
b. The number of violations in the reporting period for each level of severity will
be totaled and used for the calculation of Penalties.
c. Penalties applicable for each of the high severity violation are 0.4% of
respective payment to the Bidder.
d. Penalties applicable for each of the medium severity violations are 0.3% of
respective payment to the Bidder.
e. Penalties applicable for each of the low severity violations are 0. 2% of
respective payment to the Bidder.
f. Penalties applicable for not meeting a high (H) critical performance target in
two consecutive quarters on same criteria shall result in additional deduction
of 2% of the respective quarterly payment to the Bidder. Penalty shall be
applicable separately for each such high critical activity.
g. Penalties applicable for not meeting a medium (M) critical performance target
in two consecutive quarters periods on same criteria shall result in additional
deduction of 1% of the respective quarterly payment to the Bidder. Penalty
shall be applicable separately for each such medium critical activity.
h. Penalties applicable for not meeting a low (L) critical performance target in two
consecutive quarters on same criteria shall result in additional deduction of
0.5% of the respective quarterly payment to the Bidder. Penalty shall be
applicable separately for each such low critical activity.

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3. It is to be noted that the overall penalty applicable for each payment milestone will be
10% of the project cost during that milestone.

Measurements & Targets

Service Level Related to Implementation phase

Measurement Definition Target Penalty


1. Team The Bidder is expected to Within 30 calendar days No penalty
mobilization and mobilize the team for from the date of release
commencement commencement of work for of Purchase order
of work this project.
For Bidder related services, More than 30 calendar Termination of
commencement of work days from the date of the Contract
would mean reporting of release of Purchase
Bidder resources at the order
designated TSCL locations
for the project.
Application Development
2. Adherence to The Bidder shall submit the 0 calendar days delay in No Penalty
submission following deliverables as submission for each
schedules for part of this stage of the individual deliverable
Project project as per the agreed
<=20 calendar days to > Delay in
Deliverables project plan:
0 calendar days delay in submission
• Detailed Project Plan submission for each for each
• Project Quality Plan individual deliverable individual
• SRS deliverable
• Integration Test Plan & shall be
Test Report with defect penalized at
statistics 1% of the
costs
• System Test Plan & Test
corresponding
Report with defect
to Milestones
statistics
(As
• Performance Test Applicable) in
Cases & Test Report Section 9
• UAT Results with Defect
>20 calendar days Delay in
Statistics
delay in submission for submission
for each

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Measurement Definition Target Penalty


each individual individual
deliverable deliverable
shall be
penalized at
2% of the
costs
corresponding
to Milestones
(As
Applicable) in
Section 9

More than 90 calendar Termination of


days Contract

3. Adherence to Completely tested software < = 20% No Penalty


Schedule shall be delivered by the
(percentage) Bidder to TSCL for User <= 30% to >20% 0.5% of the
Acceptance Testing (UAT) costs
within the committed corresponding
timelines. to the
Slippage will be calculated Milestone in
as follows: Section 9

[(Actual calendar days for <= 40% to > 30% 1% of the


the new application - costs
Planned calendar days for corresponding
the new application) / to the
Planned calendar days for Milestone in
the new application] *100 Section 9
> 40% 2% of the
costs
corresponding
to the
Milestone in
Section 9
>60% Termination of
Contract
Application Implementation

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Measurement Definition Target Penalty


Timely Release to It is the delay in releasing 0 calendar days delay in No Penalty
production the new application beyond submission for each
environment the scheduled release date. individual deliverable
Slippage attributable solely
<= 40 calendar days to 2% of the
to the Bidder (for e.g. non-
> 0 calendar days delay costs
availability of release note,
in submission for each corresponding
installation manuals, and
individual deliverable to the
non-closure of identified
Milestone in
defects etc.) shall be
Section 9
considered for the delay.
Scheduled release date is a >40 calendar days 4% of the
mutually agreed upon date delay in submission for costs
between TSCL and the each individual corresponding
Bidder. deliverable to the
Milestone in
Slippage in Timely Release Section 9
will be calculated as follows:
(Actual Release Date -
Scheduled Release Date)

Where
Actual Release date is the
date of deploying the new
application in production
environment.
Scheduled Release Date is
the planned date for
deploying the new
application in production
environment.

Service Levels Related to Performance

Note: The selected Bidder vendor will have a Moratorium period of 3 months after the
implementation of solution stack, during which penalties for the Performance Related Service
levels will not be applicable. During the Moratorium period, the Bidder is expected to adhere to
the Service Level objectives and fine tune the applications so that Performance Related Service
Levels can be met.

a. Service Level Related to Post- Implementation Issues


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Bidder shall implement a high quality application solution and shall ensure that it deploys a team
to resolve the related defects at the earliest. The SLA for post-implementation issue resolution is
as follows. The severity of the individual issues will be mutually determined by the TSCL and
Bidder. This service level will be monitored on a quarterly basis.

Severity Definition of Post Implementation Defects

Level 1 Issue The failure to fix has an immediate impact on the TSCL’s ability to service its
user units, inability to perform critical back-office functions or a direct impact
(High
on the corporation. The response time for each Level 1 issue is 12 hours.
severity)

Level 2 Issue The failure to fix has an impact on the TSCL’s ability to service its user units
that while not immediate, can cause service to degrade if not resolved within
(Medium
reasonable time frames. The response time for each Level 2 issue is 36 hours.
severity)

Level 3 Issue The failure to fix has no direct impact on the TSCL’s ability to serve its user
(Low severity) units/ depots, or perform critical back-office functions. The response time for
each Level 3 issue is 72 hours.

Service Level
Measurement
Description
Application Support 95% of the Level 1 issues shall be responded within 12 business
Performance for hours from the time of reporting full details of the defect. Bidder
responding to post- will agree upon a solution with TSCL within this timeframe.
implementation issues
Severity of Violation: High
in the Integrated
solution This service level will be monitored on a quarterly basis.
Violations for
Issue response calculation of
penalty
< 95% & >= 90% 1
< 90% & >= 85% 2
< 85% 3
Application Support
95% of the Level 2 issues shall be responded within 36 hours
Performance for from the time of reporting full details of the defect. Bidder will
responding to post- agree upon a solution with TSCL within this timeframe.
implementation issues in
the Integrated solution Severity of Violation: Medium
This service level will be monitored on a quarterly basis.

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Service Level
Measurement
Description
Violations for
Issue response
calculation of penalty
< 95% & >= 90% 1
< 90% & >= 85% 2
< 85% 3
Application Support
100% of the Level 3 issues shall be responded within 72 hours
Performance for from the time of reporting full details of the defect. Bidder will
responding to post- agree upon a solution with TSCL within this timeframe.
implementation issue in
the Integrated solution Severity of Violation: Low
This service level will be monitored on a quarterly basis.
Violations for
Issue response calculation of
penalty
< 100% & >= 90% 1
< 90% & >= 80% 2
< 80% 3

b. Service Levels Related to Response time of the Applications


The below tables gives details on the Service Levels the Bidder should maintain

Service Level Measurement


Description
Average Response Average Application Response Time during peak usage hours as measured
Time to Application within the server environment shall not exceed 10 seconds.
This service level will be monitored on a quarterly basis.

Average Application Violations for


Response Time calculation of penalty

<= 10s 1

> 10s & <= 20s 2

> 20s 3

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c. Service Level Related to Availability of Applications

Service Level Measurement


Description

Availability of Availability = {1- [(Application Downtime) / (Total Time –Maintenance


Applications in the Time)]}*100
Integrated software Total Time shall be measured on 24*7 basis
solution
Downtime shall be measured from the time the application becomes
unavailable (due to any reasons attributable to the Bidder) to the end
user, Planned downtime shall be excluded from the above
calculation.

Severity of Violation: High

This service level will be monitored on a quarterly basis and penalty


will correspond to the total payment related to the milestone.

Violations for
Availability
calculation of penalty

>=96% to < 99% 1

>= 93% to < 96% 2

>= 90% to < 93% 3

Availability below 90% will be escalated to the management team of


TSCL and Bidder.
Bidder shall have to follow the below mentioned penalty criteria for calculating out penalty on
missing the defined service levels.

Penalty (%age of the total cost of the


Violations for calculation of penalty
corresponding milestone)
1 0.2%
2 0.3%
3 0.4%
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Issue and Escalation Management Procedures

General

Issue Management process provides for an appropriate management structure towards


orderly consideration and resolution of business and operational issues in the event of a
quick consensus not reached between TSCL and Bidder.

Implementing such a process at the commencement of services shall significantly improve


the probability of successful issue resolution. It is expected that this pre-defined process
will only be used on an exception basis if issues are not resolved at operational levels.

Issue Management Procedures

• Either TSCL or Bidder may raise an issue by documenting the business or technical
problem, which presents a reasonably objective summary of both points of view and
identifies specific points of disagreement with possible solutions.

• The TSCL and the Bidder will determine which committee or executive level should
logically be involved in resolution. A chain of management escalation is defined for the
same

• A meeting or conference call will be conducted to resolve the issue in a timely manner.
The documented issues will be distributed to the participants at least 24 hours prior to the
discussion if the issue is not an emergency requiring immediate attention.

• The TSCL and the Bidder shall develop an interim solution, if required, and subsequently
the permanent solution for the problem at hand. The Bidder will then communicate the
resolution to all interested parties.

• In case the issue is still unresolved, the arbitration procedures described in the Contract
will be applicable.

SLA Change Control

a. General
It is acknowledged that this SLA may change as TSCL’s business needs evolve over the
course of the contract period. This document also defines the following management
procedures:
1. A process for negotiating changes to the SLA.
2. An issue management process for documenting and resolving difficult issues.

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3. TSCL and Bidder management escalation process to be used in the event that an
issue is not being resolved in a timely manner by the lowest possible level of
management.
Any changes to the levels of service provided during the term of this Agreement will be
requested, documented and negotiated in good faith by both parties. Either party can
request a change. Changes will be documented as an addendum to this SLA and,
subsequently, the Contract.
If there is any confusion or conflict between this document and the Contract, the Tender
and its addenda, the Contract will supersede.

b. SLA Change Process


The parties may amend this SLA by mutual agreement in accordance with terms of this
contract. Changes can be proposed by either party. The Bidder can initiate an SLA
review with the TSCL. Normally, the forum for negotiating SLA changes will be TSCL’s
monthly meetings. Unresolved issues will be addressed using the issue management
process described in this document.
The Bidder shall maintain and distribute current copies of the SLA document as directed
by TSCL. Additional copies of the current SLA will be made available at all times to
authorized parties.

c. Version Control
All negotiated SLA changes will require changing the version control number. As
appropriate, minor changes may be accumulated for periodic release (e.g. every quarter)
or for release when a critical threshold of change has occurred.

Responsibilities of the Parties

Service Provider

Service Provider is responsible for executing this Contract and delivering the services,
while maintaining the specified performance targets.

• Prepare project plan and list of milestones- The bidder needs to prepare detailed
level project plan that must contain details of project scope, implementation
approach and methodology, schedule and budget, milestone and list of deliverables;
assumptions, dependencies and constraints, risk management; control, monitoring

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and escalation mechanism, tools and quality management, resource management


and training plan etc.

• Gather data from TSCL to design and build an integrated system as per
agreement- Bidder must engage itself with TSCL to gather data around the current
state and understand the future business requirement. Bidder may conduct
discussions, interviews with TSCL personnel to understand the requirements and
make the system accordingly.

• Prepare SRS and get the SRS signed off by TSCL- Bidder must prepare the
functional specific requirements with details of the system requirement, user
interface screens etc. and get the documents approved by TSCL.

• Conduct periodic review meetings with both PMC and TSCL- Bidder must
conduct periodic reviews and meetings with both TSCL and the Project
Management Consultant. Bidder can also conduct meetings on need basis with any
of the other stakeholders.

• Meet SLA as per Agreement- Bidder need to agree to provide a certain level of
service to TSCL. This must be met failing which Bidder will have to pay penalty.
Service level agreement will be agreed upon between TSCL and Bidder to ensure
system/ application availability and performance.

• Integrate functions/ systems- Bidder must integrate applications, systems to


provide all services as specified in the FRS and service level. Bidder may also need
to integrate the already existing systems of TSCL to the new system.

• Get deliverables signed off – It is extremely important for the Bidder to get all its
work products and reviewed and approved by TSCL. An approval from TSCL will
take any phase of software/system development to a closure.

• Deliver scalable systems- The system must be scalable. TSCL must be able to
add new departments, functions, offices to the integrated system.

• Drive Change Management- The bidder will have to drive the change management
at TSCL to train every employee as per his/her grade. Bidder will impart multiple
training and handholding sessions to familiarize TSCL employees with the new
system.

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Support and Maintenance- After the system is built and implemented, the bidder will
start the support and maintenance activity. As per the contract the bidder shall provide
support and maintenance services to meet all the requirements for 5 years after the
implementation.
Service Provider shall take immediate action to identify problems and follow up with
appropriate action to fix them as quickly as possible

Project management Consultant (PMC)

• Assistance in selection of the Bidder


• Identify and mitigate risk with the bidder
• Set up milestones for deliverables
• Monitor deliverables of bidder

Thane Smart City Limited

Thane Smart City Limited is responsible for:

• Reporting defects and problems to the Service Provider as soon as possible

• Assisting Service Provider in management of the SLA

• Providing early warning of any organizational, functional or technical changes that


might affect Service Provider’s ability to deliver the services

• Assisting Service Provider to address and resolve issues from time to time

• Decide milestones with the bidder

• Signoff of deliverables

• Conduct meeting and ensure timely deliveries

• Provide necessary data and infrastructure support to PMC and the bidder

• Ensure participation and support of employees from different departments

• Approve change management effort

• Provide necessary infrastructure, support and resources to the bidder

• Provide feedback on the deliverables within reasonable time

• Monitor progress of project

• Provide the bidder with the list of employees for capacity building program

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Capacity Building & Training

Operational and Technical training

• Bidder should impart end user training to TSCL users on solutions being rolled out phase
wise to allow end users to effectively and efficiently use the application system to support
business processes. Bidder should provide solution specific training manual for the training
sessions.
• Bidder should impart training to different users as stipulated below on usage and
implementation of the features of the proposed products. Bidder should provide Training
Manuals covering product features specific to TSCL requirements.
• Bidder should update the Training Manuals, procedures manual, Deployment/Installation
guides etc. to reflect the latest changes to the solutions implemented.
• All training manuals shall be prepared in English and Marathi.
• Bidder should ensure necessary environment setup, data creation to conduct end user
training. TSCL shall provide the necessary infrastructure such as training classrooms to
conduct the end user training.
• Based on the identified education and training needs, Bidder should efficient delivery
mechanisms and trainers. Bidder should appoint trainers and organize training sessions on
a timely basis and ensure that the attendance and performance evaluations are recorded.
• Bidder would be required to provide training videos/ computer-based training (CBT)
material to TSCL which can later on be used by TSCL to train other trainees on its own.
• Performance of Bidder during these trainings should be assessed based on the trainee
feedback collected for each training course. Bidder should design the trainee feedback
template in consultation with TSCL. Bidder should provide, collect and collate the trainee
feedback and submit the Trainee Feedback Report to TSCL. Individual trainee feedback
should also be submitted as part of this report.
• The trainers imparting the training should be well versed in Gujarati and English language.
• Training shall also be provided for teaching the basic trouble shooting activities in case of
problems.
• The location of the training sessions shall be decided by TSCL after discussions with the
Bidder.

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• The Bidder will design different training curriculum for employees at different Class. The
training for Class 1 employees needs to be more business focused, training material for
Class 2 is more functional and for Class 3 employees it needs to be more operational.

Minimum Training Sessions

Staff To
Training # of No. of employees
Training Be Training
# Detail Sessions to be trained
Content Trained Time (Indicative) before UAT

TSCL
shall
Basic computer
provide a
General awareness SI will train at least
list of To be
Awareness training; E.g.- 2 hours / 1000 employees
1 employees Session Decided by
Training MS Office, before UAT is
that needs SI
Internet, initiated
to be
Intranet, Email
trained

Business
Focused training
for Change
Agents; E.g.-
Generation/ SI will train at least
Analysis of 100 employees
Integrated All Class 1
2 Performance 0.5 day 5 before UAT is
Solution employees
dashboards, initiated
Resource
Utilization
dashboards etc.
of departments
and TSCL
For Change
Participants to
address
functional
queries; E.g.-
Detailed product/
solution training
Core SI will train at least
for resolving
All Class 2 200 employees
Training for functional
3 level 1 day 10 before UAT is
Various queries-
employees initiated
Modules Application
usage, Intranet,
Operation of MIS
Reports,
Maintenance of
user logins,
Escalation
procedures
ERP For Change Most of the
SI will train at least
4 Functional Practitioners for Class 3 1 day 20
500 employees
Training operating and employees

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Staff To
Training
Training Be Training # of No. of employees
# Detail Sessions to be trained
Content Trained Time (Indicative) before UAT
using the ERP before UAT is
system initiated
Partial Training
could be post UAT
Benefits,
Services covered
under e-
Governance All Class 1,
project, Roles & 2, 3 level
During the Tenure
Overview of E- responsibilities of employees
5 0.5 Days 10 of Implementation
Governance officials, Typical of one
of Project
workflow and department
document at one time
management,
MIS Report
analysis
Bidder will have
to provide
refresher training
to at least 5% of
Refresher the total Class 1, Class 1, 2,
6 To be Indicated by the Bidder in the Response
Training 2, 3 employees 3
every year. These
trainings will also
include personnel
movement cases.
This training
would focus on
the administration
of Application
Software and
Administrative Class 3
7 Server 5 Days 1 None
Training Employees
Infrastructure and
would be
imparted to a set
of identified set of
staff at TSCL
• In case of personnel movement (recruitment/ transfer/promotion/deputation/ allotment) of any
employee, Bidder would be responsible for providing functional training within 20 days of such
movement
• The SI should clearly note that the above table is an indicative solution to the expected training
sessions for successful implementation of the Project. If needed, the SI can mutually discuss
with TSCL and provide any specific inputs once the Bidder is on board.

Change Management

Methodology

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The Bidder has a major role to play in Capacity Building and Training the TSCL employees. Since
the processes and departments in the Corporation are undergoing both reengineering and
integration, it is the responsibility of the Bidder to ensure that the employees of TSCL learn and
utilize the new system to reap maximum benefit. The purpose of Change Management is to
ensure that TSCL achieves the expected results from its investment in Information Technology
in a short span of time. The bidder is expected to describe its change management methodology
and activities for the implementation. The proposed implementation is expected to affect
significant number of people across TSCL and require change in the functional processes
followed. Change Management benefits should be towards both the Corporation and its
employees. Change Management methodology from bidder shall ensure the following: -

• Identify and document the changes required in the existing processes in terms of systems,
procedures, formats, rules, policies, training needs, delegation of power and other soft
issues etc. for faster and better implementation of the proposed package/complimentary
applications decided by TSCL
• Calculate the required change effort and gets it approved by TSCL and communicate to
TSCL employees by various communication means (postures, mailers etc.) about the
upcoming change in the organization
• Educate management and employees at all levels of the proposed changes and their
benefits to the organization through presentations, workshops, training etc. The bidder
needs to conduct change management sessions for different audience group differently.
The bidder needs to train all employees across Class 1, 2 and 3 hierarchies.
• Provide help in obtaining necessary approvals of changes before implementation of the
proposed system.
• Provide help to the employees to understand and appreciate what will change and why the
change is necessary.
• Employees understand what is expected of them and the relevance of the changes they
are going to make.
• Employees are sufficiently trained to perform new skills at a superior level of performance.
• Conducts change management workshops for all employees at TSCL

The deliverables of the Change Management are-

• Change Management Strategy


• Training Need Analysis Report
• Training Plan
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• Course Curriculum
• Presentations/ Training material
• Training Evaluation Report
Identification of Change Management Team

• The bidder needs to identify a Change Management team to drive the implementation of
the change. The change management team must consist of employees both from the
bidder and TSCL. This team needs to have excellent communication skills, team skills,
business influence and must understand and believe in the post-change effect.
• The change management team of bidder must have a good understanding of the current
business issues and future business goals of TSCL. The bidder needs to identify roles and
responsibilities of TSCL employees in the implementation of the change.
• Senior official of TSCL must be the change drivers in the organization; they will be known
as the Change Agents. They must work together with the bidder’s trainers to drive change
management efforts at TSCL. They should drive change management through a top-down
approach.
• TSCL will find out employees in each department who will be the known as Change
Participants. The Change Participants will also be the direct point of contacts and change
facilitator from their respective departments. Their main job will be to ensure that
employees in their teams are able to use the new system. They will coordinate with the
bidder for their departmental training needs.
Identification of Trainees

• The larger goal of the bidder is to train all the employees across hierarchies of TSCL.
However, at the initial phase the bidder and TSCL will work together to identify trainees
from each department of TSCL. The bidder can work with the Class 1 officers of TSCL to
drive change in their respective departments/ teams. It is also the responsibility of the bidder
to train the new joiners at TSCL. Hence training is an ongoing activity throughout the project.
Bidder along with TSCL will identify role of all the employees in implementing the new
system.

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Change
Agent
Class 1 Employees= 150

Change Participant
Class 2 Employees= 250

Change Practictioner
Class 3 Employees = 2500

o Change Agent leads the implementation of the change at a strategic level. They are
mostly the Class 1 employees of TSCL
o Change Participant facilitates change process through support and encouragement and
they are the departmental contact points for IT needs. They are the Class 2 employees of
TSCL
o Change practitioners are directly impacted by the change and will be required to change
some aspect of what they do in their role and/or how they do it. They work mostly at
operational level and are the Class 3 employees of TSCL.

Requirement for Adherence to Standards


The Bidder has to make sure that the total solution/software developed complies with all the e-
Governance standards published by:

• MeitY
• JnNURM
• W3C & WCAG Web Accessibility Standards
• NIC
• Other standards mentioned below

Application Standard

Portal Development W3C / WCAG Specification

Centralized Application e-Gov Guidelines


Information access/Transfer Protocols Http/Http(s) / UDDI/ WSDL

Interoperability Web Services, Open Standards


Information Security ISO 27001 certified System

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Application Standard

Operation ISO 9001 Certified

Project Documentation IEEE/ISO Specifications for documentation

All important data entities should be in line with


standards published by DIT. These can be accessed
Data Standards at http://egovstandards.gov.in

Localization standards, like Font standards are


notified, and available at http://egovstandards.gov.in.
All Applications should comply with these standards
Localization Standards to ensure common look and feel.

JNNURM and MoUD Guidelines For implementation of Modules

Acceptance of system

Acceptance criteria for Solutions

Servers and Solutions

Integrated • User acceptance of the requirements specifications mentioned in the


solution BRS/FRS and as gathered by the Bidder
• Integration with Existing Modules

Work Products / Documents / Reports required for each Phase / stage


of the project (wherever applicable)

Work Products / Document / Reports

Reports a. Software Requirement Specifications (SRS) meeting all the


Business and Functional Requirements

b. System Design Document (SDD)/Process Design Report meeting all


the technical requirements of the TSCL incorporating all the functional
specifications and Standards.

c. Testing Stage

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Work Products / Document / Reports

• Performance Testing and Load Testing Report


• User Acceptance Certificates of all the Modules from various
Module Owners/Head of Department of all the associated
Departments of TSCL.
• Integration Test Cases with Results
• System Test Cases with Results
• Installation Manuals
d. Implementation

• Implementation Plan including data migration, user training and


rollout plan
• User Manuals
• Training Manuals
• FAQ & Trouble Shooting Guide
e. Warranty Support

• Defect / Bugs log with resolution


• Consolidated List of Common Errors and their Resolution
f. Requirements Change Management

• Change Request Log


• Impact Analysis including changes in effort and schedule
g. End user Support

• Defect / Bugs log with resolution


• Consolidated List of Common Errors and their Resolution
h. Application enhancement and new developments

• Change Request logs


• Impact Analysis with Effort Estimates
• Software Requirement Specifications (SRS)
• System Design Document / Process Design Document
• Source Code & Executables for the CR
• Integration Test cases & results
• System Test Cases & Results
• UAT Case and Results

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Work Products / Document / Reports

• Source code and executables


• Installation Manual
• Training Manuals / User Manuals
• FAQ & Trouble Shooting Guide
i. Release Plan and Release Note

User Acceptance stage will be deemed to be successful on the timely


completion of the following User Acceptance activities

• Bidder to assist the TSCL to develop user acceptance test cases


• Bidder shall deploy the solution in the test environment.
• Bidder shall the resolve the defects / bugs users identified during testing.
• Bidder shall re-test the solution to ensure closure of identified defects / bugs.
• Bidder shall assist the users during acceptance testing.
• After the defects are resolved, Bidder shall deploy the solutions on the production
environment.
• The solution will be monitored under production use for a pre-defined period of time for
satisfactory performance of the solutions.
• In case of any performance issues during this period, Bidder shall resolve the issues
identified on a priority basis.

Management Escalation Procedures & Contact Map


The purpose of this escalation process is to provide a quick and orderly method of notifying
both parties that an issue is not being successfully resolved at the lowest possible
management level. Implementing this procedure would mean that Thane Smart City Limited
and Service Provider management are communicating at the appropriate levels.

Escalation Procedure
Escalation should take place on an exception basis and only if successful issue resolution cannot
be achieved in a reasonable time frame.
▪ Either Thane Smart City Limited or Service Provider can initiate the procedure

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▪ The “moving party” should promptly notify the other party that management escalation
will be initiated
▪ Management escalation will be defined as shown in the contact map below
▪ Escalation will be one level at a time and concurrently

Contact Map

Escalation Level Department Representative Service Provider *


with contact Details Representative with contact
Details

Level 1:
Deputy/Assistant
Manager

Level 2: Project
Manager

*Service Provider shall provide information for the following:

a) Project Manager
b) Any other resources deployed as per the project requirement to meet
implementation timeline and SLA

Acceptance of SLA

IN WITNESS WHEREOF, the parties hereto have caused this Service Level Agreement vide
Tender No. Tender Number: THANE SMART CITY LIMITED/PRO/ADV/1455/2013-14 to be
executed by their respective authorized representatives.

For and on behalf of: For and on behalf of:

_________________Bidder ______________THANE
SMART CITY LIMITED

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Place: ____________________ Place:


______________________

Date: ____________________ Date:


______________________

Name: ____________________ Name:


______________________

Title: _____________________ Title:


_______________________
Office Seal: ________________ Office Seal:
__________________

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11 General Conditions of Contract

Governing Law
The Contract shall be governed by and interpreted in accordance with the laws of India.

Settlement of Disputes
I. If during the subsistence of this Contract or thereafter, any dispute between the Parties
hereto arising out of or in connection with the validity, interpretation, implementation,
material breach or any alleged material breach of any provision of this Contract or
regarding any question, including as to whether the termination of this Contract by one
Party hereto has been legitimate, the Parties hereto shall endeavor to settle such
dispute amicably and/or by Conciliation to be governed by the Arbitration and
Conciliation Act, 1996 or as may be agreed to between the Parties. The attempt to
bring about an amicable settlement is considered to have failed as soon as one of the
Parties hereto, after reasonable attempts; which attempt shall continue for not less than
thirty (30) days, gives thirty (30) days notice to refer the dispute to arbitration to the
other Party in writing.

II. The Arbitration proceedings shall be governed by the Arbitration and Conciliation Act, 1996.

III. The Arbitration proceedings shall be held in Thane, Maharashtra, India.

IV. The Arbitration proceeding shall be governed by the substantive laws of India.

V. The proceedings of Arbitration shall be in English language.

VI. Except as otherwise provided elsewhere in the contract if any dispute, difference, question
or disagreement arises between the parties hereto or their respective representatives
or assignees, at any time in connection with construction, meaning, operation, effect,
interpretation or out of the contract or breach thereof the same shall be decided by an
Arbitral Tribunal consisting of three Arbitrators. Each party shall appoint one Arbitrator
and the Arbitrators so appointed shall appoint the third Arbitrator who will act as
Presiding Arbitrator.

VII. In case, a party fails to appoint an arbitrator within 30 days from the receipt of the request
to do so by the other party or the two Arbitrators so appointed fail to agree on the
appointment of third Arbitrator within 30 days from the date of their appointment upon

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request of a party, Ministry of Law & Justice shall appoint the arbitrator/Presiding
Arbitrator upon request of one of the parties..

VIII. If any of the Arbitrators so appointed dies, resigns, incapacitated or withdraws for any
reason from the proceedings, it shall be lawful for the concerned party/ arbitrator to
appoint another person in his place in the same manner as aforesaid. Such person shall
proceed with the reference from the stage where his predecessor had left if both parties
consent for the same, otherwise, he shall proceed de novo.

IX. It is a term of the contract that the party invoking arbitration shall specify all disputes to be
referred to arbitration at the time of invocation of arbitration and not thereafter.

X. It is also a term of the contract that neither party to the contract shall be entitled for any
interest on the amount of the award.

XI. The Arbitral Tribunal shall give reasoned award and the same shall be final, conclusive and
binding on the parties.

XII. The fees of the arbitrator shall be borne by the parties nominating them and the fee of the
Presiding Arbitrator, costs and other expenses incidental to the arbitration proceedings
shall be borne equally by the parties.

XIII. Subject to as aforesaid the provisions of the Arbitration and Conciliation Act, 1996 and any
statutory modifications or re-enactment in lieu thereof shall apply to the arbitration
proceedings under this Clause.

Liquidated Damages
i. Subject to Section 11.2 of this RFP, if the SI fails to complete the entire works before the
scheduled completion date or the extended date or if SI repudiates the Contract before
completion of the Work, the Purchaser may without prejudice to any other right or remedy
available to the Purchaser as under the Contract:

i. Recover from the SI, as liquidated damages and not by way of penalty a sum
equivalent to 0.5% of the Contract Value for each week (Seven calendar days) delay
beyond the Scheduled completion date. For the purpose of liquidated damages, the
scheduled completion date will be taken as date of completion and acceptance of
all the activities till Certifications of successful operations of the integrated solution
completion given to Bidder by TSCL.

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AND / OR

i. Terminate the contract or a portion or part of the work thereof. The Purchaser shall
give 30 days’ notice to the SI of its intention to terminate the Contract and shall so
terminate the Contract unless during the 30 days’ notice period, the SI initiates
remedial action acceptable to the Purchaser.

ii. If the agreement is terminated pursuant to Section 11.10 of this RFP, the Purchaser may
levy liquidated damages of an amount equal to 20% of the total Contract Value

iii. The Purchaser may without prejudice to its right to effect recovery by any other method,
deduct the amount of liquidated damages from any money belonging to the SI in its hands
(which includes the Purchaser’s right to claim such amount against SI’s Bank Guarantee)
or which may become due to the SI. Any such recovery or liquidated damages shall not in
any way relieve the SI from any of its obligations to complete the Works or from any other
obligations and liabilities under the Contract.

iv. Delay not attributable to the SI will be considered for exclusion for the purpose of computing
liquidated damages.

v. For the tasks to be performed till Certifications of successful operations of the integrated
solution completion given to Bidder by TSCL, the amount of liquidated damages shall not
exceed 10 % of the total Contract Value. This upper limit is restricted only to the activities
till Certifications of successful operations of the integrated solution completion given to
Bidder by TSCL. The liquidated damages will be governed by Service Level Agreements
(Section 10) for Post Implementation Phase.

vi. In the event the activities required to be performed by the SI in order to execute the scope
of work of this contract and on-going maintenance service along with service levels are not
in line with the requirement of the Purchaser and not in accordance with the timelines and
performance / service levels as stipulated in the tender, contract and SLAs, then the SI shall
be liable for payment of liquidated damages as defined under Section 10– Service Level
Agreements to this RFP.

Limitation of Liability
The selected bidder's liability under the resultant Contract Agreement shall be determined
as per the Law in force for the time being. The selected bidder shall be liable to the Thane
Smart City Limited, Government of India for loss or damage occurred or caused or likely to

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occur on account of any act of omission on the part of the selected bidder and its
employees, including loss caused to Thane Smart City Limited on account of defect in
goods or deficiency in services on the part of the selected bidder or his agents or any
person/ persons claiming through or under said selected bidder. However, such liability of
selected bidder shall not exceed the total value of the resultant Contract Agreement which
the selected bidder shall sign before execution of the project.

Taxes and Duties


The SI shall bear all personnel taxes levied or imposed on its personnel, Vendors,
consultants, or any other member of SI’s Team, etc. on account of payment received under
this Contract. The SI shall bear all corporate taxes, levied or imposed on the SI on account
of payments received by it from the Purchaser for the work done under this Contract.

SI shall bear all taxes and duties etc. levied or imposed on the SI under the Contract
including but not limited to Sales Tax, Customs duty, Excise duty, LBT, Service Tax, VAT,
Works Contracts Tax and all Income Tax levied under Indian Income Tax Act – 1961 or any
amendment thereof up to the date for submission of final price bid, i.e., on account of
payments received by him from the Purchaser for work done under the Contract. It shall be
the responsibility of the SI to submit to the concerned Indian authorities the returns and all
other connected documents required for this purpose. The SI shall also provide the
Purchaser such information, as it may be required in regard to the SI’s details of payment
made by the Purchaser under the Contract for proper assessment of taxes and duties. The
amount of tax withheld by the Purchaser shall at all times be in accordance with Indian Tax
Law and the Purchaser shall promptly furnish to the SI original certificates (Challans) for
tax deduction at source and paid to the Tax Authorities.

If there is any reduction in taxes / duties due to any reason whatsoever, after Notification of
Award, the same shall be passed on to the Purchaser.

If there is any increase in taxes / duties due to any reason whatsoever, after Notification of
Award, the same shall be compensated to the Bidder, provided such taxes / duties are
included in commercial bid of the bidder.

The SI agrees that he and his Team shall comply with the Indian Income Tax act in force
from time to time and pay Indian Income Tax, as may be imposed / levied on them, for the
payments received by them for the works under the Contract.

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Should the SI fail to submit returns/pay taxes in times as stipulated under the Indian Income
Tax Act and consequently any interest or penalty is imposed by the Indian Income Tax
authority, the SI shall pay the same. SI shall indemnify Purchaser against any and all
liabilities or claims arising out of this Contract for such taxes including interest and penalty
any such Tax Authority may assess or levy against the Purchaser/SI.

The Purchaser shall if so required by applicable laws in force, at the time of payment, deduct
income tax payable by the SI at the rates in force, from the amount due to the SI and pay
to the concerned tax authority directly.

Confidential Information
Thane Smart City Limited and the successful Bidder shall keep confidential and shall not,
without the written consent of the other party hereto, divulge to any third party any
documents, data, or other information furnished directly or indirectly by the other party
hereto in connection with the Contract, whether such information has been furnished prior
to, during or following completion or termination of the Contract.

Thane Smart City Limited shall not use such documents, data, and other information
received from the successful Bidder for any purposes unrelated to the Contract. Similarly,
the successful Bidder shall not use such documents, data, and other information received
from Thane Smart City Limited for any purpose other than the design, procurement, or
other work and services required for the performance of the Contract.

The successful bidder before signing of the Contract is required to sign a Non-Disclosure
Agreement with Thane Smart City Limited or its nominated agency as per section 12.23.

Change in Laws and Regulations


Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any
law, regulation, ordinance, order or bylaw having the force of law is enacted, promulgated,
abrogated, or changed that subsequently affects the Delivery Date and/ or the Contract
Price, then such Delivery Date and/ or Contract Price shall be correspondingly increased
or decreased, to the extent that the successful Bidder has thereby been affected in the
performance of any of its obligations under the Contract.

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Force Majeure

Definition of Force Majeure

Force Majeure shall mean any event or circumstance or combination of events or circumstances
set out below that materially and adversely affects any Party in the performance of its obligations
in accordance with the terms of this Agreement, but only if and to the extent that such events and
circumstances are not within the affected Party’s reasonable control, and/or the effects of which
the affected Party could not have prevented through prudent business practices or, through
reasonable skill and care, including through the expenditure of reasonable sums of money;

a. the effect of any natural element or other Act of God, including, but not limited to any rain
storm leading to flooding of the Project Area, lightning, earthquake, cyclone or other
natural disaster;

b. fire or explosion, each case not being due to (a) inherent defects of the equipment
comprising the Project (b) the failure to operate the Project in accordance with prudent
business practices or (c) circumstances within the reasonable control of the affected
Party’s contractors;

c. act of war (whether declared or undeclared), sabotage, terrorism or act of public enemy,
(including the acts of any independent unit or individual engaged in activities in
furtherance of a program of irregular warfare), acts of belligerents or foreign enemies
(whether accorded diplomatic recognition or not), blockades, civil disturbance, revolution,
rebellion or insurrection, exercise of military or usurped power, or any attempt at
usurpation of power;

d. strikes, labour disruptions or any other industrial disturbances in Thane City as a whole
and not specific to the Project which restrict the Service Provider from performing his
duties;

e. any governmental Agency’s unreasonable delay, denial or refusal to grant or renew or


any unreasonable revocation of any required permit, license, approval or authorisation,
including Governmental Authorisations, provided that such adverse governmental action
or inaction did not result from the Service Provider’s non-compliance with any applicable
law or any condition to the granting or maintenance of any such permit, license, approval
or authorisation that was in effect on the date of signing this Agreement;

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f. the expropriation or compulsory acquisition by any Government Agency of (a) any shares
in the Project Company if the result would be to acquire control of the subject Project
Company or (b) any assets or rights of the Project Company.

g. early termination of this Agreement by THANE SMART CITY LIMITED for reasons of
national security or national emergency

Exclusions from Force Majeure

Force Majeure shall expressly not include the following conditions, except to the extent resulting
from a Force Majeure:

a. Unavailability, late delivery of equipment, materials, spare parts or consumables for the
Project;

b. A delay in the performance of any contractor or supplier

c. Non-performance resulting from normal wear and tear typically experienced in a Project
of this kind; and non-performance caused by, or connected with, the non-performing
Party’s (a) negligent or intentional acts, errors or omission (b) failure to comply with any
of the Laws of India, or (c) breach of, or default under this Agreement.

Notification Obligations

The Party claiming the Force Majeure shall inform the other Party of any event or circumstance
of Force Majeure as soon as reasonably practicable. The affected Party shall thereafter furnish
weekly reports with respect to its progress in overcoming the adverse effects of such event or
circumstance and as soon as reasonable and practicable shall submit to the other Party
information supporting the claim for relief under this clause.

The Party claiming Force Majeure shall give notice to the other Party of the cessation of the
relevant event or circumstance of Force Majeure and the cessation of the effects of such event
or circumstance of Force Majeure on the enjoyment by such Party of its rights or the performance
by such Party of its obligations under this Agreement as soon as practicable after becoming
aware of such cessation.

Consequences of Force Majeure

a. Neither Party shall be responsible or liable for or deemed in breach thereof because of
any failure or delay in complying with its obligations under or pursuant to this Agreement
solely due to one or more Force Majeure or its or their effects or by any combination

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thereof, and the periods allowed for the performance by the Parties of such obligation(s)
shall be extended on a day-for-day basis; provided, however, that no relief shall be
granted to the Party claiming Force Majeure pursuant to this clause to the extent that such
failure or delay would have nevertheless been experienced by that Party had such Force
Majeure not occurred.

b. Except as otherwise provided in this clause, any time period specified for the performance
of any obligation hereunder by the affected Party shall be extended by a period equal to
the duration of the Force Majeure event or circumstance provided that the affected Party
shall not be entitled to any such extension to the extent that such delay or failure to
perform would have occurred, irrespective of the Force Majeure event or circumstance.

c. Either Party shall have the right to terminate the Agreement in the event of pendency of
the Force Majeure conditions for a consecutive period of 120 (one hundred and twenty)
days

Termination
a. Thane Smart City Limited may, without prejudice to any other remedy for breach of Contract,
terminate this Contract in case of the occurrence of any of the events specified in paragraphs
(a) through (k) of this GCC
b. If the successful Bidder does not remedy a failure in the performance of their obligations under
the Contract, within thirty (30) days after being notified or within any further period as Thane
Smart City Limited may have subsequently approved in writing.
c. If the successful Bidder becomes insolvent or goes into liquidation, or receivership whether
compulsory or voluntary.
d. If the successful Bidder, in the judgment of Thane Smart City Limited has engaged in corrupt
or fraudulent practices in competing for or in executing the Contract.
e. If the successful Bidder submits to the Thane Smart City Limited a false statement which has
a material effect on the rights, obligations or interests of Thane Smart City Limited.
f. If the successful Bidder places itself in a position of conflict of interest or fails to disclose
promptly any conflict of interest to Thane Smart City Limited.
g. If the successful Bidder fails to provide the quality services as envisaged under this Contract,
Thane Smart City Limited may make judgment regarding the poor quality of services, the
reasons for which shall be recorded in writing. Thane Smart City Limited may decide to give
one chance to the successful Bidder to improve the quality of the services.

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h. If the successful Bidder fails to comply with any final decision reached as a result of arbitration
proceedings.
i. If, as the result of Force Majeure, the successful Bidder is unable to perform a material portion
of the Services for a period of not less than 60 days
j. In any event, Thane Smart City Limited or its nominated agencies is entitled to terminate if
and only if the breach is not remedied within a stipulated time period.
k. In the event Thane Smart City Limited terminates the Contract in whole or in part, pursuant
to point (a) to (h) of GCC Clause 11.9 Thane Smart City Limited may procure, upon such
terms and in such manner as it deems appropriate, services similar to those undelivered or
not performed, and the successful Bidder shall be liable to Thane Smart City Limited for any
additional costs for such similar services. However, the successful Bidder shall continue
performance of the Contract to the extent not terminated.
l. Without limiting any other rights or remedies the selected bidder may have against Thane
Smart City Limited arising out of or in connection with this Contract, the selected bidder may
terminate this Contract by giving at least 90 days’ notice to Thane Smart City Limited, if
Thane Smart City Limited:
• has not paid a correctly rendered invoice or has not notified the selected bidder that it
disputes the charges specified under an invoice within 60 days of receipt of that
invoice; and
• the selected bidder has given Thane Smart City Limited a first notice 30 days after
the due date of the invoice, specifying the failure to pay and giving the Client at least
30 days to pay the invoice; and a second notice 15 days after the first notice, referring
to the first notice and giving the Client at least 15 days to pay the invoice.
• is in material breach of any of the clauses of the contract

Events of Default by the SI


i. The failure on the part of the SI to perform any of its obligations or comply with any of the
terms of this Contract shall constitute an Event of Default on the part of the SI. The
events of default as mentioned above may include inter-alia the following:

a) the SI/ SI’s Team has failed to perform any instructions or directives issued by the
Purchaser which it deems proper and necessary to execute the scope of work or provide
services under the Contract, or

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b) the SI/ SI’s Team has failed to confirm / adhere to any of the key performance
indicators as laid down in the Key Performance Measures / Service Level Agreements, or
if the SI has fallen short of matching such standards / benchmarks / targets as the
Purchaser may have designated with respect to the system or any goods, task or service,
necessary for the execution of the scope of work and performance of services under this
Contract. The above mentioned failure on the part of the SI may be in terms of failure to
adhere to performance, quality, timelines, specifications, requirements or any other
criteria as defined by the Purchaser;

c) the SI has failed to remedy a defect or failure to perform its obligations in


accordance with the specifications issued by the Purchaser, despite being served with a
default notice which laid down the specific deviance on the part of the SI/ SI’s Team to
comply with any stipulations or standards as laid down by the Purchaser; or

d) the SI/ SI’s Team has failed to adhere to any amended direction, instruction,
modification or clarification as issued by the Purchaser during the term of this Contract
and which the Purchaser deems proper and necessary for the execution of the scope of
work under this Contract

e) the SI/ SI’s Team has failed to demonstrate or sustain any representation or
warranty made by it in this Contract, with respect to any of the terms of its Bid, the Tender
and this Contract

f) There is a proceeding for bankruptcy, insolvency, winding up or there is an


appointment of receiver, liquidator, assignee, or similar official against or in relation to the
SI.

g) The SI/SI’s Team has failed to comply with or is in breach or contravention of any
applicable laws.

ii. Where there has been an occurrence of such defaults inter alia as stated above, the
Purchaser shall issue a notice of default to the SI, setting out specific defaults / deviances
/ omissions / non-compliances / non-performances and providing a notice of Sixty (60) days
to enable such defaulting party to remedy the default committed.

iii. Where despite the issuance of a default notice to the SI by the Purchaser the SI fails to
remedy the default to the satisfaction of the SI, the Purchaser may, where it deems fit, issue
to the defaulting party another default notice or proceed to adopt such remedies as may be
available to the Purchaser.

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Consequences of Event of Default


Where an Event of Default subsists or remains uncured the Purchaser shall be entitled to:

iv. Impose any such obligations and conditions and issue any clarifications as may be
necessary to inter alia ensure smooth continuation of project and the Services which the SI
shall be obliged to comply with which may include re-determination of the consideration
payable to the SI as agreed mutually by Purchaser and SI or through a third party
acceptable to both parties. The SI shall in addition take all available steps to minimize loss
resulting from such event of default.

v. Suspend all payments to the SI under the Contract by a written notice of suspension to the
SI, provided that such notice of suspension:

1.v.1 shall specify the nature of the failure; and

1.v.2 shall request the SI to remedy such failure within a specified period from the
date of receipt of such notice of suspension by the SI

vi. Require replacement of any of the SI’s Team member(s) with another suitable member(s)
where the Purchaser deems necessary. The SI shall in such case terminate forthwith all
their agreements/ contracts/ other arrangements with such member(s) and find suitable
replacement for such outgoing member(s) with another member(s) to the satisfaction of the
Purchaser, who shall execute such Contracts with the Purchaser as the Purchaser may
require. Failure on the part of the SI to find a suitable replacement and/or terminate all
agreements/contracts with such member(s), shall amount to a breach of the terms hereof
and the Purchaser in addition to all other rights, have the right to claim damages and
recover from the SI all losses/ or other damages that may have resulted from such failure.

Assignment
Neither the Thane Smart City Limited nor the successful Bidder shall assign, in whole or in part,
their obligations under this Contract, except with prior written consent of the other party

Power to waive Fines


The power to waive fines and penalty vests with the competent authority.

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All other laws to be applicable


The successful bidder shall comply with all applicable laws, Thane Smart City Limited shall not
be held liable for any change/modification in these laws which adversely affect this RFP. No claim
or compensation on this account will be entertained.

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12 Annexures

Letter for Bid


[On the letter head of the Bidding Company/Lead Member]

Original or copy No: Dated:

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

Sub: Bid for __________________________________________________

Dear Sir,

With reference to your RFP No. _______ dated ______, I/we, having examined the RFP
and understood its contents, hereby submit my/our Bid for the aforesaid project. The Bid
is unconditional and unqualified.

1. I/We acknowledge that the Authority will be relying on the information provided in
the Bid and the documents accompanying such Bid for selection of the Bidders for
the aforesaid Project and I/we certify that all information provided in the Bid and in
all the Annexures to this Letter of Bid are true and correct; nothing has been
omitted which renders such information misleading; and all documents
accompanying such Bid are true copies of their respective originals.

2. The Bid is being submitted and submissions in this letter are being made for the
express purpose of qualifying as a Successful Bidder for the aforesaid Project.

3. I/We shall make available to the Authority any additional information it may find
necessary or require to supplement or authenticate the submissions.

4. I/We acknowledge the right of the Authority to reject our Bid without assigning any
reason or otherwise and hereby waive my/our right to challenge the same on any
account whatsoever.

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5. I/We certify that in the last 3 (three) years, I/we/any of the Members have neither
failed to perform on any contract, as evidenced by imposition of a penalty by an
arbitral or judicial authority or a judicial pronouncement or arbitration award, nor
been expelled from any project or contract by any public authority nor have had
any contract terminated by any public authority for breach on our part.

6. I/We declare that:

(a) I/We have examined and have no reservations to the RFP, including any
addendum issued by the Authority;

(b) I/We do not have any Conflict of Interest in accordance conditions of the
RFP;

(c) I/We have not directly or indirectly or through an agent engaged or indulged
in any corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice, as defined in this RFP, in respect of any
tender or request for proposal issued by or any agreement entered into
with the Authority or any other public sector enterprise or any government,
Central or State;

(d) I/We hereby certify that I/we have taken steps to ensure that in conformity
with the provisions of the RFP, no person acting for me/ us or on my/our
behalf has engaged or will engage in any corrupt practice, fraudulent
practice, coercive practice, undesirable practice or restrictive practice; and

7. I/We understand that you may cancel the Bidding Process at any time and that
you are neither bound to accept any Bid that you may receive, without incurring
any liability to the Bidders.

8. I/We believe that I/we/our <<Bidder Name>>satisfy and meet all the requirements
as specified in the RFP and are/is qualified to submit a Bid.

9. I/We certify that in regard to matters other than security and integrity of the country,
I/we or any Member have not been convicted by a court of law or indicted or
adverse orders passed by a regulatory authority which could cast a doubt on our
ability to undertake the Project or which relates to a grave offence that outrages
the moral sense of the community.

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10. I/We further certify that in regard to matters relating to security and integrity of the
country, I/we have not been charge-sheeted by any Government Instrumentality
or convicted by a court of law.

11. I/We further certify that no investigation by a regulatory authority is pending either
against me/us/any Member or against our chief executive officer or any of my/our
directors/managers/employees.

12. I/We undertake that in case due to any change in facts or circumstances during
the Bidding Process, I/we am/are attracted by the provisions of disqualification in
terms of the provisions of this RFP. I/we shall intimate the Authority of the same
immediately.

13. The Power of Attorney for signing of Bid as per format provided at Section 12.8 is
enclosed. The Anti-Collusion Certificate as per format provided at Section 12.11
of the RFP, duly signed, is enclosed. The Declaration by the Bidder regarding
Qualifications as per format provided at Section 12.20 of the RFP, duly signed, is
enclosed.

14. I/We hereby irrevocably waive any right, which we may have at any stage at law
or howsoever otherwise arising to challenge or question any decision taken by the
Authority in connection with the selection of Bidders or in connection with the
Bidding Process itself, in respect of the above-mentioned Project and the terms
and implementation thereof.

15. I/We agree and undertake to abide by all the terms and conditions of the RFP.

16. I/We agree and undertake to be jointly and severally liable for all our obligations
under the Agreement as per the provisions set out therein.

In witness thereof, I/We submit this Bid under and in accordance with the terms of the
RFP.

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Yours faithfully,

Date: (Signature of the authorised signatory)

Place:

(Name and designation of the authorised signatory)

(Name and seal of the Bidder)

Details of Bidder

[On the letter head of the Bidding Company/Lead Member]

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Dated:

No. Particulars Bidder

1 Name of Organization

2 Type of Organization (Pvt. Ltd / Public Ltd.)

3 Country of registered office

4 Address of registered office

5 Company registration details

6 Date of registration

8 PAN / Equivalent

9 TIN / Equivalent

10 Address of registered office in India

11 Number of years of operation

12 Authorized signatory Name

13 Authorized signatory Designation

14 Authorized signatory Contact details:


• Phone Number:
• Email Id:
• Address:

Yours Sincerely,
__________________________________________
Signature of Authorized Signatory (with official seal)

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Name:
Designation:
Address:
Telephone& Fax:
E‐mail Address:

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Applicant Annual Turnover

[On the letter head of the Bidding Company/Lead Member Signed by Authorized Signatory and
Certified Auditor]
{Location, Date}

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

Sir,

I have carefully gone through the Terms & Conditions contained in the RFP Document for
“Selection of a System Integrator for Implementation of Integrated ERP Solution for Municipal
Services at Thane Smart City Limited”.

I hereby declare that below are the details regarding Overall Turnover, Overall IT turnover &
Overall Turnover from IT/ITeS Services of the bidder over last 3 financial years for our
organization.

# Details FY 2015‐16 FY 2016‐17 FY 2017‐18 Average


(in Crores) (i) (in Crores) (in Crores) IT Turnover
(ii) (iii) [(i)+(ii)+(iii)/3]

1 Overall Annual
IT Turnover‐
Lead Member

2 Overall Annual
IT Turnover‐
Lead Member

An accountant's certificate must be attached.

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Name of Authorized Signatory:


Designation:
Name of firm:

(Signature of the Applicant)

Seal of the Firm

I further certify that I am competent officer to make this decision.

Yours Sincerely,

__________________________________________

Signature of Authorized Signatory (with official seal)

Name:

Designation:

Address:

Telephone& Fax:

E‐mail Address:

Instructions:

1. The Bidder shall attach copies of the balance sheets, financial statements for 3 (three) years
preceding the Bid Due Date. The financial statements shall:
a. reflect the financial situation of the Bidder;
b. be audited by a statutory auditor;
c. be complete, including all notes to the financial statements; and
d. correspond to accounting periods already completed and audited (no statements for
partial periods shall be requested or accepted).
2. Year 1 will be the latest completed financial year, preceding the bidding. Year 2 shall be the
year immediately preceding Year 1 and so on. In case the Bid Due Date falls within 3 (three)
months of the close of the latest financial year.
3. The Bidder shall also provide the name and address of the Bankers to the Authority.

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4. The Bidder shall provide an Auditor’s Certificate specifying the Turnover of the Bidder in
accordance with of the RFP document.
5. For the purposes of evaluation of Financial Capacity, audited consolidated annual accounts
of the Bidder may be used for the purpose of financial criteria, provided the Bidder has at
least 26% equity in each company whose accounts are merged in the audited consolidated
accounts and provided further that the financial capability of such companies (of which
accounts are being merged in the consolidated accounts) shall not be considered again for
the purpose of evaluation of the Bid.
6. For conversion of US Dollars to Indian Rupees, the rate of conversion shall be Indian Rupees
75 (Seventy Five) to a US Dollar. In case of any other currency, the same shall first be
converted to US Dollars as on the date 60 (sixty) days prior to the Bid Due Date, and the
amount so derived in US Dollars shall be converted into Rupees at the aforesaid rate. The
conversion rate of such currencies shall be the daily representative exchange rates published
by the International Monetary Fund for the relevant date.

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Applicant’s Net worth


[On the letter head of the Bidding Company/Lead Member]

{Location, Date}

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

Sir,

I have carefully gone through the Terms & Conditions contained in the RFP Document for
“Selection of a System Integrator for Implementation of Integrated ERP Solution for Municipal
Services at Thane Smart City Limited”.

I hereby declare net worth as per the latest financial statement for our organization

# Details FY 2015‐16 FY 2016‐17 FY 2017‐18


(in Crores) (in Crores) (in Crores)

1 Net worth of Lead Member

An accountant's certificate must be attached.

Name of Authorized Signatory:

Designation:

Name of firm:

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(Signature of the Applicant)

Seal of the Firm

I further certify that I am competent officer to make this decision.

Yours Sincerely,

Signature of Authorized Signatory (with official seal)

Name:

Designation:

Address:

Telephone& Fax:

E‐mail Address:

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Self Declaration – No Blacklisting

[On the letter head of the Bidding Company/Lead Member]

{Location, Date}

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

Sir,

In response to the RFP Ref. No. _____ dated _________ for “Selection of a System Integrator
for Implementation of Integrated ERP Solution for Municipal Services at Thane Smart City
Limited”, as an owner/ partner/ Director of _________, I/ We hereby declare that presently our
Company/ firm______________________ is having unblemished record and is not declared
ineligible for corrupt and fraudulent practices either indefinitely or for a particular period of time
by any State/ Central Government/ PSU.

We further declare that presently our Company/ firm _______________________ is not black
listed and not declared ineligible for reasons other than corrupt and fraudulent practices by any
State/Central Government/ PSU on the date of Bid Submission.

If this declaration is found to be incorrect then without prejudice to any other action that may be
taken, my/ our security may be forfeited in full and the tender if any to the extent accepted may
be cancelled.

Name of the Lead Member:

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Authorized Signatory:

Seal of the Organization:

Business Address:

Place:

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Declaration of OEM

[On the letter head of the Bidding Company/Lead Member]

To,
____________________
Thane Smart City Limited
Panchpakhadi, Thane West
Thane 400602

Reference: RFP No.:__________________________________ Dated:__________

I/ We {Name/ Designation} on behalf of <Bidder Registered Name> hereby declare/ certify that
we are {Channel Partner / Distributor / Service Provider/ System Integrator / Other <please
specify>} for Software / Services / Software & Services with <OEM Registered Name>. The OEM
Authorization certificate is also attached along with the Bid. All software / Platform used by
<Bidder Registered Name> shall be authentic licensed versions only.

If the above information furnished by us is found untrue, necessary action may be initiated against
us including but not limited to termination of the contract, penalties to be decided by authorities
of TSCL.

Thanking you,

<Authorised Signatory of BIDDER>

<Designation of authorised Signatory> <Bidder Registered Name>

(Seal of the Organization>

<Date>

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Bank Guarantee for Earnest Money Deposit (EMD)

B.G. No. Dated:

1 In consideration of you, *****, having its office at *****, (hereinafter referred to as the “The
Authority”, which expression shall unless it be repugnant to the subject or context thereof
include its, successors and assigns) having agreed to receive the bid of ……………………
[a limited liability company registered under the (Indian) Companies Act, 1956) and having
its registered office at ………………………] (hereinafter referred to as the “Bidder” which
expression shall unless it be repugnant to the subject or context thereof include its/their
executors, administrators, successors and assigns), for the implementation of project for
_______________________________for ____ [name of the urban area] in the State of
____ [name of the State] (hereinafter referred to as the “Project”) pursuant to the Request
for Proposal document dated …………… (“RFP”) issued in respect of the Project and
other related documents including without limitation the draft agreement and state support
agreement (hereinafter collectively referred to as “Bidding Documents”), we (Name of
the Bank) having our registered office at ……………………… and one of its branches at
…………………….. (hereinafter referred to as the “Bank”), at the request of the
Bidder, do hereby in terms of the RFP, absolutely, irrevocably, unconditionally and without
reservation guarantee the due and faithful fulfillment and compliance of the terms and
conditions of the Bidding Documents (including the RFP) by the said Bidder and
unconditionally and irrevocably undertake to pay forthwith to the Authority an amount of
Rs. ________/- (Rupees _____________ only) (hereinafter referred to as the
“Guarantee”) as our primary obligation without any demur, reservation, recourse, contest
or protest and without reference to the Bidder if the Bidder shall fail to fulfill or comply with
all or any of the terms and conditions contained in the said Bidding Documents.

2 Any such written demand made by the Authority stating that the Bidder is in default of the
due and faithful fulfillment and compliance with the terms and conditions contained in the
Bidding Documents shall be final, conclusive and binding on the Bank.

3. We, the Bank, do hereby unconditionally undertake to pay the amounts due and payable
under this Guarantee without any demur, reservation, recourse, contest or protest and
without any reference to the Bidder or any other person and irrespective of whether the

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claim of the Authority is disputed by the Bidder or not, merely on the first demand from
the Authority stating that the amount claimed is due to the Authority by reason of failure
of the Bidder to fulfill and comply with the terms and conditions contained in the Bidding
Documents. Any such demand made on the Bank shall be conclusive as regards amount
due and payable by the Bank under this Guarantee. However, our liability under this
Guarantee shall be restricted to an amount not exceeding Rs. ________/- (Rupees
_____________ only). Any payments made hereunder shall be free and clear of, and
without deductions for or on account of taxes, levies imposts, duties, charges, fees,
deductions, or withholding of any nature whatsoever and by whomsoever imposed and
where any withholding on a payments is required by law, the Bank shall comply with such
withholding obligations and shall pay such additional amount in respect of such payment
such that the Authority receives full amount due hereunder as if no such withholding
occurred.

4. This Guarantee shall be irrevocable and remain in full force for a period of 180 (one
hundred and eighty days) from the Bid Due Date (as defined in the RFP) inclusive of a
claim period of 60 (sixty) days or for such extended period as required by the Bidding
Documents, and agreed to by the Bank, and shall continue to be enforceable till all
amounts under this Guarantee have been paid.

5. We, the Bank, further agree that the Authority shall be the sole judge to decide as to
whether the Bidder is in default of due and faithful fulfillment and compliance with the
terms and conditions contained in the Bidding Documents, and the decision of the
Authority that the Bidder is in default as aforesaid shall be final and binding on us,
notwithstanding any differences between the Authority and the Bidder or any dispute
pending before any court, tribunal, arbitrator or any other authority.

6. The Guarantee shall not be affected by any change in the constitution or winding up of
the Bidder or the Bank or any absorption, merger or amalgamation of the Bidder or the
Bank with any other person.

7. In order to give full effect to this Guarantee, the Authority shall be entitled to treat the Bank
as the principal debtor. The Authority shall have the fullest liberty without affecting in any
way the liability of the Bank under this Guarantee from time to time to vary any of the
terms and conditions contained in the said Bidding Documents or to extend time for

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submission of the bids or the bid validity period or the period for conveying acceptance of
letter of award by the Bidder or the period for fulfillment and compliance with all or any of
the terms and conditions contained in the said Bidding Documents by the said Bidder or
to postpone for any time and from time to time any of the powers exercisable by it against
the said Bidder and either to enforce or forbear from enforcing any of the terms and
conditions contained in the said Bidding Documents or the securities available to the
Authority, and the Bank shall not be released from its liability under these presents by any
exercise by the Authority of the liberty with reference to the matters aforesaid or by reason
of time being given to the said Bidder or any other forbearance, act or omission on the
part of the Authority or any indulgence by the Authority to the said Bidder or by any change
in the constitution of the Authority or its absorption, merger or amalgamation with any
other person or any other matter or thing whatsoever which under the law relating to
sureties would but for this provision have the effect of releasing the Bank from its such
liability.

8. Any notice by way of request, demand or otherwise hereunder shall be sufficiently given
or made if addressed to the Bank and sent by courier or by registered mail to the Bank at
the address set forth herein.

9. We undertake to make the payment on receipt of your notice of claim on us addressed to


[name of Bank along with branch address] and delivered at our above branch which shall
be deemed to have been duly authorized to receive the said notice of claim.

10. It shall not be necessary for the Authority to proceed against the said Bidder before
proceeding against the Bank and the Guarantee herein contained shall be enforceable
against the Bank, notwithstanding any other security which the Authority may have
obtained from the said Bidder or any other person and which shall, at the time when
proceedings are taken against the Bank hereunder, be outstanding or unrealized.

11. We, the Bank, further undertake not to revoke this Guarantee during its currency except
with the previous express consent of the Authority in writing.

12. The Bank declares that it has power to issue this Guarantee and discharge the obligations
contemplated herein, the undersigned is duly authorized and has full power to execute
this Guarantee for and on behalf of the Bank.

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13. For the avoidance of doubt, the Bank’s liability under this Guarantee shall be restricted to
Rs. ________/- (Rupees _____________ only). The Bank shall be liable to pay the said
amount or any part thereof only if the Authority serves a written claim on the Bank in
accordance with paragraph 9 hereof, on or before [*** (indicate date falling 180 days after
the Bid Due Date)].

14. Authority may assign this Guarantee to any person and in such case the Authority shall
inform the Bank in writing. This Guarantee shall not be assigned or transferred by the
Bank.

15. This Guarantee shall be governed by and construed in accordance with the laws of India
and shall be subject to the exclusive jurisdiction of the Civil Court of Thane.

Signed and Delivered by ………………………. Bank

By the hand of Mr./Ms. …………………….., its ………………….. And authorized official.

(Signature of the Authorized Signatory)


(Official Seal)

Issued by Thane Smart City Limited 167


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Municipal Services at Thane Smart City Limited

Power of Attorney for signing of Bid

[To be executed on stamp paper of appropriate value]

Know all persons by these presents, [I …………………………………………….. (name of the


company) incorporated under the laws of India and having its registered office at [__] “Company”]
do hereby irrevocably constitute, nominate, appoint and authorize Mr/ Ms (name),
…………………… son/daughter/wife of ……………………………… and presently residing at
…………………., who is presently employed with us and holding the position of
……………………………. , as our true and lawful attorney (hereinafter referred to as the
“Attorney”) to do in our name and on our behalf, all such acts, deeds, matters and things as are
necessary or required in connection with or incidental to submission of our
____________________________ pursuant to the RFP dated [__] (“RFP”) issued by the Thane
Smart City Limited (the “the Authority”) and for our selection as Successful Bidder including
but not limited to signing and submission of all Bids and other documents and writings, participate
in pre-bid conferences and other conferences and providing information/responses to the
Authority, representing us in all matters before the Authority, signing and execution of all contracts
including the Agreement and undertakings consequent to acceptance of our Bid, and generally
dealing with the Authority in all matters in connection with or relating to or arising out of our Bid
for the said Project and/or upon award thereof to us and/or till the entering into of the Agreement
with the Thane Smart City Limited.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deed, matters
and things lawfully done or caused to be done by our said Attorney pursuant to and in exercise
of the powers conferred by this Power of Attorney and that all acts, deeds and things done by our
said Attorney in exercise of the powers hereby conferred shall and shall always be deemed to
have been done by us.

Capitalized terms not defined herein shall have the meaning assigned to them under the RFP.

IN WITNESS WHEREOF, …………………………., THE ABOVE NAMED PRINCIPAL HAVE


EXECUTED THIS POWER OF ATTORNEY ON THIS ……… DAY OF …………., 2…..

For …………………………..

(Signature)

Issued by Thane Smart City Limited 168


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Municipal Services at Thane Smart City Limited

(Name, Title and Address)

Witnesses:

(Notarized)

Accepted

…………………………… (Signature)

(Name, Title and Address of the Attorney)

Notes:

The mode of execution of the Power of Attorney should be in accordance with the procedure, if
any, lay down by the applicable law and the charter documents of the executant(s) and when it
is so required, the same should be under common seal affixed in accordance with the required
procedure.

Wherever required, the Bidder should submit for verification the extract of the charter documents
and documents such as a resolution/ power of attorney in favor of the person executing this Power
of Attorney for the delegation of power hereunder on behalf of the Bidder.

For a Power of Attorney executed and issued overseas, the document will also have to be
legalized by the Indian Embassy and notarized in the jurisdiction where the Power of Attorney is
being issued. However, the Power of Attorney provided by Bidders from countries that have
signed the Hague Convention 1961 are not required to be legalized by the Indian Embassy if it
carries a conforming Apostille certificate.

Issued by Thane Smart City Limited 169


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Municipal Services at Thane Smart City Limited

Hardware, Equipment and Components at Existing Data Centre


Indicative list of hardware, Equipment and Components procured by the Corporation for Existing
Data Center and other Applications is provided herewith.

Device Name Model Quantity


Sonicwall Firewall NSA2650 NSA 26500 1
Mellanox Core Switches SN200 2
Lenovo Server Thinkserver RD450 1
Nutanix Hyperconverged Servers NX-8035-G5 2
IBM Tape Drive IBM ULTRIUM-HH6 SCSI Sequential Device 1
Network Rack (Vertive) Vertive 1

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Municipal Services at Thane Smart City Limited

Information on Existing GIS system

Base Map Creation

Base Maps have been created for TSCL using the satellite imagery and the existing data available
using high resolution satellite imagery. Following layers are generated using satellite imagery as
well as departmental plans provided by relevant departments

• Municipal Boundary
• Village Boundary
• Election Wards
• Road Network
• Railway Network
• Buildings
• Rivers and Streams
• Lakes and Gardens
• Open Spaces
• Street Lights
• Hoardings and Statues
• Water Pipelines, Valves,
• Elevated Service Reservoir (ESR)
• Drainage Lines , Drainage Zones and Pumping Stations
• Manholes
• Slums Pockets and Huts
• Development Plan Reservations
• Existing Land use Zones
• City Development Sectors
• CRZ Boundary
• Original Plots, Final Plots
• City Survey
• Vikas Prastav, Amenity Plots
• Water distribution zones
• Block Boundary
• Census Gut boundary

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Municipal Services at Thane Smart City Limited

The following GIS layers have been created for Departments


• Property Tax
• Town Planning
• PWD
• Water Supply
• Drainage
• Electric
• Tree and Gardens

Web GIS Applications Developed

• Workflow Management for Property

• Property Assessment details

• Add, modify and delete the property

• Property Tax Bill Generation

• Tax collection process and analysis


For all other departments GIS data viewer module is developed

Additional Work

TSCL has also undertaken work for GIS based property assessment and ground truthing survey
of each structure and property using following devices

Issued by Thane Smart City Limited 172


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Municipal Services at Thane Smart City Limited

Technical Specification for the Trimble Juno SB used for Property Survey

Issued by Thane Smart City Limited 173


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Municipal Services at Thane Smart City Limited

Issued by Thane Smart City Limited 174


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Municipal Services at Thane Smart City Limited

Anti-Collusion Certificate

[To be executed on stamp paper of appropriate value]

We undertake that, in competing for (and, if the award is made to us, in executing) the above
contract, we will strictly observe the laws against fraud and corruption in force in India namely
“Prevention of Corruption Act, 1988” and its subsequent amendments thereof.

We hereby certify and confirm that in the preparation and submission of our Proposal, we have
not acted in concert or in collusion with any other Bidder or other person(s) and also not done
any act, deed or thing which is or could be regarded as anti-competitive.

We further confirm that we have not offered nor will offer any illegal gratification in cash or kind
to any person or agency in connection with the instant Proposal.

Dated this ..........................Day of ......................, 2018

....................................................
(Name of the Bidder)

....................................................
(Signature of the Bidder / Authorised Person)

....................................................
(Name of the Authorised Person)

Issued by Thane Smart City Limited 175


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Municipal Services at Thane Smart City Limited

Pre-Qualification Criteria Compliance sheet


The table below provides the list of certificates/ documents required under each of the Pre-
qualification criteria. The Bidder is required to furnish information as specified in the table below
and submit along with their Pre-Qualification Proposal.

Sr. Pre-Qualification Criteria Proof Document Name to be given Compliance


No. Required to the PDF file (Yes/No)
uploaded by the
bidder
1 The Bidder should be 1. Certificate of PQ_1
registered under the Incorporation/
Companies Act, 1956, Registration under
should have registered companies Act, 1956/
offices in India and should 2013.
be in existence in India for
2. Memorandum of
at least 5 years, as on
Association and Articles
31st March 2018.
of Association.
2 The Bidder should be in Copy of Certificate of PQ_2
business operations for Incorporation, GST, MoA
more than 5 years and signed by Authorized
should have functional Signatory of the Bidder
office in Maharashtra with and Mandatory
dedicated technical & Undertaking on the
maintenance staff in Bidder’s letter head,
Maharashtra Office. committing to setup the
office within 2 months of
Note: If the Bidder at the
signing of Contract as
time of bidding, does not
per format in Section
have a local support office
12.13 duly signed by the
in Maharashtra then a
Authorised Signatory of
mandatory undertaking,
the Bidder
on the Bidder’s letter head
duly signed by the

Issued by Thane Smart City Limited 176


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Municipal Services at Thane Smart City Limited

Sr. Pre-Qualification Criteria Proof Document Name to be given Compliance


No. Required to the PDF file (Yes/No)
uploaded by the
bidder
Authorised Signatory of
the Bidder, has to be
submitted confirming, that
in the event of selection
for award of contract, an
office will be opened
within 2 months from the
date of signing of the
contract.
c.3 The Bidder should have Audited Balance sheet PQ_3
an average annual and Profit & Loss account
turnover of at least Rs. statement of the Bidder
75 Crores from the last for each of the last three
three audited financial audited financial years
years (FY 2015-16, FY FY 2015-16, FY 2016-17,
2016-17, FY 2017-18) FY 2017-18.
from
Certificate duly signed by
d. from IT/ ITeS services
Statutory Auditor of the
Bidder or Certified
Chartered Accountant for
average annual turnover
from IT services in the
format specified in
Section 12.3 of this
RFP.
4 The Bidder should have a Audited Balance sheet PQ_4
positive net worth and Profit & Loss account
(measured as paid-up statement of the Bidder
capital plus free reserves) for each of the last three

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Municipal Services at Thane Smart City Limited

Sr. Pre-Qualification Criteria Proof Document Name to be given Compliance


No. Required to the PDF file (Yes/No)
uploaded by the
bidder
in the last three audited audited financial years
financial years (FY 2015- FY 2015-16, FY 2016-17,
16, FY 2016-17, FY 2017- FY 2017-18
18).
Certificate duly signed by
Statutory Auditor of the
Bidder or Certified
Chartered Accountant for
net worth (measured as
paid-up capital plus free
reserves) in the format
specified in Section 12.4
of this RFP
5 The Bidder should Certificate from PQ_5
possess the below Competent Authority
certification which will be
active during the bid
submission date,

• SEI CMMi level 3


or above, &
• ISO certification
(9001, 12207 &
27001)

6 The Bidder should have at Certificate from PQ_6


least 50 IT/ ITeS certified Competent Authority
resources on its payroll as
on the date of submission
of bid

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Municipal Services at Thane Smart City Limited

Sr. Pre-Qualification Criteria Proof Document Name to be given Compliance


No. Required to the PDF file (Yes/No)
uploaded by the
bidder
7 The Bidder in last 5 years Work order (WO)/ PQ_7
(FY 2013-14, FY 2014-15, Contract documents/
FY 2015-16, FY 2016-17, Proof of award of work
FY 2017-18) should have and completion
demonstrable expertise certificates and Project
and experience in Citation in the attached
successful implementation format. The supporting
of ERP based Project, documents shall
which includes mandatorily mention the
development of ERP value of project and
software applications, duration of the contract.
system integration,
providing networking
support, operational and
maintenance services and
Development of:

• At least One (1) ERP


Project in Public
Sector with project
value of at least Rs. 12
Cr in India Or
• At least Two (2) ERP
Project in Public
Sector with project
value of at least Rs.
7.5 Cr in India . Or
• At least Three (3) ERP
Project in Public
Sector with project

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Municipal Services at Thane Smart City Limited

Sr. Pre-Qualification Criteria Proof Document Name to be given Compliance


No. Required to the PDF file (Yes/No)
uploaded by the
bidder
value of at least Rs. 6
Cr in India

8 The Bidder shall submit Manufacturer PQ_8


the OEM authorization Authorization Form
letter for all products to be (MAF) from the
supplied. respective OEM(s)
clearly mentioning the
name of the tender/ RFP
and tender/ RFP number
for which the MAF has
been issued and date of
MAF submission as per
format in Section 12.26
& Section 12.6
9 The Bidder & OEMs Undertaking on company PQ_9
should not be black-listed letter head duly signed
and/or barred by TSCL, by the Authorized
any State or Central Signatory of the bidder
government agency/ as per format in Section
government undertaking/ 12.5
PSUs/ UT and/ or by any
of the competent courts,
in India, for any default at
time of submission of bid
against this RFP.

Dated this ..........................Day of ......................, 2018

....................................................

Issued by Thane Smart City Limited 180


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Municipal Services at Thane Smart City Limited

(Name of the Bidder)

....................................................
(Signature of the Bidder / Authorised Person)

....................................................
(Name of the Authorised Person)

Issued by Thane Smart City Limited 181


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Municipal Services at Thane Smart City Limited

Undertaking for Presence in Maharashtra


[On the letter head of the Bidding Company/Lead Member]

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

Dear Sir,

Sub: RFP Reference No._____________ dated _________for Selection of a System Integrator


for Implementation of Integrated ERP Solution for Municipal Services at Thane Smart City
Limited.

With reference to your RFP document No. __________ dated <<Published Date>>, I/we,have
business operations for more than 5 years and

a. have functional office in Maharashtra at address <<Office Address>> with dedicated technical
& maintenance staff
OR
b. will setup functional office in Maharashtra within 2 Months from date of award of contract
where dedicated technical & maintenance staff will be deployed. The office address will be
communicated to Thane Smart City Limited within 2 Months from date of award of contract.

Thanking you,

Yours faithfully

Date:

Place: (Name and Designation of the of the Authorized signatory)

Name and seal of Bidder

Issued by Thane Smart City Limited 182


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Municipal Services at Thane Smart City Limited

Pre-Bid Queries Format


Name of the Company/Firm: _____________________________

Bidding Document Fee Receipt No._______________ Dated___________ for Rs.

_____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. No. & Mobile


No.

Company/Firm Contacts:

Contact Person(s) Address for Email-ID(s) Tel. Nos. & Fax Nos.
Correspondence

Query / Clarification Sought:

S. No. RFP RFP Section Content of RFP requiring Query/ Suggestion/


Page No. No. clarification Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .PDF).
Queries not submitted in the prescribed format will not be considered/ responded at all by the
procuring entity. Also, kindly attach the colored scanned copy of the receipt towards the
submission of the bidding/ tender document fee.

Issued by Thane Smart City Limited 183


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Municipal Services at Thane Smart City Limited

Technical Criteria Compliance sheet


The table below provides the list of certificates/ documents required under each of the Technical
qualification criteria. The Bidder is required to furnish information as specified in the table below
and submit along with their Technical Proposal.

Name to
be given
to the
Sr. Technical Qualification Compliance
Proof Document Required PDF file
No. Criteria (Yes/No)
uploaded
by the
bidder
A Commercial & Specific Business Strength of the Bidder
Audited Balance sheet of
bidder for each of the last three
audited financial years FY
2015-16, FY 2016-17, FY
Average Annual Turnover
2017-18.
from IT/ ITeS Services of
A1 Sole Bidder from last 3 TQ_A1
Certificate duly signed by
fiscal years (FY 2015-16,
Statutory Auditor of the Bidder
FY 2016-17, FY 2017-18)
or Certified Chartered
Accountant for average annual
turnover in the format specified
in Section 12.3 of this RFP
B Experience of the Bidder
Experience of the Bidder 1. Documentary Proof that
in deployment of One works has been allocated to the
B1 Large ERP project respective company along with TQ_B1
successfully implemented description of work to be
and completed in executed.

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Municipal Services at Thane Smart City Limited

Name to
be given
to the
Sr. Technical Qualification Compliance
Proof Document Required PDF file
No. Criteria (Yes/No)
uploaded
by the
bidder
Government/ PSU/ULBs. 2. Work 100% satisfactorily
completed on the date of issue
Single project order value of certificate.
Formats provided in Section
12.17
1. Documentary Proof that
works has been allocated to the
respective company along with
description of work to be
No of ERP Projects
executed.
showcasing integrations
2. Work 100% satisfactorily
with for any State or
completed on the date of issue
B2 Central government TQ_B2
of certificate.
agency/ government
3. Certification from Practicing
undertaking/ PSUs/
C.A., for the value of amount
UT/ULB.
received by the company with
dates
Formats provided in Section
12.17
The Bidder should have a
Certificate from a competent
valid CMMI Level 3/5
authority duly signed by the
B3 Certification as on the TQ_B3
Authorized Signatory of the
date of submission bid for
bidder
this RFP

Experience & Skill set of Certificate from authorized


B4 TQ_B4
Project Manager person in HR Department of

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Municipal Services at Thane Smart City Limited

Name to
be given
to the
Sr. Technical Qualification Compliance
Proof Document Required PDF file
No. Criteria (Yes/No)
uploaded
by the
bidder
the Bidder providing the details
about the Experience and
Certifications
Certificate from authorized
person in HR Department of
Certification of Domain
B5 the Bidder providing the details TQ_B5
Expert
about the Experience and
Certifications
C Overall Solution Design and Approach & Methodology
Qualitative assessment based
on Demonstration of
understanding of the Project
Overall solution design, requirements through
architecture, Security, providing:
Integration Aspects, − Solution proposed and its
C1 Scalability. workflow & components, TQ_C1
interface with the optimum − Technologies used,
hardware requirement to − Learning on Issues
meet the application SLA − Challenges
− Challenges likely to be
encountered
− Mitigation proposed
Qualitative assessment based
C2 TQ_C2
on

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Municipal Services at Thane Smart City Limited

Name to
be given
to the
Sr. Technical Qualification Compliance
Proof Document Required PDF file
No. Criteria (Yes/No)
uploaded
by the
bidder
− Understanding of the
objectives of the assignment:
The extent to which the
Systems Implementer’s
approach and work plan
respond to the objectives
indicated in the
Statement/Scope of Work
− Completeness and
Operations, Deployment
responsiveness: The extent to
timelines, Management
which the proposal responds
and handholding Plan
exhaustively to all the
requirements of all the Terms
of Reference
- Qualitative assessment
based on how the stipulated
time period of the Installation
and Commissioning will be
achieved by the Bidder.
- project Plan
Compliance
Compliance, Solution
Qualitative assessment of new
Innovation, over and
C3 ideas and innovative solutions TQ_C3
above the desired
provided for implementation of
functionalities, if any
the project
D Presentation and Demonstration

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Municipal Services at Thane Smart City Limited

Name to
be given
to the
Sr. Technical Qualification Compliance
Proof Document Required PDF file
No. Criteria (Yes/No)
uploaded
by the
bidder
Details of the solution
proposed and methodology
Demonstration of -Demonstration of existing
D1 TQ_D1
Proposed Solution implementation showcasing
the compliances asked in the
RFP
Integration with other
D2 Integration Aspects TQ_D2
applications to TSCL
D3 Presentation Q & A Bidder Presentation TQ_D3

Note: 1) A project under ‘Information & Communication Technology’ (ICT) domain shall mean a
project covering software development / e-governance / software license implementation.

Dated this ..........................Day of ......................, 2018

....................................................
(Name of the Bidder)

....................................................
(Signature of the Bidder / Authorised Person)

....................................................
(Name of the Authorised Person)

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Municipal Services at Thane Smart City Limited

Technical Compliance Format


a. Compliance to Solution Specifications

Bidder should submit a compliance statement to all the specifications mentioned in the section
12.27 above. The format to be submitted for compliance statement to software specifications is
as below

Sr. Solution Specifications Compliance to Deviations Remarks


No. specifications if any
(Yes/No)

1 <each and every


specification from
section 12.27 has to
copied here and bidder
has to give compliance
to all of them>

For and on behalf of (name of Bidder)

Duly signed by the Authorized signatory of the Bidder

(Name, Designation and Address of the Authorized Signatory)

*Important - Please note every page of the Technical Offer shall be signed by the Bidder.

Issued by Thane Smart City Limited 189


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Municipal Services at Thane Smart City Limited

Format for submission of Project References for Qualification


Experience
[On the letter head of the Bidding Company/Lead Member Signed by Authorized Signatory]

{Location, Date}

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West

Maharashtra, India

Sir,

I hereby declare that below are the details regarding Qualifying Project that has been taken up
by our company.

Name of Project Qualifying Project (Add more tables


for more project to showcase)

General Information

Client for which the project was executed

Name of client contact person(s)

Designation of client contact person(s)

Contact details of client contact person(s)

Project Details

Project Reference Number

Description of Project

Scope of Project

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Municipal Services at Thane Smart City Limited

Scope of work of Applicant in the Project

Manpower Number and Type

Other Details

Total cost of Project (in Rupees)

Total cost of services provided by Applicant (in


Rupees)

Duration of Assignment/Job (months)

Start date (month/year)

Completion date (month/year)

Current Status (Completed / Phase Completion)


along with Certificate from the ordering authority in
respect of % of work completed

Copy of Work Order or Client Certificate or


Certificate from Company Secretary

Copy of Completion Certificate

Certification from Practicing C.A., for the value of


amount received by the company with dates

Proof of amount paid by the ordering Authority

List of Supporting Document

*Supporting documents must be submitted in the online bid.

Yours Sincerely,

Issued by Thane Smart City Limited 191


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Municipal Services at Thane Smart City Limited

__________________________________________

Signature of Authorized Signatory (with official seal)

Name:

Designation:

Address:

Telephone& Fax:

E‐mail Address:

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Municipal Services at Thane Smart City Limited

Financial Bid Cover Letter & Format

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

Reference: RFP No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the
receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as
mentioned in the Scope of the work, Bill of Material, Technical specifications, Service Level
Standards & in conformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/
price are inclusive of all cost likely to be incurred for executing this work. The prices are
inclusive of all type of govt. taxes/duties.

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery
schedule specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract
performance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of _____ days after the last date fixed for bid
submission and it shall remain binding upon us and may be accepted at any time before the
expiry of that period. Until a formal contract is prepared and executed, this bid, together with your
written acceptance thereof and your notification of award shall constitute a binding Contract
between us.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the
information contained in the bid is true and correct to the best of our knowledge and belief.

Issued by Thane Smart City Limited 193


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Municipal Services at Thane Smart City Limited

We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that
we have not submitted any deviations in this regard.

Date: _________________

Authorized Signatory : _________________

Name: _________________

Designation: ________________

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Municipal Services at Thane Smart City Limited

Financial Offer Format

[On the letter head of the Bidding Company/Lead Member]

A. Table 1: Implementation Financial Format

Reference
Sr. No Description
Table
1. Software Licenses with 5 Years Support A1
2. Development/ Implementation Cost (Manpower) A2
3. Implementation Cost (Training) A3
4. Any Other Costs A4
Total in Rs. A

B. Table 2: Operations and Maintenance (O&M) Period

Reference
Sr. No. Description
Table
1. Annual Technical Support for the application B1
2. Helpdesk Support Manpower B2
3. Training of Staff during O & M Period B3
Total in Rs. B

The final Commercial Quote would be the additional of A & B i.e. A + B.

A1: Software Licenses with 5 Years Support

Please enter each software as separate line item along with OEM Name, Version No and
Software name

Quantity/ Unit Rate/ Unit/ Total Cost in


Sr. No. Description
Required Year Rs.
1 Software License Cost
Total in Rs.

All software licenses should be perpetual with 5 years upgrade support. Service provider will need
to provide the support agreement to department at the Go-Live of the project clearly mentioning
that 5 years support has been taken.

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Municipal Services at Thane Smart City Limited

A2: Cost of Design, Development, Commissioning & Installation of ERP Solution

Sr.
Resource Man Months Rate/ Month Total Cost in Rs.
No.
1 Project Manager
2 Domain Expert
.
.
.
3
.
.

Total in Rs.

Please Note: Bidder is required to quote resources in above table as per the project requirement
to meet implementation timeline and SLA

Please note the rates Quoted shall be taken as rate card in case department requires additional
resources for work other that the scope of work in RFP.

A3: Training cost for Implementation Period

Sr. No. of Per Participant Total Cost in


Description
No. Participants Cost in Rs. Rs.

1 Implementation Phase 350 (approx.)


Total in Rs.

Please note the Training will be for 25 users per batch. System Integrator will need get their own
laptop, provide training material (printed handbook) in English and Marathi. Rate quoted shall be
taken as rate card and service provider shall be paid on pro-rata basis.

A4: Other Costs

Sr. Quantity/ Unit Rate/ Unit/ Total Cost


Description
No. Required Month in Rs.
IT Security Certifications (from CERT-In 1
1 Empanelled Information Security Auditing
firm)
2 SMS/ Email Manager 1

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Sr. Quantity/ Unit Rate/ Unit/ Total Cost


Description
No. Required Month in Rs.
Any other (Please add additional rows as
2 required i.e. additional hardware, Server
Licenses, etc.)
Total in Rs.
Please note in case additional Hardware is required other than the currently available Hardware
with TMC, the bidder in their financial bid needs to share a detailed justification for the proposed
additional hardware.

B1: Annual Technical Support for the application

Sr. Required No. Duration in Mon-Month Total Cost


Description
No. of Resources Months Rate in Rs. in Rs.
1
2
3
4
Total in Rs.

Please note the Service provider needs to estimate its own team size in order to meet the SLA.
If department feels that service provider is not able to handle load or meet the SLA department
reserves the right to ask service provider to increase the team size.

B2: Application Support & Helpdesk Support

Sr. Required No. Duration in Mon-Month Total Cost


Description
No. of Resources Months Rate in Rs. in Rs.
1 Helpdesk Lead 1
2 Helpdesk Support 5
Total in Rs.

B3: Training of staff during O & M period

Sr. Required No. of Per Participant


Period Total Cost in Rs.
No. Participants Cost
1 Year 1 100
2 Year 2 100
3 Year 3 100
4 Year 4 100
5 Year 5 100
Total in Rs.

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Please note the Training will be for 25 users per batch. System Integrator will need get their own
laptop, provide training material (printed handbook) in English and Marathi. Rate quoted shall be
taken as rate card and service provider shall be paid on pro-rata basis.

Note:

1. The bidder may visit the site and obtain additional information at their own cost and
responsibility.

2. The bidder will quote both for Implementation cost and the Operations and Maintenance
cost, the details of which are given in the Bid Document.

3. Thane Smart City Limited or its nominated Agencies may scale up and scale down
resources based on requirements. Any line items may be removed from the scope based
on Thane Smart City Limited’s or its nominated agencies discretion.

4. All the prices are to be entered in Indian Rupees ONLY.

5. Prices indicated in the schedules shall be inclusive of all taxes, Levies, duties etc. It is
mandatory to provide breakup of all Taxes, Duties and Levies wherever asked for.

6. During the payment stage, Thane Smart City Limited or its nominated Agencies reserves
the right to ask the bidder to submit proof of payment against any of the taxes, duties,
levies indicated.

7. The bidder needs to account for all Out of Pocket expenses due to Boarding, Lodging and
other related items. No additional/ separate payment shall be made regarding the same.

8. For the purpose of evaluation of Commercial Bids, Thane Smart City Limited or its
nominated Agencies shall make appropriate assumptions to arrive at a common bid price
for all the bidder. This however shall have no co-relation with the Contract value or actual
payment to be made to the bidder.

9. The Contract Price shall be firm and not subject to any alteration.

10. The Bidder should be deemed to have satisfied itself as to the correctness and sufficiency
of the contract price, which shall, except as otherwise provided for in the contract, cover
all its obligations under the contract.

11. Wherever present, the items mentioned as Lump Sum in above table will have quantity
as 1 in the BoQ available online via e-tendering. However, the service provider should
consider the same as Lump Sum and submit the commercials.

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Self-Declaration (Declaration by the Bidder regarding


Qualifications)

[On the letter head of the Bidding Company]

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

In relation to my/our Bid submitted to………………………………………. for procurement of


…………………………………. In response to their Notice Inviting Bids
No…………………………………. Dated……………………………I/we hereby declare that:

1. I/we possess the necessary professional, technical, financial and managerial resources and
competence required by the Bidding Document issued by the Procuring Entity i.e. Thane Smart
City Limited;

2. I/we have fulfilled my/our obligation to pay such of the taxes payable to the Union and the State
Government or any local authority as specified in the Bidding Document;

3. I/we are not insolvent, in receivership, bankrupt or being wound up, not have my/our affairs
administered by a court or a judicial officer, not have my/our business activities suspended and
not the subject of legal proceedings for any of the foregoing reasons;

4. I/we do not have, and our directors and officers not have, been convicted of any criminal
offence related to my/our professional conduct or the making of false statements or
misrepresentations as to my/our qualifications to enter into a procurement contract within a period
of three years preceding the commencement of this procurement process, or not have been
otherwise disqualified pursuant to debarment proceedings;

5. I/we do not have a conflict of interest as specified in the Act, Rules and the Bidding Document,
which materially affects fair competition;

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Date: _______________________ Signature of bidder: __________________


Place: ______________________ Name:_____________________________
Designation: ________________________
Address:_______________________________

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Master Service Agreement


[On the letter head of the Bidding Company/Lead Member]

Draft of Agreement Format

This CONTRACT (hereinafter called the “Contract”) is made the ____day of the month of___
between, on the one hand, Thane Smart City Limited, Government of Maharashtra, hereinafter
called “Authority” (which expression shall, unless it be repugnant to the context or meaning
thereof, be deemed to include its successor or successors and assignee or assignees) and, on
the other hand M/s______________________________ having its registered office at
___________hereinafter called the “ Bidder ” (which expression shall, unless it be repugnant to
the context or meaning thereof, be deemed to include its successor or successors and assignee
or assignees).

Whereas

a) The Authority has selected the Bidder to provide services as per specifications mentioned in
the bid document No: _____________ and as defined in the General Conditions of the
Contract any other clarification issued thereafter.
b) By filling the bid document and signing it the Bidder has agreed to the Authority that they have
the required professional skills, personnel, technical and financial resources, and have agreed
to execute the items in the bid document on the terms and conditions set forth in this
contractual bid document.

NOW THEREFORE the parties hereby agree as follows:

1. The following documents attached hereto shall be deemed to form an integral part of the
Contract agreement.
a. The complete bid document including the common set of deviation issued from time to
time.
b. Minutes of the pre-bid meeting, standard set of deviations/corrigendum, drawing and
instructions issued by Thane Smart City Limited.
c. Letter of Intent / Award
d. Letter of Acceptance
e. Any other communications issued prior to signing of the agreement.

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2 That the Bidder agrees to indemnify, hold harmless and Defend Authority, its officers,
employees, invitees, and agents (the “Indemnified Parties”) against any and all third party
demands, claims, suits, proceedings, actions of any nature or kind whatsoever (“Claims”),
liabilities, damages, judgments, costs, expenses and fees (including reasonable legal
expenses) (“Losses”) arising out of or in any way associated with this Agreement.

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed in their
respective names as of the day & year first above written.

FOR AND ON BEHALF OF

BY Thane Smart City Limited,

(Authorized Representative)

Witness:

1. …………………………………………
2. …………………………………………

By Authorized Signatory
FOR AND ON BEHALF OF
M/S. …………………………

Witness:

1. ………………………………………..
2. …………………………………………

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Technical Proposal Covering Letter

Technical Proposal Covering Letter

To,
Deputy Municipal Commissioner, HQ
Head Office, Panchpakhadi
Thane Smart City Limited, Thane West
Maharashtra, India

Dear Sir,

Sub: RFP Reference No._____________ dated _________for Selection of a System Integrator


for Implementation of Integrated ERP Solution for Municipal Services at Thane Smart City
Limited.

With reference to your RFP document dated <<Published Date>>, I/we, have examined the
Bidding Documents and understood their contents, hereby submit my/our Bid for the aforesaid
Project.

• The Bid is unconditional.


• All information provided in the Bid and in the Appendices is true and correct.
• This statement is made for the express purpose of qualifying as a Bidder for the
development, operation and maintenance of the aforesaid Project as explained in this
RFP document.
• I/We shall make available to the Authority any additional information it may find necessary
or require to supplement or authenticate the Bid.
• I/ We acknowledge the right of the Authority to reject our Bid without assigning any reason

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or otherwise and hereby waive our right to challenge the same on any account
whatsoever.
• We certify that we comply to all the RFP requirements
• I/We declare that:
• I/ We have examined and have no reservations to the Bidding Documents, including
any Addendum issued by the Authority.
• I/ We do not have any conflict of interest in accordance with provisions of the RFP
document.
• I/ We have not directly or indirectly or through an agent engaged or indulged in any
corrupt practice, fraudulent practice, coercive practice, undesirable practice or
restrictive practice, as defined in the RFP document, in respect of any tender or
request for proposal issued by or any agreement entered into with the Authority or
any other public sector enterprise or any government, Centre or State; and
• I/ We here by certify that we have taken steps to ensure that in conformity with the
provisions of the RFP, no person acting for us or on our behalf has engaged or will
engage in any corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice.
• I/ We understand that you may cancel the Bidding Process at any time and that you are
neither bound to accept any Bid that you may receive nor to invite the Bidder to Bid for
the Project, without incurring any liability to Bidders, in accordance with provisions of the
RFP document.
• I/ We believe that we meet the requirements as specified in the RFP document and are/
is qualified to submit a Bid.
• I/ We declare that we are not a Member of any other Bidder submitting a Bid for the
Project.
• I/ We are an existing Company incorporated under the Indian Companies Act, 1956.
• I/We hereby irrevocably waive any right which we may have at any stage at law or
howsoever otherwise arising to challenge or question any decision taken by the Authority
in connection with the selection of the Bidder or in connection with the Bidding Process
itself, in respect of the above mentioned Project and the terms and implementation
thereof.
• In the event of my/ our being declared as the Selected Bidder. I/We agree to enter into a
Contract Agreement in accordance with the draft that has been provided to me/us prior to
the Due Date. We agree not to seek any changes in the aforesaid draft and agree to abide
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by the same.
• I/We have studied all the Bidding Documents carefully and understand that except to the
extent as expressly set forth in the Contract Agreement, we shall have no claim, right or
title arising out of any documents or information provided to us by the Authority or in
respect of any matter arising out of or concerning or relating to the Bidding Process
including the award of Concession.
• The Financial Bid has been quoted by me/us after taking into consideration all the terms
and conditions stated in the RFP documents, our own estimates of costs and its
characteristics and after a careful assessment of the site and all the conditions that may
affect the Bid.
• I/We offer a Bid Security of Rs …………. (Rupees ………… only) to the Authority in
accordance with the provisions of the RFP document.
• The Bid Security in the form of a Demand Draft (dd number; date: Bank Name: ) /or
• Bank Guarantee (strike out whichever is not applicable) is attached.
• I/We agree and understand that the Bid is subject to the provisions of the Bidding
Documents. In no case, I/We shall have any claim or right of whatsoever nature if the
Project / Concession is not awarded to me/us or our Bid is not opened.
• I/We agree to keep this offer valid for 180 (One Hundred and Eighty) days from the Bid
Due Date specified in the RFP.
• I/We agree and undertake to abide by all the terms and conditions of the RFP document.
In witness thereof, I/we submit this Bid under and in accordance with the terms of the RFP
document.
• I/we will abide by the terms and condition set forth in the draft Contract Agreement and a
copy of the same bearing initial of the undersign on every page is attached herewith.
• Notwithstanding any qualification or conditions, whether implied or otherwise, contained
in our offer we hereby represent and confirm that our offer is unconditional in all respects.
• The Technical Bid contains
• Approach and Methodology
• Cloud Compliance Document
• Functionalities Compliance Sheet
• DC requirements
• Our Experience
• Any other details required for evaluation other than Financial Bid.

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Bidder Information Format

Please find below the details of the Bidder:

Particulars Bidder
Name of the Organization
Type of Organization (Pvt. Ltd/ Public Ltd/ Proprietary etc.)
Country of Registered Office
Address of Registered Office
Company Registration Details
Date of Registration
PAN/ Equivalent
TIN/ Equivalent
Address of Registered office in India and Maharashtra
No. of years of Operation in India
Authorized Signatory Name
Authorized Signatory Designation
Authorized Signatory Contact Details

Thanking you,

Yours faithfully

Date:

Place: (Name and Designation of the of the Authorized signatory)

Name and seal of Bidder

Note: A statement by the Bidder disclosing material non-performance or contractual non-


compliance in past projects, contractual disputes and litigation/ arbitration in the recent past is
given below (Attach extra sheets, if necessary):

Draft Non-Disclosure Agreement

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This Non-Disclosure Agreement ("Non-Disc") is made and entered into _____ day of ______
month __________ year (effective date) by and between Thane Smart City Limited and
________________ ("Company")

Whereas, Thane Smart City Limited and Company have entered into an Agreement
("Agreement") _________________ effective _______________ for
____________________________; and

Whereas, each party desires to disclose to the other party certain information in oral or written
form which is proprietary and confidential to the disclosing party, ("CONFIDENTIAL
INFORMATION").

NOW, THEREFORE, in consideration of the foregoing and the covenants and agreements
contained herein, the parties agree as follows:

1. Definitions. As used herein:


(a) The term “Confidential Information” shall include, without limitation, all information and
materials, furnished by either Party to the other in connection with citizen/ users/ persons/
customers data, products and/ or services, including information transmitted in writing,
orally, visually, (e.g. video terminal display) or on magnetic or optical media, and including
all proprietary information, customer & prospect lists, trade secrets, trade names or
proposed trade names, methods and procedures of operation, commercial or marketing
plans, licensed document know-how, ideas, concepts, designs, drawings, flow charts,
diagrams, quality manuals, checklists, guidelines, processes, formulae, source code
materials, specifications, programs, software packages, codes and other intellectual
property relating to the disclosing party’s data, computer database, products and/or
services. Results of any tests, sample surveys, analytics, data mining exercises or usages
etc. carried out by the receiving party in connection with the Thane Smart City Limited’s
Information including citizen/users/persons/customers personal or sensitive personal
information as defined under any law for the time being in force shall also be considered
Confidential Information.

(b) The term, “THANE SMART CITY LIMITED” shall include the officers, employees,
agents, consultants, contractors and representatives of Thane Smart City Limited.

(c) The term, “Company” shall include the directors, officers, employees, agents, consultants,
contractors and representatives of Company, including its applicable affiliates and
subsidiary companies.
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2. Protection of Confidential Information.


With respect to any Confidential Information disclosed to it or to which it has access, Company
affirms that it shall:

(a) Use the Confidential Information as necessary only in connection with Project and in
accordance with the terms and conditions contained herein;

(b) Maintain the Confidential Information in strict confidence and take all reasonable steps to
enforce the confidentiality obligations imposed hereunder, but in no event take less care
with the Confidential Information that the parties take to protect the confidentiality of its
own proprietary and confidential information and that of its clients;

(c) Not to make or retain copy of any commercial or marketing plans, citizen/ users/ persons/
customers database, Proposals developed by or originating from Thane Smart City
Limited or any of the prospective clients of Thane Smart City Limited except as necessary,
under prior written intimation from Thane Smart City Limited, in connection with the
Project, and ensure that any such copy is immediately returned to Thane Smart City
Limited even without express demand from Thane Smart City Limited to do so;

(d) Not disclose or in any way assist or permit the disclosure of any Confidential Information
to any other person or entity without the express written consent of the other party; and

(e) Return to the other party, or destroy, at Thane Smart City Limited’s discretion, any and all
Confidential Information disclosed in a printed form or other permanent record, or in any
other tangible form (including without limitation, all copies, notes, extracts, analyzes,
studies, summaries, records and reproductions thereof) immediately upon the earlier to
occur of (i) expiration or termination of either party’s engagement in the Project, or (ii) the
request of the other party therefore.

(f) Not to discuss with any member of public, media, press, any or any other person about
the nature of arrangement entered between THANE SMART CITY LIMITED and
Company or the nature of services to be provided by the Company to THANE SMART
CITY LIMITED.

3. Onus. Company shall have the burden of proving that any disclosure or use inconsistent with
the terms and conditions hereof falls within any of the following exceptions.

4. Exceptions. These restrictions as enumerated in section 1 of this Agreement shall not apply
to any Confidential Information:
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(a) Which is independently developed by Company or lawfully received from another source
free of restriction and without breach of this Agreement; or

(b) After it has become generally available to the public without breach of this Agreement by
Company; or

(c) Which at the time of disclosure to Company was known to such party free of restriction
and evidenced by documentation in such party’s possession; or

(d) Which Thane Smart City Limited agrees in writing is free of such restrictions.

(e) Which is received from a third party not subject to the obligation of confidentiality with
respect to such Information;

5. Remedies. Company acknowledges that (a) any actual or threatened disclosure or use of the
Confidential Information by Company would be a breach of this agreement and may cause
immediate and irreparable harm to Thane Smart City Limited; (b) Company affirms that
damages from such disclosure or use by it may be impossible to measure accurately; and (c)
injury sustained by Thane Smart City Limited may be impossible to calculate and remedy
fully. Therefore, Company acknowledges that in the event of such a breach, THANE SMART
CITY LIMITED shall be entitled to specific performance by Company of Company’s
obligations contained in this Agreement. In addition Company shall indemnify THANE SMART
CITY LIMITED of the actual and liquidated damages which may be demanded by THANE
SMART CITY LIMITED. Moreover, THANE SMART CITY LIMITED shall be entitled to recover
all costs (including reasonable attorneys’ fees) which it or they may incur in connection with
defending its interests and enforcement of legal rights arising due to a breach of this
agreement by Company.

6. Need to Know. Company shall restrict disclosure of such Confidential Information to its
employees and/or consultants with a need to know (and advise such employees of the
obligations assumed herein), shall use the Confidential Information only for the purposes set
forth in the Agreement, and shall not disclose such Confidential Information to any affiliates,
subsidiaries, associates and/or third party without prior written approval of the disclosing
party.

7. Intellectual Property Rights Protection. No license to a party, under any trademark, patent,
copyright, design right, mask work protection right, or any other intellectual property right is
either granted or implied by the conveying of Confidential Information to such party.

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8. No Conflict. The parties represent and warrant that the performance of its obligations
hereunder do not and shall not conflict with any other agreement or obligation of the
respective parties to which they are a party or by which the respective parties are bound.

9. Authority. The parties represent and warrant that they have all necessary authority and
power to enter into this Agreement and perform their obligations hereunder.

10. Governing Law. This Agreement shall be interpreted in accordance with and governed by
the substantive and procedural laws of India and the parties hereby consent to the exclusive
jurisdiction of Courts and/or Forums situated at Mumbai, India only.

11. Entire Agreement. This Agreement constitutes the entire understanding and agreement of
the parties, and supersedes all previous or contemporaneous agreement or communications,
both oral and written, representations and under standings among the parties with respect to
the subject matter hereof.

12. Amendments. No amendment, modification and/ or discharge of this Agreement shall be


valid or binding on the parties unless made in writing and signed on behalf of each of the
parties by their respective duly authorized officers or representatives.

13. Binding Agreement. This Agreement shall be binding upon and inure to the benefit of the
parties hereto and their respective successors and permitted assigns.

14. Severability. It is the intent of the parties that in case any one or more of the provisions
contained in this Agreement shall be held to be invalid or unenforceable in any respect, such
provision shall be modified to the extent necessary to render it, as modified, valid and
enforceable under applicable laws, and such invalidity or unenforceability shall not affect the
other provisions of this Agreement.

15. Waiver. If either party should waive any breach of any provision of this Agreement, it shall
not thereby be deemed to have waived any preceding or succeeding breach of the same or
any other provision hereof.

16. Survival. Both parties agree that all of their obligations undertaken herein with respect to
Confidential Information received pursuant to this Agreement shall survive till perpetuity even
after any expiration or termination of this Agreement.

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17. Non-solicitation. During the term of this Agreement and thereafter for a further period of two
(2) years Company shall not solicit or attempt to solicit Thane Smart City Limited’s employees
and/or consultants, for the purpose of hiring/contract or to proceed to conduct
operations/business similar to Thane Smart City Limited with any employee and/or consultant
of the Thane Smart City Limited who has knowledge of the Confidential Information, without
the prior written consent of Thane Smart City Limited. This section will survive irrespective of
the fact whether there exists a commercial relationship between Company and Thane Smart
City Limited.

18. Term. Subject to aforesaid section 17 of this Agreement shall remain valid till agreement/
contract between Thane Smart City Limited and service provider is in force.

IN WITNESS HEREOF, and intending to be legally bound, the parties have executed this
Agreement to make it effective from the date and year first written above.

For Thane Smart City Limited, For Company


________
Name: Name:
Title: Title:

WITNESSES: WITNESSES:
1. 1.
2. 2.

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Format for Performance Bank Guarantee

For Contract Performance Bank Guarantee

Ref: _________________ Date: _________________

Bank Guarantee No.: ____________________

To

Director,
Thane Smart City Limited, Thane Smart City Limited
New Administrative Building, 7th Floor,
Hutatma Rajguru chowk, Madam Kama road,
Opp. Mantralaya, Mumbai - 400 051

Dear Sir,

PERFORMANCE BANK GUARANTEE – For Selection of a System Integrator for


Implementation of Integrated ERP Solution for Municipal Services at Thane Smart City
Limited, Government of Maharashtra

WHEREAS

M/s. (name of Bidder), a company registered under the Companies Act, 1956, having its
registered and corporate office at (address of the Bidder), (hereinafter referred to as “our
constituent”, which expression, unless excluded or repugnant to the context or meaning thereof,
includes its successors and assigns), agreed to enter into a Contract dated …….. (herein after,
referred to as “Contract”) with you for “Selection of a System Integrator for Implementation of
Integrated ERP Solution for Municipal Services at Thane Smart City Limited”, in the said
Contract.

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We are aware of the fact that as per the terms of the Contract, M/s. (name of Bidder) is required
to furnish an unconditional and irrevocable Bank Guarantee in your favour for an amount of 10%
of the Total Contract Value, and guarantee the due performance by our constituent as per the
Contract and do hereby agree and undertake to pay any and all amount due and payable under
this bank guarantee, as security against breach/ default of the said Contract by our Constituent.

In consideration of the fact that our constituent is our valued customer and the fact that he has
entered into the said Contract with you, we, (name and address of the bank), have agreed to
issue this Performance Bank Guarantee.

Therefore, we (name and address of the bank) hereby unconditionally and irrevocably guarantee
you as under:

In the event of our constituent committing any breach / default of the said Contract, and which
has not been rectified by him, we hereby agree to pay you forthwith on demand such sum/s not
exceeding the sum of 10% of the Total Contract Value i.e.,…………..<in words> without any
demur.

Notwithstanding anything to the contrary, as contained in the said Contract, we agree that your
decision as to whether our constituent has made any such default(s) / breach(es), as aforesaid
and the amount or amounts to which you are entitled by reasons thereof, subject to the terms and
conditions of the said Contract, will be binding on us and we shall not be entitled to ask you to
establish your claim or claims under this Performance Bank Guarantee, but will pay the same
forthwith on your demand without any protest or demur.

This Performance Bank Guarantee shall continue and hold well till 180 days beyond the term of
the contract, subject to the terms and conditions in the said Contract.

We bind ourselves to pay the above said amount at any point of time commencing from the date
of the said Contract until 180 days beyond the term of the contract.

We further agree that the termination of the said Agreement, for reasons solely attributable to our
constituent, virtually empowers you to demand for the payment of the above said amount under
this guarantee and we would honour the same without demur.

We hereby expressly waive all our rights:

i. Requiring to pursue legal remedies against Thane Smart City Limited, Govt. of
Maharashtra; and

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ii. For notice of acceptance hereof any action taken or omitted in reliance hereon, of any
defaults under the Contract and any resentment, demand, protest or any notice of any
kind.

We the Guarantor, as primary obligor and not merely Surety or Guarantor of collection, do hereby
irrevocably and unconditionally give our guarantee and undertake to pay any amount you may
claim (by one or more claims) up to but not exceeding the amount mentioned aforesaid during
the period from and including the date of issue of this guarantee through the period.

We specifically confirm that no proof of any amount due to you under the Contract is required to
be provided to us in connection with any demand by you for payment under this guarantee other
than your written demand.

Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax,
registered post or other electronic media to our address, as aforesaid and if sent by post, it shall
be deemed to have been given to us after the expiry of 48 hours when the same has been posted.

If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake to


extend the period of this guarantee on the request of our constituent under intimation to you.

This Performance Bank Guarantee shall not be affected by any change in the constitution of our
constituent nor shall it be affected by any change in our constitution or by any amalgamation or
absorption thereof or therewith or reconstruction or winding up, but will ensure to the benefit of
you and be available to and be enforceable by you during the period from and including the date
of issue of this guarantee through the period.

Notwithstanding anything contained hereinabove, our liability under this Performance Guarantee
is restricted to 10% of the Total Contract Value, and shall continue to exist, subject to the terms
and conditions contained herein, unless a written claim is lodged on us on or before the aforesaid
date of expiry of this guarantee.

We hereby confirm that we have the power/s to issue this Guarantee in your favor under the
Memorandum and Articles of Association / Constitution of our bank and the undersigned is / are
the recipient of authority by express delegation of power/s and has / have full power/s to execute
this guarantee under the Power of Attorney issued by the bank in your favour.

We further agree that the exercise of any of your rights against our constituent to enforce or
forbear to enforce or any other indulgence or facility, extended to our constituent to carry out the
contractual obligations as per the said Contract, would not release our liability under this

Issued by Thane Smart City Limited 215


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Municipal Services at Thane Smart City Limited

guarantee and that your right against us shall remain in full force and effect, notwithstanding any
arrangement that may be entered into between you and our constituent, during the entire currency
of this guarantee.

Notwithstanding anything contained herein:

Our liability under this Performance Bank Guarantee shall not exceed 10% of the Total Contract
Value. This Performance Bank Guarantee shall be valid only from the date of signing of Contract
to 180 days after the End of Contract Period; and

We are liable to pay the guaranteed amount or part thereof under this Performance Bank
Guarantee only and only if we receive a written claim or demand on or before 6 months after the
completion of Contract Period.

Any payment made hereunder shall be free and clear of and without deduction for or on account
of taxes, levies, imports, charges, duties, fees, deductions or withholding of any nature imposts.

This Performance Bank Guarantee must be returned to the bank upon its expiry. If the bank does
not receive the Performance Bank Guarantee within the above-mentioned period, subject to the
terms and conditions contained herein, it shall be deemed to be automatically cancelled.

This guarantee shall be governed by and construed in accordance with the Indian Laws and we
hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit
or action or other proceedings arising out of this guarantee or the subject matter hereof brought
by you may not be enforced in or by such count.

Dated ……………………. this …………..day…………. 2017.

Yours faithfully,

For and on behalf of the …………… Bank,

Name

Designation

(Address of the Bank)

Issued by Thane Smart City Limited 216


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Note:

This guarantee will attract stamp duty as a security bond.

A duly certified copy of the requisite authority conferred on the official/s to execute the guarantee
on behalf of the bank should be annexed to this guarantee for verification and retention thereof
as documentary evidence in the matter.

Issued by Thane Smart City Limited 217


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Curriculum Vitae (CV) Format for each proposed personnel


S. No. Details Response
1 Proposed Position & Skill Set
2 Name of Firm
3 Name of Staff [Insert full name]
4 Date of Birth
5 Education [Indicate college/ university
and other specialized education of staff
member, giving names of institutions,
degrees obtained, and dates of
obtainment]
6 Membership of Professional
Associations / Societies
7 Summary of key Training and
Certifications
8 Countries of Work Experience: [List
countries where staff has worked in the
last ten years]
9 Language Proficiency (Read/Write/Speak) -(Excellent/Good/Fair)
10 Number of years of experience

11 Employment Record From [Year]:______ To [Year]: ________


[Starting with present position, list in Employer:
reverse order every employment held by Positions held:
staff member since graduation, giving
for each employment as per format
provided]
12 Detailed Tasks Assigned
[List all tasks to be performed under this
assignment]

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S. No. Details Response


13 Highlights of assignments handled and Name of assignment or project:
significant accomplishments. [Among Year:
the assignments in which the staff has Location:
been involved, indicate the following Client:
information for those assignments that Main project features:
best illustrate staff capability to handle Positions held:
the tasks listed under point 12.] Activities performed:

Issued by Thane Smart City Limited 219


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Manufacturer’s Authorization Form

[On the letter head of the Manufacturer’s/OEM Letter Head]


To,
____________________
Thane Smart City Limited
Panchpakhadi, Thane West
Thane 400602

Reference: RFP No. :___________________________________ Dated:__________

Sir,

We {name and address of the OEM} who are established and reputed original equipment
manufacturers (OEMs) having factories at {addresses of manufacturing location} do hereby
authorize {M/s __________________________} who is our { Channel Partner / Distributor /
Service Provider/ System Integrator / Other <please specify>} to bid, negotiate and conclude the
contract with you against the aforementioned reference for the following Hardware/ Software
manufactured by us:

{OEM will mention the details of all the proposed product(s) with their make/ model.}

A. For Software / Software components / Plugins etc.

S. Software / Type of License Licensing Policy (Core/ Purpose/


No Suite Name (Perpetual / Processor/ Box/ User/ Ability
Subscription) Enterprise/ Other<pls
Specify>)

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B. For Hardware / Hardware components / equipment etc.

S. Hardware Make & End of Sale not End of Support not Purpose/
No Model No. before date before date Ability

We undertake to provide OEM Warranty/ Annual Technical Support for the offered Hardware/
Software, as mentioned above, for Five (5) Years.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-of-
Sale within next 6 months from the date of bid submission.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-of-
Service/ Support within next 5 years from the date of bid submission.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory)

Name, Designation & Contact No.:

Address: ___________________________________

Seal:

Issued by Thane Smart City Limited 221


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Municipal Services at Thane Smart City Limited

Functional Requirement Specifications


Instructions for filling Annexure
1 It is mandatory to fill up all sheets provided under this Annexure
2 SI should fill up the specification sheets in the given format MS-Excel.
3 SI should ensure that none of the listed parameters are modified, deleted and no
additional parameter is added.
4 Incomplete/ misleading information or information not adhering to the
prescribed format may not be considered during evaluation of bid and/or for
award of marks.
5 The SI is advised not to make any changes to any information in the functional
requirements. For example, insert a row or delete a row or modify any other
information like change the functionality required, etc. In case the IA modifies any
information, the response would be rejected.
6 The SI needs to provide its response against each of the functionality in the
column of SI’s response with ONE code only.

Code Full form Description

F Fully provided Functionality will be provided by the proposed solution

Configuration Functionality can be provided by making some configuration


CO
required changes to the proposed solution

Customization Functionality can be provided by customization to the


CU
required proposed solution

NA Not Available Functionality not available

Third party Third party service provider is required to achieve the


TP
service provider functionality

Issued by Thane Smart City Limited 222


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Financial Accounting Management System

Functionality

Masters

System should have the facility for incorporating all formats for reporting and books of
accounts as prescribed in the National Municipal Accounts Manual.

System should have the facility for incorporating of existing formats of registers in specific
ULBs

Facility to create Account Head Definition

System should have the facility for Account Grouping and Sub-Grouping

System should have the ability to maintain Bank Account Details of all vendors, suppliers and
customers

System should have the ability to manage Vendor Details (Name, Address etc.)

System should have the ability to provide access for employees in the Accounts department
with log in and password

Departmental Process

Budget Preparation, Distribution and Management System

System should have the ability to plan and prepare budget

Ability to create department-wise estimated provision, revision for income and expenditure

System should have the ability to prepare Budget Appropriation between different budget
heads through approval process

System should have the ability to perform administrative approval / dis-approval of works
linked to budget availability

System should have the ability to generate budget approval and rejection report

System should have the ability to generate report on comparison between actual and
estimated cost/ expenditures

System should have the ability to display warning messages in case the budgetary limits are
exceeded

System should be able to generate receipts through Internet / CFCs / KIOSKs

System should have the ability to generate receipts of collections (property tax, water tax, rent,
grants, security money and earnest money, etc.) - Counter wise collection details and
Summary reports

System should have the ability to enter and update citizens identification number, name and
address

Issued by Thane Smart City Limited 223


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should have the ability to add/ modify discounts or waivers

System should have the ability to record/ Modify a bill raised as an asset
System should have the ability to manage collection form revenue stamp

System should have the ability to manage Cheque/ Cash Deposit Slips into Bank

System should have the ability to capture of Cheque Dis-honour cases, Remittance entry
Payment Management

System should have the facility for maintenance of master database of all suppliers,
contractors and vendors

System should have the facility for calculation of sales tax, tax deducted at source etc.

Accounting system should book the liability on entry of these amounts and an appropriate
entry should be made based on double entry accrual based accounting principles.

System should allow add and modify invoices, credit and debit memos, pre-payments, holds,
invoice notices etc.

System should allow disbursement of payments(salary, contractors/suppliers, administrative


expenses, PF, profession tax, etc.)

Employee database and calculation of salary and statutory (PF etc.) payment for each
employee

System should facilitate entry of the consolidated salary and statutory (PF, PT etc.) payment
amounts for each department in the accounting
System should have the ability to entry details of bill / liability

System should have the ability to authorize payment

System should have the ability to set Payment reminder

System should have the ability to maintain Payment Voucher (Full or Partial Amount)

System should have the ability to maintain Check details, Check Printing

System should have the ability to record Check Issuance Details

System should have the ability to record Cheque Cancellation details

System should facilitate collection of Security Deposit / Earnest Money Deposit Management

Loans Management

System should have the ability to maintain Loan Details


System should have the ability to send alerts for Loan Instalment Payments

Issued by Thane Smart City Limited 224


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should have the ability to facilitate Loan Instalment Payments

Grants Management
System should have the ability to maintain Grant Details

System should have the ability to maintain Utilization Details

System should have the ability to maintain Utilization Certificates


Debt Management

Investment Management

System should have the ability to maintain Investment Register

System should have the ability to set Alerts for due dates

System should have the ability to compare different options for Investments

Advance Management

System should facilitate Bank Reconciliation

Receipts and payment account – showing the receipts and payments of cash major head wise
along with schedules

Cash Flow – Showing the receipts and payments of cash bifurcated into operating, investing
and other financing activities

System should maintain TDS/ VAT Register, Online Payment of Tax

System should maintain Bank Account wise balances

System should integrate Ledger A/c with ECS Payment

System should generate Final Account after completion of Financial year


Reports and Registers to be generated/ maintained

System should have the ability to maintain Balance Sheet


System should have the ability to maintain Bill Register

System should have the ability to maintain Journals

System should have the ability to maintain Journal daybook report


System should have the ability to maintain Journal voucher report

System should have the ability to maintain Advance Ledger

System should maintain Deposit Ledger

Issued by Thane Smart City Limited 225


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should have the ability to maintain Stop payment Register

System should have the ability to maintain Payment Register


System should maintain Outstanding Bill Register

System should maintain Reports on Receivables

System should maintain Cash Book (Detailed & Summary)


System should maintain Bank Reconciliation Statement

System should maintain Opening balance

System should maintain Day Closing balance

System should maintain Budget Variance Reports

System should maintain Works Details (Contractor-wise bill and payment details)

System should maintain Party-wise deductions (Rebates, penalties) Register

System should maintain Security Deposit Register


System should maintain Grants Register

System should maintain Loans Register

System should maintain Investment Register

System should maintain Advance Register

System should maintain Cheque Issue Register

System should maintain Cheque Dis-honour Register

System should maintain Inactive accounts listing report


System should maintain Suspense accounts report

System should maintain Trial Balance, Income & Expenditure Statement

System should maintain Cost Centred Accounting Reports

System should maintain Accounts analysis reports (revenue, expenditure, fixed assets etc)

System should maintain Payment Trend Analysis

System should maintain Receipt Trend analysis

System should maintain Analysis on unspent amount of previous years

Issued by Thane Smart City Limited 226


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Audit

Functionality

Departmental Process

The system should allow TMC users to have access to various databases based on the user-
ids and passwords

System should allow auditors to perform Pre-audit of tender


System should have the ability to enter Audit para

System should allow employees to inspect tender estimates

System should allow employees to inspect required approval for any amendments to tender

System should allow auditors to check approvals from respective project department

System should allow auditors to bills


System should allow auditors to check running bills (> Rs .1 cr.)

System should allow auditors to Check final bill payments (< Rs. 1 cr.)

System should allow auditors to check projects after completion of financial year- all bills,
receipts, octroi, license, TDO receipt from town planning department etc.

System should allow auditors to Check status of payment especially with departments where
there are pending audit queries

Reports

System should able to generate Department-wise Budget Provision v/s Expenditure Report

System should able to generate Status report on audit para

System should able to generate Status report on audit queries/ objections

System should able to generate Various statutory reports to be submitted to Standing


Committee

System should able to generate Exception Reports (w.r.t. deletion of records, adjustment
entries, etc.)

Issued by Thane Smart City Limited 227


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Birth and Death Registration

Functionality

The system shall be capable for storing of Birth & Death certificates of all the old records (till
2016)

The system shall have a facility to Issue of Birth Certificate of old records, which shall allow
- To take Free Copy as per rule.
- To Charge for additional copies
- To take Search Charges
- Generate appropriate receipts for the same.

The system shall have a facility to Generate On-line Certificate with auto generated letter by
the department confirming the authenticity of the Certificate

The system shall allow for Birth Registration Correction to authorized persons and shall
maintain a record of change in the database.
The system shall have a facility to Generate Death Certificate

The system shall allow for Death Registration Correction to authorized persons and shall
maintain a record of change in the database.
MIS

The system shall support migration of the existing database of the legacy system to the new
system

The system shall have a facility to Search of Registration No. by various parameters like
name, date of birth / death, hospital name etc.

Issued by Thane Smart City Limited 228


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Municipal Services at Thane Smart City Limited

Issued by Thane Smart City Limited 229


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Disaster Management

Functionality

Vehicle Management

System should be able to maintain readiness of the vehicle to reach any disastrous place within
Thane

System should be able to maintain availability of vehicles

System should be able to connect to other departments- e.g.- health department for
ambulance- in case of need

Call Management

System should be able to register all incoming calls

System should be able to get real time information from GIS and update public on current
location of vehicle and expected time to reach the incident place

System should be able to send SMS to all senior officials such as city engineer, HOD-
electrical, HOD-fire updating them on forecasted disasters, disaster situations and daily climatic
reports

System should facilitate group SMS that need to be sent to all officials on daily weather report
and forecasted disaster , if any

System should facilitate group SMS to be sent to all citizens of TMC in case of an event or
disaster

MIS Reports
System should maintain a record of Public Awareness sessions on dealing with disasters

System should maintain a report of all disaster that have been attended

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Fire Department

Functionality

Vehicle Management

The system shall be capable enough to maintain a record of available vehicles and time to
reach any disastrous place within Thane from various fire stations

The system shall be maintain the Standard Operating Procedure and route allocation details
Call Management

The system shall have a facility to monitor and record calls made to fire department

The system shall have a facility to update public on current location of vehicle and expected
time to reach the incident place

The system shall have a facility to send SMS to All officials updating them on fire situations
and EOD status

MIS

The system shall be capable enough to maintain Location wise fire record
The system shall be capable enough to maintain Details of fires attended

The system shall be capable enough to maintain details pertaining to preventive actions to
deal with different types of fire

The system shall be capable enough to maintain detail causes of delay in response by
vehicles of fire department

The system shall be capable enough to maintain details of causes of fire area wise

Issued by Thane Smart City Limited 231


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Vehicle Management

Functionality

Vehicle Details

The system shall have a facility to capture Purchasing details of Vehicles

The system shall have a facility to capture OEM Warranty details of Vehicles

The system shall have a facility to record Vehicle Maintenance History

The system shall have a facility to display Current Status of vehicle - Operational or Garaged

Vehicle Scheduling & Fuel Management

The system shall have a facility to maintain and display Vehicle Scheduling details

The system shall have a facility to assign a Driver to each vehicle


The system shall have a facility to record and maintain fuel Re-filling details

Vehicle Tracking

The system shall have a facility to Identify Vehicles for Tracking


The system shall have a facility for Online Tracking of Vehicles

The system shall have a facility for Linking of vehicles with Dust Bins, Dumping Ground for
better tracking.

Vehicle Maintenance

The system shall be capable enough to schedule Preventive Maintenance and maintain a
record of repair history for each vehicle

The system shall have a facility to record maintenance cost of each vehicle (Classification of
maintenance cost as regular maintenance cost and accident cost)
The system shall have a facility to record History of tyre ,Battery replacement etc.

The system shall have a facility to record Fuel mileage history for each vehicle

The system shall have a facility to provide Automatic reminder (SMS or e-mail) to vehicle
owners/ departments for due date of servicing and other maintenance related activities

The system shall have a facility to record reason for repair


The system shall have a facility to obtain approval from the relevant authority

The system shall have a facility to record Vehicle Issuance details

The system shall have a facility to record Receipt of Vehicle, entry of repair work details etc.
The system shall have a facility to record Purchase of New Items (like Tyres, Battery, etc.)

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Functionality

The system shall have a facility to carry out Cross-check of Insurance

MIS

The system shall have a facility to maintain a record for each vehicle, the lifetime cost incurred
like purchase cost, maintenance cost, repair cost, cost of fuel consumed.

The system shall have a facility to maintain a record of Department-wise Vehicle Inventory

The system shall have a facility to maintain a record of Fuel consumption report for various
vehicles

The system shall have a facility to maintain a Route Tracking record of Vehicles

The system shall have a facility to carry out analysis of Time spent by vehicles while idling

The system shall have a facility to calculate Average Fuel expenditure for various vehicles
(based on the mileage & travelled distance)

The system shall have a facility to maintain a record of number of trips made to the Dumping
Ground

The system shall have a facility provide System Alerts


- If the petrol expense claimed by the driver is more than system calculated
- If No. of trips made to the Dumping ground are less than proposed
- If any particular Dust Bin was not covered

The system shall have a facility to maintain MIS reports for indicating adherence to
maintenance schedule of vehicles, utilization of vehicles, allocation of vehicles to various
departments and Customer Survey reports

Issued by Thane Smart City Limited 233


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Land and Estate

Functionality

Land Management

The system shall be capable of generating a proposal for Land Acquisition

The system shall be capable of facilitating a Scrutiny of Land Details

The system shall have a facility for Valuation of Land

The system shall have a facility to Transfer Development Rights (TDR) & take Possession of
Land

The system shall have a facility to Transfer Details to Concerned Department (Eg- PWD for
Construction, Other department such as Legal, Building permission etc. for Information )

Estate Management

The system shall have a facility to create a Record in the Estate Register. This land can be
• Handed-over from other agencies
• Handed-over by Builders
• Construction by PWD

The system shall have a facility to issue of Municipal Property on rent / lease and maintain
records of the same

The system shall have a facility to record renewal of rent/ lease/agreement

The system shall have a facility to generate Bills

The system shall have a facility to accept Payment and update the records

The system shall have a facility to renew Rent / Lease agreement

The system shall have a facility to allot House to the employee

The system shall have a facility to record maintenance of Property on Contract

The system shall have a facility to generate Maintenance Inspection report

MIS
The system shall have a facility to maintain and update TMC Land Register

The system shall have a facility to generate Land Acquisition related reports

The system shall have a facility to generate Revenue Reports for Estate on Rent / Lease

The system shall have a facility to maintain an Outstanding Register for Estate on Rent / Lease

The system shall have a facility to maintain the Top Defaulters List

Issued by Thane Smart City Limited 234


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Legal Management

Functionality

Masters

The system shall be capable enough to maintain a record of Advocates along with their fees

The system shall be capable enough to maintain a Court Master record with details of all cases

Case Management

The system shall have a facility for Registration of new cases, allocating advocate and TMC
officer to the case

The system shall have a facility to attach various related documents to the case

The system shall have a facility to enter details like Date of Hearing to the case

The system shall generate alerts to officers with respect to hearing date
The system shall have a facility to capture hearing details related to the case

The system shall have a facility to capture judgment of the case


The system shall have a Link to GIS to capture locational reference for cases

The system shall have a facility for the department to give Legal Opinion on various
departmental queries, agreements ,formats etc.
System should have facility to assign a case to an empaneled advocate

The system shall have a facility to capture details of payments to the advocates
System should have the facility to inform advocate on case assignment

System should have interactive calendars

MIS

The system shall be capable enough to generate case Pendency reports (Department-wise /
advocate wise/ Officer-wise)

The system shall be capable enough to generate reports w.r.t. Cases won / Lost / Appeals
made

The system shall be capable enough to generate reports related to payments made to the
Legal Advisors

The system shall have a repository for various act and provision with search option

The system shall have a Integration / Link to Maharashtra government site for GR references.

The system shall have a repository of all the cases since 1950 by High court and Supreme
Court with search feature.

Issued by Thane Smart City Limited 235


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Trade License System

Functionality

Citizen Services

The system shall have a facility for Issuing New Licenses

The system shall have a facility for Issuing Duplicate License

The system shall have a facility for Changing the Name of Business

The system shall have a facility for Changing in Business

The system shall have a facility for Transfer of License

The system shall have a facility for Renewal Of License

The system shall have a facility for Cancellation of License


The system shall have a facility for Online Payment and generation of receipt

Issuance of License

The system shall have a facility to Capture License Details like


• License Holder’s Details – One or multiple owners
• Capture of Mobile No. / E-Mail ID
• License holder’s photograph(s) (optional)
• Link to Property Number (optional)
• License Details – Temporary/ Permanent License
• Name of Business, Business Address
• Trade/ Business Details – License Type, Subtype - multiple levels to define types and sub
types.
• License type, sub-type, unit of measure wise license amount.

The system shall have a facility to Calculate License Fee

The system shall have a facility to generate License Certificate


Other Departmental Process

The system shall be capable enough to Scrutinize Applications


The system shall have a facility to make Inspection Entry

The system shall have a facility to generate show cause Notice

The system shall have a facility to schedule Hearing

The system shall have a facility to send Reminder Notice for Renewal

The system shall have a facility to Cancel License by Force


MIS

Issued by Thane Smart City Limited 236


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

The system shall have a facility to maintain and update a License Register

The system shall have a facility to maintain and update a List of Defaulters
The system shall have a facility to maintain and update a Reminder Notice for Renewal

The system shall have a facility to maintain and update a Demand / Collection Register

The system shall have a facility to maintain and update Reports showing Changes in License
Types, Business Partners, Cancellation Licenses, etc.

The system shall have a facility to forecast the impact of reduction / deduction of License Fee

The system shall have a facility to generate reports with respect to Bills / Notices generated

The system shall have a facility to generate E-Mail / SMS to be sent to the owner upon
transactions

Issued by Thane Smart City Limited 237


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Municipal Asset Management

Functionality

Classification of Assets

System should be able to register all immovable assets such as


o Land
o Building
o Roads, Footpaths
o Bridges, Culverts, Flyovers, Subways & causeways
o Drains including underground drains
o Water Works Distribution
o Public Lighting System
o Lakes and Ponds
o Capital Work-in Progress

System should be able to register movable assets


o Plant and Machinery – including machinery of Water Works & Drainage, Road department
machinery
o Vehicles
o Furniture & Fixtures System
o Office Equipment
o Other Equipment
o Live Stock

System should be able to track Investments

System should be able to capture asset details


o Ownership
o Cost (purchase/ transfer/ construction)
o Appreciation
o Depreciation principle
o Other details (circle rate, area etc.) for arriving at current value
System should be able to prepare Opening balance for Asset Valuation

Asset transaction

System should be able to register purchase of new asset


System should be able to register acquisition of land

System should be able to register Asset sale

System should be able to register Investment on asset (Eg- construction of new floors, road
re-surfacing etc.)

System should be able to maintain Insurance details


System should be able to register Insurance claim related information capture

Issued by Thane Smart City Limited 238


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should allow users to record and define asset delivery strategy and plan

System should allow users to record asset lifecycle plan

System should allow user to manage acquisition and transfer of asset by recording ownership
transfer and other legal data

System should allow user to monitor asset delivery progress by recording the information
related to

o Project plan
o Project status report submitted by vendor
o Project output created and submitted by vendor
o Project site inspection report
o Project escalation and action points

System should be able to record, review, and approve handover plan and acceptance criteria
System should register every asset with a code and description

MIS

System should be able to generate reports related to assets in different categories

System should be able to generate Revenue report

System should be able to maintain Outstanding register

System should be able to facilitate Search option on asset information (road name, pin code
etc.)
Hall Booking Sub-Module

System shall allow the user to make Hall Booking

System shall allow user to cancel Hall Booking

System shall allow adding customers/ clients in the system and add rating to them

System shall allow user to override the booking of one customer/ client with another

System shall allow user to make booking based on day and time slot

Issued by Thane Smart City Limited 239


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Personnel Management and Employee Self Service System

Functionality

Generic Features – Mandatory requirements

System should provide for Retrospective calculations to be handled for all types of scenarios
(employee joining, leaving, pay hike, promotions, etc.)

System should be able to handle all statutory regulations and maintain the details directly in
the screens provided for data entry. All rules related to such acts should be preconfigured in
the system.

Vendor to provide for Legal change patch to take care of any statutory changes.

System should provide the capability to upload documents of employees like certificates,
transfer, promotion letters in a scanned format into the system and ability to retrieve them
whenever required

Capability to integrate with TMC web portal for employees self service

Employee Master Data

System should be able to record and store Master Data Information for an Employee for
following areas and should be able to provide a snapshot of employee’s history at any point in
time on a click

Name

Department

Employee ID and number

Mailing Address

Permanent Address

Education Qualification

Previous Employment

Phone Numbers / Contact Information / E-Mail ID


Emergency Contact details

Issued by Thane Smart City Limited 240


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Date of birth

Blood group
Gender

Marital status

Religion
Category

Physically handicapped status

Work Experience

Languages known

Family Information (Parents, Spouse, Children and Other Family member details and
Dependents)

Employee photo, Signature

PAN No./ Passport / PF number/GPF No/ TAN No. for department

Bank account information

Employee blood group

Property Tax No.

Any other information that company may require should be easy to enter and report on
Employee Type– (Permanent / Temporary / contract workers / Project Based)

Ex-service man / Handicap / Sports man etc.

Location (HO/zone/ward/Election ward/branch)


Job code/designation/ Class with scale efficiency bar

Job history covering details of appointments


History of election duties attended

Promotions, transfers

Deputation, temporary transfers

Increments

Increment for passing of Govt. Exams


Date of pay rate change, etc – Increment

Issued by Thane Smart City Limited 241


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Date of joining

Date of probation/confirmation
Date of separation/ termination/retirement/ resignation

Date of Resignation

Reason of separation/ termination/retirement/ resignation


Previous employment details

Union Information (if applicable)

Compensation data including components of pay

Compensation of pay for calculation of gratuity and pension

Family photo in case of pension, nominee photograph.

Provision to define Roles and Designations as per TMC requirements and assigning employee
to the same.

Position Management

Ability to reserve a position that is not currently filled

Ability to track the history of the position (e.g. former employee(s) in position) and also maintain
position and pay history of current employees

Ability to update salary amounts for each classification and scale/bracket

Ability to automatically calculate and transfer salary when an employee transfers to a different
Department/division, as authorized, even mid-pay period.

Ability to assign multiple employees to a single position (job sharing).


Ability to assign a single employee to multiple positions

Ability to track filled and vacant positions by position number

Ability to plan shifts and Schedule manpower accordingly

Ability to administer multiple shift schedules

Ability to identify shift plans for departments and work crews based on actual or forecasted
workload

Ability to identify requirements by type of job or specific qualifications

Ability to administer shift plans considering defined requirements along with employee
preferences, qualifications, and availability

Issued by Thane Smart City Limited 242


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability to process day-to-day changes in the shift schedule based on transactions that affect
requirements or availability of staff

Ability to identify and utilize on-call staff


Ability to administer various workweeks and part-time arrangements

Recruitment

Ability to maintain application information in the fields of (indicative):

Number of job openings

Number of person requesting, authorizing, and initiating requisition

Job descriptions

Position number/job code


Position- permanent/ temporary/ contractual

Salary plan

Salary grades

Job location

Working hours

Start date

Full time/ Part time


Necessary educational level, work experience.

Ability to provide a summary of the applicants that have been hired against the job requisition.

System acceptance of electronic applications (e-mail, Intranet, Internet, electronic forms)


including optical scanning to enter resumes and convert into data for further references

Ability to enable applicants to learn about and apply for multiple jobs
Ability to track the number and types of positions for which an applicant applies

Ability to compare requirements of a vacant position with an applicant‘s existing skills to


determine necessary training and overall fit.
Maintenance of different types of tests and associated questionnaire

Ability to generate questionnaire based on competencies defined for a job

Ability to record and maintain proper information for cases of applications on compassionate
grounds.

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability to maintain complete employee information, historical and current. Especially in the area
of maintaining images (photos, CV‘s, appraisals, etc.).

Ability to resurrect an expired employment list if required.

Ability to notify applicant that additional documentation is needed or put an eligible applicant
on hold till the department gets all needed information for hiring.

Ability to track progress of a candidate in any step of the recruitment process.

Ability to maintain history of interviewed but not selected candidates.

Interview

Ability to provide for online form where Human Resource systems do not provide self-service
or when self-service is available as a backup

Availability of a repository for online forms.


Ability to submit forms electronically to processing center

Ability to index forms to allow easy user access.

Ability to record contract type and duration

Application

Ability to provide feedback on application/ interview

Ability to generate reports on promoted applicants

Ability to generate reports on transferred applicants

Ability to generate reports on new recruits

Onboarding
Performance Management

Ability to position specific KRAs and targets

Ability to use a variety of appraisal models and templates to support appraisal process

Facility to allow users defines a rating model and the associated rating scales and weights of
relevant employee skills or competencies.

Ability to include qualifications as an appraisal element

Ability to send reminders to respective employees to submit/ review appraisals

Ability to define the period for which appraisal is being carried out
Capture appraisal details as given by the appraising authority, reviewing authority

Issued by Thane Smart City Limited 244


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Support parameter wise ratings, final ratings, strengths / weakness and suggestions /
recommendations for improvements by the appraising/reviewing authority

Facility to give weightage to each parameter and points against each rating attained
Facility to consolidate the overall points and calculate an overall grade for the appraise

Facility to import Short / Long term goals (particularly at officer level and above) in the
Performance appraisal document

Support maintenance of history of performance appraisals and promotions

Support maintenance of automatic release of time based Increments

Training

System should provide every course with a unique code, specific topics and objectives

Ability to use planning tools to determine course demand for a period based on pre-bookings
and/or actual attendance from the previous year

Ability to apply for training

Ability to create training reports

Compensation

Allow enrolment of employees in benefits programs and plans based on base, grade, years of
service

Allow setting up health benefit


Allow setting up Insurance benefits for employees, spouses, and children

Allow to initiate leave benefits

Ability to define a benefit plan as required

Ability to assign benefit plan codes by employee based on their classification (to identify level
of benefits for which each employee qualifies)

System to allow the entry of pre requisites needed for employee

System to have the ability to define plan status

Ability to track employee’s coverage and coverage level based on their position/ grade

Travel

Ability to interface with knowledge database to access information relating to Government


Orders and checklists for the processing of leave travel concessions (LTC‘s) for employees

Issued by Thane Smart City Limited 245


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability to enter travel data by respective employee with prior approval by respective approver,
either before or after the trip

Ability to facilitate application of travel or tour advances and send trip requests automatically to
the appropriate approver via workflow

Payroll Management

Ability to define flexible periods such as day, week, month for pay calculation

Ability to enable multiple payrolls that are generated based on employee’s contract

Ability to enable multiple payrolls that are generated based on employee’s assignment

Ability to define payroll for pensioners

Ability to define the employee bank to credit the salary

Facility for Electronic Clearing system (ECS)

Bank-wise / Bank branch wise summary statement

Ability to provide automatic calculation of deductions / earnings based on leave, bonus


declaration, GPF Loan, Home Loan, Computer loan , tax deductions, etc.

Ability for rule based pay calculation in case of pay hikes / Pay Commission with retrospective
effect

Ability for rule based pay calculation in case of pay hikes / Pay Commission with retrospective
effect

Ability to apply the payment rules at personal / department / designation / organization level
Ability to allow exception definitions at employee / designation / department level

Ability to define all India specific taxation rules.

Ability to automate increments (based on pre-defined rules - employee / designation /


department / organization specific)

Facility to run payroll processing any number of times before authorization to ensure accurate
pay calculation

Ability to maintain an integrated security design to ensure that employees don‘t get paid twice
in one payroll period without authorization
Ability to make automatic calculations for flexible benefits

Ability to gather attendance and leave information

Ability to view employee costs per Department/division and costs per job, position
Ability to generate monthly pay-slips for the employees, for at least last 6 months

Issued by Thane Smart City Limited 246


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability to pay an employee from more than one Department and split salary and benefits among
Departments, including retirement benefits

Ability to process payroll terminations, vacation advance, court order, ratification

Ability to process payroll as per flexible benefits cycle- medi-claim cycle, reimbursement cycle
etc.

Ability to generate pay check including details of Employee name ,PAN card, Department,
Period starting, Period ending, Issue date, Gross pay, Current and year to date totals on
Employee pension, Income tax, medical claims, taxable/ non-taxable earning, net pay

Provision to allow deductions for specific purposes (like earthquake relief fund, CM relief fund,
etc.)

Ability to automatically update payroll database when finance department makes any changes.

Ability to handle salary advances & facilitate recovery of salary advances on the payday.
Ability to make back dated calculations in case of promotion, arrears, bonus etc.

Ability to update master salary scales during wage/ salary revisions.


Ability to cash out accumulated leave balances by user defined formulas and criteria

Ability to have payroll adjustments reflected in correct pay period

Ability to make onetime payment. For example for people working on a specialized program,
Employee of the month/ year reward etc.

Ability to provide for online ad-hoc calculation of employees pay check amount
Ability to support separate tax tables for special pay calculations (flat tax).

Ability to report all changes to employee‘s pay, deductions, taxes, etc.

Ability to report tax payments by employee

Ability to change tax filing status and number of exemptions of a particular employee

Ability to report retirement deductions by employee

Ability to calculate different types of bonus. e.g. performance bonus etc.

Ability to add or update bank information for direct deposit and expense reimbursement.

Ability to produce benefit eligibility lists upon request for employees

Ability to provide for payroll reconciliation facilities. For example provide reconciliation between
the following: Differences in salaries of existing employees from previous years and Differences
in salaries between new & resigned employees

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability to calculate bonus based on Employee type, Employment term, Bonus details, Bonus
calculation base, Date joined, Last pay date, In service date

Ability of system to generate bonus letters, increment letters.

Ability to make deduction based on Medical benefit, Special retirement scheme, Loans and
advancements, Housing loans, Vehicle, Educational, Festival advances, Court order
deductions, Fixed and variable payments and deductions

Ability to calculate and deduct variable pay on pro rata basis

Ability to maintain payroll register, deduction register, tax register

Ability to maintain an efficient archiving program to manage the generation, administration and
evaluation of archived payroll files

Ability to transfer an employee to a different department or payroll unit without re-entering the
entire employee file.
Ability to link claims (insurance, Mediclaim etc.) for family members and dependents-

Ability to share information with Accounting module of the current e-Governance solution with
respect to payment or receipt related transactions

Ability to share information with the Accounting module of the current e-Governance solution
for all necessary Double Entry Accounting related information (salary payable at the end of
financial years, etc.)

General Provident Fund Management

Ability to issue GPF no. to employees

Application acceptance for advances / Loan against GPF

Application acceptance for advances / Loan against GPF


Payment of Advance / Loan to Employees

Payment of Advance / Loan to Employees

Repayment Instalment adjustment against salary


Generation of various MIS (Monthly / Yearly)

Employee Promotions / Transfers and Development


Transfers

Ability to link promotions to a date of joining, seniority, compensation

Ability to evaluate promotion eligibility

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability to create standard career paths in the Corporation in terms of various possible moves
from the current level / grade in the Corporation

Ability to define grade advancements within a level on the basis of time based as well as merit
based criteria

Ability to define the rules for promotion eligibility in terms of tenure, consistent achievement of
high performance grades, etc.

Ability to define additional rules specific to service in terms of suspensions, disciplinary actions

Facility to intimate employees of promotion / rejection through mail / workflow / letters

Facility to create offer letter on promotion

Ability to define short / long term goals for employees and provide a framework to assess and
update completion of the same
Ability to identify key positions for the purpose of succession planning

Ability to plan for vacancy of the key position in advance

Identify the gaps / developmental areas between the slated employees and requirements of
the key position

Maintenance of complete history of employee transfers since his recruitment

Transfer/ redeployment of officers based on requirement/sanction strength of different


regions/zones

Ability to generate seniority list


Posting / transfer of officers upon their promotions

Maintenance of records for officers transferred out of parent state and also officers to be
transferred back to home state on completion of required tenure

Maintenance of transfer records of specialist transfer, identification of vacancies and issue of


transfer orders based on the recommendations received from the respective specialist
departments

Provision to maintain lateral transfer details and transfers on promotion

Generation of list of eligible staff members for transfer based on the user defined criteria such
as those who joining 3 years of service at one place, those who working more than 10 years
in one region, those who have not worked outside the state in a particular scale or overall
position

Maintenance of exemptions given in transfers with a facility to record the reasons for the same

Provision to record the transfer order cancelled / deferred/ modified and follow up with the
respective regional/zonal offices for implementation

Issued by Thane Smart City Limited 249


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Capture of details of officers on deputation to outside agencies, etc.

Time Management and Leave Management

Support attendance entry from various sources such as direct entry, rule-based and automatic
(through biometric device / swipe card / smart card)

Definition and maintenance of leave calendars for different types of leave depending upon the
scales of the employee

Provision to maintain all types of leave like CL, PL, ML SL extra-ordinary leave, special leave
etc

Ability to maintain leave eligibilities for each type of leave depending on the rules specified by
TMC

Facility to identify Collisions when Employee goes for Leave and take appropriate action

Ability to maintain rules for leave taken in terms of rules for availing leave, enchasing leave,
accrual of leaves, lapsing of leaves, ceilings for accumulation of leaves, rules for combination
of leave types, etc.

Ability to record actual leaves taken

Ability to calculate actual leave balance at any point in time

Link Leave management to payroll and employee history

Provision to accounting of leave including automatic credit of leave and also provision with
manual credit / debit / modification / cancellation

Leave cancellation and leave extension / amendments advancement, postponement of leave

Supports extra-ordinary leave on loss of pay

Avail Leave / carry-over processes administration as per the statutes laid down by the
government / TMC

Performance Appraisal

Capability to create Performance documents for employees depending on the cadre / grade in
the organization

Ability to define competency wise / parameter wise desired levels of performance for each
cadre / grade in the organization

Ability to define proficiency descriptions for each parameter for each cadre / grade so as to
ensure that the same measures of performance are communicated to the appraiser as well as
the appraise

Facility to attach different rating model (5 point scale, 7 point scale) depending upon the cadre
/ grade in the organization

Issued by Thane Smart City Limited 250


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability to define the period for which appraisal is being carried out

Capture appraisal details as given by the appraising authority, reviewing authority

Support parameter wise ratings, final ratings, strengths / weakness and suggestions /
recommendations for improvements by the appraising/reviewing authority

Facility to give weightage to each parameter and points against each rating attained

Facility to consolidate the overall points and calculate an overall grade for the appraise

Facility to import Short / Long term goals (particularly at officer level and above) in the
Performance appraisal document

Support maintenance of history of performance appraisals and promotions

Support maintenance of automatic release of time based Increments

Release of increments for qualifications acquired

Increments released should automatically be integrated with the payroll module and other
relevant modules

Support generation of increments due for each month or for user defined period for employees
– cadre wise/scale wise/other user defined combination

Support to generate reminder letters / mails / workflows to the employees / appraising


authorities in case of non-submission of self-appraisals, etc.

Support memo letters / mails / workflows to be issued to the employee in case of unsatisfactory
performance
Departmental Enquiry

Ability of software to record the details of sanction given by Commissioner or Additional


Commissioner for departmental enquiry.

Ability of software to record the details of sanction given by Commissioner or Additional


Commissioner for departmental enquiry.

Ability of software to record the clarification given by the employee under charge
Ability of software to record the appointment of Enquiry Officer & Presentation Officer

Ability of software to record the enquiry scrutiny details like history, evidence, papers submitted,
relevant documents, photographs etc.

Ability of software to record the ‘Finding Report’ of Enquiry Officer & Presentation Officer

Ability of software to record the ‘Explanation details’ given by the employee


Ability of software to record the details of ‘ Proposal for action’ submitted to commissioner

Issued by Thane Smart City Limited 251


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Ability of software to record the order given by the commissioner

Ability of software to generate the ‘Show Cause Notice/Enquiry Notice’


Ability of software to record the clarification given by the employee under charge sheet

Ability of software to record the punishment order or penalty

Ability of software to record details of suspension & suspension order.


Ability of software to capture details of resetting of service

Ability of software to record the ‘enquiry start date’ & ‘enquiry finish date’

Ability of software to record the inward/outward details like inward/outward number & date

Reporting

Reporting capabilities for AdHoc Reporting

Reports on Demographic

Reports on Vacancies
Report on Employees Salary Details

Report on Leave Availed

Report on Leave Entitlements

Employee Attendance List for a Business Event

List of the Departmental Enquiries being conducted at a point of time or for a specific time with
drill down option to get further details on the enquiries

Headcount Report

Report on time spent in a grade / employee tenure


Transfer List

Form 16 with Form 12 BA


Report for ‘E’ forms

Income Tax related reports

Summarized Pay Register

Additional Features

Ability to define organizational events like training, Training records. Record of Examinations,
Certificates after passing exams, seminars, workshops and capture the attendance for the
same

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RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Maintain comprehensive record of employee grievance

Track disciplinary action taken against employees, capturing the costs incurred along with the
activities undertaken as part of the disciplinary action. Automate salary deductions, if proposed
Other Requirements

Data Porting / Data Entry Suite

E-Mail / SMS to be sent to all / selected categories / Selected employees


Pay-Slips
Regular Communications/ Urgent Communication Notices

Employee Self Service

Ability to allow employee request to modify personal (Name, PAN., Passport,), skill, family
details (parents, spouse, children)

Employee should be able to make leave requests

Supervisory officer should be able to get an alert when any Self Service Request of sub-
ordinate staff is received by him/ her

Supervisor authorization of modification of the employee requests or leave application

Employee should be able to updates skillsets and request for training

Employees should be able to view the status of their requests

Ability to facilitate self-appraisal by employees

Ability to undertake online appraisal of the sub-ordinates (CRs)

Ability to define customized NOC requests (like NOC for Passport application, etc.)
Various health benefits available to employee

Register Employee Complaints

Allow employees to request any other information from any other department

Allow employees to generate payslip

Allow employees to check leave status

Allow employees to generate tax related reports

Issued by Thane Smart City Limited 253


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Solid Waste Management

Functionality
Area details

The system shall have a facility to capture Area information i.e. Zone / Ward / Colony / Society

The system shall have a facility to capture Population details

The system shall have a facility to capture Volume of the Solid waste which includes Wet & Dry
waste (Recycled & Non Recycled)

The system shall have a facility to capture Resources required

The system shall have a facility to capture details according to Collection procedure ( i.e. Primary
: House to House & Secondary :Community Bin to Garbage transport centre or mix)

Garbage Collection Scheduling

The system shall be capable enough to assign SWM Vehicles to pick-up the Garbage. Category
wise assignment like A : Highly in demand , B : Medium , C: Low Demand.

The system shall be capable enough to assign , schedule and track Ghanta Gadi

The system shall be capable enough to schedule Location-wise assignment of Sanitation Staff

The system shall have a facility to schedule garbage collection and cleaning activities with the
objective of maximizing citizen friendliness on the one hand and optimum use of resources on
the other.

The system shall have a facility to assign routes to the SWM vehicles / Ghata Gadi’s / Dumper
placers / Compactor bucket vehicles etc.

Primary Garbage Collection & Disposal

The system shall have a facility to record the volume of garbage collected and disposed on a
daily basis. Source segregation like Quantum of wet waste collected with further segregation for
vermiculture, Bio dispose can be kept on Monthly / Yearly basis.

The system shall have a link with Garbage Bins ,Land Fill Sites in case of Citizen Grievance

The system shall have a facility to keeping certain Checks as per environmental regulations, like
minimum frequency of lifting garbage etc.

MIS

Issued by Thane Smart City Limited 254


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

The system shall have a facility to monitor the deployment of pickup trucks and personnel based
on the schedule originally drawn.

The system shall have a facility to generate Info on the use of Land Fill Sites

The system shall have a facility to generate information on Land fill site details i.e. How much
garbage received?

The system shall have a facility to generate information on Land fill site details i.e. How much
as per target recycled?

The system shall generate alerts if the use of Land Fill sites is above some thresh-hold

The system shall have a facility to generate registers like: Contracts Register for SWM, Site
Register (landfills), Contractors Register, etc.

The system shall have a facility to generate SWM Contract Wise Status Reports, Site Wise
Progress Summary, Contractor wise Performance Analysis, etc.

The system shall have a facility to compare expenditure on SWM activities over different
geographical areas, years, agencies, etc.

The system shall have a facility to generate Daily / Monthly reports of comparison for how much
garbage has to be lifted as per target & how much garbage is actually lifted. If less lifted then
reasons for the same for e.g. Breakdown / Labour problem.

The system shall have a facility to generate MIS report for expenditure incurred on transportation

Issued by Thane Smart City Limited 255


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Web Portal

Functionality

Home page

Homepage should have the facility to update message from Mayor, Commissioner on the web-
portal

Homepage should have the link to various sub-sections

• About TMC
• City Information
• Services
• Projects
• Right To Information
• Latest tender announcement
• Career link
• Contact Us
• Log in

About TMC tab should include TMC History, objectives, management team, vision & mission,
customer services, budget, departments. This page should have the facility to be updated.

City Information should include – Offices, schools, colleges, hospitals, blood banks, police
stations, post offices, city map, tourist attractions etc.

Services should include all services provided by TMC to its citizens- application forms,
schemes, grievances, calculations of charge and tariff (online calculations related to holding
tax, license etc.), Online Payments,

Application acceptance for various services / certificates include


Birth / Death Certificates
Duplicate Bills
Building Permission related services
Water Connection
No Dues Certificates

Grievances should include


Acceptance
Status Tracking

Status on Applications / Complaints

Projects include all big projects that are taken up by different departments of TMC

Latest tender announcement includes details of all upcoming tender and tenders in last month

Contact Us information should have the facility to receive feedback


Right to Information

Issued by Thane Smart City Limited 256


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

Departments/Wards: Intro, Objectives, responsibilities, powers & duties of officers, employees


with gross salary, activities, time limit, directory with telephone no.

Committee: Members, purpose, type, frequency of meeting, documents available for public.
Projects/ Activities: Budget head, work activities, allocated amount, current statistics

Details of concessions, subsidies given, computerization done in various depts.

Integration required for update of data for RTI with projects, accounts, HRMS, Fleet, material
,asset management etc.

Scope as per RTI Act 2005 sec. 4(1).

Issued by Thane Smart City Limited 257


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Works Management System

Functionality

System should be able to perform Project Initiation activities

System should have the ability to define scope of new project

System should have the ability to maintain details of Department and Officers

System should have the ability to Select budget code

System should have the ability to perform Project Estimation

System should have the ability to identify different items as per code

System should allow respective user to upload AutoCAD or any other similar file used for
designing layouts

System should allow respective user to upload AutoCAD or any other similar file for review and
approval of higher authority as per the defined workflow

System should have the ability to keep Measurement details

System should account for risk management, baseline of project schedule and cost

System should have the ability to perform Preparation of Rate sheet

System should have the ability to prepare Standard Estimation sheet


System should have the ability to maintain details of Milestones and Payment pattern

Technical Approval
System should allow preparation of draft proposals for works

System should allow respective user to update field visit report and update measurement book

System should have the ability to gather details related Technical approval and register
approval/rejection

System should allow officials to approve/ reject plans with comments and auto escalate by
sending mails/ SMS to senior authorities as per the workflow in case approval/rejection is not
provided within stipulated time

System should have the ability to maintain Information flow across authorities

Administrative Approval

System should have the ability to manage Information flow across authorities

System should have the ability to register Approval/ rejection by Authorities

System should allow and help engineer with adequate information to prepare the bill for a
completed assignment

Issued by Thane Smart City Limited 258


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should allow and help engineer with adequate information to prepare running bill for an
ingoing project

System should have the provision to check budget utilization information for department wise
and scheme wise for last 5 years

System should have the provision to monitor the availability of budget against each ehad and
scheme for tracking any overspending of the department

System should have the provision to send notification to concerned officials in case there is any
overspending in the project

Tender information

System should have the ability to manage Information documentation for advertisement on
newspaper/ website

System should have tender notice checklist


System should have the details of Tender terms and conditions

System should have the details of Special conditions


System should have details penalty clause

System should facilitate publishing tender on newspaper/ website


System should allow purchase of tender document

System should allow submission of bid

System should allow Technical evaluation- past work record, existing work with TMC if any,
System should allow Commercial evaluation- Cross verify overall tender rates

System should facilitate Awarding a contract


System should manage details of Project Execution

System should manage details of Project schedule

System should manage details of Measurement of book entry

System should capture Monitoring of progress

System should manage details of Quality control- Notice to vendor for poor quality, schedule
slippage or any other reason

System should manage details of penalty clause implication

System should manage details of Billing and Completion


System should manage details of Running Account bills

Issued by Thane Smart City Limited 259


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should manage details of Billing of extra items

System should manage details Project Completion certificate to vendor


MIS Report

System should manage details of Actual VS Estimated cost

System should manage details of Milestone monitoring report


System should manage details of Measurement sheet/ Estimation sheet

System should manage details of Technical bid comparison

System should manage details of Commercial bid comparison

System should manage details of Billing information

System should allow authoring and storing methodologies for project plan templates and allow
selecting, combining, tailoring them while developing specific project plan

System should generate derive project metrics out of the status and other data available related
to a specific project
System should provide project performance for the last two weeks and plan for next four weeks

System should re-baseline the project plan when there is schedule slippage beyond three
months

System should account for risk management, re baseline of project schedule and cost

Project Summary Report

System should manage details of overall project execution details- completion details, delay
reasons

System should allow Cross departmental information flow/ alert on project initiation and
completion (mainly with concerned department)

System should manage details of Complaints/ feedback

Other Requirements

System should manage details of Registration of contractors

System should manage details of Upgrading/ Blacklisting of contractors

System should manage details of Infrastructure maintenance register

System should allow handover of asset and closure of project

Citizen should have facility using which citizens can apply for online NOC and receive
acknowledgement

Issued by Thane Smart City Limited 260


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should have the provision to verify there is no tax due on the land premise and the
approved plan for the land is available

System should have the facility to allow engineer to prepare field inspection report using the
standard template

System should have the facility of online fee payment through payment gateway

System should have the facility to generate receipt of full payment

System should have the facility using which the applicant can check the status of his/ her
application

Issued by Thane Smart City Limited 261


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Store and Inventory

Functionality

System should facilitate function of the following type of Stores


• Central Stores
• Hospital Stores
• Vaccine stock
• Electrical Stores
• Any other Store Requirements (As required in future, Customization should be possible)

System should be scalable enough to add new stores to the application as required in the future

System should capable of defining various items for different categories

System should display of price list for rate contract items

System should provide vendor list for the Past 10 years


System should be able to forecast items for next year based on the current year usage

System should have the standard template for preparation of tender document

System should have provision for floating tender and receiving it online

System should have facility of capturing bid evaluation details and have the workflow for
forwarding it to next level officials for approval/ rejection/ comments

System should possess tendering details related to every new contract released

System should be able to generate/ Issue purchase orders for vendors and sub-contractors

System should have facility for indent material

System should have provision for Issue of Material by Stores Staff

System should have facility to capture details of Orders to vendor

System should record receipt of material, stock updation, capture of serial number, batch
number etc.

System should be able to capture of date of manufacture & validity/ expiry date especially for
medical Items

System should maintain refilling level and send notification when a particular type of item goes
below a set level

System should have facility to generate barcode for every item of inventory/ store and tag the
barcode to that item

System should record barcode of each outgoing item


System should allow warehouse keeper to assign a group to inspect received material

Issued by Thane Smart City Limited 262


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should have provision for calculations related to payment of vendors

System should maintain department-wise demand submission for items

System should allow users of respective departments to raise requests for specific items from
the store

System should maintain disposal of dead stock

System should maintain vendor-wise / material-wise orders

System should be able to check availability of material in the store and forward request to
concerned officer for approval

System should be able to generate Material issue number

System should be able to generate Stock issue number

System should generate journal voucher when stock levels get updated and send it to Accounts
team

System should have provision for Comparison of new price bids with history prices as fed into
the system
System should be able to generate appropriate Alerts if the Batch No. or Sr. No. is not in order

System should connect different users to check availability of items in other locations/stores

System should allow the different department to raise request for material return to central
stores

System should have a rejection note template that will be filled up by the department user/
request raiser every time an item is rejected

System should generate periodic non-conformity report for vendors with respect to material
rejection
System should have provision for customizable reports as per the user requirements

System should allow warehouse keeper to assign a group to inspect received material

System should allow Head of Store department to review inventory parameter annually and
share it with respective user group Head

System should maintain material-wise consumption report


System should allow the storekeeper to prepare the Stock disposal report

System should generate status report of each department with respect to its order

System should be able to generate department-wise consumption report


System should be able to generate Inventory balance report

Issued by Thane Smart City Limited 263


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

System should be able to generate shelf-life report for items

System should be able to generate the Stock Aging report

Issued by Thane Smart City Limited 264


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Welfare Scheme Management

Functionality

The system should support different master tables for different schemes being run for the
welfare of the citizens of Thane
• Janani Suraksha Yojana
• Self-employment slum / Non slum
• Training schemes
• Education

The system shall have provision for creating Name-based system for monitoring beneficiaries

System shall have facility to Generate necessary reports needed for monitoring the
implementation of the schemes

System should have provision of Recording and accounting of the grants / funds received for
implementation of various schemes

The system should be able to Prepare budgets for the implementation of the different schemes
being run by Community Development Centre

System shall have facility for allocation of work and fund required for implementation of various
schemes

Facility for Recording and accounting for the expenditure incurred for the implementation of the
schemes

System should have provision for integration with the Accounts Department. System shall also
have to interact with UID or other resident database for tracking the details of beneficiaries

System should be able to define rules for eligibility criteria of every scheme

Alerts should be generated upon mismatch between eligibility criteria and actual proofs
submitted

System shall generate Alerts in case a same beneficiary has already been benefitted from a
particular scheme

Issued by Thane Smart City Limited 265


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Digital Dashboard

Functionality

The dashboard should have facility to provide information about the key performance indicators
for each of the services as decided by the corporation

The system shall have provision of defining service level benchmarks and enter data required
for service level benchmarking

The critical parameters for the following systems is expected to be tracked in the Dashboard:
• Property & Water Tax
• Court Case Management System
• RTI
• Birth and Death
• Solid Waste management
• LBT
• Health Management System

The system should be able to provide real-time analysis of any kind of survey results using
web-Based Dashboard

The Dashboard should have facility to create graphs, pie-Charts, Bar Charts, etc.

The Dashboard should have capability for providing Project Status; Property and water
revenue, connections, pending bills, RTI queries and Resolution, etc. and many other data

Dashboard should have provision of displaying snapshot of various projects (On-Going and
Completed) along with financial and physical status with respect to Schedules, timelines,
payment with drill down facility to last level

Issued by Thane Smart City Limited 266


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Security

Functionality

The system should have provision to maintain separate masters for


• Contractual Staff
• Bhandup Board Staff
• Places of Location such as HQ, Ward, Garden, Hospital, Commissioner Office, etc.

System shall be able to identify the Contractual Staff for various TMC locations including
• Location Deployed
• Location Area

System shall be able to identify the Staff from Bhandup Board for various TMC Locations
• Location Deployed
• Location Area

System shall have facility to generate MIS reports to find the number of personnel deployed at
specific locations

System should have provision for Management of personnel for deployment on an emergency
basis

This system should allow provide details of Attendance of Personnel on a daily basis

The system should be capable for allowing Transfer of Personnel from one location to another
and knowledge of the same at HQ

System to provide functionality for calculating Overtime charges against respective Personnel

Issued by Thane Smart City Limited 267


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

IT Asset Management

Functionality

The system should support tracking of IT Inventory available or procured at TMC

System should be able to provide information of the distribution of IT assets to different classes
of employees

System shall provision of tracking version information of various assets


System shall have facility to track the license information of the IT assets at TMC

System should have facility to provide information/ alerts about the usage and retiring
information about the various assets

System should have facility of displaying information about the associations of individual assets
with existing or historical maintenance awards

System should have provision of separating the IT assets based on the acquisition of IT assets
i.e. Lease, Buy, Loan, Rental, etc.

System shall have facility for Audit all critical IT assets through the use of transaction history

System should have facility for View, Print, and Download standard IT asset management
reports

System shall have provisions for Assigning responsibility/Rights for different levels of TMC IT
department i.e. System Manager, System Analyst, etc.

System should have provision of facilitating with IT depots at various locations i.e. within HQ,
Other Necessary Places where newly procured items are placed.

System shall have ability to interact with the HR system for allocation of specific IT assets to
existing and new employees

System shall have provision for Inputs into the system for specific hardware, software,
maintenance and services to be purchased, the quantity, make, model and the cost

System shall have facility for Reviewing/Approving requisitions for IT hardware, software,
maintenance and service purchases

IT equipment acquired via purchase, lease, or transferred from other agencies must have a
barcode properly placed on it

The Computer department should be able to issue an annual inventory certification plan no
later than March 31st of each year through the system

System shall have provisions for displaying the following information in reports:
• Assignment
• Barcode
• Serial number
• Building Code

Issued by Thane Smart City Limited 268


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality
• Cost Center
• System Name
• Computer Name (for computer assets only)
• Contact Name

Issued by Thane Smart City Limited 269


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Intranet

Functionality

Employee Services

Leave management system should be available through Intranet wherein the employees
should be able to apply for leave, view their leave records, view the types of leaves available,
policy details when a specific leave can be undertaken, etc.

Payroll Details such as compensation structure, Salary details for previous periods, etc. should
be available through the intranet

Employee Benefits such as over-time, medical policy, insurance policy, etc. and other
Municipal Corporation Policy details to be made available on the intranet

Details on policies regarding employee recognition and how employees will be awarded, etc.
shall be available on the intranet

Daily attendance system records to be made available through Intranet also along with the
present attendance system of Bio-Metric machines

Each employee should be able to create his/her profile on the Intranet. This profile should have
all the relevant details such as Department, personal details, designation, etc.
Career Development

The details of the various trainings conducted across the corporation should be made available
on the intranet. Details such as time, type of training, eligibility criteria, etc. should be available

An employee should be able to nominate himself/herself for any of the training programs
conducted

Employees should be able to convey any specific training requirements through the portal
which shall be addressed by the Establishment department at HQ.

Positions Vacant

The portal should be able to provide information regarding the positions that are vacant in the
Corporation under any specific department

The employee should be allowed to apply for internal transfer for any of the positions vacant

Eligibility criteria for filling up the internal positions/ transfer shall be made available for the
employees on the portal

New Employees

Details of new employees Joining the corporation should be made available on the Intranet

FAQs
Frequently asked Questions should be available on the portal for the benefit of employees

Issued by Thane Smart City Limited 270


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

TMC vision, Mission, Objectives

The portal Home page should be able to highlight the Mission, Vision, Objectives of the
Corporation
Intranet should also contain details of the projects undertaken at TMC

Intranet should have the provision of highlighting the Mayor’s Address to the Employees, Other
Important News for the employees, etc.

Corporation Support

Various kinds of forms, applications necessary for internal TMC requirements shall be made
available on the Portal

Facility to claim any type of expense by employees on the portal

Internal Grievance system/ helpdesk to be made available through the intranet. The grievance
system should be able to highlight any personal/ official concern of the employee.

Employees shall be able to login to IT helpdesk for entering any IT related issues
(Software/hardware/ Requirements, etc.)

Portal should have facility to view employee directory of all the employees on rolls of
corporation

The portal should contain all the necessary manuals, publications, cases, policies, etc.
necessary and relevant for the employees

The portal shall have provision for display of important contact numbers within TMC, office
location address, Map of Thane, Security, Fire, Police Contact numbers, etc.

System shall have provision for creating different polls for employee feedback.

Issued by Thane Smart City Limited 271


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Secretary Management

Functionality

Secretary Management

System should have provision for entering information of different committee members,
mayors, corporators etc.

System should maintain a database of all secretaries with their skills, reporting details,
departments etc

System should have the facility to record schedule of client visits, meetings/ appointments and
send reminders to list of stakeholders

System should collate all proposals given by different departments for discussion in meetings

System should set schedule of meetings/ appointments and send reminders to list of people

System should record of proposal/work under initiated, finished, suspended and cancelled, not
discussed category

System should record of proposal/work under initiated, finished, suspended and cancelled, not
discussed category

System should record of proposal/work under initiated, finished, suspended and cancelled, not
discussed category

System should record of proposal/work under initiated, finished, suspended and cancelled, not
discussed category

System should record of proposal/work under initiated, finished, suspended and cancelled, not
discussed category

Issued by Thane Smart City Limited 272


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

School Management

Functionality

Student Management
• Student Personal Details
• Parents Details
• Certificates Management (Extracurricular & Transfer Certificate)
• Class and Section Allocation
• Pass / Fail Entry
• Discharging of students
• Identity Card generation of students
Fee Management
• Fee Configuration Master
• Monthly Fee Collection
• Admission Fee Collection
• Other Miscellaneous fee Collection like Transportation Fee, Sports Fees, and Lab Fees
etc.
• Fee Fine Collection
• Printing of Fee Receipt
• Exam Terms Fee Collection
• Cheque Return
Payroll
• Employee Master
• Allocation of Allowances, Deductions and Leaves
• Attendances Entry
• Maintaining of Leave Record
• Processing of Monthly Salary
Human Resource / Recruitments
• Advertisement Editor
• Maintaining Interview Schedule
• Maintaining Interview Results
• Final Recruitments
• Direct Recruitments
• Department Allocation
Question Paper
• Question Paper Editor
• Question Paper Browser
• Mark sheet Entry
• Processing Results on the basis of Secondary and Higher Secondary Classes
Time Table
• Schedule Allocation Master
• Class Time Table
• Teachers Time Table
Inventory
• Item Master Details
• Items Below Reorder Level

Issued by Thane Smart City Limited 273


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality

• Departments-Wise Requisition Details


• Item-Wise Requisition Details
• Departments-Wise Inward Status
• Requisition Status
• Purchase Requisition Details
• Item-Wise Issue Details
• Issue Details
• Supplier-Wise Chillan Details
• Quality Control Statuses as per Chillan
• Supplier Quality Analyses
• Material Receipt Details
Accounts
• Ledger Making
• Payment Voucher Entry
• Receipt Voucher Entry
• Journal Voucher Entry
• Contra Voucher Entry
• Purchase Voucher Entry
• Sales Voucher Entry
• Closing Stock Entry
• Company Information Entry
• Changing Financial Year
• Salary Posting
• Fee Posting
Library
• Book Entry Master
• Event Entry Master
• Magazine Entry Master
• Damage/Loss Books Entry
• Subject Master
• Book Restriction Master
• Library Membership Information
• Book Issued Information
• Book Return Information
• Book Bank Information
• Library Fine Entry
• Staff Request Entry for Book
• Issued Book To Staff
• Book Searching Title, Author, Subject Wise
Teachers Report
• Teacher Performance Report
• Subject wise question paper

Issued by Thane Smart City Limited 274


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

Functionality
Students Report
• Student Detail Report
• Academic Performance Report
• New Admission Report
• Student Birthdays Report
• Identity Card Generation

Fees
• Date Wise Fee Collection
• Fine Fees Report
• Pending Fees Report
• Fee Concession Report

Payroll
• Allowances Reports based on Designation/Grade/Employee
• Leave Reports based on Designation/Grade/Employee
• Pay Slip Generation

Results / Examination Reports


• Class Section wise Results
• Mark sheet Generation
• Supplementary Mark sheet Generation
• Class Wise Question Paper Generation

Accounts Reports
• Group wise Ledger List
• Trial Balance Generation
• Generation of Balance Sheet
• Generation of Profit and Loss A/c

Library Reports
• Issued Book Report
• Book Bank Report
• Library Fine Report
Administrator
• Create a new user
• Define Access rights
• Year Ending and posting of data
Utilities
• Backup
• Calculator
• Search

Issued by Thane Smart City Limited 275


RFP for Selection of a System Integrator for Implementation of Integrated ERP Solution for
Municipal Services at Thane Smart City Limited

MAHARASHTRA RIGHT TO PUBLIC SERVICES ACT, 2015.

Functionality

The system shall allow to display list of all the public services offered by TMC

The system shall list down all the documents required to the uploaded along with the
application form

The system shall allow display of all the information and forms in English as well as Marathi
language
The system shall send back acknowledgement to the applicant to the applicable made

The system shall display the name/s of the TMC personnel processing the application

The system shall allow integration with payment gateway for making provisions of payments
to be made by the citizens

The system shall be able to send intimation to the applicant/ citizens in case their application
submitted online is rejected

The applicant/ citizens shall be able to check the latest status of his application of the public
services

The system shall allow the applicant to appeal in case the applicant is not happy with the
public service

The system shall maintain all the records of the appeals including hearing details

Issued by Thane Smart City Limited 276