IGL/CM15532/19-20/ET/1 Clarifications to pre-bid queries raised regarding tender for procurement and implementation of Document Management System Annexure-I
Page No. Section No.
1 63.0 DURATION OF CONTRACT
The duration of project shall be six (6) months for implementation and
six (6) months for handholding after go-live from the date of first
notification of award / Fax of Intent. Thereafter, contract for support
services shall be valid for one year period.
We understand that the duration of Implementation of DMS is of 6 Months and
there will be additional timeline to complete the digitization/scanning.
Request to change the duration of the project from 6 months to 12 months which
will help in proper execution of the project.
Tender Conditions Prevail
2 76.0 BIDDER EVALUATION CRITERIA
(BEC): 1 (Techinical)
Technical:
1. The Bidder should have minimum 10 nos. of full time DMS
consultants on-roll in India.
We have our own employee (on-roll) who takes care of DMS. We believe having
"consultant" is not a mandatory criteria. Please confirm.
Bidder can read the consultant word as consultant /full time
employes having core experience in proposed DMS platform
and shall sumbit the form-10 requested as outlined in the
tender.
As per the scope of work, there are also work related to scanning and digitizing.
So, kindly change the clause as "The bidder should have successfully completed
scanning and DMS software implementation and/or support In single work
order/contract within last 5 years from the date of folating of tender
Tender Conditions Prevail
Request if you can make it 3.2 Cr in multiple orders for the same customer related
to DMS and BPM within last 5 years from the date of floating of tender. Multiple
orders from the same customer show the confidence of the customer in the
services provided by the SI.
Tender Conditions Prevail
4 76.0 BIDDER EVALUATION CRITERIA
(BEC):4 (Techinical)
Technical: 4 The Bidder should have completed 2 DMS Enterprise
solution implementations and/or supports in last 5 years from the date
of floating of tender with following criteria:
a. Minimum 250 users
b. Business Process Management / Work Flow Implementation
c. Reports / Dashboards / Analytics
d. Development / Customization
The Bidder should have completed 1 DMS Enterprise solution implementations
and/or supports in last 5 years from the date of floating of tender with following
criteria:
a. Minimum 250 users
b. Business Process Management / Work Flow Implementation
c. Reports / Dashboards / Analytics
d. Development / Customization
Tender Conditions Prevail
5 76.0 BIDDER EVALUATION CRITERIA
(BEC):6 (Techinical)
Technical 6:
6. Bidder should have CMM/CMMi level 3 or higher as on the date of
floating of tender.
The work pertains to highly important documents for which utmost care is
expected to be taken by the selected vendors during execution. Hence in order to
accomplish the project by the selected vendors the vendors should have some
prior experience of similar kind of work and have required certifications as well.
We would suggest that the bidders should have:
(a) prior experience to handle and scan very old / fragile/ heritage record like
manuscripts so that the old valuable records of the department do not get
damaged during unbinding, rebinding and scanning process. Copies related
documentation must be sought with the technical bid. (b) The Bidder must
possess ISO 9001:2015 certification. OHSAS 18001:2007 for Occupational Health
and Safety Management System and ISO 14001:2015 for Environmental
Management System. (c) the bidders must have PRISM certification in order to
ensure expertise in handling of physical record properly during handing
over/taking over and undertaking of scanning process. (d) The bidder should have
certification for ISO 27001:2013, ISO 20000, CMMI 5
Tender Conditions Prevail
6 76.0 BIDDER EVALUATION CRITERIA
(BEC):1 (Financial)
Financial:
1. The bidder should have achieved a minimum turnover of Rs. 9.3
Crores during any of the preceding 3 financial years.
Financial stability of a company is very much required to handle a big project. We
request to change minimum turnover from Rs. 9.3 Cr. to minimum 50 Cr.Tender Conditions Prevail
7 76.0 BIDDER EVALUATION CRITERIA
(BEC):3 (Financial)
Financial:
3. The working capital of the bidder should not be less than Rs. 93.4 lacs
in the preceding financial year.
The working capital of the bidder should not be less than Rs. 1.5 Crore in the
preceding financial year.Tender Conditions Prevail
8 811.0 GENERAL 11.1 IGL reserves the right to split the total scope of work among more
than one bidder.
We understand that the work will be given to single bidder based on L1. Please
confirm.Award of order will be for L1 basis.
Technical:
3. The bidder should have successfully completed DMS Enterprise
solution of implementation and/or support of value Rs. 3.2 Crores in
single work order / contract within last 5 years from the date of floating
of tender
S.No.RFP Document Reference(s)
Content of RFP requiring clarification(s) Points of clarification
6.0 BIDDER EVALUATION CRITERIA
(BEC):3 (Techinical)3 7
IGL Remarks
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IGL/CM15532/19-20/ET/1 Clarifications to pre-bid queries raised regarding tender for procurement and implementation of Document Management System Annexure-I
Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
9 8 10.0 BID SECURITY
All bids must be accompanied by a bid security amount of Rs.
10,34,000/- (Rupees Ten Lacs and Thirty Four Thousand Only). Bid
security shall be either in the form of banker’s demand draft in favor of
Indraprastha Gas Ltd, payable at Delhi or bank guarantee from any
Nationalized / Scheduled Indian Bank or an International bank of repute
as per pro forma attached in the Tender document. Bid security in the
form of Bank Guarantee shall be valid for sixty (60) days beyond the
validity of the bid (of 75 days).
Request to please reduce the penalty percentage and amount Tender Conditions Prevail
10 1517.0 DEADLINE FOR SUBMISSION
OF BID
17.2 The Purchaser may, in exceptional circumstances and at its
discretion, on giving reasonable notice by email or any written
communication to all prospective bidders who have been issued the bid
document to extend the deadline for the submission of bids in which
case all rights and obligations of the Purchaser and bidders, previously
subject to the original deadline will thereafter be subject to deadline as
extended.
Request you to extend the bid submission and pre-bid query submission deadline
both by at least 10-10 days.
11 19
31.0 PURCHASER’S RIGHT TO VARY
QUANTITIES DURING CONTRACT
PERIOD31.1
31.1 Purchaser reserves the right to increase or decrease the quantities
specified in the Schedule of Rates during contract period, without any
change in unit price or other terms and conditions. The tendered
quantities shall be considered for evaluation purpose.
To plan proper costing of the project request to please share the percentage of
variation in Quantity. We understand in case of increase in quantity propotionate
timeline will also be increased. Please confirm.
SOR quanity may not change, however based on the
Requriment gathering from business users, efforts of
implementation shall be calculated accordingly.
12 24 9.0 PAYMENT TERMS
"Payment shall be released upon submission of invoices along with
requisite documents as mentioned in the tender document and subject
to certification by Engineer-in-Charge."
Please clarify on the certification criteria, will it be phase-wise certification as per
the 5 phases defined in section 5.0 Overview of Scope. This is to get an
understanding if the payment is milestone based
Is the payment to be released 100% of the invoiced amount?
Refer page no 37 section SCC point 8.0 for detailed Payment
terms
13 2514.0 SUB-CONTRACTING
14.1 The Bidder must ensure that all critical deliverables are executed
by the Bidder and not sub- contracted. The Bidder will be contractually
responsible for the conduct of all and any sub-contractors, as well as for
all services performed in accordance with the requirements of
Purchaser. The Contractor shall notify the Owner in writing of all
subcontracts awarded under this Agreement if not already notified in
the Contractor’s bid and incorporated in the Agreement. Such
notification and incorporation shall not relieve the Contractor from any
liability or obligation under the Agreement.
Considering the nature of the project request not to allow sub-contracting. Tender Conditions Prevail
14 33 41.0 COMPLIANCE OF LAWS
41.6 The Contractor shall arrange for life insurance for all his personnel
deployed on the job as per the relevant Acts, rules and regulations, etc.
In case by virtue of provisions of Workers Compensation Act, 1923 or
any other law in force, Owner has to pay compensation for a workman
employed by the Contractor due to any cause whatsoever, the amount
so paid shall be recovered from the dues payable to the Contractor
and/or security deposit with Owner. General third party insurance for
CNG Station, if required, shall be arranged by Owner.
Request to remove this clause. Tender Conditions Prevail
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Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
15 36 section iv 5.0 INTELLECTUAL
PROPERTY – SECRECY
Neither the Owner nor the Contractor nor their personnel, agents not
any sub-contractor shall divulge to any one (other than persons
designated by the party disclosing the information) any information
designated in writing as confidential and obtained from the disclosing
party during the course of execution of the works so long as and to the
extent that the information has not become part of the public domain.
This obligation does not apply to information furnished or made known
to the recipient of the information without restriction as to its use by
third parties or which was in recipient’s possession at the time of
disclosure by the disclosing party. Upon completion of the works or in
the event of termination pursuant to the provisions of the Contract,
Contractor shall immediately return to the Owner all drawings, plans,
specifications and other documents supplied to the contractor by or on
behalf of the Owner or prepared by the Contractor solely for the
purpose of the performance of the works, including all copies made
thereof by the Contractor. No intellectual property rights of any nature
shall be transferred from one party to the other in the course of
performing any obligations or otherwise under this agreement. For the
avoidance of doubt, vendor may use certain tools, processes or
methodologies of its own in performing the services. Ownership of all
intellectual property rights and any other rights in these shall vest with
vendor and no rights shall be deemed to have accrued to the Purchaser.
Vendor shall share contract / engagement / project details and relevant
documentation to its purchasers / prospective purchasers solely for the
purpose of, and with the intent to evidence and support its experience
earned under this agreement. Except as specifically authorized in
writing by the other party, neither the client not contractor shall
publicly disclose (in any press release, prospectus, offering
In case of a Customized of the shelf Product Source Code is the bread and butter
of the Company. The company will provide with Maintenance under contract for
the period to enable the smooth Hand over of the functional capabilities of the
Product. Under AMC any Product upgrade both functional and technical updates
of Global nature will be forwarded to Customer as part of deliverables.
We are coming up with a COTS product, so we are assuming IPR rights of COTS
solution will be with vendor. Source code of customized solution will be shared
with tender authority. Source code of COTS product can be sumitted in ESCROW
arrangement. Please confirm
Tender Conditions Prevail
16 40
Scope of Work -OVERVIEW OF IGL’S
IT ENVIRONMENT -1.0
INTRODUCTION
In section 1.0 of SOW, it is mentioned that CNG, and PNG operations are running
in SAP ECC 6.0 and EHP 7.0. So, how much percent of IGL operation are still
running on SAP R/3 and is there any plans of moving to any other offering of SAP?
IGL 's SAP Landscape is on ECC 6.0 not on R/3, further may
consider to HANA for future scalabilty
17 423.0 GEOGRAPHICAL DISTRIBUTION
Kunj New Delhi. The working hours are from Monday to Friday between
9:15 AM to 5:45 PM.
Please confirm if for the activity of scanning/digitization, bidder can be allowed to
work round the clock including weekends as well. This is required to complete the
project within timeline.
IGL expect resources deployed by bidders to follow the IGL
work timing, however at the time of execution of the project
we can mutually agree to the work timing to meet the
project timelines in consulting with EIC
18 423.0 GEOGRAPHICAL DISTRIBUTION
offices. There are approximately 50+ remote locations with in NCR
having access to SAP.
Please confirm:
1. Total number of users for DMS
2. Total number of concurrent users for DMS
3. Total number of Mobile users
Total no of internal users will be 2100 nos ad the external
are as mentoined in the tender, so IGL is expecting min
concurent users to be considered 10000 nos.
Please confirm:
1.We understand there will be 2100 (approx.) users including external and
internal for DMS. Please confirm
2. There are 3 lakhs+ Onine customers. Will they be given loging for proposed
DMS? Please confirm
As stated in Tender document, internal and external user are
around 2100 nos for accessing DMS portal using AD
authentication / Local LDAP and the online customers don’t
directly loggin to DMS portal , however IGL Online
customers may access their documents like Invoice copies
or Address proof etc through API in the existing mobile
application or web portal.
43 4.0 IT APPLICATIONS OVERVIEW
Indicative user base can be used for quantifying DMS licensing and
sizing the server required:
SAP clients have been installed at IGL Head Office (HO) and various
remote Locations. IGL currently has following user base: Modules No. of
Users
IGL Users
600
External users
1500
Online Customers
~more than 3 lakhs
19
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Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
With respect to the requirement and as mentioned in the RFP wrt user license
that there are 600 IGL users license and 1500 External users license being
required. Kindly confirm the concurrency of the users accessing and transacting
the DMS and Workflow solution at a given point of time and that too at the peak
time. This is required to size the hardware and infrastructure. Please confirm.
Bidders is required to perform the sizing based on the
industry standard rules and the data specidifed in the tender
document.
Request for the clarification on number of concurrent user license required for
DMS?
Bidders is required to perform the sizing based on the
industry standard rules and the data specidifed in the tender
document.
20 43 4.0 IT APPLICATIONS OVERVIEW
An overview of the key business applications / systems at IGL, these
applications are envisaged but not limited to integration with the DMS
in future scalability
The system should be based on open standards and have API support for data
import & export. The System shall provide fully functional APIs for Integration.
We assume that below are the mentioned systems, with which proposed system
(Document management) shall be integrated:
1. LDAP
2. SAP ECC/CRM
4. Email (Microsoft Exchange)
5. SMS gateway
6. Existing system:
7. SAP ECC/CRM
8. Document Presentment by open text
9. SAP BCM
10. SAP MCFU-Customer self-service portal
11. SAP Solution Manager
12. IBM WebSphere platform – Bill Watch System (BWS)
13. IBM WebSphere platform – File tracking System(FTS)
14. IGL connect Mobile Application
15. Fire n safety Permit Mobile application
16. IGLOO- Employee Mobile Application
17. Geographical Information System (GIS)
In case of integration with any other system, please let us know system details &
integration touchpoints. Please specify any other integration touchpoints apart
from these.
Bidder are expected to propopse a solution which has these
stated features and funtionalities along with the seamless or
tight integration capability with the existing business
applications mentioned in the tender document for future
scalability
We understand that IGL already using the DMS of IBM/Mocrosoft and now
floated tender for the implementation of DMS from other Service Provider.
Please clarify
IGL is currently using the OPENTEXT DMS for the SAP
Landscape and expecting the solutions for scope of work
outlined in the Tender document
Request for the clarification on indicative "(IBM/ Microsoft) software platform"
IGL expect the solution to be build on the OEM's product as
per tender document and should have back to back support
from OEM
As mentioned in the RFP document, IGL is looking out for a Document
Management Solution for storing its physical documnents in digital format. So in
respect of that requirement, we request you to include Newgen Software as well
in the OEMs list mentioned in the RFP document as we are one of the the leading
Document Management solution and service providers in this market space being
constantly featured in Gartner's and Forresters' Wave report. OR we recommend
to exclude the complete statement as such as it is restricting the SIs scope to two
specific OEMs only and which is not allowing us to bid.
Based on the recommendation of our DMS consultant and
Gartner’s Magic quadrant (Leader’s) reports, we request
bidder to follow the tender conditions
43 4.0 IT APPLICATIONS OVERVIEW
Indicative user base can be used for quantifying DMS licensing and
sizing the server required:
SAP clients have been installed at IGL Head Office (HO) and various
remote Locations. IGL currently has following user base: Modules No. of
Users
IGL Users
600
External users
1500
Online Customers
~more than 3 lakhs
19
5.0 OVERVIEW OF SCOPE (1st para)4421
IGL intends to store its physical documents in digital format in some
suitable DMS (IBM/ Microsoft) software platform for its controlled use
& swift retrieval.
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Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
Document Management System (DMS) would be the most important system in
this project and would require a robust Document Management System at the
backend. There we recommend that the proposed DMS should have the below
mentioned features:
• DMS should be scalable enough to manage millions of documents without
effecting the performance of the system.
• Categorization of documents in folders-subfolders just like windows interface.
There should not be any limit on the number of folder and levels of sub folder.
• Web based rights management for granting user/group/role based access to
various functionalities.
• Server based Inbuilt Document Image Viewer for displaying image document
without native viewer and stamping annotations on the documents like
highlighting, marking text, underlining putting sticky notes on documents, and
support for text and image stamps etc.
Please confirm.
Bidder may provide these features in the DMS solutions as
value addition
Since the Document Management System will be storing critical documents of
department which needs to be archived for long term, we assume that the
department wants to archive documents in PDF/A format with support for
annotations (PDF/A is an open ISO standard for long term archival and is now
becoming de-facto standard in most government projects.
Please confirm.
May be considered
To get the best breed of solution the Document Management System should have
an inbuilt viewer to view various document formats.
Request you to include the following specification to ensure best of breed
solution for the Document Viewer.
- Server based Inbuilt Document Image Viewer for displaying image document
without native viewer
- Viewer should be platform independent and support Linux based browser
- Support comprehensive annotation features like highlighting, marking text,
underlining putting sticky notes on documents, and support for text and image
stamps etc.
- Automatic stamping of annotations with user name, date and time of putting
annotations
- Securing annotations for selective users
Bidders may proposed these features as optional in their
solution proposed to IGL.
We assume the meaning of the term "Document Management System" comprises
of COTS based Document Management System. Please confirm.
IGL expect the complete solution should be owned by OEM ,
and will be provides patchs or upgraded and support
regularly
We assume that Inter-operability standards should met - The systems must
seamlessly integrate with any or all of the existing legacy and Core applications
and shall support interface with other open-standard systems such as CMIS,
ODMA, WebDav, ISP 15489.
May be considered
5.0 OVERVIEW OF SCOPE (1st para)4421
IGL intends to store its physical documents in digital format in some
suitable DMS (IBM/ Microsoft) software platform for its controlled use
& swift retrieval.
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Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
As per our understanding, the system should support web-based administration
module for the complete management of system.
- The system shall support integration with PKI infrastructure as well as bio-metric
solution for enhanced security.
- The system shall support secure login id and passwords for each user and
passwords shall be stored in encrypted format in database
- The Admin module shall provide interface for purging old audit trail and do
selective logging i.e. select the system or application features for, which the audit
trails have to be generated.
- The system shall support search for documents or folders on document or folder
on profile information such as name, created, modified or accessed times,
keywords, owner etc.
- The system shall support saving of search queries and search results
- The System shall provide facility to index folders, files and documents on user-
defined indexes like department, ministry, file number, year etc.
- The System shall support Automatic full text indexing for Text search.
- The system should have the capability to set automatic reminders and alarms to
concerned users. Kindy confirm.
Agreed
22 44 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (3rd para)
The bidder (authorized channel partner/MAF) will be responsible for
purchase of DMS software from OEM in the name of INDRAPRASTHA
GAS LIMITED after approval from EIC.
Support open, scalable, Multi-tier architecture with each tier fully independent
with support for clustering. Please confirm.Query is not clear
Our Document Management System ensures best of breed solution and this will
also enhance the scalability of proposed Content & document management
module :
The system should store only index information in database while images should
be stored in separate file server. DMS should be designed for storing high
volumes. DMS should store image and binary document in a separate file server
and not in RDBMS. Please confirm.
IGL expect the Bidder to propose the solution considering
all other scope of work outlined in Tender document
As per mentioned in the RFP document, all the important features and
functionalities should be made available through the mobile application We
understand that there is a requirement for a Mobility framework which can help
in designing all the mobile applications required as part of RFP.
So our recommendation is that the deparments should go for a Enterprise
Mobility framework which has the capability of designing the hybrid mobile
application which can run on any of the leading mobile platforms such as Android,
iOS, Windows.
Please confirm our understanding.
IGL expects DMS solution to integrate with the exisitng
Mobile application and customer portal, however he/she
may provide DMS solution bundled with Mobile application
as additional feature.
24 44 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (5th para)
IGL expects the bidder to consider and propose the licenses of DMS
software, Application and Database based on processor instead of user
based, which will give IGL future scalability of giving access to utility
customers.
We assume that all the necessary system software licenses mentioned in the
clause will be responsibility of IGL.
IGL expects bidder to size the licenses required based on the
scope of work outline in Tender document, propose &
supply accordingly.
We understand that the DMS complying the required criteria and developed with
open source, like PHP and MySql will suffice the requirement. Please confirm.
considering the future maintainence and support aspects ,
IGL expect the Enterprise DMS supports the J2EE platform
with Enterprise grade database(oracle/DB2/SQL Server)
IGL expects the DMS license shouldn’t limit the usage of the DMS
application based on the users, IGL Utility customers should also have
provision to access the documents stored in DMS application/archive
server through the mobile application provided by IGL.
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (4th para)23 44
5.0 OVERVIEW OF SCOPE (1st para)4421
44 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (6th para)
IGL expects the bidder to implement the DMS software on Enterprise
grade application server platform J2EE with Enterprise grade Database
(Oracle/DB2/SQL server).
IGL intends to store its physical documents in digital format in some
suitable DMS (IBM/ Microsoft) software platform for its controlled use
& swift retrieval.
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Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
Does the DMS need to be Enterprise or will the Standard edition work as well? IGL expect bidders to quote the Enterprise DMS only
Request for the clarification of type of integration required with SAP
Consumer self service portal of the IGL is based on SAP
MCFU, so Bidders are expected to propose a solution which
has capability to integrate using API/ SAP certified Adapter
Can we assume standard APIs will be used of for such application level
integrations? Please specify the Technology Platform of each Integration.
Technology of the business Applications are already
mentioned point 4 of section V scope of work
27 44 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (9th para)
IGL expects bidders to submit the 5 years roadmap of the proposed
product of the DMS solution.
The duration of the project is of 6 months with 6 months handholding and one
year support. Please clarify this clause of providing 5 years roadmap.
Bidders are expected to share the 5 yrs Road map of the
Product proposed for IGL from OEM which includes 3 years
of development scope and subsequent 2 years of support .
28 44
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (10th
para)
IGL expects the DMS solution to be deployed on premise at IGL Data
centre.Please provide the details of the current infrastructure of IGL data centre.
Bidders are provided an option to view the data center of
IGL as per dates mentioned on page 6 of point 5 tender
information of tender document.
29 44
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (11th
para)
IGL expects bidder to propose Solution architecture of DMS Enterprise
should not contain any open source software’s and the solution
component should be owned by the OEM and covered under OEM
warrantee.
As per the RFP, J2EE too is mentioned which too is an open source platform.
Please clarify this criteria.
IGL expect the solution proposed should be based on the
OEM's specified in tender document and the DMS
application has to run on and support the J2EE.
30 44
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (13th
para)
IGL expects the DMS solution must support / be compatible with Micro
service architecture.Kindly clarify the Micro service architecture.
In a microservices architecture, services are small,
independent, and loosely coupled. Each service is a separate
codebase, which can be managed by a small development
team. Services can be deployed independently. A team can
update an existing service without rebuilding and
redeploying the entire application.
We understand that based on the details provided in RFP the procurement will be
done. Please specify further inrease of users or data for 3-5 years so that
accordingly purchasing can be done as post one year there will be closure of the
project. Please clarify if there is gap in understanding.
Noted. Bidder shall consider the details mentioned in tendor
and also incremental change of 30% YoY can be considered
for future scaling.
Request you to please exclude the hardware procurement from the scope. h/w
sizing can be provided by the bidderTender Conditions Prevail
32 44 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE
The bidder will be responsible for implementation of the new DMS: b.
Workflows and Reports required based on the requirement gathering
with business users
In section 5.0 of SOW, its mentioned that “Workflows and Reports required
based on the requirement gathering with business users”. Will this requirement
gathering be done by IGL or will the bidder be allowed to undertake this
requirement gathering?
Bidder will be primarily responsible for 'Requirement
Gathering' from business users.
The required workflow solution should have an inbuilt form designer to design
Custom forms that can be attached at one or more stages of workflow. Please
confirm.
Tender Conditions Prevail
The bidder will be responsible to propose the required hardware based
on functionality requested & workflows based on the Requirement
gathering Study and also indicative documents and workflows
(complying with Business Process Model Notation & Business Process
Execution Language), alerts mentioned in the tender document.
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (2nd para)4433
IGL expects the DMS Application should have tight and seamless
integration capability with SAP for future scalability.
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (16th
para)
The bidder will be responsible for procurement of additional
hardware/component viz. SAN, server etc. an indicative min
specification & quantity defined in the appended Annexure-B to the
scope of work. These additional hardware/components will be procured
in the name of IGL along with 3 years comprehensive warrantee of
manufacturer.
44 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (6th para)
IGL expects the bidder to implement the DMS software on Enterprise
grade application server platform J2EE with Enterprise grade Database
(Oracle/DB2/SQL server).
31 44
26 44 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (7th para)
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Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
As per our understanding, IGL requires a workflow solution which should comply
to various open workflow standards such as BPMN, BPEL, WFMC. Kindly confirm.Tender Conditions Prevail
As per the our understanding, IGL needs the capability of Inbuilt configurable
rules engine as part of process automation.
So taking the requirement into consideration, we recommend that Rule engine
should have at least the below mentioned capabilities in it:
1) Rule Engine should have a complete web based environment for the design,
definition, testing, rule management operations and deployment of rules.
2) Rule Engine should have the web standard interfaces such as Web Services
Definition Language (WSDL), XML Schema Definition (XSD), and Simple Object
Access Protocol (SOAP) so that it can communicate with other applications based
on open standards.
3) Solution should have the capability to deploy rules as the web service.
4) Solution should have the capability to define rules through “If else” statement
or through “Decision Table”.
5) Audit logging of changes/modifications done in the rules.
Please confirm.
Bidder should deliver the scope of work, however he/she
may provide these features as value addition to proposed
solution.
34 44
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (16 para,
(b)
b)Workflows and Reports required based on the requirement gathering
with business users
Workflow Management System is one of the most important requirement of this
RFP. All the workflows mentioned will be configured over Workflow Management
System. Therefore, the Workflow engine should be configurable in order to
provide the flexibility in terms of making changes in the existing workflows,
adding new workflows, changing routing rules, introducing new business rules,
etc.
So our recommendation is that the department needs COTS based Business
Process Management (BPM) platform having the capabilities of graphically
modeling the processes or workflows, in built Form designer, process simulator,
configurable Business Activity Monitoring tool (Dashboards) and integrated
Document Management System for storing documents.
Please confirm.
IGL expects, bidder to consider the robust workflow and
Report development capabiltiy to meet the business
Requirements.
35 45 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (1st para)
The Bidder will be responsible for installing these
hardware/components at locations in Delhi NCR as advised by Engineer
in-charge.
Kindly confirm the no. of locations for installation of hardware components. IGL Bhawan, New Delhi
1. Please show the documents sample/storage area during pre-bid meeting to
understand the scope better.
2. We understand that the required space, furniture (table, chairs), electricity
with backup, basic amenities to manpower deployed like drinking water,
washroom etc. will be provided by IGL to carry the operation
(scanning/digitization).
3. Please provide total locations (with details)where scanning work has to be
caried out along with location-wise volume of the documents.
kindly refer to page 50 , point 8.0 digitalization of Tender
Document, which clearly mentioned that the facility will be
provided by IGL
Please provide the number of documents (A0, A1, A3 and A4 format wise) to be
scanned
Is this a one time service to be provided or is it a part of regular operations?
Refer to the SOR and page 50 , point 8.0 digitalization of the
Tender document.
The bidder will be responsible to propose the required hardware based
on functionality requested & workflows based on the Requirement
gathering Study and also indicative documents and workflows
(complying with Business Process Model Notation & Business Process
Execution Language), alerts mentioned in the tender document.
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (2nd para)4433
36
The bidder will be responsible for providing digitalization services of
scanning of A0, A1, A3 and A4 documents as a service model and
responsible for storing the documents in DMS
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (2nd para)45
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RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
Request clarifiation of the following:
1> % of color/Grey/B&W scan
2> % of Brittle/Good condition documents
3> % of page level/Document level indexing
4> % of hard bind/unbind documents
5> Whether hard bind documents are need to be re-bind after the scan
operation?
5> # of Indexing parameters for one document indexing
6> # of character of indexing for one document indexing
Most of the Document are B&W and ~20% are colour, ~90%
the document in good condition, ~50% are to be unbinded
and rebinded
Request for the clarification below:
1> whether digitalization setup would be done in a central location or at
distributed locations?
2> Who will supply documents from store/department to digitalization center
Digitalization majorly performed at one location,
responsibility of the documents to bring to the Physical
document store is by IGL
Please provide clarity on the number of locations from where the scanning
activity will be carried out.
Digitalization majorly performed at one location,
responsibility of the documents to bring to the Physical
document store is by IGL
We understand that less paper initiative is key requirement of project and so
there will be requirement of capture solution for scanning paper documents with
support for following :
• Both bulk and web scan capabilities
• Automatic extraction of data using OCR
• Automatic file and document separation using blank page separator, barcode
separator and fix page
• Automatic correction of parameters like improper resolution, format/
compression not proper, skew, wrong orientation, error in automatic cropping,
punch hole marks etc during scanning
Please confirm if our understanding is correct.
IGL expect bidder to use tool for scanning and capturing
solution shall have these feature mentioned.
As per our understanding from previous experiences, IGL would requires an
integrated scanning engine with capability for centralized and decentralized
Scanning & Document Capturing. The scanning and document management
solution should be from same OEM so as to provide an integrated solution right
from capture to archival of documents. Should be able to support the capture of
digital records of at least the following formats:
· Emails and attachments
· OCR documents
· Images - .tiff, jpeg, gif, PDF etc.
Should support all the special image enhancement functionality offered by the
scanner through the driver interface. Should have capability of automatic
segregation of documents/records based on Barcode, Blank page, Fixed page and
auto Form recognition. Please confirm.
IGL expect bidder to use tool for scanning and capturing
solution shall have these feature mentioned.
36
The bidder will be responsible for providing digitalization services of
scanning of A0, A1, A3 and A4 documents as a service model and
responsible for storing the documents in DMS
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (2nd para)45
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Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
As per our understanding from the RFP, IGL requires an integrated scanning
engine with capability for centralized and decentralized Scanning & Document
Capturing. The scanning and document management solution should be from
same OEM so as to provide an integrated solution right from capture to archival
of documents. Should be able to support the capture of digital records of at least
the following formats:
· Emails and attachments
· OCR documents
· Images - .tiff, jpeg, gif, PDF etc.
Should support all the special image enhancement functionality offered by the
scanner through the driver interface. Should have capability of automatic
segregation of documents/records based on Barcode, Blank page, Fixed page and
auto Form recognition. Please confirm.
IGL expect bidder to use tool for scanning and cappturing
solution shall have these feature mentioned.
The undersanding is that the DMS team from IGL shall perform all digitalization
services related to scanning. Bidder need not provide any such service. Please
confirm on the understanding
If bidder has to provide digitalization services of scanning then is sub-contracting
allowed?
IGL expects the bidder to provide the digitalization services
as per outlined in tender document
Please confirm the quantity of the team members required.
Bidder should propose the solultion and resource
deployement plan (Form 12) to complete the project as per
the timelines mentioned in the tender
1. Is barcoding to files under scope of the project?
2. We understand that there will be provision of entering the physical location of
the files in the DMS which will be filled by IGL and physical handholding of the
files will also be done by IGL. Please confirm.
IGL expects the Solution proposed by bidder shall consist of
physical record management and digital record
management features, and if bidder feel Bar code is to be
implemented as part of the solution proposed for IGL, then
he /she can implement the same .
Physical Handholding of the Files will be responsiblity of IGL,
however the respective data is to be filled by the bidder
team.
Document Management System (DMS) would be one of the most important
system in this project and would require a robust Document Management System
at the backend along with Records Management System in place.
So with this our understanding is that the department requires the integrated
Records Management System which has the below mentioned capabilities:
a. Capability to define retention policy, disposition policy etc
b. Capability to capture details about the electronic as well physical records
including warehouse location, box no etc.
c. Capability to track Physical records movement
d. Compliance with standards like DoD 5015.2, ISO 15489, VERS etc.
Please confirm our understanding.
IGL expects the Solution proposed by bidder shall consist of
physical record management and digital record
management features
36
37
The bidder will be responsible for providing digitalization services of
scanning of A0, A1, A3 and A4 documents as a service model and
responsible for storing the documents in DMS
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (2nd para)45
45 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (3th para)
"The Bidder will be responsible for coordinate with DMS team members
deployed in document store for digitalization services."
The bidder will propose the methodology for Physical storage of
documents inline with the catalogue no allocated for digitalization, co-
relation to be maintained in the DMS software to trace the physical file
with rack no.
4538 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (5th para)
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39 45 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (6th para)
The bidder shall propose the folder structure to store the Documents
digitalized and assign the authorization rights to the users.
Document Management System (DMS) would be the most important system in
this project and would require a robust Document Management System at the
backend. There we recommend that the proposed DMS should have the below
mentioned features:
• DMS should be scalable enough to manage millions of documents without
effecting the performance of the system.
• Categorization of documents in folders-subfolders just like windows interface.
There should not be any limit on the number of folder and levels of sub folder.
• Web based rights management for granting user/group/role based access to
various functionalities.
• Server based Inbuilt Document Image Viewer for displaying image document
without native viewer and stamping annotations on the documents like
highlighting, marking text, underlining putting sticky notes on documents, and
support for text and image stamps etc.
Please confirm.
Agreed
The understanding is that on-site handholding support afte go-live shall be limited
to one site. Please confirm
What are the indicative number of users that would require handholding
support?
Handholding support will be primarily from 2 locations,
users will be coordinating with the support team
Do we have to deploy manpower onsite in Operation & Maintenace phase of the
project? If yes then please mention clear requirement of the same like number of
resources, qualification and time period of deplyment.
Bidder can share the resource deployment plan(Form 12)
mentoined in the tender document to meet the Time lines of
projects
1. Please confirm the number of trainees and duration of the training.
2. Please confirm the place of training
3. Please confirm specific requirement during training.
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time.
Please provide clarity on the number of users undergoing the training program at
each site and number of batches per site in which training would be conducted on
the new application.
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time.
Please provide clarity on the number of users undergoing the training program
and number of batches in which training would be conducted on the new
application.
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time.
42 46
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (1st para)
Annexure-C
License details shall be shared with the EIC at start of implementation. what is the responsibility of EIC? EIC stands for?Engineer-in-Charge, is effectively the representative of IGL
responsible for contract administration.
43 47 SCOPE OF WORK
6.0 (f)
(f) The Bidder should outline solution deployment architecture with
details of hardware and operating system platform, module integration,
external interfaces and disaster recovery architecture.
Please provide clarity on the uptime/availability of the solution. high availability is expected from the Solution
41 45
SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (10th
para)
"The bidder will be responsible for providing handholding support after
go-live (onsite) for period of 6 months."
The Bidder will be responsible for providing training to the IGL
employees regarding use of DMS software. The bidder will also provide
training material in soft format in IGL website.
40 45 SCOPE OF WORK
5.0 OVERVIEW OF SCOPE (9th para)
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44 47 SCOPE OF WORK
6.0 (1st para) Annexure-C
(g) The Bidder should migrate with Meta data, as provided by IGL, in
DMS and configure the system for data integration/interfaces.
Please provide the details of the existing system (may be during Pre-bid meetin)
from which migration is required. Also, Please specify the nature of data which
are required to be migrated (Database, Images, Format of Images etc.).
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
45 48 6.0 DETAILED SCOPE OF WORK
viii) Migrate master data as well as historical data from the existing
application systems, where applicable and take appropriate sign-offs
from the respective process owners.
1. Please specify the size and type of data which are required to be migrated.
2. We understand all required support during migration will be provided by IGL.
Please confirm.
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
46 48
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.5
Phase-3, a, Vii)
vii) Prepare data migration and cut overplan.Do we have to migrate any existing data?
If Yes then please mention volume and format module wise.
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
Kindly provide the details of existing appliaction system and please confirm the
data format of historical data which is to be migrated.
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
Please confirm volume of data available for Data Migration. Kindly provide details
for data migration such as number of tables, records, size of the data etc.
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
Undertake data extraction, transformation and loading as a part of the data
migration process."
The understanding is that all documents along with archives shall be migrated
from existing DMS system to the new system. As part of document migration,
meta-data and required master data shall be migrated as well, however need
clarification on the migration scope of historical data from existing application
systems.
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
48 48
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.5
Phase-3, a,i)
"Setup the production system and install DMS application" Please confirm on the environments to be setup i.e production, development and
test
IGL expects bidder to setup the complete landscape of DMS
with DEV and PRD environment
1. Please specify the numbers of trainees
2. Please specify the location where training will be conducted
3. Please specify the duration of the training
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time.
(b)Do we need to provide SSL Certificates?
Do we have to do CERT-IN Performance testing?
IGL will provide the SSL certificate and CERT-IN performing is
not mandatory how ever bidder is expected to perform the
volume and stress testing.
49
47 48
(b) The training conducted by Bidder should cover at least following
areas for IGL team:
i) Training of IGL’s core team members:
a. Solution / Application overview
b. System functionalities (for each module) and basic configuration
c. System Security features
(c) Training of IGL’s functional users:
i) System functionalities (for each relevant module)
(d) Training of the IGL’s technical team:
i) System operations and management
ii) System configuration / programming /customization
iii) System Administration including roles and authorization
iv) Reporting tool operations.
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.5
Phase-3, b,c,d)
49
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.5
Phase-3, a, Viii)
Migrate master data as well as historical data from the existing
application systems, where applicable and take appropriate sign-offs
from the respective process owners.
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50 49
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.6
Phase-iv, a)
(a) Bidder should provide onsite handholding support for DMS including
the integration with other applications.
For integration with all other systems we need their APIs, all the system APIs will
be provided by tender authority to integrate. Please confirm
Also mention systems which needs to be integrated.
currently IGL Connect Mobile application is expected to
integtrate using API's of DMS solution and for future
scalability, product should have capability to integrate with
SAP environment using the SAP certified Adaters
51 49
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.6
Phase-iv, e)
"The support should be provided through on site consultants, supported
by appropriate helpdesk systems to enable the following:"The understandiing is that IGL's existing helpdesk system shall be leveraged.
Please confirm
IGL can provide the tool to log and monitor the calls,
however issue resolution is in bidder scope.
52 49
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.6
Phase-iv, e, v)
v) Mechanisms/ support for data migration if required. Please provide clarity on the volume and format of data that needs to be
migrated from the exisiting applications to the proposed application.
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
53 507.0 SERVICES REQUIRED THROUGH
OEM
IGL may avail services of OEM through implementation partner during
this project for • Reviewing the Solution Architecture proposed by
OEM/SI • Installation and commission of the supplied Hardware •
Reviewing the Backup strategy • Reviewing the Pre-Go-Live Checks
Please remove the OEM services as the SI is responsible on the project
implementation and support, else the same can be provided against an additional
fee.
Tender Conditions Prevail
Please help in providing following information:
1. What is the type/nature of documents , in the form of files or bound
books/registers?
2. What will be the average images/pages of the files?
3. If there will be bound books, are unbinding/binding is allowed? Accordingly
please include binding/unbinding cost head to commercial format.
4. We understand there are A0/A1 pages as well. Are they Maps or registers?
5. Please share the Metadata fields.
6. What is expected output of the scanned files , like MultiTiff, PDF etc. Please
share the detail of mode of the scanning (DPI, Colour/BW/Gray).
7. We understand, the commercial for scanning will be based on Image (One side
of a sheet) only. Please confirm.
Most of the Document are B&W and ~20% are colour, ~90%
the document in good condition, ~50% are to be unbinded
and rebinded
We assume that digitalization includes only scanning of documents, no data
entry.
IGL expects bidder to read the digitalization services as
scanning, and meta data capturing @ entry in system
Do the documents beeing scanned need to be OCR'ed? yes
We request IGL to provide the scanner for scanning purposes.
IGL expects bidder to provide digitalisation as service. Hence
scanner & other required software for capturing metadata
will have to be provided by bidder.
Is the digitization of A0, A1, A3 and A4 sized documents a onetime exhaustive
process, or is it an ongoing continuous process ?
The digitalisation as per SOR quantities are to be provided
by the bidder.
IGL expects bidder to follow the managed service model for
digitalization services, IGL will provide the space with electricity
provision for setting up the bidder’s scanners and other accessories;
bidder has to quote the prices per page for A0, A1, A3 and A4 size.
Bidder is expected to bring the industrial based scanner having
capability to scan the documents more than 3000 nos. of pages per day,
bidder shall use tool for document capturing/scanning and imaging
functionality to propose the Meta data from scanned documents which
can be changed if users prefer to enter another meta data. Bidder is
expected to digitalize the quantity of documents quoted in the SOR
provided by IGL.
54 508.0 DIGITALIZATION
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RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
Please reference to Tender document No. IGL/CM15532/19-20/ET/1 at Page no.
52 we understand infrastructure would be required to host DMS application.
When it comes to Server requirement Tender is kept Open for various OEM’s like
HP/ Dell / Lenovo to participate whereas when it comes to Storage requirements
Tender is kept Closed and favoring to Only one OEM that’s IBM, surprisingly even
the Make and Model of IBM “V5100-NVMe” is specified same is the case when it’s
about Fabric Switches.
If it’s just a capacity augmentation of 40TB to an Existing IBM V9000 / V5020
storage infrastructure then we can understand whereas in a Tender its clearly
specified IBM Storage Specs of New Model V5100, Cache 64Gb, Front-end Port’s
16Gbps which indicates New Infrastructure for DMS Application.
For DMS DR, if Replication is required to existing IBM V7000 then we can
Virtualize an existing IBM array at DR site for desired capacity 40TB – 50TB for DC-
DR Replication.
We urge you to make this tender Open hence allow NetApp OEM to Participate
for Storage & SAN Fabric requirement.
Considering the limitation of existing facility, skills and
support, IGL expect the same technology to be augmented
in the existing SAN Landscape, so tender conditions prevails
DOCUMENT NO. IGL/CM15532/19-20/ET/1, Page no#52 we understand
infrastructure would be required to host DMS application.
When it comes to Server requirement Tender is kept Open for various OEM’s like
HP/ Dell / Lenovo to participate whereas when it comes to Storage requirements
Tender is kept Closed and favoring to Only one OEM that’s IBM, surprisingly even
the Make and Model of IBM “V5100-NVMe” is specified same is the case when it’s
about Fabric Switches.
If it’s just a capacity augmentation of 40TB to an Existing IBM V9000 / V5020
storage infrastructure then we can understand whereas in a Tender its clearly
specified IBM Storage Specs of New Model V5100, Cache 64Gb, Front-end Port’s
16Gbps which indicates New Infrastructure for DMS Application.
For DMS DR, if Replication is required to existing IBM V7000 then we can
Virtualize an existing IBM array at DR site for desired capacity 40TB – 50TB for DC-
DR Replication.
We urge you to make this tender Open hence allow NetApp OEM to Participate
for Storage & SAN Fabric requirement.
Considering the limitation of existing facility, skills and
support, IGL expect the same technology to be augmented
in the existing SAN Landscape, so tender conditions prevails
Please provide the indicative number of documents for each of the sub-heads Details are listed in theAnnexure C of tender document
55
Annexure - C (Indicative User
Documents) "Many documents are repetitive (bidder to consider only one)"54
ANNEXURE-B Minimum Indicative
Hardware Specification 52
56
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Does this imply that only the latest version of a document needs to be retained?
Annexure C of the tender document having indicative
document list mentoined in different head to be considered
as one requirement eg: station drawings and P&I drawing
mentioned though they are mentoined twice as per business
requirement bidder to be read as drawing of same format.
57 71Annexure - D User Requirements
Phase II (Indicative) (a)
Techno-Functional Requirements a)"DMS Solution
should work seamlessly with Open-Text (DP)"
The understanding is that post go-live the new DMS solution shall replace Open-
Text, however from the above requirement it looks like both has to co-exist.
Please elaborate on the role of existing Open-Text (DP) post go-live
IGL is not expecting to replace the existing opentext with
new DMS solution
We understand 40TB usable space is for complete project is prposed not for only
database. Please confirm.Agreed
Do we have SQL Server or Oracle database license to create a instance for new
system? Or do we have to buy new licenses?
IGL expects bidderr to perform sizing and procure the
requried hardwarer and software as specified in the tender
document
59 71Annexure - D User Requirements
Phase II (Indicative) (f)
f) "DMS should be implemented even for Functions that are currently
not on SAP"
The understanding is that the existing applicatons, both SAP and non-SAP needs
to undergo change to integrate with the new DMS solution. If the understanding
is correct then we suggest that the required changes in the relevant applications
shall be performed by respective application owners/support team.
Non SAP application are expected to integrage with the New
DMS solution in current scope however IGL exppect the
Product capability to integrate with SAP using SAP certified
adapters for future scalability
Workflow Management System is one of the most important requirement of this
RFP. All the workflows mentioned will be configured over Workflow Management
System. Therefore, the Workflow engine should be configurable in order to
provide the flexibility in terms of making changes in the existing workflows,
adding new workflows, changing routing rules, introducing new business rules,
etc.
So our recommendation is that the department needs COTS based Business
Process Management (BPM) platform having the capabilities of graphically
modeling the processes or workflows, in built Form designer, process simulator,
configurable Business Activity Monitoring tool (Dashboards) and integrated
Document Management System for storing documents.
Please confirm.
IGL expects, bidder to consider the BPM and robust
workflow and Report develoement capabiltiy to meet the
busienss Requirements
As per our experience of working with the Government Organisations, RTI
management is of the key administrative activity in the government departments.
Therefore, we recomment that the department should have a RTI Management
module based on Business Process Management platform with the following
features:
• Ability to record incoming RTI queries into the system.
• Ability to upload the documents along with the queries.
• Ability to route the RTI queries to different department users.
• Ability to send the response of the queries to the Applicant who had filed the
RTI.
• Ability to reopen old RTI request in case of First and Second RTI Appeal.
Current scope of Work for dMS solution not covers the RTI
module
E-Approval process is one critical workflow which will enable IGL to go
digital and paperless office. So bidder is requested to gather the
requirement of paperless office initiative.
60 71Workflow / BPM Requirements
(Indicative)
Annexure - C (Indicative User
Documents) "Many documents are repetitive (bidder to consider only one)"54
j) Propose to consider 40 TB usable space as the DMS database size for
Sizing purposes.58
56
71Annexure - D User Requirements
Phase II (Indicative) (j)
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RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
As per our experience of working with the Government Organisations,
Parliamentary Unit is one of the important part of the Solution which manages
the process of recieving and replying to the Parliamentary Questions.
As Parliamentary Questions (PQ) management is of the key administrative activity
in the government departments.
Therefore, we assume that the required Parliamentary Unit Module should be
based on BPM framework with the following features and availabe out of box
• Ability to record incoming Parliamentary Queries into the system.
• Ability to upload the documents along with the queries.
• Ability to route the Parliamentary Queries to different department users.
• Ability to send the response of the queries to the department/ministry from
where the query has been raised.
Current scope of Work for DMS solution not covers the PQ
module
As per our experience of working with the Government Organisations, Legal Case
Management is of the key administrative activity in the government departments.
Therefore, we recomment that the department should have a Legal Case
Management module based on Business Process Management platform with the
following features:
• Should be able to create Court file including various court details such as Case
no, Case Type, Date of Filing, Case details, Court Order details, Hearing date,
Order date etc. The system should be built using the Business Process
Management framework.
• System should be based on Manual of Office Procedure (MOP from DARPG-
Department of Administrative Reforms And Public Grievances)
• Should be able to Track court dates, hearing dates etc., provide alerts for the
upcoming hearings.
• Should have the capability to generate the Case Diary having complete details
and history of the cases.
• Should be able to maintain an audit trail of entries and changes, capture note
sheet with the court case files.
So our recommendation is that the department needs COTS based Business
Process Management (BPM) platform having the capabilities of graphically
modeling the processes or workflows, in built Form designer, process simulator,
configurable Business Activity Monitoring tool (Dashboards) and integrated
Document Management System for storing legal and case related documents.
Please confirm.
Current scope of Work for DMS solution not covers the Legal
module
E-Approval process is one critical workflow which will enable IGL to go
digital and paperless office. So bidder is requested to gather the
requirement of paperless office initiative.
60 71Workflow / BPM Requirements
(Indicative)
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As per our experience of working with the Government Organisations, Committee
Meeting Management Module is one of the important requirement mentioned in
the RFP document.
Therefore, we assume that the department should have a Committee Meeting
Management Module based on BPM framework with the following features and
available out of box.
• Create a new committee or update an existing committee and send Office
Memorandum to the department officials through email.
• Schedule/ reschedule meetings and sending invites to the members through
email/sms.
• Circulating Minutes of Meeting to the attendees and share the actionable
assigned to various members.
Current scope of Work for DMS solution not covers the
Meeting management module
As per the RFP, the functioning of the Govt. is through documents, files and
correspondencs. The process to be followed is defined in manual of procedures
which is strictly followed. The Department of Archives and Public Grievances
(DARPG) has also published Manual of Office Procedures (MOP), which specifies
minimum requirements that the system should have in order to automate the
internal workflows of the department like File Management, Dak Management,
etc.
Therefore, we strongly feel that following features should also be part of the
required File Management System:
• File Management System should be based on Manual of office Procedure (MOP
from DARPG- Department of Administrative Reforms And Public Grievances)
• File Management System should be built over Business Process Management
and Document Management platform.
• Should have features like Green Note Sheet, flagging/linking of notes, securing
notes and putting annotations on the document.
• Electronic file creation, management, movement and performance of related
tasks like diary entry, indexing, noting, cross referencing, search/ retrieval, etc.
IGL expects the E-office management/note sheet to be as a
part of current scope , detailed scope is to be finalized at
the time of requirment gathering
We understand that IGL wants to implement solution with the use of next
generation technologies in order to provide a better experience to its users.
Government Departments, around the globe, are automating their workflows
over Business Process Management System in order to provide more agility, ease
of use, better performance and ease of adding/modifying the additional
workflows.
Therefore, based on our experience of working with various Govt organizations
and implementing multiple e-Office projects, we strongly feel that
DAK/Correspondence Management System should be built over Business Process
Management and Document Management platform.
Please confirm.
IGL expects the E-office management/note sheet to be as a
part of current scope , detailed scope is to be finalized at
the time of requirment gathering
E-file Approvals (Administrative Approval): i) Generic process to be
designed to cater across Departments/ Users
ii) Approval Hierarchies to be defined at Organization level
iii) Department Level hierarchies to be appended on the basic one’s
61 73Development Requirements
(Indicative)
E-Approval process is one critical workflow which will enable IGL to go
digital and paperless office. So bidder is requested to gather the
requirement of paperless office initiative.
60 71Workflow / BPM Requirements
(Indicative)
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RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
b) Please can you detail the requirements of the eOffice system that you are
looking for. The eOffice is a very big module consisting of:
1. File Management: The complete paperless file movement from creation of the
File to approval.
2. Correspondense Management: This module consists of DAAK's creation to
movement of DAAK's. Here all the DAAK's like Letters, MOM's, IOM's are created
and sent for approval. The DAAK lifecycle from DRAFT to Publish is managed in
this module.
3. Meeting Management: In this module the complete lifecycle of a meeting is
managed. From the point of proposing the meeting, to the requested
departments nominating people for the meeting, setting of the agenda's,
capturing the decisions and tasks.
4. Task Management: In this module the complete lifecycle of a Task is managed.
This is equivalent to the CMD register to the HOD register where all the
distributed tasks to all entities are regitered and tracked. Task can orginate either
from a Meeting or can be allocated by HOD's as an when needed.
5. Dashboard: Senior Management dashboards for tracking Files/DAAK's/Tasks.
6. MIS Reports: Reports such as Inward/Outward register, Person Loads, Person
Time-taken for File/DAAK's/Tasks etc.
7. RTI & PQ Management: The full lifecycle of RTI and PQ being managed.
IGL expects the file management and MIS to be as a part of
current scope , detailed scope is to be finalized at the time of
requirment gathering
a ii) Please elaborate SAP Integration requirement.
Product should have capability to save and retrival the
document from SAP ui using SAP certified adapters ,
however currently scope covers the integration with Mobile
application and Open text DP as outlined in tender
document.
63 73Annexure -D Reporting / Dashboard
Requirements (Indicative)
b) Customer Acquisition Team i) How to find Documents uploaded by
given Consumer?
b 1) Is the system to be exposed to end customers as well? Or is it for IGL staff
only.
DMS access through UI for internal and external users where
as for utility customer they access the documents stored in
the DMS through API's is expectancy, however if solultion is
capable of integrating more seamlesslly then bidder can
propose the solution.
Request for the clarification of type of integration required with Mobile
application/ERP
DMS access through UI for internal and external users where
as for utility customer they access the documents stored in
the DMS through API's is expected, however bidder can
propose the SAP certified adapter.
As per the RFP, Workflow Management Solution is required by IGL
So our recommendation is that the Workflow Management System should be
based on Business Process Management (BPM) platform which has capabilities
such as graphically modeling the processes or workflows, process simulator,
configurable Business Activity Monitoring tool (Dashboards) and integrated
Document Management System (Electronic Content Management) for storing
documents.
Please confirm.
Tender Conditions Prevail
64 101Form 14 - DMS SOFTWARE
CAPABILITY (6)
E-File Approvals
DMS software has capability to use API’s for integrating with scanning
tools or with any other mobile applications/ ERP
62 73 Annexure -D Development
Requirements (Indicative) (a & b)
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65 103
FORMS & FORMATS-TECHNO-
COMMERCIAL PROPOSAL - Existing
Client Reference (1)
No. of DMS implementation projects performed in past 5 years, with
minimum 250 DMS users, value is greater than INR 2 Cr (exclusive of
hardware cost) and covering all scope of work.
Request to kindly re-frame the clause as only DMS implementation project with
Rs. 2 Cr is quite not possible:
"No. of DMS implementation + Business Application/software development
projects performed in past 5 years, with minimum 250 users, value is greater than
INR 2 Cr (exclusive of hardware cost) and covering all scope of work.
Tender Conditions Prevail
DMS Upgradation project value with greater than 1 Cr is quite high. Request to
kindly limit the value to 50 Lakhs in last 5 years inclusive of license cost.Tender Conditions Prevail
Can this also include refrences where we have been a sub-contractor SI?
IGL expects the reference clients from the bidder so that we
can check the exactly pain points raised during the execution
of the project and how they mitigated.
67 103
FORMS & FORMATS-TECHNO-
COMMERCIAL PROPOSAL - Existing
Client Reference (3)
No. of projects (implementation) where Customer is using SAP in past 3
years
Request to kindly excluse the criteria of having SAP from client implementation
experience because SAP is not common for all implementation. Tender Conditions Prevail
68 103
FORMS & FORMATS-TECHNO-
COMMERCIAL PROPOSAL - Existing
Client Reference (5)
No. of projects where integration with SAP CRM/ ECC modules in past 5
years
Request to kindly excluse the criteria of having integration experience with SAP
because SAP is not common for all ERP integration. 3i Infotech is having their own
ERP where DMS is integrated and implemented at different customer places.
Tender Conditions Prevail
69 103
FORMS & FORMATS-TECHNO-
COMMERCIAL PROPOSAL - Past
Client Reference (1)
No of Clients in the Utility Sector Request if the reference Clients can be in the Utility/IT/PSU/Manufacturing/BFSI Tender Conditions Prevail
70General
queryN/A N/A
Please provide the support window coverage for the 1 year support post hand-
holding support phase
support team will absorb the IGL working calender and
working hours specified in the Tender document.
71General
queryN/A N/A
At the moment document generated by Document Presentment tool is stored in
which DMS repository, OpenText content suite ?
Currently IGL SAP Landscape is integrated with ECM by
Opentext
72General
queryN/A N/A
Documents are stored in Content suite or Archive server – both has different
purpose of document storageArchive Server
73General
queryN/A N/A
Document presentment tool exporting data In Archive server or Content suite of
OpenText?Archive Server
74General
queryN/A N/A
Once documents are generated and stored in DMS solution, how these
documents are consumed by SAP system using xECM module or any third party
system ? is xECM is in use by customer for OpenText and SAP ? if yes, need more
details on the same
current scope of work doesn't cover the integration with
SAP ECC
103
FORMS & FORMATS-TECHNO-
COMMERCIAL PROPOSAL - Existing
Client Reference (2)
No. of DMS upgrade projects performed in past 5 years, where value is
greater than INR 1 Cr each (exclusive of license and hardware cost)66
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RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
75General
queryN/A N/A
1) Is there any migration of existing DMS repository data to FileNet repository
expected ? if yes,
2) Current Document size , count and folder taxonomy details.
3) Total Documents to be migrated and average size of the documents.
4) All version of documents to be migrated or only latest version, what about
existing document audit trails exist and to be migrated ?
5) Total size of storage for unstructured data - in GB, TB or PB ?
6) At the moment Storage is on NAS / SAN for unstructured data ?
7) What all applications in AS IS are integrated with existing DMS / OpenText for
Document Management - which needs to re-wire after migration to FileNet ,
Document Presentment , SAP etc.. ? - what are the inbound and outbound
integrations exist in AS IS OpenText Content suite application ?
8) Is integrations are based on webservices or custom code or native connector ?
provide details on the same and how many interfaces are in use with Third-party
applications for existing OpenText DMS.
9) In AS IS – is there any document centric workflows or process template are in
use to be migrated ?
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
76General
queryN/A N/A
What is the expected number of ( in pages or document ) paper files to be
digitized?Refer SOR for details
77General
queryN/A N/A What is the exact OCR requirement in the scanning?
IGL expects bidder to peprform digitalization services which
includes scanning, and meta data capturing shall be done
throught he tool which has capability to propose the meta
data.
78General
queryN/A N/A
Do you have any indicative number of processes with complexity ( simple medium
complex ) across departments?
IGL is expecting Bidder to perform this acctivity at the time
of requirement gathering phase
79General
queryN/A N/A
How many people in each training group? Core Team? Functional users? And
technical teams? Training location is in one single place? Or distributed locations?
If so how many?
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time.
80General
queryN/A N/A
Do you already have any helpdesk software for the users to raise tickets during
maintenance period? If so , can we use them for this purpose? Or provisioning
such system is part of the scope? Please clarify
IGL can provide the tool to log and monitor the calls,
however issue resolution is in bidder scope.
81General
queryN/A N/A How are the internal users for the proposed system located geographically?
Refer to the section V, point 3.0- Geographical distribution
in Scope of work
82General
queryN/A N/A
Do you have any SLAs for the page load or processing time of the proposed
system?
IGL expect bidder to perform the Load, stress and volumen
testing along with response and latency of the network
while storing and retriving the documents to be shown
before Go-Live
83General
queryN/A N/A
Do we have any existing data in the form of documents, DB, other formats to be
migrated to new proposed system? If so how much ?
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
84General
queryN/A N/A
Do we need to do process optimization after the process discovery with IGL
process experts? Or just automating existing process AS-IS?
As Specified in the Tender, Bidders are expepcted to propose
the methodology for control no and implement , also
responsible for adapability of change management in IGL
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85General
queryN/A N/A
How many meta-data likely expected to be stored along with every document or
files?
Bidders are expected to propose the based on the business
requirement
86General
queryN/A N/A
Do you have any portal systems already to which all new DMS and workflow
systems to be showcased? or OOTB portals of BPM and DMS are enough? Any
custom portal requirements to show case the proposed solution as a single page
or window?
Bidders are expected to propose the capability of the
product alogn with the solutioon proposed and can be
elaborated at the time of requirement gathering, current
scope is to integrate with Mobile applicatio of the customer
and Api's etc.
87General
queryN/A N/A
Do you have a iDP ( Identity provider ) server to manage single sign on with SAP?
Or its part of the ask? What is the type of experience in authentication expected
in terms of cross authentication between products which are going to be
integrated with new proposed system? ( like seamless SSO, or manual entry of
credentials multiple times )
IGL has SSO solution, however bidders are expected to
implement the AD authenticataiton mechnism for internal
users and Local LDAP for external users in DMS
88General
queryN/A N/A
Do you already have DMS license along with the Open Text DP? Or just Document
presentment license?
IGL has Extended content management by Opentext and Dp
by opentext licenses, however we are expecting to
implement the DMS from OEM's in the specified in the
tender
89General
queryN/A N/A
All workflows are just simple approval based? Do you envisage a separate BPM
system in the landscape? Or BPM functionality in DMS is enough for the work
flow needs?
Bidders are expected to delivere the workflows alogn with
the BPM where as applicable int hebusiness requirment.
90General
queryAMC N/A
For competetive and exact commercial please mention number of years of AMC
required.
Bidders are expected to procure the required license
covering the AMC for second year also which means till the 2
yrs from the date of procurement.
91General
queryImplementation N/A
For fast implementation, we prefer doing onsite implementation to meet the
deadline . Will tender authority provide desk space for implementation team?
Bidders are expected to share the resource deployment plan
as per the Form 12 outline in tender.
92 N/A N/A
We are assuming that this is going to be a centralised implementatio at tender
authority location. Please confirm. If not then please mention number of
locations where solution needs to be implemented.
Implementation will be carried from one location
93General
querySMS, Email and Payment gateway N/A
Does tender authority have any existing SMS and Email subscription? If Yes then
can we use the same in this system. If we don't have any existing subscription
then can tender authority will do recharge as per need? Volume of the SMS will
be very high and it's not feasible for a vendor to assume volume. We request
tender authority to provide us SMS and Email subscriptions. Integration of the
same will be done by selected vendor.
IGL has SMS and Email subscription which can be used to
integrate with DMS solution
94General
queryTraining N/A
We are assuming, tender authority will provide training infrastructure like
training room, projector, table, chairs etc. Please confirm
Approx number of users to train?
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time. Infrastructure will be provided by IGL
95General
querySupport timing and work days N/A What will be the support timing and work days?
support team will absorb the IGL working calender and
working hours specified in the Tender document.
96General
queryData Digitization N/A
Does the bidder have also to do digitization of data for the solution? If so, please
mention the number of documents to be digitized? Scanning documents will be
out of scope. Please confirm
IGL expects the bidder to provide the digitalization services
as per outlined in tender document & SOR.
97General
queryN/A N/A What is the value/budget of the project?
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98General
queryN/A N/A
Is there any requirement for establishment of Data Center under the scope of
Work ?No
99General
queryN/A N/A What is the document count and total size of data to be digitized/migrated?
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
100General
queryN/A N/A Any handwritten documents present in system?
very minimal quantity of hand written document will be
considered for digitalisation in current scope of work,
however solution shall be capable of capturing the metadata
and image clearly from the hand written documents also for
future.
101General
queryN/A N/A No business processes/workflows to be automated. Please confirm
Bidders are expected to delivere the workflows alogn with
the BPM where as applicable in the business requirment.
102General
queryN/A N/A No physical records management. Please confirm.
Bidders to propose the solution has capability to maintian
the digital and physical record management which co-relates
and captures the physical file position in the racks
103General
queryN/A N/A
1. During the testing and development phase of the DMS, developers will need
access to your ERP environment. So is there an identical or nearly identical
Dev/Staging environment that developers can access, or the test needs to be
done in the production environment?
Access to the current landscape will be provided to the
bidders based on the requirement
104General
queryN/A N/A
2. The DMS has to be interactive with Open Text. Will IGL provide APIs, or
adaptors to connect to the Open Text environment or will the bidder be
responsible for engaging/creating the necessary APIs that connect to the open
text module?
Bidders are expected to propose the solutioon for
integration with DP along with the respective licenses or
adapters required.
105General
queryN/A N/A
3. The DMS will be accessed by external users as well. What is the extent of
geographic dispersion of those users ? Is there any particular time window of a
day, when the DMS will be accessed by high volumes of external users?
support team will absorb the IGL working calender and
working hours specified in the Tender document.
106General
queryN/A N/A 4. Will the DMS be accessed from Mobile devices ? Yes
107General
queryN/A N/A
5. Is there any mandate that internal employees should access DMS only via
Local AD authentication ?
IGL expect the internal employees to authenticate through
AD only
108General
queryN/A N/A
Please reference to Tender document No. IGL/CM15532/19-20/ET/1 at Page no.
52 we understand infrastructure would be required to host DMS application.
When it comes to Server requirement Tender is kept Open for various OEM’s like
HP/ Dell / Lenovo to participate whereas when it comes to Storage requirements
Tender is kept Closed and favoring to Only one OEM that’s IBM, surprisingly even
the Make and Model of IBM “V5100-NVMe” is specified same is the case when it’s
about Fabric Switches.
If it’s just a capacity augmentation of 40TB to an Existing IBM V9000 / V5020
storage infrastructure then we can understand whereas in a Tender its clearly
specified IBM Storage Specs of New Model V5100, Cache 64Gb, Front-end Port’s
16Gbps which indicates New Infrastructure for DMS Application.
For DMS DR, if Replication is required to existing IBM V7000 then we can
Virtualize an existing IBM array at DR site for desired capacity 40TB – 50TB for DC-
DR Replication.
Considering the limitation of existing facility, skills and
support, IGL expect the same technology to be augmented
in the existing SAN Landscape, so tender conditions prevails
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109General
queryGeneral: Unicode Compliant N/A
As per our understanding, the Document Management System should be unicode
compliant, supporting both English and Hindi language. Please confirm.
IGL expect the Unicode compliant Product for supporting
English and hindi language
110General
queryGeneral: CPU Utilization N/A
As per our understanding cpu utilization is required as per industry standard of 70
percent. Please confirm
IGL expects the sizing of the hardware with the scope
mentoined in the tender document shall utilize themax of
40% CPU or RAM. For future scalability and growth bidder
can refer point no 31
111General
query
General: Storage duration of
Documents/FilesN/A Please provide the duration for the storage of the documents/files.
detailed requirement based on the documets and
confidentiality can be informed at the time of requirment
gatheering
112 41 2.0 SAP LANDSCAPE OVERVIEW
SAP servers are hosted in IGL’s Data Center located at Head Office, RK
Puram, New Delhi with disaster recovery (DR) site being located at
Bengaluru. Hierarchical Systems Landscape
Current SAN architecture at DC and DR site at Pune using IBM
FlashSystem V9000 and V5020 and SAN SWITCH:
How many DR drills do you expect in a year? IGL performs 2 drills a year
113General
queryGeographical Information System (GIS) - What is the platform/technology used?
114General
query
What would be the number of documents ingested and stored in the Content
Management repository daily?
Total no of pasge are defined in SOR, bidder can
proportionate the quantity/per
115General
query
In our view 6 month is less a time to complete this project. Please provide the
revised timelines expectations. Or can bidder propose different timelines?Tender condition prevails
116 48
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.5
Phase-3, a,ii)
ii) The document management solution shall not exceed the 40%
utilization of the capacity of the RAM and CPU for Next one year atleast.
System should be able to access from the end user system in IOS and/
windows operating systems.
What is the maximum desired server CPU utilization? Is it 40% per the RFP?
Bidders are expected to analysiz and do the sizing of the
hardware show that at the first year CPU utilization should
not exceed the 40%.
117 46
6.0 DETAILED SCOPE OF WORK-
Service Delivery: Preparation for Go-
Live, End User Training, Go-Live (6.5
Phase-3, a,iii)
Prepare and agree with IGL, a detailed plan for go-live with details of
locations, modules and user profiles. The Go-Live plan should identify
the training requirements and schedule for training the end-users at
different locations and different user departments.
At which location is the onsite user training expected? If multiple locations,
please provide details.
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time. Details of the location will be shared
at the time of execution, but will be in th Delhi NCR region
only
118General
queryN/A
How much is the no. of users to be trained? Please mention the preferred
Training mode - Classroom/Online?
IGL expects min of 50 users to be trained on the
methodology and the change process defined in the
implementation time.
119General
queryN/A How many pages (not documents) will be captured and processed per day?
Total no of pasge are defined in SOR, bidder can
proportionate the quantity/per
120General
queryN/A
What is the total size or volume of data files (yearly and monthly) to be
considered for Scanning through the Capture Solution? Ref SOR for details
121General
queryN/A What all services are to be considered for digitalization scope of work?
As specified in Tender section V of point 8.0 digitialization,
IGL will provide the facility only bidder is expected to unbind
bind scan and capture meta data and entry in the system
122 61 Monthly MIS Reports17.1 Profitability report 3, 17.2 Capex Report 3, 17.3 Ministry Report 3,
17.4 Site Office input report 3
How many MIS Reports are generated a month? A rough number for estimation
purpose will be good.
These are the reports business user have in hard formats
which need to be dgiitalized and stored with confidentiality
123 70
ANNEXURE-D User Requirements
Phase II (Indicative) Techno-
Functional Requirements (a)
a)"DMS Solution should work seamlessly with Open-Text (DP)"DMS Solution should work seamlessly with Open-Text (DP) - Please explain the
functionality and integration details required with OpenText (DP). Is there data to
be pushed and pulled?
Open text (DP) generated the PNG customer Invoice in Form
of PDF, which need to be transfer to DMS
124 71Workflow / BPM Requirements
(Indicative) c) O&M i) Drawing Management ii) Approval Management
Is the Support Team during O&M period expected to be offshore or onsite at the
client office locations?
Bidder should propose the solultion and resource
deployement plan (Form 12) to complete the project as per
the timelines mentioned in the tender
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125 73Annexure -D Reporting / Dashboard
Requirements (Indicative)
a) Software should have flexibility to integrate with our analytical
system to fetch data from the DMS
Software should have flexibility to integrate with our analytical system to fetch
data from the DMS - Please elaborate more on analytical system, what
technology/platform is it?
IGL is using SAS and R-Layer analytical System, so we expect
the Bidder to proposed solution shall have the flexibilty to
integrate and fetch meta data to analystical systems
126 81Phase III. Preparation for Go-Live,
End user training and Go-Live
Data migration report indicating conclusion of data migration as per the
plan, if applicable • Data extraction carried out • Data cleansing
undertaken • Data posting on DMS application • Data migration signoff
by PLL process owners if required
Is there any kind of data migration requirement from file system to new
document management system?
Details of the data migration, if required can be specified by
business users at the time of requirement gathering.
127General
queryN/A Will you be responsible for clean-up of data before migration - what to move?
IGL with the help of bidder will perform the data cleansing
activity if required
128General
queryN/A Will you provide the metadata for the documents in file system before migration?
IGL with the help of bidder will perform the data cleansing
activity if required
129 82ANNEXURE-F Severity Levels and
Service Level Agreement (SLAs)
Severity 1: A problem that affects entire process.
Any System/application experiencing unscheduled outage of more than
30% of operational activities
Incidents originating from VIP Users (Senior Management)
Severity 2: A problem that degrades the performance and > 1
department users are impacted by outage or performance loss of more
than 30% of peak performance
The Service Level Agreement (SLAs) are too stringent for Sev1 and Sev2 issues,
can bidder propose SLAs ?Tender condition prevails
130 101Form 14 - DMS SOFTWARE
CAPABILITY (6)
DMS solution proposed to IGL has no open sources components and the
complete solution is owned by OEM with back to back support from
OEM
Do you allow any Open source Tools for Simulation or any proprietary simulation
tool is required to carry out Performance Testing (Load/Stress)?
Bidders are expected to perform volume and stress test
using thereown tools, however we prefer the reputed tool
to get the exact results in simulation.
131General
queryN/A N/A
Will you consider the Enterprise versions of Open Source Software Components
(OS/DB/App Server etc.) for all environments? If not for Production, can we
deploy them for Dev/UAT environments?
IGL expect DEV andd PRd landscape to be built for DMs
solution with same software components.
132General
queryWhat is expected out of the future state/new DMS implementation? queryis not clear
133General
queryN/A What would be the location for the Requirement Gathering? Most on the major office of the IGL listed in scope of work
134General
queryN/A
Is DC expected to have Active-Active configuration? What are the availability
requirements?IGL expects high availabilty
135General
queryN/A
What is the preferred mode of project execution (development)?
Offshore/Onshore/Hybrid?IGL expects the team to be onsite
136General
queryN/A
Can we propose only L2 and L3 support and can L1/Helpdesk will be taken care by
your organization's centralized helpdesk?Tender condition prevails
137General
queryN/A
What is percentage the Year on Year growth over 5 years for the number of
documents added?
Bidder shall consider the details mentioned in tendor and
also incremental change of 30% YoY can be considered for
future scaling.
138General
queryN/A
What is percentage the Year on Year growth over 5 years for the number of
users?
Bidder shall consider the details mentioned in tendor and
also incremental change of 30% YoY can be considered for
future scaling.
139General
queryN/A Average number of document views per day Bidder is expected to size based on the data in the tender
140General
queryN/A Average number of document searches per day Bidder is expected to size based on the data in the tender
141General
queryN/A Is there any specific preference for scanners?
Refer to the point 8 digitalization of section V scope of work
in Tender Document for min no of document to be
digitalized per day, size the document to be decided at the
time of requirement gathering phase.
142General
queryN/A
Kindly elaborate if bidder has to own up the logistics and transportation of
physical documents?
current scope of bidder cover only digitalization , bind .
Unbind the document and meta data capturing only under
digitalization services
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IGL/CM15532/19-20/ET/1 Clarifications to pre-bid queries raised regarding tender for procurement and implementation of Document Management System Annexure-I
Page No. Section No.S.No.
RFP Document Reference(s)Content of RFP requiring clarification(s) Points of clarification IGL Remarks
143General
queryN/A
Have the documents/forms format changed as compared to the format used in
past?yes
144General
queryN/A Can you kindly provide the % of B/W and Colour document?
Most of the Document are B&W and ~20% are colour, 90%
the document in good condition, 50% are to be unbinded
and rebinded
145General
queryN/A
Is it possible for the service provider to provide the services of Indexing from
Service provider's current central processing centres – Mumbai, Nasik,
Pondicherry etc.
Bidders are expected to provide services from the our IGL
premises
146General
queryN/A Kindly specify the language of the documents?
most of the docuemnts are in English, however few
customer respective documents are in Hindi also.
147General
queryN/A After scanning is there a requirement for full page OCR? Required
148General
queryN/A Is there any Barcode reading requirement
IGL expects the Solution proposed by bidder shall consist of
physical record management and digital record
management features, and if bidder feel Bar code is to be
implemented as part of the solution proposed for IGL, then
he /she can implement the same . physical Handholding of
the Files will be responsiblity carried by IGL DMS team
however the respective data is to be filled by the bidder
team.
149General
queryN/A
For New documents perspective please share details on the below:
a) Number of document ingestion per day :-
b) Average size of document :- in KB
c) Maximum size of document :- in KB
Refer to the point 8 digitalization of section V scope of work
in Tender Document for min no of document to be
digitalized per day, size the document to be decided at the
time of requirement gathering phase.
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