INVENTORY MANAGEMENT SYSTEM IN MATSYAFEDmatsyafed.in/sites/default/files/RFP.pdf · The intent of this document is to request for proposals from the software ... implementation and

RFP DOCUMENT FOR INVENTORY MANAGEMENT SYSTEM

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Kerala State Co-operative Federation

for Fisheries Development Ltd

(Matsyafed)

Kamaleswaram, Manacaud PO

Thiruvananthapuram 695009

E-mail: [email protected]

Website: www.matsyafed.in

Request For Proposal (RFP)

INVENTORY MANAGEMENT SYSTEM IN

MATSYAFED

Name of the Issuing

Authority

: Kerala State Co-operative Federation

for Fisheries Development Ltd

(Matsyafed)

Date of Issue

:

05-08-2019

Last Date & Time of

Submission of Bid

: 20-08-2019 3.00 pm

Technical bid opening

:

21-08-2019 11.00 am

EMD

:

Rs. 3750/-


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RFP PURPOSE

The intent of this document is to request for proposals from the software

firms on a two bid system for selection of bidder for development,

implementation and maintenance of a total solution for inventory

management/spare parts management software of Matsyafed, Kerala state co-

operative federation for fisheries development limited. On deployment it must

result in significant improvement in efficiency and availability of information

on demand. Considering the immediate requirement, Matsyafed is looking at a

fast track implementation in 4-6 months.

Matsyafed now invites prospective organizations to send their proposals

for the mentioned key concept of the project as described further in this

document to assist us on this initiative.

The RFP is not an offer by Matsyafed but an invitation to receive proposals from respective

bidders. The RFP does not commit Matsyafed to enter into a binding agreement in respect of

the project.


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1. EXECUTIVE SUMMARY

This RFP has been prepared for developing a total online solution for

inventory/spare parts management for OBM division of Matsyafed. It includes

various components and requirements as listed out in this document.

1.1 INTRODUCTION

Matsyafed, the Kerala State Co-operative Federation for Fisheries

Development Ltd is an Apex Federation of primary level welfare societies in the

coastal fishery sector with the objective of ensuring the economic and social

development of the fishermen.

Matsyafed has established many commercial units to support the

fishermen in procuring fishing inputs and marketing their output, in addition to

production and marketing of by-products. The Commercial Division facilitates

the availability of best quality fishing inputs at comparatively reasonable price

in the fishing villages. It also provides prompt service facilities to the fisher folk

in their fishing villages.

Matsyafed OBM Division is one of the major commercial units of

Matsyafed. The division imports Suzuki and Yamaha Outboards Motors directly

from Japan & Thailand and sells it directly to fishermen through its chain of

Vyasa Store in the marine districts of Kerala. It has also about 10 OBM

workshops in different part of Kerala to take care of the repair and service of the

engines. Matsyafed is the main importer of YAMAHA and SUZUKI brands

of Outboard Motors (OBMs) in South India. Spares of Suzuki and Yamaha

OBMs are also imported for enabling the fishermen to repair their OBMs with

genuine spares. In addition to the OBMs we purchase and distribute Lubricant

oil for using in Outboard Motors.


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1.2 CHALLENGES

The primary challenges that the division is facing with its operation are:

• Excessive use of manual methods.

• Unavailability of online real-time MIS reports.

• Difficulty in Inventory/spare parts stocks tracking and management.

• Ascertaining exact stock position very difficult & time-consuming.

1.3 OBJECTIVE

The following are the main objective of the project:

• Maintaining a balance in inventory.

• Real-time tracking of inventory.

• Managing stock transfer/IMT transfer between different units.

• Keeping track of sales, purchase and inventory levels.

• Managing ordering and avoiding no stock situations.

• Improved co-ordination .

1.4 BENEFITS FROM SYSTEM

Streamlined and online process for:

• Inventory management.

• Stock transfer management.

• Sales/purchase management.

• Finance/Accounts

• Order Management.

• Warranty claims management.

• Insurance handling.

• Reporting and analytics.

• Multiple stores and warehouse interconnection.

• Inventory optimization for reorder point, order quantity, lead demands,

forecasting demands, stock cover etc.

With the above challenges and objectives, the main purpose of this project is to build and

implement Web application software for Inventory Management in OBM division of

Matsyafed.


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2. SCOPE OF WORK & FUNCTIONAL REQUIREMENTS

Following sub-sections will provide the details of scope of the work

involved, with Project Overview, Functional Requirements and Technical

requirements.

In modern times an inventory management system becomes an integral

part of every organizations are using it in their production or retail operations

to manage inventory levels. Inventory might be one of a company's most

valuable assets and systems to manage it provide the foundation to meet user

demand. Inventory systems provide a basis for recording sales; purchases and

the quantity for each item at the end of the accounting period thereby

efficiently manage the inventory.

The scope of an inventory system can cover many needs, including

valuing the inventory, measuring the change in inventory and planning for

future inventory levels. The value of the inventory at the end of each period

provides a basis for financial reporting. Measuring the change in inventory

allows determining the cost of inventory sold during the period. This allows

planning for future inventory needs.

i. The System shall be accessible to various stakeholders based on their

roles and privileges.

ii. The System shall be able to manage the different types of inventory being

handled by Matsyafed.

iii. The System shall be able to manage / monitor the inventory of OBM

division, vyasa store and workshop details on a real time basis.

iv. The System shall be able to generate MIS based on various parameters

that aids in effective decision making.


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The solution from the selected bidder shall be implemented on the

designated server provided by Matsyafed within the time line specified in the

RFP. It shall be a web browser based solution with the following modules: -

• Inventory Management

• Inventory Tracking

• Transfer Management

• Purchase management

• Sales management

• Order management

• Reporting and Analytics

• Deployment

2.1 INVENTORY MANAGEMENT

Inventory management provides a centralization of the most basic and

necessary warehouse (OBM) function. It covers complete inventory details like

stock level, product history, purchase and sales details and product

specification. Synchronizing this data with other modules/parts of the system

enable all functions to use the information which helps to avoid data silos

within the business operations.

Inventory management in Matsyafed Head office should handle:

• Overall inventory control in all warehouse or units of Matsyafed.

• Purchase sanctioning based on demand from OBM division.

• LC opening and official proceedings.

• MIS report on all activities in OBM division, vyasa stores and workshop.

Inventory management in Matsyafed OBM division should handle:


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• Purchased stock in OBM division & products shipped to division.

• Spare parts stock with part number and specification.

• Inventory/stock in Vyasa stores & stock transferred to vyasa stores.

• Stock delivery recording.

• Spare parts stocks available for warranty claims.

• Inventory stocks used for Insurance claims (MISS).

• Transferred stock between vyasa stores via OBM division.

• Automatic shortage of stock alerts/reports.

• Tracking the stocks in vyasa stores and workshops.

Inventory management in Matsyafed Vyasa store should handle:

• Inventory/stock received from OBM division.

• Inventory acceptance & recording.

• Sales details of vyasa stores.

• Tracking the availability of inventory in OBM division.

• Stock transferred to OBM division based on request from division against

demand of another vyasa store.

• Stock delivery recording in vyasa store.

2.2 INVENTORY TRACKING

Tracking the inventory is important at every stage which provides an

audit of all inventory movement. Traceability avoids many issues in finding the

availability of the specified parts. Inventory tracking provision will be

beneficial in case the stocks are in different warehouse/store and within a short

will be able to identify whether the stock is available in any location. Provide

inventory tracking facility to OBM division, vyasa store and head office users.


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Inventory tracking facility in OBM division will be able to track the real

time availability of a particular inventory. Since it is a web based core solution

the OBM division can identify in which vyasa store the stock holds and on

immediate basis can transfer the item to the requester. In the case of vyasa store

they will be able to identify the availability of particular item/spare parts in

OBM division.

2.3 TRANSFER MANAGEMENT

Enterprise businesses that manage multiple sites have the advantage of

moving their product to where it’s most valuable. Transfer management enables

you to track your inventory as it moves to different sites and facilitates the

overall transfer process. These systems can help guide and direct the workforce

to reduce any confusion and streamline the efforts.

Transfer management in our organisation streamlines the inventory

exchange between various units. Matsyafed OBM Division is one of the major

commercial units and sells their products directly to fishermen through its chain

of Vyasa Store in the marine districts of Kerala. Inorder to balance the stock and

to satisfy the customer need within time transfer the inventory to another store

is essential.

2.4 PURCHASE AND SALES MANAGEMENT

Purchase of products should be managed to properly streamline the

inventory details. Purchase official proceedings will be carried out in the head

office level in case of engines and the division will purchase some other

inventories in the division. Single entry of all the stocks in the division is

mandatory for further stock management. In all other sites only status updation

of the stocks will only be performed based on receivable, transfer and sales.


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Sales management provision in Vyasa store also should be included to manage

the inventory of stock based on sales performed in vyasa whether credit, cash

sale, warranty claims and insurance.

2.5 ORDER MANAGEMENT

Order management in inventory management system that can help you

manage your orders. The system will enable a provision to (Automatic shortage

of stock alerts/reports) track low stock and will generate an alert to avoid dead

stock conditions so that the customer needs can be satisfied on an immediate

basis.

2.6 REPORTING AND ANALYTICS

Analytics and reporting are excellent tools to have on hand as you plan to

grow your business. Analytics tools evaluate patterns in business processes to

forecast future demand and sales. Analytics also informs you of when demand

may be higher than expected. Use this data to prevent stock outages, which

could result in a missed opportunity to grow your business. Reporting provides

this data in ways that are easy to understand and share. Keeping inventory

around simply for safety’s sake is no longer necessary when you have great

insights into how much you’ll actually need. Should generate the following:

• Dashboards.

• MIS Reports.

Note: A wide range of MIS reports shall be generated from the system. The

number of reports and the format for each report can be finalized in

consultation with Matsyafed during the detailed system analysis for

customization, to be conducted at Matsyafed. Based on this exercise the final

list of reports can be decided.


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The broad scope of work shall be as follows: -

Submit Requirement Specifications (SRS)

Customize and deliver the Solution as per approved SRS

Provide Support for User Acceptance Testing

Implementation of the Solution on the designated central

server

Initial User Configuration of the implemented solution

Provide End User Training

Provide System Administration Training.

Provide Warranty Support for initial 12 Months

Provide User Manual

Provide all required Product Licenses to implement the

Solution on the Server.

The bidder shall be required to independently arrive at the methodology, based

on globally acceptable standards and best practices, suitable for Matsyafed. The

bidder’s involvement is expected to be spread across a period of twelve months

(extendable with mutual agreement for further period) from the date of go live

of the application. Matsyafed may extend the technical support services (after

the initial 12 months period), if required.

Note: The above Specifications cover the main activities of envisaged system, however,

complete user requirements shall be finalized during the detailed system analysis for

customization and finalized under Software Requirements Specification (SRS) document

approved by Matsyafed. This SRS forms the basis for customization / development, delivery

and final signoff.


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2.7 TRAINING REQUIREMENTS

Training shall be provided to the users of Matsyafed at a location, decided

by the Matsyafed. All necessary infrastructures for conducting the training will

be provided by Matsyafed.

2.8 HARDWARE AND INFRASTRUCTURE REQUIREMENT

The selected bidder shall provide necessary recommendations on the

hardware / infrastructure required for ensuring smooth functioning of the

system. Based on this recommendation, requisite hardware / infrastructure will

be made available by Matsyafed.

2.9 WARANTY SUPPORT

The solution should have minimum one year warranty from the date of

installation of the application in the live environment and the selected bidder

should ensure the trouble free operation of the application during the contract

period.

2.10 MIGRATION OF DATA

The existing data needs to be migrated to the new system. The

authenticated data on a compatible format shall be provided by Matsyafed. The

validity, correctness and completeness of such data will be the responsibility of

Matsyafed. The selected bidder shall facilitate the porting of existing data to the

new system. The verification, validation and certification of such ported data on

the new system will be the responsibility of Matsyafed. Wherever data

migration is not feasible, data entry screens shall be provided by the selected

bidder and Matsyafed will capture the data using these screens.


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2.11 OTHER DETAILS

General levels of organisation structure which is part of this software for

reference of bidders for generating the SRS after system study (Included the

details of organisation that are part of inventory software).

• Matsyafed Head Office, Thiruvananthapuram

• 10 District Offices

• OBM division

• 52 Cluster Project Offices

• 13 Vyasa Stores

• 10 OBM Workshops.

2.12 DELIVERABLES

• Implement fully tested and functional version of the software solution.

• Software Requirement Specification document (one hard copy and two

soft copies on CD media) and Source Code of the final version of

software in CD media

• User manual (Soft Copy)

• Warranty support for initial 12 months

• End user training and System Administrator Training at location spotted

by Matsyafed.

• All applicable product licenses.


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3. OTHER GENERAL INFORMATIONS

3.1 RFP SCHEDULE

RFP made available to the bidders 05-08-2019

Deadline for receiving pre bid queries 19-08-2019 5.00 pm

Deadline for receiving bids 20-08-2019 3.00 pm

Technical bid opening 21-08-2019 11.00 am

Financial bid opening Informed to qualified bidders

after technical evaluation

3.2 SCHEDULE OF PROJECT

The bidder should submit the schedule of the project in the format specified in

the RFP document. The time submitted should be final and any extension in the

schedule should be with the permission of the committee constituted for this

project.

3.3 EARNEST MONEY DEPOSIT

Subject to compliance of response submission process, the intending bidders

should pay along with bids an Earnest Money Deposit of Rs.3750/-. The EMD

shall be paid by Demand Draft from any commercial bank in favour of “The

Managing Director, Kerala State Co-operative Federation for Fisheries

Development Ltd (Matsyafed), Kamaleswaram, Manacaud Post,

Thiruvananthapuram - 695009” payable at Thiruvananthapuram, shall be

submitted along with technical bid.

The EMD submitted by the bidder will be forfeited if:

• The bidder withdraws his RFP before processing of the same.

• The bidder violates any of the provisions of the terms and conditions of

this RFP specification.


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The EMD will be refunded to:

• The unsuccessful bidders, only after acceptance of award of contract by

the selected bidder or in case of cancellation of RFP

• The Earnest Money Deposit (EMD), without any interest accrued will

be refunded in case of those Bidders who fail to qualify the eligibility

criteria, and whose technical bids do not qualify, the Earnest Money

Deposit (EMD) will be refunded without any interest after award of

work order to the selected bidder.

3.4 INSTRUCTION TO BIDDERS

The RFP details are available on official website. All the terms and

conditions are to be read jointly across volumes of the RFP documents.

Submission of a Bid by the Bidder should be carried out after careful study &

examination of the RFP, with full understanding of its implications. Bidder is

expected to understand the requirements to allow them to propose the best fit

solution.

While every effort has been made to provide comprehensive and

accurate background information and requirements and specifications,

Bidders must form their own conclusions about the solution needed to

meet the requirements.

All the information supplied by Bidders may be treated as contractually

binding on the Bidders, on successful award of the assignment by

Matsyafed on the basis of this RFP.


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3.5 ELIGIBLE BIDDERS

Bidders are informed to submit bid after verifying compliance to the

technical evaluation criteria specified in the RFP. The Bidder in general

should be capable to deliver the entire scope as mentioned in the RFP in

accordance with the contracts.

3.6 COMPLIANT PROPOSAL/ COMPLETENESS OF RESPONSE

a) Bidders are advised to study all instructions, forms, terms, requirements

and other information in the RFP documents carefully. Submission of the

bid shall be deemed to have been done after careful study and examination

of the RFP document with full understanding of its implications.

b) Failure to comply with the requirements of this RFP may render the

Proposal non compliant and the Proposal may be rejected.

c) Bidders must:

• Include all documentation specified in this RFP, including true

certified copy as asked for in the RFP, wherever necessary.

• Follow the format of this RFP and respond to each element in the

order as set out in this RFP.

• Comply with all requirements as set out within this RFP.

3.7 SUPPLY OF PRODUCT, SERVICES AND INSTALLATION

Delivery, installation of application software should be on a web server

provided by Matsyafed or at a designated Data Centre opted by Matsyafed,

at the risk and cost of successful bidder.


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3.8 PROPOSAL PREPARATION COSTS AND COST OF BIDDING

The Bidder shall be responsible for all costs incurred in connection with

participation in the RFP process, including, but not limited to, costs

incurred in conduct of informative and other diligence activities,

participation in meetings/discussions/presentations, preparation of

proposal, in providing any additional information required by Matsyafed

to facilitate the evaluation process, and in negotiating a definitive

contract or all such activities related to the bid process.

Matsyafed will in no case be responsible or liable for those costs,

regardless of the conductor outcome of the bidding process. This RFP

does not commit Matsyafed to award a contractor to engage in

negotiations. Further, no reimbursable cost may be incurred in

anticipation of award of the contract for implementation of the project.

3.9 PROCEDURE FOR SUBMISSION OF BIDS

All interested bidders shall pay EMD and submit their Technical and

Financial Bid directly to the designated address on or before the date in the

RFP document. Bidders are strongly urged to register well in advance to

complete all formality in time for bid submission and to review all the

documents. Matsyafed will not be liable or responsible for any delays.

Please Note:

• Proposals must be direct, concise and complete. All information not

directly relevant to this RFP should be omitted.


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• Matsyafed will evaluate bidder’s proposal based on its clarity and

the directness of its response to the requirements of the project as

outlined in this RFP. For any deviations in format or bid submission

process, the bids will be liable for rejection.

• Prices should not be indicated in the Technical Bid but should only

be indicated in the Financial Bid.

• The Proposal / Bid shall be prepared as per the RFP requirements. It

shall contain no interlineations or overwriting, except as necessary

to correct errors made by the Bidder itself. Any such corrections

must be duly counter signed by the person (or persons) who sign(s)

the proposals.

• The Proposals will be opened by Matsyafed on the date of opening

of the proposals.

• Bids will be submitted in two envelopes:

o Envelope1 –Technical Bids

o Envelope2 –Financial Bid.

All the above documents need to be submitted for participating in the tender

process. EMD of the unsuccessful bidders will be refunded only after issue of

work order to successful bidder.

3.10 NON TRAFERABLE RFP

Neither the contract nor any rights granted under the contract may be

sold, leased / sublet, assigned, or otherwise transferred, in whole or in

part, by the bidder, and any such attempted sale, lease, assignment or

otherwise transfer shall be void and of no effect without the advance

written consent of Matsyafed.


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3.11 CONTENTS OF BID

The bidder shall submit the following documents:

4 SUBMISSION OF TWO BID

It is a two part (Technical & Financial) bidding process All the

notification & details terms and conditions regarding, this tender notice

here after will be published on the official website of Matsyafed.

• Bidders are requested to submit the proposal in English language

only

• In case, the day of bid submission is declared as Holiday by

Government, the next working day will be treated as day for

submission of bids. There will be no change in the timings.

• Matsyafed will not be responsible for any delay on the part of the

bidder in obtaining the terms and conditions of the RFP notice or

submission of the bids

• Any alteration / overwriting / cutting in the bid should be duly

counter signed else it will be out rightly rejected.

Document

No: Marked As Contents of Set

1

1. Technical Bid/Proposal 1.Technical Bid/Proposal along with the

required supporting documents

2

1. Financial

1. Financial Bid/Proposal. Bid/Proposal


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• The bids will not be processed further if it fails to qualify for the

next stage of bid processing.

• Technical Bid not accompanied by desired documents, the same

would be rejected. Undertaking for subsequent submission of any of

the above document will not be entertained. However, Matsyafed

reserves the right to seek fresh set of documents or seek

clarifications on the already / submitted documents.

• The date and time for opening the Technical Bid as mentioned in

this RFP. The date and time for opening of Financial Bid would be

communicated to the technically qualified bidders.

• Matsyafed would open the technical proposals and list them for

further evaluation. The ‘Financial bid’ shall not be opened until

evaluation of the technical bid is complete.

• The Financial Bids of only the technically qualified bidders will be

opened

• Bidder should attach all the scanned copies of documents pertaining

to their eligibility criteria, qualification information documents, for

which Matsyafed reserves the right to seek clarification to the

bidders during evaluation of bids. Also all such scanned copies

should be visible and clear.

• Matsyafed reserves the right to accept or reject any or all the tenders

without assigning any reason.

4.1 PART I – TECHNICAL BID

• The technical bid shall contain details of EMD paid.

• Prescribed RFP document duly signed and sealed


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• Warranty period

• Annual Maintenance Contract (AMC) details should be furnished

separately for each year for a period of five years after the expiry of the

warranty period.

• The technical bid should not contain any price information.

• The bidder should submit an undertaking that there are no deviations to

the specifications mentioned in the RFP either with the technical or

financial bids submitted.

• The technical bid should comply with all items asked for in the RFP.

• The technical bid should be complete to indicate that all products &

services asked for are included

• Any other optional services that may be required for the smooth

functioning of the system may also be indicated by the bidder.

TECHNICAL BID CRITERIA

• The Bidder should be a registered company in India for over 3 years.

Submit copy of certificate of incorporation.

• The Bidder should have experience in Government / PSU sector/Private

providing Software Design, Development, Implementation and Technical

support services. Submit copy of work orders.

• The Bidder should have experience in handling similar demand of

Matsyafed. Submit copy of work orders.

• The Bidder should have Income Tax PAN and GST registration in its

name. Submit copy of PAN card and GST Registration.

• The Bidder has development office in Thiruvananthapuram, Kerala.

Submit documentary evidence for address proof.


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• The Bidder should have at least one successful implementation of

inventory management in any firm with any of the State / Central PSUs

or Private covering similar modules of inventory management functional

requirements of Matsyafed. Submit copy of customer testimonial.

• An authorization letter from the Bidder must be enclosed with the RFP

certifying that the person who signed the RFP is an authorized person to

sign on behalf of the Bidder. Submit an undertaking on Bidder

Organization’s letter head.

• The Bidder should not be blacklisted by Central/State

Governments/UTs/PSUs. Submit an undertaking on Bidder

Organization’s letter head.

4.2 PART II - FINANCIAL BID

• Financial bid shall be submitted after reading the terms and conditions

specified in the RFP (as per the format provided).

• It should give all relevant price information and should not contradict

the technical offer in any manner.

• The prices quoted in the financial bid should be without any

conditions.

• The total cost of BID shall be inclusive of all charges for product /

services, applicable taxes, duties, fees, levies, and other charges as

may be applicable in relation to the activities proposed to be carried

out. Should there be a change in applicable tax, the actual tax on the date

of billing would prevail on Matsyafed. Other than applicable taxes

(GST) at the time of billing, no additional / hidden charges will be

permitted.

• All prices to be quoted in Indian Rupees only.


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• It is the responsibility of the bidder to clearly identify all costs

associated with any item or series of items in this RFP. The bidder

must include and complete all parts of the financial bid in a clear and

accurate manner. Omissions, errors, misrepresentations or inadequate

details in the bidder’s financial bid will be considered as valid ground

for rejection of the bidder’s proposal. Costs that are not clearly

identified will be borne by the bidder.

• The financial bid should include incidental charges and initial

customization charges if any.

5. OPENING OF RFP RESPONSES

The Responses received within the prescribed closing date and time will

be opened in the presence of bidder’s authorized representatives who

choose to attend the opening of the RFP on the specified date and time as

mentioned in the RFP document. The opening of received RFP responses

will be held at Matsyafed, Head Office, Kamaleswararam, Manacaud Post,

Thiruvananthapuram-695009.

The Proposals will be opened by Matsyafed, in the specified time.

There will be two bid-opening events:

1. Set 1 (Technical Bid)

2. Set 2 (Financial bid)

The date and time for opening the Technical bid is mentioned in the RFP.

The date and time for opening of Financial bid would be communicated to

the qualified bidders.


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5.1 EVALUATION PROCESS

Matsyafed will constitute a Proposal Evaluation Committee to evaluate the

responses of the bidders. The Proposal Evaluation Committee constituted by

Matsyafed shall evaluate the responses to the RFP and all supporting

documents/documentary evidence. Inability to submit requisite supporting

documents/documentary evidence, may lead to rejection. The decision of the

Proposal Evaluation Committee in the evaluation of proposals shall be final.

No correspondence will be entertained outside the process of evaluation with

the Committee. The Proposal Evaluation Committee may ask for meetings /

presentations / demonstrations with the Bidders to seek clarifications or

conformations on their proposals.

5.2 SELECTION METHOD

A bidder would be selected on the basis evaluation of Technical & Financial

Bid. Bidders qualified in the technical evaluation only are considered for

second stage. The Financial bid will be opened only if they satisfy all criteria

required by the Matsyafed in technical evaluation.

The Proposal Evaluation Committee of Matsyafed reserves the right to reject

any or all proposals. Each of the responses shall be evaluated as per the criteria

and requirements specified in this RFP.

5.3 TECHNICAL EVALUATION

• Matsyafed will review technical bids of the short-listed bidders to

determine whether the technical bids are substantially responsive. Bids

that are not substantially responsive are liable to be disqualified at

Matsyafed’s discretion.


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• Bidders are required to submit all required documentation in support of

the evaluation criteria specified (e.g. detailed project citations and

completion certificates, client contact information for verification,

profiles of project resources and all others) as required for technical

evaluation.

• Presentation cum Demonstration: The RFP Evaluation committee may

invite each of the eligible bidders to make a presentation cum software

demonstration to Matsyafed at a date, time and venue decided by

Matsyafed and communicated to the bidders. The purpose of such

presentations & demonstrations would be to allow the bidders to

present their proposed solutions to the committee, the key points in their

proposals.

• The RFP Evaluation committee may seek oral clarifications from the

bidders. The primary function of clarifications in the evaluation process

is to clarify ambiguities and uncertainties arising out of the evaluation of

the bid documents. The committee may seek inputs from the Bidder’s

professional and technical experts in the evaluation process.

• The bidders' technical solutions proposed in the bid document will be

evaluated as per the requirements specified in the RFP.

• The Financial bids of bidders who do not qualify technically shall not be

opened.

• Financial bids of technically qualified bidders will be opened in the

decided date at head office Matsyafed. Technical Committee’s

evaluation in this regard shall be final and binding on the Bidder.

• When deemed necessary, the Project Implementation Committee (PIC)

constituted by Matsyafed may seek clarifications on any aspect of their

bid from the bidder. However, that would not entitle the bidder to


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change or cause any change in the substance of the bid submitted. This

would also not mean that their proposal quote has been accepted.

• The Project Implementation Committee shall invite the bidders for

making presentation/demonstration/discussion. Calling for presentation/

demonstration/ discussion does not imply that the technical bid is

accepted.

5.4 EVALUATION OF FINANCIAL BID

• The Financial Bids of only the technically qualified bidders will be

opened for evaluation.

• The total cost excluding optional services indicated in the financial bid

would be considered for this purpose.

• Matsyafed reserves the right to accept or reject any proposal.

5.5 RIGHT TO ACCEPT OR REJECT ANY OR ALL PROPOSALS

Matsyafed reserves the right to accept or reject any proposal, and to

annul the tendering process and reject all proposals at any time prior to

award of contract, without there by incurring any liability to the affected

bidder or bidders or any obligation to inform the affected bidder or

bidders of the grounds for Matsyafed’s action.


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5.6 PAYMENT TERMS

Sl. No. Stage Payment (%)

I Software Application

Installation and Demonstration of Beta Version 30%

Completion of User Acceptance Testing 20%

II Implementation & Configuration

On Completion ,document submission &

Installation of Final Version / Go Live

30%

III Deployment

After 3 months Successful Deployment 20%

• TDS shall be deducted on all the payments made to the selected bidder on the

rates as specified by Govt.

• Payment of taxes and other applicable Government levies will be made according

to the rules and regulations as existing on the date of the payment

5.7 NO LEGAL RELASHIONSHIP

No binding legal relationship will exist between any of the Recipients /

Bidder / Service Providers and Matsyafed until execution of a contractual

agreement.

6. GENERAL TERMS AND CONDITIONS

a) Bidders are advised to study the Bid Document carefully. Submission

of the Bid shall be deemed to have been done after carefully studying

and examination of all instructions, eligibility criterion, terms and

requirement specifications contained in the RFP document with full

understanding of its implications. Failure to furnish all information

required in the RFP Document or submission of a bid not substantially

responsive to the RFP document in all respects will be at the bidder’s

risk and may result in the rejection of the bid.


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b) An authorization letter from the bidder must be enclosed with the RFP

certifying that the person who signed the RFP is an authorized person

to sign on behalf of the bidder.

c) Bidders are requested to submit the bids in English language only

d) In case, the day of bid submission is declared Holiday by Govt. the

next working day will be treated as day for submission of bids. There

will be no change in the timings.

e) Bidders have the opportunity to get a clarification on bidding

conditions and processing system beforehand i.e. before last date for

submission of clarifications as stipulated in this RFP

f) Matsyafed will not be responsible for any delay on the part of the

bidder in obtaining the terms and conditions of the RFP notice or

submission of the bids

g) The offers submitted by hand/post/telegram/ fax/ E-mail etc. shall not

be considered. No correspondence will be entertained on this matter

h) Any alteration / overwriting / cutting in the bid should be duly

countersigned else it will be out rightly rejected

i) Un-signed, un-stamped and without certificate for authorized person

from bidder’s, bid shall not be accepted.

j) Conditional RFPs shall not be accepted on any ground and shall be

rejected straightway

k) Ambiguous bids will be out rightly rejected

l) Technical Bid not accompanied by desired documents, the same would

be rejected. Undertaking for subsequent submission of any of the above

document will not be entertained. However, Matsyafed reserves the

right to seek fresh set of documents or seek clarifications on the

already submitted documents.

m) No interest shall be payable for the Earnest Money Deposit


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n) Matsyafed reserves the right to cancel this RFP or modify the

requirement without assigning any reasons. Matsyafed will not be

under obligation to give clarifications for doing the aforementioned.

o) Matsyafed also reserves the right to modify / relax any part of the RFP

prior to the submission data and time.

p) The decision of Matsyafed arrived during the various stages of the

evaluation of the bids is final & binding on all vendors. Any

representation towards these shall not be entertained by Matsyafed.

q) In case, the selected bidder is found in-breach of any condition of RFP

or supply order, at any stage during the course of supply/

installation/commissioning or warranty period, the legal action as per

rules/laws, shall be initiated against the selected bidder and EMD shall

be forfeited, besides the selected bidder concerned will not be allowed

to participate in any of the tenders from Matsyafed for at least 3 years

r) Any attempt by bidder to bring pressure towards Matsyafed‘s decision

making process, such bidders shall be disqualified for participation in

the present RFP and those bidders may be liable to be debarred from

bidding for Matsyafed RFPs in future for a period of three years

s) Matsyafed will not be responsible for any misinterpretation or wrong

assumption by the bidder, while responding to this RFP

t) The bidder shall be governed by the laws and procedures established

by the Government of India, within the framework of applicable

legislation and enactment made from time to time concerning such

commercial dealings/processing

u) Matsyafed has the right to terminate the contract, if the bidder

abandons the work or fails to commence and complete the work

in time, or fails to abide by the contract conditions. If delay is on


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Matsyafed’s part, then extension of time will be granted to the

bidder for satisfactory completion of the work.

v) If the Selected Bidder requires an extension of time in completion of

any of the deliverable as per Schedule, it shall apply in writing to

Matsyafed for the same as soon as it is aware of the eventuality but

not after the stipulated date of completion of work. The Managing

Director, Matsyafed may extend the time at his discretion based on the

feedback from the Project Implementation Committee.

sd/-

MANAGING DIRECTOR


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7. FINANCIAL FORMS

Letter of Financial Bid

RFP Reference:

Last date and time of submission of RFP:

The Managing Director

Kerala State Co-operative Federation for Fisheries Development Ltd.(Matsyafed)

Kamaleswaram, Manacaud Post

Thiruvananthapuram 695009

SUBJECT: RFP for Inventory Management System in Matsyafed.

We hereby offer to provide services at the prices and rates mentioned in the

financial bid (as per financial template)

We do hereby undertake that, the prices are in conformity with the

specifications prescribed. In the event of acceptance of our bid, the services

shall be provided as stipulated in the work order and the RFP terms and

conditions of the Bid.

We have carefully read and understood the terms and conditions of the RFP. We

do hereby undertake to provide the services as per these terms and conditions

Date : .............................

Signature :...............................

Name: ……………………….


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FINANCIAL BID FORMAT (Price Schedule)

Sl.

No.

Item Description Amount

(in INR)

Remarks(if any)

1 Delivery of Inventory Management

Application for Matsyafed

2 Implementation & Configuration (on the

central server)

3 End User Training (at location specified by

Matsyafed)

4 Matsyafed’s server hosting

6 Optional Services

7 Any Others

Grand Total (Rs.)

8. AMC details

*Please mention licenses for all software products required for the successful implementation

of the project.

*Grand Total will be considered for price evaluation

* Apart from applicable taxes (GST as applicable at the time of billing), no other hidden /

additional charges will be allowed.

Documents

INVENTORY MANAGEMENT SYSTEM IN MATSYAFEDmatsyafed.in/sites/default/files/RFP.pdf · The intent of this document is to request for proposals from the software ... implementation and