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Teletalk Bangladesh Limited

Office of the Project DirectorIntroduction of 3G Technology and Expansion of 2.5G Network (Phase-II) Project

House# 39, Road# 116, Gulshan-1, Dhaka-1212.

T E N D E R D O C U M E N T

FOR

“Supply, Installation and Integration of Enterprise Resource Planning (ERP) for Teletalk Bangladesh Limited”

Invitation for Tender No: Issued on: Tender Package No: Tender Lot No:

Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 1

Table of Contents

Section 1. Instructions to Tenderers......................................................................5A. General............................................................................................................................

1. Scope of Tender..............................................................................................................52. Interpretation.................................................................................................................53. Source of Funds...............................................................................................................54. Corrupt, Fraudulent, Collusive, Coercive (or Obstructive in case of Development

Partner)Practices............................................................................................................65. Eligible Tenderers............................................................................................................86. Eligible Goods and Related Services..................................................................................97. Site Visit.........................................................................................................................9

B. Tender Document...........................................................................................................108. Tender Document: General............................................................................................109. Clarification of Tender Documents..................................................................................1010. Pre-Tender Meeting......................................................................................................1011. Addendum to Tender Documents...................................................................................11

C. Qualification Criteria......................................................................................................1112. General Criteria.............................................................................................................1113. Litigation History...........................................................................................................1214. Experience Criteria........................................................................................................1215. Financial Criteria...........................................................................................................1216. Subcontractor(s)...........................................................................................................12

D. Tender Preparation........................................................................................................1317. Only One Tender...........................................................................................................1318. Cost of Tendering..........................................................................................................1319. Issuance and Sale of Tender Document...........................................................................1320. Language of Tender.......................................................................................................1421. Contents of Tender........................................................................................................1422. Tender Submission Letter and Price Schedule..................................................................1523. Alternatives.................................................................................................................. 1524. Tender Prices and Discounts..........................................................................................1525. Tender Currency............................................................................................................1626. Documents Establishing the Eligibility of the Tenderer.....................................................1627. Documents Establishing the Eligibility and Conformity of the Goods and Related services..1728. Documents Establishing the Tenderer’s Qualifications.....................................................1729. Validity Period of Tender..............................................................................................1830. Extension of Tender Validity and Tender Security............................................................1831. Tender Security.............................................................................................................1832. Form of Tender security.................................................................................................1933. Authenticity of Tender Security......................................................................................1934. Return of Tender Security..............................................................................................1935. Forfeiture of Tender Security.........................................................................................1936. Format and Signing of Tender........................................................................................20

E. Tender Submission.........................................................................................................2037. Sealing, Marking and Submission of Tender....................................................................2038. Deadline for Submission of Tenders................................................................................2139. Late Tender................................................................................................................... 2140. Modification, Substitution or Withdrawal of Tenders......................................................2141. Tender Modification......................................................................................................2142. Tender Substitution.......................................................................................................2243. Withdrawal of Tender....................................................................................................22


F. Tender Opening and Evaluation......................................................................................2244. Tender Opening............................................................................................................2245. Evaluation of Tenders....................................................................................................2346. Evaluation process........................................................................................................2347. Preliminary Examination................................................................................................2348. Technical Examinations and Responsiveness...................................................................2449. Clarification on Tender..................................................................................................2550. Restrictions on the Disclosure of Information..................................................................2651. Correction of Arithmetical Errors....................................................................................2652. Financial Evaluation.......................................................................................................2753. Assessing the Price of unpriced Items...........................................................................2854. Price Comparison..........................................................................................................2855. Negotiation................................................................................................................... 2956. Post-qualification..........................................................................................................2957. Procuring Entity’s Right to Accept any or to Reject Any or All Tenders..............................2958. Rejection of All Tenders.................................................................................................2959. Informing Reasons for Rejection.....................................................................................30

G. Contract Award..............................................................................................................3060. Award Criteria...............................................................................................................3061. Procuring Entity’s Right to Vary Quantities......................................................................3062. Notification of Award....................................................................................................3063. Performance Security....................................................................................................3164. Form and Time Limit for Furnishing of Performance Security............................................3265. Validity of Performance Security....................................................................................3266. Authenticity of Performance Security.............................................................................3267. Contract Signing............................................................................................................3268. Publication of Notification of Award of Contract.............................................................3269. Debriefing of Tenderers.................................................................................................3370. Adjudicator................................................................................................................... 3371. Right to Complain..........................................................................................................33

Section 2. Tender Data Sheet.............................................................................34A. General..........................................................................................................................34

B. Tender Document...........................................................................................................34

C. Qualification Criteria......................................................................................................35

D. Preparation of Tender....................................................................................................35

E. Submission of Tender.....................................................................................................36

F. Opening and Evaluation of Tenders.................................................................................37

G. Award of Contract..........................................................................................................38

Section 3. General Conditions of Contract...........................................................391. Definitions.................................................................................................................... 392. Interpretation...............................................................................................................403. Communications and Notices.........................................................................................414. Governing Law..............................................................................................................415. Governing Language......................................................................................................416. Corrupt, Fraudulent, Collusive, Coercive.........................................................................42( and Obstructive in case of Development Partner) Practices...................................................427. Documents Forming the Contract and Priority of Documents...........................................438. Scope of Supply.............................................................................................................439. Assignment................................................................................................................... 4410. Eligibility....................................................................................................................... 4411. Gratuities / Agency Fees...............................................................................................4412. Confidential Details.......................................................................................................44


13. Trade mark, Patent and Intellectual Property Rights........................................................4414. Copyright...................................................................................................................... 4415. Sub contracting.............................................................................................................4516. Supplier’s Responsibilities..............................................................................................4517. Procuring Entity’s Responsibilities..................................................................................4518. Issue change order, Repeat Orders or Order for Additional Delivery.................................4519. Repeat Orders or Order for Additional Delivery...............................................................4620. Packing and Documents.................................................................................................4621. Delivery and Documents................................................................................................4622. Acceptance................................................................................................................... 4623. Contract Price...............................................................................................................4724. Transportation..............................................................................................................4725. Terms of Payment.........................................................................................................4726. Insurance...................................................................................................................... 4727. Taxes and Duties...........................................................................................................4728. Performance Security....................................................................................................4829. Specifications and Standards..........................................................................................4930. Inspections and Tests....................................................................................................4931. Warranty...................................................................................................................... 5032. Extension of Delivery and Completion Schedule.............................................................5133. Liquidated Damages......................................................................................................5134. Limitation of Liability.....................................................................................................5235. Adjustment for Changes in Legislation............................................................................5236. Force Majeure...............................................................................................................5237. Notice of Force Majeure................................................................................................5338. Duty to Minimise Delay.................................................................................................5339. Consequences of Force Majeure.....................................................................................5340. Termination.................................................................................................................. 5341. Amendment to Contract................................................................................................5542. Settlement of Disputes..................................................................................................55

Section 4. Particular Conditions of Contract..............................................................57Section 5. Tender and Contract Forms......................................................................60Tender Submission Letter (Form PG3 – 1)..............................................................................61

Tenderer Information Sheet (Form PG3-2)............................................................................65

Price Schedule for Goods (Form PG3-4A)..............................................................................69

Price Schedule for Related Services (Form PG3-4B)................................................................71

Specifications Submission and Compliance Sheet (Form PG3-5).............................................73

Manufacturer’s Authorisation Letter (Form PG3 - 6)..............................................................74

Bank Guarantee for Tender Security (Form PG3 – 7)..............................................................75

Notification of Award (Form PG3 - 9)....................................................................................77

Contract Agreement (Form PG3 -10).....................................................................................78

Bank Guarantee for Performance Security (Form PG3 – 11)...................................................79

Section 6. Schedule of Requirements................................................................................80

Section 7. Technical Specifications...........................................................................84


Section 1. Instructions to Tenderers

A. General

1. Scope of Tender 1.1 The Procuring Entity, as indicated in the Tender Data Sheet (TDS) issues this Tender Document for the supply of Goods and related services incidental thereto, as specified in the TDS and as detailed in Section 6: Schedule of Requirements. The name of the Tender and the number and identification of its constituent lot(s) are stated in the TDS.

1.2 The successful Tenderer shall be required to complete the delivery of the Goods and related services as specified in the General Conditions of Contract.

2. Interpretation 2.1 Throughout this Tender Document

(a) the term “in writing” means communication written by hand or machine duly signed and includes properly authenticated messages by facsimile or electronic mail;

(b) if the context so requires, singular means plural and vice versa; and

(c) “day” means calendar days unless otherwise specified as working days;

(d) “Person” means and includes an individual, body of individuals, sole proprietorship, partnership, company, association or cooperative society that wishes to participate in Procurement proceedings;

(e) “Tenderer” means a Person who submits a Tender;(f) "Tender Document ", means the Document provided by the

Procuring Entity to a Tenderer as a basis for preparation of its Tender;

(g) "Tender", depending on the context, means a Tender submitted by a Tenderer for delivery of Goods and Related Services to the Procuring Entity in response to an Invitation for Tender ;

3. Source of Funds 3.1 The Procuring Entity has been allocated public funds from the source as indicated in the TDS and intends to apply a portion of the funds to eligible payments under the contract for which this Tender Document is issued.

3.2 For the purpose of this provision, “public funds” means any funds allocated to the Procuring Entity under Government budget, or loan, grants and credits placed at the disposal of the Procuring Entity through the Government by the Development Partners or foreign states or organizations.


3.3 Payments by the Development Partner, if so indicated in the TDS, will be made only at the request of the Government and upon approval by the Development Partner in accordance with the applicable Loan/Credit/Grant Agreement, and will be subject in all respects to the terms and conditions of that Agreement.

4. Corrupt, Fraudulent, Collusive, Coercive (or Obstructive in case of Development Partner)Practices

(a) The Government and the Development Partner, if applicablerequires that the Procuring Entity as well as the Tenderers and Suppliers (including their manufacturers, sub-contractors, agents, personnel, consultants, and service providers)shall observe the highest standard of ethics during implementation of procurement proceedings and the execution of Contracts under public funds.

(b) For the purposes of ITT Sub Clause 4.3, the terms set forth below as follows:

(c) “corrupt practice” means offering, giving or promising to give, receiving, or soliciting either directly or indirectly, to any officer or employee of the Procuring Entity or other public or private authority or individual, a gratuity in any form; employment or any other thing or service of value as an inducement with respect to an act or decision or method followed by the Procuring Entity in connection with a Procurement proceeding or Contract execution;

(d) “fraudulent practice” means the misrepresentation or omission of facts in order to influence a decision to be taken in a Procurement proceeding or Contract execution;

(e) “collusive practice” means a scheme or arrangement between two (2) or more Persons, with or without the knowledge of the Procuring Entity, that is designed to arbitrarily reduce the number of Tenders submitted or fix Tender prices at artificial, non-competitive levels, thereby denying the Procuring Entity the benefits of competitive price arising from genuine and open competition;

(f) “Coercive practice” means harming or threatening to harm, directly or indirectly, Persons or their property to influence a decision to be taken in the Procurement proceeding or the execution of a Contract, and this will include creating obstructions in the normal submission process used for Tenders.

(g) “Obstructive practice” (applicable in case of Development Partner) means deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede an investigation into allegations of a


corrupt, fraudulent, coercive or collusive practice; and /or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation.

(h) Should any corrupt, fraudulent, collusive, coercive (or obstructive in case of Development Partner) practice of any kind is determined by the Procuring Entity or the Development Partner, if applicable, this will be dealt in accordance with the provisions of the Public Procurement Act and Rules and Guidelines of the Development Partners as stated in the ITT sub-clause 3.3. In case of obstructive practice, this will be dealt in accordance with Development Partners Guidelines.

(i) If corrupt, fraudulent, collusive, coercive (or obstructive in case of Development Partner)practices of any kind is determined by the Procuring Entity against any Tenderer or Supplier(including its manufacturers, sub-contractors, agents, personnel, consultants, and service providers) in competing for, or in executing, a contract under public fund;:

i. Procuring Entity and/or the Development Partner shall exclude the concerned Tenderer from further participation in the concerned procurement proceedings;

ii. Procuring Entity and/or the Development Partner shall reject any recommendation for award that had been proposed for that concerned Tenderer;

iii. Procuring Entity and/or the Development Partner shall declare, at its discretion, the concerned Tenderer to be ineligible to participate in further Procurement proceedings, either indefinitely or for a specific period of time;

iv. Development Partner shall sanction the concerned Tenderer or individual, at any time, in accordance with prevailing Development Partner’ sanctions procedures, including by publicly declaring such Tenderer or individual ineligible, either indefinitely or for a stated period of time: (i) to be awarded a Development Partner-financed contract; and (ii) to be a nominated sub-contractor, consultant, manufacturer or Supplier, or service provider of an otherwise eligible firm being awarded a Development Partner-financed contract: and

v. Development Partner shall cancel the portion of the loan allocated to a contract if it determines at any time that representatives of the Procuring Entity or of a beneficiary of the loan engaged in corrupt, fraudulent,


collusive, coercive or obstructive practices during the procurement or the execution of that Development Partner financed contract, without the Procuring Entity having taken timely and appropriate action satisfactory to the Development Partner to remedy the situation

4.1 Tenderer shall be aware of the provisions on corruption, fraudulence, collusion, coercion (and obstruction, in case of Development Partner) of the Public Procurement Act, 2006, the Public Procurement Rules, 2008 and others as stated in GCC Clause 6.

4.2 In further pursuance of this policy, Tenderers, Suppliers and their manufacturers, sub-contractors, agents, personnel, consultants, service providers shall permit the Government and the Development Partner to inspect any accounts and records and other documents relating to the Tender submission and contract performance, and to have them audited by auditors appointed by the Government and/or the Development Partner during the procurement or the execution of that Development Partner financed contract.

5. Eligible Tenderers

5.1 This Invitation for Tenders is open to eligible Tenderers from all countries, except for any specified in the TDS.

5.2 Tenderers shall have the legal capacity to enter into the Contract.

5.3 Tenderers may be a physical or juridical individual or body of individuals, or company invited to take part in public procurement or seeking to be so invited or submitting a Tender in response to an Invitation for Tenders.

5.4 Tenderers shall have fulfilled its obligations to pay taxes and social security contributions under the provisions of laws and regulations of the country of its origin.

5.5 Tenderers should not be associated, or have been associated in the past, directly or indirectly, with a consultant or any of its affiliates which have been engaged by the Procuring Entity to provide consulting services for the preparation of the specifications and other documents to be used for the procurement of the Goods to be supplied under this Invitation for Tenders.

5.6 Tenderers in its own name or its other names or also in the case of its Persons in different names, shall not be under a declaration of ineligibility for corrupt, fraudulent, collusive, coercive practices as stated under ITT Sub Clause 4.4 (or obstructive practice, in case of Development Partner) in relation to the Development Partner’s Guidelines in projects


financed by Development Partner.

5.7 Tenderers are not restrained or barred from participating in public Procurement on grounds of execution of defective supply in the past under any Contract.

5.8 Tenderers shall not be insolvent, be in receivership, be bankrupt, be in the process of bankruptcy, be not temporarily barred from undertaking business and it shall not be the subject of legal proceedings for any of the foregoing.

5.9 Government-owned enterprise in Bangladesh may also participate in the Tender if it is legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of the Procuring Entity.

5.10 Tenderers shall provide such evidence of their continued eligibility satisfactory to the Procuring Entity, as the Procuring Entity will reasonably request.

5.11 These requirements for eligibility will extend, as applicable, to Sub-contractor proposed by the Tenderer.

6. Eligible Goods and Related Services

6.1 All goods and related services to be supplied under the contract are eligible, unless their origin is from a country specified in the TDS.

6.2 For purposes of this Clause, the term “goods” includes commodities, raw material, machinery, equipment, and industrial plants; and “related services” includes services such as insurance, transportation, installation, and commissioning, training, and initial maintenance.

For purposes of this clause, “origin” means the country where the goods have been mined, grown, cultivated, produced, manufactured or processed; or through manufacturing, processing, or assembling, another commercially recognized new product results that differs substantially in its basic characteristics from its components.

6.3 The origin of Goods and related services is distinct from the nationality of the Tenderer.

7. Site Visit 7.1 The costs of visiting the Site shall be at the Tenderer’s own expense.

B. Tender Document8. Tender

Document: 8.1 The Sections comprising the Tender Document are listed below

and should be read in conjunction with any addendum issued


General under ITT Clause 11. Section 1 Instructions to Tenderers (ITT) Section 2 Tender Data Sheet (TDS) Section 3 General Conditions of Contract (GCC) Section 4 Particular Conditions of Contract (PCC) Section 5 Tender and Contract Forms Section 6 Schedule of Requirements Section 7 Technical Specifications Section 8 Drawings

8.2 The Procuring Entity is not responsible for the completeness of the Tender Document and their addenda, if these were not purchased directly from the Procuring Entity, or through its agent as specified in the TDS

8.3 Tenderers are expected to examine all instructions, forms, terms, and specifications in the Tender Document as well as in addendum to tender, if any.

9. Clarification of Tender Documents

9.1 A prospective Tenderer requiring any clarification of the Tender Document shall contact the Procuring Entity in writing at the Procuring Entity’s address and within time as specified in the TDS

9.2 The Procuring Entity is not obliged to answer any clarification received after that date requested under ITT Sub Clause 9.1.

9.3 The Procuring Entity shall respond in writing within five (5) working days of receipt of any such request for clarification received under ITT Sub-Clause 9.1

9.4 The Procuring Entity shall forward copies of its response to all those who have purchased the Tender Document, including a description of the enquiry but without identifying its source.

9.5 Should the Procuring Entity deem it necessary to amend the Tender Document as a result of a clarification, it shall do so following the procedure under ITT Clause 11.

10. Pre-Tender Meeting

10.1 To clarify issues and to answer questions on any matter arising in the Tender Document, the Procuring Entity may, if stated in the TDS, hold a pre-Tender Meeting at the place, date and time as specified in the TDS. All Potential Tenderers are encouraged to attend the meeting, if it is held.

10.2 Tenderers are requested to submit any questions in writing so as to reach the Procuring Entity not later than one day prior to the date of the meeting.

10.3 Minutes of the pre-Tender meeting, including the text of the questions raised and the responses given, together with any responses prepared after the meeting, will be transmitted within five (5)working days after holding the meeting to all those who purchased the Tender document and to even those who did not


attend the meeting. Any revision to the Tender Document listed in ITT Sub Clause 8.1 that may become necessary as a result of the pre-Tender meeting will be made by the Procuring Entity exclusively through the issue of an Addendum pursuant to ITT Sub Clause 11 and not through the minutes of the pre-Tender meeting.

10.4 Non-attendance at the pre-Tender meeting will not be a cause for disqualification of a Tenderer.

11.Addendum to Tender Documents

11.1 At any time prior to the deadline for submission of Tenders, the Procuring Entity on its own initiative or in response to a clarification request in writing from a Tenderer, having purchased the Tender Document or as a result of a pre-Tender meeting, may revise the Tender Document by issuing an Addendum.

11.2 The Addendum issued under ITT Sub Clause 11.1 shall become an integral part of the Tender Document and shall have a date and an issue number and shall be circulated by fax, mail or e-mail, to Tenderers who have purchased the Tender Documents within five (5) working days of issuance of such Addendum, to enable Tenderers to take appropriate action.

11.3 The Procuring Entity shall also ensure posting of the relevant addenda with the reference number and date on their websites including notice boards. where the Procuring Entity had originally posted the IFTs

11.4 To give a prospective Tenderer reasonable time in which to take an amendment into account in preparing its Tender, the Procuring Entity may, at its discretion, extend the deadline for the submission of Tenders, pursuant to ITT Clause 37.2.

11.5 If an Addendum is issued when time remaining is less than one-third of the time allowed for the preparation of Tenders, the Procuring Entity shall extend the deadline by an appropriate number of days for the submission of Tenders, depending upon the nature of the Procurement requirement and the addendum. The minimum time for such extension shall not be less than three days.

C. Qualification Criteria

12.General Criteria 12.1 Tenderers shall possess the necessary professional and technical qualifications and competence, financial resources, equipment and other physical facilities, managerial capability, specific experience, reputation, and the personnel, to perform the contract, which entails setting pass/fail criteria, which if not met by the Tenderers, will result in consideration of its Tender as non-responsive.

12.2 In addition to meeting the eligibility criteria, as stated under ITT Clause 5, the Tenderer must satisfy the other criteria as


stated under ITT Clause 13 to 15 inclusive.

12.3 To qualify for multiple number of contracts/lots in a package made up of this and other individual contracts/lots for which Tenders are invited in the Invitation for Tenders, the Tenderer shall demonstrate having resources sufficient to meet the aggregate of the qualifying criteria for the individual contracts. The requirement of general experience as stated under ITT Sub Clause 14.1(a) and specific experience, unless otherwise of different nature, as stated under ITT Sub Clause 14.1(b) shall not be separately applicable for each individual lot.

13. Litigation History

13.1 Litigation history shall comply with the requirement as stated under ITT Sub Clause 15.1(b).

14. Experience Criteria

14.1 Tenderers shall have the following minimum level of supply experience to qualify for supplying the Goods and related Services under the contract:

(a) a minimum number of years of general experience in the supply of Goods and related services as specified in the TDS;

(b) specific experience of satisfactory completion of supply of Goods similar to the proposed goods in at least a number of contract(s)and, each with a minimum value, over the period, as specified in TDS; and

(c) a minimum supply and/or production capacity of Goods as specified in the TDS.

15. Financial Criteria 15.1 Tenderers shall have the following minimum level of financial capacity to qualify for the supply of goods under the contract:

(a) availability of minimum liquid assets i.e. working capital or credit line(s) from any scheduled Bank of Bangladesh, net of other contractual commitments, of the amount as specified in the TDS

(b) Satisfactory resolution of all claims under litigation cases and shall not have serious negative impact on the financial capacity of the Tenderers. All pending litigation shall be treated as resolved against the Tenderers.

16. Subcontractor(s) 16.1 Tenderers may intend to subcontract an activity or portion of the Goods, in which case such elements and the proposed Subcontractor shall be clearly identified.

16.2 The Procuring Entity may require Tenderers to provide more information about their subcontracting arrangements. If any Subcontractor is found ineligible or unsuitable to carry out the subcontracted tasks, the Procuring Entity may request the


Tenderers to propose an acceptable substitute.

16.3 A Subcontractor may participate in more than one Tender, but only in that capacity.

D. Tender Preparation

18.Only One Tender

17.1 If a Tender for Goods is invited for one or more items on an ‘item-by-item’ basis, in such case the offer for each item shall correspond to full quantity under that particular item and each such item shall constitute a Tender. A Tenderer who submits or participates in more than one (1) Tender for each item will cause all the Tenders with that Tenderer’s participation to be rejected.

17.2 If a Tender for Goods is invited for a single lot/package, the single lot/package shall constitute a Tender. Tenderers shall submit only one (1) Tender for the lot/package. Tenderer who submits more than one (1) Tender in the lot/package will cause all the Tenders of that particular Tenderer to be rejected.

17.3 If a Tender for Goods is invited for a number of lots on a “lot-by-lot” basis, each such lot shall constitute a Tender. Tenderers shall submit only one (1) Tender for each lot. Tenderer who submits more than one (1) Tender in one (1) lot of the package will cause all the Tenders of that particular Tenderer to be rejected.

19. Cost of Tendering

18.1 Tenderers shall bear all costs associated with the preparation and submission of its Tender, and the Procuring Entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the Tendering process.

20. Issuance and Sale of Tender Document

19.1 The Procuring Entity shall make Tender Documents available immediately to the potential Tenderers, requesting and willing to purchase at the corresponding price by the date the advertisement has been published in the newspaper.

19.2 There shall not be any pre-conditions whatsoever, for sale of Tender Document and the sale of such Document shall be permitted up to the day prior to the day of deadline for the submission of Tender.

21. Language of Tender

20.1 Tenders shall be written in the English language. Correspondences and documents relating to the Tender may be written in English or Bangla. Supporting documents and printed literature furnished by the Tenderer that are part of the Tender may be in another language, provided they are accompanied by an accurate translation of the relevant passages in the English or Bangla language, in which case, for purposes of interpretation of the


Tender, such translation shall govern.

20.2 Tenderers shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.

22. Contents of Tender

21.1 The Tender prepared by the Tenderer shall comprise the following:

(a) the Tender Submission Letter (Form PG3-1), as stated under with ITT Sub Clause 22.1;

(b) the Tenderer Information as stated under ITT Clauses 5,26 and 27(Form PG3-2);

(c) the priced Schedule for each lot (Form PG3-4A and PG3-4B)as stated under ITT Clauses 22, 24 and 25;

(d) the Tender Security as stated under ITT Clause 31, 32 and 33;

(e) the completed Specifications Submission and Compliance Sheet (Form PG3-5)as stated under ITT clause 27.2;

(f) the alternatives, if permissible, as stated under with ITT Clause 23;

(g) the written confirmation authorising the signatory of the Tender to commit the Tenderer, as stated under ITT Sub Clause 36.3;

(h) the Valid Trade License;

(i) documentary evidence of Tax Identification Number (TIN) and Value Added Tax (VAT) as a proof of taxation obligations as stated under ITT Sub Clause 5.4;

(j) documentary evidence as stated under ITT Clause 26, 27 and 28; establishing the Tenderer’s eligibility, eligibility and conformity of the Goods and related services and, the minimum qualifications of the Tenderers required to be met for due performance of the Goods and related services under the Contract;

(k) documents establishing legal and financial autonomy and compliance with commercial law, as stated under ITT Sub Clause 5.9 in case of government owned entity; and

(l) any other document as specified in the TDS.

23. Tender Submission Letter and Price Schedule

22.1 Tenderers shall submit the Tender Submission Letter (Form PG3-1), which shall be completed without any alterations to its format, filling in all blank spaces with the information requested, failing which the Tender may be rejected as being incomplete.

22.2 Tenderers shall submit the priced Schedule using the form(s) furnished in Section 5: Price Schedule.


22.3 If in preparing its Tender, the Tenderer has made errors in the unit rate or the total price, and wishes to correct such errors prior to submission of its Tender, it may do so, but shall ensure that each correction is initialled by the authorised person of the Tenderer

24.Alternatives 23.1 Unless otherwise stated in the TDS, Technical alternatives shall not be considered.

23.2 Only the technical alternatives, if any, of the lowest evaluated tenderer conforming to the basic technical requirements will be considered by the Procuring Entity.

25. Tender Prices and Discounts

24.1 The prices and discounts quoted by the Tenderer in the Tender Submission Letter (Form PG3-1) and in the Price Schedule (Form PG3-4A and PG3-4B) shall conform to the requirements specified below.

24.2 Tenderers shall fill in unit rates for the items of the Goods both in figures and in words as described in the Price Schedule.

24.3 Tenders are being invited either for one or more items on an ‘item-by-item” basis or for a single lot or for a number of lots on”lot-by-lot’ basis, as specified in the TDS.

24.4 All items or lots in Section 6: Schedule of Requirements must be listed and priced separately on the Price Schedule following the Form PG3-4A and PG3-4B.

24.5 Tenders being invited either for one or more items on an “item-by-item’ basis or for a single lot/package or for number of lots on “lot-by-lot” basis as stated under ITT Sub Clause 24.3, price quoted for an item shall correspond to full quantity under that particular item; otherwise the Tenders shall be considered non-responsive.

24.6 Tenders being invited for a single lot or for a number of lots on ‘lot-by-lot’ basis, price quoted shall correspond to 100% of the items specified for each lot and to 100% of the quantities specified for each item of that particular lot and shall correspond to 100% of the total offered lot value, unless otherwise stated in the TDS. Tenders being invited for a number of lots on “lot-by-lot” basis, the lot not quoting at least eighty (80) percent of the total number of items under that lot and, not representing at least sixty five (65) percent of the equivalent lot value shall be considered non-responsive.

24.7 A Lot Tender not offering minimum number of items of those


being priced based on percentage of the total number of items as specified in the ITT Sub-Clause 24.6 and the corresponding minimum value based on percentage of the total lot value as specified in the ITT Sub-Clause 24.6 shall also be considered non-responsive

24.8 Subject to ITT Sub-Clause 24.6, a Lot tender not offering a particular item which represents more than fifty percent (50%) of the estimated lot value identified by the Procuring Entity and specified in the TDS, even if it complies with the requirement of minimum number of items based on percentage of the total number of items as stated under ITT Sub Clause 24.6, shall be considered non-responsive.

24.9 The price to be quoted in Tender Submission Letter (Form PG3-1) shall be the total price of the Tender, excluding any discounts offered.

24.10Tenderers shall quote any unconditional discounts and the methodology for application of that discount in the Tender Submission Letter as stated under ITT Sub Clause 24.12

24.11 Tenderers wishing to offer any unconditional discount for the award of more than one lot shall specify the discount applicable to each lot, or alternatively, to any combination of lots within the package in their Tender. Discounts will be submitted as stated under ITT Sub Clause 24.11, provided the Tenders for all lots are submitted and opened together.

24.12 All applicable taxes, custom duties, VAT and other levies payable by the Contractor under the Contract, or for any other causes, as of the date twenty-eight (28) days prior to the deadline for submission of Tenders, shall be included in the unit rates and the total Tender price submitted by the Tenderers.

24.13 The price of a Contract shall be fixed in which case the unit prices may not be modified in response to changes in economic or commercial conditions.

27. Tender Currency

25.1 Tenderers shall quote all prices in the Tender Submission Letter and in the Price schedule in Bangladesh Taka (BDT) currency.

28.Documents Establishing the Eligibility of the Tenderer

26.1 Tenderers, if applying as a sole Tenderer, shall submit documentary evidence to establish its eligibility as stated under ITT Clause 5 and, in particular, it shall:(a) complete the eligibility declarations in the Tender

Submission Letter (Form PG3-1); (b) Complete the Tenderer Information (Form PG3-2);(c) Complete Subcontractor Information (Form PG3-3), if it

intends to engage any Subcontractor(s).

29.Documents 27.1 Tenderers shall complete the country of origin declarations in the


Establishing the Eligibility and Conformity of the Goods and Related services

Price Schedule Forms and, submit documentary evidence to establish the origin of all Goods and related services to be supplied under the Contract as stated under ITT Clause 6.

27.2 To establish the conformity of the Goods and related services to the Tender Documents, the Tenderer shall furnish as part of its Tender the documentary evidence that the Goods and related services conform to the technical specifications and standards in Section 7, Technical Specifications.

27.3 Documentary evidence of conformity of the Goods and related services to the Tender Documents may be in the form of literature, drawings, and data, and shall consist of:(a) a detailed description of the essential technical and

performance characteristics of the Goods;(b) An “item-by-item” commentary on the Procuring Entity’s

Technical Specifications demonstrating substantial responsiveness of the Goods and related services to those specifications.

30.Documents Establishing the Tenderer’s Qualifications

28.1 Tenderers shall complete and submit the Tenderer Information (Form PG3-2) and shall include documentary evidence, as applicable to satisfy the following:

(a) general experience in the supply of Goods and related services as stated under ITT Sub Clause 14.1(a), substantiated by the year of Tenderer’s registration/constitution/licensing in its country of origin;

(b) specific experience of satisfactory completion of supply of Goods and related services under public or private sector of similar nature and size as stated under ITT Sub Clause 14.1(b), substantiated by Completion Certificate (s) issued ,or duly certified, by the relevant Procuring Entity(s);

(c) a minimum supply and/or production capacity of Goods and related services as stated under ITT Sub Clause 14.1(c), substantiated by the relevant documents or updated brochures of the supplier and/or manufacturer;

(d) adequacy of minimum liquid assets i.e working capital substantiated by Audit Reports or bank statement or credit line(s) substantiated by any scheduled Bank of Bangladesh in the format as specified (Form PG3-8), without alteration as stated under ITT Sub Clause 15.1(a);

(e) information regarding claims under litigation, current or during the last years as specified in the TDS, in which the Tenderer is involved, the parties concerned, and value of claim as stated under ITT Sub Clause 15.1(b), substantiated by statement in its letter-head pad;


(f) if required in the TDS, a Tenderer that does not manufacture or produce the Goods shall submit the Manufacturer’s Authorization Letter (Form PG3-6);

(g) authority to seek references from the Tenderer’s Bankers or any other sources in its letter-head pad; and

(h) Reports on the financial standing of the Tenderers, such as profit and loss statements and audited balance sheet for the past years as specified in the TDS, substantiated by Audit Reports.

31.Validity Period of Tender

29.1 Tenders shall remain valid for the period specified in the TDS after the date of Tender submission deadline prescribed by the Procuring Entity. A Tender valid for a period shorter than that specified will be considered non- responsive.

32. Extension of Tender Validity and Tender Security

30.1 In exceptional circumstances, prior to the expiration of the Tender Validity period, the Procuring Entity may solicit all the Tenderers’ consent to an extension of the period of validity of their Tenders; provided that those Tenderers have passed the preliminary examination as stated under ITT Sub Clause 47.2.

30.2 The request for extension of Tender Validity period shall state the new date of the validity of the Tender.

30.3 The request and the responses shall be made in writing. Validity of the Tender Security provided under ITT Clause 31 shall also be suitably extended for twenty-eight (28) days beyond the new date for the expiry of the Tender Validity. If a Tenderer does not respond or refuses the request it shall not forfeit its Tender Security, but its Tender shall no longer be considered in the evaluation proceedings. A Tenderer agreeing to the request will not be required or permitted to modify its Tender.

33. Tender Security 31.1 Tenderers shall furnish as part of its Tender, in favour of the Procuring Entity or as otherwise directed on account of the Tenderer, a Tender Security in original form (not copy) and in the amount, as specified in the TDS.

31.2 One Tender Security, in a separate envelope, at the percentage as specified in TDS, of the total value of the items quoted by the Tenderer, shall be submitted, if so indicated that the Tenders for one or more items are invited on an ”item-by-item “basis.

31.3 In case of substitution of the Tender as stated under ITT Clause 42a new Tender Security shall be required in the substituted Tender.

34. Form of Tender security

32.1 The Tender Security shall:


(a) at the Tenderer’s option, be either;

i. in the form of a Bank Draft or Pay Order, or

ii. in the form of an irrevocable unconditional Bank Guarantee issued by any scheduled Bank of Bangladesh, in the format (Form PG3-7), without any alteration, furnished in Section 5: Tender and Contract Forms;

(b) be payable promptly upon written demand by the Procuring Entity in the case of the conditions, as stated under ITT Clause 35.1 being invoked; and

(c) Remain valid for at least twenty-eight (28) days beyond the expiry date of the Tender Validity in order to make a claim in due course against a Tenderer in the circumstances as stated under ITT Clause 35.1.

35.Authenticity of Tender Security

33.1 The authenticity of the Tender Security submitted by a Tenderer may be examined and verified by the Procuring Entity at its discretion in writing from the Bank issuing the security.

33.2 If a Tender Security is found to be not authentic, the Procuring Entity may proceed to take measures against that Tenderer as stated under ITT Sub Clause 4.4.

33.3 A Tender not accompanied by a valid Tender Security will be considered non-responsive.

36. Return of Tender Security

34.1 No Tender Security shall be returned to the Tenderers before contract signing.

34.2 Unsuccessful Tenderer’s Tender Security will be discharged or returned as soon as possible but within twenty-eight (28) days after the expiry of the Tender Validity period as stated under ITT Sub Clause 29.1

34.3 The Tender Security of the successful Tenderer will be discharged upon the Tenderer’s furnishing of the performance security and signing of the Agreement.

37. Forfeiture of Tender Security

35.1 The Tender Security may be forfeited, if a Tenderer:

(a) withdraws its Tender after opening of Tenders but within the validity of the Tender, as stated under ITT Sub Clause 29 and 30; or

(b) refuses to accept a Notification of Award, as stated under ITT Sub Clause 61.3; or

(c) fails to furnish performance security, as stated under ITT Sub Clause 62.1; or

(d) refuses to sign the Contract, as stated under ITT Sub Clause 67.2; or


(e) does not accept the correction of the Tender price following the correction of arithmetic errors, as stated under ITT Sub Clause 51.

38. Format and Signing of Tender

36.1 Tenderers shall prepare one (1) original of the documents comprising the Tender as described in ITT Clause 21 and clearly mark it “ORIGINAL”. In addition, the Tenderer shall prepare the number of copies of the Tender, as specified in the TDS and clearly mark each of them “COPY”. In the event of any discrepancy between the original and the copies, the original shall prevail.

36.2 Alternatives, if permitted under ITT Clause 23, shall be clearly marked “Alternative”.

36.3 The original and each copy of the Tender shall be typed or written in indelible ink and shall be signed by the Person duly authorized to sign on behalf of the Tenderer. This Tender specific authorization shall be attached to the Tender Submission Letter (Form PG3-1). The name and position held by each Person(s) signing the authorization must be typed or printed below the signature. All pages of the original and of each copy of the Tender, except for un-amended printed literature, shall be numbered sequentially and signed by the person signing the Tender.

36.4 Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialled by the Person(s) signing the Tender.

E. Tender Submission

39. Sealing, Marking and Submission of Tender

37.1 Tenderer shall enclose the original in one (1) envelope and all the copies of the Tender, including the alternative , if permitted under ITT Clause 23 in another envelope, duly marking the envelopes as “ORIGINAL (O)” “ALTERNATIVE (A)” (if permitted) and “COPY.” These sealed envelopes will then be enclosed and sealed in one (1) single outer envelope.

37.2 The inner and outer envelopes shall:

(a) be addressed to the Procuring Entity as stated under ITT Sub Clause 38.1;

(b) bear the name of the Tender and the Tender Number as stated under ITT Sub Clause 1.1;

(c) bear the name and address of the Tenderer;

(d) bear a statement “DO NOT OPEN BEFORE…” the time and date for Tender opening, as stated under ITT Sub Clause 44.1


(e) bear any additional identification marks as specified in the TDS37.3 Tenderers are solely and entirely responsible for pre-disclosure of

Tender information if the envelope(s) are not properly sealed and marked.

37.4 Tenders shall be delivered by hand or by mail, including courier services to location as designated in the ITT Sub Clause 38.1.

37.5 The Procuring Entity will, on request, provide the Tenderer with a receipt showing the date and time when it’s Tender was received.

40.Deadline for Submission of Tenders

38.1 Tenders shall be delivered to the Procuring Entity at the address specified in the TDS and not later than the date and time specified in the TDS.

38.2 The Procuring Entity may, at its discretion, extend the deadline for submission of Tender as stated under ITT Sub Clause 37.1, in which case all rights and obligations of the Procuring Entity and Tenderers previously subject to the deadline will thereafter be subject to the new deadline as extended.

38.3 If submission of Tenders is allowed in more than one location, the date and time, for submission of Tenders for both the primary and the secondary place(s), shall be the “same and not different” as specified in the TDS.

38.4 The Procuring Entity shall ensure that the Tenders received at the secondary place(s) are hand-delivered at the primary place as stated under ITT Sub Clause 38.1, within THREE (3) HOURS after the deadline for submission of Tenders at the secondary place (s), in case of MULTIPLE DROPPING as stated under ITT Sub Clause 38.3, as specified in the TDS.

41. Late Tender 39.1 Any Tender received by the Procuring Entity after the deadline for submission of Tenders as stated under ITT Sub Clause 38.1, shall be declared LATE and returned unopened to the Tenderer.

42.Modification, Substitution or Withdrawal of Tenders

40.1 Tenderers may modify, substitute or withdraw its Tender after it has been submitted by sending a written notice duly signed by the authorised signatory properly sealed, and shall include a copy of the authorisation; provided that such written notice including the affidavit is received by the Procuring Entity prior to the deadline for submission of Tenders as stated under ITT Sub Clause 38.1.

43. Tender Modification

41.1 Tenderers shall not be allowed to retrieve its original Tender, but shall be allowed to submit corresponding modification to its original Tender marked as “MODIFICATION”.

44. Tender Substitution

42.1 Tenderers shall not be allowed to retrieve its original Tender, but shall be allowed to submit another Tender marked as “SUBSTITUTION”.


45.Withdrawal of Tender

43.1 Tenderers shall be allowed to withdraw its Tender by a Letter of Withdrawal marked as “WITHDRAWAL”.

F. Tender Opening and Evaluation

46. Tender Opening 44.1 Tenders shall be opened immediately after the deadline for submission of Tenders at the primary place as specified in the TDS but not later than ONE HOUR after expiry of the submission deadline at the same primary place unless otherwise stated under ITT Sub Clause 44.2.

44.2 If submission of Tenders is allowed in more than one location as stated under ITT Sub Clause 38.3 and 38.4, Tenders shall be opened, immediately after receipt of Tenders from all the secondary place(s), at the primary place.

44.3 Persons not associated with the Tender may not be allowed to attend the public opening of Tenders.

44.4 Tenderers’ representatives shall be duly authorized by the Tenderer. Tenderers or their authorised representatives will be allowed to attend and witness the opening of Tenders, and will sign a register evidencing their attendance.

44.5 The authenticity of withdrawal or substitution of, or modifications to original Tender, if any made by a Tenderer in specified manner, shall be examined and verified by the Tender Opening Committee (TOC) based on documents submitted under ITT Sub Clause 40.1.

44.6 Ensuring that only the correct (M), (S), (A),(O) envelopes are opened, details of each Tender will be dealt with as follows:

(a) the Chairperson of the TOC will read aloud each Tender and record in the Tender Opening Sheet (TOS);

(i) the name and address of the Tenderer;

(ii) state if it is a withdrawn, modified, substituted, or original Tender;

(iii) the Tender price;

(iv) any discounts;

(v) any alternatives;

(vi) the presence or absence of any requisite Tender Security; and

(vii) such other details as the Procuring Entity, at its discretion, may consider appropriate;

(b) only discounts and alternative read aloud at the Tender


opening will be considered in evaluation;

(c) all pages of the original version of the Tender, except for un-amended printed literature, will be initialled by members of the TOC.

44.7 Upon completion of Tender opening, all members of the TOC and the Tenderers or Tenderer’s duly authorised representatives attending the Tender opening shall sign by name, address, designation, the TOS, copies of which shall be issued to the Head of the Procuring Entity or an officer authorised by him or her and also to the members of the Tender Opening Committee and any authorised Consultants and, to the Tenderers immediately

44.8 The omission of a Tenderer’s signature on the record shall not invalidate the contents and effect of the record under ITT Sub-Clause 44.7.

44.9 No Tender will be rejected at the Tender opening stage except the LATE Tenders as stated in the ITT Clause 39.

48. Evaluation of Tenders

45.1 Tenders shall be examined and evaluated only on the basis of the criteria specified in the Tender Document.

45.2 Tender Evaluation Committee (TEC) shall examine, evaluate and compare Tenders that are responsive to the requirements of Tender Documents in order to identify the successful Tenderer.

49. Evaluation process

46.1 TEC may consider a Tender as responsive in the Evaluation, only if it is submitted in compliance with the mandatory requirements set out in the Tender Document. The evaluation process should begin immediately after tender opening following four steps:

(a)Preliminary Examination;

(b)Technical Examinations and Responsiveness;

(c)Financial evaluation and price comparison;

(d)Post-qualification of the lowest evaluated responsive Tenders.

50. Preliminary Examination

47.1 TEC shall examine the Tenders to confirm that all documentation as stated under ITT Clause 21 has been provided, to determine the completeness of each document submitted

47.2 TEC shall confirm that the following documents and information have been provided in the tender. If any of these documents or information is missing, the offer shall be rejected;

(a) Tender Submission Letter;


(b) Priced Schedule;

(c) Written confirmation authorizing the signatory of the Tender to commit the Tenderer; and

(d) Valid Tender Security.

51. Technical Examinations and Responsiveness

48.1 TEC’s determination of a Tender’s responsiveness is to be based on the contents of the Tender itself without recourse to extrinsic evidence.

48.2 A responsive Tender is one that conforms in all respects to the requirements of the Tender Document without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that:

(a) affects in any substantial way the scope, quality, or performance of the Goods and related services specified in the Contract; or

(b) limits in any substantial way, or is inconsistent with the Tender Documents, the Procuring Entity’s rights or the Tenderer’s obligations under the Contract; or

(c) if rectified would unfairly affect the competitive position of other Tenderers presenting responsive tenders.

During the evaluation of Tenders, the following definitions shall apply:

“Deviation” is a departure from the requirements specified in the Tender Document;

“Reservation” is the setting of limiting conditions or withholding from complete acceptance of the requirements specified in the Tender Document; and

“Omission” is the failure to submit part or all of the information or documentation required in the Tender Document.

48.3 If a Tender is not responsive to the mandatory requirements set out in the Tender Document, shall not subsequently be made responsive by the Tenderer by correction of the material deviation, reservation, or omission.

48.4 There shall be no requirement as to the minimum number of responsive tenders.

48.5 There shall be no automatic exclusion of Tenders which are above or below the official estimate.

48.6 TEC will examine the adequacy and authenticity of the documentary evidence which may follow the order below:

(a) verification of the completeness of the country of origin


declaration in the Price Schedule for Goods and related services (Form PG3-4A and 4B) to determine the eligibility of the Goods and related services.

(b) verification and examination of the documentary evidence and completed Specification Submission Sheet (Form PG3-5) to determine the conformity of the Goods and related services.

(c) verification and examination of the documentary evidence that the Tenderer’s qualifications conform to the Tender Document and the Tenderer meets each of the qualification criterion specified in Subsection C, Qualification Criteria.

48.7 Provided that a Tender is responsive, TEC may request that the Tenderer submit the necessary information or documentation, within a reasonable period of time, to rectify nonmaterial nonconformities or omissions in the Tender related to documentation requirements. Such omission shall not be related to any aspect of the rates of the Tender reflected in the completed Price Schedule or any mandatory criteria. Failure of the Tenderer to comply with the request may result in the consideration of its Tender as non-responsive.

48.8 The TEC may regard a Tender as responsive even if it contains;

(a) minor or insignificant deviations which do not meaningfully alter or depart from the technical specifications, characteristics and commercial terms and, conditions or other mandatory requirements set out in the Tender Document; or

(b) errors or oversights, that if corrected, would not alter the key aspects of the Tender,

52. Clarification on Tender

49.1 TEC may ask Tenderers for clarification of their Tenders, in order to facilitate the examination and evaluation of Tenders. The request for clarification by the TEC and the response from the Tenderer shall be in writing, and Tender clarifications which may lead to a change in the substance of the Tender or in any of the key elements of the Tender as stated under ITT Sub Clause 49.2, will neither be sought nor be permitted.

49.2 Change in the Tender price shall not be sought or permitted, except to confirm correction of arithmetical errors discovered by the Procuring Entity in the evaluation of the Tender, as sated under ITT Clause 51.

49.3 Any request for clarifications by the TEC shall not be directed towards making an apparently non-responsive Tender responsive and reciprocally the response from the concerned


Tenderer shall not be articulated towards any addition, alteration or modification to its Tender.

49.4 If a Tenderer does not provide clarifications of its Tender by the date and time set in the TEC’s written request for clarification, its Tender shall not be considered in the evaluation.

53. Restrictions on the Disclosure of Information

50.1 Following the opening of Tenders until issuance of Notification of Award no Tenderer shall, unless requested to provide clarification to its Tender or unless necessary for submission of a complaint, communicate with the concerned Procuring Entity.

50.2 Tenderers shall not seek to influence in anyway, the examination and evaluation of the Tenders.

50.3 Any effort by a Tenderer to influence a Procuring Entity in its decision concerning the evaluation of Tenders, Contract awards may result in the rejection of its Tender as well as further action in accordance with Section 64 (5) of the Public Procurement Act 2006.

50.4 All clarification requests shall remind Tenderers of the need for confidentiality and that any breach of confidentiality on the part of the Tenderer may result in their Tender being non-responsive.

54. Correction of Arithmetical Errors

51.1 Provided that the Tender is responsive, TEC shall correct arithmetical errors on the following basis:

(a) If there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected, unless in the opinion of the TEC there is an obvious misplacement of the decimal point in the unit price, in which case the total price as quoted will govern and the unit price will be corrected;

(b) If there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and

(c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above.

51.2 TEC shall correct the arithmetic errors and shall promptly notify the concerned Tenderer(s), if the Tenderer does not accept the correction of arithmetic errors, its Tender shall be rejected.


55. Financial Evaluation

52.1 TEC will evaluate each Tender that has been determined, up to this stage of the evaluation, to be responsive to the requirements set out in the Tender Document.

52.2 To evaluate a Tender, TEC will consider the following:

(a) Tender price for Item(s) or Lot

(b) adjustment for correction of arithmetical errors as stated under ITT Sub Clause 51.2;

(c) adjustment for application of the methodology for determining the equivalent lot value, as stated under ITT Sub Clause 23.8, if any;

(d) adjustment for application of the economic factors, as stated under ITT Sub Clause 52.6, if any;

(e) adjustment in order to take into consideration the unconditional discounts and methodology for application of the discount offered for being awarded more than one lot, as stated under ITT Sub Clauses 24.11 and 24.12, if any.

52.3 Variations, deviations, alternatives and other factors which are in excess of the requirements of the Tender Document or otherwise result in unsolicited benefits for the Procuring Entity will not be taken into account in Tender evaluation

52.4 If so indicated in the ITT Sub Clause 24.3 the TEC may award one or multiple lots to one Tenderer following the methodology specified in ITT Sub Clause 52.5

52.5 To determine the lowest-evaluated lot or combination of lots, the TEC will take into account:

(a) the lowest-evaluated Tender for each item(s) or lot, as applicable.

(b) the resources sufficient to meet the qualifying criteria for the individual lot or aggregate of the qualifying criteria for the multiple lots; and

(c) the price reduction on account of discount per lot or combination of lots and the methodology for application of the discount as offered by the Tenderer in its Tender.

52.6 The Procuring Entity’s evaluation of a Tender may require the consideration of other factors, in addition to the Tender price quoted as stated under ITT Clause 24. The effect of the factors selected, if any, shall be expressed in monetary terms to facilitate comparison of Tenders. The factors, methodologies and criteria to be used shall be as specified in TDS. The applicable economic factors, for the purposes of evaluation of Tenders shall


be:

(a) adjustment for deviations in the Delivery and Completion Schedule;

(b) cost of major replacement components, mandatory spare parts and service.

52.7 If the winning lot is missing some item(s), as stated under ITT Sub Clause 23.8, comprising twenty(20) percent or less number of items in the lot, the Procuring Entity may procure those missing item(s) from the other responsive Tenderer(s)quoting the lowest price for the missing item(s).

52.8 TEC may recommend to increase the amount of the Performance Security above the amounts as stated under ITT Sub Clause 62.1 but not exceeding twenty-five (25) percent of the Contract Price, if in the opinion of the TEC, it is found that the Tender is significantly below the updated official estimated cost.

56.Assessing the Price of unpriced Items

53.1 If it is so permitted under ITT Clause 24, any Tenderer offered only eighty percent (80%) the items of a lot as stated under ITT Sub-Clause 24.7; the TEC shall calculate the total lot value by adding up the average prices offered by other responsive Tenderers for the missing items to establish the winning lot Tender.

53.2 If the winning lot is missing some items as stated under ITT Sub Clause 53.1, comprising less than twenty percent (20%), the Procuring Entity may procure the missing items from the Tenderer offering the least cost for those remaining items.

57. Price Comparison

54.1 TEC shall compare all responsive Tenders to determine the lowest-evaluated Tender, as stated under ITT Clause 52.

54.2 In the extremely unlikely event that there is a tie for the lowest evaluated price, the Tenderer with the superior past performance with the Procuring Entity shall be selected, whereby factors such as delivery period, quality of Goods delivered, complaints history and performance indicators could be taken into consideration.

54.3 In the event that there is a tie for the lowest price and none of the Tenderers has the record of past performance with the Procuring Entity, then the Tenderer shall be selected, subject to firm confirmation through the Post-qualification process described in ITT Clause 55, after consideration as to whether the quality of Goods that is considered more advantageous by the end-users.

54.4 The successful Tenderer as stated under ITT Sub Clauses 53.1,


53.2 and 53.3 shall not be selected through lottery under any circumstances.

58.Negotiation 55.1 No negotiations shall be held during the Tender evaluation or award, with the lowest or any other Tenderer.

59. Post-qualification

56.1 The determination on Post-qualification shall be based upon an examination of the documentary evidence of the Tenderer’s eligibility and qualifications submitted by the Tenderer as stated under ITT Clause 26 and 28, clarifications as stated under ITT Clause 49 and the qualification criteria as stated under ITT Clause 12,13,14 and 15. Factors not included therein shall not be used in the evaluation of the Tenderer’s qualification.

56.2 An affirmative determination shall be a prerequisite for award of the Contract to the Tenderer. A negative determination shall result in rejection of the Tenderer’s tender, in which event the TEC shall proceed to the next lowest evaluated tender to make a similar determination of that Tenderer’s capabilities to perform the Contract satisfactorily, if awarded.

56.3 TEC may verify information contained in the Tender by visiting the premises of the Tenderer as a part of the post qualification process, if practical and appropriate.

60. Procuring Entity’s Right to Accept any or to Reject Any or All Tenders

57.1 The Procuring Entity reserves the right to accept any Tender or to reject any or all the Tenders any time prior to contract award and, to annul the Procurement proceedings with prior approval of the Head of the Procuring Entity, any time prior to the deadline for submission of Tenders following specified procedures, without thereby incurring any liability to Tenderers, or any obligations to inform the Tenderers of the grounds for the Procuring Entity’s action.

61. Rejection of All Tenders

58.1 The Procuring Entity may, in the circumstances as stated under ITT Sub Clause 57.2, reject all Tenders following recommendations from the TEC only after the approval of such recommendations by the Head of the Procuring Entity.

58.2 All Tenders can be rejected, if -

(a) the price of the lowest evaluated Tender exceeds the official estimated cost, provided the estimate is realistic; or

(b) there is evidence of lack of effective competition; such as non-participation by a number of potential Tenderers; or

(c) the Tenderers are unable to propose completion of the delivery within the stipulated time in its offer, though the stipulated time is reasonable and realistic; or

(d) all Tenders are non-responsive; or


(e) evidence of professional misconduct, affecting seriously the Procurement process, is established pursuant to Rule 127 of the Public Procurement Rules, 2008.

58.3 Notwithstanding anything contained in ITT Sub Clause 57.2 Tenders may not be rejected if the lowest evaluated price is in conformity with the market price.

62. Informing Reasons for Rejection

59.1 Notice of the rejection will be given promptly within seven (7) working days of decision taken by the Procuring Entity to all Tenderers and, the Procuring Entity will, upon receipt of a written request, communicate to any Tenderer the reason(s) for its rejection but is not required to justify those reason(s).

G. Contract Award

63.Award Criteria 60.1 The Procuring Entity shall award the Contract to the Tenderer whose Tender is responsive to the Tender Document and that has been determined to be the lowest evaluated Tender, provided further that the Tenderer is determined to be Post-qualified as stated under ITT Clause 55.

60.2 Tenderers will not be required, as a condition for award, to undertake responsibilities not stipulated in the Tender documents, to change its price, or otherwise to modify its Tender.

64. Procuring Entity’s Right to Vary Quantities

61.1 The Procuring Entity, within the amount approved, reserves the right at the time of Contract Award to increase or decrease the quantity per item of Goods and related Services originally specified in Section 6: Schedule of Requirements, provided this does not exceed the percentage specified in the TDS, and without any change in the unit prices or other terms and conditions of the Tender and the Tender Document.

65.Notification of Award

62.1 Prior to the expiry of the Tender Validity period and within one (1) week of receipt of the approval of the award by the Approving Authority, the Procuring Entity shall issue the Notification of Award (NOA) to the successful Tenderer(s).

62.2 The NOA, attaching the contract as per the sample (Form PG3-9) to be signed, shall state:

(a) the acceptance of the Tender by the Procuring Entity;

(b) the price at which the contract is awarded;

(c) the amount of the Performance Security and its format;

(d) the date and time within which the Performance Security shall be furnished; and

(e) the date and time within which the contract shall be


signed.

62.3 The NOA shall be accepted in writing by the successful Tenderer within seven (7) working days from the date of its issuance.

62.4 In the event, the Tenders were invited for one (1) or more items on an “item-by-item” basis, contract(s) will comprise the corresponding item(s)awarded to the successful Tenderer(s) and, Contract(s) will be signed per each of the successful Tenderer(s),covering the corresponding item(s).

62.5 In the event, the Tenders were invited for a single lot , contract will comprise the corresponding items in the lot awarded to the successful Tenderer and, Contract will be signed with the successful Tenderer of the lot, covering the item(s).

62.6 In the event, the Tenders were invited for a number of lots on a “lot-by-lot” basis, contracts will comprise the corresponding items in a lot awarded to the successful Tenderer(s) and, Contract(s) will be signed per each of the successful Tenderer(s) per lot, covering the corresponding item(s).

62.7 Until a formal contract is signed, the NOA shall constitute a Contract, which shall become binding upon the furnishing of a Performance Security and the signing of the Contract by both parties.

66. Performance Security

63.1 Performance Security shall be provided by the successful Tenderer in BDT currency, of the amount as specified in the TDS.

63.2 The proceeds of the Performance Security shall be payable to the Procuring Entity unconditionally upon first written demand as compensation for Supplier’s failure to complete its obligations under the Contract.

63.3 In the event a Government owned enterprise as stated under ITT Sub Clause 5.10 is the successful Tenderer, there shall be Security Deposit as specified in the TDS, in lieu of the Performance Security, as stated under ITT Sub Clause 62.1.

67. Form and Time Limit for Furnishing of Performance Security

64.1 The Performance Security shall be in the form of a Bank Draft, Pay Order or an irrevocable unconditional Bank Guarantee in the format (Form PG3-11), without any alteration, issued by any scheduled Bank of Bangladesh acceptable to the Procuring Entity.

64.2 Within fourteen (14) days from the date of receipt of the NOA but not later than the date specified therein, the successful Tenderer shall furnish the Performance Security for the due


performance of the Contract in the amount specified under ITT Sub Clause 62.1.

68.Validity of Performance Security

65.1 The Performance Security shall be required to be valid until a date twenty-eight (28) days beyond the date of completion of the Supplier’s performance obligations under the Contract, including any warranty obligations.

69.Authenticity of Performance Security

66.1 The Procuring Entity shall verify the authenticity of the Performance Security submitted by the successful Tenderer by sending a written request to the branch of the Bank issuing the Pay Order, Bank Draft or irrevocable unconditional Bank Guarantee in specified format.

70. Contract Signing 67.1 At the same time as the Procuring Entity issues the NOA, the Procuring Entity shall send the draft Contract Agreement and all documents forming the Contract to the successful Tenderer(s).

67.2 Within twenty-eight (28) days of the issuance of NOA, the successful Tenderer(s) and the Procuring Entity shall sign the contract.

67.3 Failure of the successful Tenderer(s) to furnish the Performance Security, as stated under ITT Sub Clause 62.1, or sign the Contract, as stated under ITT Sub Clause 66.2, shall constitute sufficient grounds for the annulment of the award and forfeiture of the Tender Security. In that event the Procuring Entity may award the Contract to the next lowest evaluated responsive Tenderer(s), who is determined by the TEC to be qualified to perform the Contract satisfactorily.

71. Publication of Notification of Award of Contract

68.1 The NOA for Contract of Taka one crore and above shall be notified by the Procuring Entity to the Central Procurement Technical Unit within 7(seven) days of its issuance for publication in their website, and that notice shall be kept posted for not less than a month.

68.2 The NOA for Contract below Taka one crore, shall be published by the Procuring Entity on its Notice Board and where applicable on the website of the Procuring Entity and that notice shall be kept posted for not less than a month.

72.Debriefing of Tenderers

69.1 Debriefing of Tenderers by the Procuring Entity shall outline the relative status and weakness only of his or her Tender requesting to be informed of the grounds for not accepting the Tender submitted by him or her, without disclosing information about any other Tenderer.


69.2 In the case of debriefing confidentiality of the evaluation process shall be maintained.

73.Adjudicator 70.1 The Procuring Entity proposes the person named in the TDS to be appointed as Adjudicator under the Contract, at an hourly fee and for those reimbursable expenses as specified in the TDS.

74. Right to Complain 71.1 Tenderer has the right to complain in accordance with the Public Procurement Act 2006 and the Public Procurement Rules, 2008.


Section 2. Tender Data Sheet

Instructions for completing the Tender Data Sheet are provided, as needed, in the notes in italics and under lined mentioned for the relevant ITT clauses.

ITT Clause Amendments of, and Supplements to, Clauses in the Instruction to Tenderers

A. General

ITT 1.1 The Procuring Entity is:

Project DirectorIntroduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project


The Name of the Tender is: “Supply and Installation of Enterprise Resources Planning Tools for Teletalk Bangladesh Limited”

Invitation for Tender No: ……………………………..Tender Lot No: Single Lot

Tender Ref: As mentioned in Tender Invitation Notice

ITT 3.1 The source of public fund is GOB

ITT3.3 The name of the Development Partner is: Not Applicable

ITT5.1 Tenderers from the following countries are not eligible: Israel

ITT 6.1 Goods and related Services from the following counties are not eligible: Israel

B. Tender Document

ITT8.2 The following are authorised agents/offices of the Procuring Entity for the purpose of issuing the Tender Document: Office of the Project DirectorIntroduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project


Telephone: +8802-9851514, Fax No.:+8802-9885635


ITT 9.1 For clarification of Tender Document purposes only, the Procuring Entity’s address is:Project DirectorIntroduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project


Telephone: +8802-9851514, Fax No.:+8802-9885635

ITT10.1 A Pre- Bid meeting will be held on: as mentioned in Tender Invitation Notice.

C. Qualification Criteria

ITT 14.1(a) The minimum of years of general experience of the Tenderer in the Supply of Goods and related services as Supplier shall be 5 (five) years.

[years counting backward from the date of publication of IFT in the newspaper]

ITT 14.1(b) (a) The minimum specific experience as Supplier of Enterprise Resource Planning (ERP) in supply and implementation of at least 3(three) contracts successfully completed within the last 5 (five) years, each with a value of at least Tk. 125 lakh. and,(b) User’s Certificates from minimum 1 (one) user for the Enterprise Resource Planning (ERP) system within the last 3 (three) years. Factory tests, Provisional Acceptance test, Laboratory Test and/or Pilot Project Test Certificates are not acceptable. In each certificate, the following points must be clearly mentioned-

i. The date of putting the system into commercial operation. ii. That the system is running satisfactorily for at least 2 (two) years. iii. Certificate must contain the issue date, period of satisfactory operation,

name and contact number of the issuing authority which will be in the letter head pad.

iv. The certificate issuing authority must be a Telecom Operator. Such User Certificates shall be in English or originally in any other language accompanied by “legally authorized translation in English”.

[years counting backward from the date of publication of IFT in the newspaper]

ITT 14.1(c) The minimum supply and/or production capacity of Goods is/ are:

None

ITT 15.1(a) The minimum amount of liquid assets i.e working capital or credit line(s) of the Tenderer shall be Tk 385.00 Lakh

D. Preparation of Tender

ITT21.1(l) The Tenderer shall submit with its Tender the following additional documents:

1. Tender document purchase receipt.

2. Signed/initialled and stamped in each page of the purchased tender document by the authorised signatory.


3. Technical Documents/Brochures, catalogues etc. of all the proposed equipment.

4. “Schedule of Compliance” stating compliance of all clauses of Section-7 of the Tender Document.

5. Documentary Evidences supporting Liquidity Assets / Working Capital / Credit Lines issued from any Schedule Bank of Bangladesh

ITT23.1 Alternatives will not be permitted.

ITT24.3 Single Lot

ITT 24.6 Price quoted for each lot shall correspond at least to 100% of the items spe-cified for each lot and correspond at least to 100% of the total lot value:

ITT 24.8 The price for the following particular item must be quoted by the TenderersAll items as stated in Section 6: Schedule of Requirements must be quoted by the Tenderers.

ITT 28.1(e) The required information regarding claims under litigation shall be current or during the last 1 (one) year.

ITT 28.1(f) Manufacturer’s Authorisation is required only for the following items:

Software for Enterprise Resources Planning Tools

ITT 28.1(h) The required reports on the financial standing, such as profit and loss state-ments and audited balance sheet: Yes

ITT 29.1 The Tender Validity period shall be 120 days.

ITT 31.1 The amount of the Tender Security shall be TK 10.00 lakh

ITT 31.2 Not Applicable

ITT36.1 In addition to the original, 1(one) copy of the Tender and 1 (one) soft copy (CD) of Priced BoQ part shall be submitted.

E. Submission of Tender

ITT 37.2 The inner and outer envelopes shall bear the following additional identification marks:

Mark “Inner” for Inner Envelop and “Outer” for outer envelop.

On each envelop, bidder shall write at least the Tender Name and Ref. Number with Bidder’s Name & Address.

ITT 38.1 For Tender submission purposes, the Procuring Entity’s address is:

Project DirectorIntroduction of 3G Technology and Expansion of 2.5G Network (Phase-II) Project



Telephone: +8802-9851514, Fax No.: +8802-9885635

The deadline for submission of Tenders is :

Time & Date: As mentioned in the Tender Invitation Notice or in subsequent corrigendum (if any).

ITT 38.3 For Tender submission purposes only, the Procuring Entity’s address is:

Multi dropping is not allowed/not applicable.in case of multiple dropping state below the addresses of the PRIMARY PLACE and SECONDARY PLACES with Time and Date]The deadline for the submission of Tenders is: Time & Date:Attention: :[ state full name with designation of the person]Address (PRIMARY PLACE ): Not Applicable

[state detail address including floor and room number]

Attention: :[ state full name with designation of the person]Address (SECONDARY PLACES): Not Applicable

[state detail address including floor and room number]

ITT 38.4 The deadline for hand-delivering of the Tenders at the PRIMARY PLACE from SECONDARY PLACE is:“Not Applicable”

F. Opening and Evaluation of Tenders

ITT44.1 The Tender opening shall take place at :

Office of the Project DirectorIntroduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project


Telephone: +8802-9851514, Fax No.: +8802-9885635

ITT 52.6 The applicable economic factors, for the purposes of evaluation of Tenders shall be: Not Applicable


G. Award of Contract

ITT61.1 The maximum percentage by which quantities per item may be increased is 15% at the time of Contract Award.

The maximum percentage by which quantities per item may be decreased is 15% at the time of Contract Award.

ITT63.1 The amount of Performance Security shall be ten (10) percent of the Contract Price.

ITT 63.3 The Security Deposit shall be deducted @ ten (10) percent from the successful Tenderer’s payable invoices during Contract implementation, if awarded the Contract.

ITT 70.1 The Adjudicator proposed by the Procuring Entity is President IEB or his nominated member of IEB. The hourly fee shall be as per IEB Rules and the reimbursable expenses shall be limited to the amount to be decided by the concern part of IEB.

The biographical data of the Adjudicator is: Running President of IEB.


Section 3. General Conditions of Contract

1. Definitions 1.1 In the Conditions of Contract, which include Particular Conditions and these General Conditions, the following words and expressions shall have the meaning hereby assigned to them. Boldface type is used to identify the defined term:

(a) Adjudicator is the expert appointed jointly by the Procuring Entity and the Contractor to resolve disputes in the first instance, as provided for in GCC Sub Clause 42.2.

(b) Completion Schedule means the fulfilment of the Related Services by the Supplier in accordance with the terms and conditions set forth in the Contract;

(c) Contract Agreement means the Agreement entered into between the Procuring Entity and the Supplier, together with the Contract Documents referred to therein, including all attachments, appendices, and all documents incorporated by reference therein;

(d) Contract Documents means the documents listed in the Contract Agreement, including any amendments thereto;

(e) Contract Pricemeans the price stated in the Notification of Award and thereafter as adjusted in accordance with the provisions of the Contract;

(f) Cost means all expenditures reasonably incurred or to be incurred by the Contractor, whether on or off the point of delivery, including overhead, taxes, duties, fees and such other similar levies including corresponding incidental charges and premiums for banking and insurances, as applicable.

(g) Day means calendar days unless otherwise specified as working days;

(h) Delivery means the transfer of ownership of the Goods from the Supplier to the Procuring Entity in accordance with the terms and conditions set forth in the Contract;

(i) Force Majeure means an event or situation beyond the control of the Supplier that is not foreseeable, is unavoidable, and its origins not due to negligence or lack of care on the part of the Contractor; such events may include, but not be limited to, acts of the Government in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes or more as included in GCC Clause 36;

(j) GCC mean the General Conditions of Contract;

(k) Goods means raw materials, products and equipment and


objects in solid, liquid or gaseous form, electricity, and related Services if the value of such Services does not exceed that of the Goods themselves;

(l) Government means the Government of the People’s Republic of Bangladesh;

(m) Head of the Procuring Entity means the Secretary of a Ministry or a Division, the Head of a Government Department or Directorate; or the Chief Executive; or as applicable, Divisional Commissioner, Deputy Commissioner, Zilla Judge; or by whatever designation called, of a local Government agency, an autonomous or semi-autonomous body or a corporation, or a corporate body established under the Companies Act;

(n) Procuring Entity meansa Entity having administrative and financial powers to undertake Procurement of Goods, Works or Services using public funds, as specified in the PCC;

(o) Related Servicesmeans Services linked to the supply of Goods contracts;

(p) PCC means the Particular Conditions of Contract;

(q) Subcontractormeans any natural person, private or government entity, or a combination of the above, to whom any part of the Goods to be supplied or execution of any part of the Related Services is subcontracted by the Supplier;

(r) Supplier means a Person under contract with a Procuring Entity for the supply of Goods and related services under the Act;

(s) Site means the point(s) of delivery named in the PCC

(t) Writing means communication written by hand or machine duly signed and includes properly authenticated messages by facsimile or electronic mail.

2. Interpretation 2.1 In interpreting the GCC, singular also means plural, male also means female or neuter, and the other way around. Headings in the GCC shall not be deemed part thereof or be taken into consideration in the interpretation or construction thereof or of the Contract. Words have their normal meaning under the English language unless specifically defined.

2.2 Entire Agreement( The Contract constitutes the entire agreement between the Procuring

Entity and the Supplier and supersedes all communications, negotiations and agreements (whether written or oral) of parties with respect thereto made prior to the date of Contract Agreement; except those stated under GCC Sub Clause 7.1(i).


2.3 Amendment( No amendment or other variation of the Contract shall be valid unless it

is in writing, is dated, expressly refers to the Contract, and is signed by a duly authorised representative of each party thereto.

2.4 Non-waiver(a) Subject to GCC Sub Clause 2.4(b), no relaxation, forbearance,

delay, or indulgence by either party in enforcing any of the terms and conditions of the Contract or the granting of time by either party to the other shall prejudice, affect, or restrict the rights of that party under the Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of any subsequent or continuing breach of Contract.

(b) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated, and signed by an authorised representative of the party granting such waiver, and must specify the right and the extent to which it is being waived.

2.5 Severability

If any provision or condition of the Contract is prohibited or rendered invalid or unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or enforceability of any other provisions and conditions of the Contract.

3. Communications and Notices

3.1 Communications between Parties (notice, request or consent required or permitted to be given or made by one party to the other) pursuant to the Contract shall be in writing to the addresses specified in the PCC.

3.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

3.3 A Party may change its address for notice hereunder by giving the other Party notice of such change to the address.

4.1 The Contract shall be governed by and interpreted in accordance with the laws of the People’s Republic of Bangladesh.

5. Governing Language

5.1 The Contract shall be written in English language. Correspondence and documents relating to the Contract exchanged by the Supplier and the Procuring Entity may be written in English or Bangla language. Supporting documents and printed literature that are part of the Contract may be in another language provided they are accompanied by an accurate translation of the relevant passages in English language, in which case, for purposes of interpretation of the Contract, this translation shall govern.

5.2 The Supplier shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.

6. Corrupt, Fraudulent,

6.1 The Government and the Development Partner requires that the


Collusive, Coercive( and Obstructive in case of Development Partner) Practices

Procuring Entity as well as the Supplier (including their manufacturers, sub-contractors, agents, personnel, consultants and service providers), shall observe the highest standard of ethics during the implementation of procurement proceedings and the execution of contracts under public funds.

6.2 For the purpose of GCC Sub Clause 6.2 the terms set forth below as follows–

(a) corrupt practice means offering, giving or promising to give, receiving, or soliciting, either directly or indirectly, to any officer or employee of the Procuring Entity or other public or private authority or individual, a gratuity in any form; employment or any other thing or service of value as an inducement with respect to an act or decision or method followed by the Procuring Entity in connection with a Procurement proceeding or contract execution;

(b) fraudulent practice means the misrepresentation or omission of facts in order to influence a decision to be taken in a Procurement proceeding or Contract execution;

(c) collusive practice means a scheme or arrangement between two (2) or more Persons, with or without the knowledge of the Procuring Entity, that is designed to arbitrarily reduce the number of Tenders submitted or fix Tender prices at artificial, noncompetitive levels, thereby denying a Procuring Entity the benefits of competitive price arising from genuine and open competition; or

(d) coercive practice means harming or threatening to harm, directly or indirectly, Persons or their property to influence a decision to be taken in a Procurement proceeding or the execution of a Contract, and this will include creating obstructions in the normal submission process used for Tenders

6.3 Should any corrupt, fraudulent, collusive, coercive practice (or obstructive practice in case of Development Partner) of any kind, in competing for or in executing the Contract, is determined by the Procuring Entity, then the Procuring Entity may, upon giving 14 days’ notice to the Supplier, terminate the Supplier’s employment under the Contract and the provisions of Clause 40 shall apply as if such expulsion had been made under sub-clause 40.1 (Termination for Default).

6.4 If corrupt, fraudulent, collusive or coercive practices of any kind determined by the Procuring Entity or the Development Partner against the Supplier alleged to have carried out such practices, the Procuring Entity and/or the Development Partner shall;


(a) exclude the Supplier from further participation in the particular Procurement proceeding; or

(b) declare, at its discretion, the Supplier to be ineligible to participate in further Procurement proceedings, either indefinitely or for a specific period of time.

6.5 The Supplier shall be aware of the provisions on corruption, fraudulence, collusion, coercion and of the Public Procurement Act, 2006, the Public Procurement Rules, 2008 and in case of Development Partner financed contract, the Procurement Guidelines of the Development Partner.

6.6 The Supplier (including its manufacturers, sub-contractors, agents, personnel, consultants and service providers) shall permit the Government and/or the Development Partner to inspect the Supplier’s accounts and records and other documents relating to the submission of e-Tender and contract performance, and to have them audited by auditors appointed by the Government and/or the Development Partner, if so required.

7. Documents Forming the Contract and Priority of Documents

7.1 The following documents forming the Contract shall be in the following order of precedence, namely :

(a) The signed Contract Agreement;

(b) The Notification of Award;

(c) The Completed Tender;

(d) Particular Conditions of Contract;

(e) General Conditions of Contract;

(f) Technical Specifications;

(g) Drawings;

(h) Priced Schedule and Schedule of Requirements and ;

(i) Other Documents including correspondences listed in the PCC forming part of the Contract.

8. Scope of Supply

8.1 Subject to the PCC, the Goods and related services to be supplied shall be as specified in Section 6: Schedule of Requirements.

8.2 Unless otherwise stipulated in the Contract, the Scope of Supply shall include all such items not specifically mentioned in the Contract but that can be reasonably inferred from the Contract as being required for attaining delivery and completion of the Goods and related services as if such items were expressly mentioned in the Contract Agreement.


9. Assignment 9.1 The Supplier shall not assign his rights or obligations under the Contract, in whole or in part, except with the Procuring Entity’s prior written consent.

10.Eligibility 10.1 The Supplier and its Subcontractor(s) shall have the nationality of a country other than that specified in the PCC.

10.2 All Goods and related services to be supplied under the Contract shall have their origin in the countries except any specified in the PCC.

11.Gratuities / Agency Fees

11.1 No fees, gratuities, rebates, gifts, commissions or other payments, other than those shown in the Tender or the contract, shall be given or received in connection with the procurement process or in the contract execution.

12.Confidential Details

12.1 The Supplier shall not, except for purposes of performing the obligations in this Contract, without the Procuring Entity’s prior written consent, disclose this Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Procuring Entity. Any such disclosure shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

12.2 Any document, other than this Contract itself, enumerated in GCC Clause 12.1 shall remain the property of the Procuring Entity and shall be returned (all copies) to the Procuring Entity on completion of the Supplier’s performance under this Contract if so required by the Procuring Entity.

13.Trade mark, Patent and Intellectual Property Rights

13.1 The Procuring Entity should not be liable for any infringement of intellectual property rights arising from use of the goods procured. In case there are third-party claims of such infringement of patent, trademark, or industrial design rights, the supplier must indemnify and hold the Procuring Entity free and harmless against such claims and shall not be in contravention of Trademark Act, 2009 and Patent and Design Act, 1911.

14.Copyright 14.1 The copyright in all drawings, documents, and other materials containing data and information furnished to the Procuring Entity by the Supplier herein shall remain vested in the Supplier, or, if they are furnished to the Procuring Entity directly or through the Supplier by any third party, including suppliers of materials, the copyright in such materials shall remain vested in such third party.

15.Sub contracting

15.1 Any subcontracting arrangements made during contract implementation and not disclosed at the time of the Tendering shall not be allowed.

15.2 Subcontracting of any portion of the Goods shall not relieve the Supplier from any liability or obligations that may arise from its performance.


15.3 Supplier shall retain full responsibility for the contract and can not pass any contractual obligations to the Subcontractor and under no circumstances assignment of the contract to the Subcontractor be allowed.

15.4 Subcontractors shall comply with the provisions of GCC Clause 6 and 10.

16.Supplier’s Responsibilities

16.1 The Supplier shall supply all the Goods and related services specified in the Scope of Supply as stated under GCC Clause 8 and the Delivery and Completion schedule, as stated under GCC Clauses 21 and 23 in conformity with the provisions of the Contract Agreement.

17.Procuring Entity’s Responsibilities

17.1 Whenever the performance of the obligations in this Contract requires that the Supplier obtain permits, approvals and other license from local public authorities, the Procuring Entity may, if so needed by the Supplier, make its best effort to assist the Supplier in complying with such requirements in a timely and expeditious manner. However, the supplier shall bear the costs of such permits and/or licenses.

17.2 The Procuring Entity shall pay the Supplier, in consideration of the provision of Goods and related services, the Contract Price under the provisions of the Contract at the times and manner prescribed in the Contract Agreement.

18.Issue change order, Repeat Orders or Order for Additional Delivery

18.1 The Procuring Entity may at any time order the Supplier through notice in accordance with GCC Clause 3, to make changes within the general scope of the Contract in any one or more of the following:

(a)drawings, designs, or specifications, where goods to be delivered under the Contract are to be specifically manufactured for the Procuring Entity;

(b) the method of packing;

(c) the place(s) of delivery of goods and related services; and

(d) the related services to be provided by the Supplier.

18.2 The Procuring Entity may, in exceptional circumstances, issue Repeat Order or additional delivery where the items already been procured through competitive method of an additional quantity within warranty period provided that prices are still the most advantageous to the Procuring Entity after price verification.

18.3 The Supplier shall, under no circumstances, proceed to commence the delivery of Goods and related services under GCC Sub Clause 18.1 and 18.2 unless it has been approved by the Approving Authority or authority next higher, as appropriate.

21.Repeat Orders or Order for Additional Delivery

19.1 If any change under GCC Sub Clause 18.1 causes an increase or decrease in the cost of, or the time required for, the Supplier’s performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or in the Delivery and Completion Schedule,


or both, as applicable.

22.Packing and Documents

20.1 The Supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in the Contract and in accordance with existing industry standards. The packing shall be sufficient to withstand, without limitation, rough handling and exposure to extreme temperatures, salt and precipitation, and open storage. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the goods’ final destination and the absence of heavy handling facilities at all points in transit.

20.2 The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the Contract as stated under GCC Sub Clause 20.1, including additional requirements, if any, specified in the PCC, and in any subsequent instructions ordered by the Procuring Entity.

20.3 The outer packaging must contain a “Packing List” which must reflect the actual contents of the package.

23.Delivery and Documents

21.1 Subject to GCC Clause 18, the delivery of the Goods and completion of the related services shall be in accordance with the Delivery and Completion Schedule specified in the Section 6: Schedule of Requirements. The documents to be furnished by the Supplier shall be specified in the PCC.

24.Acceptance 22.1 Acceptance by the Procuring Entity shall be processed not later than fourteen (14) working days from receipt of the goods at final destination in the form of an Acceptance Certificate, unless any defects in the supply, any damage during transportation or any failure to meet the required performance criteria of the supply are identified and reported to the Supplier as stated under GCC Clause 29 and 30. In such cases the Acceptance Certificate will be issued only for those parts of the contract supplies which are accepted. The Acceptance Certificate for the remaining supplies will only be issued after the Supplier has remedied the defects and/or any non-conformity under GCC Clause 29 and GCC Clause 30.

22.2 Technical Inspection and Acceptance Committee (TIAC), if considered appropriate and constituted by the Procuring Entity shall commence the inspection and acceptance process within twenty-four(24) hours from delivery of the goods, and complete the same as soon as practicable.

25.Contract Price 23.1 The Contract Price shall be as specified in the PCC subject to any additions and adjustments thereto or deductions there from, as may be made pursuant to the Contract.


23.2 Prices charged by the Supplier for the Goods delivered and the related services performed under the Contract shall not vary from the price as stated under GCC Sub Clause 23.1, with the exception of any change in price resulting from a Variation Order or Repeat Order or Order for Additional Delivery issued under GCC Clause 18.

26.Transportation 24.1 The Supplier is required under the Contract to transport the Goods to a specified place of destination as specified in Section 6: Schedule of Requirements, defined as the Site, transport to such place of destination, including insurance, other incidental costs, and temporary storage, if any.

27.Terms of Payment

25.1 The Contract Price, including any Advance Payments, if applicable, shall be paid in the manner as specified in the PCC.

25.2 The Supplier’s request for payment shall be made to the Procuring Entity in writing, accompanied by an invoice describing, as appropriate, the Goods delivered and related services performed, and accompanied by the documents as stated under GCC Clause 21 and 22 and upon fulfilment of any other obligations stipulated in the Contract Agreement.

25.3 Payments shall be made promptly by the Procuring Entity, but in no case later than the days indicated in the PCC after submission of an invoice or request for payment by the Supplier, and after the Procuring Entity has accepted it.

25.4 Payments due to the Supplier under this Contract shall be made in Bangladesh Taka (BDT) Currency.

25.5 In the event that the Procuring Entity fails to pay the Supplier any payment by its respective due date or within the period as stated under GCC Sub Clause 25.3, the Procuring Entity shall pay to the Supplier interest on the amount of such delayed payment at the rate specified in the PCC, for the period of delay until payment has been made in full.

28.Insurance 26.1 The Goods supplied under this Contract shall be fully insured by the Supplier against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery until their acceptance by the Procuring Entity.

29.Taxes and Duties

27.1 The Supplier shall be entirely responsible for all applicable taxes, custom duties, VAT and other levies imposed or incurred inside or outside Bangladesh.

30.Performance Security

28.1 The Procuring Entity shall notify the Supplier of any claim made against the Bank issuing the Performance Security.

28.2 The Procuring Entity may claim against the security if any of the following events occurs for fourteen (14) days or more.


(a) The Supplier is in breach of the Contract and the Procuring Entity has duly notified him or her ; and

(b) The Supplier has not paid an amount due to the Procuring Entity and the Procuring Entity has duly notified him or her.

28.3 In the event as stated under GCC Sub Clause 28.2, the Supplier is liable to pay compensation under the Contract amounting to the full value of the Performance Security or more, the Procuring Entity may call the full amount of the security.

28.4 If there is no reason to call the security, the security shall be discharged by the Procuring Entity and returned to the Supplier not later than twenty-eight (28) days following the date of Completion of the Supplier’s performance obligations under the Contract and the issuance of the Acceptance Certificateby the Procuring Entity, including any warranty obligations as stated under GCC Clause 31 and, the Procuring Entity shall not make any claim under the security, except for amounts to which the Procuring Entity is entitled under this Contract..

28.5 The security shall only be released after the expiry of the Warranty Period pursuant to GCC Clause 31, provided that the Goods supplied are free from patent and latent defects and all the conditions imposed under the contract have been fully met.

(a) A patent defect, which is one that is apparent to the buyer on normal observation. It is an apparent or obvious defect.

i. For example, a ball pen that does not write is patently defective.

(b) A latent defect, which is one that is not apparent to the buyer by reasonable observation. A latent defect is “hidden” or one that is not immediately determinable.

ii. For example, a ball pen that writes 0.75 km instead of the expected 1.5 km has a latent defect.

28.6 If the Supplier, having been notified, fails to remedy the defect(s) within the period as stated under GCC Sub Clause 31.7, the Procuring Entity may proceed to call upon the security without prejudice to any other rights which the Procuring Entity may have against the Supplier under the Contract and under the applicable law.

31.Specifications and Standards

29.1 The Goods and related services supplied under this Contract shall conform to the technical specifications and standards mentioned in Section 7, Technical Specification and in Section 8, Drawings, if any.

29.2 If there is no applicable standard, the Goods must conform to the authoritative standards appropriate to the Good’s country of origin. Such standards must be the latest issued by the concerned institution.


29.3 Subject to the GCC Clause 18, the Supplier shall be entitled to disclaim responsibility for any design, data, drawing, specification or other document, or any modification thereof provided or designed by or on behalf of the Procuring Entity, by giving a notice of such disclaimer to the Procuring Entity.

29.4 Wherever references are made in the Contract to codes and standards in accordance with which it shall be executed, the edition or the revised version of such codes and standards shall be those specified in the Technical Specification. During Contract execution, any changes in any such codes and standards shall be applied only after approval by the Procuring Entity and shall be treated under GCC Clause 18.

32.Inspections and Tests

30.1 The Procuring Entity shall have the right to test the Goods to confirm their conformity to the Contract specifications. The PCC and Technical specifications shall specify what tests the Procuring Entity requires and where they are to be conducted. The Supplier shall at its own expense and at no cost to the Procuring Entity, carry out all such tests of the Goods and related services as are specified in the Contract.

30.2 The Supplier shall provide the Procuring Entity with a report of the results of any such test.

30.3 The Procuring Entity may engage external agents for the purpose of conducting inspection of Goods, provided that the Procuring Entity shall bear all of its costs and expenses.

30.4 The Procuring Entity or its designated representative as specified shall be entitled to attend the tests and/or inspections under GCC Clause 30.1, provided that the Procuring Entity shall bear all of its own costs and expenses incurred in connection with such attendance.

30.5 Whenever the Supplier is ready to carry out any such test and inspection, it shall give a reasonable advance notice, including the place and time, to the Procuring Entity. The Supplier shall obtain from any relevant third party or manufacturer any necessary permission or consent to enable the Procuring Entity or its designated representative to attend the test and/or inspection.

30.6 The Procuring Entity may require the Supplier to carry out any test and/or inspection not required by the Contract, but deemed necessary to verify that the characteristics and performance of the Goods comply with the technical specifications, codes and standards under the Contract, provided that the Supplier’s reasonable costs and expenses incurred in the carrying out of such test and/or inspection shall be added to the Contract Price. Further, if such test and/or inspection impede the progress of manufacturing and/or the Supplier’s performance of its other obligations under the Contract, due allowance will be made in respect of the Delivery and Completion Schedule and the other obligations so affected.


30.7 The Procuring Entity may reject any Goods or any part thereof that fail to pass any test and/or inspection or do not conform to the specifications. The Supplier shall either rectify or replace such rejected Goods or parts thereof or make alterations necessary to meet the specifications at no cost to the Procuring Entity, and shall repeat the test and/or inspection, at no cost to the Procuring Entity, upon giving a notice under GCC Sub Clause 30.5.

30.8 The Supplier agrees that neither the execution of a test and/or inspection of the Goods or any part thereof, nor the attendance by the Procuring Entity or its representative, nor the issue of any report as stated under GCC Sub Clause 30.2, shall relieve the Supplier from any warranties or other obligations under the Contract.

33.Warranty 31.1 The Supplier warrants that all the Goods supplied under the Contract are new, unused, and of the most recent or current models, and that they incorporate all recent improvements in design and materials, except when the design and/or material required by the Procuring Entity provides otherwise under GCC Clause 18.

31.2 The Supplier further warrants that all Goods supplied under this Contract shall have no defect, arising from design, materials, or workmanship or from any act or omission of the Supplier that may develop under normal use of the supplied Goods in the conditions prevailing in Bangladesh.

31.3 In order to assure that manufacturing defects shall be corrected by the Supplier, manufacturer, or distributor, as the case may be, a warranty shall be required from the Supplier for a minimum period of three (3) months, in the case of supplies, and one (1) year, in the case of equipment, after performance of the contract or such other period as may be specified in the PCC.

31.4 The Warranty Period of the Supplies shall start from the date of completion of delivery in the form of submission by the Supplier and acceptance by the Procuring Entity, of the Delivery Chalan

31.5 The Warranty Periods may vary among the various items and lots. The warranty for Goods delivered earlier will expire earlier than the succeeding deliveries.

31.6 The Procuring Entity shall promptly notify the Supplier in writing of any claims arising under this warranty.

31.7 Upon receipt of such notice, the Supplier shall, within the period specified in the PCC, expeditiously repair or replace the defective Goods or parts thereof, at no cost to the Procuring Entity.

34.Extension of Delivery and Completion Schedule

32.1 The Supplier must deliver the Goods or perform the services procured within the period prescribed by the Procuring Entity, as specified in the Contract.

32.2 If at any time during performance of the Contract, the Supplier or its


subcontractors should encounter conditions impeding timely delivery of the Goods or completion of Related Services as stated under GCC Clause 21, the Supplier shall promptly notify the Procuring Entity in writing. It must state therein the cause/s and duration of the expected delay. The Procuring Entity shall decide whether and by how much to extend the time. In all cases, the request for extension should be submitted before the lapse of the original delivery date.

32.3 Within twenty-one (21) days of receipt of the Supplier’s notice, the Procuring Entity shall evaluate the situation and may grant time extensions, if based on justifiable grounds, without liquidated damages.

32.4 The Procuring may extend up to twenty percent (20%) of the original contract time, above 20% of the original contract time approval of Head of Procuring Entity (HOPE) or authorized officer shall be required, in which case the extension shall be ratified by the Parties by amendment of the Contract as stated under GCC Clause 41.

32.5 Except in case of Force Majeure, as provided under GCC Clause 36, a delay by the Supplier in the performance of its delivery and completion obligations shall render the Supplier liable to the imposition of Liquidated Damages pursuant to GCC Clause 33, unless an extension of the Delivery and Completion Schedule is agreed upon, pursuant to GCC Clause 32.

38.Liquidated Damages

33.1 Except as provided under GCC Sub Clause 37, if the Supplier fails to complete the delivery of Goods and related services within the Delivery and Completion Schedule specified in the contract or as extended, the Procuring Entity shall, as Liquidated Damages or Delay Damages, deduct from the Contract Price, a sum at the percent-rate per day of delay as specified in the PCC, of the contract value of the undelivered Goods and related services or part thereof delivered after the Delivery and Completion Schedule or as extended. The total amount of Liquidated Damages or Delay Damages shall not exceed the amount specified in the PCC. The Procuring Entity may deduct Liquidated damages from payments due to the Supplier. Payment of Liquidated damages shall not affect the Supplier’s liabilities.

39.Limitation of Liability

34.1 Except in cases of criminal negligence or will full misconduct,

(a) the Supplier shall not be liable to the Procuring Entity, whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Procuring Entity; and

(b) the aggregate liability of the Supplier to the Procuring Entity, whether under the Contract, in tort or otherwise, shall not


exceed the total Contract Price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment, or to any obligation of the supplier to indemnify the Procuring Entity with respect to patent infringement.

40.Adjustment for Changes in Legislation

35.1 Unless otherwise specified in the Contract, if after the Contract, any law, regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or changed in Bangladesh (which shall be deemed to include any change in interpretation or application by the competent authorities) that subsequently affects the Delivery Date and/or the Contract Price, then such Delivery Date and/or Contract Price shall be correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such additional or reduced cost shall not be separately paid or credited if the same has already been accounted for in the adjustment of Contract Price where applicable, under GCC Clause 23.

41.Force Majeure

36.1 Force Majeure may include, but is not limited to, exceptional events or circumstances of the kind listed below:

(i) war, hostilities (whether war be declared or not), invasion, act of foreign enemies;

(ii) rebellion, terrorism, sabotage by persons other than the Contractor’s Personnel, revolution, insurrection, military or usurped power, or civil war;

(iii) riot, commotion, disorder, strike or lockout by persons other than the Contractor’s Personnel;

(iv) munitions of war, explosive materials, ionising radiation or contamination by radio-activity, except as may be attributable to the Contractor’s use of such munitions, explosives, radiation or radio-activity, and

(v) natural catastrophes such as cyclone, hurricane, typhoon, tsunami, storm surge, floods, earthquake , landslides, fires, epidemics, quarantine restrictions, or volcanic activity;

(vi) freight embargoes;

(vii) acts of the Government in its sovereign capacity.

36.2 The Head of Procuring Entity decides the existence of a Force Majeure that will be the basis of the issuance of order for suspension of Supply as stated under GCC Sub Clause 39.2.

42.Notice of Force Majeure

37.1 If a Party is or will be prevented from performing its substantial obligations under the Contract by Force Majeure, then it shall give notice within fourteen (14) days after the party became aware, to the other Party of the event or circumstances constituting the Force Majeure and shall specify the obligations, the performance of which is


or will be prevented.

37.2 Notwithstanding any other provision of this Clause, Force Majeure shall not apply to obligations of either Party to make payments to the other Party under the Contract.

43.Duty to Minimise Delay

38.1 Each Party shall at all times use all reasonable endeavours to minimise any delay in the performance of the Contract as a result of Force Majeure.

38.2 A Party shall give notice to the other Party when it ceases to be affected by the Force Majeure.

44.Consequences of Force Majeure

39.1 The Supplier shall not be liable for forfeiture of its security, liquidated damages, or termination for default if and to the extent that it’s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

39.2 The Procuring Entity may suspend the delivery or contract implementation, wholly or partly, by written order for a certain period of time, as it deems necessary due to Force Majeure as defined in the Contract.

39.3 Delivery shall be made either upon the lifting or the expiration of the suspension order. However, if the Procuring Entity terminates the contract as stated under GCC Clause 40, resumption of delivery cannot be done.

39.4 After receiving notice under GCC Sub Clause 37.1, the Procuring Entity shall proceed to determine these matters under the provisions of the Contract.

45.Termination Termination for Default

40.1 The Procuring Entity, without prejudice to any other remedy for breach of Contract, by giving twenty-eight (28) days written notice of default sent to the Supplier, may terminate the Contract in whole or in part:

i. if the Supplier fails to deliver any or all of the Goods within the period specified in the Contract, or within any extension thereof granted by the Procuring Entity pursuant to GCC Clause 32; or

ii. if the Supplier fails to perform any other obligation under the Contract; or

iii. if the Supplier, in the judgement of the Procuring Entity has engaged in corrupt, fraudulent, collusive and coercive practices, as defined in GCC Clause 6, in competing for or in executing the Contract; or

iv. if the deductible amount due to Liquidated Damages reaches its maximum as stated under GCC Sub Clause 33


40.2 In the event the Procuring Entity terminates the Contract in whole or in part, as stated under GCC Clause 40.1, the Procuring Entity may procure, upon such terms and in such manner as it deems appropriate, Goods or related services similar to those undelivered or not performed, and the Supplier shall be liable to the Procuring Entity for any additional costs for such similar Goods or related services. However, the Supplier shall continue performance of the Contract to the extent not terminated.

Termination for Insolvency

40.3 The Procuring Entity shall terminate this Contract if the Supplier is declared bankrupt or insolvent as determined with finality by a court of competent jurisdiction. In this event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Procuring Entity and/or the Supplier.

Termination for Convenience

40.4 The Procuring Entity, by giving twenty-eight (28) days written notice sent to the Supplier, may terminate this Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that the termination is for the procuring Entity’s convenience, the extent to which performance of the Supplier under the contract is terminated, and the date upon which such termination becomes effective.

40.5 The Goods that have been delivered and/or performed or are ready for delivery or performance within twenty-eight(28) days after the Supplier’s receipt of Notice to Terminate shall be accepted by the Procuring Entity at the contract terms and prices. For Goods not yet performed and/or ready for delivery, the Procuring Entity may elect:

(a) to have any portion delivered and/or performed and paid at the contract terms and prices; and/or

(b) to cancel the remainder and pay to the Supplier an agreed amount for partially completed and/or performed goods and for materials and parts previously procured by the Supplier.

40.6 The expiration of the Delivery and Completion Schedule, initiation of amicable settlement of disputes, adjudication and arbitral proceedings under the set terms and conditions shall not be deemed a termination of the contract.

46.Amendment to Contract

41.1 The amendment to Contract shall generally include equitable adjustments in original Contract price, Delivery and Completion Schedule and, any other changes acceptable under the conditions


of the Contract.

41.2 The Procuring Entity shall amend the Contract, incorporating the changes approved in accordance with the Delegation of Financial Power or sub-delegation thereof and, introduced to the original terms and conditions of the Contract.

47.Settlement of Disputes

42.1 Amicable Settlement:

(a) The Procuring Entity and the Supplier shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation.

42.2 Adjudication

(a) If the Supplier /Procuring Entity believe that amicable settlement of dispute is not possible between the two parties, the dispute shall be referred to the Adjudicator within fourteen (14) days of first written correspondence on the matter of disagreement;

(b) The Adjudicator named in the PCC is jointly appointed by the parties. In case of disagreement between the parties, the Appointing Authority designated in the PCC shall appoint the Adjudicator within fourteen (14) days of receipt of a request from either party;

(c) The Adjudicator shall give its decision in writing to both parties within twenty-eight (28) days of a dispute being referred to it;

(d) The Supplier shall make all payments (fees and reimbursable expenses) to the Adjudicator, and the Procuring Entity shall reimburse half of these fees through the regular progress payments;

(e) Should the Adjudicator resign or die, or should the Procuring Entity and the Supplier agree that the Adjudicator is not functioning in accordance with the provisions of the Contract; a new Adjudicator will be jointly appointed by the Procuring Entity and the Supplier. In case of disagreement between the Procuring Entity and the Supplier the Adjudicator shall be designated by the Appointing Authority designated in the PCC at the request of either party, within fourteen (14) days of receipt of a request from either Party.

42.3 Arbitration

(a) If the Parties are unable to reach a settlement under GCC Clause 42.1 or 42.2 within twenty-eight (28) days of the first written correspondence on the matter of disagreement, then either Party may give notice to the other party of its intention


to commence arbitration in accordance with GCC Sub Clause 42.3(b);

(b) The arbitration shall be conducted in accordance with the Arbitration Act (Act No 1 of 2001) of Bangladesh as at present in force and in the place shown in the PCC.


Section 4. Particular Conditions of Contract

Instructions for completing the Particular Conditions of Contract are provided, as needed, in the notes in italics mentioned for the relevant GCC clauses.

GCC Clause Amendments of, and Supplements to, Clauses in the General Conditions of Contract

GCC 1.1(n) The Procuring Entity is



Telephone: +8802-9851514, Fax No.: +8802-9885635

GCC 1.1(s) The point of delivery is: at Teletalk’s selected sites.

GCC 3.1 For notices, the Procuring Entity’s contact details shall be:



Telephone: +8802-9851514, Fax No.: +8802-9885635

For notices, the Supplier’s contact details shall be:

Attention:

Address:

Telephone:

Facsimile number:

Electronic mail address:

GCC 7.1(i) Name of such document shall be included during signing of the contract or execution period (if needed)

GCC 8.1 The Scope of Supply shall be defined in Section 6, Schedule of Requirements.

GCC 10 The Supplier or the Subcontractor that is a national of, or registered in, the following countries are not eligible: Israel

Goods and related services to be supplied shall not have their origin in the following countries: Israel

GCC 20.2 The packing, marking and documentation inside and outside the packages


shall be:

The outer packing may be clearly marked on at least as follows:

Name and address of Procuring Entity

Name of the Supplier

Contract Description

Final Destination/Delivery Point

Gross weight

Package number of total number of packages

Brief description of the content

Any special lifting instructions

Any special handling instructions

GCC 21.1 The documents to be furnished by the Supplier shall be as follows:

The documents to be furnished by the Supplier as follows:

a. Copies of Supplier’s invoice showing goods’ description, quantity, unit price, total amount (i.e. as per BoQ format)

b. Delivery Challan

c. Inspection certificate issued by the nominated inspection agency (or Procuring Entity) and/ or the Supplier’s factory inspection report (if any);

d. Certificate of origin.

GCC 23.1 The original Contract price is: [ Amount will be mentioned in the NOA]

GCC 25.1 The method and conditions of payment to be made to the Supplier under this Contract shall be as follows:

1. Payment terms for ERP Solution,

(a) Advance Payment: None

(b) On SRS accepteance

10 (ten) Percent shall be paid against the invoice pursuant to GCC Clause 21 and 22.


(c) On Delivery and Acceptance:

100 (Hundred) Percent shall be paid against each invoice pursuant to GCC Clause 21 and 22.

2. Payment for the Development of Change Requests


3. Payment for the Training


4. Payment for the Annual Maintenance Service


GCC 25.3 Payments shall be made in no case later than the 28 (twenty eight) days after submission of an invoice or request for payment by the Supplier, and after the Procuring Entity has accepted it.

GCC 25.5 The rate of interest shall be the prevailing rate of interest for commercial borrowing established in the country.

Not Applicable

GCC 30.1 The inspections and tests shall be: As mentioned in Section: 7, Clause-7.1.4

GCC 31.3 The Warranty Period shall be :

06 (Six) Months from the effective date of provisitonal acceptance certificate.

GCC 31.7 The Supplier shall correct any defects covered by the warranty within 30 (Thirty) Days of being notified by the Procuring Entity of the occurrence of such defects.

GCC 33.1 The amount of Liquidated Damages is 0.075 of ONE (1) percent of the contract value of the undelivered Goods or any part thereof delivered after expiry of the Delivery and Completion Schedule or extended Delivery and Completion Schedule, as applicable, per day of delay.


The maximum amount of Liquidated Damages for the undelivered Goods or any part thereof is 10 (ten) percent of the final Contract Price of the whole of the Goods and related services.

GCC 42.2(b)&(e) The Adjudicator jointly appointed by the Parties is:

Name:

Address:

Tel No:

Fax No:

e-mail address:

In case of disagreement between the parties, the Appointing Authority for the Adjudicator is the President of the Institution of Engineers, Bangladesh (IEB).

GCC 42.3(b) Arbitration shall take place in: Dhaka, Bangladesh.

Section 5. Tender and Contract Forms

Form Title

Tender Forms

PG3 – 1 Tender Submission Letter

PG3 – 2 Tenderer Information Sheet

PG3 -- 3 Subcontractor Information (if applicable)

PG3 –4A Price Schedule for Goods

PG3 –4B Price Schedule for Related Services

PG3 – 5 Specifications Submission and Compliance Sheet

PG3 – 6 Manufacturer’s Authorisation Letter

PG3 – 7 Bank Guarantee for Tender Security(when this option is chosen)

PG3 -- 8 Bank’s Commitment for Line of Credit (when this option is chosen)


Contract Forms

PG3 – 9 Notification of Award

PG3–109 Contract Agreement

PG3 – 11 Bank Guarantee for Performance Security(when this option is chosen)

PG3 – 12 Bank Guarantee for Advance Payment(if applicable)

Forms PG3-1 to PG3-8 comprises part of the Tender and should be completed as stated in ITT Clause 21.

Forms PG3-9 to PG3-12 comprises part of the Contract as stated in GCC Clause7.

Tender Submission Letter (Form PG3 – 1) [This letter shall be completed and signed by the Authorized Signatory

preferably on the Letter-Head pad of the Tenderer].

To:

[Contact Person]

[Name of Procuring Entity]

[Address of Procuring Entity]

Date:

Invitation for Tender No: IFT No_______________

Tender Package No: Package No___________

Lot No(when applicable) Lot No________________

We, the undersigned, tender to supply in conformity with the Tender Document the following Goods and related services, viz:

In accordance with ITT Clauses 24 and 25, the following price applies to our Tender:

The Tender Price is:(ITT Sub Clause 24.10 and 25.1)

Tk.__________________________[in figures]

Taka________________________


[in words]

The advance payment (when applicable) is:[insert the amount based on percentage of the Tender Price]

(GCC Sub Clause 25.1)

Tk.__________________________[in figures]

Taka________________________ [in words]

and we shall accordingly submit an Advance Payment Guarantee in the format shown in Form PG3 - 11.

Mandatory Spare parts Price (when Economic Factor applicable) is:(ITT Sub Clause 52.6)

Tk.[in figures]

Taka[in words]

In signing this letter, and in submitting our Tender, we also confirm that:

a) our Tender shall be valid for the period stated in the Tender Data Sheet (ITT Sub Clause 29.1) and it shall remain binding upon us and may be accepted at any time before the expiration of that period;

b) a Tender Security is attached in the form of a [Pay Order / Bank Draft / Bank Guarantee] in the amount stated in the Tender Data Sheet (ITT Clause 31) and valid for a period of twenty-eight (28) days beyond the Tender Validity date;

c) if our Tender is accepted, we commit to furnishing a Performance Security in the amount stated in the Tender Data Sheet (ITT Sub Clause 62.1) in the form stated in Tender Data Sheet (ITT Sub Clause 63.1) and valid for a period of twenty-eight (28) days beyond the date of completion of our performance obligations;

d) we have examined and have no reservations to the Tender Document, issued by you on [insert date];

including Addendum to Tender Documents No(s) [state numbers], issued in accordance with the Instructions to Tenderers (ITT Clause 11). [insert the number and issuing date of each addendum; or delete this sentence if no Addendum have been issued];

e) we, including as applicable, subcontractor for any part of the contract resulting from this Tender process, have nationalities from eligible countries, in accordance with ITT Sub Clause 5.1;


f) we are submitting this Tender as a sole Tenderer

g) we are not a Government owned entity as defined in ITT Sub Clause 5.10 orwe are a Government owned entity, and we meet the requirements of ITT Sub Clause 5.10];

(delete one of the above as appropriate)

h) we, declare that we are not associated, nor have been associated in the past, directly or indirectly, with a consultant or any other entity that has prepared the design, specifications and other documents, in accordance with ITT Sub Clause 5.6;

i) we, including as applicable Subcontractor have not been declared ineligible by the Government of Bangladesh or the Development Partner, under the laws of Bangladesh or official regulations or by an act of compliance with a decision of the United Nations Security Council on charges of engaging in corrupt, fraudulent, collusive, coercive(or obstructive in case of Development Partner)practices, in accordance with ITT Sub Clause 5.9;

j) furthermore, we are aware of ITT Sub Clause 4.2 concerning such practices and pledge not to indulge in such practices in competing for or in executing the Contract;

k) we intend to subcontract an activity or part of the Supply, in accordance with ITT Sub Clause 16.1 to the following Subcontractor(s);

Nature of the Supply or related service Name and address of Subcontractor

l) we, confirm that we do not have a record of poor performance, such as abandoning the Supply, not properly completing contracts, inordinate delays, or financial failure as stated in ITT Sub Clause 5.8, and that we do not have, or have had, any litigation against us, other than that stated in the Tenderer Information Sheet(Form PG3-2);

m) we are not participating as Tenderers in more than one Tender in this Tendering process. We understand that your written Notification of Award shall become a binding Contract between us, until a formal Contract is prepared and executed;

n) we understand that you reserve the right to accept or reject any Tender, to cancel the Tender proceedings, or to reject all Tenders, without incurring any liability to Tenderers, in accordance with ITT Clause 57.1.

Signature: [insert signature of authorized representative of the Tenderer]

Name: [insert full name of signatory with National ID]

In the capacity of: [insert designation of signatory]

Duly authorized to sign the Tender for and on behalf of the Tenderer

[If there is more than one (1) signatory add other boxes and sign accordingly].


Attachment 1: Written confirmation authorizing the above signatory(ies) to commit the Tenderer, in accordance with ITT Sub-Clause 36.3;


Tenderer Information Sheet (Form PG3-2)

[The Tenderer shall fill in this Form in accordance with the instructions indicated below. No alterations to its format shall be permitted and no substitutions shall be accepted]

Invitation for Tender No: [ IFT No] Date [Insert date of Tender Submission]

Tender Package No: [Package No]Lot No. (when applicable) [Lot No ]

1. Eligibility Information of the Tenderer [ITT Clauses 5 & 26]

1.1 Tenderer’s Legal Name:

1.2 Tenderer’s legal address in Country of Registration

1.4 Tenderer’s Year of Registration

1.5 Tenderer’s legal status [complete the relevant box]

Proprietorship

Partnership

Limited Liability Concern

Government-owned Enterprise

Others[please describe, if applicable]

1.6 Tenderer’s Authorized Representative InformationName

National ID number

Address

Telephone / Fax Numbers

e-mail address

1.7 Litigation [ITT Cause 13]

A. No pending litigation □ [if no pending litigation put Tick Mark in Box]

B. Pending litigation

Year Matter in dispute Value of Pending Claim in Taka

Value of Pending Claim as Percentage of Net Worth


1.8 Tenderer to attach photocopies of the original documents mentioned aside

[All documents required under ITT Clauses 5 and 26]

The following two information are applicable for National Tenderers

1.9 Tenderer’s Value Added Tax Registration (VAT) Number

1.10 Tenderer’s Tax Identification Number(TIN)

[The foreign Tenderers, in accordance with ITT Sub Clause 5.1, shall provide evidence by a written declaration to that effect to demonstrate that it meets the criterion]

2. Qualification Information of the Tenderer [ITT Clause 28]

2.1 General Experience in the supply of Goods and related services of Tenderer [State years of experience]

2.2 Specific Experience of satisfactory completion of supply of similar Goods

Contract No

Name of Contract

[ insert reference no] of [ insert year]

[insert name]

Award dateCompletion dateTotal Contract Value

[insert date][insert date][insert amount]

Procuring Entity’s NameAddressTel / Faxe-mail

Brief description with justifications of the similarity compared to the Procuring Entity’s requirements

[state justification in support of its similarity compared to the proposed supply]

2.3 Supply and/or production capacity of Goods are:

Year Quantity Type of Goods

2.4 Liquid assets available

No Source of Financing Amount Available

Subcontractor Information (Form PG3-3)


[This Form should be completed by each Subcontractor, preferably on its Letter-Head Pad]

Invitation for Tender No: [ IFT No]

Tender Package No [Package No]

Lot No. (when applicable) [Lot No]

1. Eligibility Information of the Subcontractor [ITT Clause 5 and 26]

1.1 Nationality of Individual or country of Registration

1.2 Subcontractor’s legal title

1.3 Subcontractor’s registered address

1.4 Subcontractor’s legal status [complete the relevant box]

Proprietorship

Partnership

Limited Liability Concern

Government-owned Enterprise

Other(please describe)

1.5 Subcontractor’s year of registration

1.6 Subcontractor’s authorised representative details

Name

Address

Telephone / Fax numbers

e-mail address

1.7 Subcontractor to attach copies of the following original documents

All documents to the extent relevant to ITT Clause 5 and 26 in support of its qualifications

The following two information are applicable for national Subcontractors

1.8 Subcontractor’s Value Added Tax Registration (VAT) Number

1.9 Subcontractor’s Tax Identification Number(TIN)

[The foreign Subcontractors , in accordance with ITT Sub Clause 5.1, shall provide evidence by a written


declaration to that effect to demonstrate that it meets the criterion]

2. Key Activity(ies) for which it is intended to be Subcontracted [ITT Sub Clause 16.1]

2.1 Elements of Activity Brief description of Activity

2.2 List of Similar Contracts in which the proposed Subcontractor had been engaged

Name of Contract and Year of Execution

Value of Contract

Name of Procuring Entity

Contact Person and contact details

Type of Work performed


Price Schedule for Goods (Form PG3-4A)Invitation for Tender No: Date:Tender Package No: Package

Description:“Supply, Installation and Integration of Enterprise Resource Planning Tools for Teletalk Bangladesh Limited”

Tender Lot No: Single Lot Lot Description: N/A

A: PRICE OF GOODS (Including Spare Parts, if any) AND DELIVERY SCHEDULE1 2 3 4 5 6 7 8

ItemNo .

DescriptionOf Item

Unit of Measurement

QtyOf units

Required

Unit price Total price

(col. 4 5)

Point of Delivery as per Schedule of

Requirement

Delivery PeriodOffered as per Schedule

of Requirement(Note1) (Note2)

1 Financial Accounting and Controlling

Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

2 Human Resources and Payroll


3 Purchase Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

4 Inventory Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

5 Sales Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

6 Production Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

7 Project Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

Grand Total Price of Goods In Word:


Note 1: All unit rates and prices quoted by the Tenderers against each basic item or activity shall include the Tenderer’s profit, overheads, VAT and all other charges including corresponding incidental service charges and premiums for banking and insurances, as applicable and, shall be the delivered price in final destination or at point of delivery and, thus forth the total Tender Price quoted by the Tenderers Note 2: Tenderer will complete these columns as appropriate following the details specified in Section 6: Schedule of Requirements

Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited”





70

Price Schedule for Related Services (Form PG3-4B)Invitation for Tender No: Date:Tender Package No: Package

Description:

Tender Lot No: Lot Description:

B: PRICE OF RELATED SERVICES (Including Incidental services, if any) AND COMPLETION SCHEDULE:1 2 3 4 5 6 7 8

ItemN .

DescriptionOf Item

Unit of Measurement QtyOf units

Required

Unit price Total price

(col. 4 5)

Point of Completion as per Schedule of

Requirement

Completion ScheduleOffered as per

Schedule of Requirement

(Note1) (Note2)

1 Financial Accounting and Controlling


2 Human Resources and Payroll


3 Purchase Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

4 Inventory Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

5 Sales Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

6 Production Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

7 Project Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks

8 Development of Change Requests

Man*Day 1000 GCC 1.1(s) During implementation and warranty period

9 Annual Maintenance Service (beyond the warranty period)

Year 02 GCC 1.1(s) After warranty period


Total Price of Related Services In Word:

Note 1: All unit rates and prices quoted by the Tenderers against each basic item or activity shall include the Tenderer’s profit, overheads, VAT and all other charges including corresponding incidental service charges and premiums for banking and insurances, as applicable , and shall be the delivered price in final destination or at point of delivery and, thus forth the total Tender Price quoted by the Tenderers.

Note 2: Tenderers will complete these columns as appropriate following the details specified in Section 6: Schedule of Requirements






72

Specifications Submission and Compliance Sheet (Form PG3-5)

Invitation for Tender No: Date:Tender Package No: Package

Description:[enter description as specified in Section 6]

Tender Lot No: Lot Description:

[enter description as specified in Section 6]

Item No.

Name of Goods

or Related Service

Country of Origin

Make and Model (when applicable)

Full Technical Specifications and Standards

1 2 3 4 5

FOR GOODS Note 1

FOR RELATED SERVICES

[The Tenderer should complete all the columns as required]






73

Manufacturer’s Authorisation Letter (Form PG3 - 6)

[The Tenderer shall require the Manufacturer to fill in this Form in accordance with the instructions indicated. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.]

[The Tenderer shall include it in its Tender, if so indicated in the TDS as stated under ITT Sub Clause 27.1 (f)]

Invitation for Tender No: Date:

Tender Package No:

Tender Lot No(when applicable):To:[Name and address of Procuring Entity]

WHEREAS

We [insert complete name of Manufacturer],

who are official manufacturers of [insert type of goods manufactured], having factories at [insert full address of Manufacturer’s factories], do hereby

authorize [insert complete name of Tenderer] to supply the following Goods, manufactured by us [insert name and or brief description of the Goods].

We hereby extend our full guarantee and warranty as stated under GCC Clause 31 of the General Conditions of Contract, with respect to the Goods offered by the above Tenderer.

Signed: [insert signature(s) of authorized representative(s) of the Manufacturer]

Name: [insert complete name(s) of authorized representative(s) of the Manufacturer]Address: [insert full address including Fax and e-mail]Title: [insert title]

Date: [insert date of signing]


Bank Guarantee for Tender Security (Form PG3 – 7)[this is the format for the Tender Security to be issued by a scheduled Bank

of Bangladesh as stated under ITT Clause 31 and 32]


Tender Package No:

Tender Lot No:To:[Name and address of Procuring Entity]

TENDER GUARANTEE No: [insert number]We have been informed that [insert name of Tenderer] (hereinafter called “the Tenderer”) intends to submit to you its Tender dated [insert date of Tender] (hereinafter called “the Tender”) for the supply of [description of goods and related services] under the above Invitation for Tenders (hereinafter called “the IFT”).Furthermore, we understand that, according to your conditions, Tenders must be supported by a Bank Guarantee for Tender Security.At the request of the Tenderer, we [insert name of Bank] hereby irrevocably unconditionally undertake to pay you, without cavil or argument, any sum or sums not exceeding in total an amount of Tk [insert amount in figures and in words] upon receipt by us of your first written demand accompanied by a written statement that the Tenderer is in breach of its obligation(s) under the Tender conditions, because the Tenderer:

a. has withdrawn its Tender after opening of Tenders but within the validity of the Tender Security ; or

b. refused to accept the Notification of Award (NOA) within the period as stated under Instructions to Tenderers (ITT) ; or

c. failed to furnish Performance Security within the period as stipulated in the NOA; ord. refused to sign the Contract Agreement by the time specified in the NOA; ore. did not accept the correction of the Tender price following the correction of the arithmetic errors

in accordance with the ITT.This guarantee will expire:

(a) if the Tenderer is the successful Tenderer, upon our receipt of a copies of the contract signed by the Tenderer and the Performance Security issued to you in accordance with the ITT; or

(b) if the Tenderer is not the successful Tenderer, twenty-eight (28) days after the expiration of the Tenderer’s Tender validity period, being [date of expiration of the Tender validity plus twenty-eight(28) days]

Consequently, we must receive at the above-mentioned office any demand for payment under this guarantee on or before that date.

Signature Seal


Letter of Commitment for Bank’s undertaking for Line of Credit (Form PG3-8)

[This is the format for the Credit Line to be issued by any scheduled Bank of Bangladesh in accordance with ITT Clause 28.1(d)]


Tender Package No:

Lot No (when applicable):To:

[Name and address of the Procuring Entity]

CREDIT COMMITMENT No: [insert number]

We have been informed that [name of Tenderer] (hereinafter called “the Tenderer”) intends to submit to you its Tender (hereinafter called “the Tender”) for the supply of Goods of [description of Goods and related services] under the above Invitation for Tenders (hereinafter called “the IFT”).

Furthermore, we understand that, according to your conditions, the Tenderer’s Financial Capacity i.e. Liquid Asset must be substantiated by a Letter of Commitment of Bank’s Undertaking for Line of Credit.

At the request of, and arrangement with, the Tenderer, we [name and address of the Bank]do hereby agree and undertake that [name and address of the Tenderer] will be provided by us with a revolving line of credit, in case awarded the Contract, for the delivery of Goods and related services viz. [ insert name of supply], for an amount not less than BDT[in figure] ( in words) for the sole purpose of the supply of Goods and related services under the above Contract. This Revolving Line of Credit will be maintained by us until issuance of “Acceptance Certificate” by the Procuring Entity.

In witness whereof, authorised representative of the Bank has hereunto signed and sealed this Letter of Commitment.

Signature Signature


Notification of Award (Form PG3 - 9)

Contract No: Date:

To:

[Name of Contractor]

This is to notify you that your Tender dated [insert date] for the supply of Goods and related Services for [name of contract] for the Contract Price of Tk [state amount in figures and in words] as corrected and modified in accordance with the Instructions to Tenderers, has been approved by [name of Procuring Entity].

You are thus requested to take following actions:

i. accept in writing the Notification of Award within seven (7) working days of its issuance pursuant to ITT Sub-Clause 61.3

ii. furnish a Performance Security in the specified format and in the amount of Tk [state amount in figures and words] ,within fourteen (14)days of receipt of this Notification of Award but not later than (specify date), in accordance with ITT Clause 63.2

iii. sign the Contract within twenty-eight (28 )days of issuance of this Notification of Award but not later than (specify date), in accordance with ITT Clause 66.2

You may proceed with the execution of the supply of Goods and related Services only upon completion of the above tasks. You may also please note that this Notification of Award shall constitute the formation of this Contract, which shall become binding upon you.

We attach the draft Contract and all other documents for your perusal and signature.

Signed

Duly authorized to sign for and on behalf of [name of Procuring Entity]

Date:


Contract Agreement (Form PG3 -10)

THIS AGREEMENT made the [day] day of [month] [year] between [name and address of Procuring Entity] (hereinafter called “the Procuring Entity”) of the one part and [name and address of Supplier] (hereinafter called “the Supplier”) of the other part:

WHEREAS the Procuring Entity invited Tenders for certain goods and related services, viz, [brief description of goods and related services] and has accepted a Tender by the Supplier for the supply of those goods and related services in the sum of Taka [Contract Price in figures and in words] (hereinafter called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:1. In this Agreement words and expressions shall have the same meanings as are respectively

assigned to them in the General Conditions of Contract hereafter referred to.2. The following documents forming the Contract shall be in the following order of precedence,

namely :

(a) the signed Form of Contract Agreement;

(b) the Notification of Award(c) The completed Tender (d) Particular Conditions of Contract;(e) General Conditions of Contract;(f) Technical Specifications;(g) Drawings;(h) Price Schedules and Schedule of Requirements and;(i) other document including correspondences listed in the PCC forming part of the

Contract3. In consideration of the payments to be made by the Procuring Entity to the Supplier as

hereinafter mentioned, the Supplier hereby covenants with the Procuring Entity to provide the goods and related services and to remedy any defects therein in conformity in all respects with the provisions of the Contract.

4. The Procuring Entity hereby covenants to pay the Supplier in consideration of the provision of the goods and related services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of Bangladesh on the day, month and year first written above.

For the Procuring Entity: For the Supplier:

Signature

Print Name

Title

In the presence of

Name


Address

Bank Guarantee for Performance Security (Form PG3 – 11)

[this is the format for the Performance Security to be issued by a scheduled Bank of Bangladesh in accordance with ITT Sub Clause 63.1]

Contract No: Date:

To:

[Name and address of Procuring Entity]

PERFORMANCE GUARANTEE No: [insert number]

We have been informed that [name of supplier] (hereinafter called “the Supplier”) has undertaken, pursuant to Contract No [reference number of Contract] dated [date of Contract] (hereinafter called “the Contract”) for the supply of [description of goods and related services] under the Contract.

Furthermore, we understand that, according to your conditions, Contracts must be supported by a performance guarantee.

At the request of the Supplier, we [name of bank] hereby irrevocably unconditionally undertake to pay you, without cavil or argument, any sum or sums not exceeding in total an amount of Tk [insert amount in figures and in words] upon receipt by us of your first written demand accompanied by a written statement that the Supplier is in breach of its obligation(s) under the Contract conditions, without you needing to prove or show grounds or reasons for your demand of the sum specified therein.

This guarantee is valid until [date of validity of guarantee], consequently, we must receive at the above-mentioned office any demand for payment under this guarantee on or before that date.

[Signatures of authorized representatives of the bank]

Signature Seal


Section 6. Schedule of RequirementsInvitation for Tender No: DateTender Package No: GD2/2018Lo No (when applicable):This Section provides the List of Goods and Delivery Schedule and List of Related Services and Completion Schedule and must be carefully prepared by a Procuring Entity for each object of procurementThe Procuring Entity may include the delivery of a limited supply of fast-moving and/or hard-to-find spare parts in this Schedule of Requirement. This is to ensure the continued use or operation of the equipment.

A. List of Goods and Delivery Schedule

When completing Form PG3-2 the Tenderer shall quote prices and contract delivery dates for each item against each lot and show each Lot separately, as specified in the List of Goods and Delivery Schedule.)

Item No.

Description of Related Services

Unit ofSupply

Quantity of Units

Required

Point at which

Services are required

Required Completion

Date for Services

1 2 3 4 5 6Procuring Entity’s Option for delivery terms is: “Supply, Installation and Integration of Enterprise Resource Planning Tools for Teletalk Bangladesh Limited”

[note 1]

1Financial Accounting and Controlling Module 01 GCC 1.1(s) Starting from 4th

Weeks and Ending at 12th Weeks within 3 work

order/PO

2Human Resources and Payroll Module 01 GCC 1.1(s) Starting from 4th


order/PO

3Purchase Management Module 01 GCC 1.1(s) Starting from 4th


order/PO

4Inventory Management Module 01 GCC 1.1(s) Starting from 4th


order/PO

5Sales Management Module 01 GCC 1.1(s) Starting from 4th


order/PO


6Production Management Module 01 Starting from 4th


order/PO

7Project Management Module 01 Starting from 4th


order/PO

Note 1: Delivery period starts from the date of contract signing


B. List of Related Services and Completion Schedule :

Notes on Related Services

The Procuring Entity shall clearly specify the Related services/Incidental services, other than inland transportation and other services required to convey the Goods to their final destination, in this Schedule of requirement. In particular, these services may refer to any of the following but not limited to:

(a) performance or supervision of on-site assembly and/or start-up of the supplied Goods;

(b) furnishing of tools required for assembly and/or maintenance of the supplied Goods;

(c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied Goods;

(d) performance or supervision or maintenance and/or repair of the supplied Goods, for a period of time as specified, provided that this service shall not relieve the Supplier of any warranty obligations under this Contract; and

(e) training of the Procuring Entity’s personnel, at the Supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance, and/or repair of the supplied Goods

When completing Form PG3-2 the Tenderer shall quote prices and Completion date for services for each item against each lot

Item No.

Description of Related Services

Unit ofSupply

Quantity of Units

Required

Point at which

Services are required

Required Completion

Date for Services

1 2 3 4 5 61 Financial Accounting and

Controlling Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO

2 Human Resources and Payroll Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO

3 Purchase Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO

4 Inventory Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO


5 Sales Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO

6 Production Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO

7 Project Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO

8 Development of Change Request (CR)(average of 10 man-day)

Nos 100 Dhaka During implementation/warranty peiod

9 Annual Maintenance Service (beyond the warranty period) Years 2 Dhaka After warranty

period

10 TrainingIn three batches Person 50 Dhaka During

implementation period

Note 1: Delivery period starts from the date of contract signing


Section 7. Technical Specifications

7.1. GENERAL REQUIREMENTS

The scope of services of the Bidder covers providing database and application servers and development of any standard ERP Product with good credentials in the telecom sector, based on redesigned processes, testing the solution, training the core team and users, data conversion/digitization, migration from existing ERP, post-roll out support with hyper care of twelve months.

Bidder would be required to supply development licenses or limited number of licenses (as agreed with Teletalk Bangladesh Limited during implementation) for the suggested ERP solution during implementation phase. Supply of ERP licenses shall made staggered during implementation phase or as suggested by TELETALK. Ownership of ERP license & any other software during implementation stage, shall be with Bidder till Successful Go Live of the complete Solution, till Such time any cost such upgradation / AMC / damages or any other overhead cost shall be borne with Bidder.

The following table is provided to give a rough understanding of the user base and the type of departmental users who will be accessing various modules. However the same is only to obtain an initial understanding, and the number of licenses to be purchased at each stage shall be agreed mutually between the Purchaser and the selected Bidder.

The benefit from the implementation of this ERP solutions are expected as belowa. Real time integration throughout the whole companyb. Deep performance and financial visibilityc. Careful management of regulatory compliance riskd. Deployment of new operational and technological modelse. Increase in revenues from products and services

7.1.1. ESTIMATED USER LICENSES REQUIREMENT

License TypeApproximate

No of LicensesFinancial Accounting and Controlling 50Human Resources and Payroll 600Purchase Management 600Inventory Management 200Sales Management 200Production Management 10Project Management 30

Note:a. User shall be defined Multi-module and multi-role based access privilege. b. Above License Quantity is indicative.c. All the licenses shall be enterprise wide without any limitation to number of users, as per

licensing policy and growth factor defined in Tender Document.d. License quantity shall be ensured through either direct provision in ERP or user management

middleware. However, the user activity log shall be available in ERP’s relevant database.

7.1.2. FUNCTIONAL REQUIREMENTS


The following functional modules are envisaged to be covered in the Commercially Off The Shelf (COTS) ERP Application are:

1. Financial Accounting and Controlling2. Human Resources and Payroll3. Purchase Management4. Inventory Management5. Sales Management6. Production Management7. Project Management

Moreover, the contractor has to ensure smooth integration, for meeting technical requirements as specified in this tender document, with existing peripheral/System such as Online Charging, Billing system, Voucher Systems, Payment Gateways, Dealer Management System (DMS), CRM, and etc. In next phase the ERP will be expanded with the necessary module including Enterprise Asset Management, Quality Management, Customer Management, e-commerce etc.

Bidder should consider 100 developments Change Requests (CR) for average 10 Man-days per CR in addition to functional requirement specifications. The development shall include any forms, enhancement, workflow, conversion programs, interface, apps, report and customization on deployed system in initial level.

7.1.3. GEOGRAPHICAL REQUIREMENTS:

The proposed ERP application is envisaged to be implemented in DHAKA HQ for entire license area of TELETALK. Bidder would be required to travel few of following areas at all locations below during different implementation phases such as requirement gathering , user training , hand hold users as well as during support phase or as desired by TELETALK.

Geographical Locations are as under:

Zonal Offices All Divisional HQs including the 5 nos. of district towns

O&M Circles All Divisional HQs including the 5 nos. of district towns

Customer care center 100

7.2. BUSINESS VOLUMES AND PERFORMANCE REQUIREMENTS

Bidder should consider following response while suggesting solution software as a holistic solution.

Process operations response times (end to end) are required of no less than:

a. 90% of online update transactions of 2 seconds to commit transactions with sub second screen response times.

b. 90% of online simple query of 3 seconds.c. 90% of online complex query 4 to 8 seconds.d. Batch operation such as salary generation, accounts compilation, budget, etc. should not be

more than 5 minutes for one sub division (approx. 50- 60 employees in one subdivision) with peak load.

e. Response time for processing operations defined as the time it takes for the process to complete from the time it has been requested to run. Peak load is between 10am to 12pm and 1pm to 3pm, mostly with online transactions and around 50 (to be modified as per requirement) concurrent users across the entire organization.


7.3. TECHNOLOGICAL REQUIREMENTS

a. Solution that is fully integrated across modules and covers all the functionality as given in the detailed functional requirements through a single application that has proven integration and has tools to easily deploy the applications.

b. A scalable system that there is enough room for growth to meet the future requirements. To meet the Scalability requirements Horizontal scalability, vertical scalability or a combination of both can be used.

c. Proposed ERP must be based on open-standards approach, similar to Service-oriented Architecture (SOA) so that it improves IT productivity and business value at the same time. At the heart of approach to SOA should be the concept of highly integrated Web services, combined with business logic and harmonized semantics that can be accessed and used repeatedly to enable end-to-end business processes.

d. Process integration can be suggested as a part of technology architecture to enable connectivity and integration between legacy applications, any customized applications and business partner solutions.

e. Solution must be backed by adequate security mechanisms, such as firewall and proxy servers, that need to be in place to protect the network from external threats.

f. The solution must also take care of highest System availability and integrity measures such as backups, security, data and server redundancy, hardware (provided by Teletalk), architecture, and disaster recover procedures. Some other features are listed as under:

1. ERP shall be deployed on the Teletalk’s existing server virtualization platform (VMWare). However, bidder shall provide necessary Operating System.

2. ERP Solution should also have Implementation/Support tool, which is integrated seamlessly and will be used during the implementation life cycle to carry on the critical activities of the project.

3. As a security procedure, only such a tool shall be the window for 24/7 support to resolve product related issue resolution activities by the ERP Vendor.

4. The ERP solution should support various user interface options like Portal, mobile and user friendly forms for offline mode also solution must provide flexibility on Database management and Operating System.

7.4. PROJECT MANAGEMENT METHODOLOGY & TOOLS

a. Bidder must carry out the implementation based on proven methodology as suggested by respective OEM or any suggest and improvisations needed to address the requirements stated in this Bid document or any tools proposed by the Bidder.

b. Bidder should enlist various tools which they are going to use during implementation period and cost of using of the any tools shall be borne by the Bidder.

c. Beginning of the implementation of ERP, contractor shall have to prepare Detailed documentation (Software Requirement Specification-SRS) after consulting teletalk’s responsible officials.

7.4.1. TRAINING STRATEGY

a. Develop a Training Strategy and a detail approach for providing training to the various categories of users.

b. Minimum 50 teletalk relevant officials shall be trained in minimum 3 batches in class room environment. However, training space will be arranged by Teletalk.

7.4.2. SOLUTION DESIGN STRATEGY

The Solution Design Strategy developed by Bidder should be based on the following:


c. Analyze the current processes and documentation available processes and the FRS.d. Conduct a standard gap analysis for requirements and map them to features of the ERP to

arrive at enterprise level gap analysis report for Customization/ Workarounds /Configuration requirements.

e. Identify process/policy/MIS changes required to be undertaken for implementing the solution and the business case for such changes.

7.4.3. INTERFACE STRATEGY

Develop an Interface Strategy describing interface points between the ERP SOLUTION and the legacy/ new applications. Develop a Data Conversion Strategy describing the data elements that would need to be converted and the process that needs to be followed for the same.

7.4.4. RISK MANAGEMENT

Risk Management Strategy to identify and categories the project risks along with the risk management process with approach and mitigation plan

7.4.5. DELIVERABLES AND REPORTING

a. Manage the delivery of all deliverables and the activities that go in making of the deliverables.

b. At a minimum, the Bidder will submit a written progress report every week to the TELETALK.c. Continuously report the exceptions and critical issues that need immediate attention

and also detail the proposed time & mechanism to resolve the different category of issues.d. Update the Project Management & Steering Committee members in the respective

meetingsto be held every month. The venue, date and time of the meeting shall be decided mutually.

e. Interact with the other entities such as the ERP product vendor. For all practical purposes, TELETALK may treat the successful Bidder as an agent of all other entities involved. On an aggregate basis, the Bidder will be responsible for successful completion of the ERP SOLUTION Project.

7.4.6. BROAD LEVEL RESPONSIBILITY MATRIX

S. No Activity PrimaryResponsibility

SecondaryResponsibility

1 Study all the business processes and arrive at a list of processes, which would be covered by the ERP Solution implementation.

Formulation of AS- IS Document

Contractor Teletalk

2. Solution Architecture, Process re orientation & To – Be process document

Contractor Contractor

3 Configuration/Customization/Integration with Legacy systems along technical as well functional document

Contractor Contractor

4. User Acceptance Testing / UAT scripts Contractor Contractor

5. Integration testing / Regression Testing Contractor Contractor

6. Core User Training Contractor Contractor


7. End User Training Contractor Contractor

9. Cut Over Strategy Contractor Contractor

10. Data formulation for conversion TELETALK Contractor

11. Data Conversion for TELETALK Contractor TELETALK

12. Support after Go Live Contractor Contractor


7.4.7. PROJECT DELIVERABLES

Bidder shall be required to adhere to below acceptance of Work Product and deliverables based on responsibility.

PHASE: PROJECT PREPARATION PHASE1. Project Management

Deliverables Weekly Status reports in Agreed Format

Acceptance Criteria Project Schedule Sign Off by Teletalk.

2. Project Kick Off

Deliverables Minutes of Kick off Meeting

Acceptance Criteria Concurrence with Minutes.

3. Developing Project Plan & Establishing Project Infrastructure

Deliverables Minutes of Kick off Meeting

Acceptance Criteria Concurrence with Minutes.

4. AS-IS & TO- BE Study / Process flow charts/SRS

Deliverables Documentation of AS-IS Process/SRS and validation of the same by the Business Process owners and business function heads, defining Key Process Indicators for successful project and achievement plan for the same.

Acceptance Criteria Sign-Off from Business function heads

5. Overall Product Presentation

Deliverables Documentation of AS-IS Process and validation of the same bythe Business Process owners and business function heads, defining Key Process Indicators for successful project and achievement plan for the same.

Acceptance Criteria Sign-Off from Business function heads

PHASE: BUSINESS BLUEPRINTING PHASE – BBP1. Training

Deliverables Presentation on L2 Training , Training Material , exercises , daily module specific tests , trainer evaluation.

Acceptance Criteria Presence of all Core team member, Champion users andcompletion of training as per desired quality (which will


Depend on rating of the trainer by the core team ).

2. Workshop on ERP Organization structure to give an idea about the ERP OrganizationElementsDeliverables Presentation by Bidder on ERP Org. Structure to Business

function heads, business process owners and Core team member.

Acceptance Criteria Presence of all Business functions heads, business processowners and core team members.

3. ERP Organization structure Finalization

Deliverables ERP Organization Structure

Acceptance Criteria ERP Organization structure frozen must fulfil the current ERPorganization process / reporting / consolidation requirements as well must be scalable w.r.t. Future needs

4. To- BE Process (Process Workshop) , Business Blueprinting for all Modules

Deliverables Business Blueprint Document, Process flow charts, Gap Management, Reporting requirement document.

Acceptance Criteria Business blueprint document should fulfil stated current as wellas future business need , must incorporate ERP best practices,must clearly indicate the gap management and approach to handle the RICEF (development) requirements of the organization

5. Top Management Training / Senior Management Workshop

Deliverables Top Management workshop for To – be process Mapped , gapsand resolution of gaps

Acceptance Criteria Attendance and sign off by Top Management

6. Master and Cut Over data collection templates, defining of the data requirements , writingdata extractionDeliverables Data collection templates, data coding structure document and

approach. Development of data extraction programmes. DataMigration strategy

Acceptance Criteria Must be able to fulfil capturing of all required master/reportingrelated data and configurationally data for various business processes.

6. Master and Cut Over data collection templates, defining of the data requirements , writing data extraction

Deliverables Data collection templates, data coding structure document and approach. Development of data extraction programmers using suitable tools. Technical refining of master data. Data Migration


StrategyAcceptance Criteria Must be able to fulfil capturing of all required master/reporting

related data and configurationally data for various business processes.

7. Activities on Change Management

Deliverables Workshop on change management at various sites based on frequency and intervals decided between the 2 project managers, conduct a survey for Teletalk‟s various offices in divisions, districts and its others offices. Submit a report to Highlight likely change management issues and ways of resolving them for Teletalk‟s change management.

8. Establishing Various Test Environments during BBP and realization phase with backup and disaster recovery management of key servers including production servers.

Deliverables Installation and testing of all related servers as a part ofstandard ERP implementation methodology whether based on ASAP or AIMS client creation (test client to enable testing of configuration)Setting for Disaster recovery site, conduction of disasterrecovery tests, documentation of disaster recovery scripts, formation of disaster recovery teams, preparation of back up and restoration strategy and ensuring the same successfully. Getting Products Certifications from Product Vendors.

Acceptance Criteria Configuration completion of respective server at each stage andcompletion of testing by consultant team before releasing the server for core team testing.

9. BBP Audit by Experts (Internal Team)

Deliverables BBP Audit report with findings, recommendations and best practices.

Acceptance Criteria Agreement between the Sr. Consultant / Auditors of Bidderteam, Teletalk‟s business function heads, business process owners and core team.

PHASE: CUSTOMISATION PHASE

1. Baseline Configuration and identification of interfaces to ERP

Deliverables First cut configuration of proposed ERP.

Acceptance Criteria Configuration to have top level reflection of desired functionality as per fit / gap analysis document.


2. Final Configuration

Deliverables 95% Completion of Configuration / Customization of all requiredModules in all respects as identified during BBP Phase. 95% Completion of all development (WRICEF) as identified during BBP Phase.Submission of all document such as configuration Document,technical document, Functional Specification and TechnicalSpecification.

Acceptance Criteria Desired functionality as per fit/ gap analysis document isreflected in each module. This will be accepted after finalConfiguration Audit prior to the start of Integration testing.

3. Development of Programs , Utilities & Enhancement for Data Migration

Deliverables Development of Programs & Utilities such as (BDC, LSMW ,BAPIs) , conversion programmes and utilities as per functional scope.Test result completion document.

Acceptance Criteria Successful Upload testing results during verified by Core Teamduring UAT.UAT Sign off document for Upload Programs.

4. Training on Upload Programs / Utilities

Deliverables Formal Hands on training to all Core users along with end userupload documents and videos.

Acceptance Criteria Ability to Upload records independently by core team members /data conversion team.

5. Unit Testing , Integration Testing , Regression Testing and User Acceptance Test

Deliverables Unit testing, integration testing & regression testing forprocesses of all modules based to mutually agreed test plans/ scenarios which includes negative test plans for developments as well. Recording of all test results as per agreed test scripts / scenarios.

Acceptance Criteria Successful completion of Unit testing, Integration testing as wellas regression testing based on agreed test scenarios for each processes / Module independently.

5. System Related Testing

Deliverables Stress Test, Performance test, Failure and Disaster Recoverytest, Back up & Restoration of Data.Test Scripts based on various scenarios, Acceptance Criteria & Back up Strategy document. Recording of results for all tests,

Acceptance Criteria Successful completion of all tests by System Maintenance team of Teletalk or by team identified by Teletalk.


PHASE: ROLL-OUT PHASE1. Establish Production Environment / Pre Production Environment

Deliverables Readiness ERP system Production System and Pre production environment (Optional) with all Configuration and customizations/ Development as ProcessesCompletion Report on Production Server Readiness.

Acceptance Criteria Running Complete Pre Production and Production Server.

2. Data Migration to Pre-Production Client

Deliverables Migration Master and Cut over data by extracting uploaded dataReports from ERP tables and Standard Reports.Data of last 5 years must be migrated and validated for HR andHR Payroll.Completion report for Pre-Production as well as ProductionEnvironment against all acceptance criteria.

Acceptance Criteria Matching of below Values in Pre-Production Client before datamigration to production environment :Trial Balances, Balance Sheet, Vendor Balances, Customer balances, Vendor advances, Customer advances, Asset Master and All data related to employees and as per any other requirement by Teletalk.

3. End User Training

Deliverables End User Training Plan & Conduction training for all users.Training module for end user (1 Hard copy for each user.) Training Videos for end users.

Acceptance Criteria Conclusion of training, end user documentation to reflectNavigation paths.

4. Cut Over Strategy Workshop

Deliverables End User Training Plan & Conduction training for all users.Training module for end user (1 Hard copy for each user.) Training Videos for end users.

Acceptance Criteria Conclusion of training, end user documentation to reflectnavigation paths.

PHASE: HYPER CARE & GO LIVE1. Production System Readiness for Go LiveDeliverables Check List* for Go-Live and a production ERP system ready for

use from both technical as well functional stand Point. Acceptance Report


Acceptance Criteria Availability of Production System.

2. Data Validation and Go Ahead for Go-LiveDeliverables Master and Cut Over Data Validation sign off document by

the business functions heads. Validation of ERP Trial balances , Balance Sheet , Vendor

Balances , Customer balances , Vendor advances , Customer advances , Asset Master and All data related to employees and as per any other requirement by Teletalk and sign off on the Date of Go Live.

Acceptance Criteria Verification on the No of records in the system andqualitative sampling of the record uploaded.

Tallying of ERP Trial balances, Balance Sheet, Vendor Balances, Customer balances, Vendor advances, Customer advances, Asset Master and All data related to employees and as per any other requirement by Teletalk against legacy system.

*Indicative Check ListSr. No Parameter Compliance (Yes/No)

1. . To-Be process implemented in system2. System is ready as per technical requirements3. System is ready as per functional requirements4. Data Migration completed5. Digitization of Data completed6. Data verification completed7. All requisite Training provided (Training Chart along with

participants to be checked)8. All Field issues all resolved9. All requisite testing and verification completed10. Help Desk created11. Manpower for support deployed12. All software as per agreed deployed in Teletalk Virtualization

Platform (Attached in Annexure: 1).13. All modules have been verified by respective department and

sign off is in place14. Pattern of issues reported during hyper care period is

indicating system is stabilize

7.4.8. INFRASTRUCTURE REQUIREMENTS:

a) All software components must be available and deployable on all OS platforms (if not should to mentioned in Bid available deployments to account for both planned and unplanned downtime. Planned downtime could be due software patching/upgrades or application version or database schema changes. Unplanned downtime could be due to memory corruption, disk failures, server failures or site failures documents)

b) All software components and products should provide out-of-the-box functionality withminimum customizations or implementation to fulfil the required functionalities for the proposed solution as well as supporting software components.


c) All software components and products should possess a clear upgrade path for follow-on releases with backward compatibility.

d) All software applications should be web-based and multi-tier applications supporting clustering, load balancing, redundancy, high-availability, scalability, and fail safe operation.

e) All software applications should provide native support of web services and provide appropriate APIs for the purposes of integration as well as functionality extension or enhancements as may be required to fulfill special functionalities. For instance, the API should be standard interface (preferable REST) to all third parties applications, platform such as analytics, Dealer Management, Data Warehouse etc.

f) The architecture should be designed for extensibility and scalability.g) The infrastructure (database, application servers and web servers) must support highly

scalable. Allow server capacity to be scaled near linearly without making any changes to the data and applications.

7.4.9. PROFILES OF TEAMS

The selected Bidder has to deploy a specialized and trained team for the successful and timely completion of the Project. It is therefore desirable that the key personnel in the team have the following Roles and the minimum qualification and work experience are detailed below

a) Program manager b) Technical Architect c) Project Managerd) Change Management Track Lead e) Functional Track Leads:f) Technical Track Leads:g) Consultants h) DBA

Role Profile

Program Manager 1. Should have program managed at least 10 ERP projects2. Experience in Public Sector Industry ERP implementation is preferred.3. Should have good program management skills, relationship management skills and strong leadership qualities.

Project Manager 1. Should have project management experience in implementation/under implementation of the ERP product in CSPs2. Should have good project management skills, relationship management skills and strong leadership qualities.3. PMP or equivalent certification is preferred

Technical Architect 1. Should have experience in designing and implementing “n” tier architectureand integrating with the proposed ERP product2. Should have experience in implementation/under implementation of the ERPproduct in CSPs3. Should have the relevant academic qualifications (e.g. BSc.Engg/FCA/MBA)

Change ManagementTrack Leads

1. Minimum 3 projects as Change Management lead in a large organization.

2. Minimum 1 project as Change Management lead in an ERP implementation3. Should have good analytical skill and experience in managing change

emerging from implementing standard ERP product.Functional TrackLeaders

1. Experience in implementation/under implementation of the offered ERP inPower Distribution company is preferred2. Experience in Bangladeshi localization.3. The Finance track Leader should have the relevant academic qualifications(e.g.CA/MBA-Finance/FCMA)4. Certification by the ERP Product Vendor preferred.


Technical Track Leads 1. Should have led technology and infrastructure track in the offered ERPImplementation project.2. Should have the relevant academic qualifications (e.g. BSc.Engg/FCA/MBA/FCMA3. Certification by the ERP Product Vendor preferred.

Consultants (Functional/ Technical

1. Should have ERP implementation (full cycle) experience on the respective module of the offered product suite.2. It is preferred that the consultant is certified by the ERP product vendor on the respective module.

The bidder shall submit the details of experience with proof as per the format. Teletalk reserves the right to interview the bidder (which has won the BID) team members selected by the bidder as part of the ERP implementation team. On interviewing, if the team member is found unsuitable, then Teletalk would request bidder to replace with another team member with the same profile.

7.5. HYPERCARE SUPPORT

a. Hyper care Support shall be till the completion of 12 Months post successful declaration of Roll-Out for all modules of ERP solution.

b. Bidder shall setup and manage the helpdesk and all provisions during Hypercare support as suggest in this document.

c. During hyper Care Support period bidder to require to depute implementation team at

d. Teletalk so that transition from hyper care support period to three years support period is smooth.

7.6. ANNUAL MAINTENANCE SUPPORT

a. Providing onsite post implementation support for a period of three years after complete Go- Live for all components of the ERP solution. The support will cover all user level queries, fixing bugs in application, changes to configuration of application if required, patch updates and providing latest version (upgrades) of application, data base and OS software and retraining as defined above.

b. Bidder shall setup and manage the helpdesk during the entire post go-live support. Setting up support HELPDESK (for all components of the proposed ERP Solution) at Teletalk Data Centre and Disaster Recovery Centre by Bidder to manage post full Go-Live support. Bidder would manage the Helpdesk through-out the contract period. Necessary infrastructure for Helpdesk in terms of Computers, software, Printers and Scanners would be arranged by Bidder. Telephone lines and internet facility for the helpdesk would be provided by Purchaser.

c. Bidder is expected to provide Teletalk with the guidelines in setting up and managing such helpdesk including the processes to be followed in loggingrequest for assistance, assigning requests to specific helpdesk individual, recording resolution and tracking the overall time frame from logging a call to its resolution.

d. Bidder will also provide a description of their teams that would be set up for this purpose along with their roles, job descriptions and profiles of key individuals.

e. Bidder will ensure that three personnel are available at any given point in time on 12X7 basis for helpdesk support at both DC & DR sites, and 2 functional consultants on 12X6 basis for the on-field support at Jaipur Teletalk to handle day to day issues.

7.7. DESCRIPTION OF FUNCTIONAL REQUIREMENTS:

a. Detailed functional requirements for the following modules along with other related reporting and Department linked functionalities have been provided in

Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited”96

Functional Requirements table below.

Financial Accounting and Controlling Human Resources and Payroll Purchase Management Inventory Management Sales Management Production Management Project Management

b. The Bidder may please note that the functional requirements mentioned here are for the purpose of having basis business requirements of proposed ERP modules and not to construe that this is exhaustive requirements of the ERP modules. It is clarified that idea behind giving the functional requirements in the TENDER DOCUMENT was to facilitate the prospective Bidders with the “AS-IS” functions of the TELETALK. However, the given functional requirements are just indicative. The selected Bidder as part of the scope of work will have to conduct the “As-IS” study for catering the actual functional requirements. On the basis of such requirement gathering, the final system will be designed.


7.7.1 FINANCIAL ACCOUNTING AND CONTROLLING MODULE

Sr. No

Process Sub- Process Functional Requirement Specifications

A. General

1

Financial Accounting

Accounting

Multiple books of accounts for various purposes: (No Parallel Books, but involves multiple regulation)1. Companies Act 1994 2. Cost Accounting3. Bangladesh tax and VAT laws4. Applicable accounting standards, rules and regulations as per BFRS/IAS/GAAP

2


Accounting

Structure the General Ledger code block as Company/Entity, Project Accounts, Cost centres, Activity etc. (Please specify each of these segments together with their length and order within the code block.)

3Financial Accounting Accounting

Uniform Chart of Account (COA) structures serving all units with facility to merge accounts for consolidation


Maintain the account-numbering scheme. The scheme can use alpha characters, numeric characters, or both.


Maintain Project Accounts, Cost Centres, Business Area, Profit Centres, and Activities. Data maintained includes Name, Description, and Valid Account ranges for posting.

6


Accounting

Maintain individual accounts. Data maintained includes Name / Description, Classification (Assets, Liabilities, Income, Expense, or Statistical),Status (Active or Inactive), Analysis code(s) (These codes are used to group accounts)

7 Financial Accounting

Accounting Control creation of new account/modifications made to COA


Accounting Import/export facility for COA creation


Provision to group different accounting groups for reporting purpose depending upon BFRS/IAS/GAAP requirements through drag and drop facility


Accrual based accounting – Record the liability / receivable transaction, as also the payment / receipt transaction.

11

Financial Accounting Accounting

Provision to maintain multiple General Ledger Calendar. For each financial year, define the start and end dates of each accounting period and the status of the accounting period.

12Financial Accounting

Accounting Provision to change financial year start date and end date

13


Accounting

Closure of financial books:1. Periodic closing of books without passing entries in main books2. Automatic closing and opening entries on closing of books3.Entries pertaining to a period to be passed in next period (for closing purposes)


Provisional entries (Multiple memorandum books)for periodic closing of books:


Accounting1. Transfer of balances from one set of books to a parallel set of books as required by user2. These entries should not impact the financial books if desired by user3. Back-dated entries can be made in the memo book maintained for periodic closing4. Allow change in amount in an authorised voucher in the memo books (e.g. Change in the balance in an account on the basis of which a provision has been made and hence, the provision amount needs to be changed)5. Auto-reconciliation between different books and MIS Reports Impact on cost centres and profit centres of entries in Memorandum books


Accounting Ability to setup an adjustment period.


Accounting Ability to generate provisional accounts statement before final Closing


Ability to provisional closure of accounts by cost centre, profit centre or any other office separately as defined by the user


Accounting Track postings to the adjustment period separately.

B. Allocation code

1Cost Accounting & Controlling

Controlling & Allocation

Allocation codes can be used in place of a GL code block value when entering GL transactions. The allocation code specifies how the amount entered is to be distributed amongst many GL code block values.



Allocation methods can include fixed amount, percentage-based, percentage value of other account(s), statistical account-based, and formula based (user defined).



Perform Allocations to spread amounts in one or more accounts Across other accounts.


Controlling & Allocation Perform Chain Allocations.



Perform allocations for reporting purposes without affecting the actual account balances.

C. Currencies

1Financial Accounting Accounting Maintain multiple currencies


Accounting Several exchange rate types can be defined. For example spot, weighted average or historical.


Accounting Ability to define rules for conversion of foreign exchange transactions and balances


Accounting Maintain exchange rates between each currency used in the system.



Accounting Compute the unrealized gain/loss on foreign currency transactions at user-defined frequencies.

D. Journal entry/posting Journal Structure

1


Accounting

Each journal contains a journal type, indicating the source of the journal (e.g. from accounts payable, accounts receivable, general ledger, fixed assets, material management, Payment Management, etc.). User defined journal types for data imported from legacy / custom systems.


In addition to the journal type, an analysis code can be attached to the journal to further describe its purpose.

E. Journal functions1 Financial

Accounting AccountingDefine Journal approval hierarchy with respect to various levels, financials, approval authority etc.


Accounting Allow modification of the Journal approval work flow


Accounting Facility to add, delete, modify and void the journals before approval.


Validation of code block values is done at journal creation time. The journal cannot be submitted for posting unless a valid code block value is recorded.


Notes in the form of text, documents, pictures, web links etc. can be attached to journals to fully describe the reason for raising the journal at journal and journal line level.


Provision to interact with attached document scanner for automatic attachment of invoices or any other document.


Accounting All journals are effective-dated, allowing posting to any open


Accounting accounting period ( Including Prior and Future periods )


When business transactions occur between companies, the associated journals automatically debit or credit the appropriate inter-company clearing accounts.

F. Types of Journal


BudgetaryControl

Provision for preparation of capital and revenue budgets


BudgetaryControl

Provision for preparation of budget as per cash and accrual basis


BudgetaryControl

Support bottom-up (input at detail level) and top down budgeting (budget at high level and then distributed to lower level).


BudgetaryControl

Provision to provide data for preparing budgets based on historical trends and committed obligations.


BudgetaryControl

Provision to prepare the budget based on historical trends, user inputs or a combination of both

Cost Budgetary


6 Accounting & Controlling

Control Support multiple year rolling budget.


BudgetaryControl

Support budget version control (e.g. approved budget and revised budget).


BudgetaryControl

Control access to budgets for making modifications and inquiries.

9 Cost Accounting & Controlling

BudgetaryControl

Budget changes to be input by users to control updating to monitoring database after proper approval.


BudgetaryControl Ability to Freeze budgets.


BudgetaryControl

Interfacing of budgets from Spreadsheets, legacy systems

12

Cost Accounting & Controlling

BudgetaryControl

Set-up budgetary control as Absolute (Do not allow users to enter transactions exceeding the budgets), Advisory (provide warnings when actual exceed budget) or None (No control against budgets) by account.


BudgetaryControl

Provision should be provided to transfer from one budget account to other based on approval and defined work flow.


BudgetaryControl

Factor in PR, PO and invoice commitments for checking funds (budget) available.


BudgetaryControl

On-line balances for determining funds (budget)availability.


BudgetaryControl

Support registering and update of indented, committed or/and actual liability.

17

Cost Accounting & Controlling

BudgetaryControl

Provision to split the overall budget into budgets for headquarters, zones, circles, divisions and subdivisions; separately for capital and revenue budgets.


BudgetaryControl

Provision to lock-in budget for loan repayments(Principal and interest)

G. General Reports

1 FinancialAccounting MIS Reports Location wise and Expense head wise accounting of expenses


2FinancialAccounting MIS Reports

Provision to define continuous voucher numbers by voucher type; even if a voucher prepared has not been ultimately authorized

H. Standard reports1 Financial MIS Report Standard/Statutory Reports 2 Accounting MIS Report Statement of revenue (division, Business Area, subsidiary

companies and consolidated)3 Financial MIS Report Statement of costs (division, Business Area, subsidiary companies

and consolidated)4 Accounting MIS Report Cash Flow Statement (division, Business Area, subsidiary

companies and consolidated)5 Financial MIS Report Trial balance of general ledger accounts (division, Business Area,

subsidiary companies and consolidated)6 Accounting MIS Report Transaction / journal and account listings7 Financial MIS Report Cost Centre Reports8 Accounting MIS Report Activity Reports (division, Business Area, subsidiary companies

and consolidated)9 Financial MIS Report Budget Variance Reports (division, Business Area, subsidiary

companies and consolidated)10 Accounting MIS Report Maintain inception-to-date project transactions history11 Financial MIS Report Maintain Balances for Period to Date(PTD), Quarter to Date

(QTD), Year to Date(YTD), Project to Date(PJTD)12 Accounting MIS Report Provide exception report for adjustment entries made in the

current period for prior periods.I. User Defined Reports

1 FinancialAccounting

MIS ReportFinancial Position, , Comprehensive Income Statement, Consolidated Profit and Loss Statement, Statement of Cash Flows, Statement of Changes Equity (division, Business Area, subsidiary companies and consolidated)

2 FinancialAccounting MIS Report Summary for Financial Position /

3 FinancialAccounting MIS Report MIS, Ratios etc.

4 FinancialAccounting MIS Report

Provide multi-dimensional user reports, e.g. by business unit, cost centre, and other user defined criteria.

J. Drill Down Reports1 Financial

AccountingMIS Report Enquiry on the master data.


MIS Report On-line commitment/expenditure Position Enquiry.


MIS Report Drill down from account balances to the journals.


MIS Report Drill down from the general ledger to the source transaction


MIS Report Drill down of management accounting report items (e.g., staff cost, overheads, etc.) to details.


MIS Report Notes to Financial Position can be created


Support data selection based on user requirements, e.g. Current period, Last Period, Same period last year, etc.


MIS Report Ability to export the reports to office automation products, html, CSV format, xls/xlsx, pdf etc.


Internal Reporting - Audit Trails, Transaction Listings. Changes to all master data are recorded by date, time, and user and can be reported by date range.

10 Financial Listings of GL journals are available by various selection criteria


Accounting MIS Report such as account, type, date, and user.K. Accounts Payable

1 FinancialAccounting Accounts

Payable

Centralized vendor master facilitating single vendor description and code across the organization i.e., corporate office, Regional offices and any other locations.


AccountsPayable Multiple addresses against each vendor


AccountsPayable Automatic vendor numbering


AccountsPayable Alternate/short name of each vendor


AccountsPayable Contact person for each vendor address


AccountsPayable

Bank account against each vendor (both payment and cheque Payment )


AccountsPayable

Vendor classification (multiple parameters required to meet reporting, preferential treatment like waiver of EMD/Bid Security etc. payment prioritization and other needs)


AccountsPayable

Tax details required for ensuring compliance with Bangladesh Tax laws considering both direct & Indirect taxes.


AccountsPayable Default currency for invoice/payment


AccountsPayable

Debarring parties with effective date, with facilities to re-activate.


AccountsPayable

Limit maintenance / access to vendor master to specific users (With approval for creation, edit, and deletion of vendor)


AccountsPayable System control on similar vendor definition


AccountsPayable

Merge / correlate vendor details (e.g. one vendor taking over another vendor). Enabling tracking change of status from a date Invoice Processing


AccountsPayable

Ability of tracking invoice received not processed/paid


AccountsPayable

Enter required vendor invoice details manually for matching at material receipt / payment level


AccountsPayable

Ability to payment voucher automatically based on predefined criteria (e.g. running bills, invoices based on receipt of material etc.)


AccountsPayable

Interface invoice data from other ERP / non-ERPapplications or from vendors


AccountsPayable Enter invoices individually or in a batch

19 FinancialAccounting Accounts

Payable

View and match invoice to PO, Receipt in the system at line level and online acceptance of material by user eliminating need for physical PO/ GRN and User Certificate


AccountsPayable

Automatic alert for non-compliance of PO terms (documents, price, delivery date and other conditions of contract)


AccountsPayable

Automatically place hold on invoices not matched to PO or GRN for specific vendors


AccountsPayable

Automatic accounting for invoices based on POs/ GRN by linking to A/c master

23 Financial Accounts Default tax details from vendor master


Accounting Payable24 Financial

AccountingAccountsPayable

Calculate / deduct TDS / statutory taxes etc. automatically


AccountsPayable Ability account for Supplementary Taxes/Duties paid on import of

goods26 Financial

AccountingAccountsPayable

Ability to adjust the inventory balance for BSTpaid on rejected Goods

27 Financial Accounting Accounts

Payable

Calculate taxes and duties with respect to effective date both prospectively & retrospectively.


AccountsPayable

Generate TDS certificate and various statutory forms & returns.


AccountsPayable

Maintain exchange rates centrally, with payment in centralized / Decentralized way.


AccountsPayable

Manage Year End / Accounting period end GL date to the respective accounting period only


Payable

Calculate pay-by date from invoice date or material receipt date as specified by user / contract.


PayableAutomatically apply contract wise rates of tax / freight / handling charges across multiple invoice lines


Payable

Place invoices on hold and prevent further action like payment etc. at different stages. Generate alert for such event


Payable

Workflow enabled invoice approval hierarchy based on user approval limits, item etc. in line with defined approving authority limits.


AccountsPayable

Approve invoices / payment voucher individually or in a batch


AccountsPayable

Automatic calculation of discount/price variation as per contractual payment terms


AccountsPayable

Recording project invoices with details of project code, activity, task etc.


AccountsPayable

Allocate single invoice expense line to multiple GLAccount


AccountsPayable

Calculate liquidated damages based on delivery period


Accounts Payable

Facility to store scanned / digitized soft copy of all related documents along with the Running Account Bills


PayableSystem generated alerts in case an invoice has remained unapproved beyond specified time frame


PayableSystem generated alerts in case the time interval between receiving an invoice and making payment against it exceeds specified time frame


Payable

System generated alerts where material has been received against a PO and payment is pending through Bank or pending encashment


Payable

Indicate vendor balances on different accounts before making any payment. Ability to adjust against different balance before making any payment.

L. Miscellaneous Bills (Travel, Medical etc.)1 Financial

Accounting AccountsPayable

Approval of certain category of invoices like those for hotel bill, car hire, newspaper and periodicals, tuition fees, electricity bills etc. based on individual employee's entitlement and make recoveries and adjustments based on approval


Ability to generate advance for specific purpose and adjust against the payment. Ability to show advance in personal account and


Payable adjust expenses against the same.3 Financial

Accounting AccountsPayable

Ability to generate checklist of items to be checked before approval based on type of payment/expense


AccountsPayable

Ability to create master data and link it to payment process (entitlement, calculation) for particular type of expenditure. For example: Hospital master data, medicine master data for medical advance and adjustment; city list for travel expenditure

M. Debit/Credit Memo1 Financial

Accounting Accounting Enter Debit / Credit notes against specific invoice(s) to adjust vendor liability

N. Payments1 Financial

AccountingPayment

ManagementPay each invoice individually in full or in part or pay multiple invoices together for same vendor and manage outstanding balances accordingly by linking payment to invoices.


PaymentManagement

Link every payment to invoice(s) and manage outstanding balances accordingly.


PaymentManagement

Showing alert for predefined vendors/POs/WOs before payment


PaymentManagement

Ability to have third party payment (Bank attachment cases, Power of attorney cases)


PaymentManagement

System based payment approval hierarchy based on amount, vendor category in line with TELETALK TBL.


PaymentManagement Delegation of Power

7 Financial Accounting Payment

Management

Ability to appropriate/adjust advance payments against multiple contracts/invoices with flexibility to adjust based on specified percentage or absolute amount


Management

Pay advance and link to specific PO to ensure only invoice matched to that PO can be settled with the advance


PaymentManagement Schedule payments on different dates. Payment through Cheque,

BEFTN and RTGS etc. method10 Financial

Accounting PaymentManagement

To support payment for emergency/petty purchases against approved Note sheet without following the formal ordering route


Management

Ability to handle e-payments to vendors. Subject to the deduction of payment equal to the amount of total of payment made to his employees as per minimum Pays & Wages Act.


Management

Positive Payment instruction will be ready automically

O. Managing Vendor account1 Financial

AccountingVendor

ManagementAge vendor outstanding balance i.e. balance due to / from vendors


VendorManagement

Generate vendor account statement to be sent to the vendors

P. Bank Guarantee Monitoring1 Financial

Accounting BankGuarantee

Record bank guarantee details such as custodian, vendor name, project / department code, PO number, BG type, BG validity, BG receipt date, BG confirmation date etc. and link to payments.


BankGuarantee

Compare BG details with list of approved Banks


BankGuarantee

Link PO / invoice approval to receipt /confirmation of bank guarantee and BG validity.

4 Financial Accounting Bank

Guarantee

System based monitoring of expiry date of open bank guarantee with automatic alerts reminding of expiry date

5 Financial Bank System generated hold on vendor invoices in case bank guarantee


Accounting Guarantee has expired6 Financial

AccountingBank

GuaranteeLink bank guarantee to specific purchase orders, contracts or Projects

Q. Security Deposits (other than BG) Monitoring1 Financial

AccountingSecurityDeposits

Handle Security Deposits in form of cash, DD, cash warrant etc.

2 Financial Accounting Security

Deposits

Record collection of Deposits from vendors / service providers / customers with linkages with NIT / Contract.


SecurityDeposits

Refund / adjustment of deposits with age wise analysis.


SecurityDeposits

System generated alerts on deposits not returned/ adjusted.

R. Integration1 Financial

Accounting Integration Integration with General Ledger2 Financial

Accounting IntegrationAbility to drill down from an account balance to specific transaction, whether invoice, debit memo or payment and generate reports.

3 Financial Accounting Integration Integration/Interface with Pay roll, Direct & Indirect Tax

modules, Stores Accounting etc.S. Cash/Bank Payment1 Financial

Accounting BankReconciliation

Integrate bank reconciliation system with the payment and collection recording modules to eliminate any duplicate data entry.


ReconciliationIntegrate bank reconciliation system with General Ledger to consider any bank related journal entries such as those for bank transfers etc.


BankReconciliation

Up-load bank statements into system in any format for any period.


BankReconciliation

Reconcile bank statement with payments, collections, adjustments etc. recorded in the system based on the cheque number or such other reference no.


BankReconciliation

Bank Master Maintenance – maintain list of approved banks


BankReconciliation

Ability to print Cheques with pre-printedStationary


Reconciliation

Ability to print the vendor name on cheque for payment of miscellaneous invoice, where vendor records have not been created


BankReconciliation

Ability to print cheque online and perform the following functions:


Reconciliation

- Define void reasons (used during test print, page overflow and other user-defined reasons such as printed incorrectly, unusable) - Determine the next free cheque number and store the allocation of payment document number to cheque number


BankReconciliation

Support alerts cash balance, if the balance exceeds particular amount.


BankReconciliation

Support alerts if cash payment being prepared/ authorized exceeds particular limit.


BankReconciliation

Ability to maintain denomination wise control over cash balance


Reconciliation

Ability to print pay-in-slip(request for bankers' cheque, DD etc.), money receipt, deposit slip, covering letter etc. from system


BankReconciliation

Ability to restrict certain document types in cash/bank book

T. Cheque Reconciliation Process


1 FinancialAccounting Bank

Reconciliation

Ability to record details of cheque book issued to TELETALK TBL Officers such as name, designation, location, date of issue, cheque start and end number


Reconciliation

Ability to maintain a cheque register to record of all cheques deposited into the collection accounts on a daily basis as well as paid to all payees


BankReconciliation Ability to track used and unused cheque status


BankReconciliation

Ability to print cheque deposit and bank transfer listing


BankReconciliation

Ability to post incoming cheques individually or in batch


BankReconciliation

Ability to provide function to overview cheque deposit processing Status online


BankReconciliation

Ability to :- record stop payment of cheques_ enable the matching of multiple receipts in the system with

a single receipt transaction on the bank statement.8 Financial

AccountingBank

Reconciliation

Ability to display cheque payment information onscreen based on cheque number or payment document number. The information n includes:-- Details of cheque recipient- Details of the cheque issuer- Corresponding payment and invoice documents


Reconciliation

Ability of the system to maintain cumulative register of cheques and to generate the cheque register print immediately after printing the cheque


BankReconciliation

Ability to provide full audit trails for cancelled cheques


BankReconciliation

Ability to provide access to payment cancellation information


BankReconciliation

based on user defined selection criteria and print report on cancelled cheques

U. Dishonoured Cheque Processing1 Financial

Accounting BankReconciliation

Ability to post adjustment into the customer account. E.g., reverse the original payment transaction to reinstate the original debt


BankReconciliation

Ability to import dishonoured cheque details in an electronic media supplied by the bank


BankReconciliation

Ability to trigger a warning if the customer has a dishonoured cheque history


Reconciliation

Ability to capture reasons for dishonour of a cheque and maintain customer's payment default history


BankReconciliation

Ability to charge penalty to the customer account based on user defined conditions


BankReconciliation

Ability to re-charge penalty imposed by bank to the customer account (if any)


BankReconciliation

Ability to reverse payment posting from the general ledger Automatically

V. Forecasting1 Financial

Accounting

MIS Reports

Forecast expected date of payment to vendors based on payment terms (linked to PO raised, expected date of delivery, receipt of invoice etc.) both at unit level and at an organization level Forecast expected date of collection from customer based on Periodic forecast of receipts and payments across the unit/ organization. Ability to prepare forecasted Cash Flow Statements for user defined age brackets. Ability to prepare Fund/


cash flow statements from revenue, expenditure and capital budgets.

W. Importing Journals1 Financial

Accounting Accounting Import journals from non-ERP Applications2 Financial

Accounting Accounting Schedule journal import to run as and when required.

3 Financial Accounting Accounting

Provision to set rules to check correctness of journals before import.

4 Financial Accounting Accounting

Facility to make or prevent changes to journals imported from non-ERP systems/ ERP sub ledgers

X. Costing1

Cost Accounting

& Controlling


Able to integrate with the following modules at online basis in order to monitor and analyse reporting, but should not limited to:• General Ledger• Accounts Payable• Asset Accounting• Account Receivable • Material Management• Inventory Management• Order and Project Accounting System• Budget Controlling• Payroll Accounting

2 Cost Accounting

& Controlling


Ability to import data from non-ERP systems with manual Adjustment Facility to pool costs and then allocate/ reallocate costs to other cost centres/ across organization based on predefined basis Print various allocation schedules prior to the financial closing of the period

3 Cost Accounting

& Controlling


Support allocation schedules using a percentage distribution to compute the required allocation of overhead expenses to the various cost centres

4 Cost Accounting

& Controlling


Rerun cost allocations when the underlying data changes

5 Cost Accounting

& Controlling


Combine the costs for several input sources and allocate in one allocation source through parameters

6 Cost Accounting

& Controlling

Controlling & Allocation Test an allocation procedure prior to scheduling it

7 Cost Accounting

& Controlling


Allocate common costs across departments/products/ units based on predefined basis.

8 Cost Accounting

& Controlling


To support variance analysis between budget and actual across various periods.

9 Cost Accounting

& ControllingControlling &

Allocation

Able to evaluate market segments which can be classified according to services, customers, strategy business units such as core business/ noncore business or any combinations, which respect to TELETALK' s profit or contribution margin

10 Cost Accounting

& ControllingControlling &

Allocation

Able to breakdown service and market-oriented activities to fundamental cost accounting information, such as identifying which services or markets have the highest contribution margin.

11 Cost Accounting

& Controlling &

Allocation

Able to provide time-base distribution such as company specific, time-based distribution, seasonal cycles, sales quantity-dependent


Controlling time series, and service-dependent time series12 Cost

Accounting &

Controlling


Able to provide time-base distribution such as company specific, time-based distribution, seasonal cycles, sales quantity-dependent time series, and service-dependent time series

13 Cost Accounting

& Controlling


Able to transfer data from other systems on line, such as Transfer cost centre costs

Y. Billing / Sales Collection Integration1

BillingInteroperator, VAS, Corporate Sales and others

Ability to prepare system generated invoice to collect revenue from all the on account sales or Accounts Receivables.

2Billing

Integration with Finance& Accounts

Ability to integrate with existing Billing Module through touch point integration.

Z. Loan Management1

FinancialAccounting

Treasury

Ability to maintain the following information in the loans and deposit master, but should not be limited to:• Lender Name• Agreement date (If any)• Instalment amount• Moratorium Period• Interest rate• Penal Interest Rate• Repayment Period (e.g., Monthly, Quarterly, Half yearly, Annual)• Loan type (Revenue / Capital)• Loan Source (Government, Private, FundingAgency etc.)• Security Details• Other loan details and conditions


Treasury Ability to forecast loan payable (Principal & Interest component) for user defined period with multiple currencies


Treasury Ability to link loan for a specific project


Treasury Ability to calculate and post interest from loan to project/ subproject


Treasury Ability to maintain loan repayment record


Treasury Ability to define principles for capitalization of borrowing cost


Treasury Ability to maintain short, medium and long term loans details


Treasury Ability to schedule and alert for repayment of interest and principal on loans


Treasury Ability to initiate fund transfer for repayment of interest and principal on loans

AA.Capital Work in Progress (CWIP)1 Financial

AccountingAsset

AccountingAbility to define CWIP norms as per TELETALKrequirements


AssetAccounting Ability to Maintain CWIP account

3 Financial Accounting Asset Ability to capture expenditure under "Capital Work-in -

progress" , till completion/commissioning of Asset


Accounting4 Financial

AccountingAsset

AccountingAbility to transfer from CWIP to respective AssetAccount on completion of work


AssetAccounting

Ability to Generate Project wise / line item wiseCWIP reports


AssetAccounting Ability to maintain Debt / Equity Details of TELETALK


AssetAccounting Ability to calculate Financial Ratios


AssetAccounting

Ability to calculate Return on Equity (RoE)

AB. Investments1 Financial

Accounting Treasury Ability to maintain details of investment plans byTELETALK

2 Financial Accounting Treasury Ability to define short, medium and long-term investments

done by TELETALK3 Financial

Accounting Treasury Ability to record investment details such as instrument, amount, maturity period, return

4 Financial Accounting Treasury

Ability to calculate accrued interest and maturity amount on a periodic basis as per user defined periods

5 Financial Accounting Treasury Ability to generate alert before (user defined period)

investment Maturity6 Financial

Accounting Treasury Ability to calculate relevant taxes on investments made by TELETALK

AC. Fixed Assets Management1 Financial

Accounting AssetAccounting

Centralized definition of fixed asset categories, grouping of fixed asset categories, description, multiple depreciation rates, predefined residual values etc.


AssetAccounting

Centralized/ decentralized definition of location data structure


AssetAccounting

Ability to maintain parent -child relationship across asset classes.


AssetAccounting

Ability to capture insurance details such as date of renewal, amount to be paid etc. for various assets


AssetAccounting Ability to alert users on renewal of asset insurance

6 Financial Accounting Asset

Accounting

Ability to support multiple depreciation rates (under Companies Act, 1994, Income Tax Act, regulations, Insurance requirements etc.) and WDV/ straight line method of depreciation.

AD. Fixed Asset Register1 Financial

AccountingAsset

AccountingMaintain FA register locally at units with custodian wise identification.


AssetAccounting

Automatically consolidate FA Register at units intoFA Register for the company


AssetAccounting

Prevent units from entering/updating data in anyFA Register other than their own FA Register


AssetAccounting

Categorize assets based on multiple like division assets, moveable immovable etc.


AssetAccounting Maintain parent - child asset relationships


Accounting

Ability to differentiate between new asset and value adjustment/ up gradation like capacity expansion.


AssetAccounting

Record fixed assets with retrospective date placed in service in the past


AssetAccounting

Record fixed assets with date placed in service in the future


Asset Merge one asset into multiple fixed assets and vice versa into one fixed asset


Accounting10 Financial

AccountingAsset

AccountingProvision to rectify errors in recording fixed assets in the same period or in previous periods


AssetAccounting

Record number of units against each fixed assets e.g. chairs – 10 units


Accounting

Record fixed assets taken on lease, assets on other's property, asset under possession but owned by other party


AssetAccounting

Generate Fixed Assets schedule including any addition or deletion of assets in accordance with the statutory requirement


AssetAccounting

Ability to Upload Excel report of asset details.

AE. Retire Fixed Assets1 Financial

AccountingAsset

AccountingAbility to handle impairment of asset as per accounting standard


AssetAccounting Retire entire or part of an existing fixed asset


AssetAccounting

Record salvage value, sale proceeds, cost of removal etc.


AssetAccounting Automatically calculate gain/loss on retirement


AssetAccounting Record reason for retirement


AssetAccounting

Record mode of retirement e.g. sold, scrapped, donated etc.


AssetAccounting Re-instate fixed assets incorrectly retired


AssetAccounting

Ability to identify assets awaiting disposal

AF. Assignment1 Financial

AccountingAsset

AccountingOption to assign each fixed asset to one or multiple custodians


AssetAccounting Record the physical location of each fixed asset


AssetAccounting

Generate reports on fixed assets at specific location


AssetAccounting

Ability to define transfer policy as per user requirement


Accounting

Record transfer of fixed assets from unit to unit, one location to another or from one employee to another etc., (Including intercompany)

AG. Insurance1 Financial

AccountingAsset

AccountingRecord insurance details including valuation against each fixed assets or group of assets


AssetAccounting

Record multiple insurance policy details against individual fixed assets or group of assets


AssetAccounting

System generated alerts/ reminders to designated users about insurance premium payable

AH. Impairment of assets1 Financial

AccountingAsset

AccountingAbility to account for impairment of assets as per accounting Standards or applicable norms.


AccountingRevalue an existing fixed asset or a group of fixed assets or all fixed assets belonging to a category or all fixed assets in the fixed assets register


AssetAccounting

Ability to account for revaluation of assets in either GL or Memorandum Account.

AI. Reclassify Fixed Assets1 Financial Asset Reclassification to automatically update depreciation


Accounting Accounting rates2 Financial

AccountingAsset

AccountingAbility to reclassify individual fixed asset or a group of fixed assets


AssetAccounting Provision to record manufacturer's serial number


AssetAccounting Provision to record bar code number, RFID


Accounting

Provision to facilitate physical verification of fixed assets by printing fixed assets reports location- wise, employee-wise, category –wise etc.


Accounting

Provision to enter/ electronically upload fixed assets physical verification data for the system to list out or alert missing fixed assets or not at recorded location or not with recorded employee


Ability to Upload and classification of Excel data Sheet regarding above mentioned particulars.

AJ. Accounting of Assets1 Financial


Create accounting automatically for fixed assets addition, depreciation, re categorization, revaluation, retirement, transfers, impairment etc.


AssetAccounting

Automatically interface accounting entries to theGL module


AccountingFacilitate drilldown facility from the GL to individual fixed asset transaction in the fixed asset module

AK. Depreciation1 Financial


Support change of useful life and effective rate of depreciation including statutory provisions for calculation of depreciation for assets sold, impaired or retired


AssetAccounting Run/ roll back depreciation multiple times


AssetAccounting

Suspend depreciation on specific or categories of fixed assets for Specified period of time


AssetAccounting Maintain depreciation data cost centre wise


AssetAccounting

Forecast the depreciation and written down value for any user defined periods


Accounting

Calculation of depreciation for defined period on existing asset as well as memorandum entries including allocation of depreciation for transferred assets between original and transferred locations


AssetAccounting

Ability to calculate Day wise/Monthly/Yearly depreciation as per BFRS/IAS/GAAP.

AL. Analysis based on actual performance1 Financial

Accounting MIS Reports Should provide analysis across any Teletalk, Circle, Division, Sub-Division.

2 Financial Accounting MIS Report It should be possible to drill-down from the statement to the

original transactions3 Financial

Accounting MIS ReportThe system should provide for generating a "Capital Employed" statement by Teletalk , Circle , Division

4 Financial Accounting MIS Report

The items in the "Capital Employed" statement could either be directly or indirectly attributable to all levels


Ability to project balance sheet for multiple years based on past data and perform sensitivity analysis

6 Financial Accounting MIS Report The system should generate trial balance for any of the units

Circle, Division etc.7 Financial

Accounting MIS Report Consolidation hierarchy8 Financial The system must allow consolidation of trial balances as per the


Accounting MIS Report hierarchy of the units and any point of time9 Financial

Accounting MIS Report The system must be able to consolidate trial balances as per hierarchy of units


The system must be able to maintain during the year and progressive totals for each of the account heads as required in the cash and adjustment trial balance


The system should be able to generate comparison reports across two or more comparable units within the Teletalk


These comparisons could be for example between two or more units in the same circle, between two or more circles etc.

13 Financial Accounting MIS Report Computation of Working Capital to be made by the system

based on user defined parameters14 Financial

Accounting MIS Report Balance sheet, Income Statement & Cash flow15 Financial

Accounting MIS Report Statement as part of standard reports16 Financial

Accounting MIS Report Flexible filtering mechanism to process the reports17 Financial

Accounting MIS ReportAllow an unlimited number of financial reports for balance sheet, income statement, supporting schedule, cash flow and other specific account analysis.


MIS Report

Allow the user to specify account for inclusion by:• Natural account number• Profit centre / cost centre• Range of account numbers• Range of account numbers with specified exceptions


MIS Report

Facility to export reports to external spreadsheet applications and / or word processing software belonging to• Microsoft Office Suite• Lotus SmartSuite/ Open Office Suite

20 Financial Accounting MIS Report Tax Audit Annexure s


MIS Report DAF Fund• Details of Gratuity Paid during the Year• Details of Prior Period expenditure andIncome• Reports for Accounts• Trial balance as on date RO/HO wise, detailed/summary- Trial Balance for 2 different dates• General ledger• Note for pad (BDT/TK Crore/Tk. lakhs) monthly/quarterly/yearly.• Dr./Cr summery Report• Region-wise/ office wise A/c balances• Department-wise report generation - Income as well as expenditure• Balance confirmation statement• A/c head wise analysis between two dates• Multiple a/c head wise analysis for multiple dept.• User wise voucher/A/c head wise reports/transaction reports• List of transactions for a range of amount for a range of Date Bank reconciliation report for Bank a/c• Voucher listing/Printing• List of advices• Cash position statement• Cheque issue/deposit register• Inflow/Outflow from RO/Depts./HO


• Fund Flow Statement• Cash Flow report to be generated.• Closing Statements• Balance sheet (Tk Tk Crore/Tk lakhs)• For multiple periods and should be according to the BFRS/ GAAP & IAS (a)• Profit & Loss (Tk /Tk Crore/Tk lakhs) - Schedules and sub-schedules• Regional Office-wise Income-Exp/profit & loss

22 Financial Accounting MIS Report • Regional Office-wise Balance sheet

23 Financial Accounting MIS Report • HO/ Subsidiaries/ Combining All, some items have to be

written off.24 Financial

Accounting

MIS Report

• Details of special funds, provision and write off• Consolidated sheet / P & L by puttingassociated/subsidiary co. balance sheet in software.• Investment details / valuations (by puttingrates)• Estimated amount of contracts to be executedon capital A/c.


MIS Report Total contingent liability as on date.

26 Financial Accounting MIS Report •MIS Reports


• Controllable Expenditure Statement (analytical)• Ratio analysis viz. Establishment Expenditure to total Expenditure, Est. exp. to gross income, profit per share,

28 Financial Accounting MIS Report • Interest Exp. to total Exp. etc.

29 Financial Accounting MIS Report • Interest Income / Non interest income as % of total income

details (scheme wise / branch wise)30 Financial

Accounting MIS Report • Scheme-wise, office-wise A/c. wise cash flows.31 Financial

Accounting MIS Report• Projected balance sheet by Ratio analysis and should include MoU targets, Previous years and user defined parameters

32 Financial Accounting MIS Report • Prior period income/expenditure details

33 Financial Accounting MIS Report • Total cash balances at Regional Offices


• Comparative ARR, Cost of Borrowing, Marginal Cost of Borrowing, Capital Adequacy Ratio, Other Ratios

35 Financial Accounting MIS Report • Cash maintenance by RO/HO

36 Financial Accounting MIS Report • Quarterly/yearly/monthly/daily/average of assets &

liabilities (details)37 Financial

Accounting MIS Report • Movement in an account - between two period date (final balances)


MIS Report

• Scheme-wise office-wise ARR as on date (Incl. accrued Int.)


• Outstanding entries in sensitive accounts (suspense/sundry) (list) - office wise age-wise breakup Cost of fund / cost of borrowing.


• Large credits Bank/FI/Individual /group(Tk./Crore)

41 Financial Accounting MIS Report • Govt. guaranteed advances details.

42 Financial MIS Report • Should include Accrued, unsecured, IPP's, Type of securities


Accounting (borrower wise)43 Financial

Accounting MIS Report • Net Interest Income/Net Interest Margin44 Financial

Accounting MIS Report • Net worth and breakup as on date45 Financial

Accounting MIS Report• Statistics of probability of default, loss given default, risk adjusted return on capital, assessment of economic capital, etc.,

46 Financial Accounting MIS Report • Structured liquidity (statement)

AM. Income Tax1 Financial

Accounting TaxationCompilation of exempted Income under section10(23), allocation of expenses and special reserves etc.

2 Financial Accounting Taxation Ability to compute Advance tax as per Advance

Tax calendar3 Financial

Accounting Taxation Computation of Taxable income and Income Tax as per extant taxation rules

4 Financial Accounting Taxation

Classification of Interest Income into two buckets: income from loans with a tenure of less than / equal to and those with more than 5 years

5 Financial Accounting Taxation Generation of reports to facilitate tax audit

6 Financial Accounting Taxation Ability to classify capital gains into short and long term and

compute taxes accordingly7 Financial

Accounting Taxation Ability to import asset details from Fixed Asset8 Financial

Accounting Taxation Module and compute Wealth Tax accordingly9 Financial

Accounting Taxation Provision to compute deferred Tax as per taxation rules


Calculate depreciation on each asset using depreciation rates as defined by Income Tax department


Calculate depreciation on each asset following depreciation method prescribed for each asset type by IT department

12 Financial Accounting Taxation Calculation of “fair market value‟ for vehicles

13 Financial Accounting Taxation Provision for changing Tax structures i.e. VAT, AIT, SD, Surcharge

Custom Duty etc.14 Financial

Accounting VAT Necessary VAT form such as Mushok 6.3, 6.6, 9.1 should have

implemented


VAT & Tax Parties VAT/Tax certificate may be issued through systems


VAT & Tax As per new VAT Law necessary sub form requirement such as

party name, Bin no, Address, invoice no, invoice date, VAT

rate, treasury code may be included


VAT & Tax Any others necessary report as required by VAT & Tax Law


7.7.2 HUMAN RESOURCES AND PAYROLL MODULE

Sr. No

Process Sub- Process

Functional Requirement Specifications

A. General Features

1 The system shall have the ability to capture details such as:Maintain employee information including: Employee IDEmployee NameAddress (Present and permanent)House Number, Gram Number, village block, district etc.Photograph and Id No. (NID, Passport No, Driving License etc.)Phone number, mobile number, e-mail Id (personal and official), extension number GenderMarital StatusDetails of children / Family details Character, Major and Minor penalty Academic QualificationsProfessional QualificationsDesignationDate of birthAnnual Grade Increment record when due and sanctionedDate of subsequent promotion, whether he forgoes promotionDate for selection gradeFamily detailsCPF, EPF, CPF Membership no., Date of membership, Family member declared by him/her, date of declarationFrequent transfers, Posting details, period DetailsDisciplinary actions- Details for the purpose if promotion Safety RecordPrevious experience capturing Names of companies, sector of industry where worked,TenureTrainings or courses undergone before joining (details and no. of days) in Bangladesh (With Location)Date of joiningCTC (this field should be password protected) Group Insurance Scheme (GIS)Blood group, Height and Weight detailsPassport detailsNationalityJob Status (Contract, Permanent, Temporary, Daily Wages etc.)Place of PostingHealth insurance Award received Insignia received Disciplinary action Legal disputes/ actionAble to provide no restriction for the addition of new fieldsAble to retain historical data from the day employee


appointed and all records should be date sensitiveBiometric Record -It will be having record of 4 finger and 1 thumbAPAR/ACR

2 The system shall replicate the data and functionality of the service books which are currently maintained manually

3 The database should have safety and security features so that only those with proper credentials shall be allowed to view sensitive details such as CTC either through the system or directly from the database

4 Capability to maintain single model database capturing all personal and job related data of all kind of employees permanent/ temporary/ contractual/ on deputation or ex-employees retired on superannuation, voluntarily retired, resigned, dismissed, opted for pension etc.

5 Capability to data and time stamp all changes in the database, enabling data availability on 'as on date/time' basis.

6 Capability to update the data through work flow on real time and on-line basis with maker checker concept implemented

7 Only authenticated data shall be reflected in the human resource database

8 Capability to generate unique identification number for each employee in the Organization (proposal to use id) CPF or CPF Number

9 Flexibility of additionally capturing any information relating to employee at a later date/ stage

10 Capability to link employee data with the position based standard responsibility (Job Matrix)

11 Capability to maintain concurrent jobs for employees with additional responsibilities/ special duties in addition to regular responsibilities.

12 Capability to link employees with the variousCommittees (permanent or temporary)

13 Capability to indicate or force entry/updating of defined fields through printout/ Self Service (all)

14 Every communication with employee should have employee ID

15 The system should capture different employee categories

16 The system should capture the following organization information:Tax organization- Separate for each company

PF and Pension organizationEstablishment etc.

17 The system should capture previous employment information likeDesignation (TELETALK/RSEB)Annual salary- The annual salary cycle is March to February for taxation purposes.Leave encashment amountGratuity amountLTA Medical


ConveyanceOrderlyElect. AllowanceAny other exempted AllowanceGross earnings for the current tax year PF deduction for the current tax year TDS deducted for the current tax year

B. Self-Services (Employee / Manager)1 Self service Employee

SelfService

Capability to empower employees to enter the data / view/ edit predefined data on self e.g. updating of personal records like Bank details, marital status etc. and leave balance, leave status (Cannot be modified), Salary details, liabilities, declare investments for IT returns, Property returns, Lease data, Medical and Entertainment etc. The console shall be in English.Should have well defined authorisation mechanism for viewing, editing any of these fields

2 Self service Employee Self Service

Capability of providing functionality to the employees of a bill payment system which would also include reimbursements. This would have features for generation, submission, tracking, approval and credit/debit the account, for receiving of physical proof/ bills.


Capability to remind the employee through self- service/e-mail/SMS/ Whatsapp regarding modification or requirement of additional data, reminder should have employee ID


Capability to provide links to the important items hosted in various in-house websites/ intranet e.g. important circulars/ instructions/ policy documents etc.


Capability to provide projection features for viewing projections on Income Tax liability, terminal benefits etc.


Capability to approve all kind of leave, bill payments, loans etc. for employees reporting to appropriate authority based on workflow


Capability of compiling on-line appraisal/performance report/ACR/ APAR, review and approve


Capability to apply for or cancel any kind of leave online, submit self-appraisal, generate reminders for those working under him/her who have not submitted the A&L/ Self-Appraisal, (also covered under respective heads)


The system should send the employee confirmations after changes are made online


The system should allow the user to customize the menus

11 Self service Manager SelfService

The system should provide workflows. Accommodates multiple levels of review and approval

12 Self serviceManager Self Service

System should provide the capability to create new self-service transactions as and when required

13 Self service Manager The system should allow the appropriate authority


Self Service to provide access to staff performance review information

14 Self service Manager Self Service

The system should allow the manager to conduct performance appraisals.


The system should enable appropriate authority to recommend job change actions (promotion, demotion, etc.)


The system should provide employee performance history.


The system should provide appraisal forms, performance plan templates and employee performance plans.


The system should provide access to staff training information.


The system should enable managers to review staff training history.


The system should enable managers to approve training enrolments


The system should accommodate multiple levels of review and approval


The system should provide immediate updates to the core HRMS/ payroll database when data changes complete the workflow cycle.


The system should give managers the ability to create and save their own custom reports.


Capability to conduct on-line employee satisfaction surveys and provision analysis results & suggestion/Feedback report.


The system should allow managers to view their direct reports as well as drill down to lower levels under their area of responsibility


System should be able to validate the TA bills automatically for the reimbursement.


System should be able to validate the medicines (Master list of Medicines reimbursable) and empanelled private hospitals (within and outside state) automatically for the medical reimbursement bill.

C. Leave Management1 Self service Attendance

Management

Capability to mark Bio Metric attendance on-line though the HRMS (optional)

2 Self service LeaveManagement

Capability to maintain & configure multiple types of leave like casual, earned, study, half Pay, medical, extra-ordinary, maternity, paternity, bereavement, etc. with provision to define maximum and minimum cap etc. and enforce applicable rules. Provision should be there to adjust applied leave days and actual utilized days.


Leave balances should be merged/ transferred/ credited through an accrual process in the system automatically based on user defined criteria. (Rules based)

4 Self service AttendanceM

Capability to maintain local holidays declared by the collector/Govt. and integrate with the leave


anagement management5 Self service Leave

Management

Capability to manage on-line application, tracking, and approval of various kinds of leave though workflow logic and self-service


Capability to plan leave to be taken by employees


Capability to approve or de-approve leave based workflow logic


Capability of record keeping and maintenance of historical data


Capability to integrate the time management with leave management


Capability to integrate with payroll module for calculation and recover of loss of pay etc.


Capability to provide the Manager consolidated status of present/ absent employees working under him/ her


Capability to suggest alternate optimal leave combination to the employee


Capability to link to payroll module for calculation of leave liability

14 Self service

LeaveManagement

Capability to intimate the controlling officer when an employee goes on unauthorized leave (unmarked attendance) / returns back from unauthorized leave/ extends leave/ reports in the middle of the sanctioned leave period (along with appropriate reduction in sanction)

D. Manpower management1 Manpower

managementManpowerPlanning

Capability to auto calculate vacancies based on rules e.g. position upgrades/downgrades/ available manpower in the particular grade (Provision for user intervention should be available)

2 Manpower management

ManpowerPlanning

Capability to project vacancies for specified period and also populate probable candidates


ManpowerPlanning

Capability to re-calculate the vacancies and probable candidates with different options for promotion policy modelling

4 Manpower management Manpower

Planning

Capability to automate manpower requirement/ planning based on competencies, skills, experience, qualifications and other criteria, budget


Planning

Capability to make provisions for direct employment/ promotion/ recruitment to specialist categories/ part time or contractual employees


Planning

Capability to project cadre wise/ grade-wise manpower requirements for a specified period based on data relating to resignations/


dismissals/ future retirements etc.Manpower management

ManpowerPlanning

Capability to issue alerts before any position falling vacant due to retirement/ term of temporary or contractual employee getting over


ManpowerPlanning

Capability to integrate with the recruitment/promotion module for filling up of vacancies.


Planning

System must be capable of proposing filling up the vacancies based on the prescribed reservation norms and rules and thereafter do a netting of the remaining requirements, the system must be able to reflect the backlog of an unfilled vacancy at a given level for e.g. AEn level

E. Recruitment1 Manpower

management Recruitment

Facility to carry out recruitment for different kind/ grade/ post of employees separately

2 Manpower management Rec

ruitment

Facility to define positions for internal (recruitment/ promotions) or external recruitment


ruitment

Facility to draw recruitment schedule in accordance with the recruitment plan ESR


ruitment

Facility to segregate recruitment data from live data. Applicant data to form part of live data only on final selection and reporting


Recruitment

Support vacancy and post based roster system for recruitment and promotion


Recruitment

Facility for managing recruitment for special categories requiring relaxation in norms, same must be applicable to Promotions also.


ruitment

Facility for generating advertisement for recruitment for internal/ external candidates for publication on HRMS portal, media and website, external agency


Recruitment

Facility to Apply online, online Fee Deposit for internal


Recruitment

Facility to receive online responses, Email, Mobile, Whatsapp


Recruitment

Facility to attach documents/ credentials in soft form as a part of the application or at any other time as decided by the institution. The system must generate online application number and the acknowledgement of receipt of application should come as the first response with a condition that the application is subject to be rejected if the fee has not been paid. Facility for manual intervention and subsequent responses after verification process must be there.


Recruitment

Verification process wrt the parameters like University, reserved category and other formalities must be complete in all manner. System must save this verification process against the application records


Facility for generation and mailing of call letters for written test/ interview with allocation of roll


Recruitment

numbers and venue and offer letter for finally selected applicants. Should support manual intervention in changing venue/ centre subsequently


Recruitment

Facility to maintain various types of tests and maintain a question/ answer database of each type of test (functional, psychometric, analytical etc.) to be administered as part of the selection process.


Recruitment

Facility to define the evaluation criteria and generation of results post – evaluation


ruitment

Generation of merit list of candidates on user configurable criteria such as category wise, alphabetically, roll no. wise, score wise etc.


ruitment

Facility to maintain check list for verification and acknowledgement of various aspects related to joining viz., medical reports, testimonials, other relevant certificates, etc.


ruitment

Generation of system driven regret letters and/or offer/ appointment letters through both manual as well as electronic modes (English)


Recruitment

Facility to define the specifications of the vacancy in terms of qualifications, work experience, location considerations, skills/ competencies required, additional certifications/ professional qualifications, etc.


ruitment

Ability to report generation for all the above functionalities with a provision for dynamic querying


Recruitment

Ability to capture details of the policy for recruitment to various cadres in the institution


ruitment

Ability to record payments made to the panel members/ invigilator/ candidates etc. External agency or third party


Recruitment

Capability to maintain details of the candidates resorting to unfair means and action (Warning/ FIR/ Debarred).The blacklisted/Debarred candidates must not be able to apply for a specified period as per rules.


ruitment

Should allow for maintaining a checklist of details to be mentioned in each employee's personnel file


ruitment

Provision to record comments of interviewers at various levels of interviews

F. Organizational structure / administrative powers1 Manage

organizational data (Workforce)

OrganizationalStructure

Capability to define multiple organizational structure (positions) and multiple reporting relationships and integrate with the respective employee data

2 Manage organizational data (Workforce)


Capability of providing the 'Drag and Drop' or alike feature for recording changes in the organizational structure (repositioning/ redefining the control structure).

3 Manage organizational

Organizational

Capability to restrict making changes in the organization structure to authorized persons


data (Workforce) Structure only4 Manage

organizational data (Workforce)


Capability to seek confirmation after every change made in the structure, changes to be made permanent only on authentication by the controller of the authorized person



Capability to change/restore/rollback changes to a previous (given) date and report inconsistencies



Capability to generate tree structure giving details of all role holders and reporting employees (defining reporting and reviewing relationship)



Capability to define administrative powers for organizational units position wise/ person wise



Capability to tightly integrate administrative power definitions to work flows and approvals



Capture and manage performance targets as well as actual performance at various levels - Corporate, Departments, Regional Office, Divisions, Units etc.

G. Promotions1 Reward and

RecognizeCareerManagement

Capability to implement Company's career path for various cadres, streams, grades and scales

2 Reward and Recognize

CareerManagement

Ability to define grade advancements within a channel (seniority/ Merit/ time based)

3 Reward and Recognize Career

Management

Ability to draw a competency matrix in the system and define the competencies/ skills/ roles/ responsibilities required at each level/ position for the purpose of promotion. (included in Competency Management also)


Management

Ability to define rules for promotion eligibility in terms of tenure, seniority, residual service, performance, achievements, disciplinary actions, etc. Like the candidates who are eligible for promotions must get calculated from system based (as per ESR both type) on the Zone of consideration for e.g. If there are General category vacancies for 7 candidates than the zone of consideration will be 21 candidates for general category and for reserved category than it will be 49 etc. etc.


Management

Ability to enforce relaxations in eligibility norms to reserved category candidates, allocating certain percentage of vacancies for these categories


CareerManagement

Ability to carry out the entire promotion process through work flows including on-line preparation/ printing of promotion appraisal forms/ booklet recording of recommending authorities comments/ generation of scores/ status regarding pending


vigilance cases7 Reward and

RecognizeCareerManagement

Ability to obtain workflow based clearance on vigilance/ disciplinary cases from various authorities


CareerManagement

Ability to generate tentative seniority list/ Final seniority list with applicability from back date


CareerManagement

Ability to seek option from the employees meeting eligibility criteria for promotion, an option for participation or opt out and exclude those opting out from the promotion process. Ability to record the declarations from employee say an employee has 2 children, declaration of non-involvement in any criminal case, immovable property etc.


Management

Ability to upload promotion list and print promotion letters of candidates found suitable for promotion should be published on Nigam website automatically Integration Interface to be defined


CareerManagement

Ability to support prospective/ wait list promotions


CareerManagement

Ability to generate single page bio data report for each employee due for promotion(promotion calendar to be made user definable)


CareerManagement

Ability to release promotion only on reporting at new place in case of officer getting transferred on promotion and generate periodical detailed report on non-reporting.In the transfer order, employee id should bementioned against the name of employee.


CareerManagement

Ability to do salary fitment on promotion


CareerManagement

Capability to handle back dated promotions with respective promotion policy


CareerManagement

Capability to automatically refresh seniority list on promotion as per ESR


CareerManagement

Capability to redefine the promotion process on change of policy


Management

Capability to record transfer option of an employee at the time of promotion and generate reports for the management for makingtransfers on promotion


CareerManagement

Service/Award/ experience/ weightage at the time of recruitment/ promotion

H. Training and Development1

AdministrateWorkforce

Learning andDevelopment

Capability of undertaking training need analysis for various units for creating a training plan using multiple tools e.g. performance management, competency management, succession planning, self-nomination etc. as per CEA regulations


2



Provision to define training - short term, long term, study tour, seminar/ workshop etc. Provision to capture ad hoc course offers provided by various entities. Major training currently being planned are Safety, Technical training, and administrative training.

3



Capability to prepare and publish training calendar (Training Master Plan) along with details of trainings (course title, type/level, date/duration, location/country, funding source, cost estimates etc.) and seek nominations/ recommendations online.

4 AdministrateWorkforce


Capability to design selection criteria for various in house/ external trainings especially higher studies.

5 Administrate Workforce


Capability to ensure periodical progress reports of employees and monitor accordingly (particularly for long term study funded by BPC). Training Records when the employeeunderwent Training, what types of Training, thru which institutions the Trainings. Are conducted, per person Training budget



Capability to capture expense details (course fee, travel, and other expenses incurred for the course)



Capability to capture pre-departure formalities including generation of office order



Capability to capture training feedback from the individual employee

9 Administrate Workforce Learning

andDevelopment

Capability to monitor planned training against actual training conducted based on user defined parameters such as number of trainings, budget, participants etc.



Capability to maintain full training history of all employees

I. Transfer and Postings1

Deploy Manpower

Transfer andPostings

Capability of automating the transfer (including Job rotation) processes for all cadre/scale/grade/stream through workflow with facility to configure rules - Linked to Sensitive Post

2Deploy Manpower


Capability to maintain complete history of employee transfers since recruitment Post wise/ name wise

3 Deploy Manpower


Capability to perform calculations for arriving at the surplus and vacant positions


4

Deploy Manpower


Capability to record request for transfer through employee self-service and indicate appropriately at the time of transfer exercise. Record of such request wherever acceded to be maintained.

5Deploy Manpower


Capability to carry out postings/ transfers of employees upon their promotions, on completion of normal tenure etc.

6 Deploy Manpower

Transfer and Postings

Maintenance of transfer records of specialist cadre transfer identification of vacancies and issue of transfer orders based on the recommendations received from the respective specialist departments and approval of the competent authority is obtained

7 Deploy Manpower


Provision to maintain lateral transfer details and transfers on promotion

8 Deploy Manpower


Capability to record exemptions given in transfers with reasons for the same

9 Deploy Manpower


Provision to record the transfer orderscancelled/ deferred/ modified and follow up with the respective office for implementation

10 Deploy Manpower


Ability to capture details of officers on deputation to outside agencies/ organizations with or officers joining from outside organization

11 Deploy Manpower Transfer

andPostings

Ability to generate lists of transfer requests/ recommendations received to be reviewed by the competent authority for deciding on transfers with/ without promotions. The office may also transfer an employee without any request/ recommendation.

12 Deploy Manpower


Ability to generate Transfer orders through print/ emails (Personal and Official)/ Whatsapp with intimation to employee and office(s) concerned

13 Deploy Manpower Transfer

andPostings

Ability to generate relieving letters on transfer capability to allow the employees or the controlling offices to fill up handing over/ taking over forms on line Mobile Nos, Stamp, Cash Balance etc

J. Maintenance of service Records1


ServiceRegister

Capability to maintain service files documents in scanned form including date of birth, domicile, bonds, if any , executed, disciplinary cases details, photograph etc.

2AdministrateWorkforce

ServiceRegister

Capability to track the physical location of the service file by recording the file number and place where it is kept (After HRMS, no physical file movement may be required)

K. Disciplinary /Vigilance Cases1 Administrate

Workforce

Disciplinary and Vigilance

Ability to capture history of level and severity of disciplinary actions taken against the employee along with office order, reference number etc.

2 AdministrateW

Disciplinar

Capability to restrict the access to information to authorized officials and report through audit trail


orkforce y and Vigilance



Capability to restrict and categorize a case as pending, contemplated, cleared cases for use by other modules e.g. promotion etc.



Capability to link to payroll for suspension cases for payment of subsistence allowance



Capability to enforce reduction/ freezing of basic pay, other allowances/ benefits, on account of punishment from the date of service of order. Such reduction order should be reflected on the payroll immediately.



Capability to capture incentive, award (Central/ State/TELETALK) given to employees

7 AdministrateWorkforce D

isciplinary and Vigilance

Capability to restore original basic pay/ benefits/ allowances and others (before reduction/ freezing) on account of upholding of appeal against the punishment of reduction in payscale. Such restoration of basic pay should be reflected on the payroll immediately

L. Sanction of exit / Retirements (Resignation, Voluntary Retirement, Compulsory Retirement)

1 AdministrateWorkforce Employee

Retirement

Ability to identify the reason of exit e.g. retirement/ compulsory retirement/ voluntary retirement/ death/ resignation/ dismissal etc.

Passbook with photo of self/ Wife Nominee2 Administrate

Workforce

EmployeeRetirement

Ability to process the voluntary retirement application as per the rules defined for the particular scheme


Retirement

Capability to generate retirement notice to concerned departments and retirement proposal at least 6 months (flexibility to be defined by the user) in advance in case of superannuation for sanction. For other type of retirement/ exit as soon as the papers are submitted/ on-line request is received


EmployeeRetirement

Capability to confirm vigilance clearance from vigilance module or seek vigilance clearance on the employee before retirement.

Capability to take no-dues from various departments.For Stock/Cash/Assets/Misc. Advance etc.


Retirement

Capability to initiate the process for making payment of the retirement benefits as per applicable rules (creation of last pay certificate considering all payables to the employee and receivable from the employee)


EmployeeRetirement

Ability to analyse data relating to exits/ retirements


EmployeeRetirement

After retirement benefits (Medical etc.). PMCF should be linked with the Pension Payment Order.

M. Legal and Vigilance



Legal andVigilance

Should be able to maintain all the information related to the employee case. The information that is required is:• Status of the case• Categorization of case (major / minor)• Charge sheet issued• Reply to charge sheet not received• Case is closed by Competent Authority etc.• Master details about the types of cases like robbery, anti-corruption are also maintained.

2 AdministrateWorkforce Legal and

Vigilance

• Details pertaining to cases pending in Court, State and Central Human Right Commission, State and Central Information Commission, State and Central Woman Commission, State and Central SC/ST Commission, CAG, Internal Audit Wing, Central Vigilance Commission, Lokayukta, Lokpal and in personal capacity


Legal andVigilance

• Details pertaining to FIR lodge by employee, Vigilance Checking Report, Civil Suites and in personal capacity


Legal andVigilance

• Details pertaining to complain receive against the employee by,

• Public Man• Consumer• Vendor / Contractor• Controlling Officer• HOD• MD• Chairman• Energy Secretary to Government• Energy Minister• Chief Minister• Prime Minister• Central Energy Minister• MP

Public Representative Human Rights RTI Sexual Harassment Parents

SC/ST5 Administrate

Workforce

Legal andVigilance

Should be able to maintain the explanations given by the employee


Legal andVigilance

Should be able to maintain the reason for disciplinary case like:• Act of Misconduct (Departmental Action)• Charges by Anti-Corruption Bureau (ACB)• Criminal Offence (IPC) CVC IT Department


Legal andVigilance

The system should be able to generate the show cause notice and also help the Teletalk in mentioning the punishment from the user defined list of punishment actions


Legal andVigilance

The system should be able to maintain the response on show cause notice from the employee

9 Administrate The system should be able to take track the


Workforce

Legal andVigilance

time limits within which the reply from the employee is expected


Legal andVigilance

The system should allow the authorized users to generate the investigation report from their respective vigilance unit.


Legal andVigilance

System should be able to:

• Generate punishment orders and updating at relevant areas (like HR module etc.)• Implementation of punishment orders (like stopping increments etc.)• Generate follow up reminders (by the concerned department) on whether action has been taken and feedback from the concerneddepartment• Maintain the documents (in soft form) received from the employee with respect too Appealo 2nd appeal o 3rd appeal o 4th Appealo Hearing detailso Details of the prosecution officer and the officer attending the appealso Changes in the punishment


Legal andVigilance

For departmental actions, type of misconduct should be "user defined" in the system viz. energy theft, fraud, material pilferage, absconding etc.


Legal andVigilance

Should be able to generate report regardingAction Taken against an employee like:• Exonerated• Warning• Censure• Suspended• Fine• Transfer• Others (customizable) etc.


Legal and Vigilance

Should be able to maintain employee details like (or can retrieve from HR module):• The basic details of all the employees (of Teletalk wise seniority)• Employee• Designation• Cadre• Office details


Legal andVigilance

Should be able to maintain charge sheet details like:• case type• letter no• letter date• reply date


Legal andVigilance

Should be able to maintain details of officer/ committee appointed for enquiry against the employee


Legal andVigilance

Should be able to maintain details regarding appeal / competent authority decision:• Details about appeal no• Appeal date• Competent Authority decision


• Final decision18 Administrate

Workforce

Legal andVigilance

Should be able to maintain details regarding suspension like:• Suspension• Reason of suspension• whether the employee will be reinstated in future• date on which reinstated• Others (user defined)


Legal andVigilance

Should be able to generate progress report of board representative including:• Opening balance• Closing balance• Cases fixed• Cases not attended• Reason• Others (user defined)


Legal andVigilance

It should allow correlating the payroll and disciplinary actions data for every employee.


Vigilance

The disciplinary action record for an employee should provide a link to show current (as well historic) payroll data for the employee to ensure the implementation of disciplinary action proposed.


Legal andVigilance

The employee master data should be available in a central system and a link to complete history & audit trail of disciplinary actions taken against him / her should be available


Legal andVigilance

The system should be able to calculate the financial impact of the case (total losses incurred w.r.t. each charge sheet, allowance during suspension etc.


Legal andVigilance

The system should be able to maintain the court intervention, in case the court gives an order to the Teletalk


Vigilance

The system should be able to track the reference to the documents exchanged with Government of Rajasthan e.g. LAQ, LCQ. The details should include name of the session (summer/winter <year>), starred/un-starred, date of receipt, subject, reference number etc.


Legal andVigilance

The system should be able to record the complaint coming from various sources including: • Proper channel• From member• From employees• From any other sources• Through public (email)• Anonymous• From web site


Legal andVigilance

The system should be able to categorize the complaint like:• Alleged malpractices• Corrupt activities• Bribery• Criminal misconduct & other irregularities• Lapse on part of the employee

28 Administrate Legal and The system should escalate the action to next


Workforce

Vigilance level of authority


Legal andVigilance

Should be able to handle the complaints including non-verifiable


Legal andVigilance

Should be able send the complaints to competent authority for suitable action


Legal andVigilance

Should be able to classify the type of enquiry(Discreet, open or user defined)


Legal andVigilance

Should allow only the authorized users to access the module


Legal andVigilance

For open enquiry the following details must be supported by the system:• List of allegations• the statement of the applicant• The statements of all the witnesses• documentary evidence in support of allegation• The statements of all the persons cited in defence


Legal andVigilance

It should allow the consolidation of statistical data across the Teletalk hierarchy (subdivision, division, circle, zone, etc.)


Vigilance

The consolidation should also be available against other parameters such as• district wise• post wise• caste status wise• user defined

N. Loan Sanctioning1

PayrollManagement

PayrollManagement

System should have the capability to define the loans and its various characteristics such as periodicity, interest rate, ceilings details etc.

2PayrollManagement

PayrollManagement

User should be able to attach loan sanctioning rules to every loan type

O. Pay Fixation1 Payroll

ManagementPayrollManagement

Pay fixation and revision on new recruitment

2 PayrollManagement

PayrollManagement

Pay and allowance revision for annual incrementGovt Policy/ Nigam Policy/ Pay Commission etc

3 PayrollManagement

PayrollManagement

Pay fixation and revision on promotion/demotion

P. Insurance1

Self Service InsuranceCapability to define various insurance schemes with premium and group insurance data generation

2 Self Service Insurance Recording accident (fatal/ Non-Fatal)/ Death, claims, and any compensation

Q. Management of tours and travel1

Self Service TravelM

System should capture the employee wise tours and travel eligibility details, according to category of employee


anagement2

Self Service TravelManagement

Tours and travel block, when last tours and travel was availed etc. with related report as per requirement

3Self Service Travel

Management

Facility to apply online for tours and travel by the employees and online approval by concerned authority

4 Self Service TravelManagement

Support tours and travel cancellation, extension, postponement etc.


Ability to sanction encashment of tours and travel as per company policy


Management

Ability to maintain air/railway/ transport rates with respect to distance specifiedReservations Air/Railway/ Roadways


Sanction of advance against the tours and travel application


Management

Generation of reminder letters if tours and travel final bill is not submitted within the prescribed time


Management

Capability to maintain records/transactions of leave travel concession LTC (once a year) and leave encashment as per rules and guidelines


Capability to generate automatic report for employees eligible for taking LTC


Issue of NOC

12

Self Service TravelManagement

System should issue NOC for passport, visa, higher studies and any other purpose including NOC for re-employment of retired employees as well as existing employees. Capturing of details of tours out of Bangladesh, conducted under official and personal capacity.


System should issue no objection letter for availing loan from banks, financial institutions or other entities.

14 Self Service

TravelManagement

List of places from and to should be in drop down. For the state of Rajasthan, all villages name would be in the dropdown list. It will first select the district of Rajasthan and then it will put up the list of respective villages/Tehsil in district.

In case of out of state journey, all the state capitals and list of places of factory from where TELETALK purchase material.

If desired place does not appear than, place can be entered manually.

15 Self ServiceTravelManagement

List of government rest house/circuit house/government hotels/RVPNL Guest houses along with address, mail id, phone number,


contact person will be uploaded.16 Self Service

TravelManagement

Mode of journey i.e. Nigam's hired vehicle, Nigam's vehicle, Bus, Train, Flight, Own Car, Own Motor Cycle, Own Scooter, Own Moped, Own Cycle, Auto-Rickshaw, Private Taxi/Cab, Pace.

R. Grievance Redressal1

Self ServiceGrievanceRedressal

Capability to handle various types of grievances from employees, associations, applicants or third party. Capability to maintain the grievances from various Govt. authorities / commissions and according replies must be recorded.

2 Self ServiceSelf Service Grievance

RedressalCapability to maintain and monitor the various steps taken as part of the grievance resolution

3 Self Service GrievanceRedressal Capability to generate grievance status reports.

4 Self Service GrievanceRedressal

Capability to maintain the final grievance resolution in the system

S. Deputation /lien1

Recruitment andSelection

DeputationThe system should have the ability to handle deputation to and from other organizations. (Master List – JDA. RIICO, RHB, 5 Power Companies etc.)

2 Recruitment andSelection

Deputation The system should have the capability to record history information on Deputation

3Recruitment andSelection

DeputationThe system should have the ability to generate reminders for repatriation at least 1 months in advance before repatriation of officer is due from other organization

4Recruitment andSelection

DeputationThe system should have the capability to generate list of officers on deputation. History of a person\ Deptt. wise on deputation must be maintained as per rules and cadre wise.

5 Recruitment andSelection

Deputation The system should have the ability to recordLeave salary contribution/ gratuity contribution

6

Deploy Manpower

Deputation

Should be able to handle employees joining and going out on deputation/ lien along with details like:1. Leave salary contribution, pension, CPF, GIS etc.2. Economic rehabilitation with nomination & other details

T. Welfare Schemes1

PayrollManagement

PayrollManagement

The system should allow to define and configure Staff Welfare Schemes with various criteria & rules

2PayrollManagement

PayrollManagement

The system should handle Ex-Gratia, compensation in case of accidental death during employment, preferential appointments, / Death Relief, if applicable.

U. Performance Appraisal Management1

Reward andRecognize

PerformanceAppraisal

Ability to support 3 different types of appraisal forms for different grades i.e. 1st, Ministerial Staff , 2nd J.En grade and 3rd Officers including AENs and above

2 Reward and Pe Ability to define the period for which appraisal is


Recognize rformanceAppraisal

being carried out - To be linked with Transfers / Joining to the Unit

3

Reward andRecognize


Ability to support the existing performance appraisal system for all grades of officers / officials/ employees through proforma based templates including the targets and achievements as the case may be. Depending upon the designation of the employee the performance appraisal parameters are there in the proforma. This is used for online goal setting as well as goal setting discussion with the superior

Integration with HCL/RMS system4 Reward and

RecognizePerformanceAppraisal

Ability to maintain past annual appraisal reports on scanned format as well as through templates

5 Reward andRecognize


Capability to provide for both periodical and comprehensive closed appraisal system



Capability to record self-appraisal, supervisor/controllers' appraisal and final appraisal, if any, through workflow



Capability to link with organizational chart for reporting , reviewing and countersigning relationships during the financial year

8

Reward andRecognize


Facility for identifying and recording the training needs/ gaps identified during the appraisal process (provided a higher authority wants and feels the need for such training) form an inputto the training calendar

9

Reward andRecognize


Capability to record feedback (mid-term) report due to change in assignment or change of appraiser or two appraisers provided he has worked under one appraiser for more than 4 months

10Reward andRecognize


Capability to integrate with payroll for sanction of performance incentives through workflows. Capability to record the integrity of the officer during performance appraisal.



Capability to maintain history of performance appraisals. (This is required up-to his tenure of service)



Support to generate reminder letters/ mails/ workflows to the employees/ appraising authorities in case of non-submission of self appraisals etc.



Capability to record the disciplinary actions taken against the employee in case of default.



Capability to generate memo letters/ mails/ workflows for the employees in case of unsatisfactory performance

15Reward and Pe

Capability of recommending confirmation of employees who are on probation post


Recognize rformanceAppraisal

recruitment or promotion, based on the performance rating



Capability of providing feature to employees for recording achievements for self-appraisal on financial year appraisal cycle.



Capability to advise / communicate adverse remarks in the Appraisal to the employee



Capability to determine rate of increment/ penalty at various target levels (Corporate, Division, department, division) based on the actual performance during the review period.



Capability to define and communicate to the concerned employee unacceptable behaviour



Capability to define and communicate to the employee , the employee duties and obligations



Capability to generate Promotion/ Demotion orders

22 PerformanceAppraisal

Capability to generate suspension and termination orders (should be part of disciplinary cases) in case of serious matters

V. Payroll1 Payroll


Allow for tight integration with FinancialAccounting systems

2 PayrollManagement

PayrollManagement

Audit trails for all system activities

3 PayrollManagement

PayrollManagement

Support alert features about scheduled dates like receipt of payments

4 PayrollManagement

PayrollManagement

Provide customizable 'workflow' for all internal processes and approvals associated with the payroll system

5 PayrollManagement

PayrollManagement

Provision for TDS calculations (if any) & tracking of TDS payable to the Government of Bangladesh

6

PayrollManagement

PayrollManagement

The system may provide for interface to interact/ migrate with data available in the existing system to the proposed ERP. Currently the salary processing of Gazetted employees is taken care of by a FoxPro based system. The attendance records are maintained manually in musters at circle level as well as at HO. In future, there should be a provision to interface the attendance capturing machines with the ERP.

7 PayrollManagement

PayrollManagement

There should be a single employee master and it should be integrated with all the companycodes.

8 PayrollManagement

PayrollManagement

Approval limits for expense reimbursement should be configured based upon the hierarchy limits.


9

PayrollManagement

PayrollManagement

There should be a field in the master to reflect the company code/ cost centre to which an employee is associated. Currently the employees are allocated to a division and accordingly the employee expenses at TELETALK are collected at Division level and accordingly processed. At Division level the expenses are collected at sub-division and further down the levels.

10 PayrollManagement

PayrollManagement

Provision to allocate cost of employee based on his/her associated cost centres


PayrollManagement

TDS, PF or any other such returns should be available online


PayrollManagement

EDI of salary information to the bank account

13

PayrollManagement

PayrollManagement

The system should allow for the creation of user defined components of payVoucher Allocation SheetFor the Month ofHeader of Allocation:Accounting Unit Location CodeClassification Description

AccountingBasicGrade Pay-FixedLeave Encashment-Formula basedBonus (Yearly)-Formula based / Ex GraciaArrear BasicDA and DA Arrear-Formula based HRA and HRA Arrear-Formula based CCA and CCA Arrear-Based on city Spl. Pay and Spl. Pay ArrearProject Allowance and arrear Deputation Allowance and arrear Conveyance Allowance and arrear- Fixed Washing Allowance and arrear-Fixed Orderly Allowance and arrear-FixedHard Duty Allowance and arrear-FixedElectricity Allowance-Fixed Officiating allowance-Formula Honorarium-Formula Incentive-Formula Miscellaneous1 to 4Travelling Allowance-FixedMedical Re-imbursement

Deductions:Medical Fund (PMCF)-FixedEBF (Engineer‟s benevolent fund)-FixedKKK- FixedIncome tax- Formula basedWater Charges- FixedQuarter Rent- Formula basedProp ChargesWWS (Workers welfare society)-FixedTelephone and trunk call


Auto Finance-VariableDA Deposit- REBECBank Loan-Variable

CM Relief fundProfessional TaxCPF- Formula basedCPF LoanGovt. CPFCPF- Formula basedCPF LoanAdditional CPF LICState InsuranceCUG MobileHouse Building Advance HBA InterestConveyance Advance Conveyance Advance interest State Insurance LoanMiscellaneous (1-5) Total DeductionsNet Payable Total Dr. Total Cr.

14

PayrollManagement

PayrollManagement

The system should allow the calculation of pay structure based on compensation rules like Years of service Grade Pay scaleLocation Employee type like executives,supervisors, workman, deputation, casual, consultants, probation etc. Others (user defined)


PayrollManagement

The system should allow the salary to be split across different payments


PayrollManagement

The system should allow pay types based on user defined cycles of pay (Monthly)


PayrollManagement

The system should have the provision to override the standard rate of pay for individual employees based on required authorization


PayrollManagement

The system should allow the setup of multiple payrolls with different payroll administrators & combining payroll


PayrollManagement

The system should allow restriction of administrative functions to a few select payroll users


PayrollManagement

The system should have a data upload facility to upload historical payroll data.


PayrollManagement

The system should allow the maintenance of slab wise details for statutory elements like Income Tax as well as user defined elements

22PayrollManagement

PayrollManagement

Provision to calculate reduction in salary based on attendance policy (such as time allowed for delay or location etc.) of Organization as a fixed component or as a% of salary or hourly charges

23PayrollManagement

PayrollManagement

The system should perform advance payments: Fixed value amounts (e.g. festival/ natural calamity advance) or formula based amounts (e.g. pay advance on transfer / long leave)

24 Payroll Payroll The system should allow for deductions that


Management Management

might be Organization rules likeFestival advanceNatural calamity advance House Building Advance Income Tax/ SurchargeOthers ( Pls. Define other allowances)


PayrollManagement

The system should allow for, but not be limited to, the following Loans and Advance payments

Interest Free Advances Interest Bearing Advances Short Term AdvancesLong Term Advances

26PayrollManagement

PayrollManagement

Provision to include fringe benefits as part of employee salary and to calculate required tax deductions as per the taxation norms and rules of Organization

27PayrollManagement

PayrollManagement

The system should allow the cap of deductions at user defined fixed values or as a percentage of some pay elements/ flexibility to relax user defined caps


PayrollManagement

The system should allow the following calculation of one-time payment of allowance and /or deduction:Incentive, arrear, ex-gratia, uniform, lease/ conveyance maintenance, Foundation day, etc. By amount: enter amount to be deducted orpayable By days: enter number of days for system to compute the amount based on basic pay or gross pay and/or any other component of payBy Percentage: enter percentage for system to

compute the amount based on basic pay or gross pay and/or any other component of pay


PayrollManagement

The system should calculate recurring payments and/or deductions using the same criteria asone-time payment/ deduction


PayrollManagement

Allow for input of start and end date for recurring payment/ deduction


PayrollManagement

The system should be able to process payroll on the following frequencies:

Monthly, Off cycle payroll run must bepossible On-demand (i.e. terminations, vacation advance, court order, ratification)


PayrollManagement

For each employee, system should useEmployee Master Data of HRMS such as:

Name of employeePF Account No. (CPF/CPF/EPF)

Bank Account PAN No.Name of Father, Husband, Mother WifeDate of birth

Basic pay DesignationDate of Joining serviceNomination DetailsName and address of nominee Relationship with subscriber Age of nomineeShare payable to each nomineeOther user-defined fields


33PayrollManagement

PayrollManagement

The system should automatically update payroll database for changes in employee record without interfering with payroll processing (e.g. Promotions in the middle of month)


PayrollManagement

The system should automatically update payroll database when authorized person and Department makes pay rate changes


PayrollManagement

The system should be able to make back dated calculation


PayrollManagement

The system should reflect payroll adjustments in correct pay period


PayrollManagement

The system should have full and final settlement process in place


PayrollManagement

The system should provide a final settlement report for each terminated employee


PayrollManagement

The system should have provision to suspend payroll runs or control final settlement processing on a case to case basis


PayrollManagement

The system should have the provision to run separate bonus / incentive runs


PayrollManagement

The system should provide the capability to handle unlimited pay account codes and drawing banks


PayrollManagement

The system should have a provision to process arrear and backdated payment calculations


PayrollManagement

Provision to recover advances in subsequent pay periods with a single transaction

44PayrollManagement

PayrollManagement

The system should maintain earnings history information (i.e. a record of all pay of all activity) for each employee for a user specified period of time


PayrollManagement

The system should support multiple banks or savings institutions per employee


PayrollManagement

The system should provide electronic transmission of direct deposit


PayrollManagement

Linkage with punishments, i.e. suspension should result in subsistence allowance


PayrollManagement

The system should have linkage to leave, punishments, promotion, location, qualifications


PayrollManagement

The system should calculate HRA rebate


PayrollManagement

The system should handle tax exemptions as per the Income Tax rules


PayrollM The system should handle Gratuity calculations


anagement52 Payroll


The system should handle provident fund rules like Calculate and deduct contributionsaccording to the respective statutory acts/company policy etc.

The system will have link of the EPFO/RVPNL or UAN site, so employee can login and see the details related to provident fund.


PayrollManagement

Maintain individual CPF accounts and generate individual account slip for every financial year

54PayrollManagement

PayrollManagement

There should be a report generated before posting of salaries at month end. This would ensure that the system allows checking of data prior to posting

W. Payroll Management1 Payroll


The system should capture company/ Organization information like

Organization/ Company Registration NumberLegal nameEstablishment Registration DetailsEmployer Classification Income tax details Department/ Division Details

2 PayrollManagement

PayrollManagement

The system should capture termination settlement details like

Notice Period PayLeave encashment informationRetrenchment compensation Voluntary retirement Commuted PensionPF settlement details

Loan recovery Gratuity detailsLien payments

3 PayrollManagement

PayrollManagement

Flexibility to calculate overtime for different locations at different rates

X. Support for allowances, reimbursements etc.1 Payroll


Release of festival advance and other advances(user defined) against salary

2 PayrollManagement

PayrollManagement

Employee wise recovery position, recovery list and outstanding balances list - month wise or as user defined

3 PayrollManagement

PayrollManagement

Support calculation and payment of arrear/bonus with consequent tax adjustments

4 PayrollManagement

PayrollManagement

Payment of medical reimbursement, allowances, recovery and taxation (if any) thereon.

5 PayrollManagement

PayrollManagement

Support recovery of club/union contributions

6 PayrollManagement

PayrollM

Provision of housing loan or any other loan component to be adjusted against the employee salary


anagement7 Payroll


Support payment of educational allowance, transfer allowances and any other user defined allowances

8 PayrollManagement

PayrollManagement

Support recovery of all other types of loans with reports like recoveries made, overdue list etc.

9 PayrollManagement

PayrollManagement

Support calculation of incremental arrears with consequent tax adjustments

10PayrollManagement

PayrollManagement

Support payment of salary arrears as per the industry level settlements with tax adjustments. Also support payment of arrears calculated in user defined


PayrollManagement

Installments or in lump sum.

Y. Taxation1

PayrollManagement

PayrollManagement

Ability to define tax rules to determine employees tax liability as per changes by the Organization/ local statutory legislation for actual tax liability of employee

2

PayrollManagement

PayrollManagement

Facility to provide investment declaration form in electronic format. The employee will be required to fill and submit the form electronically so as to automatically updating of salary record and tax calculation by the system

3 PayrollManagement

PayrollManagement

The system should ensure support for major statutory reports/ certificates of taxes in the user defined format

4 PayrollManagement

PayrollManagement

Also should support generation of employee's individual tax returns and generation of eTDS data

5 PayrollManagement

PayrollManagement

The system should record employees' perquisites and other information relevant in computing their tax liability as tax components

6 PayrollManagement

PayrollManagement

The system should complete calculation and deduction of tax automatically / user defined

7

PayrollManagement

PayrollManagement

The system should project the tax liability of each employee for the period within a tax calendar based on the employee declaration of savings etc. and providing tax planners to the employee

8 PayrollManagement

PayrollManagement

Provision to manually adjust taxable earnings (in case of income from other sources, investments etc.)

9 PayrollManagement

PayrollManagement

The system should support separate tax tables for bonus pay calculations as per applicable rules and regulations


PayrollManagement

The system should handle exemptions and rebates as per the income tax rules


PayrollM

Provision to calculate professional tax deductions with exemptions, arrears and


anagement generation of related reports and receipts12 Payroll


Provision to establish deduction limits for each deduction based on various parameters like:1. Employee2. Job Classification3. Company4. Benefit plan5. Salary

13 PayrollManagement Taxation Provision to make deductions effective:

1. In the current period2. In any pay period or periods selected3. In any user-defined frequency selected4. Between user-defined start and stop dates5. Until an user defined limit is reached


Taxation Start and stop dates for deductions should be maintained:1. On the employee master file2. On employee level


TaxationProvision to reverse deduction to be included in next pay check if incorrectly withheld/ option with user

16 PayrollManagement Taxation Ability to determine deduction amounts by:

1. Amount of earnings2. Percent of earnings3. Number of hours

17 PayrollManagement Taxation Provision to prioritize deductions:

1. Using the deduction code2. Using a separate priority number

18 PayrollManagement Taxation

Ability to be prompted by system when employee status changes to leave to determine how deductions will be paid while on leave:


Ability to apply or stop various deductions based on employee status changes (e.g. Leave of absence, term)

Z. Payslip Run1 Payroll


The system should provide for online ad-hoc calculation of employees pay slip amount

2 PayrollManagement

PayrollManagement

The system should perform on-line calculation of pay and benefits for terminated employee based upon termination date

3 PayrollManagement

PayrollManagement

The system should have the ability to evaluate different scenarios for change in payroll structures

4PayrollManagement

PayrollManagement

System should provide an impact analysis tool for analysis of impact of revision of any/ all components like pay, allowances, deductions etc.

5 PayrollManagement

PayrollManagement

The system should display the status of the payroll calculations

6 PayrollManagement

PayrollManagement

Provision to run payroll multiple times before finalization to ensure accurate pay computation

7 The system should post the amount of salary


PayrollManagement

PayrollManagement

paid for each element of pay for an employee, based on the relevant GL account code and employee cost centre information to General Ledger. Financial postings include:1. Element2. Amount3. GL Account4. Cost Centre

8 PayrollManagement

PayrollManagement

The system should post salary payment advice including multiple payment methods such as bank, cash and cheque to General Ledger

9 PayrollManagement

PayrollManagement

Provision to issue third party cheques


PayrollManagement

Payslip should be generated with the following details, with a flexibility to alter the various components:1. Taxable and non-taxable components in separate columns2. Tax till date, calculated, recovered, projected3. Loan balances and no. of installments deducted/ left4. Provident fund opening balance, interest till date, closing balance etc.


PayrollManagement

PF and Terminal Benefit Management


PayrollManagement

System should support pooling the monthly contribution of CPF in to the CPF management system


PayrollManagement

System should support CPF settlement process including generation of settlement sheets and relevant vouchers for accounting


PayrollManagement

System should support calculation of periodic interest and crediting the amount to the accounts

15

PayrollManagement

PayrollManagement

System should perform CPF application processing, loan sanctioning, loan disbursement, modification of loan installments, loan short closure, recovery through payroll, final settlement during closing, transfer for different type of CPF loans


PayrollManagement

System should have the facility to credit sanctioned CPF loan / withdrawal amount directly to their respective amounts

17PayrollManagement

PayrollManagement

System should generate all types of MIS reports as per request of Bank (like CPF ledger, CPF loan Ledger, pension rule, CPF rule, Gratuity rule (online) etc.)

18PayrollManagement

PayrollManagement

System should maintain nominee details and payment to nominee in case of death of an employee


PayrollManagement

CPF returns and other statutory forms

20 Payroll Payroll System should generate all types of reports/


Management Management

registers related to CPF management

AA. PF/ Gratuity Management1 Payroll

ManagementPF andGratuity

System should perform gratuity calculation, provision & accounting employee wise as per user defined rules

2 PayrollManagement

PF andGratuity

System should perform forfeiture of Gratuity in case of dismissals etc.

3 PayrollManagement

PF andGratuity

System should generate gratuity payment cheques

4 PayrollManagement

PF andGratuity

System should maintain nominee details and payment to nominee in case of death of an employee

5 PayrollManagement

PF andGratuity

System should generate all types of reports/registers related to gratuity management

6 PayrollManagement

CPF Balance Sheet, Income Statement , Employee wise Statement, Fund Investment Summary, Profit Distribution, Employee wise Loan Summary & Employee Certificate.

7PayrollManagement Gratuity

Balance Sheet, Income Statement , Employee wise Statement, Fund Investment Summary, Profit Distribution & Employee Certificate.

8 PayrollManagement

WPPF Balance Sheet, Income Statement , Employee wise Statement, Fund Investment Summary, Profit Distribution & Employee Certificate.

AB. Pension Management1

PayrollManagement

PensionManagement

System should intimate the employees three months (or defined period) before their retirement about their PF subscription, PF loan, Gratuity etc.

2 PayrollManagement

PensionManagement

System should maintain nominee details to facilitate pension processing.

AC. Reports/MIS1

Reports MIS Reports

The system should have the mandatory forms and reports like:1. IT declaration forms like Form 16, Form 24 etc.2. Earnings/other income outside salary3. PF form4. PF receipt5. Payroll Register6. Payslip (including leave/other payment details, IT deducted)7. Perks calculation8. Leave encashment9. Tax calculation (at any point of time)

2 Reports MIS Reports

The system should be capable of generating an online payslip

3

Reports MIS Reports

The system should have provision for generating ad-hoc payroll reports.(Currently some two to three reports arepresented by Payroll department on monthly basis apart from various yearly reporting.)


Yearly Burden based on people retiringPL AccountDependent details


The system should have provision for generating user defined reports

5

Reports MIS Reports

The system should provide the following current and year to date totals on earnings statement:1. Income tax;2. Any standard or user defined deduction;3. Any standard or user-defined pay type


The system should display vacation status information on earnings statement


The system should display absence status information on earnings statement


Last pay certificate on transfer/ separation, service particulars – post and location


TDS receipt at user-defined frequency(quarterly, yearly, etc.)

10

Reports MIS Reports

The system should be able to generate the reports for each employee to show individual employee records which regards to leave register/expenses/PF details etc.

AD. Income Tax1

PayrollManagement Taxation

The system should provide the functionality for:1. Online savings detail entry screen2. TDS deposit details and linkage against TDSdeduction.3. Arrear calculation module4. Monthly summary5. Payroll6. Deduction schedule7. Others

2PayrollManagement

TaxationShould be able to generate CTC report for various level of employees, should also facilitate generation of projected employee costs basedon certain estimated hike.

3 PayrollManagement Taxation Should be able to generate Form16


Should be able to integrate with HR module to monitor attendance and leave records and use the data in payroll processing

5 PayrollManagement Taxation Should facilitate employee cost allocation based

on predefined parameters6 Payroll

Management Taxation Should have the facility to adjust excess/ short deduction of TDS

AE. Industrial Relations1

Administrate workforce

IndustrialRelations

All Industrial Relations (IR) matters whether to do with court cases, leaves, union settlements should be recorded and tracked in the application

2Administra

IndustrialRelations

Capability to define unions/ federations/association (called association


te workforce

hereafter) in the system and maintain their details

3 Administrate workforce

IndustrialRelations

Capability to tag employees to the association and arrive at membership details


IndustrialRelations

Capability to record the demands made by the Associations for follow up and recording of final resolution


IndustrialRelations

Capability to record absence of employees on strike and generate statistical report on the details on strike under different categories etc.

6Administrate workforce

IndustrialRelations

Capability to generate statistical and individual strike details under various heads such as unit wise, days wise, date wise, number of man hours lost etc.


IndustrialRelations

Capability to initiate a workflow for recording of grievance and its Redressal


7.7.3 Purchase ManagementA. Creation of Purchase Management

Sr. No



1PurchaseManagement

RequisitionManagement

Ability to display budget available for their unit / project / work / asset before creating purchase requisition

2 PurchaseManagement


Ability to display lead time for purchasing material by material number/ material group before creating purchase requisition

3

PurchaseManagement


Ability to capture the following information, but should not be limited to,- Quantity- Budget Code- Cost Centre / Project / Sub-project / Work order code / Fixed Asset- Entry date- Forecast usage date.

4PurchaseManagement


Field offices or HO departments should able to send requirement requests to centralized procurement unit through the system, after due approvals and consolidation

5PurchaseManagement


Ability to generate requisitions for demand from other functional areas within the system such as capital works, Transport and Maintenance, Metering & Protection etc.



Ability to create manual requisitions through the system for purchase of materials, projects, works or services



Ability to handle requisitions for different types of purchases e.g. non-stock materials, stock materials, services, assets, contract labour etc.



Ability to capture the name and details of initiator of requisition



Ability to assign requisition number automatically



Ability to provide user defined text fields for requisition details, special instructions

11 PurchaseM

RequisitionM

Ability to attach item specifications (picture, document) to requisition items and be able to display the details upon inquiry


anagement

anagement



Ability to detect and avoid / provide warning against duplication of 'purchase requisition' creation based on the keyed-in information.



Ability to authorize requisitions through the ERP system based upon predefined criteria e.g. value, department, type of purchase etc.

14PurchaseManagement


Ability to automatically determine the authorizer of a requisition based upon predefined criteria e.g. MD, GM, DGM, Manager, etc.



Ability to change the requisition and resubmit for approval as above



Ability to track and record all changes made to a requisition and produce reports of the changes made upon request



Ability to cancel requisition and automatically return committed budget



Ability to track and record the status of a requisition e.g. not approved / approved



Ability to transfer / archive old requisitions for materials or services that is no longer required in tape or other appropriate electronic media and easy to retrieve data when required



Ability to allow for quick requisition creation for commonly purchased items e.g. use of a requisition template



Ability to provide facility to print out hard copies of requisitions for approvers or users



Ability to make certain fields within the requisition mandatory, view only, etc.



Ability to enter a valid account number or project to be charged for the requisition item.



Ability to dynamically compare proposed requisition with the budget, and prevent budget overutilization until authorization for the same is made available.

25 Purchase Requisition Ability to change messages from warning to error


Management

Management

message or error to warning



Ability to lock budget if requisition has been approved

B. Requisition Reporting / Enquiry

1PurchaseManagement


Ability to support method of enquiry based on Delegation of Power: Ability of the system for Release procedure based on the Purchase Requisition value and also Purchase Order value. Workflow should be supported to reduce paper work.



Ability to produce summary reports for all requisitions captured in the system, filtered / sorted by specified user criteria e.g. requisition number, status, date, material number, description, originator etc.

3PurchaseManagement


Ability to have user-friendly reporting/ query tools that can extract data and produce reports in various formats without the need for technical skills

4PurchaseManagement


Ability to print reports for requisitions and / or send to another user

5PurchaseManagement


Ability to drill down within a report to the requisition details

6PurchaseManagement


Ability to allow authorized users to display a requisition details upon request

C. Creation of Proposals and Quotations


Proposal and Quotation Management

Ability to assist in the development TENDER DOCUMENT documents and to capture relevant information in the database.

2PurchaseManagement


Ability to publish TENDER DOCUMENT and respond to any questions with regards to the TENDER DOCUMENT online through company's / Govt.'s portal with collaboration tools in place.



Ability to facilitate the preparation of advertisement to invite tenders from the public/potential bidders.


4PurchaseManagement


Ability to seamlessly integrate with all other functions within the system e.g. Budget, Finance and Accounting, Project Management, HR management etc.



Ability to create an RFQ either manually or automatically from an authorized requisition



Ability to check duplicate RFQ's creation by checking information keyed in. If it is duplicate as the previous keyed in RFQ (user-specific time), the system should automatically generate warning message on-line.

7PurchaseManagement


Ability to select and assign vendors to RFQ‟s determined either by the user or automatically via the system e.g. vendors for a specific product or service

8PurchaseManagement


Ability to automatically warn and monitor vendors who has bad history with reasons when assigning vendors to RFQ based upon user- defined criteria



Ability to warn and monitor material history with reasons based upon user-defined criteria, such as materials damage during warranty period



Ability to escalate the RFQ awaiting approval, if no action taken within a specified timeframe, using workflow technology



Ability to allow approver to reject the RFQ and automatically return to the originator with a reason for rejection using workflow technology



Ability to change the RFQ and resubmit for approval as above

Purchase Proposal and

Ability to track and record all changes made to an RFQ and produce reports of the change made upon request


13 Management

Quotation Management

e.g. no. of changing times, historical records before changing



Ability to record and track the initial price that vendor offers, negotiate price (more than one record) and final price



Ability to track and record the status of an RFQe.g. not approved, approved



Ability to transfer (archive) old RFQ's for materials or services that are no longer required to tape and easy to retrieve data when required



Ability to allow for quick RFQ creation for commonly purchased items e.g. a template for regular types of RFQ



Ability to provide facility to print out hard copiesof RFQ‟s for approvers



Ability to make certain fields within the RFQmandatory, view only, etc.



Ability to counter check with the budget.Message will appear if no budget is availability or exceed the budget when entering the RFQ



Ability to enter and store vendor responseinformation into RFQ‟s online

22 PurchaseManagemen

Proposal and Quotation M

Ability to perform evaluation of the responses based on predefined criteria using the ERP system


t anagement



Ability to include user defined weighting factors in RFQ evaluations



Ability to store scanned copies 'vendor responses' in the system and attach to the RFQ referenced



Ability to retrieve the responses and print them when required



Ability to print RFQ details on demand



Ability to perform an online evaluation of the vendor to whom the RFQ is to be sent



Ability to send RFQ response details to another user



Ability to link to vendors database to gain vendors details, if available



Ability to search the bidders database, rank and select the bidders that have the capability to fulfil the identified product specifications.



Ability to call for online clarifications from bidders.




Ability to perform best-fit bidder analysis based on user defined parameters.



Ability to communicate with referrals sent out, send out standard forms or request for visit or telephonic reference checking procedure.



Ability to maintain tender fee and earnest money deposit (EMD)/ Bid Security register.

D. RFP and RFQ Reporting / Enquiry



Ability to report and track all changes made to an TENDER DOCUMENT/RFQ and print the changes, if required



Ability to report the status of a TENDER DOCUMENT/RFQ e.g. awaiting approval, approved

3PurchaseManagement


Ability to produce reports of TENDER DOCUMENT/RFQs by user defined criteria e.g. TENDER DOCUMENT/RFQ number, vendor, material number, originator, department responsible, authorizer etc.

4PurchaseManagement


Ability to have a user-friendly reporting/ query tools that can extract data and produce reportsin various formats without the need for technicalskills



Ability to attach documents and / or specifications to RFQs to be sent to a vendor



Ability to view the documents or specifications prior to attaching to the RFQ

7 Purchase Proposal and Ability to display the TENDER DOCUMENT/RFQ


Management

Quotation Management

details on demand



Ability to display the TENDER DOCUMENT/RFQ status on demand



Ability to report about those TENDER DOCUMENT/RFQs that are about to close



Ability to allow authorized users to display the evaluation results and details



Ability to link with intranet/internet for bid announcement

E. Creation of Letter of Intent and Purchase Orders


Purchase Order Management

Ability to integrate seamlessly through the ERP system with other system functionalities such as requisitions, contracts, RFQ, inventory, budget



Ability to create manual purchase orders for materials, non material or services

3PurchaseManagement


Ability to handle purchase orders for different types of purchases e.g. non-stock materials, stock materials, services, assets, contract labour etc.



Ability to trigger and initiate purchase orders automatically for items with predefined conditions established in the system



Ability to create purchase orders with multiple delivery addresses

6 PurchaseM

Purchase Order M

Ability to capture the requisition originator's name and details in the purchase order, if applicability


anagement

anagement



Ability to assign purchase order number automatically or manually



Ability to provide user defined text fields for purchase order details, special instructions



Ability to attach item specifications to purchase order items (picture, document) and be Ability to view the details upon inquiry



Ability to check duplicate purchase order creation by checking information keyed in, if it's duplicate as the previous keyed in purchase order (user-specific time), the system should automatically generate warning message online.



Ability to authorize purchase orders through the system based upon user defined criteria e.g. value, department, type of purchase etc.



Ability to automatically determine the authorizer of a purchase order based upon predefined criteria e.g. below 1 lakh, above 10 lakhs etc.



Ability to escalate the purchase order awaiting approval, if not actioned within a specified timeframe, using workflow technology



Ability to change the purchase order and resubmit for approval as above



Ability to track and record all changes made to a purchase order and produce reports of the change made upon request



Ability to cancel purchase order and automatically return the committed budget



Ability to track and record the status of a purchase order e.g. not approved, approved

Purchase Ability to transfer old purchase order for



Order Management

materials or services, that are no longerrequired, to tape and in a manner that is easy to retrieve data when required



Ability to create a purchase order for the same vendor from different requisitions



Ability to add lines to a purchase order as required



Ability to allow for quick purchase order creation for commonly purchased items



Ability to provide facility to print out hard copies of purchase orders for approvers



Ability to make certain fields within the purchase order mandatory, view only, etc.



Ability to enter a valid account number or project to be charged for the purchase order item



Ability to counter check requisition dynamically in the system with the budget. Message will appear if no budget is availability or exceed the budget when entering the purchase order accounting details



Ability to request vendor acknowledgement for a purchase order



Ability to enter duty, freight cost, storage costs, admin costs, transit storage costs and handling charges details for a whole purchase order and for each item.



Ability to enter multiple delivery dates for items in a purchase order e.g. each line item may have a different delivery date or multiple line item delivery dates

29 PurchaseManagemen

Purchase Order M

Ability to enter multiple cost code for a line item, e.g. an item maybe split between 1 or more capital works projects or cost accounts


t anagement



Ability to enter and store specific terms of trade or payment in a purchase order e.g. payment by letter of credit, due 20th of the month following etc.



Ability to enter vendor discounts in the purchase order payment details



Ability to define the output of a purchase order e.g. printed, electronic transfer, faxed etc.



Ability to define the printed purchase order details and physical appearance e.g. attach the corporation‟s logo etc.



Ability to create a purchase order from multiple requisitions.



Ability to create multiple purchase orders from one requisition.



Ability to purchase item with different unit of measure from inventory unit.



Ability to support and process Emergency POs. System should allow the user to create PO without creating a PR and system should provide authorization control to restrict this activity to only specific user and put an upper limit in terms of value.



Ability to support cash purchase transactions

F. LOI or Purchase Order Reporting / Enquiry



Ability to report and track all changes made to an "LOl" or purchase order

2 PurchaseManagemen

Purchase Order Managemen

Ability to report the status of an "LOI" or purchase order e.g. awaiting approval, approved


t t



Ability to produce reports of "LOI" or purchase orders by user defined criteria e.g. purchase order number, vendor, material number, originator, department responsible, authorizer etc.

4PurchaseManagement


Ability to produce purchasing history for procurement department in order to analysis their performance by monthly, quarterly, yearly, etc.

5PurchaseManagement


Ability to have a user-friendly reporting/ query tools that can extract data and generate reports in various reporting formats without the need for technical skills



Ability to attach documents and specifications to purchase orders



Ability to view the documents or specifications prior to attaching to the purchase orders



Ability to display the purchase order details on demand



Ability to print a copy of the purchase order on demand



Ability to report the purchase orders that are due or overdue



Ability to flag overdue or about to become due purchase orders to the originator automatically



Ability to view historical transactions against the purchase order



Ability to request acknowledgement of the purchase order from a vendor




Ability to record purchase order acknowledgements from a vendor in the order



Ability to track those purchase orders which have not been acknowledged



Ability to reprint requests for purchase order acknowledgement



Ability to track purchase order due dates and produce reports to originators of overdue purchase orders



Ability to issue / print reminder notices and send to vendors either electronically or manually



Ability to track the reminder notices sent and any subsequent responses received from a vendor



Ability to produce purchase order outstanding report



Ability to maintain vendor performance data for deliveries made against a purchase order



Ability to capture delivery or shipping information relating to a purchase order



Ability to report the delivery or shipping information relating to a purchase order



Ability to produce reports of vendor performance based on predefined performance criteria

G. Contract Creation

1 PurchaseM

ContractM

Ability to seamlessly integrate with all other functions within the system such as requisitions, purchase orders,


anagement

anagement RFQs, vendors etc.


ContractManagement

Ability to create a contract either manually or automatically from an authorized order


ContractManagement

Ability to check duplicate contract creation by checking information keyed in. If it's duplicate as the previous keyed in contract (user-specific time), the system should automatically generate warning message on-line.


ContractManagement

Ability to assign vendors to a contract determined either by the user or automatically via the system


ContractManagement

Ability to warn and monitor vendors who has bad history with reasons when assigning vendors to contract based upon user-defined criteria, such as Late delivery, material damage in excess of 10% during delivery, damage during warrant period, other user defined criteria.

6PurchaseManagement

ContractManagement

Ability to track and record the status of a contract e.g. not approved, approved


ContractManagement

Ability to transfer (archive) old contracts for materials or services that are no longer required from the main data storage to otherelectronic media while ensuring that it is easy to retrieve data when required


ContractManagement

Ability to provide facility to print out hard copies of a contract for approvers or vendors

9PurchaseManagement

ContractManagement

Ability to counter on-line check with the budget. Message will appear if no budget is availability or it exceeds the budget when entering a contract manually


ContractManagement

Ability to print contracts on demand


ContractManagement

Ability to record and track contract related information


ContractManagement

Ability to link to vendors database to obtain vendor's details

H. Contract Reporting / Enquiry

1 PurchaseM

ContractM

Ability to attach document and specifications to contracts


anagement

anagement

2PurchaseManagement

ContractManagement

Ability to view the documents or specifications prior to attaching to the contracts

3PurchaseManagement

ContractManagement

Ability to display the contract details on demand

4PurchaseManagement

ContractManagement

Ability to display the contract status on demand

5PurchaseManagement

ContractManagement

Ability to report those contracts about to expire either delivery or warranty period


ContractManagement

Ability to report contract usage and performance data e.g. how often used, vendor performanceon contracted terms etc.

7PurchaseManagement

ContractManagement

Ability to report contract validity dates

8PurchaseManagement

ContractManagement

Ability to view historical transactions against the contract


ContractManagement

Ability to request acknowledgement of the contract from a vendor after sending


ContractManagement

Ability to record contract acknowledgements from a vendor in the contract detail


ContractManagement

Ability to track those contracts which have not been acknowledged


ContractManagement

Ability to reprint requests for contract acknowledgement

I. Consignment Receipt


Receipt ofGoods

Ability to allow users to acknowledge receipt of purchase orders online


Receipt ofGoods

Ability to create consignment receipt and follow up on partial delivery



Receipt ofGoods

Ability to check duplicate consignment receipt creation by checking information keyed in. If it's duplicate as the previous keyed in consignment receipt (user-specific time), the system should automatically generate warning message on-line


Receipt ofGoods

Ability to receive materials, non material or services against a purchase order and store the details of the consignment receipt in the system


Receipt ofGoods

Ability to record item details upon consignment receipt e.g. item serial numbers, batch numbers, user text etc. Serial number field must have a minimum of 14 characters and allow alphanumeric entries

6PurchaseManagement

Receipt ofGoods

The consignment receipt details captured should include the following items, but should not be limited to: Quantity, Packing slip numbers, Carrier name, Time of receipt, Receiving person's name, Quality information, Reference contract no.

7PurchaseManagement

Receipt ofGoods

Ability to correct or reverse an incorrect consignment receipt


Receipt ofGoods

Ability to set user-defined criteria or conditions for quality inspection on-line

9PurchaseManagement

Receipt ofGoods

Ability to check criteria or condition for quality inspection item by item on-line


Receipt ofGoods

Ability to store quality inspection details for an item in the system and subsequent recording of the results of the inspection to be recorded


Receipt ofGoods

Ability to reject a consignment receipt yet still enter the details into the system to inability tracking and vendor performance to be captured, if quality inspection not pass


Receipt ofGoods

Ability to identify the reasons to accept materials which do not meet the TELETALK's specification and conditions to accept


Receipt ofGoods

Ability to track no. of inspection for each vendor in order to analysis vendor performance

J. Purchase Order Receipt

1PurchaseManagement

Receipt ofGoods

After quality inspection passed, the system should automatically or manually create purchase order receipt follow on consignment receipt details



Receipt ofGoods

Ability to create one purchase order receipt from various consignment receipt

3PurchaseManagement

Receipt ofGoods

Ability to correct or reverse an incorrect purchase order receipt


Receipt ofGoods

Ability to automatically warn if actual delivery date varies considerably from scheduled delivery date


Receipt ofGoods

Ability to maintain an audit trail of those items received and store the information against the purchase order

6PurchaseManagement

Receipt ofGoods

Ability to capture receipt information by way of a bar code scanning device

7PurchaseManagement

Receipt ofGoods

Ability to produce either bar code labels or standard labels for an item upon receipt

8PurchaseManagement

Receipt ofGoods

Ability to produce a goods received note with details of the receipt etc.

9PurchaseManagement

Receipt ofGoods

Ability to produce reports which detail thereceipt information. Details should among others include: PO number, Date of receipt, Item received etc.


Receipt ofGoods

Ability to display receipt information immediately once the receipt action is completed


Receipt ofGoods Ability to allow partial delivery


Receipt ofGoods

Ability to record the delivery of items to their destinations


Receipt ofGoods

Ability to display and printout an expected receipts report e.g. date, purchase order, value, items etc.


Receipt ofGoods

Ability to automatically recognize the payable liability at the time of receipt and update the inventory control account with the value of the receipt

15PurchaseM

Receipt ofGoods

Ability to optionally accrue expense purchases at the time of receipt or at period end


anagement


Receipt ofGoods

Ability to provide the facility to track, manage, and reconcile non invoiced receipts of all items when a period is closed


Receipt ofGoods

Ability to online integrate with all other functions within the system e.g. financial, inventory. stores, project management etc.


7.7.4 Inventory ManagementA. Maintain Inventory Data

Sr. No Process Sub-Process

Functional RequirementSpecifications

25StoreManagement

InventoryManagement

Abilityto support multiplephysical stores, locationsand binlocations Including the physical description of eachlocation.

2 StoreManagement

InventoryManagement

Abilityto support all locationsbothmain locationand sub locations

3 StoreManagement

InventoryManagement

Abilityto support bothWeighted Average costing and Standard costing FIFO

4StoreManagement

InventoryManagement

Abilityto integrate to thirdpartysoftware i.e. barcode readersetc.

5StoreManagement

InventoryManagement

Abilityto change stocklocationdescriptions

6 StoreManagement

InventoryManagement

Abilityto transferold stocklocations no longer required to backup and abilityto easilyretrieve suchdata

7 StoreManagement

InventoryManagement

Abilityto provide functionsto displaywarning message whenmaterial is nearing its user defined life and is not picked to use.

8StoreManagement

InventoryManagement

Forstorage,abilityto popupwarning message if anyitemisstored formore thanauser defined period orifanyiteminstore is nearing their expiryperiod

9 StoreManagement

InventoryManagement

Abilityto store material movement historyin eachstorage and materialiteme.g.slowmoving or no moving

10StoreManagement

InventoryManagement

Abilityto queryand print report stockmovement online and real time.Forexample,but shouldnot be limited to: Store life,stockmovement life cycle (e.g.1 year,1-2year,2-3 yearandover5 years),separate bystock status,latest issuing date

11 StoreManagement

InventoryManagement

Abilityto queryand produce stockturnover reportsseparate bymaterial code,material type,storage,etc.

12StoreManagement

InventoryManagement

Abilityto produce online reports forstock locationse.g.materialsinastocklocation,stock movements,historical data,stockvalues, expected receiptsetc.

13StoreManagement

InventoryManagement

Abilityto produce online reports foroutstanding stocksand stockvalue (total cost, unit cost) separate bymaterial code,material type, storage,etc.

14 StoreManagement

InventoryManagement

Abilityto create different typesofstorage locationse.g.pickface,highracks, bulkand include dimensionsand capacityforeach individual location

15 Store Inventory Abilityto record different classesofstockse.g.


Management

Management

electrical,spares,project stock,mechanical etc.

16 StoreManagement

InventoryManagement

Abilityto transferstocksand update the system immediatelyand automatically

17 StoreManagement

InventoryManagement

Abilityto write offordispose ofstocksand update the systemimmediatelyand automatically

18StoreManagement

InventoryManagement

Abilityto capture and trackall stockmovements withinthe systemincludingReceipts,Issues, Transfers, Quarantined stock,Transferto obsolete stock,Returnsto vendor, Consignment stockmovements,Transfersto scrapped stock.

19StoreManagement

InventoryManagement

Abilityto record and trackinventorystatus: Obsolete, Scrapped/surveyed off,Restricted use, Blocked, Intransfer,Underrepair, Availabilityforissue, Special project stock,Reserved stock, Vendorconsignment stock.

20 StoreManagement

InventoryManagement

Abilityto define additional stockstatus

21 StoreManagement

InventoryManagement

Abilityto trackand maintainrecordsofvendor consignment stockse.g.those stocks held in TELETALKsitesbut do not belong to TELETALKuntil consumed

22StoreManagement

InventoryManagement

Abilityto assignaservice level to aninventory iteme.g.critical itemsmayhave aservice level of100% while those lesscritical mayonlyhave50%.The service level should be considered bythe system when orderproposalsare produced

23 StoreManagement

InventoryManagement

Abilityto report service levelsofinventoryitems to inabilityreviewsto takeplace

24 StoreManagement

InventoryManagement

Abilityto classifyinventorybyABC for various actionse.g.stocktakes,criticalityetc. system contents would be enriching by EoQ, Max. Level, Min level, Re-order Level, Safety Stock & ABC analysis

25 StoreManagement

InventoryManagement

Abilityto hold inventoryvaluesinthe systemin various formse.g.weighted average cost, standard cost, zero cost etc.

26 StoreManagement

InventoryManagement

Abilityto trackand maintaininventorycostsin different currencies

27 StoreManagement

InventoryManagement

Abilityto trackand maintaindifferent values for the same iteme.g.item A1 hasaquantityof3 instock-one piece @Tk. 20.00 and two pieces @Tk.22.00

28 StoreManagement

InventoryManagement

Abilityto freeze inventory for stock take purposes

29 StoreManagement

InventoryManagement

Abilityto produce stocktake schedulesbased uponpredefined criteriae.g. Anitemscounted12 timesper year,Bitemscounted 6 timesper yearand C itemscounted 2 timesper year.

30 StoreM

InventoryM

Abilityto produce stockcount sheetsbased on storage locationsand orbinlocations


anagement anagement

31StoreManagement

InventoryManagement

Stockcount sheetsshouldcontainsufficient detailsto inabilitycountersto complete the task. Detailsshould include: Item number,Item description, Stocklocation, Binlocation,Unit of measure, Alternate unitsofmeasure and Free text

32 StoreManagement

InventoryManagement

Abilityto recordthe resultsofastockcount in the system

33 StoreManagement

InventoryManagement

Abilityto provide ananalysisofthe resultsofthe stockcount forfurtheractionsto be taken,if required

34 StoreManagement

InventoryManagement

Abilityto recount those stockitems whichareat variance withthe systempriorto correcting the valuesininventory

35 StoreManagement

InventoryManagement

Abilityto record apossiblereasonforthe variance inthe system

36 StoreManagement

InventoryManagement

Abilityto electronicallyapprove variances to stockcountsbyauthorizedpersonsbased on predefined criteriai.e. value ofdiscrepancy,type ofitemetc.

37 StoreManagement

InventoryManagement

Abilityto produce reportsofdiscrepancies for inventoryitemscounted

38 StoreManagement

InventoryManagement

Abilityto analyse trends for variance itemse.g. item Z1 isalways1count downonstockcount forpast 5 counts

39 StoreManagement

InventoryManagement

Abilityto report those items not counted ina specificlocation

40 StoreManagement

InventoryManagement

Abilityto support multipleunit ofmeasure for one material

41 StoreManagement

POSM InventoryManagement

Template for POS materials, (Report will be the real time)

B. Material Requirement Planning (MRP)

1 StoreManagement

InventoryPlanning

Abilityto assignMRPconditionsto amaterial(new,used,overhauled ,refurbished)

2 StoreManagement

InventoryPlanning

Abilityto execute MRPrunsonline orinbatch mode forgroupsofitems,locationsorindividual items

3 StoreManagement

InventoryPlanning

Abilityto simulate MRP runs online

4 StoreManagement

InventoryPlanning

Abilityto create individualMRPsettings foreach itemofinventory(conditioncode capability)to alloweachitem/conditionto be uniquelyplanned and inventoried,as well ascarryitsown cost

5 StoreM

InventoryPlanning

Abilityto define safetystockholding for individual inventoryitems


anagement

6 StoreManagement

InventoryPlanning

The systemshould be capable ofdetermining the optimal orderquantityforanitembased uponthe criteriadefined and demand withinthe system fromother functional areas e.g.capital worksprojects,salesetc.

7 StoreManagement

InventoryPlanning

The systemshould be capable ofperforming MRPto optimize stockholdings foragiven storage location

8 StoreManagement

InventoryPlanning

Abilityto change /maintainMRPsettings foran item

9 StoreManagement

InventoryPlanning

Abilityto viewthe resultsofanMRPrunpriorto actionizing the proposed transactions

10 StoreManagement

InventoryPlanning

The MRPresultsto take into account capital worksproject itemsoriginal target date,revised target date,project statusetc.

11 StoreManagement

InventoryPlanning

The abilityto alert a user that anitemis required but is withinnormal vendorlead times orthe required bydate haspassed and no actionhasbeentaken

12 StoreManagement

InventoryPlanning

Abilityto allocate anitem to aspecificMRPcontrollerorresponsible person

13 StoreManagement

InventoryPlanning

Abilityto change the MRP resultslistings manually

14 StoreManagement

InventoryPlanning Abilityto delete MRPresultsmanually

15 StoreManagement

InventoryPlanning

Abilityto actionthe MRPresultslist automaticallyifrequired

16 StoreManagement

InventoryPlanning

Abilityto print the MRPresultslist ifrequired

17 StoreManagement

InventoryPlanning

System contents would be enriching by EoQ, Max. Level, Min level, Re-order Level, Safety Stock & ABC analysis,

C. Reserving the material in stores

1 StoreManagement

Issuefrom store

Abilityto create amanual reservationfor inventorymaterials

2 StoreManagement

Issuefrom store

Abilityto create reservationsautomaticallyfrom withinacapital worksproject,maintenance job, etc.

3 StoreManagement

Issuefrom store

Abilityto perform anavailabilitycheckat the time the reservationiscreated eithermanually orautomatically

Abilityto provide the following detailsinthe reservation:Reservationnumber,Date of reservation,Requestor's name and details,Stock


4 StoreManagement

Issuefrom store

location,Material part number,Material description,Quantityrequired, Batchinformation,Date required, Accounting information(capital worksproject,G/Letc.), Deliveryaddress

5 StoreManagement

Issuefrom store

Abilityto change reservationeithermanuallyor automaticallyfromanother functional area withinthe system

6 StoreManagement

Issuefrom store

Abilityto trackchangesmade to areservation withinthe system

7 StoreManagement

Issuefrom store

Abilityto report changesmade to areservation

8 StoreManagement

Issuefrom store

Abilityto displayareservationfrom within another functional area withinthe system

9 StoreManagement

Issuefrom store

Abilityto delete areservationforitems no longerrequired

10 StoreManagement

Issuefrom store

The systemshould be capable ofdeleting a reservationautomaticallyifdemand from another functional area ischanged e.g.capitalworksproject iscancelled all reservationsshould be deleted orcancelled

11 StoreManagement

Issuefrom store

Abilityto enterareasonforcancellationofa reservation

12 StoreManagement

Issuefrom store

Abilityto report those current reservations withinthe systemand suggest actionaccordinglye.g.produce picklistsofreservation items to be delivered

13 StoreManagement

Issuefrom store

Abilityto produce reportsofoutstanding reservations yet to be picked

14 StoreManagement

Issuefrom store

Abilityto produce reportsofreservations fora specificjob,capital worksproject etc.

15 StoreManagement

Issuefrom store

Abilityto print areservationdetailsondemand

16 StoreManagement

Issuefrom store

Abilityto print detailed reports forreservations

17 StoreManagement

Issuefrom store

Abilityto capture materialreturnsinformation e.g.those itemsreturned fromacapital works project astheyare no longerrequired

18 StoreManagement

Issuefrom store

Abilityto capture returnsofinventory foritems partiallyconsumed e.g.cable drumissued with500mand returned 200m

19 StoreManagement

Issuefrom store

Abilityto credit the value ofthe returned materialsto the joborcapital worksproject it wasoriginallyissued to

20 Store I Issue product as per requisition. Requisitions come from user properly.


Management

ssuefrom store

D. Material Requisition, Indent and Issue of material from stores

1 StoreManagement

Issuefrom store

Abilityto record Indent information

2 StoreManagement

Issuefrom store

Abilityto create amaterialissue from withinthe system

3 StoreManagement

Issuefrom store

Abilityto support mappingofissuing material to expense in each unit

4 StoreManagement

Issuefrom store

Abilityto issue stocksto remote stations which maynot be onthe system

5 StoreManagement

Issuefrom store

Abilitytodisplaymaterial "available forissuing‟ ineachstorage inmessage before posting of issue

6 StoreManagement

Issuefrom store

Abilityto issue material viareservationand/or directlyand/orintegrate transactionfrom purchase order

7 StoreManagement

Issuefrom store

Abilityto print out material issue slip viasystem

8 StoreManagement

Issuefrom store

Abilityto record all stores issuesand adjustmentsthroughanaudit trail.

9 StoreManagement

Issuefrom store

Abilityto trackand displaythe statusofeachIndent

10 StoreManagement

Issuefrom store

Abilityto generate alerts ofissueswhicharedue

11 StoreManagement

Issuefrom store

Abilityto produce and print gate pass forissues. Gate passshould be generated formaterials issued against release order

12 StoreManagement

Issuefrom store

Abilityto capture deliveryinformationwithinthe systeme.g.transportationtype,carrierdetails, dimensions,weightsetc.

13 StoreManagement

Issuefrom store

Abilityto decrement the store inventoryand increment the inventoryat the divisionsonce the gate passisreleased

14 StoreManagement

Issuefrom store

Abilityto produce picklistsforthose items awaiting issue to acapitalworksproject, maintenance job,transferrequest oroverthe counterissue

15 StoreManagement

Issuefrom store

Abilityto produce collective picklists foritemto be supplied to the same destination, user,job etc.

16 StoreManagement

Issuefrom store

Abilityto define the detailsofthe picklist printed e.g.the informationprinted inthe pick list


17 StoreManagement

Issuefrom store

Abilityto confirm the picklist hasbeenpicked, packed and issued

18 StoreManagement

Issuefrom store

Abilityto displaythe statusofapicklist e.g. being picked,being packed,issued etc.

19 StoreManagement

Issuefrom store

Abilityto record goodsissue once they have beenpicked and packed etc.

20 StoreManagement

Issuefrom store

Abilityto displaymaterial issue transactions awaiting goodsissue confirmation

21 StoreManagement

Issuefrom store

Abilityto change agoods issue detailsifrequired e.g.quantity,material numberetc.

22 StoreManagement

Issuefrom store

The systemshouldhandle the transferof material fromone store to other.The system should generate the transfer vouchers.

23 StoreManagement

Issuefrom store

The systemshould be able to record and track the detailsofthe disposal ofscrap

24 StoreManagement

Issuefrom store

The systemshould be able to support inter-store diversionorders,and inter-Teletalktransferof material onpermanent /loanbasis

25 StoreManagement

Issuefrom store

Abilityto produce the following online reports, but should not be limited to: Issuing material to cost centre,capital worksproject,etc., Issuing material report separatelybymaterial type, storage,etc.

E. Receipt of material at stores

1 StoreManagement

Receipt at store

The systemshould record goodsreceived against the purchase orderand highlight any variationinquantityreceived.

2 StoreManagement

Receipt at store

Goodsreceived note to beentered into the systemagainst the purchase order number.

3 StoreManagement

Receipt at store

Abilityto createone purchase orderreceipt from variousconsignment receipt

4 StoreManagement

Receipt at store

Dataentryscreento show what wasactually ordered inthe specified purchase order

5 StoreManagement

Receipt at store

Abilityto edit actual numberreceived fromthat displayed withproperauthorization

6 StoreManagement

Receiptat store

Abilityto provide statusofgoodsreceived into the systemasreceived but not ready for distribution(i.e.,awaitingqualitycontrol or serial numbering etc.).

Store Re Abilityto provide real timeavailable inventory


7 Management

ceipt at store

status.Thisshould be possible store wise

8 StoreManagement

Receipt at store

Abilityto receive part orders,but only with appropriate authorization.

9 StoreManagement

Receipt at store

Goodsreceived details to be automatically transferred to the AccountsPayable system for payment afterapproval fromthe concerned authorities.Payment should happenonlyonce the storesacknowledges the receipt ofgoodsin good condition

10 StoreManagement

Receipt at store

Abilityto store qualityinspectiondetails foran iteminthe systemand subsequent recording of the resultsofthe inspectionto be recorded

11 StoreManagement

Receipt at store

Abilityto blockcertainmaterial foraparticular project so that it is not issued foranythingelse

12 StoreManagement

Receipt at store

Abilityto linkanitem withotheritems,evenif theyare supplied bydifferent vendors

13 StoreManagement

Receipt at store

Abilityto trackmaterialsdamaged during handling/transit and thisshortfall should be adjusted inthe inventory

14 StoreManagement

Receipt at store

Abilityto generate and maintainDailymaterial received details(DRRreport)

15 StoreManagement

Receipt at store

Able to reject aconsignment receipt yet still enterthe detailsinto the systemto enable tracking and vendorperformance to be captured

16 StoreManagement

Receipt at store

The systemshould maintainand trackthe detailsofthe rejected material.

17 StoreManagement

Receipt at store

The systemshould be able to record the release orderdetails.Thisshould provide abriefofthe requirement ofthe site offices and the material available at store.

18 StoreManagement

Receipt at store

The systemshould be able to trackthe detailsof the authorityletter.Thiscontainsthe detailswho hassanctioned and the personresponsible forreleasing the materialsetc.

19 StoreManagement

Receipt at store

Abilityto generate MaterialReceipt Certificate (MRC).Payment to vendorsshould happenonly afterMRCisrecorded inthe system

20 Store ReAbilityto generate MaterialReceipt Acknowledgement (MRA)and issue it to


Management

ceipt at store

Division/sub divisiononaccepting defective materials fromthe site

21 StoreManagement

Receipt at store

Abilityto print out material returnslip via system

22 StoreManagement

Receipt at store

Abilityto returnmaterialto storage directly(no need to passprocurementsystem first)and automaticallyupdate informationto relevant system

F. Manage Reorder Level

1 StoreManagement

InventoryPlanning

Abilityto support automatic Scheduling using techniquessuch asreorderpoint,economicorderquantity(EOQ)andMaterialsRequirementPlanning (MRP)

2 StoreManagement

InventoryPlanning

Abilityto generate alerts onsafetystock quantity.

3 StoreManagement

InventoryPlanning

Abilityto generate reportsand analysisof future demand forecasts/trendsbased onhistoricaldatasuchasconsumption,lead-time and inventoryexpirydate.

4 StoreManagement

InventoryPlanning

Abilityto provide online available inventory statusacrossall the stores

5 StoreManagement

InventoryPlanning

Abilityto initiate purchase requisitionforre- ordersautomatically.

6 StoreManagement

InventoryPlanning

Abilityto generate annualstockrequirements based onpast consumptionand annual maintenance plan.

7 StoreManagement

InventoryPlanning

Abilityto triggerstockreplenishment exercise forall stockitemsonbasisofvarious parameterssuchas:Reorderlevel,safetylevel, consumption

8 StoreManagement

InventoryPlanning

Abilityto send suggestedordering quantityand delivering schedule to concerned department and automaticallyconvertsthe same to purchase requisition.

9 StoreManagement

InventoryPlanning Abilityto computeinventorycarryingcost

G. Reporting for Inventory Management

1 StoreManagement

InventoryManagement

Abilityto generate comparative analysisreports by:Price,Quality,Deliveryschedule,Payment terms,Ordersand Userdefined parameters

2 StoreManagement

InventoryManagement

Abilityto generate requisitionreportsby: End user, Item,Status,Purchase requisitionlead time analysis,Outstanding purchase requisition, and Purchase requisitionageing

3 Store InventoryAbilitytogenerate exceptional reportssuchas: Purchaseswithout purchase order, Acceptance ofgoods without inspection,Direct purchases at


Management

Management

stores/substations,and Purchases from unapproved/unlisted vendor.

4 StoreManagement

InventoryManagement

Abilityto generate report onarrival schedules(based onlead time/promised dates).

5 StoreManagement

InventoryManagement

Abilityto perform purchase orderlead time analysis.

6 StoreManagement

InventoryManagement

Abilityto generate and print asandwhen required outstanding purchase orderreport that showsall outstanding ordersorbackorder which are not fulfilled yet.

7 StoreManagement

InventoryManagement

Abilityto generate purchase orderlistingthat showslisting ofpurchase ordersprocessed by: User,Purchase site/location,Product category, Date,Range, Vendor,Quantityprocured,Unit cost,Total costs,and Total commitment bythe individual purchase numberand total commitment forthe range of purchase orders

8StoreManagement

InventoryManagement

Abilityto generate goodsreceipt audit trail that showsall goodsreceipt done by: Specific user location,Date range,Quantityreceived, Purchase ordernumber/range,Unit cost,Total costs,Supplierinvoice ordeliveryorder number/range,Unit cost,Total costs,Supplier invoice ordeliveryorder number.

9 StoreManagement

InventoryManagement

Abilityto generate and print purchase order cancellation/amendment report asand when required whichshowsall purchase ordersthat have beenamended orcancelled byuser and the specified dates/period.

10 StoreManagement

InventoryManagement

Abilityto generate and print report asand when required that showsall purchase orders,which have beenpartiallyfulfilled.The report should list: Itemsthat have beenfulfilled withtotal value,andItems,whichare still outstanding and not fulfilledyet withtotal value.

11 StoreManagement

InventoryManagement

Abilityto do listing byuser id, vendor,specified period,purchase order numberrange,product category,locationsand cost centre /client.

12 StoreManagement

InventoryManagement

Abilityto generate goodsreturned to supplier reportthat showsthe itemsreturned to supplier by:Location, Vendor,POnumber, Category, Product code,Reasons forreturnand Value

13 StoreManagement

InventoryManagement

Abilitytogenerate overdue purchase order reportthat showsall purchase orders which have not beenfulfilled by: Stipulated deadlines, Line, Itemsand Vendor.

14 StoreManagement

InventoryManagement

Abilityto generate purchase ordersaging report that showsaging ofapproved purchase orders by:Number,Rupee value,Vendor,Product,and Period.

15 StoreManagement

InventoryManagement

Abilityto generate purchase orderaudit trail that showsall purchase ordersprocessed, edited/amended,cancelledor void.

16 Abilityto handle price variationsand be able to


StoreManagement

InventoryManagement

account it to the material batchsupplied bythe vendorand make paymentsaccordingly

17 StoreManagement

InventoryManagement

Abilityto trackthe PBGand SBGsfurnished by the biddersand theirexpiryand creationof alertsabout validityoftheBGs

18 StoreManagement

InventoryManagement

Abilityto customize the standard solutionto meet the requirement ofTeletalk

H. Stock taking and inventory verification

1 StoreManagement

InventoryManagement

Able to produce stockcount sheetsbased on storage locationsand orbinlocations

2 StoreManagement

InventoryManagement

Abilityto recordthe date eachstoresitem was last checked

3 StoreManagement

InventoryManagement

Abilityto provide listsofstoresitemsscheduled forchecking

4 StoreManagement

InventoryManagement

Abilityto generate alerts onsafetystock quantity

5 StoreManagement

InventoryManagement

Abilityto enteractual stocktake quantities via handheld devices.

6 StoreManagement

InventoryManagement

Abilityto entermanual stockadjustments with specificauthorization

7 StoreManagement

InventoryManagement

Abilityto record and trackinventorystatuslike- Obsolete, Scrapped,Restricted use, Blocked, In transfer,Underrepair, Available forissue, Special project stock,Reserved stock, Vendor consignment stock,additional user defined stock status

8 StoreManagement

InventoryManagement

Abilityto produce stocktaking schedulesbased uponpredefined criteriae.g.Itemscounted 12 timesper year,Bitemscounted 6 timesper yearand C itemscounted 2 timesper year.

9 StoreManagement

InventoryManagement

Abilityto enquire and produce stockturnover reportsseparate bymaterial code,material type,storage,etc.

10 StoreManagement

InventoryManagement

Abilityto produce online reports forstock locationse.g.materialsinastocklocation,stock movements,historical data,stockvalues, expected receiptsetc.

11 StoreManagement

InventoryManagement

Abilityto produce online reports foroutstanding stocksand stockvalue (total cost, unit cost) separate bymaterial code,material type, storage etc.

12 StoreManagement

InventoryManagement

The systemshould be able to calculate the Stock value ofeachmaterial throughvariousstock evaluationmethods

I. Accounting and Maintenance of Records

1 StoreM

InventoryM

Abilityto process all transactionsonline.


anagement anagement

2 StoreManagement

InventoryManagement

Ability to consolidate total inventory levels available at all the stores.

3 StoreManagement

InventoryManagement

Ability toaccumulateand provide YTD/MTD/monthly informationonfollowing by partcode/productID:Receipts, Stock adjustments, Scraps, Returns tosuppliersand Returns fromcustomers

4 StoreManagement

InventoryManagement

Ability to incorporate different inventory valuation methodssuch as:FIFO/LIFO/ Weighted average, standard and actual cost

5 StoreManagement

InventoryManagement

Thesystemshouldbeabletohandlethe links between thestores, regionsandthecircle. (Assignstoresto regions,circles)

6 StoreManagement

InventoryManagement

Ability tomaintain accuratestoresrecordsand have theability toconsolidate, on an entity wide basis,quantitieson-hand.

7 StoreManagement

InventoryManagement

Ability to incrementStoresrecordsbygoods receivednotes andgoodsreturnednotesand decrementedbymaterial transfernotesand by goodsissuedto jobsetc.

8 StoreManagement

InventoryManagement

Abilitytogenerateaflexiblestoresitemcodeas perthe requirement.

9 StoreManagement

InventoryManagement

Ability toaccess stores items by itemnumber (bin number) or description, alternativeitem numberor vendornumber.

10 StoreManagement

InventoryManagement

Abilitytomaintainmultiplelevels ofstores item classification including product group, class, size,item,reference,import/exportitemetc.

11 StoreManagement

InventoryManagement

Abilitytomaintainquantityonhand,quantity committedtocurrentwork,quantityonorder, free balance; quantityon backorder.

12 StoreManagement

InventoryManagement

Abilityto administermultiple storeslocations.

13 StoreManagement

InventoryManagement

Abilitytoconsolidatestoresonhandoverall locations.

14 StoreManagement

InventoryManagement

Abilitytomaintain andtrackthedetailsofeach materialssent to eachDC

15 StoreManagement

InventoryManagement

Ability tomaintain issuedetails, issuedate, receiptdetails, receipt date, balanceatany point oftime

16 StoreManagement

InventoryManagement

Abilityto record stockintransit betweenstores

17 StoreManagement

InventoryManagement

Ability to calculate average lead time and reorder levels.


18 StoreManagement

InventoryManagement

Abilitytocalculateeconomicreorderquantities, record standard ordermultiplesorminimum

19 StoreManagement

InventoryManagement

Ability to calculate minimum/maximum stock levels

20 StoreManagement

InventoryManagement

Abilitytoviewordersplacedonanyparticular month/period

21 StoreManagement

InventoryManagement

Abilityfortheportabledataentryunitstoread barcodes.

22 StoreManagement

InventoryManagement

Abilitytoclassifyitemsasinventoriedandnon- inventoried.

23 StoreManagement

InventoryManagement

Abilitytoreconcilevalueofstocksissuedwith worksorderscompleted and inprogress.

24 StoreManagement

InventoryManagement

Ability tocategories stores items by holding objective, i.e.,consumables,spares,emergency etc.

J. Handling of other charges

1 StoreManagement

InventoryManagement

Ability to allow costof freight, insuranceand miscellaneouschargesasrequiredtobeadded to the purchase price forimported items

2 StoreManagement

InventoryManagement

Abilitytoallowformiscellaneouschargestobe added to the purchase price forlocal purchases

3 StoreManagement

InventoryManagement

Abilitytohaveastock writedownfacility reducing the stock valuation based on the pricing method

4 StoreManagement

InventoryManagement

The system should be able to handle the material overheads, the costs other than the cost ofmaterial like transportationshould be booked underthe cost ofmaterial

K. Management of spares/POSM

1 StoreManagement

InventoryManagement

Thesystemshouldsupport thespares replenishmentprocess forbothlocalsub inventory replenishmentsuch asareaofficesand for field engineering orders.

2 StoreManagement

InventoryManagement

Replenishmentfor storeand field engineer sub inventoriescan be either automated ormanual depending onuser requirements.

L. Logistics Management

1 StoreManagement

InventoryManagement

Ifafieldengineerneeds apartforaspecific servicerequestand task, the partorder islinked to the taskandcan beshippedtowherever the field engineer needsthe part

2 StoreManagement

InventoryManagement

A field engineer orsupervisorshould beableto raise indent for required spares and receive theminto hislocation/sub-inventory.


3 StoreManagement

InventoryManagement

It should be possible to process request transfers of partsbetween locations. Thesystem should provide theability tominimize inventory excesses by managingthereturn of excessparts orreplacedparts thatcan berepairedand utilized.

M. MIS and Reporting of Inventory

1 StoreManagement

InventoryReporting

Abilityto provide accurate and timely management informationincluding but not limited to the following:- Stockstatusreportsbylocationandconsolidated-Monthlysummaryof storesitemsissued both itemas well asDivisionwise.-Report onInterstore and InterTeletalktransferdetails(bothissue and receipts)-Reorderreport foritemsreaching reorder level.- Historical demand informationbymonth-Profile forecasting forprojected stocklevel based ondemand to date- ABCandXYZ analysis reporting and indicating bufferstockandinvestment requirementsto give nominated levelsof protectionagainst stock-outs.- Issue ofitemsissued by site locationinany specified month/period- Issue ofitemsagainst project number- Issue ofitemsagainst job number-List ofslowmoving items/non-moving items-Printing ofbarcode labels

2 StoreManagement

InventoryReporting

Ability to generatecomparativeanalysisreports basedon price, quality, delivery schedule, payment terms and other user defined parameters

3 StoreManagement

InventoryReporting

Ability to generate exceptionalreportssuch as: Purchaseswithoutpurchaseorder,Acceptance of goodswithout inspection,Direct purchasesat field offices,cash purchasesandPurchasesfrom unapproved/unlisted vendor.

4 StoreManagement

InventoryReporting

Ability to generate requisition reports, PO listings,goodsreceipts, goodsreturned to supplieretc.

5 StoreManagement

InventoryReporting

Abilitytoprovidescreeninquirytodisplaystock level byline itemcode

6 StoreManagement

InventoryReporting

Abilitytolistforwardpurchasecommitmentby months.

7 StoreManagement

InventoryReporting Abilityto print goodsreceived audit trail.

8 StoreManagement

InventoryReporting

Abilitytopreparereportonunmatchedpurchase order,receipts,invoices etc.

9 StoreManagement

InventoryReporting

Ability to produce audit trail of changes to vendorinformation.

Store InventoryAbility togeneratereportsand analysis offuture demand forecasts/trends based on historical datasuch


10 Management

Reporting asconsumption, lead-time, inventory expirydate, warrantyperiod.

11 StoreManagement

InventoryReporting

Ability to providescreen inquiry todisplay purchasedfor themonth by productcodeand supplier, and statusofpayment.

12 StoreManagement

InventoryReporting

Ability to providescreeninquiry todisplay up-to- date statusofcreditoraccount bysupplier.

13 StoreManagement

InventoryReporting

Abilitytoprovidescreeninquiryandreportofall unpaid bills.

N. Interfacing with service applications

1Inventory managementshould beclosely integratedwith theserviceapplication asand whensuch applicationsare put inplace.

2

Fieldengineersanddispatchersshouldbeable to order parts and view the status of parts ordersfromService orMobileService applications.

3Theintegration with thejobassignment application should consider parts availability whenautomaticallyscheduling jobs.

O. Interfacing with external systems

1 Abilityto interface withbarcode printersand print itemdetails

2 Abilityto interface withbarcode scannersand retrieve item/consignment details

3 Abilityto interface with RFID systems for recording and retrieval ofinformation

4Abilityto capture and store images/ video snippetsduring various stages of inventory and store management

5Abilityto interface withthe system forbiometric scanning in suchaway that the personnel entry/exit isalso recorded inthe ERPsystem

6Abilityto interface withhand held devices which maybe used forrecoding goodsreceipt,counting ofreceived goods/stock,and inventory verification


7.7.5 Sales ManagementSr. No



1 Sales & Distribution

Master Data Management (MDM)

System should be able to fully support item definition and categorization requirements of Teletalk



Bundling of products should be fully supported in the system



System should support items under lot control and serial control



System should support configured items with various optional components


Customer Data Management

System should able to create Customer. Channel Partners (Distributors, Individual Agents, Outlets etc.) need to be defined as customer.



System should able to define customer classifications, type, category, Relationships, Transactions, profile and Task or Notes.



Should provide the feature to attach images/documents or spreadsheet related to customer.



System should allow customer management & control: Defining different attributes for Customer, update or delete and advance customer search options, setup credit limit etc.



System should have the feature to control customer for specifying warehouse, price list, order type etc.



System able to create and maintain Bank, branch and account for customer & internal use.



System should have the feature to import bulk customer data from legacy system or from flat file or excel spreadsheet.



System should be able to define and maintain all kinds of agreements made with channel partners and enterprise customers


Credit Limit

System should be able to maintain credit limit and enforce credit check for selective channel partners


Sales Territories

System should be able to maintain multi-segment sales territories:1. Circle, 2. Region, 3. Territory


Sales Teams

System should be able to maintain sales teams sales channel-wise and territory-wise


Sales Teams System should be able to maintain sales team structure for Distributor channel: Circle Head <- Regional Head,


Regional Head <- Area Managers, Area Managers <- Territory Manager


Sales Teams Sales targets are maintained territory-wise


Sales Teams System should be able to maintain sales team structure for Retail channel


Sales Teams System should be able to maintain sales team structure for Enterprise channel


Sales Teams Sales targets are maintained sales channel wise


Sales Teams Sales targets are maintained territory-wise


Sales Teams All Warehouses, Distribution Points must to cover


Sales Teams Future plan - zonal warehouses for region-wise delivery


Sales Teams System should be able to meet all current and future requirements of inventory structure


Price Management

System should be flexible enough to maintain sales channel wise/channel partner wise price lists


Price Management

System should have the configurable feature to complex Price setup and maintenance: Price List Creation & Maintenance, defining pricing rules, assigning rules to create specific pricing actions, and designating pricing controls.


Price Management

System should have the configurable option to setup discount options for direct sales.


Price Management

System should have the flexibility to configure/change the local & international rules and regulation for Tax/VAT, Commission and Supplementary duty calculation.


Price Management

System should be able to define and apply bundle offer pricing for all channels


Price Management

System should be flexible enough and able to define and apply all kinds of discounts practiced at Teletalk


Price Management

Taxation: a. VAT applicable for all products, b. Tax group (SD, Surcharge) applicable for all products, c. Tax rates are flat or fixed applicable on sales value or tariff value, d. Price could be inclusive or exclusive of VAT/Tax, e. Zero rated VAT/Tax, f. Withholding Tax applicable on Commission


Sales Planning

System should be able to maintain sales planning and target setting for all channels and channel partners


Sales Order Management

System should able to handle transfer of products from warehouse to Teletalk channel location



Have the feature to update, view/advance search option for any sales order to view by sales order, item, date, order type etc.



System should have the option to define payment terms, warehouse, shipping instruction, payment types etc. in sales order.



System should display and verify on hand and available quantity for sale.




System should calculate upfront Commission during sales based on company policy.System must calculate Sales Tax according statutory requirements and tax authority.



System should option to do Product reservation & Allocation for sales order.



Configurable approval management process for sales order (especially for direct sales).



System must have the capability to process large volume transactions (i.e. 50000 to 100000 data/per request of Sales processing).



Notification: new sales order or move order creation/sales order hold release notification by finance.



System should have the feature to create return sale order from distributor to inventory and cancel a sales order.


Sales Commission

System should be able to support Upfront commission (pre) and post commission


Sales Commission

System should be able to maintain different commission structure Territory wise and generate sales commissions report on a periodic basis (monthly, quarterly, yearly)


Sales Commission

Agreement based and target based. Expectation is that all commission calculation will be performed in the new ERP system


Sales Team Incentives

Target is set for sales team members for distributor sales, retail sales and enterprise sales.



Sales incentive is paid to sales team members on achieving target.



Calculation made by HR and paid through Payroll



System should be able to calculate sales incentives for internal sales team


Integrations with Other Systems

DMS, BVS, EVC, CRM, CBS etc.


Sales process

Product requisition shall be escalated from the Dealer and Customer Care officials following company predefined approving channelGenerate Invoice as per predefined formatProduct disbursement to the dealer or customer care and acknowledge through SMS/email


7.7.6 Production ManagementA. Creation of Production Management

Sr. No Process Sub- Process


1 Production Management

Phone Number Generation

System must support Number Generation with ICCID individually


Number series Generation

System must support Number series generation for Number generation


Package Creation & Addition

System must support package creation and addition with ICCID.


Box Generation

System must generate individual box for packaging to distribute the customer.


Ticket Generation

System must generate ticket /LoV/Label for production


Item Conversion

System must support item conversion for finished goods.


Label Printing

System must generate label for ICCID & MSISDN label printing.


Lot / Group Plan Summary

System must generate by Lot / LoV/Group for ICCID & MSISDN label printing.


Lot / Group Plan Summary

Required Searche options to findout number series or prefix (find box), and all sorts of report options.


Findbox Required option to findout the number Seris or prefix (Findbox).Options for all sorts of reports.


7.7.7 PROJECT MANAGEMENT MODULESr. No Process Sub- Process Functional Requirement Specifications

A. General Features1 P

roject

Management

Project Initiation

Project Initiation - Communicating to members

2 Projec

tM

anagement

Project Initiation

Pre-qualification check of vendors for confirmation on black listing/debarment etc.

3 Projec

tM

anagement

Projec

tS

cheduling

Project Management Tools for developing project plan

4 Projec

tM

anagement

Project

Schedulin

g

Ability to revise project plans

5 Projec

tM

anagement

Project C

ommunication

Management

Ability to tie-up all documents related to a project in project control folder

6P

roject

Management

Projec

tS

cheduling

Planning Support - Ability to create planning support repository which will consist of documents related to standard templates of resources, risk & effective mitigation strategies, learning from other projects, other historical data etc.,

7 Projec

tM

anagement

Projec

tS

cheduling

Ability to create project profile - Name, type, capacity, mode of funding, project cost centre, location, beneficiaries, major milestones, technical details, financial details, etc.,

8 Projec

tM

anagement

Project Initiation

Indexation and categorization of proposals for new projects / Schemes


9 Projec

tM

anagement

Project Costing

Ability to record project cost estimates, during project setup

10 Projec

tM

anagement

Project Costing

Ability to capture the price variation for product/services

11 Projec

tM

anagement

Project Initiation

A suitable mechanism to index and categorize various proposals for new projects / schemes. This is needed to keep track of the stage at which a new proposal is presently or to get a view of all the proposed projects or any one of the projects or cumulative

12 Projec

tM

anagement

Budgetary

Contro

l

Ability to highlight total plan budgets, based on national plans

13 Projec

tM

anagement

Projec

tM

anagement

Based on above, ability to identify projects for each year, for each Office

14 Projec

tM

anagement

Project Contract

Management

Maintain turnkey vendors database and standard rates e.g. CLRC Vendors

15 Projec

tM

anagement

Projec

tS

cheduling

Ability to create and link projects, sub projects, activities and tasks

16 Projec

tM

anagement

Projec

tS

cheduling

Ability to create an ad-hoc project, where a work break down structure is not required

17 Projec

tM

anagement

Projec

tS

cheduling

Change in individual task completion dates, should reflect in overall project milestone dates

18P

roject

Projec

t

Project Planning steps should cover user defined work-flow with the ability to modify and approve the work-flow


Management

Schedulin

g19

Projec

tM

anagement

Projec

tS

cheduling

Ability to define project related check-list / steps and issue alert for deviation/non- compliance

20P

roject

Management

Projec

tS

cheduling

Ability to assign project owner, project manager, accountable person and key stakeholders

B. Project Scheduling1 P

roject

Management

Projec

tS

cheduling

Ability for create pre-award schedule (timeline for finalization of specs, bid evaluation timelines, contract)

2 Projec

tM

anagement

Projec

tS

cheduling

Ability to revise the pre-award schedule including splitting, stretching and crashing of activities

3

Projec

tM

anagement

Project Document

Management

Support for attachments such as drawings, specs, instructions etc., in formats such as PDF, CAD, Visio, text/flat files, PPT, XLS,DOC, RTF,TIF, GIF, JPEG, GIS output /reports etc.,

4 Projec

tM

anagement

Project Resource

Management

Ability to balance resource usage in a given timeframe, to ensure optimal usage

5P

roject

Management

Projec

tS

cheduling

Import/Export to industry standard project management software applications such as Primavera/Project Scheduler/MS Projects etc.,

6P

roject

Management

Project B

udgetary

Control

Ability to create project wise and department wise budgets for various projects/sub modules/wing circle/division/sub-division

C. Project Execution1 P Project Ability to track the status of every item in the


roject

Management

MaterialM

anagement

Bill of Material (BoM), resource list

2 Projec

tM

anagement

Project QualityManagement

Ability to record vendor deliverables inspection and results

3 Projec

tM

anagement


Ability to issue compliance certificate, post quality inspection

4 Projec

tM

anagement


Ability to record and track quality deviations

5 Projec

tM

anagement


Ability to reconcile quality check against quality plans/checklists

6 Projec

tM

anagement


Ability to update physical and financial progress

7 Projec

tM

anagement

Project CostManagement

Ability to allocate costs across activities

8P

roject

Management

Projec

tS

cheduling

Ability to track completion of each module/activity with reference to completion status, leading to the overall commissioning of project

9 Projec

tM

anagement

Project Contract

Management

Ability to track deliverables against individual vendors, leading to respective contract closure

10 Projec

tM

anagement

Project Contract

Management

Ability to generate, record and manage contract closure certificates

11 Projec

t

Project Contract

Management

Ability to capture the methodology of project execution e.g. CLRC, Turnkey etc.


Management

12 Projec

tM

anagement

Project Budget

Contro

l

Submission control mechanism to set deadlines to receive budget Requests

13 Projec

tM

anagement

Project BudgetManagement

Ability to track changes made to the budgets, after budget Approvals

14 Projec

tM

anagement

Projec

tP

rocurement

Ability to setup a billing plan, that allows the release of payments upon achieving set milestones Project Monitoring

15 Projec

tM

anagement

Projec

tS

cheduling

Ability to monitor each activity/task in the project

16 Projec

tM

anagement

Projec

tS

cheduling

Ability to monitor variations from schedules and send alerts

17 Projec

tM

anagement

Projec

tS

cheduling

Ability to generate alerts for slippages at all levels (post and anticipatory)

18 Projec

tM

anagement

Project Contract

Management

Ability to generate alerts for delay in payments

19 Projec

tM

anagement

Projec

tS

cheduling

Ability to generate alerts for delay in starting/completion major activities/milestones

20 Projec

tM

anagement

Projec

tS

cheduling

Ability to generate Gantt charts, histograms, tables, charts etc.,

21 Projec

t

Projec

t

Ability to monitor project, resource wise, timeline wise, department wise and funding agency wise


Management

Schedulin

g22

Projec

tM

anagement


Ability to monitor estimates versus actual: money amounts, services, labour, time span, vehicles used, material etc.,

23 Projec

tM

anagement

Project Contract

Management

Ability to monitor all projects consolidated, individual projects and individual tasks

24

Projec

tM

anagement

Projec

tS

cheduling

Capture all the project management activities for the entire cycle of construction projects i.e. from the point of proposal of a new project to final testing & commissioning of the project.

25P

roject

Management

Project Document

Management

Ability to track every document in the project - to trace with who is the current owner of the file/document, for how long and why

26P

roject

Management

Project RiskManagement

Provide a central tracking system that enables project teams to record, assign, & resolve issues and capture related risks pertaining to project.

27 Projec

tM

anagement

Project

Schedulin

g

Store baseline and revised plans

28 Projec

tM

anagement

Project Finance

Management

Reports to funding agencies, management

29 Projec

tM

anagement


Ability to display project total, accumulated costs in terms of actual, revenue, capitalization costs, future commitments etc.,

30 Projec

tM

anagement

Projec

tM

anagement

Ability to record and monitor data on accidents during the project execution project and resources linked to each vendor

31 Projec

Project Finance

Ability to support NPV (Net Present Value) and SVA (Shareholder Value Added) analysis, IRR for


tM

anagement

Management

projects and subprojects

32 Projec

tM

anagement

Projec

tS

cheduling

Ability to maintain project percentage completed status (financial as well as physical) - based on work to date.


D. General Requirements1 P

roject

Management

Projec

tS

cheduling

Comprehensive project database to capture the data pertaining to all aspects of projects

2 Projec

tM

anagement

Project

Schedulin

g

Resource tracking across projects

3 Projec

tM

anagement

Projec

tS

cheduling

Provision of Timesheets to facilitate time booking by project personnel

4 Projec

tM

anagement

Projec

tS

cheduling

Storage and retrieval of technical / financial qualifications of all suppliers and contractors and their past performance history

5 Projec

tM

anagement

Projec

tS

cheduling

Ability to generate technical / financial specifications for projects and to analyse and evaluate the bids received

6 Projec

tM

anagement

Project

Schedulin

g

Enabling what-if modelling scenarios

E. The Project Accounting System must include the following1 P

roject

Management


Record the costs for each major project or a set of activities under investigation;

2P

roject

Management

Project Resource

Management

Provide an analysis of resources used on a project compared to the estimates for different categories, i.e., money, time, materials, overheads etc.;

3 Projec

tM

anagement

Projec

tS

cheduling

Maintain the records for the complete duration of the project;

4 Projec

Project

Provide management MIS reports.


tM

anagement

Schedulin

g5 P

roject

Management

Project

Schedulin

g

Ability to reflect inflation in project costs

6 Projec

tM

anagement

Project Finance

Management

Ability to highlight and correct errors, if detected in project management with proper notifications and authorization controls

7 Projec

tM

anagement

Projec

tM

anagement

Full data on any project must be kept throughout the life of a project and must be able to be printed out and/or reviewed on screen at any time.

8P

roject

Management

Project

Schedulin

g

Secure creation of project codes

9 Projec

tM

anagement

Projec

tS

cheduling

Ability to support alpha-numeric characters for project codes – no limit in length

10 Projec

tM

anagement

Project Finance

Management

Support for auto-generation and manual- generation of project codes, and preserve uniqueness in project codes

11 Projec

tM

anagement

Projec

tS

cheduling

Capture documentation related to execution of various projects (existing & old) for retrospective analysis in future.

12P

roject

Management

Projec

tM

anagement

Enable to achieve organization-wide compliance and greater efficiencies in project delivery by capturing and deploying best practices and continually improving processes.

13 Projec

tM

anagement

Projec

tM

anagement

Enable project managers to gain insight into the performance of overall projects / schemes by identifying relevant project trends and problem areas using powerful analysis tools.

System should enable online project management


14P

roject

Management

Projec

tM

anagement

process by enabling team members to easily manage, track, and report on their project activities through familiar tools, like the Web.

15 Projec

tM

anagement

Project Finance

Management

Ability to incorporate security measures, to limit changes by project owners to only their respective projects and simulations

16 Projec

tM

anagement

Project Finance

Management

Ability to track changes, with reasons

17 Projec

tM

anagement

Projec

tS

cheduling

Ability to conduct cash flow analysis for a minimum of 5 years

18 Projec

tM

anagement


Cash flows to be monthly, quarterly, yearly and user defined as Well

19 Projec

tM

anagement

Projec

tM

anagement

Ability to establish security measures to ensure that the personnel are allowed to review/edit projects they are involved with.

20 Projec

tM

anagement

Projec

tS

cheduling

Prevent further transaction processing/transfers against finalized jobs/projects

21 Projec

tM

anagement

Project Closure

Ability to notify all appropriate personnel, that a project is closed

22 Projec

tM

anagement

Project Closure

Ability to provide security measures, to ensure that the project closure is done by authorized personnel only

23 Projec

tM

anagement

Projec

tS

chedulin

Ability to print and view project reports at summary level and detailed level at activity and project level


g

24 Projec

tM

anagement

MIS Reports Drill down facility and Ad-hoc reports, with filter, sort, query, charts, etc.

25 Projec

tM

anagement

Project Integration

Management

Ability to integrate seamlessly with other TELETALK organization structure/hierarchy and individual project structures Integration with other systems

26 Projec

tM

anagement

Project Integration

Management

The system will use data captured by the Stores, finance, Payroll and Purchasing systems and pass the information to the General Ledger;

27 Projec

tM

anagement

Project Integration

Management

Time use data will be keyed directly into the Project Accounting System

28 Projec

tM

anagement

Project AssetManagement

Data relating to completed capital works will be transferred to the Fixed Assets system.

29 Projec

tM

anagement

Project Material

Management

Integration with Stores system l for stock items used

30 Projec

tM

anagement


Final costs transfer to general ledger only on project completion Certification.

31 Projec

tM

anagement


Index project cost codes to relevant general ledger account.

32 Projec

tM

anagement


General Ledger accounts to be updated directly from the project accounting system as an associated function.

33 Projec

tM

anagement


Assets created through works under project cost control must be identified on completion for entry to the asset register.


34P

roject

Management

Project Resource

Management

All data must be identified to its correct financial year and month in that financial year so that any queries over the accuracy of charging resources to the project can be properly investigated. Consolidated data for each year is not adequate.

35

Projec

tM

anagement

Project Inventory

Management

View all the reports related to inventory management in respect of construction and O&M materials for financial accounting purposes from System with appropriate security.

36 Projec

tM

anagement


Capitalization of Projects (Capital Work in Progress). From projects to Assets Management.

37 Projec

tM

anagement

Project Contract

Management

Possible to link Purchase Order number of contracts (with contractors) with the project number

38P

roject

Management

IntegrationManagement

Integration with the Custom built Materials Management module to trigger material requirement based on Reorder level, availability of material for a project and project progress


FORMATLOGO

[Insert Full Contact Details of the Procuring Entity]

CONTRACT AMENDMENT

Contract No.

Amendment No.

Approval Reference No.

Contract No. [insert number/year] by and between the [insert Procuring Entity’s name] and [insert Supplier’s legal title] for the contract named [insert name of the Goods and related services] is amended as follows:

1. GCC Clause [insert clause no], is hereby revised as _____

2. GCC Clause [insert clause no], is hereby revised as _________________________________________________________________

and so on.

The effective date of this Amendment is [insert effective date] or upon execution whichever is later.

ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT SHALL REMAIN IN FULL FORCE AND EFFECT

THIS AMENDMENT, consisting of [insert number] page(s) and [insert number] attachment(s), is executed by the persons signing below who warrant that they have the authority to execute this Amendment under the original Contract.

IN WITNESS WHEREOF, the Procuring Entity and the Supplier have signed this Amendment.

[Supplier’s Authorized Signatory] [Procuring Entity’s Authorized Signatory]

Signature Signature

Title Date Title Date


FORMAT LOGO

[Insert Full Contact Details of Issuing Authority]

Office Memo no: _________ Date: _________ACCEPTANCE CERTIFICATE

01 Procuring Entity Details (a) Division : (b) Circle/Directorate : (c) Zone/Region : (d) Others (specify) :

02 Name of Supply :03 Contract No :04 Supplier’s Legal Title :05 Supplier’s Contact Details :06 Supplier’s Trade

License/Enlistment/Registration Details:

07 Reference to NOA with Date :08 Original Contract Price as in NOA :09 Final Contract Price as Delivered :10 Original Contract Period

(a) Date of Commencement :(b) Date of Completion :

11 Actual Delivery Period(a) Date of Actual Commencement :(b) Date of Actual Completion :

12 Days/Months Delivery Period Extended :13 Amount of LD for Delayed Delivery :14 Special Note (if any) :

Certified that the Goods and related services under the Contract has been delivered and completed in all respects in strict compliance with the provisions of the Contract including all plans, designs, drawings, specifications and all modifications thereof as per direction and satisfaction of the Procuring Entity/Engineer-in Charge/Other (specify). All defects in the Goods reported during inspection and tests have been duly rectified or replaced.

_________________________________________________Name and Signature of the Issuing Authority with Designation

Please turn over


Details of Delivery Completed

Supplier: [insert legal title]

No Major Items of Delivery Total Value (in Contract Currency)

Note: Figures shown must correspond to Total Value

Sub-contractor[Delete, if not appropriate]

Sub-contractor: [insert legal title]

No Items/Activities [reference drawn to Sub-contractor Information]

Value (in Contract Currency)

_________________________________________________Name and Signature of the Issuing Authority with Designation
