RFP Document Reference(s) S.No. Content of RFP requiring ... › tenders ›...

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


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.



(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



(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



(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


(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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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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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


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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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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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




& swift retrieval.

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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


44 SCOPE OF WORK


IGL expects the bidder to implement the DMS software on Enterprise

grade application server platform J2EE with Enterprise grade Database

(Oracle/DB2/SQL server).



& swift retrieval.

25

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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


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


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


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.


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


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


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


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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


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


of 25




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


36




SCOPE OF WORK


of 25




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


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.



management features

36

37




SCOPE OF WORK


45 SCOPE OF WORK


"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


of 25




39 45 SCOPE OF WORK


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.




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.




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


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


of 25




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.



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.



Kindly provide the details of existing appliaction system and please confirm the

data format of historical data which is to be migrated.



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.



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.



48 48




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




(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.




Phase-3, b,c,d)

49




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.

of 25




50 49




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




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




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.



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.


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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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.












DR Replication.

We urge you to make this tender Open hence allow NetApp OEM to Participate

for Storage & SAN Fabric requirement.




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.





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)

of 25




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.





Document Management System for storing legal and case related documents.

Please confirm.

Current scope of Work for DMS solution not covers the Legal

module





(Indicative)

of 25




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)





(Indicative)

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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,


Document Management System (Electronic Content Management) for storing

documents.

Please confirm.


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.


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




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




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.


69 103


COMMERCIAL PROPOSAL - Past


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




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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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 ?



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?




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 ?



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?



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?



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?



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?



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.












DR Replication.




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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




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




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.



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?




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


(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?



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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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



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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