Request for Proposal

for
IT Program Assurance

Tender Reference No: RKH—ITPMO-04-03-18

RKH Qitarat
Full Address: RKH Qitarat

Phone: +974 6693 2887

Email: proposal@rkhqitarat.com
1. COMPANY BACKGROUND

Company overview

RKH Qitarat L.L.C (“RKH” or “the Company”) is a joint venture (JV) between a consortium of
RATP Dev and Keolis and Hamad Group. Qatar Rail, has awarded RKH Qitarat a 20 years
contract to operate and maintain the Doha Metro and Lusail Light Rail networks. The
network shall be launched in stages from the end of 2018 until end of construction in 2020.

The Doha Metro shall be completely automated and driverless with 75km of track and 37
stations. It shall be equipped with Communications Based Train Control (CBTC) technology
— a control system based on WiFi communication between vehicles and the computers
controlling traffic — and shall initially consist of three lines:

- The Red line, which shall serve the Lusail City and International Airport in just 36
minutes, and connect with the metro network.
- The Green line, which shall link Al Mansoura, to the east, to Al Riffa, in the west,
and serve 11 stations.
- The Gold line, which shall serve the Khalifa International Stadium, completed in
2016.

The first part of the network shall be largely underground and should start operating from the
end of 2018, with 640,000 passengers a day, starting from 2021.

The Lusail Light Rail (LRT) network shall cover 18km of track and consist of four lines
serving 25 stations in total. What makes this light rail different is that 50% of the network
shall be underground. The first part of the light rail network shall open to the public in
January 2019, in advance of the end of its construction, which is expected to be in 2020.

This Request for Proposal (RFP) document highlights the key requirements that the bidding
companies (“bidder” or “Service Provider”) need to comply in their proposals and in the
project upon successful completion of selection process.

Overview of IT

A- As per the IT Road map of RKH, there shall be 20 critical business applications
which shall be used by 10 major business functions. Refer Annexure-A for list of all
business applications being implemented in RKH.

B- Currently all business applications are in the information gathering phase. The
requirements for some business applications have been defined and validated by the
business owners.

C- A number of business applications shall be interfaced together internally and with

Electronic Control Systems (ECS) and SCADA systems of Doha Metro and Lusail
Light Rail’s infrastructure.

D- All business applications have to be ready by July 2018 which is 1 month before the
empty train run for testing purposes.

E- Number of current users are 75, and there will be total 1,500 users in future.

RKH Qitarat- RFP

IT Program Assurance 01st Mar 2018 version 1.0 Page 2 of 8
 F- The network infrastructure has been designed and being implemented with modular
approach due to the projected growth in number of users within a year.

G- RKH will have two major sites for Data Center (DC). At this stage, one of the sites will
be used as primary DC and other will be used as warm backup site by connecting to
it using VPN connectivity. The infrastructure includes all standard components
including servers, storage, virtualization and backup solution.

Project background

RKH has utmost dependency on mission critical business systems to enable their
operations. RKH has commenced multiple projects for the design and implementation of
business systems with associated technological infrastructure. These projects are required
to be managed together with their inter-dependencies in a successful and timely manner.
Therefore, RKH requires services from an external Service Provider for independence
assurance over lifecycle of projects for their successful completion.

Project objectives

To provide independent assurance and oversight over critical IT projects for their successful
and timely completion with realized intended business benefits.

Project scope

The proposed project scope includes all aspect of RKH’s IT i.e. all business applications,
servers, databases, networks (LANs/ WAN), interfaces, security implementations and Data
Center for both Doha Metro and Lusail LRT.

Key project stakeholders

The following stakeholders shall be part of overall project interaction:

- Qatar Rail
- Senior IT Manager
- Senior Managers of respective business functions
- External Consultants

Further details can be provided at the time of project award.

Means of project delivery

The project is required to be delivered on RKH’s premises with closed interaction of Project
Stakeholders as defined in this document.

RKH Qitarat- RFP

IT Program Assurance 01st Mar 2018 version 1.0 Page 3 of 8
Proposed project timetable

This service is required for the minimum time period of 5 months and which can go up to 6
months or more as per the projects’ emerging requirements.

Deliverables of the engagement

The Service Provider shall submit all the respective deliverables and documents as soon as
they are finalized. Also, the Service Provider shall provide transfer of information (TOI)
sessions to RKH’s internal nominated staff as part of deliverable submissions.

2. PROPOSAL SUBMISSION DETAILS

Tender copies

Two Copies of the Technical Bid (each in separate envelopes) & one copy of the Commercial
bid must be submitted at the same time, giving full particulars in separate sealed envelopes
at the company’s address given below, on or before the schedule given above. All envelopes
should be securely sealed and stamped. The sealed envelope containing the Commercial bid
must be submitted separately. The soft copy of the technical bid should also be provided in a
CD along with the technical bid. In case of any errors in the soft copy, the hard copy of the bid
document shall be treated as correct and final.

Tender activities

Activity Date

Release of RFP 04th March 2018

Tender closing and submission of proposals 08th March 2018

Notification to finalists 12th March 2018

Finalist meetings 14th March 2018

Selection notice/ Purchase order 15th March 2018

Questions concerning the RFP. Any questions or inquiries on the RFP must be requested
in writing and must be received prior to 28th March 2018. They may be directed to the
proposal team on the email address proposal@rkhqitarat.com. Any material questions that
are received shall be responded to in writing by email.

All the envelopes must be subscribed with following information:

• Type of Offer (Technical or Commercial)
• Tender Reference Number
• Due Date
• Name of Bidder

RKH Qitarat- RFP

IT Program Assurance 01st Mar 2018 version 1.0 Page 4 of 8
All Schedules, Formats and Annexures should be stamped and signed by an
authorized official of the bidder’s company.

Bid validity: Proposals shall be valid until 30th March 2018.

3. INSTRUCTIONS TO BIDDERS

Generic evaluation criteria

The following aspects shall be taken into consideration when evaluating the submitted
proposals to assess whether bidder:
 Demonstrated understanding of nature and complexity of IT projects
 Prepared an acceptable methodology and work plan to deliver the requirements
 Has proven experience and strength of the team to be assigned to this project
including the identity and role of the team leader
 Has ability and approach to working collaboratively with key stakeholders,
 Is able to demonstrate to the satisfaction of RKH that it has no conflict of interest
in undertaking the project work
 Has proposed a reasonable professional fee for the required service

Technical evaluation criteria

The technical evaluation shall be done on the basis of information provided in the submitted
proposal as per the requirements set-out in section 4 of this document.

Commercial evaluation
The Commercial bids should include the breakdown of activities with proposed fee.
Commercial bids should not have any alteration or overwriting. The company may reject the
financial implication of any alteration, if found in the commercial bid submitted by the bidder.
The calculation arrived by the Company shall be final and shall be binding on the bidders. If
any cost items in the commercial bid is found to be blank and not complete with any amount
then it shall be considered as provided at no cost.
Clarification of offers
To assist in the scrutiny, evaluation and comparison of offers, RKH may, at its discretion, ask
some or all bidders for clarification of their offer. The request for such clarifications and the
response shall necessarily be in writing.

No commitment to accept lowest or any tender

RKH shall be under no obligation to accept the lowest or any other offer received in
response to this tender notice and shall be entitled to reject any or all offers including those
received late or incomplete offers, without assigning any reason whatsoever. RKH shall not
be obliged to meet and have discussions with any bidder, and or to listen to any
representations.
Short-listing of bidders
RKH shall create a short-list of technically qualifying bidders and shall proceed with further
process of discussions and formalities accordingly.

RKH Qitarat- RFP

IT Program Assurance 01st Mar 2018 version 1.0 Page 5 of 8
Right to alter location and/or scope
RKH reserves the right to alter the proposed locations /scope. RKH also reserves the right to
remove one or more locations from the list of locations specified in tender. In case location is
removed then amount quoted for that location and other expenses should be reduced
proportionately.

4. INFORMATION REQUIRED IN THE PROPOSAL

Proposals are to be prepared taking into account the requirements outlined above and
presented in a format consistent with the following outline. Quotes are to be no more than
[10-15] pages (excluding relevant attachments).

1. An outline of the Service Provider’s ability and approach to deliver the Terms of
Reference including:

 information on the Service Provider’s ability to meet the requirements;

 the Service Provider’s proposed methodology;
 the proposed timelines for the delivery and an indication of how the Service
Provider shall stage their work to meet these timelines [or confirmation of the
ability to meet the timeline or milestones nominated].
 a summary of the likely issues in the project;

2. An outline of the proposed team including:

 detail the Key Personnel to be involved and their time commitment/number of

hours on the engagement;
 nomination of a primary senior contact within the firm and any required sub-
contractors; and
 A brief resume on details for Key Personnel of the proposed team.

3. An outline of the Service Provider’s relevant expertise and experience in projects

of a similar type.

4. Confirmation of no conflict of interest or details of any potential conflict of interest

and strategies to manage.

5. An estimate of the project fees including:

 breakdown against project milestones;

 the hourly or daily rates that form the basis of the fee;
 anticipated disbursements and out of pocket expenses; and

6. Address any Special Conditions of contract.

5. TERMS AND CONDITIONS

Confidentiality
All information presented in this RFP, including any information that is subsequently
disclosed by RKH during the proposal process, should be considered strictly confidential.

RKH Qitarat- RFP

IT Program Assurance 01st Mar 2018 version 1.0 Page 6 of 8
Formal presentation
The selected bidders shall be invited for presentation through formal communication by the
Company.

Acceptance or rejection
Only the selected bidders shall be contacted for further formalities.

Contract provisions
The selected service provider shall be engaged if any negotiation is required on the technical
scope or fee.

Period of contract
The term of the Project Contract shall be as agreed between RKH and the selected Service
Provider and shall be as set out in the “Purchase Order”.

General conditions of contract

The General Conditions of Contract shall be between RKH and the Service Provider.
Acceptance by RKH of a Proposal shall be in the form of a letter i.e. “Purchase Order” to the
selected Service Provider, acknowledging such acceptance. This shall form the basis of the
Project Contract in accordance for such services.

Special conditions
Any additional or response to Special Conditions applying to the provision of the Services in
this Request for Proposal must be specified clearly in writing by the Service Provider in its
Quote. Any Special Conditions must not conflict with the terms and conditions of this RFP.

Late proposals
RKH reserves the right not to consider late Quotes, Quotes lodged by any other means, or
Quotes which do not comply with the above requirements.

RKH specific rights

Please note that RKH, whilst generally intending to proceed with the process as outlined,
reserves the right to:
 Make any or no appointment.
 Not to proceed.
 Make no correspondence regarding unsuccessful Quotes.

RKH Qitarat- RFP

IT Program Assurance 01st Mar 2018 version 1.0 Page 7 of 8
ANNEUXRE-A: LIST OF BUSINESS APPLICATIONS

BUSINESS DOMAIN S# APPLICATION NAME FUNCTION

Management 1 MD AX HR Human Resource
2 Rina CMS
3 QuestionMark Training Assessment
4 Kronos Time & Attendance Management
5 QlikSense Business Intelligence / PMRS for
customers
6 MD AX FIN ERP
Operations 7 Coruson Logbook
8 In-house App Disruption Management /Staff
Information
9 Goal Rostering
Maintenance 10 Maximo MMIS
11 AutoCad BIM
Customer Service 12 Coruson (TBC) Mobile App (TBC)
13 Coruson CRM Workflows
Safety & Quality 14 Coruson QHSE and Rail Safety
15 Coruson Qatar Rail’s approved SMS
Safety & Quality Support 16 ComplyPro Compliance Management
17 SnagR (Mob) then Defect Management
Maximo
18 ARM Quantitative Risk Management
19 Sharepoint EDMS
20 Aconex EDMS

---------------------------------------- End of Document -------------------------------------------------------

RKH Qitarat- RFP

IT Program Assurance 01st Mar 2018 version 1.0 Page 8 of 8