to implement “off the shelf” oem erp web based solution in...

Purchaser: Jaipur Vidyut Vitran Nigam Ltd, Jaipur (On behalf of)

Jaipur Vidyut Vitran Nigam Ltd (JVVNL), Jaipur

Ajmer Vidyut Vitran Nigam Ltd (AVVNL), Ajmer

Jodhpur Vidyut Vitran Nigam Ltd (JdVVNL), Jodhpur)

Last date for submission of Proposal is 22-07-2010 up to 02:00 PM

(This document is meant for the exclusive purpose of RFP and shall not be

transferred, reproduced or otherwise used for purposes other than that for which it is specifically issued)

Contact Details

Contact Person Superintending Engineer

(IT&CRP) JVVNL

Telephone (0141) 2205383, 2201361

e-mail [email protected]

Fax (0141) 220 1220

TENDER SPECIFICATION NO: TN 35

VERSION-2

To implement “OFF the shelf” OEM ERP web based solution in Rajasthan Electricity Distribution

Companies

Cost of tender Rs. 10,000/-

Jaipur Vidyut Vitran Nigam Limited (JVVNL) Office of Superintending Engineer (IT&CRP)

Near Ram Mandir, Old Power House Premises, Jaipur

Rajasthan 302006

mailto:[email protected]

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Tender # 35

PURPOSE OF THIS DOCUMENT

This document is being issued to facilitate all the prospective

bidders to have a consolidate RFP to the tender# TN-35 (“To

implement „OFF the shelf‟ OEM ERP web based solution in

Rajasthan Electricity Distribution Companies”) which is

compilation of originally published RFP on the JVVNL website

(www.jaipurdiscom.in) on 26-03-2010 and all the information

/amendments / clarifications published subsequently on the

above website / e-mailed to individual bidders.

The intention to compilation of all such information, amendments,

clarifications & e-mails and the original RFP is, to mitigate the

instances of contradiction at later stage which may likely to be

arisen due to having/referring more than one document

This compiled/consolidated document/RFP shall be referred as

RFP/TN-35- Version-2. It is also clarified that except compilation

of all related amendments & clarification already issued, no new

addition/alteration/deletion has been made in the RFP.

The bidder along with the bid is required to enclose this RFP

version 2 only. To avoid any conflict at later stage it is clarified

that the RFP/TN-35- Version-2 shall be final.

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Tender # 35

JAIPUR VIDYUT VITRAN NIGAM LIMITED

IT & CRP CIRCLE

TENDER SPECIFICATION No. TN 35

To implement “OFF the shelf” OEM ERP web based solution in Rajasthan Electricity

Distribution Companies

Important events and dates

S. No. Event Date

1 Issue of RFP 26-03-2010

2 Pre-bid conference 16-04-2010, 12 Noon.

3 Last date & time of receipt of tender 22-07-2010 up to 02:00 PM

4 Date and time of opening of tender 22-07-2010 at 3:30 PM

Important Notes

(1) The tender specification No. TN-35 providing detailed terms and condition

and technical details can be obtained through request on mail by filling a

form given hereunder to SE (IT & CRP) [email protected]. The tender

document will be mailed to the applicant free of cost. However, the tender

cost is Rs 10,000/- (Rupees Ten Thousand only) (Non refundable) by

demand draft payable to Sr Accounts Officer [TW], JVVNL, Jaipur is to be

enclosed along with the bid. The bids without having the tender cost will

not be opened.

(2) Earnest Money: Rs 1.2 Crores by demand draft payable to Sr. Accounts

Officer [TW], JVVNL, Jaipur, is to be enclosed along with the bid furnishing

of earnest money is essential otherwise the tender will not be accepted.

(3) Validity of the proposals will be up to 120 days from date of opening of

Part A bid or 60 days from the date of opening of price bid whichever is

later.

(4) The bidder is essentially required to quote for all the items mentioned in

this specification, else the bid will be considered as incomplete. The

separate order for individual item will not be placed; the order(s) will be

issued to same vendor for all the items under this specification.

mailto:[email protected]

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(5) Following details are required in the email for obtaining the tender

document:

i. Name of the bidding firm

ii. Address of the firm

iii. Website of the firm

iv. Name of the authorized person with mobile number

v. Official e-mail on which tender document is to be mailed by Jaipur

Discom.

vi. The tender specification to individual applicant i.e. other than

company/firm will not be mailed.

SUPERINTENDING ENGINEER (IT&CRP)

J.V.V.N.L., JAIPUR

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Document Summary

Document Name Tender Specification No 35

To Implement “OFF the shelf” OEM ERP web based

solution in Rajasthan Electricity Distribution Companies

Document Owner Superintending Engineer - (IT & CRP)

Jaipur Vidyut Vitran Nigam Limited, Jaipur

Document Security

Classification

Restricted

Permissions This tender specification is not transferable and shall not

be reproduced without written permission of the owner

Total number of pages 331

Appendix A, B, C, D (As separate document) (xls file)

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TABLE OF CONTENTS

IMPORTANT EVENTS AND DATES ................................................................................. 3

IMPORTANT NOTES .................................................................................................... 3

1. BACKGROUND .................................................................................................... 78

2. OBJECTIVE ........................................................................................................ 89

3. BROAD SCOPE OF WORK ................................................................................... 910

4. OTHER INFORMATION ..................................................................................... 1920

SECTION – I: INSTRUCTIONS TO BIDDERS ............................................................. 2122

SECTION – II: TERMS & CONDITIONS .................................................................... 3738

SECTION-III PART-I: GENERAL INFORMATION OF RAJASTHAN ELECTRICITY DISTRIBUTION

COMPANIES ......................................................................................................... 5455

SECTION-III-PART-II: PRE QUALIFICATION REQUIREMENTS ..................................... 6162

SECTION-III-PART-III: SCOPE OF WORK ................................................................. 6768

SECTION-III-PART-IV: FUNCTIONAL REQUIREMENTS ............................................... 8687

SECTION-III-PART-V: OTHER TECHNICAL REQUIREMENTS AND GENERAL TECHNICAL

CONDITIONS .................................................................................................... 210211

SECTION-III-PART-VI: GENERAL CONDITIONS OF CONTRACT ................................ 261262

SECTION-III-PART-VII: SPECIAL CONDITIONS OF CONTRACT ................................ 285286

OTHER GENERAL CLARIFICATIONS(THIS IS INTEGRAL PART OF THE BID) ............... 292293

SECTION-IV-PART-I: BID FORMS TECHNICAL 0FFER ............................................. 295296

(TO BE OBTAINED FROM ALL OEMS) ................................................................... 303304

CONFIRMATION OF “NO DEVIATION” IN COMMERCIAL TERMS AND CONDITIONS OF THIS

TENDER ........................................................................................................... 319320

CONFIRMATION OF “NO DEVIATION” IN TECHNICAL TERMS AND CONDITIONS OF THIS

TENDER ........................................................................................................... 321322

SECTION-IV-PART-II: BID FORMS PRICE PROPOSAL .............................................. 326327

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1. Background

The Government of India in 10th Plan started Accelerated Power development and reforms

program for reforms in distribution with following objective:-

Reduction of AT&C losses

Bring about Commercial viability

Reduce outages & interruptions

Increase consumer satisfaction

Considering the need for continuity and to rein in the losses of the utilities, need was felt to

continue the initiative of APDRP in 11th plan as well. On review of the status and benefits

achieved of APDRP, it was felt that to have sustainable distribution business, it is essential

to give impetus to IT enabling of the sector on an integrated platform. The IT platform shall

assist in capturing and validating the energy and revenue model to gather in a transparent

manner with accuracy. Considering the difficulties of domain expertise in IT area of the

utilities and the experiences the utilities had, it was considered necessary to prepare SRS

template, which shall provide the IT infrastructure for drawing the baseline data while

addressing the need of IT back bone in the area of distribution business process to capture

the benefits of the investments on sustainable basis

The Ministry of Power, Govt. of India has sanctioned RAPDRP schemes against DPRs of 87

towns of Rajasthan Electricity Distribution Companies. The sanctioned scheme mainly

comprises of the following, the modules given below comprise the Non-ERP portion of the

RAPDRP Project:

Establishment of Data Center at Jaipur city

Providing the solution for all the modules including the optional modules as under

Meter Data Acquisition

Energy Audit

New Connection

Disconnection & Dismantling

GIS based customer Indexing and asset mapping

GIS based integrated network analysis module

Centralized Customer Care Services

Management Information System (MIS)

Web Self Service

Identity and Access Management system

System Security Requirement

Development of Commercial Database of Consumers

Metering

Billing

Collections

Asset Management

Maintenance Management

Establishment of Disaster Recovery Center at Jodhpur

GPS based GIS survey in the identified towns under RAPDRP

a. Deploying 3 Customer Care Centers (Jaipur, Jodhpur & Ajmer)

b. Setting up LAN, WAN and connecting all division, sub division & other utility

offices across Rajasthan to DC & DR sites

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The applications given above which will be developed as a part of RAPDRP will be a

custom built application.

Discoms‟ Vision

The implementation of RAPDRP in eligible 87 towns covered under RAPDRP covers only

part of Sub Divisions, consumers & other offices in Rajasthan. The implementation of IT

work, only, in the RAPDRP towns could not cover the entire consumer and electrical

network of the state of Rajasthan. Implementation of these solutions in part of

Rajasthan would leave a room for imparity in the business processes and consumer

services across the state of Rajasthan.

In order to maintain the parity of all business processes and consistency across the state

of Rajasthan and to give the same services to consumers across the state of Rajasthan

without any discrimination, the Rajasthan State has taken a visionary decision that the

system (i.e. all modules being developed under RAPDRP, Rajasthan Electricity

Distribution companies should be utilized in all the areas/segments of Rajasthan). In

order to implement the RAPDRP scheme in entire Rajasthan State orders were placed on

M?s HCL Infosystems Ltd , Noida in the month of Sep-09

The implementation of RAPDRP scheme despite the fact that it will implement in entire

Rajasthan still only automate the processes and IT enablement up to circle level and

the corporate part will not be covered. As such to automate entire system and IT

enablement of entire Discoms it‟s envisaged to implement the core ERP with following

modules:

Financial Accounting

Cost Accounting and Management Controlling

Human Resources and India Payroll

Projects Control / Projects Systems

Material Management

As an overarching functional requirement, Analytical tools and capabilities in above

modules Document Management System (DMS) will also be provided

In Order to have a centralized and robust financial, human resources and projects

systems applications across its distribution cos. , H.O. , various circle and sub-divisions

it is envisaged to Implement an web based ERP application for Centralized functions

2. Objective

The purpose of this document is to Invite Implementation partners (IP) to propose to

JVVNL Implementation services for the centralized web-based ERP application on the

concept given in this document.

Based on above broad level scope bids are invited for the solution, the standard ERP

package are to be chosen among the following list:

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Latest version of Oracle E-Business suite

Latest version of SAP

Latest version of Microsoft Dynamics

Latest version of PeopleSoft Enterprise

Latest version of Siebel

Latest version of IFS

(Above is not in any specific order / preference)

Local customized solutions are not allowed.

This specification intends to cover the following activities, services and works in respect

of successful set up of IT infrastructure for ERP, collection of baseline data required for

integration with energy and revenue data of the identified scheme areas (town) with the

finance data, integration of HR, Payroll and Projects Modules with the customer care

centers in the towns along with supply, installation, testing and commissioning of all

necessary hardware, software for ERP Implementation and managing the facilities

created under the scope of work for a period of 5 years after successful completion of

acceptance test of ERP related hardware and software.

The centralized web based ERP applications must get bi-directionally

integrated with the custom built R-APDRP IT application as given in this

document.

3. Broad scope of work

To implement OFF the shelf standard OEM ERP solution in Rajasthan Electricity Distribution

Companies namely Jaipur Vidyut Vitran Nigam Limited (JVVNL), Ajmer Vidyut Vitran Nigam

Limited (AVVNL), Jodhpur Vidyut Vitran Nigam Limited (JdVVNL), which will be hosted at

Jaipur Central Data Center (DC).

Purchaser needs to implement ERP Solution to be centrally accessed by approximately 1000

users however the licensing of the solution shall be based upon the processers and not on

the basis of users. The servers will be located at Jaipur Central Data Center with network

connectivity provided by Discom.

The scope of services of the Implementation Partner (IP) covers providing

database and application servers, conceptualization and development of

appropriate web based ERP solution based on redesigned processes, testing the

solution, training the core team and users, data conversion/digitization, Go-Live

and post-implementation support for 5 years from the date of go-live. The IP shall

also arrange for the hardware required for development phase and the initial

training of the core team.

The scope of work also includes program management, change management, process

improvement, and quality assurance services.

The IP shall be required to do the following:

1. To provide following modules strictly from standard internationally

renowned OEM ERP solution (OFF the Shelf solution)

a. Financial Accounting

b. Cost Accounting and Controlling

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c. Human Resources and India Payroll

d. Projects Control / Projects Systems

e. Material Management

As an overarching functional requirement, Analytical tools and capabilities in above

modules Document Management System (DMS) will also be provided

To study, understand, analyze and document the above functional areas, &

processes and based on that provide OFF the shelf solution from standard OEM ERP

solution for Jaipur Vidyut Vitran Nigam Limited (JVVNL), Ajmer Vidyut Vitran Nigam

Limited (AVVNL), Jodhpur Vidyut Vitran Nigam Limited (JdVVNL)

2. Customization of above modules

The implementation partner will provide customization of all the above modules to

suit the needs of JVVNL, AVVNL and JdVVNL, which should be done in following

manner:

a. AS-IS study for all the above functional areas and processes. The

requirement gathering will be done for each Discom individually.

b. TO-BE study for all the above functional areas and processes

c. Conduct a standard gap analysis for requirements and mapping it to

features of proposed ERP to arrive at enterprise level gap analysis report for

Customization/ Workarounds /Configuration requirements – Submit

Business Blue Print document

d. Customization of base product based on suggestions given by JVVNL,

AVVNL, JdVVNL

e. Develop a conference room pilot and present that to the key business users

for early acceptance

3. Project Management and Planning

a. Prepare detailed project plan based on the methodology suggested by the

IP. Assist in Project Office and Structure formulation

b. Prepare detailed plan and methodology of integration/interfacing as

required and approved by Discom‟s

4. System Architecture Design & Implementation

a. Design system architecture and implement the same based on the business

blueprint

b. Develop detailed infrastructure sizing for hardware, networking and

finalization of the same along with Discom‟s

c. The following IT infra setup would be available at JVVNL after

implementation of RAPDRP. The bidder is required to study this

infrastructure, except the database and application servers other

infrastructure will be shared for ERP also. However if bidder suggest for any

additional individual infrastructure except those which are part of this bid

may be deployed for which the bidder will spell the requirement with

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justification in his technical offer simultaneously the same may also be

included in financial offer as a separate line item.

It is clarified that the list of inventory to be provided under RAPDRP, as mentioned

hereunder will be utilized by the vendor of this BID.

However if any Specific item i.e. Hardware & software is required apart from the

specified inventory for running of the system , replication , DR site , storage / SAN

SAN/ PORT etc the ERP vendor will be responsible for arranging the same , for this

purpose bidder may add all such additional items in its price bid as additional line

item.

During implementation stage if vendor seeks for any additional item (Software &

Hardware) from JVVNL to achieve the scope of work, that will not be entertained and

vendor will require to arrange the same at no cost to Discoms.

Database server Vendor & Make

Database Server for GIS in cluster failover Mode HP DL785 G5

Database Server for other applications in cluster

fail-over Mode

CRM, Customer Care & Billing DB Server HP DL785 G5

ENMS and Energy Audit, MDM and AMR DB

Server HP DL785 G5

Data warehouse and BI Server HP DL785 G5

Asset and Maintenance DB Server HP DL785 G5

Integration DB Server HP DL785 G5

Application Server Vendor & Make

GIS Application Server HP DL785 G5

Application Server for others

CRM and Customer Care & Web Self Service App

Server HP DL785 G5

Billing and MDM App Server HP DL785 G5

ENMS and Energy Audit App Server HP DL785 G5

Asset & Maintenance App Server HP DL785 G5

Meter Data acquisition Servers HP DL380 G6

MIS Server HP DL785 G5

Integration Server HP DL785 G5

Testing, Development & QA Server HP DL785 G5

Miscellaneous Servers Vendor & Make

Access Control Server HP DL380 G6

Anti-Virus Server HP DL380 G6

AntiSpam Sever - SMTP Gateway HP DL380 G6

Active Directory Servers HP DL380 G6

Identity & Access Management Servers HP DL380 G6

HTTP Gateway Server HP DL380 G6

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SMS Gateway Server HP DL380 G6

DNS Server HP DL380 G6

Web/ Portal Server HP DL380 G6

Web self service Server HP DL380 G6

Reverse Proxy Server HP DL380 G6

Terminal Servers HP DL380 G6

EMS/NMS Server with Network Operation

Console HP DL380 G6

Storage Management & Performance Monitoring HP DL380 G6

DR Management Suite Server HP DL380 G6

Central Console Servers HP DL380 G6

Mail/Messaging Mailbox Server HP DL380 G6

Mail/Messaging HUB & CAS Server HP DL380 G6

Storage & Backup Devices Vendor & Make

SAN storage 80 TB HP XP24000

Fiber Channel SAN switch HP B-series 4/256

SAN Cabling HP

Backup Server HP 380 G6

Tape Library HP ESL 712e

Server Racks Vendor & Make

IDF/MDF Floor Mount Racks OEM Make

Switches Vendor & Make

Layer II Switch Cisco 2960

Core Switch Cisco 6513

Access Switch Cisco 6509E

Distribution Switch Cisco 6509E

Routers Vendor & Make

Router for MPLS/ VPN Network Cisco 7609S

Router for Internet Gateway Cisco 7609S

Other Active Devices Vendor & Make

Application Load Balancer ( in built with the Core

Switch)

Cisco ACE Module

Integrated with Core

Switch

Global Server Load Balancer Radware APP Director

1004

Security Information Management Cisco CS-Mars-25R-K9

Misc. Software & Solutions Vendor & Make

Messaging Solutions Microsoft Exchange

Directory Software Microsoft

SPAM Filter Trendmicro

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IDS System CISCO 4260

Back-up Software HP Dataprotector

Development of Web portal and web self service HCL Service

Basic Software License Vendor & Make

Software Licenses- Server OS - Type 1 Microsoft Windows 2008

Ent Server

Software Licenses- Server OS - Type 2 Microsoft Windows 2008

Std Server

Software Licenses- Anti Virus TrendMicro

Software Licenses- Databases ( per CPU Socket

on Active Servers)

MS SQL - 2008 - CPU

License

Microsoft Window vista Enterprise wide License Microsoft Window Vista

Microsoft Office 2007 professional Enterprise

wide license

Microsoft Office 2007

Professional

UPS & Battery System Vendor & Make

5 kVA UPS DB Power

Critical Load UPS 2*160 KVA DB Power

Service Load UPS 2*20 KVA DB Power

Others Vendor & Make

Media for DAT drive HP

Blank Cartridges for Tape Library HP

Middleware Vendor & Make

Middleware software including workflow and

document management software Microsoft BizTalk

Brief configuration of the above hardware is mentioned below:

Name of

equipment

Vendor &

Make

Brief configuration

Server HP DL785 G5 4* AMD Opteron 8393, Quad Core @ 3.1 GHz

scalable to 8CPU, 32GB RAM, 4*146 HDD, 4*GbE,

DVD

Server HP DL380 G6 2* Intel X5550 - Quad Core Xeon @ 2.66GHz,

8GB RAM, 2*146 HDD, 4*GbE, DVD-RW, DAT

SAN Switch HP B-series

4/256

Director Class SAN Switch with 64*4Gbps FC

ports and 2*IP Ports

SAN

Storage

HP XP24000 Enterprise SAN Storage -

80TB at DC (146GB, 15K drives (86 x 4 = 344

Drives) & 450GB, 15K Drives (18 X 4 = 72

Drives))

60TB at DR (146GB, 15K drives (69 x 4 = 344

Drives) & 450GB, 15K Drives (12 X 4 = 72 Drives)

Common Software's: (One Set)

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LUN Configuration and Security Manager

AutoLUN XP (Hot Spot Detection & Raid

Volume Migration)

Business Copy

Performance Advisor

HP Storage Essential Enterprise Edition

Database Viewer

Report Optimizer

Tape

Library

HP ESL 712e Enterprise Tape Library with 8*LTO-4 Drives and

698 Slots

Back-up

Software

HP Data

protector

HP Data protector Server-Cell Manager - 1Set

Online Extension for Windows / Linux - 14 Nos

Drive License for Window / Linux - 8 Nos

Unlimited Library License - 1 Set

Zero Downtime Back-up License - 1 Set

Software

Licenses-

Databases

( per CPU

Socket on

Active

Servers)

Microsoft MS SQL - 2008 - CPU License

5. Arrangement of application and database servers for hosting

The vendor will have to supply application and database servers for hosting the ERP

application modules and the migrated/digitized database. The architecture should be

designed in a way that it should be possible to segregate the application and

database of three Discom‟s if the need be. The segregation mechanism should be

flexible and at no cost to the Discom‟s.

Bidder is required to provide adequate number of database and application servers

including racks. All equipments required for the servers must be provided by the

bidder. Data Centre facilities would be provided by Purchaser like precision air

conditioning, and power.

Servers must be adequate in order to maintain redundancy at the data centre.

While sizing the servers, 2000 no. of users (except for Employee self service, which

would be around 50,000 users) have to be considered with the annual growth of 5%

for next 5 years (i.e. during the period of post implementation support of 5 years the

system should maintain the performance and response SLA‟s including the growth of

users.) Number of users should not be linked with the number of user licenses. The

licensing for application and database shall be either CPU based or enterprise wide

licensing.

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6. Implement ERP solution

a) Configuration of ERP solution

i. Design and develop the final solution

ii. Non-invasive customization of the ERP modules

iii. Test the solution

iv. Develop integration strategy

v. Develop and test integration

vi. Go-live and stabilize

b) Data conversion & migration/digitization

This shall include the following tasks:

i. Data migration in legacy IT systems and Data digitization in manual

system

ii. Base data preparation and data integrity checking

iii. Developing data migration tools/ templates

iv. Development of the data upload/download programs

v. Integration testing of the configured system using the populated

master and transaction data

vi. IP‟s responsibility shall be to ensure that data migration is complete in

all aspects, on time as per the time schedule provided.

7. Develop the co-existence strategy

IP needs to provide the co-existence strategy that is required as a result of the

above implementation plan. This will facilitate the co-existence between ERP and the

legacy systems at various points of time, until all functionalities of Discom‟s “Go-live”

on the new system.

8. Implement and integrate the ERP modules with the existing IT system (set-

up under R-APDRP project)

Under R-APDRP Rajasthan Electricity Distribution Companies are going for following

modules throughout state:

i. Establishment of Data Center at Jaipur city

ii. Providing the solution for all the modules including the optional modules as

under:

a. Meter Data Acquisition

b. Energy Audit

c. New Connection

d. Disconnection & Dismantling

e. GIS based customer Indexing and asset mapping

f. GIS based integrated network analysis module

g. Centralized Customer Care Services

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h. Management Information System (MIS)

i. Web Self Service

j. Identity and Access Management system

k. System Security Requirement

l. Development of Commercial Database of Consumers

m. Metering

n. Billing

o. Collections

p. Asset Management

q. Maintenance Management

iii. Establishment of Disaster Recovery Center at Jodhpur

iv. GPS based GIS survey in the identified towns under RAPDRP

v. Establishment of LAN, MPLS VPN and other Networking in the identified towns

The vendor has to implement the application software‟s on the application servers

and data on database servers. The data for all the three distribution companies will

be hosted on the same database server with logical partitioning.

The scope includes any work needed in making live the application on the central

application platform.

9. Solution Scalability

The solution implemented must be easily scalable, both in terms of number of users

as well as in terms of the new modules from the same ERP suite which Discom may

decide to implement in the future. Solution scalability is particularly important given

the expansion plans of Discom‟s.

10. Documentation Scope

The IP must prepare documents in formats agreed with the Discom. In general, the

documentation is expected to cover all areas of the project such as product manual,

process study, solution design, process re-engineering, modules configuration,

interface development, testing scenarios, test results, training programs, training

results, user manuals and data conversion strategy

11. Conducting change management workshops, training and Documentation

Conduct change management workshops with Discom users about the

implemented solution. One such change management workshop should be

conducted every year for the total duration of the project (including post

implementation support).

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Conduct training on the configured solution for the core team and trainers of

Discom‟s. IP will have to provide „hands on‟ classroom training to the training

participants. Training should be provided to 240 users in batches of 15

participants each. Training duration for each batch must be 5 days.

Retraining: Further IP would be required to conduct the classroom training

programme once in a year for a period of 5 years for 240 users for same

duration.

Assist in End User Training

Prepare training manuals and documents of the implemented solution

For classroom training location will be Jaipur, Ajmer and Jodhpur, where the

necessary and required infrastructure for hands on training will be setup by

the bidder.

12. Final Preparation and Go-Live

IP is required to undertake the following at Discom premises:

Review readiness for cut over

Facilitate in setting up central help desk for any queries. IP would be required

to setup the helpdesk by deputing requisite numbers of persons as given in

this document. People who would be responsible for resolving end-user

queries and problems on application software.

Resolve ERP-related issues (limited to software application)

Define the requirements towards the phasing out of the legacy systems

Review the health and usage of the system at each location till it stabilizes

Maintaining the interface between legacy system and ERP during transition

Documentation of the issues/problems that come up and solutions thereof

13. Providing Post GO-LIVE support/Facility Management

Providing onsite post implementation support for a period of five (5) 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 softwares and retraining

as defined above.

IP 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 Discom Data Center and Disaster Recovery Center by IP to

manage post full Go-Live support. IP would manage the Helpdesk till

completion of the five (5) years. Necessary infrastructure for Helpdesk in

terms of Computers, Printers and Scanners would be arranged by IP.

Telephone lines and internet facility for the helpdesk would be provided by

Purchaser.

IP is expected to provide Discom with the guidelines in setting up and

managing such helpdesk including the processes to be followed in logging

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request for assistance, assigning requests to specific helpdesk individual,

recording resolution and tracking the overall time frame from logging a call to

its resolution.

IP 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.

IP 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 three personnel

on 12X7 basis for the on-field support at Jaipur location only.

14. Digitization of Employee Record:

This shall comprise the following:

1. Scanning of Recruitment forms

2. Last updated leave records

3. Details of posting from employment till date

4. Details of promotion, selection grade

5. Details of disciplinary actions

15. Sign off and closure

Prepare documentation / review reports / test results etc. as may be necessary for Discom‟s

to ascertain that the prerequisites to subject sign off and closure have been met completely

in accordance of the Contract Document.Detailed scope of work is explained further in

section III of this tender specification document.

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4. Other information

1. Bids are to be submitted in two parts

Part- A will contain (i) Tender Cost (ii) EMD (iii) supporting documents to

ascertain the eligibility / qualification as per the QR requirements of the tender

(iii) technical offer comprising details & design of the proposed system(s) to

meet out the work requirement together with its capabilities.

Part- B will contain the financial offer for carrying out the scope of work

defined for this project.

2. Submission of proposals

The proposals are to be submitted in following manner:

Envelope No 1: One small size sealed envelope containing the Demand Draft

of tender cost Rs. 10,000/- in the favour of Sr. Accounts Officer [TW], JVVNL,

Jaipur will be furnished and must be super-scribed as “Tender Cost against

TN 35 to be opened on 29-04-2010 . Without requisite tender cost further bid

will not be opened and bid will be considered as not submitted.

Envelope No 2: One small sized sealed envelope containing the Demand

Draft of earnest money of Rs. 1.20 Crores in the favour of Sr. Accounts Officer

[TW], JVNL, Jaipur will be furnished and must be super-scribed as “Earnest

Money against TN 35 to be opened on 22-07-2010. Without requisite Earnest

Money further bid will not be opened and bid will be considered as not

submitted.

Envelope No 3: One suitable medium sized sealed envelope for (i)

Qualification Requirement details and (ii) Technical proposal which must be

super-scribed “QR & Technical Bid against TN 35 [Part – A] both to be opened

on 22-07-2010

The bidders are required to submit the above documents in two copies (one

original and other first copy).

Envelope No 4: Fourth envelope for financial proposal, which must be duly

sealed and super-scribed “Financial Proposal against TN 35 [Part-B] not to be

opened along with Part- A”

Envelope No 5: All the four envelopes must be covered under the fifth (Main

Envelope) and must be super scribed “Bid offer against TN 35 to be opened at

22-07-2010

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3. Date and address of submitting the proposals

Last date of submission of proposals is: 22-07-2010 at 2.00 PM. The proposals

are to be submitted to:

The Superintending Engineer (IT&CRP),

Jaipur Vidyut Vitran Nigam Limited,

Near Ram Mandir, Old Power House Premises,

Jaipur, Rajasthan 302006

4. Late proposals

Any proposal (s) received after the scheduled time for submission is liable for

rejection

5. Opening of proposals

The offer will be opened on the same day at 3.30 PM in the presence of the

representative (s) of the bidder, if any.

Part A

Discom committee will open the EMD and Part A envelopes of the proposals, in

the Office of Superintending Engineer (IT&CRP), JVVNL, Jaipur in presence of all

bidders or their authorized representatives, who choose to be present.

If the opening date is a holiday, then the bids will be opened on the next working

day at the same place and time, unless notified otherwise.

Part B

The date and time for opening Part B „the Financial Proposals‟, will be intimated

to the bidders, short-listed by JVVNL in due course. Short-listed bidders (or their

authorized representatives) as intimated by JVVNL may attend opening of Part-B

Financial Proposal.

Part B bid of the proposals, that are not short-listed will not be opened and will

be returned to respective bidders.

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Section – I: Instructions to Bidders


IT & CRP CIRCLE

TENDER SPECIFICATION NO.TN 35

6. General instructions

(I) Jaipur Vidyut Vitran Nigam Limited (JVVNL), or any authority designated

hereinafter called 'OWNER or PURCHASER' will receive bids in respect of services

as set forth in the accompanying specification.

(II) All bids must be prepared and submitted in accordance with these instructions.

(III) The bidder, in his own interest is requested to read very carefully these

specifications and the terms and conditions as incorporated in this document/

specification before filling the Bid proposal form.

(IV) If bidder has any doubt as to the meaning of this specification or any portion

thereof, he shall before submitting the bid, may refer the same to the

Superintending Engineer (IT&CRP), Jaipur Vidyut Vitran Nigam Limited, Jaipur in

writing well in time before the specified date of opening of bids so that such doubts

may be clarified.

(V) Submission of the bid shall be deemed to be the conclusive proof of the fact that

the Bidder has acquainted himself and is in agreement with all the instructions,

terms and conditions governing the specification, unless otherwise specifically

indicated/ commented by him in his bid.

(VI) Bids submitted after the time and date fixed for receipt of bids as set out in the

invitation to bid shall be rejected and returned to the bidders.

(VII) The works referred herein will cover the entire scope of the proposal which include

commissioning and erection of equipment including the successful completion of

performance and guarantee tests which the owner desires to get executed.

7. Introduction

Jaipur Vidyut Vitran Nigam Limited (hereinafter to be referred to as JVVNL) is

seeking proposals from the competent and qualified IT vendors To implement “OFF

the shelf” OEM ERP web based solution in Rajasthan Electricity Distribution

Companies”

8. Successful Implementation and Good Performance

Any work if specifically not mentioned but reasonably implied for the successful

implementation and good performance of the proposed work is deemed to be

included and is to be executed within the ordered price.

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9. Objectives of the proposed work

The objectives of the proposed work are (I) Design , installation and commissioning of ERP Application

(II) Integration of Financial entries getting generated from Billing application

with Financial and Contract Accounting and Finance Accounting Module of

ERP

(III) Integration of Receivables entries and it‟s settlement with Finance

Accounting Module‟s Accounts Receivables functionality

(IV) Integration of Asset and Maintenance management system with Asset

accounting sub module of Financial Accounting Module

(V) Integration of Payables entries and it‟s settlement by use of Accounts

Payables functionality of Financial Accounting Module with custom built

procurement application

(VI) Integration of Actual Manpower and attendance recording system in Project

Control/ Project Systems Module with Time Management functionality of

Human Resources and Payroll Module .

(VII) Integration of Project Control/ Project Systems Module with customized

Inventory control and procurement system

In order to enable Rajasthan Electricity Distribution Companies to meet

aforementioned objectives Discom‟s proposes to avail the services of

competent agency who will undertake all the activities as mentioned in scope

of work.

10. Field conditions

(1) The bidder may in its own interest, before submitting the bid, inspect and

examine the area involved and satisfy themselves regarding the existing system.

(2) For ascertaining the existing system the bidder may contact JVVNL. For any

clarification regarding this document the prospective bidder may contact to SE

(IT&CRP).

(3) No claim for change in the bid or terms & conditions of the contract shall be

entertained on the ground that the conditions are different than what were

contemplated.

11. Amendments to bid document

I. At any time prior to the deadline for submission of the Bids or the award of the

contract, the Purchaser may amend the Bidding Document by issuing addenda

II. The Purchaser, at its discretion for any reason whether at its own initiative or in

response to a clarification requested by a bidder may add, modify or remove any

element of the Goods (including hardware, software, networking, etc) or any

component of Related Service entirely or any part thereof from the bid document

till the time of award of contract. All bidders will be notified of any such change In

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order to provide prospective Bidders reasonable time in which to take the

amendment into account in preparing their bids, the Purchaser may, at its

discretion, extend the last date for the receipt of Bids.

III. Any addendum issued shall be part of the Bidding Document and shall be

communicated in writing to all who have obtained the Bidding Document directly

from the Purchaser

IV. To give prospective Bidders reasonable time in which to take an addendum into

account in preparing their Bids, the Purchaser may, at its discretion, extend the

deadline for the submission of the Bids

V. At any time prior to the date for submission of bid as well as up to opening of Part-

B price bid, JVVNL may for any reason, modify the bid document by issue of

amendment(s) which shall form part of it.

12. Due date extension

Extension to the due date, if considered necessary may be done by JVVNL.

13. Deviation from bid documents

i. The offer must have „No Deviation‟ certificate as per tender document

It is clarified that the bid should ideally be without any deviations. However if bidder

opts to ask for certain deviation the same may be mentioned in the deviation sheet

provided. JVVNL has right to accept or reject the deviations subject to their financial

& technical implications. If deviation materially deviates the system envisaged the

bid may also be rejected

It is further clarified that:-

(I) Bidder if don’t have any deviation in its bid he can sign the certificate of no deviation.

Bidder if having any deviation in its bid he can give details of all deviation in the deviation sheet.

In case of deviation sought by the bidder that will be examined in two ways A) TECHNICAL DEVIATION: Whether the deviation will affect the specification, If so the bid may be declared not responsive B) COMMERCIAL DEVIATION: The financial implication of each deviation will be worked out and that will be loaded to bidder’s quoted price while comparing with other bidders.

ii. If the bidder has certain deviations, such deviations may or may not be accepted on

its merit subject to financial and technical implications.

iii. The bid must include a separate statement indicating all deviations from the bid

documents as per format enclosed in tender document.

iv. All such deviations must be clearly mentioned in Schedule of Deviation.

14. Filling of bids

i. Bid must be submitted as per the formats attached / details desired here and all

blanks in the tender and the annexure of the specifications must be duly filled in one

original and one duplicate copy. The complete forms, annexure shall be considered

as part of contract documents in the case of successful bid.

ii. No alteration should be made to form of the tender specification and annexure. The

bid must comply entirely with the specifications.

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iii. The bid and all accompanying documents shall be in English language and shall be

signed by a responsible and authorized person. The name, designation and authority

of signatory shall be stated in the bid.

iv. Tenders should be filled in only with ink or typed. No bid filled in by pencil or

otherwise shall be considered.

v. All additions, alterations and over writings in the bid must be clearly initialed by the

authorized signatory to the bidder.

vi. The bidder should quote the prices strictly in the manner as indicated herein, failing

which bid is liable for rejection. The rate/ prices shall be in words as well as in

figures. This must not contain any additions, alterations, overwriting, cuttings or

corrections and any other marking.

vii. The contract awarding authority will not be responsible to accept any cost involved

in the preparation or submission of the bids.

viii. Each of the pages of offered documents must have proper Page No. The table of

content in the beginning of offer must be mentioned. The offer documents must be

duly hard bound. In absence of such pattern offer will not be opened.

15. Documents comprising the bid:

PART A: Part A shall contain the following

i. Tender Cost.

ii. Earnest money / receipt of EMD as prescribed in this tender document

iii. Technical proposal in the format given in the bid.

In this part the bidder will submit full relevant documents as under:

1. Certificate as to Corporate Principal

2. Bid Structure

3. Bidder – Company Statistics

4. Technical Specification requirement of Application Packages

5. Hardware Technical Specifications

6. Manufacturer‟s Authorization Form (To be obtained from all OEMs)

7. Approach and Methodology

8. Project Experience and Confirmation of Pre-Qualification Requirement

9. Team Details (CVs)

10. Details of Key Personnel‟s

11. Firm Detail

12. Facility Management Services Plan

13. Project Management Practices

14. Quality Assurance

15. Documentation

16. Confirmation of No-Deviation and Deviation Sheet

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17. Supporting Documents to Substantiate Meeting of Pre-Qualification

requirement

18. Check list

Entire part A (both the original and the first copy) will be submitted in a

hard bound copy else the offer will not be opened and deemed to be

non- responsive. Proposals submitted in such a way where replacement of

papers may be possible (like in the case of spiral binding, stapled, submitted in

a box file, tied with strings etc) shall be rejected instantly. Total copies of bids to

be submitted are:

One Original, One Duplicate and 4 Soft copies in editable text format.

Part B: Part B shall contain the Price proposal as per the format given. Total

copies of bids to be submitted are:

One Original, One Duplicate and 4 Soft copies in editable spread sheet

format

16. Format and signing of bid

i. The bidder will submit their proposals complete in all respects with enclosures.

ii. The bid must be signed on each page. The person(s) who sign the bid, should have

duly authorized from the bidder with Power Of Attorney, which must accompany the

bid.

iii. All pages of the bid, including entries or amendments must be initialed by the person

or persons signing the bid.

iv. This tender document must also be attached with the bid signing on all the pages as

a token of acceptance of the terms and conditions, except those mentioned in the

deviation list.

17. Bid validity

Bid will remain valid for acceptance for a period of 120 [one hundred twenty] days

after the date of initial bid (Part-A) opening or 60 [sixty] days from the date of

opening of Part-B bid whichever is later. JVVNL may request for suitable extension.

18. Earnest Money

i. The tenderers shall submit alongwith the bid the D.D of Rs 1.20 Crores (Rupees

1,20,00,000 only) as Earnest Money as specified, by crossed Bank Demand Draft

payable to Sr. Accounts Officer [TW], JVVNL, Jaipur and obtain a receipt thereof. No

other mode of deposit shall be accepted.

ii. Any tender not accompanied with Earnest Money/Crossed Bank Demand Draft shall

be rejected and the tender will not be accepted.

iii. In case of unsuccessful tenderers, the Earnest money will be refundable on

production of the original receipt within a fortnight after finalization of the tender. In

case of successful tenderer(s) the Earnest Money will be taken into account in

arriving at the amount of the security cum performance guarantee (as per clause no

3 section 2) if vendor(s) desires to furnish cash security deposit. However if the

security cum performance guarantee is furnished through bank guarantee (BG) the

EMD will be released consequent to acceptance of such BG.

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iv. Request for adjustments/proposals for acceptance of Earnest Money deposits, if any,

already lying with the Discom‟s in connection with some other tenders/orders shall

not be entertained.

v. No interest shall be payable on such Deposits.

vi. The JVVNL reserves the right to forfeit Earnest Money Deposit or a part thereof in

circumstances, which according to it indicate that the tenderer is not earnest in

accepting/executing order placed under the specification.

19. Cost of specification

The submission of requisite tender cost along-with the bid is essential for

participation in the tender. The tender cost is to be submitted by a Demand Draft

payable to Sr Accounts Officer [TW], JVVNL, Jaipur. If the tender cost is not found

with the bid the bid will be considered as not submitted and will not be opened.

20. Late bids:

Any bid(s) received after the scheduled time for submission is liable for rejection.

21. Bid opening

Initially, only the Technical Proposals opened at the address, date and time specified

in this document. The Price Proposals remain sealed and held in custody by the

Purchaser. The Technical Proposals shall be evaluated by the Purchaser as per

Evaluation Methodology given in this document. No amendments or changes to the

Technical Proposals are permitted. Bids with Technical Proposals which do not

conform to the mandatory Qualification & Technical requirements will be termed as

non-responsive and will not be evaluated further. If the opening date is a holiday,

the bids will be opened on the next working day at the same place and time, unless

notified otherwise.

22. Evaluation of techno commercial offer

The evaluation of bids will be made in the following three stages:

1st stage: Qualification Requirement (part „A‟)

All the received bids will be evaluated first on the basis of minimum qualification

requirement prescribed in Section III, part-2 “Qualification Requirement” of this

specification and on the basis of adherence to conditions given in this document.

The bidders who meet all the minimum requirements laid in this section shall be

selected for evaluating the Technical offer. The bidders who do not qualify the QR as

per section III, part 2 of this specification and other conditions, shall be considered

as “not Qualified Bidder” and no further correspondence in this regard shall be

entertained and no clarifications on reasons of not qualifying will be intimated.

It may be noted by the bidders that by merely meeting the qualification requirement

does not mean that the bidder has been short listed for opening of financial offer.

2nd stage: Technical Evaluation

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Technical details submitted by the bidders would be evaluated with respect to the

relevant documents substantiating the details provided in the schedules and

annexure.

The approach & methodology, previous experience of the firm, overall strength and

capability to handle the work as per scope of work, experience of the key

professionals, details of hardware, software, functionalities in the ERP modules and

other technical aspects would be evaluated. The objective of evaluation of techno-

commercial proposals is to ensure that the bidder has the necessary competence to

execute the project successfully and timely. Broad technical evaluation criteria are

defined below.

Discom‟s committee would also assess the approach and technological abilities of the

bidder to integrate the ERP system with proposed IT system implemented under R-

APDRP.

Minimum 70 marks out of 100 must be scored by bidders in order to be declared

successful in the technical evaluation. Financial offers of only those bidders who have

scored 70 or above marks in the technical evaluation will be opened.

Broad Technical Evaluation Criteria

1. Evaluation of offered OEM ERP Package

Sr.

No.

Technical Evaluation Criteria Weightage

1.

ERP OEM has presence in India.

(Copy of oldest orders from any

organization of India (having turn over

more than 100 Crores) to be attached).

Besides any other government document

establishing this fact may be attached

> 7 years – 10 Marks;

6.5 to 7 years – 6 Marks;

Less than 7 years - 0 Marks

2.

Annual Turnover of the ERP Product OEM in

World for last three completed years with a

consistent growth path.

> 7 USD Billion – 5 Marks;

5 Billion USD to 7 Billion USD -

3 Marks;

5 Billion USD - 2 Marks;

Less than 5 USD Billion-0

marks

3.

No. of successful implementations /

implementation in progress in Power

Generation, Transmission & Distribution

utility industry

More than 6 Projects – 15

Marks;

5 Projects – 12 Marks;


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Sr.

No.


Less Than 3 Projects - 0 marks

2. Evaluation of Bidders Capability

Sr.

No.


1. Bidder‟s revenue in each of the last 3 years

in Rs

> Rs 3000 Crores – 5 Marks;

Rs 2000 Crores – 3 Marks;

Below 2000 Crores - 0 Marks

2. Bidder‟s experience in the field of IT and

System Integration

> 7 Years – 8 Marks;

5 to 7 Years – 5 Marks;

5 Years - 4 Marks;

Less than 5 years - 0 Marks

3. System Integration Projects implemented

by Bidder in last 5 Years covering FMS,

Software, Databases, etc. in single project




Less than 3 Projects - 0 Marks

4. Projects executed or being executed, in

last 5 years in power sector covering

generation or transmission of distribution in

last 5 years using standard ERP package

More than 30 Crores – 10

Marks;

25 to 30 Crores – 8 Marks;

20 to 25 Crores – 7 Marks;

20 Crores - 6 Marks

5. No. of ERP modules Out of HR, accounts,

Finance, Project Management, CRM,

Material Management & Maintenance

Management etc. in a single order

implemented in last 5 years

> 7 Modules – 5 Marks;

5 - 6 Modules – 4 Marks;

4 Modules – 3 Marks;

Less than 4 Modules – 0 Marks

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Sr.

No.


6. Solution Architecture – Proposed solution

architecture - integration between

modules, scalability and security

Very Good- 5 Marks;

Good - 4 Marks;

Satisfactory - 3 marks

7. Technical Solution Compliance of all

functionalities

100% Compliances-10 Marks

More Than 90% but less than

100% Compliances-8 Marks

(On Pro-rata basis)

More Than 80% but less than

90% Compliances - 6 Marks(On

Pro-rata basis)

Less than 80% Compliances-0

Marks

8. Bidder‟s manpower skills in the ERP

Product being offered here

> 600 Employees – 5 Marks;

550 Employees to 600

Employees – 4 Marks

500 Employees to 550

Employees – 3 Marks

< 500 Employees – 0 Marks

9. Approach, Methodology and Project

Management - Project Management,

Service Levels, details and qualifications of

the manpower proposed to be deployed for

the project

Very Good - 5 Marks;

Good - 4 Marks;

Satisfactory - 3 marks

10. SEI-CMMi Certification CMMi Certification 5 – 7Marks

CMMi Certification 4 – 5 Marks

CMMi Certification 3 – 3 Marks

CMMi Certification less than 3 -

0 Marks

23. Evaluation of Financial Offers

Financial offers of all those bidders who have qualified technically as per above

section, would be opened in the presence of representatives of such bidders. All the

bids will be compared on the basis of total quoted price for the complete package

including all applicable taxes and duties. There will be no evaluation on the pricing of

individual item, quoted by individual bidder.. If any bidder has not quoted the prices

of any component of price schedule of this document the same will be loaded as per

the highest price received under this bid for such component and the evaluation will

be made accordingly. Bid with lowest commercial value would be given 100 marks

and other bidders would be marked with relatively to that.

Financial score (Fx) shall be evaluated by formula:

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Lowest Price X 100

Bidder Price

Marks scored by a bidder in the technical and commercial evaluation would be added

to determine its total marks as per below mentioned formula:

FINAL MARKS = 0.5*Tx + 0.5*Fx

Where Tx = Technical Score obtained by bidder

And Fx = Financial Score obtained by bidder

Final Score of all bidders would be computed based on above formula.

Bidder scoring highest marks out of 100 as per above formula, would be

declared winner.

It is clarified that the evaluation of financial offer will be based upon the total price quoted

by the bidders, and NOT on the individual component wise price.

Example – A bidder, who quotes the lowest total price among all bidders, may have quoted

higher price for certain components as compared to the price quoted by the other bidders

for those same components. In such an event, only the total price of the bid will be

considered for evaluation. Price of individual components will have no effect on the bid

evaluation and decision making.

24. Clarification or modification of bids

In the course of evaluation and comparison of bids, JVVNL may ask bidders

individually for clarification, in writing. No change in the substance of the bid shall be

permitted except as required to confirm the correction of any typographical error.

JVVNL may modify Part-B of bid document even after opening of Part-A.

25. Revised Financial Offer

Before opening of original financial offer , JVVNL reserves the rights to ask the

bidders probably only to the shortlisted bidders to furnish revised sealed financial

offer, instead of opening the original financial offer, on account of any scope changes

to be incorporated in the specifications subsequent to the opening of part A.

Under such circumstances the original financial offer will not be considered and will

be superseded by the revised financial offer.

26. Opening of Part B bid

The date and time for opening Part-B Financial Offer will be intimated to the bidders,

short-listed by JVVNL in due course. Part-B bid of the bidders, not short-listed shall

not be opened and shall be returned to such bidders. Short-listed bidders or their

representatives may attend Part-B bid opening.

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27. Signing of agreement

The successful bidder will, on receipt of Letter of award from JVVNL enter into a

contract with JVVNL by jointly signing an agreement. The draft of the agreement

based on the terms sheet, detailed in Section-II and Section-III will be forwarded to

the successful bidder for execution. The agreement will be executed within fifteen

days thereafter. The person to sign the agreement must be duly authorized by the

Bidding entities.

28. Rejection of bids: The bid may be considered as rejected /non-responsive

on account of the any of following reasons:

i. Any action on the part of the bidder to revise the rates/prices and modification in

technical or commercial substance of original offer, at their own.

ii. Submission of any supplementary information unless & otherwise asked for at his

own instance after the opening of the Bid may result in rejection of the Bid and also

debar him from submission of Bid to the purchaser at least for one year.

iii. The owner reserves the right to accept or reject any bid, and to cancel the bidding

process and reject all bids at any time prior to award of contract, without thereby

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

affected bidder or bidders of the grounds for the owner's action.

iv. In case of bidder not furnishing the desired information in the desired format the

bid/offer may be rejected/non-responsive.

v. In case of loose / spiral-bound / tagged/ box-filed bid the bid /offer may be rejected

/considered non-responsive.

vi. In case of bidder not adhering to the format of financial offer given with this

document the bid / offer may be rejected / non-responsive.

vii. In case of any cover letter with financial offer comprising any supplementary

statement or discount or any condition the bid / offer may be rejected / non-

responsive.

viii. In case of any calculation mistake in the price bid the bid / offer may be rejected /

considered non-responsive.

ix. In case of any misapprehension at bidder level which consequent to wrong price

bidding , JVVNL reserve the right to reject the bid or take necessary loading /

unloading to arrive the correct price as per perception of JVVNL / tender

specification. Accordingly the bidders are advised to ask to clarify about any mis-

apprehension before bidding. No excuse shall be considered in this regard.

x. The zero priced or null value price bid / bid component, offer may be rejected

/considered non-responsive.

29. Signature of bidder

i. The bid must contain the name, address and place of business of the person or

persons making the bid and must be signed and sealed by the bidder under his usual

signature. The name(s) of all the persons signing should also be typed or printed

below the signature.

ii. Bid by a partnership must be furnished with full names of all partners and be signed

with the partnership firm name, followed by the signature (s) and designation (s) of

the authorized partner (s) or other authorized representative (s).

iii. Bids by corporation/ company must be signed with the legal name of the

corporation/ company by the President, Managing Director or by the Secretary or

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other person or persons authorized to bid on behalf of such corporation/ company in

the matter.

iv. A bid by a person who affixes to his signature the word 'President', 'Managing

Director' 'Secretary', 'Agent' or other designation without disclosing his principal will

be liable to be summarily rejected.

v. Satisfactory evidence of authority of the person signing on behalf of the Bidder will

be furnished with the bid.

vi. The Bidder's name stated on the proposal must be exact legal name of the firm.

vii. Overwriting or other changes in the bid documents will bear the initials of the person

signing the bid.

viii. Bids not conforming to the above requirements of signing will be disqualified.

30. Understanding and clarifications on documents and specifications

i. The bidder is required to carefully examine the specifications and documents and

fully inform himself as to all the conditions and terms matters which may in any way

affect the Work or the cost thereof. If any Bidder finds discrepancies or omissions in

the specifications and documents or is in doubt as to the true meaning of any part,

he shall at once request in writing for an interpretation/clarification by the owner.

The Owner, then, will issue interpretation and clarifications as he may think fit in

writing. After receipt of such interpretations and clarifications, the Bidder may

submit his bid but within the time and date as specified in the Invitation to Bid. All

such interpretations and clarifications shall form a part of the specifications and

documents, and accompany the bidder's proposal.

ii. Verbal clarifications and information given by the owner or his employee(s) or his

representative(s) shall not in any way be binding on the owner.

31. Effect and validity of bid

i. The submission of any bid connected with these documents and specification shall

constitute an agreement that the bidder shall have no cause of action or claim,

against the owner for rejection of his bid. The owner shall always be at liberty to

reject or accept any bid or bids at his sole discretion and any such action will not be

called into question and the bidder shall have no claim in that regard against the

owner.

ii. The bids shall be valid for a minimum period of 120 days (One hundred twenty) days

from the date of opening of bids or 60 (Sixty) days from the date of opening of price

bids wherever is later. Bids mentioning a shorter validity period than specified are

likely to be summarily rejected / ignored.

iii. Owner may ask for extension in validity period. The bidder will be at liberty to accept

it or not. In the event of non extension of the bid validity, the proposals will

automatically be treated as withdrawn.

32. Duties and taxes

i. The work contract tax, Service Tax, VAT, excise duty, local taxes, entry tax as

applicable / leviable on the goods procured from outside Rajasthan, levies, and other

liabilities of Government, if leviable in respect of the transaction between the owner

and the contractor under the contract on the date of opening of bids (commercial)

shall be treated as included in the bid price and no additional payment on this

account shall be paid by the purchaser.

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ii. Any income tax, surcharge on income tax and other corporate taxes including work

contract tax, service tax and entry tax as applicable/ leviable on the goods procured

from outside Rajasthan as attracted under the law, shall be deducted at source, as

per the prevailing Govt. rules by payment making authority from each bill.

Necessary TDS certificate shall be issued by payment making authority.

iii. Jaipur Vidyut Vitran Nigam Limited is a registered dealer under Rajasthan VAT and

Central Sales tax Act and is entitled to concessional rate of Central Sales Tax / State

VAT as per rules in force. In accordance to above, the prices of material indicated in

B.S.R. (G-schedule) include sales tax at the concessional rate of 4% and therefore

for supply of material, the VAT at actual subject to maximum of concessional rate of

4% shall only be payable. Necessary declaration Form „C‟ or prescribed certificate

for availing supply of material on concessional sales tax shall be issued by the

Nigam to bidder.

iv. Any statutory variation in existing rates of taxes /duties/ levies/charges during

currency of contract will be to Nigam‟ account. However, for claiming any such

statutory variation, the contractor is required to furnish the documentary evidence /

proof in support of the same for scrutiny and approval. Any downward variation in

above rates of taxes/duties/levies will have to be passed on to the Nigam.

33. Policy for bids under consideration

Bids shall be deemed to be under consideration immediately after they are opened

and until such time official intimation of award/rejection is made by the owner to the

bidders. While the bids are under consideration, bidders and/ or their

representatives or other interested parties are advised to refrain from contacting by

any means, the owner and/ or his employees/ representatives on matters related to

the bids under consideration, in the event of such happening the bidders proposal

may be declared as rejected irrespective of his selection or rejection on the basis of

tender conditions. The owner, if necessary, will obtain clarifications on the bids by

requesting for such information from any or all the bidders, either in writing or

through personal contact, as may be necessary. Bidder will not be permitted to

change the substance of the bid after the bid has been opened.

34. Quantities

The quantities / items indicated in the accompanied schedules are only provisional.

Further JVVNL reserves the right to delete / reduce any item / quantity from scope

of work. However increase in quantities will not be exceed by 50% of tender

quantity.

35. Preliminary examination and evaluation

i. The Owner will examine the bids to determine whether they are complete, whether

any computational errors have been made, whether required sureties have been

furnished, whether the documents have been properly signed, and whether the bids

are generally in order.

ii. Prior to the detailed evaluation, the owner will determine the substantial

responsiveness of each bid to the bidding document. For purpose of these clauses, a

substantially responsive bid is one which conforms to all the terms and conditions of

the bidding document without material deviations. A material deviation is one which

affects in any way the prices, quality, quantity or delivery period of the equipment or

which limits in any way to the responsibilities or liabilities of the bidder of any right

of the owner as required in these specifications and documents. The Owner's

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determination of a bid's responsiveness shall be based on the contents of the bid

itself without recourse to extrinsic evidence.

iii. A bid determined as not substantially responsive will be rejected by the owner and

shall not subsequently be treated responsive by the bidder by correction of the non

conformity by the bidder.

iv. The “Price bids” of the bidders, whose “Technical bids” are found in order, are

responsive, meets the qualification requirements as specified in the bidding

documents and score the minimum marks to qualify technically, only shall be

opened.

v. Bid price shall mean the total price quoted by each bidder for complete package in

his proposal for the complete scope of works.

vi. The owner reserve the right to waive any minor infirmity or non-conformity or

irregularity in a bid which does not constitute a material deviation, provided such

waiver does not prejudice or affect the relative ranking of any bidder.

vii. The owner will evaluate and compare the bids previously determined to be

substantially responsive, pursuant to manner specified above, for each package

separately. No bid will be considered if the complete requirements covered in the

package is not included in the bid.

36. Award of contract

i. Notification of award of contract will be made in writing to the successful bidder(s)

by the owner.

ii. The contract will be awarded to the bidder who meets the requirements and scores

maximum marks as per the RFP. Purchaser shall be the sole judge in this regard and

subject to the provisions of these instructions to bidders and other terms and

conditions detailed out in these documents and specifications.

37. General

i. Purchase of a copy of this specification by the bidder is essential for the

consideration of his bid. Only one bid will be accepted against each copy of the

specification purchased. This specification is not transferable. The cost of

specification will not be refunded under any circumstances.

ii. The bidder shall treat the details of the specification and other Bid documents as

private and confidential and shall not reproduce without the written authorization of

the NIGAM.

iii. The NIGAM does not bind itself to accept the lowest or any bid or any part of the bid

and shall not assign any reason(s) for the rejection of any bid or a part thereof.

iv. The fact of submission of bid to the NIGAM shall be deemed to constitute an

agreement between the bidder and NIGAM whereby such bid shall remain open for

acceptance by the NIGAM and Bidder shall not have option to withdraw his offer,

impair or derogate the same. If the Bidder is notified during the period of validity of

bid that his bid is accepted by the NIGAM, he shall be bound by the terms of

agreement constituted by his bid and such acceptance thereof by the NIGAM, until

formal contract of the same bid has been executed between him and the NIGAM in

replacement of such agreement.

v. The successful bidder will have to execute the contract agreement for the proper

fulfillment of the contract. In case of ambiguous or contradictory terms and

conditions mentioned in the bid, interpretations as may be advantageous to JVVNL

may be taken, if satisfactory clarification is not furnished within the prescribed

period.

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vi. JVVNL will not be responsible for any cost or expenses incurred by the bidder in

connection with preparation or submission of bids.

vii. Telex, Telegraphic or Fax bids shall not be acceptable.

viii. JVVNL reserves the right to:

a. Amend the scope of the proposed contract.

b. Reject or accept any bid.

c. Cancel the bid process and reject all applications.

d. Vary the area.

JVVNL shall neither be liable for any action nor be under any obligation to inform the

bidders of the grounds for any of the above actions.

38. Alternative Bids:

Alternative (alternate technology/architecture/design/functionality or proposals with

multiple options) bids shall be rejected; moreover product other than those who

have been specified in objectives shall also be rejected.

39. Clarification of Bids:

To assist in the examination, evaluation, comparison and post-qualification of the

Bids, the Discom may, at its discretion, ask any Bidder for a clarification of its Bid.

Any clarification submitted by a Bidder that is not in response to a request by the

Discom shall not be considered. The Discom‟s request for clarification and the

response shall be in writing. No change in the prices or substance of the Bid shall be

sought, offered, or permitted, except to confirm the correction of arithmetic errors

discovered by the Discom in the evaluation of the Price Proposals.

40. Responsiveness of Technical Proposal:

The Discom‟s determination of the responsiveness of a Technical Proposal is to

be based on the contents of the Technical Proposal itself and marking done to

evaluate the technical proposal.

A responsive Technical Proposal is one that conforms to all the mandatory

requirements, terms, conditions, and specifications of the Bidding Document

without material deviation, reservation, or omission. A material deviation,

reservation, or omission is one that:

a) does not meet all the mandatory requirements

b) affects the scope, quality, or performance of the Goods and Related

Services specified in the Contract; or

c) limits or is inconsistent with the Bidding Document, the Discom‟s rights

or the Bidder‟s obligations under the Contract; or

d) If rectified would unfairly affect the competitive position of other Bidders

presenting responsive Technical Proposals.

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If a Technical Proposal is not responsive to the Bidding Document, it shall be

rejected by the Purchaser and shall not subsequently be made responsive by

the Bidder by correction of the material deviation, reservation, or omission.

41. Non conformity, errors, and omissions:

Provided that a Technical Proposal is responsive, the Discom may waive any

non-conformity or omission in the Bid that does not constitute a material

deviation

Provided that a Technical Proposal is responsive, the Discom may request that

the Bidder to submit the necessary information or documentation, within a

reasonable period of time, to rectify nonmaterial, nonconformities or omissions

in the Technical Proposal related to documentation requirements. Such

omission shall not be related to any aspect of the Price Proposal of the Bid.

Failure of the Bidder to comply with the request may result in the rejection of

its Bid.

Provided that a Technical Proposal is responsive, the Discom will rectify non-

material non-conformities or omissions. To this effect, the Bid Price shall be

adjusted during evaluation of Price Proposals, for comparison purposes only, to

reflect the price of the missing or non-conforming item or component.

Provided that the Technical Proposal is responsive, the Purchaser will correct

arithmetical errors during evaluation of Price Proposals on the following basis:

1. If there is a discrepancy between the unit price and the total price that is

obtained by multiplying the unit price and quantity, the unit price shall

prevail and the total price shall be corrected, unless in the opinion of the

Discom there is an obvious misplacement of the decimal point in the unit

price, in which case the total price as quoted shall govern and the unit

price shall be corrected;

2. 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

3. If there is a discrepancy between words and figures, the amount in words

shall prevail. However, where the amount expressed in words is related to

an arithmetic error, the amount in figures shall prevail subject to (1) and

(2) above.

4. If there is a discrepancy between percentage and figures related to

various taxes or levies, the percentage shall prevail over figure

mentioned. However, where the amount expressed in percentage is

related to an arithmetic error, the amount in figures shall prevail subject

to (1) and (2) above. It should also be noted that at time of payment

against, the prevailing tax/levy rates will be used as on the date of

approval of payment.

Except as provided in sub-clauses (1) to (3) herein above, the Purchaser shall

reject the Price Proposal if the same contains any other computational or

arithmetic discrepancy or error.

If the bidder does not accept the correction of errors, its Bid shall be

disqualified and its Bid Security shall be forfeited.

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SECTION – II: Terms & Conditions


IT &CRP CIRCLE

TENDER SPECIFICATION NO.TN 35

The Terms and Conditions of the contract shall prevail and shall be binding on the

Agency and any change or variation expressed or impressed howsoever made shall

be in operative unless expressly sanction by the JVVNL. The Bidder shall be deemed

to have fully informed himself and to have specific knowledge of the provisions under

terms and Conditions of this specification mentioned hereunder:

1. DEFINITION OF TERMS:

1.1 In constructing these general conditions and the annexed specification, the following

words shall have the meaning here in assigned to them unless there is anything in

the subject of context in consistent with such construction.

1.1.1 The “JVVNL” shall mean the JAIPUR VIDYUT VITRAN NIGAM LIMITED represented by

Chairman/ Managing Director and shall include their legal personal representative,

successors and assignees. The “Customer” or “Owner” or “Purchaser” shall mean

“JVVNL”.

1.1.2 The “Tenderer”/ “Bidder” shall mean and include one or more persons or any firm or

any company or body in corporate who has submitted the tender in response to

“Invitation of Tender”.

1.1.3 The “Agency”/”Vendor”/ Contractor shall mean the tenderer who‟s tender has been

accepted by the “JVVNL” and shall include the tenderer heirs, legal representative,

successors and assignees approved by the purchaser.

1.1.4 The “Chairman/Managing Director” shall mean the Chairman/Managing Director,

JVVNL, Jaipur.

1.1.5 The “Engineer” shall mean the Chief Engineer, Dy. Chief Engineer, Superintending

Engineer, Executive Engineer, Assistant Engineer, JVVNL, Jaipur or other Engineer or

Officer for the time being or from time to time duly authorized and appointed in

writing by the customer to act as engineer or Inspector for the purpose of the

contract. In case where no such engineer has been so appointed, the word

“Engineer” shall mean the JVVNL or his duly authorized representative.

1.2 “Works” mean and include the work or works to be done by the contractor under

the contract.

1.2.1 The “Contract” shall mean and include the following:

i) Invitation of tender

ii) Instructions to tenderers (ITT)

iii) Tender form including schedule of prices

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iv) Earnest Money Deposit (EMD)

v) Letter of Intent (LoI) and it‟s acknowledgement

vi) Security Deposit / Bank Guarantee (SBG)

vii) Formal Work Order (WO)

viii) Guaranteed Test Performance (GTP) and Penalty

ix) General Conditions of Contract (GCC)

x) Special Instructions

xi) Site Conditions,

xii) Specification, specific conditions, schedules and annexure.

xiii) Addenda that may hereafter be issued by the purchaser to the contractor in the

form of letter and covering letters and schedule of prices as agreed between

the contractor and the purchaser.

xiv) The agreements to be entered into under clause 11 of these General terms &

Conditions.

1.2.2 The “Specification” shall mean the specification (this complete Document); specific

conditions annexed to the General Conditions, the contract schedule, and the

annexure thereto, if any.

1.2.3 The consumer / customer management system is the system for consumers and

prospective customers of the Discom

1.2.4 The Month shall mean, English calendar month i.e. period of 31/30 days and week

shall mean a period of 7 days.

1.2.5 The “Site” shall mean the place or places named in the contract and include, where

applicable, the lands and buildings upon or in which the works are to be executed.

1.2.6 “Letter of Intent” shall mean the customer‟s letter conveying his acceptance of the

tender subject to such reservations as may have been stated therein.

1.2.7 The “Contract Price shall mean the sum named in or calculated in accordance with

the provisions of the contract purchase or any amendments thereto.

1.2.8 Formal work order shall mean the customer‟s letter which will be issued as detailed

work order containing detailed terms and conditions of the work and such other

particulars which the customer may like to convey to the contractor pending

execution of a formal written agreement.

1.2.9 “Writing” shall include any manuscript type written or printed statement under or

over signature or seal as the case may be.

1.2.10 The Work “Codes” shall mean the Indian Electricity Act/Electricity Supply act and

Indian Electricity Rules and the rules made there under applicable in the State of

Rajasthan on the date of letter of intent with such special modification thereof as

may be specially stipulated by competent State Authorities i.e. Chief Electrical

Inspector of Rajasthan.

1.2.11 Works importing “PERSON” shall include firms, Companies, Corporations and other

bodies whether incorporated or not.

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1.2.12 Words importing the singular only shall also include the plural and vice version where

the context requires.

1.2.13 Terms and expressions not herein defined shall have the same meaning as one

assigned to them in the Indian Contract Act (Act IX of 1872) and falling that in the

General Clause Act, 1897).

2. CONTRACT PERIOD:

The contract period will remain valid till entire supply and installation of the ordered

items and completion of onsite support and comprehensive warranty on IT items for

a period of five years, from the successful installation of the supplied IT items and

Go-Live of the System. The installation will be considered as successful when the

vendor runs the system and demonstrates its successful running to the concerned

officer in-charge / consignee.

3. SECURITY AND PERFORMANCE BANK GUARANTEE /DEPOSIT:

3.1 SECURITY BANK GUARANTEE / DEPOSIT : A Security Deposit/Guarantee

equivalent to 2% (two percent) of value less amount of earnest money deposited, (if

vendor has deposited EMD in cash) within 15 days of receipt of work order, in cash

or by crossed Bank Draft or by way of Bank Guarantee from any scheduled Bank in

the prescribed proforma (In case, vendor furnishes the BG instead of cash deposit

the amount of earnest money will be refunded) on a Rajasthan State Non judicial

stamp paper of Rs. 100.00 duly authenticated by the issuing Banker.

This Bank Guarantee is to remain valid for a period of 18 months from the date of

award of contract in the first instance and may have to be extended if desired. This

bank guarantee shall be released after 3 months of successful installation of entire

system. 3.2 PERFORMANCE DEPOSIT/GUARANTEE: A performance deposit / Guarantee

equivalent to 5 % of contract value shall be deposited by the successful bidder either

in the form of Bank Guarantee from scheduled Bank on non-judicial stamp papers of

appropriate value as intimated by JVVNL in the prescribed format addressed to the

Superintending Engineer [IT&CRP], JVVNL, for satisfactory work performance within

15 days of receipt of the Detailed Purchase Order. The Bank Guarantee is to be

remained valid for a period of 6 years from the date of commencement of contract

and may have to be extended if desired.

It would be preferred that the vendor furnishes the bank guarantee for 6 years period

at first instance but if the vendor furnishes the BG for less period (not less than 18

months at first instance) at first instance it will be the sole duty of vendor to get

the BG extended well in time to maintain its validity as desired. JVVNL may

invoke the BG without giving any information if validity of BG expires before

6 years.

3.3 The above BGs are to be furnished in whole Rupees with validity up-to last day of

required calendar month. Bank commission charges or any other charges, if any,

shall be to the Contractor's account.

3.4 The Bank guarantee must be from any Nationalized/Scheduled Bank having a branch

at Jaipur. The vendor may furnish Bank Guarantee on stamp paper of native state

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provided the vendor shall furnish a certificate of Banker that the stamp duty has been

paid as per prevailing rules of that state.

3.5 Unless otherwise specifically required to be retained/forfeited by the NIGAM, the

Security deposit shall be refundable on request of the contractor after three months

on completion of the entire work to the satisfaction of the NIGAM.

3.6 If the contractor fails or neglect to observe or perform any of his obligation under the

contract, it will be lawful for the NIGAM to forfeit either in whole or in part at his

absolute discretion, the Security deposit furnished by the contractor.

3.7 If the contractor fails to provide the Security within the period specified, such failure

shall constitute a breach of the Contract and the NIGAM shall be entitled to make

other arrangements at the risk and expenses of the contractor and the Earnest

money deposited by the Contractor shall stand forfeited by the NIGAM.

4. CONTRACTOR TO INFORM HIMSELF FULLY

The contract shall be considered to have come into force from the date of the issue of

Letter of Intent / Letter of Award. The contractor shall be deemed to have carefully

examined the General Conditions, specifications, schedules and drawings also to have

satisfied himself as the nature and character of the work to be executed and where

necessary, of the site conditions and other relevant matters and details. Any

information thus had or otherwise obtained from the owner or the Engineer shall not

be in any way relieve the contractor from his responsibility for the supplying of the

plant and equipment and executing the work in terms of the contract including all

details and incidental works and supply all accessories or apparatus which may not

have been specifically mentioned in the contract but necessary for ensuring complete

erection and safe and efficient working of the plant and equipment if he has any

doubt as to the meaning of any portion of the general and any special conditions of

contract and specifications, he shall before offering his bid proposal, set- forth the

particulars thereof and submit them to the Engineer in writing in order that such

doubt, misunderstanding, misconceptions, whatsoever could be allied.

5. CONTRACT DOCUMENTS AND AGREEMENTS

The order placed under this specification shall be governed by the terms and

conditions as incorporated in this Specification and as given in the detailed work

order and its annexure(s). The terms and conditions as specified in this section if

differ from the terms indicated in the detailed work order and its annexure(s) the

latter shall prevail. The contract shall for all purposes be construed according to the

Laws of India and subject to jurisdiction of Rajasthan Courts only. For the due

fulfilment of the contract, the contractor shall execute an agreement in the prescribed

form on Rajasthan State Non- judicial stamp paper bearing stamp duty as applicable.

The expenses of completing and stamping the contract agreement shall be borne by

the Contractor. Such agreement shall be executed and signed by the competent

authority of the contractor on each page thereof. The original copy is only to be

executed on the stamp paper. The remaining two copies may be executed on simple

paper. Such complete agreement form along-with the contract documents together

with a 'Power of Attorney" in favour of the Executants shall be required to be

returned to the owner within a period of 15 days from the receipt of order duly signed

on each page. One copy of the executed agreement duly signed by the

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purchaser/owner shall be sent to the supplier for his reference. The contract

documents shall mean and include the following:

i. Contract agreement along with letter of intent.

ii. Work order and its Annexure.

iii. Complete specifications.

iv. Bid proposal form and its schedules including price schedule and completion schedule

v. Power of Attorney in favour of the signatory on non judicial paper of Rs 100/-

6. CHANGE OF QUANTITY

The owner reserves the right to delete any item from the scope as specified in the

accompanying technical specifications, at the time of award of contract or during the

execution of the contract. In case any item is deleted from the scope of work, the value of contract will be reduced accordingly.

The quantities / items indicated in the accompanied schedules are only provisional.

Further JVVNL reserves the right to delete / reduce any item / quantity from scope

of work. The quantities however may increase as per JVVNL requirement upto 50%

of tender quantity.

7. RULES & REGULATIONS:

The Agency will also follow the labour regulations and the directions of Government

and other authorities enforcing the regulations and comply with any other relevant

legislation in force from time to time. The owner reserves the right to place the order

for any quantity or extend the Tender quantity.

8. DEDUCTION FROM CONTRACT PRICE

All costs, damages or expenses which the owner may have paid, for which under the

contract the contractor is liable, will be claimed by the owner. All such claims shall be

billed by the owner to the contractor regularly as and when they fall due. Such bills

shall be supported by appropriate and certified vouchers or explanations, to enable

the contractor to properly identify such claims. Such claims shall be paid by the

contractor within fifteen (15) days of the receipt of the corresponding bills and if not

paid by the contractor within the said period, the owner may then deduct the

amount, from any payment due or becoming due by him to the contractor under the

contract or may be recovered by actions of law or otherwise, if the contractor fails to

satisfy the owner of such claims

9. COMPLIANCE OF LABOUR LEGISLATION

The tenderer shall discharge its liability of employer/ contractor in respect of

personnel to be engaged for service, as said out in EPF and MP Act, 1952 ESI Act,

1948 (in ESI implemented area), workmen‟s compensation act, 1923 (in non ESI

implemented area) contract labour (R&A) Act, 1970, Payment of Wages Act, 1936,

Minimum Wages Act, 1948 etc. The tenderer is required to get separate code under

the provision of EPF and ESI Acts, if not already taken and deposit the employer‟s

contribution along with employee subscription, as per rule and submit copy of

challans at the time of claiming payment, as per clause 28, failing which an amount

equivalent to employer‟s contribution and employees subscription shall be deducted

from his each bill and deposited with the concerned authorities. The tenderer shall be

solely responsible for any consequences arising out of breach of any legislation.

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10. MAINTENANCE OF SYSTEM

The agency shall be fully responsible for maintenance of hardware, software, and

other items that are supplied by him.

11. INSURANCE

I. The agency at his cost shall arrange, secure and maintain all insurance as may be

pertinent to the works and obligatory in terms of law to protect its interest and

interest of the JVVNL against all perils detailed herein. The form and the limit of such

insurance as defined herein together with the under-writer in each case shall be

acceptable to the JVVNL. However, irrespective of such acceptance, the responsibility

to maintain adequate insurance coverage at all time during the period of contract

shall be of agency alone. The agency‟s failure in this regard shall not relieve him of

any of his contractual responsibilities and obligations. The insurance covers to be

taken by the agency shall be in a joint name of the JVVNL and the agency. The

agency shall, however, be authorized to deal directly with Insurance Company or

companies and shall be responsible in regard to maintain of all insurance covers.

Further the insurance should be in freely convertible currency.

II. The contractor shall take necessary insurance against loss, damage, theft, pilferage,

fire, accident and damages during transit and installation from stores to site for all

the materials/good either belonging to him or issued to him by the NIGAM for the

purpose of execution of work. The insurance shall also cover for loss, damage,

accidents occasioned by the contractor in the course of operation carried out by him

for the purpose of complying with his contractual obligations thereof. The insurance

shall cover the entire cost of materials.

III. The insurance as per this specification shall be in the joint names of the JVVNL and

the agency so that the JVVNL and the agency are covered for the entire period of

contract from the commencement of the contract and shall remain valid up to 30

days from the date of handing over all the works completed in all respects JVVNL.

IV. It will be the responsibility of the agency to lodge, pursue and settle all claims (for all

the equipment) with the insurance company in case of any damage, loss, or fire and

the JVVNL shall be kept informed about it. The losses, if any, will have to be borne

by the agency if the claims are not lodged and pursued properly in time or if the

insurance company does not settle the same.

V. The agency shall replace the lost/-damaged materials promptly irrespective of

settlement of the claims by the underwriters and ensure the work progresses as per

the agreed schedule(s).

VI. The agency shall also ensure the following: -

(a) Deductible franchise should be minimum as per insurance rules. In case of any

loss to the extent of deductible franchise, the same shall be borne by the agency.

(b) The insurance should be valid from the date of start of work and shall remain

valid up to 30 days from the date of maintenance and support for the entire

items as in the scope of work to the concerned superintending Engineer (O&M).

12. REMEDY ON AGENCYS FAILURE TO INSURANCE

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If the Agency shall fail to effect and keep in force insurance referred to in clause 11

hereof or any other insurance which he may be required to effect under the terms of

contract then the JVVNL may effect and keep in force any such insurance and pay

such premium(s) as may be necessary for that purpose and from time to time deduct

the amount so paid by the JVVNL as aforesaid from any money due or which may

become due to the Agency or recover the same as debt from the Agency.

13. CORRUPT PRACTICE, GIFTS AND COMMISSIONS ETC

Purchaser requires bidders to observe the highest standard of ethics during the

procurement and execution of such contracts.

a) The following definitions apply:

“Corrupt practice” means the offering, giving receiving, or soliciting, directly

or indirectly, of anything of value to influence the action of any party in the

procurement process or the execution of a contract;

“Fraudulent practice” means a misrepresentation or omission of facts in order

to influence a procurement process or the execution of a contract;

“collusive practices” means a scheme of arrangement between two or more

bidders, with or without the knowledge of the Purchaser, designed to

influence the action of any party in a procurement process or the execution

of a contract;

“coercive practices” means harming or threatening to harm, directly or

indirectly, persons, or their property to influence their participation in a

procurement process, or affect the execution of a contract;

Purchaser will reject a proposal for the award of Contract if it determines that the

bidder recommended for award has, directly or through an agent, engaged in

corrupt, fraudulent, collusive, or coercive practices in competing for the Contract.

Any communication between the bidder and the purchaser related to matters of

alleged fraud or corruption must be made in writing.

(b) By signing the contract, the bidder shall represent that it is either the owner of the

Intellectual Property Rights (IPR) in the hardware, software or materials offered, or

that it has proper authorization and/or license to offer them from the owner of such

rights. For the purpose of this clause, IPR has been defined in later in this document.

Willful misrepresentation of these facts shall be considered a fraudulent practice,

without prejudice to other remedies that the Purchaser may take.

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(c) Any graft, commission, gift or advantage given, promised or offered by or on behalf

of the contractor or his partner, agent, officers, director, employee or servant or

any one on his or their behalf in relation to the obtaining or to the execution of this

or any other contract with the owner, shall be, in addition to any criminal liability

which it may incur, subject of any loss or damage to the owner resulting from any

cancellation. The owner shall then be entitled to deduct the amount so payable

from any moneys otherwise due to the contractor under the contract.

14. MAINTENANCE OF FACILITIES AND PERSONNEL

FACILITY:

The Agency shall maintain all requisite facilities of its own as required to carry out

the work as per the specifications. The agency shall open main project office at

Jaipur, and residential offices at Ajmer & Jodhpur DISCOMs.

The agency shall also maintain communication equipments like telephone with fax

and mobile phone for interaction with JVVNL officers and others. Purchaser will

facilitate the Implementation Partner to obtain the necessary telephone connection at

Purchaser‟s premises.

JVVNL will not provide the space for the vendor to open office. Vendor has to open

the office on its own. However during working time JVVNL may provide space to

working personnel of the vendor on temporarily basis

NODAL OFFICER: To interact between the Discom and you, the following nodal

officer / Additional officer has been nominated

NODAL OFFICER ADDITIONAL NODAL

OFFICER

Superintending Engineer (IT&CRP) XEN(IT)

Similarly, the agency shall communicate the name of the authorized person who

would act as a Nodal Officer from its side.

15. NOTIFICATION

JVVNL shall inform all its officers the details of agency (the vendor) on its part to

take best use of the agency

16. CONTRACT AGREEMENT

The agency will have to enter into an agreement with JVVNL to be known as

“Contract Agreement” setting out all terms, and conditions including those

mentioned in this terms & conditions for the proposed work.

The agreement shall set out specific events of default that will entitle the innocent

party to terminate the agreement. The party committing an event of default, which is

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capable of being remedied, will be given a reasonable opportunity to remedy the

default.

The agreement can however be otherwise terminated by either party by giving six-

month notice and on terms to be mutually agreed which may include payment of

suitable compensation for losses suffered by the other party due to such termination.

These terms shall be included in the Contract Agreement.

Agency shall indemnify JVVNL against any claims, demands, costs and expenses

whatsoever which may be made against it, because of failure of the Agency or its

representatives in the performance of their duties and negligence, any accident or

injury to any person.

17. FALL BACK ARRANGMENT

In the event of failure of the agency to fulfill its obligations, duties and

responsibilities as per the agreement terms, JVVNL shall inter-alia have the right, at

any time to resort to fall back arrangement. Under this plan, JVVNL shall take charge

of all facilities and systems whether in operation or under execution after giving

suitable notice as provided in the agreement and can recover from the security

deposit the losses suffered due to such failure. If the security deposit is insufficient,

the Agency shall pay the difference to JVVNL failing which JVVNL shall have right to

recover the sum through legal or other means.

The JVVNL shall have the right in such circumstances to manage the system itself

after taking charge of the facilities as above or through any other agency as it may

deem fit and no claim of Agency for compensation in this respect shall be entered.

This provision shall be made in the agreement.

18. GOVERNING LAWS AND JURISDICTION

The Indian Law shall govern the agreement. Only appropriate courts in Jaipur shall

have exclusive Court Jurisdiction to deal with any matter arising out of or relating to

the agreement or otherwise.

19. JURISDICTION FOR LEGAL PROCEEDINGS

The contract shall be governed by the laws of India for the time being in force and be

subject to the court of competent jurisdiction at JAIPUR CITY (RAJASTHAN) INDIA.

All disputes, differences questions whatsoever arising between the JVVNL and the

agency upon or in relation to or in connection with the contracts shall be deemed to

have arisen at JAIPUR CITY only and no court other than court at Jaipur, Rajasthan

shall have jurisdiction to entertain or try the same.

20. SETTLEMENT OF DISPUTES

In any time any question, dispute or difference what so ever which may arise

between the JVVNL and the agency, the same shall be decided by the CMD, JVVNL,

Jaipur or by the settlement committee constituted by him and shall be final and

binding on both the parties.

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The JVVNL has constituted settlement committee to settle the disputed cases. For

the disputed amount up to Rs. 2.5 Lac the case may be referred to the CE level

settlement committee and if the disputed amount is more than Rs.2.5 Lac the case

shall be referred to the corporate level settlement committee. The non refundable

fees for referring the case to the settlement committee are as given below or

prescribed time to time:

i) Reference fee for CE level settlement committee - Rs.300/-

ii) Reference fee for corporate level settlement committee-Rs.3000/-

iii) Fee for review of cases by corporate level settlement committee- Rs 5000/-

The settlement committee fees as shown above or prevailing at that time shall

be deposited in cash with the AO (---).

21. CONDUCT OF AGENCY‟S STAFF

If any of the Agency‟s employees shall in the opinion of JVVNL is guilty of any

misconduct or incompetence or negligence, then if so directed by JVVNL, the Agency

shall at once remove such employee and replace him by a qualified and competent

substitute. It is being clarified that the vendor will have to deploy its manpower that

will posses highest degree of integrity and will at no time keep data / database /

corporate information under their possession. While attending to the departmental

complaints, the vendor‟s personnel will not access any data to the extent not

required for resolving end-user problems/queries.

22. LIEN

In case of any lien or claim pertaining to the work and responsibility of the agency

for which JVVNL might become liable, it shall have right to recover such claim

amount from the agency.

23. TENDER FORMS AND ACCEPTANCE OF TENDER

Each tenderer must prepare and submit his tender strictly according to the procedure

laid down in the instructions to tenderer annexed herewith. The tenderer may if he

deemed it essential submit in the envelope with his tender short and concise

memorandum or any letter accompanying the tender as to form part of the tender.

Any tenderer wishing to submit descriptive matter for consideration must enclose it

in a separate envelope marked and addressed in the same manner as the tender

with the addition of the word “descriptive matter”.

The purchaser is not bound to accept the lowest tender or any tender or assign any

reason for the rejection of a tender. The purchaser also reserves the right to either

call for fresh tenders or to accept either the whole or a part of tender or to place

orders for any increased or decreased quantity on the basis prices quoted.

24. FORCE MAJEURE CONDITIONS

If at any time during the currency of the contract the performance in whole or in part

be prevented or delayed by reason of any war hostility acts of public enemy, civil

commotion, sabotage, fire floods, explosion, epidemics, quarantine restrictions,

strikes, lockouts or acts of God (hereinafter referred to as Events) then provided

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Notice and adequate proof of the production/dispatch having suffered on account of

these events is given within 21 days from the date of occurrence thereof the

provision of penalty Clause of this specification shall not be invoked by the purchaser

provided further that the deliveries under the contract shall be resumed, as soon as

practicable after such event (s) has ceased to exist and the decision of the purchaser

as to whether the deliveries have been so resumed or not shall be final and

conclusive provided further that in case the strike/lockout prolongs beyond a period

of seven days, the supplier shall immediately inform about to the purchaser in which

case the purchaser reserves the right to procure the material equipment on order or

part thereof from any other source at the risk and cost of the supplier.

25. CONTRACTOR‟S DEFAULT

I. If the contractor shall neglect to execute the works with the diligence and expedition

or shall refuse or neglect to comply with any reasonable orders given to him, in

writing by the nodal officer/ representative of Discom in connection with the works or

shall contravenes the provisions of the contract, the owner may give notice in writing

to the contractor make good the failure, neglect or contravention complained of.

Should the contractor fail to comply with the notice within thirty (30) days from the

date of service thereof, then and in such case the owner shall be at liberty to employ

other workmen and forthwith execute such part of the works as the contractor may

have neglected to do or if the owner shall think fit, it shall be lawful for him without

prejudice to any other right he may have under the contract, to take the works

wholly or in part out of the contractor's hands and re - contract with any other

person or persons complete the works or any part thereof and in that event the

owner shall have free use of all contractor's equipment that may have been at the

time on the site in connection with the works without being responsible to the

contractor over the same, and the owner shall be entitled to retain and apply any

balance which may be necessary, the payment of the cost of executing the said part

of the works or of completing the works as the case may be. If the cost of

completing the works or executing a part thereof as aforesaid shall exceed the

balance due to the contractor, the contractor shall pay such excess. Such payment of

excess amount shall be independent of the liquidated damages for delay, which the

contractor shall have to pay if the completion of works is delayed.

II. In addition, such action by the owner as aforesaid shall not relieve the contractor of

his liability to pay liquidated damages for delay in completion of works .The

termination of the contract under this clause shall not entitle the contractor to

reduce the value of the performance bank guarantee nor the time thereof.

The performance guarantee shall be valid for the full value and for the full period of

the contract including guarantee period.

26. COMPLETENESS OF CONTRACT

The equipment shall be complete in every respect with all mountings, fittings,

fixtures and standard accessories normally supplied with such equipment even

though not specifically detailed in the specification unless included in the list of

excluded items. The contractor shall not be eligible for any extra payment in respect

of such mounting, fittings, fixtures and standard accessories etc. Which are needed

for the safe operation of the equipment as required by applicable codes only as per

contract, through and they may not have been included specifically in the contract.

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27. INSPECTIONS AND TESTING

I. The hardware delivered by the bidder shall undergo pre-installation inspection by JVVNL.

II. The purchaser reserves to him the right of having any inspection of special test of a

reasonable nature in addition to those prescribed in applicable standards and the enclosed technical specification.

III. The purchaser reserves the right to reject all or any part of the equipments supplied,

due to any defect or deviations from the standard specifications prescribed as

observed during the Inspection. In case of any dispute/difference in this regard the

decision of the Chief Engineer shall be final and binding.

28. VAT / Service Tax

The payment of State VAT / Service tax / Central Sales Tax shall be made only on

furnishing the following certificate, which may be affixed on the bills preferred, or the

material Supplied.

VAT / SERVICE TAX CERTIFICATE

i) Certified that the goods on which VAT / Service tax / Central Sales Tax has been

charged have not been exempted under the Central Sales Tax Act / State VAT Act /

Central Excise Tax act and that the charges on account of VAT on these goods are

correct under the provisions of the relevant act or the rules made there under and

that in case of supplies against regular contract, the relevant contractor also includes

a specific provisions that the VAT is payable by the J.V.V.N.L.

ii) Certified further that we------------------are registered as dealers in the state of------

--under registration No.----------------------for the purpose of Central/State VAT/

Central Excise Tax.

iii) Certificate for VAT as per Rajasthan VAT / Service Tax Act and (c) form(s) as per

Central Sales-Tax Act will be issued by the Account Officer (Proc.1), JVVNL, Jaipur to

the supplier on his request on completion of the entire supplies under order and on

furnishing the copies of the relevant invoices together with the above declaration

certificate.

iv) In no circumstances certificate for VAT and “C” form shall be issued along with letter

of acceptance/purchase order and shall not be demanded by the supplier through

bank on presentation of the dispatch documents.

v) In case the VAT assessment of the supplier(s) become due become completing the

entire supplies against the order, certificate for VAT and C Form(s) for the supplies

made shall be issued on specific request of the supplier made at least 10 days before

the due date of VAT assessment on fulfilling the requirement of sub Clause(s).

29. MODE OF PAYMENT

The invoices shall be correctly prepared in quadruplicate in the name of consignee(s)/ designated officer and shall be submitted as under:

I. The A.O. after receiving the verified bills from the officer designated, will arrange the

payment accordingly.

II. Following documents shall be submitted along with the invoice

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a. A certificate/undertaking to the effect that proof of excise duty/ Service

charges at actual as has been claimed and other relevant documents for

reimbursement of charges paid by the supplier on behalf of the purchase, have been enclosed with the original invoice.

b. Manufacturer‟s /Contractor guarantee certificate for quality and genuine

certificate (one time only).

c. Acceptance letter of contract agreement, BGs and clearance from SE (IT&CRP) about commencement of payment (one time only).

All the payments shall be released by Sr. A.O. CPC, Jaipur Discom, Jaipur.

30. TERMS OF PAYMENT

A) SUPPLY AND INSTALLATION OF HARDWARE

(i) 90% of the payment of total value of hardware including taxes and

duties within 30 days from the date of receipt of invoices in concerning

accounts section after successful delivery and installation of the

hardware.

(ii) 10% of the payment of total value of hardware including taxes and

duties will be released after one year of completion of project and

acceptance by JVVNL.

B) DESIGN, SUPPLY AND INSTALLATION OF APPLICATION SOFTWARE

(i) 70% payment of total value of application Software including taxes and


accounts section after completion of pilot phase.

(ii) 25% payment of total value of application Software including taxes and


accounts section after Go-Live date.

(iii) 5% payment of total value of application software including taxes and

duties will be released after one year of completion of project and

acceptance by JVVNL

C) SUPPLY AND INSTALLATION RDBMS SOFTWARE, OS and Adobe PDF

writer

(i) 70% of the payment of total value of RDBMS including taxes and duties

within 30 days from the date of receipt of invoices in concerning

accounts section after successful delivery and installation of the RDBMS.

(ii) 25% of the payment of total value of RDBMS including taxes and duties


accounts section after completion of pilot phase.

(iii) 5% payment of total value of RDBMS including taxies and duties will be

released after one year of completion of project and acceptance by

JVVNL

D) For Software support part (Post Go-Live support)

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(i) The payment shall be made on monthly basis.

(ii) The vendor shall furnish the monthly bills, to designated officer for this

purpose, 100% payment shall be made within 30 days from the date of receipt of invoices in concerning accounts section after.

E) Installation, Testing, Integration and Commissioning Cost

(i) 90% of the payment of total value of installation, testing, integration

and commissioning cost including taxes and duties within 30 days from

the date of receipt of invoices in concerning accounts section after

successful implementation and integration with existing systems at

JVVNL and acceptance thereof.

(ii) 10% of the payment of total value of installation, testing, integration

and commissioning cost including taxes and duties will be released after

one year of completion of project and acceptance by JVVNL

F) Training Cost

(i) 90% of the payment of total value of training including taxes and duties


accounts section after successful training as per specification.

(ii) 10% of the payment of total value of training including taxes and duties

will be released after one year of completion of project and acceptance

by JVVNL

G) For Data Digitization Part

100% payment after completion of corrections as pointed out by JVVNL.

31. SUSPENSIONS OF WORKS

The purchaser shall not be liable to pay the contractor any compensation whatsoever

arising from suspension or for idle labour.

32. DEATH, BANKRUPTCY, ETC.

If the contractor shall die or dissolve or commit any act or bankruptcy or being a

corporation commence to be wound up except for reconstruction purpose or carry on

hits, business under a receiver, the executors successors, or other representatives in

law of the state of the contractor or any such receiver,. Liquidator, or any persons to

whom to the contract may become vested shall Forth with given notice thereof in

writing to the purchaser and shall for one (1) month during which he shall take all

reasonable steps to prevent stoppage of the work have the option of carrying out the

contractor subject to his or their providing such guarantee as may be required by the

purchaser but not exceeding the value of the work for the time being remaining

relieve unexecuted provided however that nothing above said shall be deemed to

relieve the contractor or his successors of his or other their obligations under the

contract under any circumstances. In the event of stoppage of the work the period of

the option under this clause shall be seven (7) days only. Provided that, should the

above option be not exercised, the contract may by terminated by the purchaser by

notice in writing to the contractor and the same power and provisions reserved to

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the purchaser in clause 1.4 in the event of taking the work out of the contractor‟s

hand‟s shall immediately become operative.

Change of name of the tenderer/supplier at any stage after tendering, the purchaser

shall deal with the contractor only in the name and at the address under which he

has submitted the tender. All the liabilities/responsibilities for due execution of the

contract and if in circumstances he shall be relieved of any obligation under the

contract. The purchaser may, however at his description deal with Agents /

Representatives / Distributors / Manufacturers / Associates Principals / Sister

Concerns and such dealing shall not absolve the supplier(s) from his

responsibilities/obligations/liabilities so the purchaser under the contract. Any

change/alteration of name/constitution/organization of the supplier shall be duly

notified to the purchaser, and the purchaser reserves the right to determine, the

contract, in case of any such notification in the event of such determination the

purchaser may effect the purchase of the material not supplied from elsewhere at

the risk and cost of the tenderer/supplier

33. WARANTEE

The entire system should be warranted for satisfactory operation and good

workmanship for a period of 5 (Five) years from the date of go-live. Successful

tenderer shall furnish documents related to the license certificates of the standard

software an undertaking for the above.

The warrantee, FMS, AMC will start from the date of “Go-Live” and run

simultaneously till end of the 5th year from the date of “Go-Live”.

34. FAILURE TO EXECUTE THE CONTRACT

Contractor failing to execute the order placed on them to the satisfaction of the

Nigam under terms and conditions set forth therein, will be liable to make good the

loss sustained by the Nigam, consequent to the placing of fresh orders elsewhere at

higher rate, i.e. the difference between the price accepted in the contract already

entered into and the price at which fresh orders have been placed. This is without

prejudice to the imposition of Liquidated Damages and forfeiture of security deposit.

35. NON- ASSIGNMENT

The supplier shall not assign or transfer the contract or any part thereof to any

agency/ personal during the currency period.

36. EFFECTING RECOVERIES

Any loss, arising due to non-fulfillment of this contract or any other contract, will be

recovered from the Security & Performance Deposit/ Guarantees held and or any

other amount due to the supplier from the Nigam from this Contract as well as from

other contracts.

37. RESPONSIBILITY

The tenderer is responsible for safe delivery of the materials at the destination

stores. The tenderer should include and provide for packing and secured protection

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of the materials so as to avoid damages or loss in transit before installation or during

this contract period if required at any time at the contractors cost.

38. ACCEPTANCE OF CONTRACT

The successful bidder will be forwarded three sets of work order, two of which will be

signed (each page) by him/his authorized representative in token of his accepting

the contract and returned to the authority placing the order within 15 days of its

issue, failing which, his EMD is liable to be forfeited.

39. LIQUIDATED DAMAGES AND PENALTY

The following penalties shall be applicable

i. Delay in supply, installation and Training: 0.5% of item (unit) cost per month

and part thereof. Total penalty will not exceed 10% of the unit item cost. The

date of scheduled commencement specified in the work order shall be

reckoned for the purpose of cancellation of penalty.

ii. During the post installation support period, if the delivery / outcome is not as

per the requirements as mentioned in detailed scope of work, then Rs 500/-

per day will be levied. In case of fault not being rectified for 72 hours then the

vendor shall arrange to supply an alternate system at the site. The vendor will

do necessary software installations (that have been installed on the machine)

and data transfer so that the work is not affected due to the failure of

machine.

iii. Data Digitization: if the accuracy of data digitization is less than 99% even

after the 2nd corrections made by the vendor, then 10% penalty will be

imposed on the cost of Data digitization only.

40. REPLACEMENT OF DEFECTIVE/DAMAGED MATERIALS:

Not withstanding anything contained in the above liquidated damages clause when

the whole or part of the supplied by the supplier are found to be defective/damaged

or are not in conformity with the specification or sample, such defects or damages in

the materials / equipments installed shall be rectified within 72 hours from the date

of intimation/ information from the system of defect/damage either at the point of

destination or at the supplier‟s works, at the cost of supplier, against proper security

and acknowledgement. If the defects or damages are not rectified or replaced within

this period, the vendor shall pay a sum towards liquidated damages as per liquidated

damages clause given above, for the delay in rectification/replacement of the defects

or damages. Though all substations are manned by Nigam employees/staff, the

substation attendant of the utility shall ensure the proper upkeep of the system at

field; however, contractor shall monitor the same for operational defects.

41. COMPLETENESS OF PROPOSAL

The tender should be complete with all details of illustrative and descriptive literature

and drawings. The tenderer shall furnish the complete technical details of the

equipment. Information regarding the country of manufacture or origin of materials

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used in the manufacture of the articles should be furnished. The proposal should

include all minor accessories even though not specifically mentioned in this

specification but which are essential for the complete functioning of the entire work

as specified in the scope of the work. The tenderer shall not be eligible for any extra

charges in respect of such minor accessories though not included in the tender and

shall be handed over to JVVNL on the expiry/ termination of the contract.

42. CLIMATIC CONDITIONS

The system are for use in Jaipur Discom and should be satisfactory for operation

under tropical conditions in the area of Jaipur Discom and shall be able to maintain

the desired output and withstand a wide range of temperature & climatic experience

in Jaipur city.

a) The ambient temperature will be within the range of + 0 Degree Centigrade to

+ 55 Degree Centigrade.

b) The altitude will be less than 500 meters.

c) The maximum & minimum atmospheric humidity will be in the range of 95% &

10 % respectively.

d) Average Number of thunderstorm days per annum is 65.

e) Average Number of dust storm days per annum is 15.

f) Average Number of rainy days per annum is 65.

g) Average annual rainfall is 100 cm

h) The climatic conditions are prone to wide variation in ambient condition and

equipments offered under this specification shall be suitable for installation at

any of the location in Jaipur.

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SECTION-III PART-I: General Information of Rajasthan Electricity

Distribution Companies


IT &CRP CIRCLE

1. Introduction : General information of Rajasthan Electricity Distribution

Companies

The legislative Assembly of Rajasthan approved the Rajasthan Power Sector Reforms

Bill (Reform Bill) on September 25, 1999. The reform bill received the Presidential

Assent on December 28, 1999 and became effective from June 1, 2000. As the first

initiative in implementing the reforms program, GoR established Rajasthan Electricity

Regulatory Commission (RERC) in January 2000. The vertically integrated monopoly

power utility RSEB was unbundled into new entities on 20th July 2000, based on

functional specialization, namely:

Rajasthan Rajya Vidyut Utpadan Nigam Limited(RVUN), to operate and

maintain the existing state owned power stations

Rajasthan Rajya Vidyut Prasaran Nigam Limited (RVPN), to undertake the

function of transmission and bulk supply of electricity in Rajasthan and also

own the rights in shared inter-state partnership projects

The distribution function was separated from RSEB and vested into three

Distribution Companies, registered under the Companies Act namely, Jaipur

Vidyut Vitran Nigam Limited (JVVNL), Ajmer Vidyut Vitran Nigam Limited

(AVVNL) and Jodhpur Vidyut Vitran Nigam Limited (JdVVNL).

Brief details of the organizational structure of JVVNL are as under:

Circles: 8

Alwar

Bharatpur

Dausa

Jaipur City

Jaipur District

Jhalawar

Kota Sawai Madhopur

Divisions: 37

Subdivisions: 153

Brief details of the organizational structure of AVVNL are as under:

Circles: 9

Ajmer

Nagaur

Bhilwara

Jhunjhunu

Sikar

Udaipur

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Chittorgarh

Rajasamand

Banswara

Divisions: 35

Subdivisions: 157

Brief details of the organizational structure of JdVVNL are as under:

Circles: 9

Jodhpur City

Jodhpur DC

Pali

Barmer

Jalore

Bikaner

Hanumangarh

Sri Ganganagar

Churu

Divisions: 33

Subdivisions: 129

After adoption of Electricity Supply Act, 2003 by Rajasthan Power Sector companies‟

w.e.f. 01.04.2004, the power purchase activity was transferred to respective

distribution companies (JVVNL, JdVVNL & AVVNL) for which a common cell of

Discoms namely Rajasthan Power Procurement Cell (RPPC) was created which has

recently been renamed as Rajasthan Discoms Power Procurement Cell (RDPPC). All

Functions related to power purchase is being performed by RDPPC independently on

behalf of Discoms in consultation with their CMD/MD‟s.

JVVNL is having the below Directional Offices, similar offices exist in AVVNL and

JdVVNL:-

a. Secretary (Admn.)

b. Zonal Chief Engineer (J/Z), Jaipur

c. Zonal Chief Engineer (K/Z), Kota

d. Chief Engineer (Commercial)

e. Chief Engineer (RE&P), Jaipur

f. Chief Engineer (MM)

g. Dy. Chief Engineer (Civil)

h. Chief Accounts Officer (FM-W&M)

i. Chief Accounts Officer (ATR)

j. Additional Superintendent of Police (Vig.)

k. Superintending Engineer (I&S)

l. Superintending Engineer ( Plan)

m. Superintending Engineer (RE)

n. Superintending Engineer (TW)

o. Superintending Engineer (IT&CRP)

p. Superintending Engineer (M&P), Jaipur

q. Superintending Engineer (M&P), Kota

2. Description of IT systems, which is being implemented under R-APDRP

project

Following Main Processes are carried out at Discoms of Rajasthan i.e.:

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I. Meter Data Acquisition

II. Meter Data Management

III. Energy Audits

IV. New Connections for new customers

V. Disconnection & Dismantling

VI. GIS based customer indexing & Asset mapping

VII. GIS based Integrated Network analysis

VIII. Central Customer Care for tracking end to end cycle of Customer Issue

booking to Issue resolution and reporting based on same

IX. MIS with DMS / DW / BIW

X. Web Self Service

XI. Commercial Data Base of Customers

XII. Metering & Billing

XIII. Collection

XIV. Asset Management

XV. Maintenance Management

XVI. Integration between core applications

Brief about Processes are:

I. Meter Data Acquisition and Meter Data Management:

Meter Data Acquisition is to collect meter data of DT and consumer meters at

desired frequencies remotely and make available for DISCOM operations.

As a part of RAPDRP, the expectations from Meter Data acquisition is to acquire

meter data from System and Select consumer meters automatically from remote

avoiding any human intervention, Monitor important distribution parameters, use

meter data for accurate billing purposes and generate exceptions and MIS reports

for proper planning, monitoring, decision support and taking corrective actions on

the business activities by the management.

II. Energy Audits:

Energy Audit activity is to Monitor important distribution parameters, and

capture hierarchical view of energy accounting, Network assets of power

distribution utilities, intelligent analysis tools for plugging loop holes and

identifying revenue leakage, adding into perform network planning and

management activities, calculate / identify technical and commercial losses at

any point in the network.

As a part of RAPDRP, the Energy Audit module should simplify energy audits and

analysis for a distribution system starting from 11KV network to the end

consumers & reports total loss, technical loss, AT&C loss and their sources and

system operating conditions and reliability conditions. It should allow the user to

reduce human interventions and help performing various activities for minimizing

errors and generating accurate reports for energy audit and system parameter

reliability.

III. New Connections for new customers:

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This activity serves the prospective consumers to avail the electricity supply from

the Nigam. Applicants register their requests in concerned Sub-Division for New

Connection at their premises.

As a part of RAPDRP, the proposed system should aim at enhancing the

customer‟s convenience, when an application for new connection is received. It

should enable the customer to collect, submit applications, and deposit the

demand amount at Consumer Section. The system should enable updating

customer data to be captured in the GIS based customer indexing database in a

reliable way. The system should ensure validates and checks whether the

integrity of this data is maintained. Revenue Section should release the New

Connection after completing all required activities, and send the consumer data

for billing. This module should also check the customer record with existing

consumer records (i.e. Defaulters and disconnected consumers)

IV. Disconnection and Dismantling:

This activity aims at improving recovery through a disciplined disconnection and

dismantling mechanism that serves as a deterrent for defaulters.

The defaulter consumer‟s list; i.e. the consumers who do not make their bill

payment by the due date or the date on which list is generated, whichever is

later is generated. Disconnection notices/ list is also generated as per utility

defined criteria, and disconnection notices are sent to consumer via email.

Disconnection requests are also registered by consumer. Finally the consumer

status is updated, which may affect the consumer‟s next billing.

As a part of RAPDRP, the Disconnection and Dismantling module should have

integration with following applications:

1. Dismantling Module provides the dismantling information for New

Connection Module

2. Asset Management for receiving the items/meter.

3. Billing Application to generate the final bill.

4. GIS Application for updating dismantling information in GIS Database.

V. GIS based customer indexing and Mapping

The GIS solution consists of data collection, conversion, standardization and

building an enterprise geo-database based on Electric Utility Object Model. The

solution also provides a GIS based application to DISCOM users to view, manage

and use the created geo-database for DISCOM‟s business related operations.

As a part of RAPDRP activity, the GIS system will enable users to access

interactive maps, perform network analysis and various Electric Utility analysis.

The enterprise geo-database model will be built considering the business rules

followed by APDRP and establishing their field connectivity relationship

incorporated in the business model.

VI. GIS based Integrated Network Analysis:

As a part of RAPDRP, the intended users of the system will be engineers and

officers of each subdivision. The application will be used for different type of jobs

comes to a DISCOM or their day to day GIS operations.

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VII. Central Customer Care

Customer Care Center is an application that facilitates the centralized approach of

organizing and viewing complaints and grievances. It acts like central repository

with the facility to integrate the Call Center‟s for all sub-divisions.

As a part of the RAPDRP, complaints can be lodged for the consumer belonging to

any sub-division and at the same time the details should be viewed for the

complaints belonging to any sub-division (the same case with grievances). The

user should be able search any consumer and trace any request belonging to any

sub-division. This center will enable the user to register no-current complaint for

both consumers and non-consumers. It will enable the user to provide the

feedback for already lodged Technical Complaints (no- current complaints). User

should be able to view the current status of complaints, searched on the criteria

of sub-division and date. The user should also register grievances (Meter Related,

Billing Related or General Problems) for the consumer belonging to any sub-

division, which are further processed in CRM application. User should be able to

view the current status of grievances, searched on the criteria of sub-division and

date. In this application various complaints are highlighted for the ease of

distinguishing complaints on the basis of – lodged by consumer, non consumer

etc.

VIII. Metering

An Effective meter reading enhances the effectiveness of the measurement

process. This includes accurate metering for all customers and tapping revenue

loss through the identification and handing of exceptions

As a part of RAPDRP, the Metering process is the important module which works

like a bridge between customer related modules and billing module. The

proposed solution will resolve the specified requirements by providing the User

interfaces and services which performs the tasks related to the metering

activities.

The requirements related to metering will be available in the CRM application‟s

Revenue Module. The User and Role management of the CRM application will

provide the access rights to the Ledger Keeper and ARO to perform the metering

related activities. The module will have the integration with the SBM and Billing

application. The Meter Data Management also covers some of the major activities

specified under the Metering Module.

IX. Billing

A comprehensive billing system ensures that the utility efficiently bills their

customers for the services rendered. It should support the continuous billing to

reduce the outstanding. Ensure the timely and accurate billing.

The Billing activities like Periodic Billing of LT consumer, Periodic Billing of HT

consumer, Final Bill and On-Demand bill etc. are initiated by the Subdivision

Level users through the integrated CRM application modules.

The system supports the complaints handling functionally by providing short

turnaround times for billing related customer queries.

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As a part of RAPDRP, the Billing related processes should be handled by the

Billing Application. The Billing application should have the features of configuring

the Billing related data configuration which is treated as the most critical and

sensitive activity. The Billing application should have the User Interfaces for

Billing Configuration which works according to the User and Role Management.

The Billing Application should have the feature of generating and printing the Bills

in the bulk quantity by managing the batch processing. The Billing Application

should have components which work in background for performing batch

processes. The Billing Application is the centralized solution which is controlled for

all Discoms by the central admin team.

X. Collection

Right now the different payment and information channels to customers and own

staff to improve customer convenience for payments and enable collections for

the energy billed and shorter metering-bill billing-collections (MBC) trade cycle

Centralized and decentralized collection of energy bill payment is also done along

with collection of demand, vigilance penalty, and misc. amount. Pay-In Slip for

remittance into bank, the process for dishonoring cheque, and reporting for

energy bill collection is also prevalent.

As a part of RAPDRP, payment should be logged with user name. It should

generate receipt for each and every process. Provide the facility for System

should facilitate doing all transactions for higher officials. It should offer book

facility for all collection transactions, and particulars for energy bill collection.

This module must have integration with following modules:

1. Asset Management for controlling all JE expenses

2. Billing module to receive billing data for collection

3. Third Party integration for energy bill collection purpose

4. Online collection of energy bill

XI. Asset Management

Asset Management system will help Discoms to manage its assets which is

required for stabilization of the network systems

As a part of RAPDRP, Integration with GIS – system should be able to work along

with the GIS system to plot exact location of each asset. It should be possible to

do Electronic certification of physical inventory – enable certifying the assets and

inventory to create a consolidated database. Creation of asset master records –

option to map SR/SI after selecting the source as Procurement and Assets can be

created from the Items mentioned in the Stores document. It should be possible

to do Recording condition analysis– Condition based assessment of asset

performance, Instant asset audit – system should be able to provide data for

instant audit of asset at any level

XII. Maintenance Management

Following activities are done planning and co-ordination of various maintenance

activities, breakdown maintenance jobs, maintenance history, review and control

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maintenance costs and provide a feedback to management for timely decision

making.

As a part of RAPDRP the Using Maintenance Management module Discoms should

be able to carry out various routines &/or special maintenance tasks:

Maintenance plans – system should be able to create and manage various

categories of maintenance plans

Work Order – system should be able to manage the entire work order cycle

Integration with MDAS – system should be able to trigger maintenance plans

based on data received from MDAS

Analysis – system should be able to monitor and provide statistical information of

maintenance task carried out.

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SECTION-III-PART-II: Pre Qualification Requirements


IT & CRP CIRCLE

1. The bidder must possess the following requirements:

(A) Pre Qualification Criteria for offered ERP Package

1. In this tender, sole bidders with authorization from OEMs as per tender conditions or Consortiums of not more than two constituent members are permitted to participate.

2. The following prequalification conditions are mandatory requirements, required to be

fulfilled by the Sole bidder / Lead member of the consortium or by specific product

OEM as indicated below. Bidder may please note that normally no second

opportunity will be given to them for either submission of any clarification, additional

information or support document in support of prequalification after opening of

tender. However, JVVNL may ask to provide any supplementary information limited

to historical data/credentials. Any bid not found to be in conformance with any of the

pre-qualifying conditions will be summarily rejected and not considered for further

evaluation.

Sr.

No.

Pre-Qualification criteria Qualification

Criteria

Supporting

documents to

be submitted

1. ERP OEM must have

presence in India.

Minimum 7

years

Copy of relevant

certificates from

ROC/copy of oldest

P.O. received from

any organization

establishing the

presence of ERP OEM

2. Annual Turnover of the ERP

Product OEM in World for

last three completed years

with a consistent growth

path.

Not below USD

5 Billion per

annum in World

Copy of audited

financial results for

the last 3 years. It is

clarified that global

turn-over/global

Annual report of ERP

OEM shall be

considered.

3. No. of successful

implementations/implement

ation in progress in Power

Minimum 3 live

implementations

/implementation

Copy of Purchase

Order / Contract

agreement entered

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Sr.

No.


Criteria

Supporting

documents to

be submitted

Generation, Transmission &

Distribution utility industry

in progress

where Finance,

Material

Management,

HR, Projects and

Payroll is

implemented/bei

ng

implemented.

with the customer /

Customer‟s Name and

Details with an

authorization from

the OEM‟s authorized

legal signatory.

4. The ERP Product must have

the vertical and horizontal

scalability to take care of

the increase in no. of users,

increase in geographical

locations, must have

inherent integration and

functionalities which should

be present between all core

modules required in this

RFP, must comply to all the

statutory rules and legalities

of Indian geography , must

be capable of supporting bi-

directional interfaces with

the custom built legacy

applications (given in this

RFP ) with minimal of

development effort with the

use of standard objects.

The architecture

must support

the architecture

required for SOA

, must be

database

independent,

must have been

implemented in

a utility

distribution

company with

consumer base

> 5 lacs,

capability to

support growth

in geographical

locations

running on the

same instance

Certificate from OEM

Product Vendor with

respect to following:

I. Should

support any

database like

Oracle / DB2 /

MS-SQL. But

should have

capability to

integrate any

standard

database.

II. It supports

SOA

architecture

III. Max. No. of

user base with

which any

implementatio

n has been

done in a

utility

company

IV. Max. No. of

geographical

locations

running on a

single instance

V. Certificate

indicating that

it supports all

the prevailing

statutory

rules, tax laws

and legalities

of Indian

government

and a

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Sr.

No.


Criteria

Supporting

documents to

be submitted

capability to

take care of

the same w.r.t

the frequent

changes

occurring from

time to time.

5. No. of customers in India in

Govt. and PSU.

(OPTIONAL REQUIREMENT)

Not below 10

live

implementations

in India in Govt.

/ PSU with a

user base of

more than 1,000

in India where

Finance,

Material

Management /

Maintenance

Management,

Procurement,

Project

Management,

HR & Payroll

should have

been / being

implemented.

Copy of Purchase

Order / Contract

agreement entered

with the customer /

Customer‟s Name and

Details with an

authorization from

the OEM‟s authorized

legal signatory.

(B) Pre Qualification criteria for Implementation Partner (To be met by Sole

Bidder or Lead Bidder in case of Consortium)

Sr.

No.

Pre-Qualification Criteria Qualification

Criteria

List of Supporting

Documents

Submitted

1 Annual Revenue of the bidder

for each of the last t completed

years as on 31-Mar-2010 with a

consistent growth path

Minimum Rs 2000

Crores for each of

the year

Annual report / Turn

over certificate from

CA

2 Bidder‟s experience in the field

of IT and System Integration

Minimum 5 years Copy of any order

which is more than 5

years old

3 System Integration Projects

implemented/being

implemented, by Bidder in last 5

Minimum 3 Such

Projects each of

order value of Rs 10

Copy of work order

and completion

certificate. In case of

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Sr.

No.


Criteria

List of Supporting

Documents

Submitted

Years covering Hardware,

Software, Databases, etc.

Crores or above project under

implementation,

project status report

from the purchaser.

4 IT Project executed/being

executed, in last 5 years in

power sector in generation or

distribution or transmission.

Minimum 1 such

project of order

value of Rs 20

Crores at least

Copy of work order

and completion


project under

implementation,


from the purchaser.

5

Bidder must have successfully

implemented / being

implemented, Standard ERP

Project covering at least 4

modules out of HR, Finance,

accounts, Project management,

CRM , Material management,

Maintenance Management etc

as a large project in last 5 years

involving software applications,

hardware, etc. Pure

Infrastructure projects would

not be considered here.

Minimum 1 such

project of order

value of Rs 15 Crore

at least.

Copy of work order

and completion


project under

implementation,


from the purchaser.

6 Bidder‟s manpower skills in the

ERP / software being offered

here

Minimum 500

employees

Certificate from

company HR head or

company secretary

7 Bidder must be an authorized

system integrator for sale,

support and services of the ERP


OEM Authorization Certificate from OEM

in favor of bidder

where bidder has

been authorized to

resell the licenses

8 SEI-CMMi Certification Level 3 Copy of the valid

Certificate

10 Bidder must provide a Solvency

Certificate from a Scheduled

bank along with this bid

document.

Rs 100 Crores Solvency certificate

from the bank

11 The bidder and each of the

consortium members should not

have been Black listed by any

State or Central Government in

India as on date of the bid. An

undertaking must be submitted

duly attested by the notary, by

Declaration by sole

bidder / all members

of consortium

Certificate by the

company secretary

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Sr.

No.


Criteria

List of Supporting

Documents

Submitted

the bidder / each member of the

consortium. In case of false

declaration, bidder will be

disqualified from the tender

process and black-listed by

Rajasthan DISCOMs from

participating in any tenders in

future.

12 In case of a consortium, a

Consortium Agreement must be

submitted, duly signed by the

consortium members. The

Consortium Agreement must

clearly specify the stake of each

member and outline their roles

and responsibilities.

Consortium

Agreement with not

more than 2

members

Consortium

agreement

2. In case of non-furnishing of requisite undertaking along with the bid, the bid will be

considered as non responsive proposal.

3. JVVNL reserves the right to waive deviations, if they do not materially affect the

capability of an applicant.

4. If the bidder forms a Joint Venture / Consortium, the qualification requirement

mentioned specifically for lead member should be met by the lead member entirely and

these shall not be collectively evaluated for ascertaining the qualification requirement.

Original consortium agreement on Non – Judicial stamp paper of Rs. 100/- stamp value must be submitted along with the proposal.

The JV agreement / consortium agreement must have the following:

(a) Names of all partners

(b) Name of the lead member

(c) Authorization in favour of the lead member from all the members. (A separate

power of attorney signed by legally authorized signatories of all the partners is required)

(d) The lead member is authorized to incur liabilities and receive instructions for

and on behalf of any and all partner of the Joint Venture / Consortium and the

entire execution of the contract including payment shall be done exclusively with the lead member

(e) All partners of the Joint Venture / Consortium shall be liable jointly and

severally for the execution of the contract in accordance with the contract terms

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(f) In the event of any default by any partner / partners of Joint Venture /

Consortium, the other partner / partners shall accept the liability and execute the contract in full.

(g) The agreement must provide details of roles and responsibilities of each

member of the consortium. Overall responsibility in respect of execution of

tendered work is with the lead member.

(h) The Joint Venture / Consortium agreement shall not be cancelled or amended

unilaterally without consent of the purchaser after opening of the bid and a statement to this effect should appear in the JV agreement.

(i) A firm can submit only one bid in the same bidding process, either individually

as a bidder or as a partner of a Joint Venture / Consortium. A bidder who

submits or participates in more than one bid will cause all the bids in which the bidder has participated to be disqualified.

(j) Bids from agents are not acceptable in the case of Joint Venture / Consortium, and such bids will be treated as non-responsive.

(k) The change in consortium /JV after opening / submission of tender shall not be

entertained, in the event the consortium / JV is altered then such proposals

shall be treated as rejected.

NOTE:

I. In case of non-furnishing of original consortium/ JV agreement along with the

bid the bid will be considered as bid without consortium and evaluation shall be

made on the basis of credentials of lead member only.

II. The JV/ consortium agreement should be tender specific i.e. signed specifically for this tender.

III. General MOU/ MOA already existing or signed before March-2010 will not be considered.

IV. The JV and Consortium shall be considered at par.

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SECTION-III-PART-III: SCOPE OF WORK


IT & CRP CIRCLE

1. Introduction

The proposed ERP application is envisaged to be accessible to JVVNL, JdVVNL, AVVNL

HO and remote utility offices in all circles, divisions and subdivisions and all customer

care centers.

Centralized data centre will be connected to above locations through 2 Mbps MPLS

VPN connectivity; similarly the connectivity between DC - DR is through 5 Mbps

MPLS VPN .All connectivity will be provided by respective Discoms under RAPDRP.

2. Functional Scope

The functional modules envisaged to be covered in the ERP Application are:


b. Cost Accounting and Management Controlling

c. Finance and Contract Accounting

d. Human Capital Management

e. India Payroll

f. Projects Control or Project Systems

g. Procurement related to Project Control or Projects Systems

h. Integration of Financial Accounting and Finance and Contract Accounting with

Customized Billing Applications

i. Integration of Asset Accounting with Customized Asset Management application

j. Integration of Financial Accounting and Controlling with Customized Maintenance

Management applications

k. Integration of Inventory Control application with Customized Maintenance

Management Project Control/ Project Systems, Controlling and Financial

Accounting

l. Integration of Customized Asset Management application with Project Control/

Project Systems Module

m. Integration of Human Resources and India Payroll with Customized Procurement

application

n. Integration between all modules of ERP and integration / interface with any

customized utility application which demands any slightest need of any uni/ bi-

directional entry in/ to ERP application o. Material Management comprising purchase system, purchase order management

and stock and inventory management

p.

3. Business Volumes and Performance Requirements

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

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o 90% of online update transactions of 2 seconds to commit transactions

with sub second screen response times.

o 90% of online simple query of 3 seconds.

o 90% of online complex query 4 to 8 seconds.

o 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

o 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 currently is between 10am to 12pm and 1pm to 3pm, mostly with on-

line transactions and around 50 (to be modified as per requirement)

concurrent users across the entire organization.

Transactions Volume

Billing – LT (AVVNL, Ajmer) 20 Lakhs SQL/ Foxpro flat files per

month approx

Billing – HT (AVVNL, Ajmer) 5000 paper forms per month approx.

Billing – LT (JVVNL, Jaipur) 20 Lakhs SQL/ Foxpro/ Oracle flat files

per month approx

Billing – HT (JVVNL, Jaipur) 5000 per month approx.

Billing – LT (JdVVNL, Jodhpur) 20 Lakhs Access per month approx

Billing – HT (JdVVNL, Jodhpur) 5000 Paper forms per month approx.

No. of Customers

Approximately Billing is done to 35 lakhs

consumers per month (there is bi

monthly billing system) of all types

No. of Employees In all approx. 50000 for all distribution

companies.

History of HR and Payroll data

required to be kept for

5 years

Total no. of users for ERP

(FICO. Projects, HR and MM)

1500 users (all 1500 users should be

allowed to access all the mentioned

modules)

No. of Payroll Users All Employees should able to view and

get print for their pay slip and leave

records.

It is clarified that the Payroll solution is

required for all 50,000 employees and all

employees should be able to view pay

slip and leave record and a lot of self

service functionalities like creating leave

in system, approving leave in system,

maintain bank data, personnel address,

view Form 16, Travel planning and other

such services.

History of Purchase Order etc 5 Years

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It is assumed that the concurrency factor for above users will be 40 %.

4. Technological Requirements

JVVNL on behalf of other Discom‟s considers preference for the following:

a. The RFP specifies that no Separate instances are acceptable for each individual

Discom‟s as per PFC guidelines but it is possible to create Logical partitioning for

the individual Discom‟s in the same set of common servers required for ERP

purposes. Therefore our system design would use a single set of application & a

single set of database servers and will create logical partitions for different

Discom‟s so as to fulfill the stipulation. A typical deployment of ERP applications

thus would be as per the following diagram:

b. 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

c. In Utility segment the no of consumers are bound to grow with the increase in

population and the usage of IT. Also as the various facilities are extended to new

geographical areas the no. of offices / no. of consumers are bound to grow. This

necessitates the scalability requirement at the Design level to ensure that there is

enough room for growth to meet the future requirements.

d. To meet the Scalability requirements Horizontal scalability, vertical scalability or a

combination of both can be used. As per the RFP guidelines we have both

horizontal and vertical scalability based on the product set and the application for

which it is being used.

e. Proposed ERP must be based on open-standards approach, similar to 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.

http://www.sap.com/platform/soa/standards.epx

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f. Process integration can be suggested as a part of technology architecture t to

enable connectivity and integration between legacy applications , any customized

applications and business partner solutions

g. 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.

h. The solution must also take care of highest System availability and integrity

measures such as backups, security, data and server redundancy, hardware

architecture, and disaster recovery procedures

i. ERP Software should support any database like Oracle / DB2 / MS-SQL. But

should have capability to integrate any standard database.

j. 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.

k. 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

l. 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. It

is clarified that the list of hardware which although not in the scope of this tender but

will be supplied under RAPDRP has already been given in the RFP. The vendor of this

bid will utilize the all such resources under RAPDRP for the purpose of this bid and

up to that part the vendor of this bid shall be responsible.

5. Project implementation methodology, approach and resource deployment

plan

The ERP Implementation must be based on standard Implementation methodology

recommended by the product vendors i.e. either SAP or Oracle.

The IP must recommend approach for Implementation i.e. Big-bang or roll out in a

phased manner and must suggest the pros and cons of the same with clear cut

recommendation for one of the approaches.

Resource deployment plan must be indicated though-out the project duration in

terms of proposed onsite FTEs, their experience levels. The FTEs must be indicated

Component wise-Functionality Wise.

http://www.intranetjournal.com/articles/200408/ij_08_26_04a.html

http://www.intranetjournal.com/articles/200408/ij_08_26_04a.html

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6. Expected Project Deliverables

Sr. No

Work Task Deliverables Acceptance Criteria Dependencies Primary

Responsibility

Secondary

Responsibility

Time Frame for Acceptance

1 Project Management Weekly status reports as per agreed upon formats

Sign-Off by JVVNL’s Project Director/ Project Manager

Baseline Project Schedule in place

IP JVVNL None

Project Preparation Phase

2 Project kick off/ initialization

Minutes of Project kick off meeting

Concurrence with minutes Attendance of top management of JVVNL and Core Team Members

IP JVVNL Sign off on Minutes within 2 days of submission

3 Developing Project Management Plan & Establishing Project Infrastructure

Project Mission & Vision Statement

MS Detailed Project Plan

Project Risk Management Plan

Project Issue Management Plan

Project Human Resources Plan

Project Critical Success

Agreement and sign-off by both sides project managers

Team in place IP JVVNL Sign off

within 5 days of submission to JVVNL Project Manager

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Sr. No


Responsibility

Secondary

Responsibility


measurement parameters

Project KPIs , methods of achieving them and points of monitoring their achievement

Project Change Management Plan

Project Communication Management Plan

Project Operating Procedures

Project Data Management Plan

Project System architecture and landscape

4 AS-IS Process workshops, writing AS-IS Process documentation, process flowcharts, diagrams and getting validation of AS-IS process from Business Process Owners of 3 companies and

Documentation of AS-IS Process 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.

Sign-Off from Business function heads

Active participation of JVVNL core team members and Business Function heads.

IP JVVNL To be submitted by IP within the time frame set mutually

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Sr. No


Responsibility

Secondary

Responsibility


Corporate Office

5 L1 Trg.- 1Day to be conducted at all the sites

Presentation on L1 Trg. Covering ERP Overview- module functionalities in brief, Critical success factors for project

Presence of all Business Function heads , Business Process Owners and Core team members and completion of training as per desired quality (which will depend on rating of the trainer by the core team ) and timely schedule

Active participation of JVVNL core team members and Business Function heads

IP JVVNL Sign-Off on attendance sheet on the day of training

Business Blueprint Phase

6 L2 Trg. – Net 7 Days/ Module

Presentation on L2 Trg., Training material, exercises, daily module specific tests, trainer evaluation

Presence of all Core team members , Champion users and completion of training as per desired quality (which will depend on rating of the trainer by the core team ) and timely schedule

Active participation of JVVNL core team members

IP JVVNL Sign-Off on attendance sheet on the day of training

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Sr. No


Responsibility

Secondary

Responsibility


7 Workshop on ERP Organization structure to give an idea about the ERP Organization elements

Presentation by IP on ERP Organization structure to Business Function heads , Business Process Owners and Core team members

Presence of all Business Function heads , Business Process Owners and Core team members


IP JVVNL None

8 ERP Organization structure finalization workshop

ERP Organization structure document

ERP Organization structure frozen must fulfill the current ERP Organization process / reporting/ consolidation requirements as well must be scalable wrt future needs


IP JVVNL Sign-Off by the Business Function heads and business process owners as well as core team members within 15 days of submission of the ERP Organization structure document

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Sr. No


Responsibility

Secondary

Responsibility


9 To-be process (mapping workshops ) and BBP document for all modules

BBP document, BBP TO-BE Process Flow Charts, Gap Management document, Reporting requirement document

BBP should fulfill stated current as well as future business needs, must incorporate ERP best practices, must clearly indicate the gap management and approach to handle the FRICE requirements of the organization

Active participation of JVVNL Core team and Business Process owners as well as function heads

IP JVVNL Sign off by JVVNL Business Function heads , business process owners and core team within 21 days of submission of document

10 Sr. Management Trg. Sr. Management workshops on TO-BE Process mapped , gaps and resolution of gaps

Attendance and sign-off by Sr. Management

Before Sign-off on BBP

IP and JVVNL Within 1 week of conduction of trg.

11 Master and Cut Over Data Collection templates, Defining of data requirements, writing data extraction

Data Collection templates

Data Coding Structure document and approach

Development of data extraction programmes

Must be able to fulfill capturing of all the required master/ reporting related data and configurationally data for various business processes

During the To-Be mapping and discussion workshops

IP JVVNL Conditional acceptance can be given during

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Sr. No


Responsibility

Secondary

Responsibility


programmes, suggesting data coding best practices

using suitable tools

Technical refining of Master data

BBP built final acceptance can be given only after successful completion of the Integration testing

12 Activities on change management

Workshop on Change management at various sites based on frequency and intervals decided between the 2 project managers, conduct a survey for JVVNL various Circles, Divisions, sub-divisions and it’s offices submit a report

Highlight likely Change management issues and ways of resolving them for JVVNL .Change Management

Agreement on JVVNL specific issues, plan and approach to manage the change and visible changes in the organization to accept new technology and benefit from it

IP and JVVNL Change Manager in place as well as support from Project Steering committee to drive and support the changes. Presence of JVVNL’s Business Function heads, business process owners and core team during the workshops,

IP & JVVNL

Inspection and sign off by JVVNL within 7 days of submission of document

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Sr. No


Responsibility

Secondary

Responsibility


Newsletters

Change Management Games and quizzes

Change Management approach document

surveys

13 Establishing various Test environments during BBP and Realization Phases with backup and disaster recover management of key servers including Production server

Installation and testing of all related servers as a part of standard ERP Implementation methodology whether based on ASAP or AIMS client creation (test client to enable testing of configuration)

Settings for Disaster recovery site, conduction of disaster recovery tests, documentation of disaster recovery scripts, formation of disaster recovery teams, preparation of back up and restoration strategy and ensuring the same successfully

Getting product certifications from product vendors

Configuration completion of respective server at each stage and completion of testing by the consultant team before releasing the server for core team testing

Relevant IT infrastructure and ERP installation complete in relevant environment in functional condition.

JVVNL for ensuring timely availability of the all the related servers as proposed in the system architecture and IP for releasing the server for testing by CTMs with successful installation, testing, documentation

NA Inspection and sign off of documents by JVVNL within the time frame set by IP

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Sr. No


Responsibility

Secondary

Responsibility


14 BBP Audit by an internal team of IP’s Sr. consultants

BBP Audit report with findings, recommendations and best practices

Agreement between the Sr. Consultants/ Auditors of IP team and JVVNL’s Business Function heads, business process owners and core team

BBP draft document must be floated well in advance to the Sr. Consultants before BBP Finalization workshops

IP JVVNL Within net 12 working days of submission of the documents to the Auditors

Realization Phase

15 Baseline configuration and identification of interfaces to ERP

1st cut configuration of the proposed ERP

Configuration to have top level reflection of desired functionality as per fit/gap analysis document

Acceptance of ERP fit/ gap analysis document

IP JVVNL Inspection of configured system and sign off on completion report within 7 days by JVVNL - DELIVERY by IP

16 Final configuration Basic ERP system with the recommended modules

Desired functionality as per fit/gap analysis document is reflected in each module.

This will be accepted after Final

Acceptance of Prototype configuration document

IP JVVNL Inspection of configured system

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Sr. No


Responsibility

Secondary

Responsibility


configured, the configuration must be almost 95% complete in all respects

IMG Notes on configuration on the system.

Configuration document

Configuration audit prior to the tart of Integration testing

and sign off on completion report as well as acceptance report of the configuration document within 7 days of submission

17 Develop BDCs, LSMWs, BAPIs, conversion programs, utilities for Data migration, Interfaces and Enhancements as per functional scope.

BDCs, LSMWs, BAPIs, Conversion programmes and utilities

Test result completion document

Succeful upload testing results during upload of master and cut over data as defined

Signed FUNCTIONAL specifications by the Functional and Core team memebrs

IP JVVNL to provide signed specifications

Inspection; sign off on test result completion document within 7 days of delivery

18 Training on creation Formal hands on training Ability ot upload data thru use of Prsence of Core IP JVVNL Sign-Off

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Sr. No


Responsibility

Secondary

Responsibility


of LSMWs, use of LSMWs, BDCs, converison programs, utilities and BAPIs

session on creation of LSMWs, upload of data using BDCs and BAPIs-1 Day

LSMWs, BDCs, converison programs, utilities and BAPIs by the core team members

team members during the training

after completion of hands on session by the Core team

19 Unit , Integration testing and User acceptance plans and test scenarios

Unit and Integration, User acceptance test plan, documentation of test scenarios (by giving sample scenarios ) and ensuring the recording of the test results completion

Successful completion of the Test results as defined

Acceptance of results

IP and JVVNL to prepare test cases with expected results, execute and document the results

Inspection; sign off on test result completion document by the Core team members and End Users within 10 net working days of delivery

20 System related testings

Stress Test, Performance Test, Failure and

Successful completion of above tests by the JVVNL Basis team and core

Configuration must be

IP and JVVNL to

Inspection; sign

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Sr. No


Responsibility

Secondary

Responsibility


Disaster Recovery Test, Back Up testing and restoration of back up testing plans, test scenarios for above testings, back up strategy document

team completed and there must be sufficient data in the quality as well as pre-production servers

prepare test cases with expected results, execute and document the results

off on test result completion document within 10 net working days of delivery

Final Preparation Phase

21 Establish production environment

A productive ERP system with modules configured and with user live data

Completion report

Functional ERP System User acceptance of integration test result document

Trained Basis resource from JVVNL

IP JVVNL to provide system management operations and Authorization concepts

Sign off on completion report within 7 days of delivery

22 Data Migration Migrated Master and Cut Over data by extracting uploaded data reports from ERP tables and standard reports.

Data of last 5 years must be migrated and validated for HR and

Valid Data in the ERP system JVVNL to provide accurate and validated data as per IP format.

IP JVVNL for assistance

As per schedule given by IP

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Sr. No


Responsibility

Secondary

Responsibility


Payroll Module

23 End User Training End User Training Plan & Conducting training with 1 copy of End user Documentation

Conclusion of training, End user documentation to reflect navigation paths

Final Configuration accepted

IP JVVNL to assist in End-User Documentation and Hands-on training of JVVNL Trainers.

Sign-off on the End user documentation within 7 days

24 Cut Over Strategy Workshop

Submit Cut Over Strategy document and conduct cut over startegy workshop to decide the cut over plan and strategy for cut over

Agreement on cut over strategy and cut over dates

On Completion of Integration Testing

IP JVVNL Sign-off on the End user documentation within 7 days

Go-Live and Support

25 Data Validation and Go Ahead for Go-Live

Master and Cut Over Data Validation sign-off document by the Business Function Heads

Validation of ERP trail balance and sign-off on the day of Go-Live

Verification on the number of records and qualitative sampling of the records uploaded

Tallying of ERP and legacy trial balances

Upload of Cut Over data must be complete

JVVNL and IP On the day of declaring Go-Live

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Sr. No


Responsibility

Secondary

Responsibility


26 Going live Check list for going live, and a productive ERP System ready for use.

Acceptance report

Availability of productive system Acceptance of production environment

JVVNL Sign off on check list and acceptance report within 5 days

27 Post Go-Live Handholding for 3 Years post commissioning of Portal based application

Registering process queries

Marking the issues as High, Medium and Low

Issue resolution as per SLAs

Changes in any reporting requirement logic

Development of New Reporting and forms requirements

Application of any new patches, service packs

Mapping of new Business process requirements till it’s data migration and cut over

As satisfactory completion sign-off by JVVNL’s Project Manager and functional heads

IP JVVNL

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Sr. No


Responsibility

Secondary

Responsibility


Development of any new interfaces/ integrations with existing legacy applications

Conducting orientation trainings as and when required

Conduction of ERP Audits at various locations

28 Project progress Meetings, Project Risk and Issue Management, Project Change Control

Conducting review meetings, publishing MOMs, action plans and monitoring the same

Updating project risks on an ongoing basis and the mitigation action for the same

Conducting steering commitee

Mutual acceptance of Project progress meeting points, steering committee presentations and change control docs

As and when the need arises and as per project schedule

IP and JVVNL NA

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Sr. No


Responsibility

Secondary

Responsibility


meetings and highlighting project progress , issues and seeking resolution

Presenting the agreed changes , it’s impact in terms of project health and commercials and presenting it to Sr. Management

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SECTION-III-PART-IV: Functional Requirements

1. The bidder may kindly 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 RFP was to facilitate the prospective

bidders with the As-Is functions of the DISCOMs. 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.

2. Functional requirement matrix of following modules has been given below:


b. Cost Accounting and Controlling

c. Human Resources and India Payroll

d. Projects Control / Projects Systems

e. Material Management module

As an overarching functional requirement, Analytical tools and capabilities in above modules

Document Management System (DMS) will also be provided.

Functionalities expected from the software are given as requirement of the department. This

document is much more process oriented in nature.

3. The criticality level needs to defined from one of the following

1) Vital: Vital criticality is the one that is extremely important for the department and all such

functionalities must be integral part of the proposed system.

These features (functionalities) need to be available in the proposed software.

2) Essential: Essential criticality is the one that is important for the department and all such

functionalities must be part of the proposed system.

These features (functionalities) need to be available in the proposed software.

3) Desirable: Desirable criticality is the one that is good to have for the department and all

such functionalities must be provided during the time of implementation.

These features (functionalities) may not be existing in the proposed software but should

be made available at the time of implementation

The response column seeks reply from the bidder. The response is expected to in the form of:

1. Functionality available

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2. Available as a workaround

3. Available with minor modification

4. Available with medium modification

5. Available with heavy modification

6. Functionality not available

4. Response Definition Response Score

1. Functionality not available. This functionality is not available in the proposed system Indicated

by 0

2. Available with heavy modification , effort > 1 person month

1 month is equal to 22 days.1 person month is the collective time of the resources equivalent

to 22 man days. Indicated by 1

3. Available with medium modification, Effort less than 1 person month but more than or equal to

2 person weeks. Indicated by 2

4. Available with minor modification, Effort less than equal to 1 person week. Indicated by 3

5. Available as a workaround. The functionality is not directly available but through some

workaround 4. Indicated by 4

6. Functionality available. The functionality is available in the proposed system. Indicated by 5

5. CAO - FM & WM (Budgets, Financial Forecast etc.)

Sr.

No.

Brief Description Comments Criticality

1. "SE-Plans" makes the total plan and then

explodes it into circle wise for "Plan" and

"Non Plan" amounts.

The circulars are issued from SE-Plans to

the Budget office in HO and circles.

Against these budgets, the circles records

the actual expenditure in the following

sheets:-

B4 - For R&M and General Admin expense

B5 - For General Admin

B6 - A compilation of B4 and B5

These data comes from (1) 8

Circles, (2) Directional Offices and (3) HO.

Based on actual expenditure, the budgets

may get revised and for this revision, the

Sample Budget

Estimate of O&M

circles:-

Appendix – A

(2009-10 Budget

Expenditure O&M

Circles.xls)

Appendix – B

(2009-10 Capital

Budget O&M

Circles.xls)

Sample Budget

Estimate of HO:-

Appendix – C

(2009-10 Budget

Vital

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Sr.

No.


necessary approval would be required.

Based on expenditure, the budget for the

next years are prepared.

It is required to capture the transactional

data coming from circles , directional

offices and consolidate it at HO level for

MIS reporting purposes

Head Office.xls)

Sample Budget

Estimate of

Directional Offices:-

Appendix – D

(2009-10 Budget

Direction

Offices.xls)

2. Revenue figures are captured from Circles

etc. for category wise unit sold.

Essential

3. Based on expenditure and Revenue, the

revenue account is made and compiled.

Essential

4. For capital budget also Plan works and

Non-Plan works are captured.

Essential

5. Following critical Reporting requirements

are there over and above other reporting

requirements, :-

Budget Estimates of Capital Receipts &

Payments (Company as a whole and circle

wise)

Budget Estimates of Revenue Receipts

(Circle wise units and assessment)

Budget Estimates of Revenue Expenditure

(Company as a whole and circle wise)

Budget Estimates of Purchases, Issue &

Stock

Detailed budget estimates of other

appropriation of profits

Budget Estimates of Capital Expenditure

Budget Estimates of Loans and Advances

and Other Debts

Budget Estimates of Loans and Advances to

the Employees of Nigam

Statement of Power Purchases etc.

Vital

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Sr.

No.


6. Business gets the funds from the below

resources:-

Banks

Short Term (Up to 36 Months)

Long Term (Beyond 36 Months)

PXIL, PFC, REC etc.

On these funding, the interest calculation

needs to be done.

The interest and the principal part needs to

be paid when that becomes due. It can

become due at any time during the month

based in the agreement done at the time of

loan sanctioning.

Business is interested in making the

interest calculation and payout automated.

Vital

7. A daily cash flow is being prepared,

showing the

(i) projected cash flow for the month, (ii)

Projected Cash Flow for the day, (iii) Actual

Cash Flow for the day, (iv) Progressive/

Actual for the Month, (v) Progressive/

Actual for the year up to date, (vi)

Projected cash Flow for the next day

with respect to the below items:-

Opening Balance in Cash Credit/ Current

account

Receipts

Remittance

From State Government

Term Loan

Short Term Loan

Cash Credit/ Overdraft Availment

Vital

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Others

Payments

Power Purchase

Power Purchase through RPPC

Debt Servicing

Guarantee commissions etc.

Payment to Supplier & Contractors

Finance to O&M Circles/ Offices

Contribution towards SAF, Gratuity, GPF

etc.

Statutory Liabilities

Urgent Payments

Repayment of CC limit/ Overdraft

Interest on CC limit/ Overdraft

Others

Position at the end

6. CAO – Internal Audit Functions

Sr.

No.


1. Capability to do Following type of audits:-

Technical Audit

Revenue Audit

Expenditure Audit

High Retentions (HT) Audit

Draft Passes (CAG)

Stores Verification

2. In these audits requirement is mainly of a

system to record the audit findings and to

facilitate the compliance status and follow-

up actions on the same online is required.

Vital

3. Various audit reports and the circulars etc.

should be made available online for easy

Vital

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reference of audit party.

4. In Revenue Audit, following critical

Reports are being made:-

Statement of Spot Debit (SOSD)

Statement of Bills not Issued

Statement of new connections

Statement of First Billing

Statement of Pending Orders

Statement Registers

Tariff Control Check for Agricultural

Consumers

Etc.

Vital

5. In Expenditure Audit, following kind of

critical reports are being generated:-

Procedure and Rules Compliance

Authority Matrix Deviation report

Beyond Budget expenditure report

Discrepancy Report

Purchase Manuals

Vital

6. In Stock Verification, following activities

are being done, it is required to capture all

these activities in system along with all

dependent critical reports:-

Physical Verification

Book Verification

Non Moving Stock Items report

Shortage/ Access Report

Discrepancy Report

Vital

7. Draft Passes Department makes the

follow-up and tracking of the compliance

of the CAG orders, circulars etc.

Essential

8. For the High Retention (HT) customers

(e.g. Industries), a separate audit is

conducted for the billing, collection etc.

Vital

7. CPC – Central Payment Cell

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Sr.

No.


1. System must be capable to do Invoice

Verification with respect to rate and

quantity. Bill passing is done based on

Certificate of receipt of material.

Vital

2. Possibility to make payments by different

modes like Cash, Cheque, Electronic

payment etc. etc. Right now majority of

the payments are being made by cheque.

Separate operative Bank account is

maintained for CPC in SBBJ bank.

Vital

3. Right now there are different payment

terms, 15, 30, 60, 90 etc days from

invoice receive date for due date

calculation; system must be capable to

capture different terms of payments.

Vital

4 Possibility to make Installment payments,

currently it is being done on the basis that

if the bill amount is more than 30 lacs and

up to 120 lacs – payment in batches of 30

lacs

if the bill amount is more than 120 lacs –

payment in 4 installments

Essential

5. Capability to make different deductions,

e.g. bank guarantee, performance

guarantee, TDS, interest, Delay penalty

etc. is recorded on the bill for calculating

the net amount payable.

Vital

6. Capability to capture Advice Transfer

debit/ Advice Transfer Credit (ATC/ATD) is

issued to circles by HO for the payments

etc done on their behalf

Vital

7. Following critical reports are being made

apart from other reports ; it should be

possible to extract all these reports from

Vital

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ERP system-

Payment List for Verification to other

departments for information

Hand Receipt (HR) for cashier for payment

via cheque (Bill wise or collective bills)

Intimation of cheque payment to party +

ATD/ATC

Price Variation Statement

Inner Sheet

Party wise file containing the bill,

deduction details etc.

Cheque Register

Bill Priority Register

Cash Book

Head wise Receipt and Payment Account

TDS, TCS, Entry tax, WCT etc. Registers

8. Bank Reconciliation is done by the CPC

department for their bank with respect to

cheques issued etc. Capability to do bank

recon

Vital

9. Capability to make Daily Projected Cash

Flow statement is prepared and sent to

budget department for funds requirement.

For Daily Forecast the below information is

being used:-

RDPPC information for power Purchases

Revenue, ST - Billing information for

collection

Circles information for funds transfer

Vital

10. Capability to capture different categories

of for which CPC makes the payments:-

Material Supply

Erection

R&M

Transfer to Circles

Essential

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8. CAO - Accounts (Revenue and Taxes)

For accounting, JVVNL uses the account codes in the nomenclature of XX.XXX

Here XX means the category of the head, e.g., 76 for Expense booking, 31 for material

booking, 37 for erection booking etc.

And XXX means the sub-head (expense head) no.

This coding is uniform across the three DISCOM companies.

Rules Department

Sr.

No.


1. - Agenda Making, Follow-up Orders for Meeting

Decisions preparation

- Books Updation with regards to new orders,

amendments etc.

- Clarifications/ Reply to different units (Circles/

divisions etc.)

System must have capability to capture above

transactions

Vital

2. Storage of the various records and agenda etc. is

required.

Vital

Cash & Establishment Department

Sr.

No.


1. Less than Rs. 5000 payments can be made via

cash also.

Essential

2. Capability to make Payment Advice to banks for

the various credits. Trickle Feed Software for the

salary instruction payment files (Flat File in txt

format) to bank.

Essential

3. Capability to audit and pass FVC Bills received

from various offices on a/c of purchases of

material/ printing work/ repair & maintenance/

legal fees etc.

Vital

4. For gazetted officers, salary processing is also

being done from HO. The mode of salary can be:-

Direct credit to the payee account.

Vital

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Rules Department

Sr.

No.


Payment advice for AR (Circle) for non-identified

bank accounts

Via Cheques

System must have capability to capture various

modes of salary processing.

5. Following important reports are being

maintained:-

Cash Book (Including Check entries in bank

column) - Day Book and Permanent Book

FEC Register, Pay Order, Cheque Register

Reconciliation with Bank Statement

Vital

6. Transfer of Non-Operative Account balance to

Central Collection Account NO. 1 via MT is being

done automatically.

The funds come to the operative bank accounts

from central payment cell for making payments.

System must be capable to handle this.

Essential

7. Mainly SBBJ is the bank.

Pensioner's medical reimbursement Account and

Pensioner Medical Concession Fund (PMCF)

recovery is transferred to PNB

System must be capable of handling these

transactions

Essential

8. Capability to do Cash forecast based on the bills

passed by E&A department, and then getting the

funds from CPC

Essential

9. Capability to make Advertisement payments for

all the three companies are being made by JVVNL

and charge out by Inter Company transaction by

cash departments.

Vital

10. Capability to do Computation of the Income Tax

Deductions, all kind of statutory taxes and

Accounting thereof.

Vital

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Revenue Department

Sr.

No.

Brief Description Comments

1. Capability to define the Commercial and Tariffs

is done by this department and implementation

thereof

Vital

2. Capability to define Tax Structure, Entry Input,

Various kinds of Report Output, Legal Changes

etc. Implementation

Related to Field

Level, Billing

Agencies,

Contracting

Agencies

(Including

request from

them, direction

to them)

Vital

3. Capability to handle end to end cycle of Dispute

Management (Billing Related)

From Field Level,

Billing Agencies,

Contracting

Agencies

Vital

4. Capability to capture transactions for placement

of orders for Printing of pre-printed stationary -

Ordering, Contracting, Payment, Issues

Vital

5. Capability to do Revenue, MIS , Income related

Reporting some of the critical ones have been

listed below from Sr. No. 6 to Sr. No. 9:-

Vital

6. Form 3.1 (Circle Wise)

Energy sales and assessment revenue report:-

Assessment details, Category Wise, No. of

consumers, No. of Bills to be issued, Actual

Issued, Energy Cells Debit-Credit, Energy

Charges, Power Factor surcharge, Late Payment

Charges etc.

Category Wise Vital

7. Form 3.2 (Circle Wise)

Closing Balances previous month,

Revenue, Realization During the month,

Closing Balance current month

Vital

8. Preparation of the Revenue Data:- Vital

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Revenue Department

Sr.

No.


Energy Availability & Sold

Category Wise No. of Customers, Energy Sold &

Assessment

Energy Sales and Revenue Assessment

Month-Wise Outstanding Due

Circle Wise Assessment and Realization

Circle Wise Outstanding

Category Wise Outstanding Dues

Month wise total Revenue collection & Power

Purchase Bill

Circle wise Energy Availability Remittance per

Unit

Circle Wise Comparative Position CY & PY:-

Company as a whole

Circle wise A.T.C. of Discom

Target & Achievement for the F.Y./ Actual

Remittance Vs. Target for the month

Sub-Division wise assessment & realization for

CY & PY:-

Company/Discom as a whole

Sub-Division wise Defective Meters position for

CY & PY:-

Company/ Discom as a whole

Alwar & Bharatpur

Age wise summary of defective meters position

for current month & Previous Month:-

Company/Discom as a whole

Category/Discom wise summary of defective

meters position for current month:-

Company//Discom as a whole

Circle wise position of stopped/ Defective meters

at the end of Billing Month

Position of defective meters at the end of current

month with previous month

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Revenue Department

Sr.

No.


Circle wise Assessment & Realization in LT & HT

for Billing Month

Assessment Growth Merit Basis (Circle Wise)

Assessment Growth Merit Basis (Division Wise)

Sub-division wise as under:-

for all circles of three Discoms

Total No. of Regular Customers

Monthly Average of Energy Availability

Per Day Energy Availability

Monthly Average Energy Sales/ Billing

Per Day Energy Sales/ Billing

Average Unbilled Energy

Monthly Revenue Assessment (By Sale of

Energy)

Revenue Assessment per unit sale

Monthly Revenue Realization

Revenue Realization per unit sale

% Revenue Realization

Monthly Total Revenue Collection

9. Other Reports:-

Expenditure Statement

Daily Remittance report (Discom wise)

Likely Electricity Duty (For all 3 DISCOMs)

Difference of Charge (Agricultural)

Subsidized Tariff Report (Category Wise)

Collection Efficiency

Energy Losses

Distribution Losses

Vital

Accounts Department

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Sr.

No.


1. Capability to prepare Monthly statements for:-

Expenditure

Revenue

Trail Balance

Vital

2. Divisional Accounting is being done and then

circle wise consolidation is being done at circle.

The information comes from Circle and the total

consolidation happens in HO. For consolidation

purpose, a FoxPro based software “Accounting

Compilation System (ACS)” is being used. It is

being done in Lotus/ Excel.

Trail Balance of HO along with al adjustments of

corporate level including Depreciation, Power

Purchase, Provision, ATDs/ ATCs/ ICTs, unbilled

revenue and capitalization of Admn. Expenditure

and IDC etc. is prepared.

Consolidation of statement-7 (Capital

Expenditure). System must have capability to

handle all the above transactions

Vital

3. 15 accounting entities (including HO) are there:-

- Operation & Maintenance (O&M)

- non O&M

- HO

4. The following activities are done:-

Payment and accounting of cost of power

purchase

Depreciation Postings at HO as per the

regulations of the Regulatory Commission of

Rajasthan

Loans and Repayments

For these the intercompany transactions are

done in the books.

There are inter accounting units and inter circle

transactions, for which Advice Transfer Debit/

Advice Transfer Credit (ATD/ATC) are issued.

Vital

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Accounts Department

Sr.

No.


5. Capability to do Source wise booking - e.g. NTPC,

NHPC, Wind power, Solar, other sources etc. is

done for the power cost

Vital

6. For the funds transferred via TTMT, Capability to

make Reconciliation vouchers are being made in

HO.

Vital

7. System generated reports should be in both

languages - English and Hindi.

Printing of annual account books is being done in

both languages.

Vital

8. Capability to do Monthly monitoring regarding

the following adjustments of circle level:-

Reconciliation of suspense heads

Revenue adjustments (MIS 3.1 & 3.2)

Adjustment of pending ATD/ATC/ICTs

Adjustments of SRN & SINs

Other Adjustments

Reconciliation of ATD/ATC/ICTs and

correspondence thereof

Vital

9. All correspondence of account section is being

done at HO

Essential

10. Capability to do Preparation and compilation of

various monthly/ quarterly/ yearly information

relating to accounts viz. APDRP, World Bank,

Plan, BEP, RERC etc.

Vital

11. Correspondence of claims of auditors/ tax

consultants

Essential

12. Capability to make Statutory Audit Report Reply/

Follow-up thereof – Circle Wise Supplementary

Audit Report of C&AG Reply/ Follow-up thereof –

Circle Wise

Vital

13. Capability to do Reconciliation of Source wise/

month wise Energy & Power Purchase Cost as

well as liability for power Purchase on the basis

Vital

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Accounts Department

Sr.

No.


of inputs received from SE (RPPC) JVVNL, Sr.

AO(RPPC) & SE (Energy Accounting) RVPNL.

Bank Reconciliation Department

Sr.

No.


1. Reconciliation is done for the collection from

different branches and different circles.

Every Month end (by 15th) - Circle accounts

officer sends branch wise collection statements,

the same is reconciled with the bank statements

Vital

2. Capability to make reports for Collection

efficiency year wise, date wise, month wise is

prepared

And the reasons for under collection are

captured.

Vital

3. Only SBBJ bank is involved where the bank

account is maintained.

Capability to do Reconciliation Bank Branch Wise,

Circle Wise, and Date Wise.

Vital

At circle level, majorly the following activities are being carried out:-

Perforated Cash Book (PCB) preparation

Payments to Employees and Suppliers

Allocation of Salaries Structure – Various heads of debit/ deductions/ net salary

Adjustment journal vouchers (ATC/ ATD), Stores related payments etc.

SIN/ SRN for material movements

Consolidation and Trial Balance preparation

CWIP capturing and settlement to Fixed Assets

Revenue Statement

9. Other Requirements expected from the Finance, Cost Accounting and Contracting

module:-

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Business

Process

Finance and accounts Comments Criticality

S No. Requirement

1

Multiple books of accounts for various purposes:

1. Companies Act as per Indian GAAP

2. Cost Accounting

3. Indian tax laws

4. Applicable accounting standards, rules and

regulations

in India

5. The Indian Electricity Act

No Parallel

books, but

involves

multiple

regulations

Vital

2

Structure the General Ledger code block as

Company/Entity, Project Account, Cost centre,

Activity etc. (Please specify each of these segments

together with their length and order within the

code block.)

Account Code

31.XXX/37.XX

X etc.

Vital

3

Uniform Chart of Account (COA) structures serving

all units with facility to merge accounts for

consolidation

Uniform Vital

4

Maintain the account numbering scheme. The

scheme can use alpha characters, numeric

characters, or both.

Yes

Vital

5

Maintain Subsidiary Companies, Cost Centres,

Profit Centres, and Activities. Data maintained

includes Name, Description, Valid Account ranges

for posting.

Yes Vital

6

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)

Yes

7 Control creation of new account/modifications

made to COA

Yes Essential

8 Import/export facility for COA creation Yes Essential

9 Provision to group different accounting groups for

reporting purpose depending upon Indian GAAP

Right now only

one balance

Vital

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Business

Process


S No. Requirement

requirements through drag and drop facility sheet structure

maintained

Accounting basis

1

Accrual based accounting – Record the liability /

receivable transaction, as also the payment /

receipt transaction.

Yes Vital

2

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.

Yes Essential

3 Provision to change financial year start date and

end date

Yes Essential

4

Closure of financial books:

1. Periodic closing of books without passing entries

in main books

2. Automatic closing and opening entries on closing

of books

3. Entries pertaining to a period to be passed in

next period (for closing purposes

Yes Essential

5

Provisional entries (Multiple memorandum books)

for periodic closing of books:

1. Transfer of balances from one set of books to a

parallel set of books as required by user

2. These entries should not impact the financial

books if desired by user 3. Back-dated entries can

be made in the memo book

maintained for periodic closing

4. 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

NA

NA

No

Reverse and

new issue

presently.

Editing based

on authority

desired.

Yes

Essential

of 331

Tender # 35

Business

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S No. Requirement

MIS

Reports Impact on cost centers and profit centers

of entries in

Memorandum books

6 Ability to setup an adjustment period. Yes Essential

7 Ability to generate provisional accounts statement

before final Closing

Yes Vital

8

Ability to provisional closure of accounts by cost

center, profit center or any other office separately

as defined by the user

Yes Vital

9 Track postings to the adjustment period separately. Yes Essential

Allocation code

1

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.

Account Code

used

Essential

2

Allocation methods can include fixed amount,

percentage-based, percentage value of other

account(s), statistical account-based, and formula-

based (user defined).

Right now

there is No

Common exp.

In HO

Desirable

3

Perform Allocations to spread amounts in one or

more accounts

Across other accounts.

Essential

4 Perform Chain Allocations. Essential

5

Perform allocations for reporting purposes without

affecting the actual account balances.

Essential

Currencies

1

Maintain multiple currencies INR only

Foreign

payments on

ad-hoc basis

and less

Essential

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Business

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S No. Requirement

transactions

2 Several exchange rate types can be defined. For

example spot, weighted average or historical.

Actual Rate Essential

3 Ability to define rules for conversion of foreign

exchange transactions and balances

Yes Essential

4 Maintain exchange rates between each currency

used in the system.

Yes Essential

5 Compute the unrealized gain/loss on foreign

currency transactions at user-defined frequencies.

Yes Essential

Journal entry/posting

Journal Structure

6

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). User defined journal types

for data imported from legacy / custom systems.

Presently

account Code

basis only.

Desirable

7

In addition to the journal type, an analysis code

can be attached to the journal to further describe

its purpose.

Yes Desirable

Journal functions

1

Define Journal approval hierarchy with respect to

various levels, financials, approval authority etc.

I - Dealing

Assistant

(Preparation)

II –

Accountant

(Checking)

III – Account

Officer

(Passing)

Vital

2 Allow modification of the Journal approval work

flow

Yes Essential

3 Facility to add, delete, modify the journals. Yes Essential

4 Validation of code block values is done at journal

creation time.

Yes Essential

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Business

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S No. Requirement

The journal cannot be submitted for posting unless

a valid code block value is recorded.

5

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.

Yes Desirable

6

Provision to interact with attached document

scanner for automatic attachment of invoices or

any other document.

Desirable

7

All journals are effective-dated, allowing posting to

any open

accounting period ( Including Prior and Future

periods )

Yes Essential

8

When business transactions occur between

companies, the associated journals automatically

debit or credit the appropriate inter-company

clearing accounts.

Yes Essential

Types of Journal

1

Maintain Reversing Journals; these journals

automatically reverse in the following accounting

period. e.g. provision entries.

Yes Essential

2

Maintain Recurring Journals; recurring or standing

journals are used to record business transactions

that are repeated regularly. The code block values

and the amounts do not change.

Yes Essential

3 Maintain Template Journals; these journals have

the account details and amounts need to be filled.

Desirable

Budgetary control

4 Provision for preparation of capital and revenue

budgets

Yes Vital

5 Provision for preparation of budget as per cash and

accrual basis

Accrual Basis Vital

6 Support bottom-up (input at detail level) and top-

down budgeting (budget at high level and then

Top-Down Vital

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Business

Process


S No. Requirement

distributed to lower level).

7

Provision to provide data for preparing budgets

based on historical trends and committed

obligations.

Yes Essential

8

Provision to prepare the budget based on historical

trends, user

inputs or a combination of both

Combination Essential

9 Support multiple year rolling budget. One Year Only Essential

10 Support budget version control (e.g. approved

budget and revised budget).

Yes Essential

11 Control access to budgets for making modifications

and inquiries.

Yes Essential

12

Budget changes to be input by users to control

updating to monitoring database after proper

approval.

Yes Essential

13 Ability to Freeze budgets. Yes Essential

14

Interfacing of budgets from Spreadsheets, legacy

systems

Yes. (Right

now all

activities are in

Excel only)

Vital

15

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.

Absolute

If exceed

budget,

separate

approval

required

Vital

16

Provision should be provided to transfer from one

budget account to other based on approval and

defined work flow.

Yes Vital

17 Factor in PR, PO and invoice commitments for

checking funds (budget) available.

Yes Vital

18 On-line balances for determining funds (budget)

availability.

Yes

Right now at

Vital

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Business

Process


S No. Requirement

period end

available

19 Support registering and update of indented,

committed or/and actual liability.

Yes Essential

General

1 Location wise and Expense head wise accounting of

expenses

Yes Vital

2

Provision to define continuous voucher numbers by

voucher type; even if a voucher prepared has not

been ultimately authorized

Yes Essential

Standard reports

1 Standard/Statutory Reports Yes Vital

2 Statement of revenue (division, subsidiary

companies and consolidated)

Yes Vital

3 Statement of costs (division, subsidiary companies

and consolidated)

Yes

4 Cash Flow Statement (division, subsidiary


Yes

5 Trial balance of general ledger accounts (division,

subsidiary companies and consolidated)

Yes Vital

6 Transaction / journal and account listings Yes Essential

7 Cost Centre Reports Yes Vital

8 Activity Reports (division, subsidiary companies

and consolidated)

Vital

9 Budget Variance Reports (division, subsidiary


Yes

10 Maintain inception-to-date project transactions

history

Yes

11

Maintain Balances for Period to Date(PTD), Quarter

to Date (QTD), Year to Date(YTD), Project to

Date(PJTD)

Yes

12 Provide exception report for adjustment entries

made in the current period for prior periods.

Yes

of 331

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Business

Process


S No. Requirement

User defined reports

1

Balance Sheet, Consolidated Profit and Loss

Statement (division, subsidiary companies and

consolidated)

Yes Vital

2 Summary for balance sheet Yes

3 MIS, Ratios etc Yes

4

Provide multi-dimensional user reports, e.g. by

business unit, cost centre, and other user defined

criteria.

Yes, e.g.

Division Wise,

Circle Wise,

Sub-division

wise

Inquiries

1 Enquiry on the master data. Yes Essential

2 On-line commitment/expenditure Position Enquiry. Yes Essential

3 Drill down from account balances to the journals. Yes Essential

4 Drill down from the general ledger to the source

transaction

Yes Essential

5 Drill down of management accounting report items

(e.g., staff cost, overheads, etc.) to details.

Yes Essential

6 Notes to balance sheet can be created Yes Desirable

7

Support data selection based on user

requirements, e.g. Current period, Last Period,

Same period last year, etc.

Yes Essential

8 Ability to export the reports to office automation

products, html, CSV format etc.

Yes Essential

9

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.

Yes Vital

10

Listings of GL journals are available by various

selection criteria such as account, type, date, and

user.

Yes Vital

Accounts Payable

of 331

Tender # 35

Business

Process


S No. Requirement

1

Centralized vendor master facilitating single vendor

description and code across the organization i.e.,

corporate office, Regional offices and any other

locations.

Yes Vital

2 Multiple addresses against each vendor Yes Essential

3

Automatic vendor numbering Right now no

numbering

being done

Essential

4 Alternate/short name of each vendor Yes Essential

5 Contact person for each vendor address Yes Essential

6

Bank account against each vendor (both e-

payment and cheque

Payment

Yes Vital

7

Vendor classification (multiple parameters required

to meet

reporting, preferential treatment like waiver of EMD

etc. payment

prioritization and other needs)

Yes Essential

8

Tax details required for ensuring compliance with

Indian Tax laws considering both direct & Indirect

taxes.

Yes Vital

9 Default currency for invoice/payment INR Essential

10 Debarring parties with effective date, with facilities

to re-activate.

Yes Essential

11

Limit maintenance / access to vendor master to

specific users (With approval for creation, edit, and

deletion of vendor)

Yes Essential

12 System control on similar vendor definition Yes Essential

13

Merge / correlate vendor details (e.g. one vendor

taking over another vendor). Enabling tracking

change of status from a date

Yes Essential

Invoice Processing

14 Ability of tracking invoice received not Yes Essential

of 331

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Business

Process


S No. Requirement

processed/paid

15 Enter required vendor invoice details manually for

matching at material receipt / payment level

Yes Essential

16

Ability to payment voucher automatically based on

predefined criteria (e.g. running bills, invoices

based on receipt of material etc)

Yes Essential

17 Interface invoice data from other ERP / non-ERP

applications or from vendors

Desirable

18 Enter invoices individually or in a batch Yes, Both Essential

19

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

Yes

20

Automatic alert for non compliance of PO terms

(documents, price, delivery date and other

conditions of contract)

Yes Vital

21 Automatically place hold on invoices not matched

to PO or GRN for specific vendors

Yes Vital

22

Automatic accounting for invoices based on POs/

GRN by linking

to A/c master

Yes Essential

23 Default tax details from vendor master Yes Essential

24 Calculate / deduct TDS / statutory taxes etc

automatically

Yes Vital

25 Ability account for ST paid on import of goods Yes Essential

26 Ability to adjust the inventory balance for BST paid

on rejected Goods

Yes Essential

27 Calculate taxes and duties with respect to effective

date both prospectively & retrospectively.

Yes Vital

28 Generate TDS certificate and various statutory

forms & returns.

Yes Vital

29

Maintain exchange rates centrally, with payment in

centralized / Decentralized way.

Yes, but very

few and

seldom

Essential

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Business

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S No. Requirement

30 Manage Year End / Accounting period end GL date

to the respective accounting period only

Yes Essential

31 Calculate pay-by date from invoice date or material

receipt date as specified by user / contract.

Yes Essential

32

Automatically apply contract wise rates of tax /

freight / handling charges across multiple invoice

lines

Yes Essential

33

Place invoices on hold and prevent further action

like payment etc at different stages. Generate alert

for such event

Yes Vital

34

Workflow enabled invoice approval hierarchy based

on user approval limits, item etc in line with

defined approving authority limits.

Desired Vital

35 Approve invoices / payment voucher individually or

in a batch

Both Essential

36 Automatic calculation of discount/price variation as

per contractual payment terms

Yes Essential

37

Recording project invoices with details of project

code, activity,

task etc

Yes Essential

38 Allocate single invoice expense line to multiple GL

account

Desirable

39 Calculate liquidated damages based on delivery

period

Yes Essential

40

Facility to store scanned / digitized soft copy of all

related documents along with the Running Account

Bills

Desirable

41 System generated alerts in case an invoice has

remained unapproved beyond specified time frame

Yes Vital

42

System generated alerts in case the time interval

between receiving an invoice and making payment

against it exceeds specified time frame

Yes Vital

43 System generated alerts where material has been

received against a PO and payment is pending

Yes Vital

of 331

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Business

Process


S No. Requirement

through Bank or pending encashment

44

Indicate vendor balances on different accounts

before making any payment. Ability to adjust

against different balance before making any

payment.

Yes Essential

Miscellaneous bills (Travel, Medical etc.)

1

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

Yes (EA

Deptt.)

Essential

2

Ability to generate advance for specific purpose and

adjust against the payment. Ability to show

advance in personal account and adjust expenses

against the same.

Yes Essential

3 Ability to generate checklist of items to be checked

before approval based on type of payment/expense

Yes Essential

4

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

Yes Essential

Debit/Credit memo

1 Enter Debit / Credit notes against specific

invoice(s) to adjust vendor liability

Yes. ATC/ATD Essential

Making Payment

1

Pay 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.

Yes Vital

2 Link every payment to invoice(s) and manage

outstanding balances accordingly.

Yes Essential

3 Showing alert for predefined vendors/POs/WOs

before payment

Yes Essential

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Business

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S No. Requirement

4 Ability to have third party payment (Bank

attachment cases, Power of attorney cases)

Yes Vital

5

System based payment approval hierarchy based

on amount, vendor category in line with BPC

Delegation of Power

Yes Vital

6

Ability to appropriate/adjust advance payments

against multiple contracts/invoices with flexibility

to adjust based on specified percentage or absolute

amount

Yes Vital

7

Pay advance and link to specific PO to ensure only

invoice matched to that PO can be settled with the

advance

Yes Vital

8 Schedule payments on different dates Yes. Also in

installments

Yes

9

To support payment for emergency/petty

purchases against approved Note sheet without

following the formal ordering route

Yes Essential

10 Ability to handle e-payments to vendors Yes

Viewing vendor account Vital

1 Age vendor outstanding balance i.e. balance due to

/ from vendors

Yes Vital

2 Generate vendor account statement to be sent to

the vendors

Yes Desirable

Bank Guarantee Monitoring

1

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.

Yes Vital

2 Compare BG details with list of approved Banks Yes Vital

3 Link PO / invoice approval to receipt / confirmation

of bank guarantee and BG validity.

Yes Essential

4

System based monitoring of expiry date of open

bank guarantee

with automatic alerts reminding of expiry date

Yes Essential

of 331

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Business

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S No. Requirement

5

System generated hold on vendor invoices in case

bank guarantee

has expired

Yes Essential

6 Link bank guarantee to specific purchase orders,

contracts or Projects

Yes Essential

Security Deposits (other than BG) Monitoring

1 Handle Security Deposits in form of cash, DD, cash

warrant etc.

Yes Essential

2

Record collection of Deposits from vendors /

service providers / customers with linkages with

NIT / Contract.

Yes Essential

3 Refund / adjustment of deposits with age wise

analysis.

Yes Essential

4 System generated alerts on deposits not returned /

adjusted.

Yes Essential

Integration

1 Integration with General Ledger Yes Vital

2

Ability to drill down from an account balance to

specific transaction, whether invoice, debit memo

or payment and generate reports.

Yes Vital

3 Integration/Interface with Pay roll, Direct & Indirect

Tax modules, Stores Accounting etc.

Yes Vital

Cash/Bank Payment

1

Integrate bank reconciliation system with the

payment and collection recording modules to

eliminate any duplicate data entry.

Yes Vital

2

Integrate bank reconciliation system with General

Ledger to consider any bank related journal entries

such as those for bank transfers etc

Yes Vital

3 Up-load bank statements into system in any format

for any period.

Yes Vital

4

Reconcile bank statement with payments,

collections, adjustments etc recorded in the system

based on the cheque number or such other

Yes Vital

of 331

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Business

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S No. Requirement

reference no.

5 Bank Master Maintenance – maintain list of

approved banks

Yes Essential

6

Ability to print Cheques with preprinted Stationary Right now

manually and

individual

slips.

Vital

7

Ability to print the vendor name on cheque for

payment of miscellaneous invoice, where vendor

records have not been created

Yes Vital

8

Ability to print cheque online and perform the

following functions:

- 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

Yes Vital

9 Support alerts cash balance, if the balance exceeds

particular amount.

Desirable

10 Support alerts if cash payment being prepared/

authorised exceeds particular limit.

Yes Vital

11 Ability to maintain denomination wise control over

cash balance

Desirable

12

Ability to print pay-in-slip(request for bankers'

cheque, DD etc.), money receipt, deposit slip,

covering letter etc from system

Yes Vital

13 Ability to restrict certain document types in cash/

bank book

Essential

Cheque Reconciliation Process

1

Ability to record details of cheque book issued to

BPC officers such as name, designation, location,

date of issue, cheque start and end number

Yes Essential

2 Ability to maintain a cheque register to record of all

cheques

Yes Essential

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Business

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S No. Requirement

deposited into the collection accounts on a daily

basis as well as

paid to all payees

3 Ability to track used and unused cheque status Yes Essential

4 Ability to print cheque deposit and bank transfer

listing

Yes Essential

5 Ability to post incoming cheques individually or in

batch

Yes Essential

6

Ability to provide function to overview cheque

deposit processing

Status online

Yes Essential

7

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

Yes Essential

8

Ability to display cheque payment information on-

screen 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

Yes Essential

9

Ability of the system to maintain cumulative

register of cheques

and to generate the cheque register print

immediately after printing the cheque

Yes Essential

10 Ability to provide full audit trails for cancelled

cheques

Yes Vital

11

Ability to provide access to payment cancellation

information

based on user defined selection criteria and print

report on

cancelled cheques

Yes Essential

Dishonored Cheque Processing

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S No. Requirement

12

Ability to post adjustment into the customer

account. E.g., reverse the original payment

transaction to reinstate the original debt

Yes Essential

13 Ability to import dishonored cheque details in an

electronic media supplied by the bank

Yes Essential

14

Ability to trigger a warning if the customer has a

dishonored

cheque history

Yes Essential

15 Ability to capture reasons for dishonor of a cheque

and maintain customer's payment default history

Yes Essential

16 Ability to charge penalty to the customer account

based on user defined conditions

Yes Essential

17

Ability to re-charge penalty imposed by bank to the

customer

account (if any)

Yes Essential

18

Ability to reverse payment posting from the general

ledger

Automatically

Yes Essential

Forecasting

1

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

Yes Essential

2

Forecast expected date of collection from customer

based on

payment terms (linked to Sale Order date,

expected date of shipment, invoice date etc.) both

at unit level and at the

organization level

Desirable

3 Periodic forecast of receipts and payments across

the unit/ organization.

Yes Essential

4 Ability to prepare forecasted Cash Flow Statements Yes Essential

of 331

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Business

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S No. Requirement

for user

defined age brackets

5 Ability to prepare Fund/ cash flow statements from

revenue, expenditure and capital budgets.

Yes Essential

Importing Journals

1 Import journals from non-ERP Applications Not Required

2 Schedule journal import to run as and when

required.

Yes Essential

3 Provision to set rules to check correctness of

journals before import.

Yes Essential

4

Facility to make or prevent changes to journals

imported from non-ERP systems/ ERP sub ledgers

Yes Vital

Costing

1

Able to integrate with the following modules at on-

line basis in

order to monitor and analyze reporting, but should

not limited

to:

• General Ledger

• Accounts Payable

• Asset Accounting

• Material Management

• Inventory Management

• Order and Project Accounting System

• Budget Controlling

• Payroll Accounting

Vital

2

Ability to import data from non-ERP systems with

manual

Adjustment

Vital

3

Facility to pool costs and then allocate/ reallocate

costs to other

cost centers/ across organization based on

predefined basis

Essential

of 331

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Business

Process


S No. Requirement

4

Print various allocation schedules prior to the

financial closing of

the period

Essential

5

Support allocation schedules using a percentage

distribution to compute the required allocation of

overhead expenses to the various cost centers

Essential

6 Rerun cost allocations when the underlying data

changes

Essential

7

Combine the costs for several input sources and

allocate in one allocation source through

parameters

Essential

8 Test an allocation procedure prior to scheduling it Desirable

9 Allocate common costs across departments/

products/ units based on predefined basis.

Essential

10 To support variance analysis between budget and

actual across various periods.

Essential

11

Able to evaluate market segments which can be

classified according to services, customers,

strategy business units such as core business/ non-

core business or any combinations, which respect

to JdVVNL' s profit or contribution margin

Vital

12

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.

Vital

13

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

Vital

14

Able to transfer data from other systems on line,

such as

• Transfer cost center costs

Vital

of 331

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S No. Requirement

Sales Accounting

Accounting Customer Collection

1

System shall be capable to receive payments made

by the consumer in either of the following modes: -

Cash/ Cheque/ Bank Draft/ Credit Cards/ Debit

Cards/ Internet Payment Gateway or Payment

made by direct debit from bank accounts on

authorization by the consumer (ECS). Any other

mode as may be specified by Utility from time to

time. In certain cases (e.g. Advance Payments)

collections can be accepted without the bill as well.

System should have support of accepting payment

through a single cheque against multiple bills and

keep proper track against respective bills.

Further, the system shall also allow the consumer

to pay one single bill through multiple modes i.e.

through multiple cheques of different banks, by

cash & cheque etc.

The payments made by the consumers are to be

acknowledged and accounted for in the respective

databases. For payment made by the consumers at

Collection Counter through Cheque/ Bank Draft

computerized acknowledgement shall be issued to

the consumers. System must be able to generate &

send SMS automatically to customer for every

payment received.

2

The system should have the flexibility to accept

full, partial or advance payments. The system

should also have the facility to centrally change

these settings from time to time (e.g. - not

accepting partial payments during the last few

months of a financial year).

3 In certain cases (e.g. during special collection

drives, collection by spot billing agent etc)

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collections are made in the field and receipts issued

there. The system will have the provision for

accepting the collections and receipt details for

such field collections.

4

The system should allow generation of reminders

by SMS/ letters at specified dates - before the

payment due date, and notices for disconnection,

dismantlement.

5

System shall be capable to cancel receipt at cash

counters due to wrong punching etc. The details of

cancelled receipt to be kept in the system and the

same may be printed on the new receipt also.

System should also provide to reverse the payment

applied to a particular account in case errors are

detected at a later stage, e.g. payment getting

applied to a wrong customer.

6

The system should have provision for -

i) Automatic creation of books of accounts based

on :

- Balance Sheet and Profit & Loss Statement as per

GAAP and Indian Companies Act 1956

- Annual Revenue Requirement, based on

Electricity Act 2003 read in conjunction with SERC

regulations

ii) Meter to be treated as asset in ARR (may be

treated as consumable material in other books of

accounts)

iii) Different payment settlement logic for various

components of payment received from the

consumer:

- Energy Revenue

(a) Revenue as per tariff :

i. Subsidy/Discount outside normal tariff structure

ii. Penal tariff in case of theft / misuse

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(b) Electricity Tax

- Non-energy revenue

(a) Charges for various services : Service Tax

(b) Late Payment Surcharge

(c ) Penalty payout to consumer in case of

deficiency of service

(d) Interest payout to consumer on:

i. Security Deposit

ii. Advance Payment

- FIFO/LIFO settlement logic specific to Utility's

requirements, on the following buckets :

(a) Arrears :

i. Prior to certain period, inherited by Discom from

SEB as legacy

ii. After the certain timeline, as accumulated by

Discom

(b) Current Demand

iv) Payment settlement logic should take care of

the following scenarios:

- Part payment

- Late payment

- Surplus payment

- Advance payment

- Bill amendment after payment of bill

7

The system should have the provision of stopping

the generation of bills and taking the arrears as

bad debts, after a Purchaser specified period of

time, say 6-12 months after dismantlement.

8

The system should have provision of Managing

Security Deposit (SD) like :

i.) Auto-debit of incremental SD in bill(s), e.g., in

case of load enhancement

ii.) Refund of SD by adjustment in final Bill

iii.) Interest payout on SD through auto-debit in

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S No. Requirement

bills or lump sum payout separately

iv.) Adjustment of SD in prepaid charges for any

consumer shifting from post-paid to prepaid regime

9 The system should provide the monthly ledger of

the assessment and realization.

10 The system should have the provision for

Debit/Credit Adjustment in ledger.

11

The system should have the provision for Final Bill

Reconciliation, in case of permanent disconnection

and provision for final amount adjustment.

12

The system should calculate other dues for the

customer (e.g. late payment charge, electricity

duty surcharge, assessed amount, etc) and add

them to the regular bill amount. If there are past

dues, the system should calculate both the past

dues and the fines on past dues as applicable. The

system should allow flexibility to define and modify

the logic for fine/ penalty calculation for different

types of arrears as per the prevailing norms of the

utility. If past dues are there the generated bill

should include past dues. In case of any post facto

extension of due date, system to have provisions to

automatically waive late payment surcharge.

13

Integration with GIS database and updating of GIS

database is mandatory in case of dismantling of

existing customer.

14

The system should recognize payment received on

real time basis and shall be able to raise exceptions

accordingly, so that the field staff will be informed

on payments made after the disconnection list has

been generated, to avoid unnecessary trips to the

customer premises. System should also have

provision for such cases, where the field staff

receives the payment (Cash/ Cheque) from the

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Business

Process


S No. Requirement

customer while visiting customer premise for

disconnection and update the disconnection status

or call the designated person to update the same.

15

The dismantlement information should be available

to the new connection approval process, so that

dismantled customers are not provided new

connections till the dues have been cleared.

16 Ability to support accounting of collection received

at location other than where bill is raised.

Essential

17 Ability to account for receipt of cheque/DD, track

whether dishonored or not

Essential

18

Support accounting of advance received from

customers, with ability to track against reference

no etc

Vital

19

Ability to account for receipts under centralized

Cash Management system, upload of statement

received from bank about realizations,

reconciliation with amount credited by bank against

Cash

Management deposits etc.

Essential

20 Ability to handle accounting of collection received

from customers received in e-payment mode

Essential

21 Ability to adjust receipt with invoice and show net

amount outstanding against particular receipt.

Essential

22

Ability to generate alert message (period to be

defined by the user) to raise claims from escrow

accounts (if signed with the customer) after

payable date

Vital

23 Handling debit notes on customers for interest on

overdue payments etc.

Essential

Customer Account Reporting

24 Ability to prevent creation of duplicate customer

master records

Vital

Inter Unit Transactions

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Business

Process


S No. Requirement

1

Ability to provide an electronic platform for

Divisions and offices to record inter-unit

transactions, with provision to view scanned

documents

Desirable

2

Automatic alerts/reminders in inter-unit accounting

recipient unit

that an entry pertaining to the unit has been made

Yes Vital

3

Ability to provide for electronic acceptance or

rejection of inter-circle accounting by the recipient

unit with provision for comments

Yes Vital

4 Ability to generate a report of pending, responded

and un-responded IUTs

Yes Essential

5

Ability to automatically create relevant accounting

entries at both

units on acceptance of the inter-circle accounting

by the recipient

unit

Yes Essential

6

Ability to nullify Inter-Unit Transactions in the

consolidated

accounts

Yes Essential

Loan Management

1

Ability to maintain the following information in the

loans and

deposit master, but should not be limited to:

• Lender Name

• Agreement date (If any)

• Installment amount

• Moratorium Period

• Interest rate

• Penal Interest Rate

• Repayment Period (e.g., Monthly, Quarterly, Half-

yearly,

Annual)

• Loan type (Revenue / Capital)

Yes Vital

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Business

Process


S No. Requirement

• Loan Source (Government, Private, Funding

Agency etc.)

• Security Details

• Other loan details and conditions

2 Ability to forecast loan payable (Principal & Interest

component) for user defined period.

Yes Essential

3 Ability to link loan for a specific project Yes, also exist Essential

4 Ability to calculate and post interest from loan to

project/ subproject

Yes Essential

5 Ability to maintain loan repayment record Yes Essential

6 Ability to define principles for capitalization of

borrowing cost

Yes Essential

7 Ability to maintain short, medium and long term

loans details

Yes Essential

Capital Work in Progress (CWIP)

1 Ability to define CWIP norms as per JVVNL

requirements

Yes Vital

2 Ability to Maintain CWIP account Yes Vital

3

Ability to capture expenditure under "Capital Work-

in -progress" ,

till completion/commissioning of Asset

Yes Vital

4 Ability to transfer from CWIP to respective Asset

Account on completion of work

Yes Essential

5 Ability to Generate Project wise / line item wise

CWIP reports

Yes Vital

6 Ability to maintain Debt / Equity Details of JVVNL Yes Essential

7 Ability to calculate Financial Ratios Yes Vital

8 Ability to calculate Return on Equity (RoE) Yes Vital

Investments

1 Ability to maintain details of investment plans by

JVVNL

Yes Essential

2 Ability to define short, medium and long-term

investments done by JVVNL

Yes Essential

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Business

Process


S No. Requirement

3 Ability to record investment details such as

instrument, amount, maturity period, return

Yes Essential

4

Ability to calculate accrued interest and maturity

amount on a periodic basis as per user defined

periods

Yes Essential

5 Ability to generate alert before (user defined

period) investment Maturity

Yes Vital

6 Ability to calculate relevant taxes on investments

made by BPC

Yes Vital

Fixed Assets Management

1

Centralized definition of fixed asset categories,

grouping of fixed asset categories, description,

multiple depreciation rates, predefined residual

values etc.

Yes Vital

2 Centralized/ decentralized definition of location

data structure

Decentralized Vital

3 Ability to maintain parent -child relationship across

asset classes.

Essential

4 Ability to capture insurance details such as date of

renewal, amount to be paid etc for various assets

Essential

5 Ability to alert users on renewal of asset insurance

6

Ability to support multiple depreciation rates

(under Companies Act, 2000, Income Tax Act,

regulations, Insurance requirements etc) and WDV/

straight line method of depreciation.

Desirable

Fixed Asset Register Yes

7 Maintain FA register locally at units with custodian

wise identification.

Yes Essential

8 Automatically consolidate FA Register at units into

FA Register for the company

Yes Essential

9 Prevent units from entering/updating data in any

FA Register other than their own FA Register

Yes Essential

11 Categorize assets based on multiple like division

assets, moveable immovable etc.

Yes Essential

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Business

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S No. Requirement

12 Maintain parent - child asset relationships Yes Essential

13

Ability to differentiate between new asset and

value adjustment/ up gradation like capacity

expansion.

Yes Essential

14 Record fixed assets with retrospective date placed

in service in the past

Yes Essential

15 Record fixed assets with date placed in service in

the future

Yes Essential

16 Merge one asset into multiple fixed assets and vice

versa into one fixed asset

Yes Vital

17 Provision to rectify errors in recording fixed assets

in the same period or in previous periods

Yes Vital

18 Record number of units against each fixed assets

e.g. chairs – 10 units

Yes Essential

19

Record fixed assets taken on lease, assets on

other's property, asset under possession but owned

by other party

Yes Essential

20

Generate Fixed Assets schedule including any

addition or deletion of assets in accordance with

the statutory requirement

Yes Vital

Retire Fixed Assets

21 Ability to handle impairment of asset as per

accounting standard

Yes Vital

22 Retire entire or part of an existing fixed asset Yes Vital

23 Record salvage value, sale proceeds, cost of

removal etc

Yes Vital

24 Automatically calculate gain/loss on retirement Yes Vital

25 Record reason for retirement Yes Essential

26 Record mode of retirement e.g. sold, scrapped,

donated etc

Yes Essential

27 Re-instate fixed assets incorrectly retired Yes Essential

28 Ability to identify assets awaiting disposal Yes Essential

Assignment

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S No. Requirement

29 Option to assign each fixed asset to one or multiple

custodians

Yes Vital

30 Record the physical location of each fixed asset Yes Essential

31 Generate reports on fixed assets at specific location Yes Essential

32 Ability to define transfer policy as per user

requirement

Yes Essential

33

Record transfer of fixed assets from unit to unit,

one location to

another or from one employee to another etc,

(Including intercompany)

Yes Vital

Insurance

1 Record insurance details including valuation against

each fixed assets or group of assets

Yes Essential

2 Record multiple insurance policy details against

individual fixed assets or group of assets

Yes Essential

3 System generated alerts/ reminders to designated

users about insurance premium payable

Yes Vital

Impairment of assets

4 Ability to account for impairment of assets as per

accounting Standards or applicable norms.

Yes Vital

5

Revalue 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

Yes Essential

6 Ability to account for revaluation of assets in either

GL or Memorandum Account.

Yes Essential

Reclassify Fixed Assets

1 Reclassification to automatically update

depreciation rates

Yes Essential

2 Ability to reclassify individual fixed asset or a group

of fixed assets

Yes Vital

3 Provision to record manufacturer's serial number Yes Essential

4 Provision to record bar code number, RFID Not as of now

5 Provision to facilitate physical verification of fixed Yes Essential

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Business

Process


S No. Requirement

assets by printing fixed assets reports

location-wise, employee-wise, category –wise etc

6

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

Yes Essential

Accounting

1

Create accounting automatically for fixed assets

addition, depreciation, re categorization,

revaluation, retirement, transfers,

impairment etc

Yes Vital

2 Automatically interface accounting entries to the GL

module

Yes Vital

3

Facilitate drilldown facility from the GL to individual

fixed asset

transaction in the fixed asset module

Yes Vital

Depreciation

4

Support change of useful life and effective rate of

depreciation

including statutory provisions for calculation of

depreciation for

assets sold, impaired or retired

Yes Vital

5 Run/ roll back depreciation multiple times Yes Vital

6

Suspend depreciation on specific or categories of

fixed assets for

Specified period of time

Yes Essential

7 Maintain depreciation data cost centre wise Yes Essential

8

Forecast the depreciation and written down value

for any user

defined periods

Yes Essential

9

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

Yes Essential

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Analysis based on actual performance

1 Should provide analysis across any Discom, Circle,

Division, Sub Division.

Vital

2 It should be possible to drill-down from the

statement to the original transactions

Vital

3 The system should provide for generating a "Capital

Employed" statement by Discom , Circle , Division

Vital

4 The items in the "Capital Employed" statement could

either be directly or indirectly attributable to all levels

Vital

5 Ability to project balance sheet for multiple years

based on past data and perform sensitivity analysis

Vital

6 The system should generate trial balance for any of

the units Circle , Division etc

Vital

7 Consolidation hierarchy Vital

8

The system must allow consolidation of trial balances

as per the hierarchy of the units and any point of

time

Vital

9 The system must be able to consolidate trial balances

as per hierarchy of units

Vital

10

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

Vital

11

The system should be able to generate comparison

reports across two or more comparable units within

the Discom

Vital

12

These comparisons could be for example between

two or more units in the same circle, between two or

more circles etc

Vital

13 Computation of Working Capital to be made by the

system based on user defined parameters

Vital

14 Balance sheet, Income Statement & Cashflow

Statement as part of standard reports

Vital

15 Flexible filtering mechanism to process the report

from

Vital

16 Allow an unlimited number of financial reports for

balance sheet, income statement, supporting

Vital

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schedule, cash flow and other specific account

analysis

17

Allow the user to specify account for inclusion by:

• Natural account number

• Profit center / cost center

• Range of account numbers

• Range of account numbers with specified

exceptions

Vital

18

Facility to export reports to external spreadsheet

applications and / or word processing software

belonging to

• Microsoft Office Suite

• Lotus SmartSuite/ Open Office Suite

Vital

19

Tax Audit Annexures

• Annexure 1: Details relating to other than Long

Term Loans as on Year end. The purpose is to

calculate the income from Long term Loans for

claiming deduction u/s 36(1)(viii) of the Income Tax

Act 1961.

• Annexure 2: Details relating to Infrastructure

projects for claiming exemption u/s 10(23G) of the

Income Tax Act 1961.

• Annexure 3: Details relating to additions and

deletions made during the Year in the Fixed Assets

for working out the depreciation under the Income

Tax Act.

• Annexure 4: General Information regarding capital

expenditure, advertisement etc.

• Annexure 5: Details of Penalty/ Fine paid during the

Financial Year.

• Annexure 6: Details of Tax deducted at source

during the Financial Year in respect of various

payments.

Annexure 7: Details of any expenditure/cess/duty

paid during the Financial Year.

• Annexure A: Details of Pension paid (Month wise)

• Annexure B: Details of expenditure out of VHS and

Vital

Vital

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DAF Fund

• Annexure C: Details of Gratuity Paid during the

Year

• Annexure D: Details of Prior Period expenditure and

Income

• Reports for Accounts

• Trial balance as on date RO/HO wise,

detailed/summary

- Trial Balance for 2 different dates

• General ledger

• Note for pad (Rs/Rs Crore/Rs lakhs)

monthly/quarterly/yearly.

• Dr./Cr summery Report

• Region-wise/ office wise A/c balances

• Dept-wise report generation - Income as well as

expenditure

• Balance confirmation statement

• A/c headwise analysis between two dates

• Multiple a/c headwise analysis for multiple dept.

• Userwise voucher/A/c headwise 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 (Rs/Rs Crore/Rs lakhs)

• For multiple periods and should be according to the

US GAAP & IAS (a)

• Profit & Loss (Rs/Rs Crore/Rs lakhs) - Schedules

and sub-schedules

• Regional Office-wise Income-Exp/profit & loss

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• Regional Office-wise Balance sheet

• HO/ Subsidiaries/ Combining All, some items have

to be written off.

• Details of special funds, provision and write off

• Consolidated sheet / P & L by putting

associated/subsidiary co. balance sheet in software.

• Investment details / valuations (by putting rates)

• Estimated amount of contracts to be executed on

capital A/c.

Total contingent liability as on date.

• MIS Reports

• Controllable Expenditure Statement (analytical)

• Ratio analysis viz. Establishment Expenditure to

total Expenditure, Est. exp. to gross income, profit

per share,

• Interest Exp. to total Exp. etc.

• Interest Income / Non interest income as % of total

income details (scheme wise / branchwise)

• Scheme-wise, office-wise A/c. wise cashflows.

• Projected balance sheet by Ratio analysis and

should include MoU targets, Previous years and user-

defined parameters

• Prior period income/expenditure details

• Total cash balances at Regional Offices

• Comparative ARR, Cost of Borrowing, Marginal Cost

of Borrowing, Capital Adequacy Ratio, Other Ratios

• Cash maintenance by RO/HO

• Quarterly/yearly/monthly/daily/average of assets &

liabilities (details)

• Movement in a account - between two period date

(final balances)

• 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 (Rs./Crore)

Vital

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• Govt. guaranteed advances details.

• Should include Accrued, unsecured, IPP's, Type of

securities (borrower wise)

• Net Interest Income/Net Interest Margin

• Networth and breakup as on date

• Statistics of probability of default, loss given

default, risk adjusted return on capital, assessment

of economic capital, etc.,

• Structured liquidity (statement)

Income Tax

1

Compilation of exempted Income under section

10(23), allocation of expenses and special reserves

etc.

Vital

2 Ability to compute Advance tax as per Advance Tax

calendar

Vital

3 Computation of Taxable income and Income Tax as

per extant taxation rules

Vital

4

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

Vital

5 Generation of reports to facilitate tax audit Vital

6 Ability to classify capital gains into short and long

term and compute taxes accordingly

Vital

7 Ability to import asset details from Fixed Asset

Module and compute Wealth Tax accordingly

Vital

8 Provision to compute deferred Tax as per taxation

rules

Vital

9

Calculate depreciation on each asset using

depreciation rates as defined by Income Tax

department

Vital

10

Calculate depreciation on each asset following

depreciation method prescribed for each asset type

by IT department

Vital

11

Wealth Tax To be calculated on the following asset

types

• Land

• Buildings

CC Vital

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• Vacant Flats

• Flats occupied by officers with salaries above a

certain

limit

• Visiting Officers flats

• Vehicles

12 Calculated as per wealth tax rate for each asset Vital

13 Calculation of „fair market value‟ for vehicles

10. Requirements for Human Resources and payroll function

JVVNL intends to implement a centralized Human resources and India Payroll ERP system

complying with entire tax laws of Govt. Of India at its HO as well as Circle Offices.

There are approximately 50000 Employees at all the circle offices and approximately 2500

employees (mainly staff members at HO level). From a process perspective, the activities at HO

as well as circle level are more or less similar.

The requirements are given wrt the criticality in the matrix below. Where ever desirable is given

the functionality might not be in full use but the Organization may intend to adopt it in future.

The interfaces required for this implementation will be with time recording machines whose output

would be defined at the time of the implementation.

The proposed functionality must be easy to use and must be designed and implemented in most

user friendly way.

The Implementation partner is expected to be responsible for human resources data extraction,

cleaning, collection and refining. Adequate support and help will be available from function for this

purpose so that data can be collected in required formats / templates ready for upload purposes.

The commercial estimates must have a background of the above fact and must be

estimated on per payroll user/ employee basis.

Sr. No Requirement Criticality

Human Resource (core database) Required /

Not Reqd.

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1

Maintain employee information including:

Employee number

Employee name,

Address (Present and permanent),

House Number, Gram Number, village block, district etc.

Photograph and Id No.

Phone number, mobile number, e-mail Id, extension

number

Gender

Marital Status

Details of children / Family details

Character, Major and Minor penalty

Academic Qualifications

Professional Qualifications

Designation

Date of birth

Date of Entry

Annual Grade Increment record when due and

sanctioned

Date of subsequent promotion, whether he forgoes

promotion

Date for selection grade

Family details

GPF Membership no. , Date of membership, Family

member declared by him, date of declaration

Frequent transfers, Posting details, period details

Disciplinary actions- Details for the purpose if promotion

Safety Record

Previous experience capturing Names of companies,

sector of industry where worked, Tenure

Trainings or courses undergone before joining (details

and no. of days)

Date of joining

CTC (this field should be password protected),

- Group Insurance Scheme (GIS),

- Blood group, Height and Weight details,

Reqd. Vital

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- Passport details,

- Nationality,

- Job Status (Contract, Permanent

Place of Posting, details like health insurance

Award received

Insignia received

Disciplinary action

Legal disputes/action

Able to provide no restriction for the addition of new

fields

Able to retain historical data from the day employee

hired and all records should be date sensitive

2

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.

Reqd. Vital

3

Capability to data and time stamp all changes in the

database, enabling data availability on 'as on date/time'

basis.

Reqd. Vital

4

Capability to update the data through work flow on real

time and on-line basis with maker checker concept

implemented

Reqd. Vital

5 Only authenticated data shall be reflected in the human

resource database

Reqd. Essential

6 Capability to generate unique identification number for

each employee in the Organization (proposal to use id)

Reqd. Vital

7 Flexibility of additionally capturing any information

relating to employee at a later date

Reqd. Essential

8 Capability to link employee data with the position based

standard responsibility (Job Matrix)

Reqd. Vital

9

Capability to maintain concurrent jobs for employees

with additional responsibilities/ special duties in addition

to regular responsibilities.

Reqd. Essential

10 Capability to link employees with the various

Committees (permanent or temporary)

Reqd. Vital

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11 Capability to indicate or force entry/updation of defined

fields through printout/ Self Service (all)

Reqd. Vital

Self Services (employee / manager)

Required/

Not

required

12

Capability to empower employees to enter the data /

view/ edit predefined data on self e.g. updation 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.

Reqd. Vital

13

Capability of providing functionality to the employees of

a bill payment system which would also include

reimbursements. This would have features for

submission, tracking, approval and credit/debit the

account, for receiving of physical proof/ bills.

Reqd. Vital

14

Capability to remind the employee through self

service/e-mail regarding modification or requirement of

additional data

Reqd. Vital

15

Capability to provide links to the important items hosted

in various in-house websites/ intranet e.g. important

circulars/ instructions/ policy documents etc.

Reqd. Vital

16 Capability to provide projection features for viewing

projections on Income Tax liability, terminal benefits etc.

Reqd. Vital

17

Capability to approve leave, bill payments, loans etc for

employees reporting to appropriate authority based on

workflow

Reqd. Vital

18 Capability of compiling on-line appraisal/performance

report, review and approve

Reqd. Vital

19

Capability to apply for or cancel any kind of leave on-

line, 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)

Reqd. Vital

20 The system should send the employee confirmations Reqd. Essential

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after changes are made online

21 The system should allow the user to customize the

menus

Reqd. Essential

22 The system should provide workflows. Accommodates

multiple levels of review and approval

Reqd. Vital

23 System should provide the capability to create new self

service transactions as and when required

Reqd. Vital

24 The system should allow the appropriate authority to

provide access to staff performance review information

Reqd. Desirable

25 The system should allow the manager to conduct

performance appraisals.

Reqd. Desirable

26

The system should enable appropriate authority to

recommend job change actions (promotion, demotion,

etc.)

Reqd. Desirable

27 The system should provide employee performance

history.

Reqd. Vital

28 The system should provide appraisal forms, performance

plan templates and employee performance plans.

Reqd. Vital

29 The system should provide access to staff training

information.

Reqd. Vital

30 The system should enable managers to review staff

training history.

Reqd. Vital

31 The system should enable managers to approve training

enrolments

Reqd. Vital

32 The system should accommodate multiple levels of

review and approval

Reqd. Vital

33

The system should provide immediate updates to the

core HRMS/ payroll database when data changes

complete the workflow cycle.

Reqd. Vital

34 The system should give managers the ability to create

and save their own custom reports.

Reqd. Essential

35 Capability to conduct on-line employee satisfaction

surveys and provision analysis results.

Reqd. Desirable

36

The system should allow managers to view their direct

reports as well as drill down to lower levels under their

area of responsibility

Reqd. Vital

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Sr. No Leave Management Reqd/ Not

reqd

1 Capability to mark attendance on-line though the HRMS

(optional)

Reqd. Desirable

2

Capability to maintain & configure multiple types of

leave like casual, earned, study, 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.

Reqd. Essential

3

Leave balances should be merged/ transferred/ credited

through an accrual process in the system automatically

based on user defined criteria.

Reqd. Vital

4 Capability to maintain local holidays and integrate with

the leave management

Reqd. Vital

5

Capability to manage on-line application, tracking, and

approval of various kinds of leave though workflow logic

and self-service

Reqd. Essential

6 Capability to plan leave to be taken by employees Reqd. Desirable

7 Capability to approve or de-approve leave based

workflow logic

Reqd. Desirable

8 Capability of record keeping and maintenance of

historical data

Reqd. Vital

9 Capability to integrate the time management with leave

management

Reqd. Vital

10 Capability to integrate with payroll module for

calculation and recover of loss of pay etc

Reqd. Desirable

11 Capability to provide the Manager consolidated status of

present/ absent employees working under him/ her

Reqd. Essential

Sr. No Leave Management Reqd/ Not

reqd

1 Capability to suggest alternate optimal leave

combination to the employee

Reqd. Desirable

2 Capability to link to payroll module for calculation of

leave liability

Reqd. Desirable

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3

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)

Reqd. Vital

Sr. No Time Management Reqd/ Not

reqd

1 Capability to pop up a 'to-do' list of system prompted/

user fed tasks at first login of the day in HRMS

Not Reqd. Desirable

Calculation of Vacancies Red/ Not

reqd

2

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)

Required Essential

3 Capability to project vacancies for specified period and

also populate probable candidates

Reqd. Essential

4

Capability to re-calculate the vacancies and probable

candidates with different options for promotion policy

modeling

Reqd. Essential

Manpower planning - Additional Features Reqd/ Not

reqd

1

Capability to automate manpower requirement/ planning

based on competencies, skills, experience, qualifications

and other criteria, budget

Reqd. Vital

2

Capability to make provisions for direct employment/

promotion/ recruitment to specialist categories/ part

time or contractual employees

Reqd. Vital

3

Capability to project cadre wise/ grade-wise manpower

requirements for a specified period based on data

relating to resignations/ dismissals/ future retirements

etc.

Reqd. Vital

4

Capability to analyze the unit wise, cadre wise, grade

wise resources available and required and do a gap

analysis with specific time frame.

Not Reqd. Desirable

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Tender # 35

5

Capability to issue alerts before any position falling

vacant due to retirement/ term of temporary or

contractual employee getting over

Reqd. Vital

Sr. No Manpower planning - Additional Features Reqd/ Not

reqd

1

Capability to generate a consolidated manpower plan

(Institution - wise/ Unit -wise) for approval through work

flow

Not Reqd. Desirable

2

Capability to integrate with the recruitment/ promotion

module for filling up of vacancies.

System must be capable of 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.

Say at A. En. Level.

Reqd. Essential

Sr. No Recruitment Reqd/ Not

reqd

1 Facility to carry out recruitment for different kind/ grade

of employees separately

Reqd. Vital

2 Facility to define positions for internal (recruitment/

promotions) or external recruitment

Reqd. Vital

3 Facility to draw recruitment schedule in accordance with

the recruitment plan

Reqd. Vital

4

Facility to segregate recruitment data from live data.

Applicant data to form part of live data only on final

selection and reporting

Reqd. Vital

5 Support vacancy and post based roster system for

recruitment and promotion

Reqd. Vital

6

Facility for managing recruitment for special categories

requiring relaxation in norms, same must be applicable

to Promotions also.

Reqd. Vital

7

Facility or generating advertisement for recruitment for

internal/ external candidates for publication on HRMS

portal, media and website

Reqd. Vital

8 Facility to receive online responses Reqd. Vital

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9

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.

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

Reqd. Vital

10

Facility for generation of call letters for written test/

interview with allocation of roll numbers and venue and

offer letter for finally selected applicants. Should support

manual intervention in changing venue/ centre

subsequently

Reqd. Vital

11

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.

Reqd. Vital

12 Facility to define the evaluation criteria and generation

of results post – evaluation

Reqd. Vital

Sr. No Recruitment Reqd/ Not

reqd

1

Generation of merit list of candidates on user

configurable criteria such as category wise,

alphabetically, roll no. wise, score wise etc.

Reqd. Vital

2

Facility to maintain check list for verification and

acknowledgement of various aspects related to joining

viz., medical reports, testimonials, other relevant

certificates, etc.

Reqd. Vital

3

Generation of system driven regret letters and/or offer/

appointment letters through both manual as well as

electronic modes (English)

Reqd. Vital

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4

Facility to define the specifications of the vacancy in

terms of qualifications, work experience, location

considerations, skills/ competencies required, additional

certifications/ professional qualifications, etc.

Reqd. Vital

5 Ability to report generation for all the above

functionalities with a provision for dynamic querying

Reqd. Essential

6 Ability to capture details of the policy for recruitment to

various cadres in the institution

Reqd. Essential

7 Ability to record payments made to the panel members/

invigilator/ candidates etc.

Reqd. Essential

8

Capability to maintain details of the candidates resorting

to unfair means. The blacklisted candidates must not be

able to apply for a specified period as per rules.

Reqd. Essential

9 Should allow for maintaining a checklist of details to be

mentioned in each employee's personnel file

Reqd. Essential

10 Provision to record comments of interviewers at various

levels of interviews

Reqd. Vital

Sr. No Organizational structure / administrative powers Reqd/ Not

reqd

1

Capability to define multiple organizational structure

(positions) and multiple reporting relationships and

integrate with the respective employee data

Reqd. Vital

Sr. No Organizational structure / administrative powers Reqd/ Not

reqd

1

Capability of providing the 'Drag and Drop' or alike

feature for recording changes in the organizational

structure (repositioning/ redefining the control

structure).

Reqd. Essential

2 Capability to restrict making changes in the organization

structure to authorized persons only

Reqd. Vital

3

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

Reqd. Vital

4 Capability to change/restore/rollback changes to a

previous (given) date and report inconsistencies

Reqd. Essential

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5

Capability to generate tree structure giving details of all

role holders and reporting employees (defining reporting

and reviewing relationship)

Reqd. Essential

6 Capability to define administrative powers for

organizational units position wise/ person wise

Reqd. Essential

7 Capability to tightly integrate administrative power

definitions to work flows and approvals

Reqd. Vital

8

Capture and manage performance targets as well as

actual performance at various levels - Corporate,

Departments, Regional Office, Divisions, Units etc.

Reqd. Desirable

Sr. No Promotions Reqd/ Not

reqd

1 Capability to implement Company's career path for

various cadres, streams, grades and scales

May be reqd.

in future

Desirable

2 Ability to define grade advancements within a channel

(seniority/ Merit/ time based)

Reqd. Essential

3

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)

Reqd. Essential

4

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 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.

Reqd. Vital

5

Ability to enforce relaxations in eligibility norms to

reserved category candidates, allocating certain

percentage of vacancies for these categories

Reqd. Vital

Sr. No. Promotions Reqd/ Not

required

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Tender # 35

1

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 cases

Reqd. Vital

2

Ability to obtain workflow based clearance on vigilance/

disciplinary cases from various authorities - Under

consideration

Reqd. Vital

3

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 etc. etc.

Reqd. Vital

4 Ability to upload promotion list and print promotion

letters of candidates found suitable for promotion

Reqd. Vital

5 Ability to support prospective/ wait list promotions Reqd. Vital

6

Ability to generate single page bio data report for each

employee due for promotion (promotion calendar to be

made user definable)

Reqd. Essential

7

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.

Reqd. Vital

8 Ability to do salary fitment on promotion Reqd. Vital

9 Capability to handle back dated promotions with

respective promotion policy

Reqd. Vital

10 Capability to automatically refresh seniority list on

release of promotion

Reqd. Vital

11 Capability to redefine the promotion process on change

of policy

Reqd. Vital

12

Capability to record transfer option of an employee at

the time of promotion and generate reports for the

management for making transfers on promotion

Reqd. Vital

13 Service weightage at the time of recruitment/ promotion

Reqd. Vital

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Tender # 35

Sr. No. Training and Development

Required/

Not

required

1

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.

Reqd. Vital

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, administrative training.

Reqd. Vital

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.

Reqd. Essential

4 Capability to design selection criteria for various in

house/ external trainings especially higher studies

Reqd. Essential

5

Capability to ensure periodical progress reports of

employees and monitor accordingly (particularly for long

term study funded by BPC). Trg. Records when the

employee underwent trg., what types of trg., thru which

institutions the trgs. Are conducted, per person trg.

budget

Reqd. Vital

6 Capability to capture expense details (course fee, travel,

and other expenses incurred for the course)

Reqd. Essential

Sr. No. Training and Development

Required/

Not

required

1 Capability to capture pre-departure formalities including

generation of office order

Reqd. Essential

2 Capability to capture training feedback from the

individual employee

Reqd. Essential

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3

Capability to monitor planned training against actual

training conducted based on user defined parameters

such as number of trainings, budget, participants etc.

Reqd. Vital

4 Capability to maintain full training history of all

employees

Reqd. Vital

Sr. No. Management of transfer and postings Reqd/ Not

required

1

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

Reqd. Vital

2 Capability to maintain complete history of employee

transfers since recruitment

Reqd. Essential

3 Capability to perform calculations for arriving at the

surplus and vacant positions

Reqd. Essential

4

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.

Reqd. Essential

5

Capability to carry out postings/ transfers of employees

upon their promotions, on completion of normal tenure

etc.

Reqd. Vital

6

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

Reqd. Essential

7 Provision to maintain lateral transfer details and

transfers on promotion

Reqd. Vital

8 Capability to record exemptions given in transfers with

reasons for the same

Reqd. Essential

9

Provision to record the transfer orders cancelled/

deferred/ modified and follow up with the respective

office for implementation

Reqd. Vital

Sr. No. Management of transfer and postings

Reqd/ Not

reqd

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Tender # 35

1

Ability to capture details of officers on deputation to

outside agencies/ organizations with or officers joining

from outside organization

Reqd. Vital

2

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.

Reqd. Essential

3

Ability to generate Office orders through print/ emails of

transfers with intimation to employee and office(s)

concerned

Reqd. Essential

4

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

Reqd. Essential

Maintenance of service files

1

Capability to maintain service files documents in

scanned form including date of birth, domicile, bonds, if

any , executed, disciplinary cases details, photograph

etc.

Reqd. Vital

2

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)

Reqd. Vital

Disciplinary /Vigilance Cases

1

Ability to capture history of level and severity of

disciplinary actions taken against the employee along

with office order, reference number etc.

Reqd. Vital

2 Capability to restrict the access to information to

authorized officials and report through audit trail

Reqd. Vital

3

Capability to restrict and categorize a case as pending,

contemplated, cleared cases for use by other modules

e.g. promotion etc

Reqd. Vital

4 Capability to link to payroll for suspension cases for

payment of subsistence allowance

Reqd. Vital

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Tender # 35

Sr. No. Disciplinary /Vigilance Cases

Reqd/ Not

required

Criticality

1

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.

Reqd. Vital

2 Capability to capture incentive, award given to

employees

Reqd. Vital

3

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 pay scale. Such restoration of basic pay

should be reflected on the payroll immediately

Reqd. Vital

Sanction of exit / retirements

4

Ability to identify the reason of exit e.g. retirement/

compulsory retirement/ voluntary retirement/ death/

resignation/ dismissal etc.

Reqd. Essential

5 Ability to process the voluntary retirement application as

per the rules defined for the particular scheme

Essential

6

Capability to generate retirement notice to concerned

departments and retirement proposal at least 2 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

Essential

7

Capability to confirm vigilance clearance from vigilance

module or seek vigilance clearance on the employee

before retirement

Essential

8

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)

Essential

9 Ability to analyze data relating to exits/ retirements Essential

10 After retirement benefits (Medical etc) Desirable

Legal and Vigilance

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1

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.

Vital

2 Should be able to maintain the explanations given by the

employee

Vital

3

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)

Vital

4

The system should be able to generate the show cause

notice and also help

the Discom in mentioning the punishment from the user

defined list of

punishment actions

Vital

5

The system should be able to maintain the response on

show cause notice

from the employee

Vital

6

The system should be able to take track the time limits

within which the

reply from the employee is expected

Vital

7

The system should allow the authorized users to

generate the investigation report from their respective

vigilance unit.

Vital

8

System should be able to:

• Generate punishment orders and updation at relevant

areas (like HR module etc)

• Implementation of punishment orders (like stopping

increments etc)

Vital

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Tender # 35

• Generate follow up reminders (by the concerned

department) on whether action has been taken and

feedback from the concerned department

• Maintain the documents (in soft form) received from

the employee

with respect to

o Appeal

o 2nd appeal

o 3rd appeal

o 4th Appeal

o Hearing details

o Details of the prosecution officer and the officer

attending the

appeals

o Changes in the punishment

9

For departmental actions, type of misconduct should be

"user defined" in the system viz. energy theft, fraud,

material pilferage, absconding etc

Essential

10

Should be able to generate report regarding Action

Taken against an

employee like:

• Exonerated

Warning

• Censure

• Suspended

• Fine

• Transfer

• Others (customizable) etc

Vital

11

Should be able to maintain employee details like (or can

retrieve from HR

module):

• The basic details of all the employees (of Discom wise

seniority)

• Employee

• Designation

• Cadre

• Office details

Vital

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Tender # 35

12

Should be able to maintain charge sheet details like:

• case type

• letter no

• letter date

• reply date

Vital

13

Should be able to maintain details of officer appointed

for enquiry against

the employee

Vital

14

Should be able to maintain details regarding appeal /

competent authority

decision:

• Details about appeal no

• Appeal date

• Competent Authority decision

• Final decision

Vital

15

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)

Vital

16

Should be able to generate progress report of board

representative

including:

• Opening balance

Closing balance

• Cases fixed

• Cases not attended

• Reason

• Others (user defined)

Essential

17 It should allow correlating the payroll and disciplinary

actions data for every employee.

Vital

18

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.

Essential

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Tender # 35

19

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

Essential

20

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

Vital

21

The system should be able to maintain the court

intervention, in case the court gives an order to the

Discom

Essential

22

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/unstarrred,

date of receipt, subject, reference number etc

Vital

23

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

Vital

24

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

Vital

25 The system should escalate the action to next level of

authority

Vital

26 Should be able to handle the complaints including non Essential

of 331

Tender # 35

verifiable

27 Should be able send the complaints to competent

authority for suitable action

Essential

28 Should be able to classify the type of enquiry (Discreet,

open or user defined)

Vital

29 Should allow only the authorized users to access the

module

Vital

30

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 defense

Vital

31

It should allow the consolidation of statistical data across

the Discom hierarchy (subdivision, division, circle, zone,

etc.)

Vital

32

The consolidation should also be available against other

parameters such as

• district wise

• post wise

• caste status wise

• user defined

Vital

Loan Sanctioning

1

System should have the capability to define the loans

and its various characteristics such as periodicity,

interest rate, ceilings details etc

Desirable

2 User should be able to attach loan sanctioning rules to

every loan type

Desirable

Pay Fixation

1 Pay fixation and revision on new recruitment Vital

2 Pay revision for annual increment Vital

3 Pay fixation and revision on promotion/ demotion Vital

Insurance

1 Capability to define various insurance schemes with

premium and group insurance data generation

Vital

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Tender # 35

2 Recording accident, claims, and any compensation Vital

Management of tours and travel

1 System should capture the employee wise tours and

travel eligibility details

Desirable

2 Tours and travel block, when last tours and travel was

availed etc with related report as per requirement

Desirable

Sr. No. Management of tours and travel Reqd/ Not

required

1 Facility to apply online for tours and travel by the

employees and online approval by concerned authority

Desirable

2 Support tours and travel cancellation, extension,

postponement etc

Desirable

3 Ability to sanction encashment of tours and travel as per

company policy

Desirable

4 Ability to maintain air/railway/ transport rates with

respect to distance specified

Desirable

5 Sanction of advance against the tours and travel

application

Desirable

6 Generation of reminder letters if tours and travel final

bill is not submitted within the prescribed time

Desirable

7

Capability to maintain records/transactions of leave

travel concession LTC (once a year) and leave

encashment as per rules and guidelines

Desirable

8 Capability to generate automatic report for employees

eligible for taking LTC

Desirable

Issue of NOC

1

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

Reqd. Desirable

2 System should issue no objection letter for availing loan

from banks, financial institutions or other entities.

Reqd. Desirable

Grievance redressal

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Tender # 35

1

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.

Reqd. Vital

2 Capability to maintain and monitor the various steps

taken as part of the grievance resolution

Reqd. Vital

3 Capability to generate grievance status reports. Reqd. Vital

4 Capability to maintain the final grievance resolution in

the system

Reqd. Vital

Deputation /lien

1 The system should have the ability to handle deputation

to and from other organizations.

Reqd. Desirable

2 The system should have the capability to record history

information on Deputation

Reqd. Desirable

Business

Process

Sr. No.

Deputation /lien

Required/

Not

required

3

The 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

Reqd. Desirable

4

The system should have the capability to generate list of

officers on deputation. History of a person on deputation

must be maintained as per rules and cadre wise.

Reqd. Desirable

5 The system should have the ability to record Leave

salary contribution/ gratuity contribution

Reqd. Desirable

Welfare Schemes

1 The system should allow to define and configure Staff

Welfare Schemes with various criteria & rules

Reqd. Desirable

2

The system should handle Ex-Gratia, compensation in

case of accidental death during employment, preferential

appointments, / Death Relief, if applicable.

Reqd. Desirable

Performance Appraisal Management

1 Ability to support 3 different types of appraisal forms for Reqd. Vital

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Tender # 35

different grades i.e. 1st, Ministerial Staff , 2nd J.En

grade and 3rd Officers including AENs and above

2

Ability to define the period for which appraisal is being

carried out - To be linked with Transfers / Joining to the

Unit

Reqd. Vital

Sr. No. Performance Appraisal Management

Required/

Not

required

1

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

Reqd. Vital

2

Facility to review the Goals set earlier and change them

during the performance period with adequate rights i.e.

both employee and review should mutually agree for the

change the preset goals which should get recorded in

the system - To be linked with Transfers/ Change of Role

Not Reqd.

frequently

but may be

reqd. in as

per directives

of Sr. Mgmt./

Govt.

Desirable

3 Ability to maintain past annual appraisal reports on

scanned format as well as through templates

Reqd. Vital

4 Capability to provide for both periodical and

comprehensive closed appraisal system

Reqd. Essential

5 Capability to record self appraisal, supervisor/controllers'

appraisal and final appraisal, if any, through workflow

Reqd. Vital

6

Capability to link with organizational chart for reporting ,

reviewing and countersigning relationships during the

financial year

Reqd. Essential

7

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 input to the training calendar

Reqd. Desirable

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8

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

Reqd. Vital

9

Capability to integrate with payroll for sanction of

performance incentives through workflows. Capability to

record the integrity of the officer during performance

appraisal.

Reqd. Vital

10 Capability to maintain history of performance appraisals.

This is required up-to his tenure of service.

Reqd. Vital

Sr. No. Performance Appraisal Management

Reqd/ Not

required

1

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.

Reqd. Desirable

2 Capability to generate memo letters/ mails/ workflows

for the employees in case of unsatisfactory performance

Reqd. Desirable

3

Capability of recommending confirmation of employees

who are on probation post recruitment or promotion,

based on the performance rating

Reqd. Essential

4

Capability of providing feature to employees for

recording achievements for self appraisal on financial

year appraisal cycle.

Reqd. Essential

5 Capability to advise / communicate adverse remarks in

the Appraisal to the employee

Reqd. Essential

6

Capability to determine rate of increment/ penalty at

various target levels (Corporate, Division, department,

division) based on the actual performance during the

review period.

Reqd. Desirable

7 Capability to define and communicate to the concerned

employee unacceptable behavior

Reqd. Desirable

8 Capability to define and communicate to the employee ,

the employee duties and obligations

Reqd. Vital

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Tender # 35

9

Capability to generate suspension and termination

orders (should be part of disciplinary cases) in case of

serious matters

Reqd. Vital

Business

Process Payroll

Reqd/ Not

required

1 Allow for tight integration with Financial Accounting

systems

Vital

2 Audit trails for all system activities Vital

Business

Process Payroll

Reqd/ Not

required

1 Support alert features about scheduled dates like receipt

of payments

Essential

2 Provide customizable 'workflow' for all internal processes

and approvals associated with the payroll system

Reqd. Vital

3 Provision for TDS calculations (if any) & tracking of TDS

payable to the Government of India

Reqd. Vital

4

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.

Reqd. Vital

5

There should be a single employee master and it should

be integrated with all the company codes. Currently the

salary of gazette officers of JVVNL only are processed at

JVVNL and rest are taken care of by other companies.

Hence the need of single employee master database is

not there right now.

Different

database

reqd. for

different cos.

Vital

6 Approval limits for expense reimbursement should be

configured based upon the hierarchy limits.

Reqd. Vital

7

There should be a field in the master to reflect the

company code/ cost center to which an employee is

associated. Currently the employees are allocated to a

division and accordingly the employee expenses at

Reqd. Vital

of 331

Tender # 35

JVVNL are collected at Division level and accordingly

processed. At Division level the expenses are collected

at sub-division and further down the levels.

11 Provision to allocate cost of employee based on his/her

associated cost centers

Reqd. Vital

12 TDS, PF or any other such returns should be available

online

Reqd. Vital

13 EDI of salary information to the bank account Reqd. Vital

Payroll Management

14

The system should allow for the creation of user defined

components of pay like:

Voucher Allocation Sheet

For the Month of

Header of Allocation:

Accounting Unit Location Code

Classification Description

Accounting

Basic

Grade Pay-Fixed

Leave Encashment-Formula based

Bonus (Yearly)-Formula based

Arrear Basic

DA and DA Arrear-Formula based

HRA and HRA Arrear-Formula based

CCA and CCA Arrear-Based on city

Spl. Pay and Spl. Pay Arrear

Project Allowance and arrear

Deputation Allowance and arrear

Conveyance Allowance and arrear- Fixed

Washing Allowance and arrear-Fixed

Orderly Allowance and arrear-Fixed

Hard Duty Allowance and arrear-Fixed

Electricity Allowance-Fixed

Officiating allowance-Formula

Honararium-Formula

Vital

of 331

Tender # 35

Incentive-Formula

Miscellaneous1 to 4

Travelling Allowance-Fixed

Medical Re-imbursement

Deductions:

Medical Fund (PMCF)-Fixed

EBF (Engineer‟s benevolent fund)-Fixed

KKS- Fixed

Income tax- Formula based

Water Charges- Fixed

Quarter Rent- Formula based

Prop Charges

WWS (Workers welfare society)-Fixed

Telephone and trunk call

Auto Finance-Variable

DA Deposit-

REBEC

Bank Loan-Variable

GIS

CM Relief fund

Professional Tax

GPF- Formula based

GPF Loan

Govt. GPF

CPF- Formula based

CPF Loan

Additional CPF

LIC

State Insurance

House Building Advance

HBA Interest

Conveyance Advance

Conveyance Advance interest

State Insurance Loan

Miscellaneous (1-5)

Total Deductions

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Tender # 35

Net Payable

Total Dr.

Total Cr.

Business

Process Payroll Management

Reqd/ Not

required

16

The system should allow the calculation of pay structure

based on compensation rules like

Years of service

Grade

Pay scale

Location

Employee type like executives, supervisors, workman,

deputation, casual, consultants, probation etc.

Others (user defined)

Reqd. Vital

17 The system should allow the salary to be split across

different payments

Reqd. Vital

18 The system should allow pay types based on user

defined cycles of pay (Monthly)

Reqd. Vital

19

The system should have the provision to override the

standard rate of pay for individual employees based on

required authorization

Reqd. Vital

21 The system should allow the setup of multiple payrolls

with different payroll administrators & combining payroll

Reqd. Vital

22 The system should allow restriction of administrative

functions to a few select payroll users

Reqd. Vital

23 The system should have a data upload facility to upload

historical payroll data.

Reqd. Vital

24

The system should allow the maintenance of slab wise

details for statutory elements like Income Tax as well as

user defined elements

Reqd. Vital

25

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

Reqd. Essential

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26

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)

Reqd. Vital

27

The system should allow for deductions that might be

Organization rules like

Festival advance

Natural calamity advance

House Building Advance

Income Tax/ Surcharge

Others ( Pls. Define other allowances)

New advances except festivals are not sanctioned only

old ones are going on and accordingly the deductions.

Reqd. Vital

28

The system should allow for, but not be limited to, the

following Loans and Advance payments

Interest Free Advances

Interest Bearing Advances

Short Term Advances

Long Term Advances

New advances except festivals are not sanctioned only

old ones are going on and accordingly the deductions.

Reqd. Vital

29

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

Reqd. Vital

30

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

Reqd. Vital

31

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 or payable

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 pay

By Percentage: enter percentage for system to compute

the amount based on basic pay or gross pay and/or any

Reqd. Vital

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other component of pay

32

The system should calculate recurring payments and/or

deductions using the same criteria as one time payment/

deduction

Reqd. Vital

33 Allow for input of start and end date for recurring

payment/ deduction

Reqd. Vital

34

The system should be able to process payroll on the

following frequencies:

Monthly, Off cycle payroll run must be possible

On-demand (i.e. terminations, vacation advance,

court order, ratification)

Reqd. Vital

35

For each employee, system should use Employee Master

Data of HRMS such as:

Name of employee

PF Account No.

Bank Account

PAN No.

Name of Father, Husband, Mother Wife

Date of birth

Basic pay

Designation

Date of Joining service

Nomination Details

Name and address of nominee

Relationship with subscriber

Age of nominee

Share payable to each nominee

Other user-defined fields

Reqd. Vital

36

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)

Reqd. Essential

37

The system should automatically update payroll

database when authorized person and Department

makes pay rate changes

Reqd. Essential

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38 The system should be able to make back dated

calculations

Reqd. Vital

39 The system should reflect payroll adjustments in correct

pay period

Reqd. Essential

40 The system should have full and final settlement process

in place

Reqd. Vital

41 The system should provide a final settlement report for

each terminated employee

Reqd. Essential

42

The system should have provision to suspend payroll

runs or control final settlement processing on a case to

case basis

Reqd. Essential

43 The system should have the provision to run separate

bonus / incentive runs

Reqd. Essential

44 The system should provide the capability to handle

unlimited pay account codes and drawing banks

Reqd. Vital

45 The system should have a provision to process arrear

and backdated payment calculations

Reqd. Vital

46 Provision to recover advances in subsequent pay periods

with a single transaction

Reqd. Vital

47

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

Reqd. Vital

48 The system should support multiple banks or savings

institutions per employee

Reqd. Vital

49 The system should provide electronic transmission of

direct deposit

Reqd. Vital

50 Linkage with punishments, i.e. suspension should result

in subsistence allowance

Reqd. Desirable

51 The system should have linkage to leave, punishments,

promotion, location, qualifications

Reqd. Essential

52 The system should calculate HRA rebate Reqd. Essential

53 The system should handle tax exemptions as per the

Income Tax rules

Reqd. Vital

54 The system should handle Gratuity calculations Reqd. Vital

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55

The system should handle provident fund rules like

Calculate and deduct contributions according to the

respective statutory acts/ company policy etc.

Maintain individual GPF accounts and generate individual

account slip for every financial year

Reqd. Vital

56

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

Reqd. Vital

Information Capture

57 The system should capture different employee

categories

Reqd. Vital

58

The system should capture the following organization

information:

Tax organization- Separate for 5 companies

PF and Pension organization- is only 1 i.e. RRVPN

Establishment etc

Reqd. Vital

59

The system should capture previous employment

information like

Designation

Annual salary- The annual salary cycle is March to

February for taxation purposes.

Leave encashment amount

Gratuity amount

Gross earnings for the current tax year

PF deduction for the current tax year

TDS deducted for the current tax year

Reqd. Vital

Business

Process Payroll Management

Required/

Not

required

60

The system should capture company/ Organization

information like

Organization/ Company Registration Number

Legal name

Establishment Registration Details

Employer Classification

Income tax details

Department/ Division Details

Reqd. Vital

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Tender # 35

61

The system should capture termination settlement

details like

Notice Period Pay

Leave encashment information

Retrenchment compensation

Voluntary retirement

Commuted Pension

PF settlement details

Loan recovery

1. Gratuity details

2. Lien payments

Reqd. Vital

62 Flexibility to calculate overtime for different locations at

different rates

Reqd. Vital

Support for allowances, reimbursements etc.

63 Release of festival advance and other advances (user

defined) against salary

Reqd. Essential

64

Employee wise recovery position, recovery list and

outstanding balances list - month wise or as user

defined

Reqd. Vital

65 Support calculation and payment of arrear/bonus with

consequent tax adjustments

Reqd. Vital

66 Payment of medical reimbursement, allowances,

recovery and taxation (if any) thereon

Reqd. Vital

67 Support recovery of club/union contributions Reqd. Essential

68 Provision of housing loan or any other loan component

to be adjusted against the employee salary

Reqd. Vital

69 Support payment of educational allowance, transfer

allowances and any other user defined allowances

Reqd. Vital

70 Support recovery of all other types of loans with reports

like recoveries made, overdue list etc

Reqd. Vital

71 Support calculation of incremental arrears with

consequent tax adjustments

Reqd. Vital

72

Support payment of salary arrears as per the industry

level settlements with tax adjustments. Also support

payment of arrears calculated in user defined

Reqd. Vital

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installments or in lump sum.

Taxation

73

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

Reqd. Vital

74

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

updation of salary record and tax calculation by the

system

Reqd. Vital

75 The system should ensure support for major statutory

reports/ certificates of taxes in the user defined format

Reqd. Vital

76 Also should support generation of employee's individual

tax returns and generation of eTDS data

Reqd. Vital

77

The system should record employees' perquisites and

other information relevant in computing their tax liability

as tax components

Reqd. Vital

78 The system should complete calculation and deduction of

tax automatically / user defined

Reqd. Vital

79

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

Reqd. Vital

80 Provision to manually adjust taxable earnings (in case of

income from other sources, investments etc.)

Reqd. Vital

81 The system should support separate tax tables for bonus

pay calculations as per applicable rules and regulations

Reqd. Vital

82 The system should handle exemptions and rebates as

per the income tax rules

Reqd. Vital

83

Provision to calculate professional tax deductions with

exemptions, arrears and generation of related reports

and receipts

Reqd. Vital

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84

Provision to establish deduction limits for each deduction

based on various parameters like:

1. Employee

2. Job Classification

3. Company

4. Benefit plan

5. Salary

Reqd. Vital

85

Provision to make deductions effective:

1. In the current period

2. In any pay period or periods selected

3. In any user-defined frequency selected

4. Between user-defined start and stop dates

5. Until an user defined limit is reached

Reqd. Vital

86

Start and stop dates for deductions should be

maintained:

1. On the employee master file

2. On employee level

Reqd. Vital

87 Provision to reverse deduction to be included in next

paycheck if incorrectly withheld/ option with user

Reqd. Vital

88

Ability to determine deduction amounts by:

1. Amount of earnings

2. Percent of earnings

3. Number of hours

Reqd. Vital

89

Provision to prioritize deductions:

1. Using the deduction code

2. Using a separate priority number

Reqd. Vital

90

Ability to be prompted by system when employee status

changes to leave to determine how deductions will be

paid while on leave:

1. take when return lump sum

Reqd. Vital

91 Ability to apply or stop various deductions based on

employee status changes (e.g. Leave of absence, term)

Reqd. Vital

Payslip Run

92 The system should provide for online ad-hoc calculation

of employees pay slip amount

Reqd. Vital

93 The system should perform on-line calculation of pay

and benefits for terminated employee based upon

Reqd. Vital

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Tender # 35

termination date

94 The system should have the ability to evaluate different

scenarios for change in payroll structures

Reqd. Vital

95

System should provide an impact analysis tool for

analysis of impact of revision of any/ all components like

pay, allowances, deductions etc.

Reqd. Vital

96 The system should display the status of the payroll

calculations

Reqd. Vital

97 Provision to run payroll multiple times before finalization

to ensure accurate pay computation

Reqd. Vital

98

The system should post the amount of salary paid for

each element of pay for an employee, based on the

relevant GL account code and employee cost center

information to General Ledger. Financial postings

include:

1. Element

2. Amount

3. GL Account

4. Cost Centre

Reqd. Vital

99

The system should post salary payment advice including

multiple payment methods such as bank, cash and

cheque to General Ledger

Reqd. Vital

100 Provision to issue third party checks Reqd. Essential

101

Payslip should be generated with the following details,

with a flexibility to alter the various components:

1. Taxable and non-taxable components in separate

columns

2. Tax till date, calculated, recovered, projected

3. Loan balances and no. of installments deducted/

left

4. Provident fund opening balance, interest till date,

closing balance etc.

Reqd. Vital

102 PF and Terminal Benefit Management

Reqd. Vital

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103 System should support pooling the monthly contribution

of GPF in to the GPF management system

Reqd. Vital

104

System should support GPF settlement process including

generation of settlement sheets and relevant vouchers

for accounting

Reqd. Vital

105 System should support calculation of periodic interest

and crediting the amount to the accounts

Reqd. Vital

106

System should perform GPF 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 GPF loans

Reqd. Vital

107

System should have the facility to credit sanctioned GPF

loan / withdrawal amount directly to their respective

amounts

Reqd. Vital

108

System should generate all types of MIS reports as per

request of Bank (like GPF ledger, GPF loan Ledger,

pension rule, GPF rule, Gratuity rule (online) etc.)

Reqd. Vital

109 System should maintain nominee details and payment to

nominee in case of death of an employee

Reqd. Vital

110 GPF returns and other statutory forms

Reqd. Vital

111 System should generate all types of reports/ registers

related to GPF management

Reqd. Vital

PF/ Gratuity Management

112 System should perform gratuity calculation, provision &

accounting employee wise as per user defined rules

Reqd. Vital

113 System should perform forfeiture of Gratuity in case of

dismissals etc.

Reqd. Vital

114 System should generate gratuity payment cheques

Reqd. Vital

115 System should maintain nominee details and payment to

nominee in case of death of an employee

Reqd. Vital

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116 System should generate all types of reports/registers

related to gratuity management

Reqd.

Pension Management

117

System should intimate the employees three months (or

defined period) before their retirement about their GPF

subscription, GPF loan, Gratuity etc

Reqd. Vital

118 System should maintain nominee details to facilitate

pension processing.

Reqd. Vital

Lien/ deputation

119

Should be able to handle employees joining and going

out on deputation/ lien along with details like:

1. Leave salary contribution, pension, GPF, GIS etc

2. Economic rehabilitation with nomination & other

details

Reqd. Vital

Reports/MIS

120

The system should have the mandatory forms and

reports like:

1. IT declaration forms like Form 16, Form 24 etc.

etc.

2. Earnings/other income outside salary

3. GPF form

4. GPF receipt

5. Payroll Register

6. Payslip (including leave/other payment details, IT

deducted)

7. Perks calculation

8. Leave encashment

9. Tax calculation (at any point of time)

Reqd. VITAL

121 The system should have an online payslip Reqd. Vital

122

The system should have provision for generating ad-hoc

payroll reports. Currently some two to three reports are

presented by Payroll deptt. On monthly basis apart from

various yearly reporting.

Yearly Burden based on people retiring

PL Account

Reqd. Vital

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Dependent details

123 The system should have provision for generating user

defined reports

Reqd. Vital

124

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

Reqd. Vital

125 The system should display vacation status information

on earnings statement

Reqd. Vital

126 The system should display absence status information

on earnings statement

Reqd. Vital

127 Last pay certificate on transfer/ separation, service

particulars – post and location

Reqd. Vital

128 TDS receipt at user-defined frequency (quarterly, yearly,

etc)

Reqd. Vital

129

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.

Reqd. Vital

Income Tax

130

The system should provide the functionality for:

1. Online savings detail entry screen

2. TDS deposit details and linkage against TDS

deduction.

3. Arrear calculation module

4. Monthly summary

5. Payroll

6. Deduction schedule

7. Others

Reqd. Vital

131

Should be able to generate CTC report for various level

of employees, should also facilitate generation of

projected employee costs based on certain estimated

hike.

Reqd. Vital

132 Should be able to integrate with HR module to monitor

attendance and leave records and use the data in payroll

Reqd. Vital

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processing

133 Should facilitate employee cost allocation based on pre-

defined parameters

Reqd. Vital

134 Should have the facility to adjust excess/ short

deduction of TDS

Reqd. Vital

Industrial Relations

1 All IR matters whether to do with court cases, leaves,

union settlements should be handled in the application

Vital

2

Capability to define unions/ federations/association

(called association hereafter) in the system and maintain

their details

Vital

3 Capability to tag employees to the association and arrive

at membership details

Vital

4

Capability to record the demands made by the

Associations for follow up and recording of final

resolution

Vital

5

Capability to record absence of employees on strike and

generate statistical report on the details on strike under

different categories etc.

Vital

6

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.

Vital

7 Capability to initiate a workflow for recording of

grievance and its redressal

Vital

11. REQUIREMENTS FOR PROJECTS FUNCTION

Business

Process Sr.

No. Project Systems Requirements

Criticality

1 Project Initiation - Communicating to members Vital

2 Project Management Tools for developing project plan Vital

3 Ability to revise project plans Essential

4

Ability to tie-up all documents related to a project in project control

folder

Vital

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Tender # 35

5

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.,

Essential

6

Ability to create project profile - Name, type, capacity, mode of

funding, project cost center, location, beneficiaries, major milestones,

technical details, financial details, etc.,

Essential

7

Indexation and categorization of proposals for new projects /

Schemes

Essential

8 Ability to record project cost estimates, during project setup Vital

9

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

Vital

10 Ability to highlight total plan budgets, based on national plans Vital

11

Based on above, ability to identify projects for each year, for each

Office

Vital

12 Maintain turnkey vendors database and standard rates Vital

13 Ability to create and link projects, sub projects, activities and tasks Essential

14

Ability to create a ad-hoc project, where a work break down structure

is not required

Essential

15

Change in individual task completion dates, should reflect in overall

project milestone dates

Essential

16

Project Planning steps should cover user defined work-flow with the

ability to modify and approve the work-flow

Essential

17

Ability to define project related check-list / steps and issue alert for

deviation/non-compliance

Vital

18

Ability to assign project owner, project manager, accountable person

and key stakeholders

Essential

Project Scheduling

19

Ability for create pre-award schedule (timeline for finalization of

specs, bid evaluation timelines, contract)

Essential

20

Ability to revise the pre-award schedule including splitting, stretching

and crashing of activities

Essential

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Tender # 35

21

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.,

Vital

22

Ability to balance resource usage in a given timeframe, to ensure

optimal usage

Essential

23

Import/Export to industry standard project management software

applications such as Primavera/Project Scheduler/MS Projects etc.,

Vital

24

Ability to create project wise and department wise budgets for

various projects/sub modules

Vital

Project Execution

25

Ability to track the status of every item in the Bill of Material (BoM),

resource list

Vital

26 Ability to record vendor deliverables inspection and results Desirable

27 Ability to issue compliance certificate, post quality inspection Desirable

28 Ability to record and track quality deviations Desirable

29 Ability to reconcile quality check against quality plans/checklists

Desirable

30 Ability to update physical and financial progress Essential

31 Ability to allocate costs across activities Vital

32

Ability to track completion of each module/activity, leading to the

overall commissioning of project

Vital

33

Ability to track deliverables against individual vendors, leading to

respective contract closure

Vital

34 Ability to generate, record and manage contract closure certificates

Essential

35

Submission control mechanism to set deadlines to receive budget

Requests

Essential

36 Ability to track changes made to the budgets, after budget Approvals Essential

37

Ability to setup a billing plan, that allows the release of payments

upon achieving set milestones

Essential

Project Monitoring

38 Ability to monitor each activity/task in the project Essential

39 Ability to monitor variations from schedules and send alerts Vital

40

Ability to generate alerts for slippages at all levels (post and

anticipatory)

Vital

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41 Ability to generate alerts for delay in payments Vital

42

Ability to generate alerts for delay in starting/completion major

activities/milestones

Vital

43 Ability to generate Gantt charts, histograms, tables, charts etc., Vital

44

Ability to monitor project, resource wise, timeline wise, department

wise and funding agency wise

Vital

45

Ability to monitor estimates versus actual : money amounts,

services, labour, time span, vehicles used, material etc.,

Vital

46

Ability to monitor all projects consolidated, individual projects and

individual tasks

Vital

47

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.

Vital

48

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

Vital

49

Provide a central tracking system that enables project teams to

record, assign, & resolve issues and capture related risks pertaining to

project.

Vital

50 Store baseline and revised plans Vital

51 Reports to funding agencies, management Vital

52

Ability to display project total, accumulated costs in terms of actual,

revenue, capitalization costs, future commitments etc.,

Vital

53

Ability to record and monitor data on accidents during the project

execution project and resources linked to each vendor

Vital

54

Ability to support NPV (Net Present Value) and SVA (Shareholder

Value Added) analysis, IRR for projects and subprojects

Vital

55

Ability to maintain project percentage completed status (financial as

well as physical) - based on work to date.

Vital

General Requirements

56

Comprehensive project database to capture the data pertaining to all

aspects of projects

Essential

57 Resource tracking across projects Vital

58

Provision of Timesheets to facilitate time booking by project

personnel

Essential

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Tender # 35

59

Storage and retrieval of technical / financial qualifications of all

suppliers and contractors and their past performance history

Essential

60

Ability to generate technical / financial specifications for projects and

to analyze and evaluate the bids received

Essential

61 Enabling what-if modeling scenarios Essential

The Project Accounting System must include the following

62

Record the costs for each major project or a set of activities under

investigation;

Vital

63

Provide an analysis of resources used on a project compared to the

estimates for different categories, i.e., money, time, materials,

overheads etc.;

Vital

64 Maintain the records for the duration of the project; Vital

65 Provide management reports. Vital

66 Ability to reflect inflation in project costs Vital

67

Ability to highlight and correct errors, if detected in project

management with proper notifications and authorization controls

Vital

68

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.

Vital

69 Secure creation of project codes Essential

70

Ability to support alpha-numeric characters for project codes – no

limit in length

Essential

71

Support for auto-generation and manual-generation of project codes,

and preserve uniqueness in project codes

Essential

72

Capture documentation related to execution of various projects

(existing & old) for retrospective analysis in future.

Essential

73

Enable to achieve organization-wide compliance and greater

efficiencies in project delivery by capturing and deploying best

practices and continually improving processes.

Essential

74

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.

Vital

75

System should enable online project management process by

enabling team members to easily manage, track, and report on their

project activities through familiar tools, like the Web.

Vital

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76

Ability to incorporate security measures, to limit changes by project

owners to only their respective projects and simulations

Vital

77 Ability to track changes, with reasons Vital

78 Ability to conduct cash flow analysis for a minimum of 5 years Vital

79 Cash flows to be monthly, quarterly, yearly and user defined as Well Vital

80

Ability to establish security measures to ensure that the personnel

are allowed to review/edit projects they are involved with.

Essential

81

Prevent further transaction processing/transfers against finalized

jobs/projects

Essential

82 Ability to notify all appropriate personnel, that a project is closed Essential

83

Ability to provide security measures, to ensure that the project

closure is done by authorized personnel only

Essential

84

Ability to print and view project reports at summary level and

detailed level at activity and project level

Essential

85

Drill down facility and Ad-hoc reports, with filter, sort, query, charts,

etc.

Essential

86

Ability to integrate seamlessly with other JVVNL organization

structure/hierarchy and individual project structures

Vital

Integration with other systems

87

The system will use data captured by the Stores, finance, Payroll and

Purchasing systems and pass the information to the General Ledger;

Vital

88

Time use data will be keyed directly into the Project Accounting

System

Vital

89

Data relating to completed capital works will be transferred to the

Fixed Assets system.

Vital

90 Integration with Stores system l for stock items used Vital

91

Ability to record Direct purchasing of goods and services (purchase

orders; goods received notes etc for goods and services which do not

pass through the stores system) through the Purchasing system

Vital

92

Ability to integrate with Standard accounting journals for areas such

as interest capitalization and overheads etc into the General Ledger

Vital

93

Ability to Integrate with any JVVNL Interfacing system like Metering,

CIS, GIS, Asset Maintenance management system

Vital

94

Final costs transfer to general ledger only on project completion

Certification.

Vital

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95 Index project cost codes to relevant general ledger account. Vital

96

General Ledger accounts to be updated directly from the project

accounting system as an associated function.

Vital

97

Assets created through works under project cost control must be

identified on completion for entry to the asset register.

Vital

98

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.

Vital

99

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.

Vital

100

Capitalization of Projects (Capital Work in Progress). From projects to

Assets Management.

Vital

101

Possible to link Purchase Order number of contracts (with

contractors) with the project number

Vital

102

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

Vital

12. Document Management System (DMS) functionality

1

Possibility to View information in accordance with the main business

process

2

Possibility of Integration with all modules of a ERP and customized

non-ERP systems , interfaces with external systems

3

Users can quickly find the required information in the documentation

sorted for example by customer name or document type

4

Possibility of converting hard copies of documents into storing

documents in all possible formats ie

.doc/x,.xls/x,hplg,.pdf,.tiff/G4,.bmp,.jpeg, drawings, images etc

5 Possibility of creation, modification, and saving of documents

6 Documents versioning and change history tracking

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Functional Requirements of Material Management module are enclosed below –

Material Management System

Requirement Description FC CC N/A

General Features

System should be web enabled for procurement activities

Able to support e-procurement for the supply of goods and services, for power

Distribution utility related capital works projects, inventory, non-inventory,

maintenance and customers

Able to online integrate with all other functions within the system eg. Budget,

Financial. Project Management, facility management etc.

Able to integrate workflow and other email applications

Able to provide the same menu driven functionality as other applications in

Rajasthan Discoms.

Able to back up information either in system or tape or any other electronic media

Ability to record and track contract related information.

Ability to record auto generated triggers on various relevant triggering events.

Procurement Requirements

Requisition Management

Able to display budget available for their unit / project / work / asset before creating

purchase requisition

Able to display lead time for purchasing material by material number/ material

group before creating purchase requisition

Able to capture the following information, but should not be limited to,

Quantity

Budget Code

Cost Center/ Project/ Sub-project/ Work order code/ Fixed Asset

Entry date

Forecast usage date etc

Field offices or HO departments should able to send on-line requirement requests to

7

Support for establishment of links between documents and possibility

of hierarchic structures establishment

8 Classification of documents by criteria, sorting, and retrieval

9 Controlled access to documents based on assigned access rights

10

Extended versioning functionality (versions, revisions, change

proceedings)

11 Possibility to create variants of document (language versions)

12 Possibility to create file templates

13 Document status management

14 Establishment of structured documents (agreement files)

15 Establishment of links to other objects in ERP

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centralized procurement unit

Able to generate requisitions for demand from other functional areas within the

system e.g. capital works, Transport and Maintenance, M&P etc

Able to create manual requisitions for materials, non-material or services

Able to handle requisitions for different types of purchases e.g. non-stock materials,

stock materials, services, assets, contract labor etc

Able to capture the requisition originators name and details

Able to assign requisition number automatically

Able to provide user defined text fields for requisition details, special instructions

Able to attach item specifications (picture, document) to requisition items and be

able to view the details upon inquiry

Able to check duplicate 'purchase requisition' creation by checking information

keyed in. If it is duplicate as the previous keyed in purchase requisition, the system

should automatically generate warning message on-line.

Able to authorize requisitions electronically on line based upon predefined criteria

e.g. value, department, type of purchase etc

Able to automatically determine the authorizer of a requisition based upon

predefined criteria e.g. MD, Director, CE, XEN, Manager, etc

Able to change the requisition and resubmit for approval as above

Able to track and record all changes made to a requisition and produce reports of

the changes made upon request

Able to cancel requisition and automatically return commit budget

Able to track and record the status of a requisition e.g. not approved / approved

Able 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

Able to allow for quick requisition creation for commonly purchased items e.g. use of

a requisition template

Able to provide facility to print out hard copies of requisitions for approvers or users

Able to make certain fields within the requisition mandatory, view only, etc.

Able to enter a valid account number or project to be charged for the requisition

item.

Able to counter on-line check with the budget. Message will appear if no budget is

available or exceed the budget when entering the requisition accounting details.

Able to change messages from warning to error message or error to warning

Able to lock budget if requisition has been approved

Requisition Reporting/ Enquiry

Able to produce requisition reports for all requisitions captured in the system by

specified user criteria e.g. requisition number, status, date, material number,

description, originator etc

Able to have user-friendly reporting/ query tools that can extract data and produce

reports in various formats without the need for technical skills

Able to print reports for requisitions and / or send to another user

Able to drill down within a report to the requisition details

Able to allow authorized users to display a requisition details upon request

Request for Proposal (RFP)

Ability to develop RFP documents and to capture relevant information in the

database.

Ability to publish RFP and respond to any questions with regards to the RFP online

through company‟s portal with collaboration tools in place.

Ability to facilitate advertisement to invite tenders from the public/potential bidders.

Request for Quotation (RFQ) Management

Able to integrate on-line to other functional areas within the system e.g. Purchase

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order

Able to create an RFQ either manually or automatically from an authorized

requisition

Able 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.

Able 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

Able to automatically warn and monitor vendors who has bad history with reasons

when assigning vendors to RFQ based upon user-defined criteria

Able to warn and monitor material history with reasons based upon user-defined

criteria, such as materials damage during warranty period

Able to escalate the RFQ awaiting approval, if no action taken within a specified

timeframe, using workflow technology

Able to allow approver to reject the RFQ and automatically return to the originator

with a reason for rejection using workflow technology

Able to change the RFQ and resubmit for approval as above

Able to track and record all changes made to an RFQ and produce reports of the

change made upon request e.g. no. of changing times, historical records before

changing

Able to record and track the initial price that vendor offers, negotiate price (more

than one record) and final price

Able to track and record the status of an RFQ e.g. not approved, approved

Able to transfer (archive) old RFQ's for materials or services that are no longer

required to tape and easy to retrieve data when required

Able to allow for quick RFQ creation for commonly purchased items e.g. a template

for regular types of RFQ

Able to provide facility to print out hard copies of RFQ‟s for approvers

Able to make certain fields within the RFQ mandatory, view only, etc

Able to counter check with the budget. Message will appear if no budget is available

or exceed the budget when entering the RFQ

Able to enter and store vendor response information into RFQ‟s online

Able to perform online evaluation of the responses based on predefined criteria

Able to include user defined weighting factors in RFQ evaluations

Able to store physical 'vendor responses' in the system and attach to the RFQ

referenced

Also able to retrieve the responses and print when required

Able to print RFQ details on demand

Able to perform an online evaluation of the vendor to whom the RFQ is to be sent

Able to send RFQ response details to another user

Able 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 fulfill 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 earnest money deposit (EMD) register.

RFQ Reporting / Enquiry

Able to report and track all changes made to an RFQ and print the changes, if

required

Able to report the status of a RFQ e.g. awaiting approval, approved

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Able to produce reports of RFQ‟s by user defined criteria e.g. RFQ number, vendor,

material number, originator, department responsible, authorizer etc

Able to have a user-friendly reporting/ query tools that can extract data and

produce reports in various formats without the need for technical skills

Able to attach documents and / or specifications to RFQ‟s to be sent to a vendor

Able to view the documents or specifications prior to attaching to the RFQ

Able to display the RFQ details on demand

Able to display the RFQ status on demand

Able to report those RFQ about to close

Able to allow authorized users to display the RFQ evaluation results and details

Able to link with intranet/internet for bid‟s announcement

Purchase Order Management ("LI" and "PO")

Able to integrate on-line with other system functionality e.g. requisitions, contracts,

RFQ, inventory, budget

Able to create manual purchase orders for materials, non material or services

Able to handle purchase orders for different types of purchases e.g. non-stock

materials, stock materials, services, assets, contract labor etc

Able to create purchase orders automatically for items with predefined conditions

established in the system

Able to create purchase orders with multiple delivery addresses

Able to capture the requisition originator's name and details in the purchase order, if

applicable

Able to assign purchase order number automatically or manually

Able to provide user defined text fields for purchase order details, special

instructions

Able to attach item specifications to purchase order items (picture, document) and

be able to view the details upon inquiry

Able 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 on-line.

Able to authorize purchase orders electronically on line based upon user defined

criteria e.g. value, department, type of purchase etc

Able to automatically determine the authorizer of a purchase order based upon

predefined criteria e.g. below 1 lakh, above 10 lakhs etc

Able to escalate the purchase order awaiting approval, if not actioned within a

specified timeframe, using workflow technology

Able to change the purchase order and resubmit for approval as above

Able to track and record all changes made to a purchase order and produce reports

of the change made upon request

Able to cancel purchase order and automatically return commit budget

Able to track and record the status of a purchase order e.g. not approved, approved

Able to transfer old purchase order for materials or services, that are no longer

required, to tape and in a manner that is easy to retrieve data when required

Able to create a purchase order for the same vendor from different requisitions

Able to add lines to a purchase order as required

Able to allow for quick purchase order creation for commonly purchased items

Able to provide facility to print out hard copies of purchase orders for approvers

Able to make certain fields within the purchase order mandatory, view only, etc

Able to enter a valid account number or project to be charged for the purchase

order item

Able to counter check on-line with the budget. Message will appear if no budget is

available or exceed the budget when entering the purchase order accounting details

Able to request vendor acknowledgement for a purchase order

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Able 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.

Able 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

Able 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

Able 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

Able to enter vendor discounts in the purchase order payment details

Able to define the output of a purchase order e.g. printed, electronic transfer, faxed

etc

Able to define the printed purchase order details and physical appearance e.g.

attach the corporations logo etc

Able to create a purchase order from multiple requisitions.

Able to create multiple purchase orders from one requisition.

Able to purchase item with different unit of measure from inventory unit.

"LOI" or Purchase Order Reporting / Enquiry

Able to report and track all changes made to a "LOl" or purchase order

Able to report the status of a "LOI" or purchase order e.g. awaiting approval,

approved

Able 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

Able to produce purchasing history for procurement department in order to analysis

their performance by monthly, quarterly, yearly, etc.

Able 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

Able to attach documents and specifications to purchase orders

Able to view the documents or specifications prior to attaching to the purchase

orders

Able to display the purchase order details on demand

Able to print a copy of the purchase order on demand

Able to report those purchase orders due or overdue

Able to flag overdue or about to become due purchase orders to the originator

automatically

Able to view historical transactions against the purchase order

Able to request acknowledgement of the purchase order from a vendor

Able to record purchase order acknowledgements from a vendor in the order

Able to track those purchase orders which have not been acknowledged

Able to reprint requests for purchase order acknowledgement

Able to track purchase order due dates and produce reports to originators of

overdue purchase orders

Able to issue / print reminder notices and send to vendors either electronically or

manually

Able to track the reminder notices sent and any subsequent responses received

from a vendor

Able to produce purchase order outstanding report

Able to maintain vendor performance data for deliveries made against a purchase

order

Able to capture delivery or shipping information relating to a purchase order

Able to report the delivery or shipping information relating to a purchase order

Able to produce reports of vendor performance based on predefined performance

criteria

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Contract Management

Able to integrate on-line to other functional areas within the system e.g.

requisitions, RFQ‟s, purchase orders, vendors etc

Able to create a contract either manually or automatically from an authorized order

Able 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.

Ability to assign vendors to a contract determined either by the user or

automatically via the system

Able 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 damages during delivery exceed by 10% etc

Able to warn and monitor material history with reasons based upon

user-defined criteria, such as

Materials damage during warranty period

Able to track and record the status of a contract e.g. not approved, approved

Able to transfer (archive) old contracts for materials or services that are no longer

required to tape or other electronic media and easy to retrieve data when required

Able to provide facility to print out hard copies of a contract for approvers or

vendors

Able to counter on-line check with the budget. Message will appear if no budget is

available or it exceeds the budget when entering a contract manually

Able to print contracts on demand

Able to link to vendors database to gain vendor's details

Contract Reporting / Enquiry

Able to attach document and specifications to contracts

Able to view the documents or specifications prior to attaching to the contracts

Able to display the contract details on demand

Able to display the contract status on demand

Able to report those contracts about to expire either delivery or warranty period

Able to report contract usage and performance data e.g. how often used, vendor

performance on contracted terms etc

Able to report contract validity dates

Able to view historical transactions against the contract

Able to request acknowledgement of the contract from a vendor after sending

Able to record contract acknowledgements from a vendor in the contract detail

Able to track those contracts which have not been acknowledged

Able to reprint requests for contract acknowledgement

6.4 Purchase Order Receipt

Consignment Receipt

Able to allow users to receipt purchase orders online

Able to create consignment receipt follow on partial delivery

Able 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

Able to receive materials, non material or services against a purchase order and

store the details of the consignment receipt in the system

Able 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

The consignment receipt details captured should include the following items, but

should not be limited to:

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Quantity

Packing slip numbers

Carrier name

Time of receipt

Receipting person name

Quality information

Reference contract no.

Able to correct or reverse an incorrect consignment receipt

Able to set user-defined criteria or conditions for quality inspection on-line

Able to check criteria or condition for quality inspection item by item on-line

Able to store quality inspection details for an item in the system and subsequent

recording of the results of the inspection to be recorded

Able to reject a consignment receipt yet still enter the details into the system to

enable tracking and vendor performance to be captured, if quality inspection not

pass

Able to identify the reasons to accept materials which do not meet PTCUL's

specification and conditions to accept e.g. fine

Able to track no. of inspection for each vendor in order to analysis vendor

performance

Purchase Order Receipt

After quality inspection passed, the system should automatically or manually create

purchase order receipt follow on consignment receipt details

Able to create one purchase order receipt from various consignment receipt

Able to correct or reverse an incorrect purchase order receipt

Able to automatically warn if delivery date meet upon user-defined criteria e.g.

before delivery date 15 days

Able to maintain an audit trail of those items received and store the information

against the purchase order

Able to capture receipt information by way of a bar code scanning device

Able to produce either bar code labels or standard labels for an item upon receipt

Able to produce a goods received note with details of the receipt etc

Able to produce reports which detail the receipt information

Details should, among others include:

PO number

Date of receipt

Item received etc.

Able to display receipt information immediately once the receipt action is completed

Able to allow partial delivery

Able to record the delivery of items to their destinations

Able to print off an expected receipts report e.g. date, purchase order, value, items

etc

Able to automatically recognize the payables liability at the time of receipt and

update the inventory control account with the value of the receipt

Able to optionally accrue expense purchases at the time of receipt or at period end

Able to provide the facility to track, manage, and reconcile non invoiced receipts of

all items when a period is closed

Able to online integrate with all other functions within the system e.g. financial,

inventory. stores, project management etc

6.6 Vendor Record Management

Automatic or manual vendor number assignment

Able to integrate with Accounts Payable (AP) and purchasing

Able to maintain either vendor lists and trade vendor, non-trade vendor

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Able to define different types of vendors e.g. domestic vendors, international

vendors etc

Able to control the ability to create and change vendor data

Able to store vendor list details e.g. company history, saleable model (picture),

shipment, payment method

Able to capture vendor data sufficient to enable normal business transactions to be

completed e.g. vendor name, number, address, contact details, payment methods,

payment terms, payment currency, alternative addresses, email address etc

Able to block vendors from being used due to a specific reason e.g. vendor

bankrupt, vendor unreliable etc

Able to change vendor information by authorized users and track those changes

made

Able to produce a report of changes made to vendor masters i.e. bank account

number changed

Able to delete vendors no longer required by the corporation

Able to retain vendor history for all vendors within the system e.g. purchasing

history, payment history etc

Able to provide the ability to store vendor specific information relating to an item /

vendor relationship.

Minimum vendor/item information includes:-

Vendor name and address

Payment terms

Vendor Price/Quantity Price

Price break ups

Requisition number and department

Free form comments (at header or line)

Delivery information

Item number and description

Discounts

Vendor performance

After sales service performance (during warranty)

Text information

Able to track and compute number of delay days from delivery date due and set

user-defined criteria to compute costs

Able to maintain a preferred vendor listing for a specific item e.g. item A001 has 3

preferred vendors ABC, DEF. and XYZ

Able to restrict the ability to create purchase orders only for those preferred vendors

e.g. item can only be purchased from a preferred vendor

Able to capture free form text information or notes relating to a vendor record e.g.

reasons for no longer using a specific vendor

Able to capture vendor specific purchasing information to be printed on all purchase

orders for the vendor

e.g. orders created on vendor ABC should have a note, “Delivery must be

accompanied by the vendors delivery docket type ABC / XY25”

Able to group vendors into like vendor types e.g. stationery suppliers, electrical

suppliers, service suppliers etc

Able to report vendor details based upon the vendors grouping e.g. list all vendors

who supply electrical materials and the value of those purchases

Able to capture automatically vendor performance and produce report by reason

code, instances of: -

Rejected materials

Missed Delivery

Early Delivery

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Wrong location

Incomplete delivery

Returns due damage, over supply etc

Average number of days late

Able to report vendor performance based on the above criteria

Able to capture vendors selection criteria for various purchasing documents

Able to capture vendors transactions history with the corporation

Able to provide Year-end commitment processing - facility to carry forward

commitment.

System must provide a facility to maintain any number of summary commitment

accounts. Summary accounts must be updated when the detail accounts are

updated

Able to view period-to-date, quarter-to-date, year-to-date vendor balances

Able to block vendor for payments

Able to provide automatic updates of vendor database

Ability to generate vendor reports by outstanding orders, orders shipped but not

received, and overdue outstanding orders, that is, orders not fulfilled by the agreed

time period

Ability to perform evaluation on the basis of multiple parameters such as Quality of

material supplied, Quantity of material supplied, Adherence to delivery schedule,

and Prices quoted by the vendor

Ability to rate vendors on the basis of weights assigned to each parameters.

Allow multiple weight age calculations for multiple classes of vendors.

Ability to trigger refunds to unsuccessful bidders on fulfillment of user defined

criterion (such as award of contract to successful bidder) and successful vendor

Ability to capture TDS details, PAN number, vendor's bank name and account details

on party master record.

Ability to generate goods returned to supplier report that shows the items returned

to supplier by:

Location,

Vendor,

PO number,

Category,

Product code,

Reasons for return, and

Value

Ability to provide vendor‟s' past history and performance details in terms of:

Delivery lead time,

Number of wrong deliveries,

Number of imitation parts/goods supplied, and

Number of stock-outs

Inventory Management

Maintain Storage Data

Able to support multiple physical stores, locations and bin locations Including the

physical description of each location

Able to support all locations both main location and sub locations

Able to support both Weighted Average costing and Standard costing FIFO

Able to integrate to third party software i.e. bar code readers etc

Able to change stock location descriptions

Able to transfer old stock locations no longer required to tape etc. and easier to

retrieve data

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Able to provide functions to display warning message when nearly material life

(upon user-defined), but do not pick to use.

For storage, ability to pop up warning message if the storage have the are nearly to

expire (6 months before expiry date ,e.g)

Able to store material movement history in each storage and material item e.g. slow

moving or no moving

Able to query and print report stock movement online and real time. For example,

but should not be limited to:

Storing life

Separate by stock movement life cycle e.g. 1 year, 1-2 year, 2-3

year and over 5 years

Separate by stock status

Latest issuing date

Able to query and produce stock turnover reports separate by material code,

material type, storage, etc.

Able to produce online reports for stock locations e.g. materials in a stock location,

stock movements, historical data, stock values, expected receipts etc

Able to produce online reports for outstanding stocks and stock value (total cost,

unit cost) separate by material code, material type, storage, etc.

Able to create different types of storage locations e.g. pick face, high racks, bulk

and include dimensions and capacity for each individual location

Able to record different classes of stocks e.g. electrical, spares, project stock,

mechanical etc

Able to transfer stocks and update the system immediately and automatically

Able to write off or dispose of stocks and update the system immediately and

automatically

Able to capture and track all stock movements within the system

Receipts

Issues

Transfers

Quarantined stock

Transfer to obsolete stock

Returns to vendor

Consignment stock movements

Transfers to scrapped stock

Able to record and track inventory status:

Obsolete

Scrapped / surveyed off

Restricted use

Blocked

In transfer

Under repair

Available for issue

Special project stock

Reserved stock

Vendor consignment stock

Able to define additional stock status

Able to track and maintain records of vendor consignment stocks e.g. those stocks

held in PTCUL sites but do not belong to PTCUL until consumed

Able to assign a service level to an inventory item e.g. critical items may have a

service level of 100% while those less critical may only have 50%. The service level

should be considered by the system when order proposals are produced

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Able to report service levels of inventory items to enable reviews to take place

Able to classify inventory by ABC for various actions e.g. stock takes, criticality etc

Able to hold inventory values in the system in various forms e.g. weighted average

cost, standard cost, zero cost etc

Able to track and maintain inventory costs in different currencies

Able to track and maintain different values for the same item e.g. item A1 has a

quantity of 3 in stock - one piece @ Rs. 20.00 and two pieces @ Rs. 22.00

Able to freeze inventory for stock take purposes

Able to produce stock take schedules based upon predefined criteria e.g. A items

counted 12 times per year, B items counted 6 times per year and C items counted 2

times per year.

Able to produce stock count sheets based on storage locations and or bin locations

Stock count sheets should contain sufficient details to enable counters to complete

the task

Details should include:

Item number

Item description

Stock Location

Bin location

Unit of measure

Alternate units of measure

Free text

Able to record the results of a stock count in the system

Able to provide an analysis of the results of the stock count for further actions to be

taken, if required

Ability to recount those stock items which are at variance with the system prior to

correcting the values in inventory

Able to record a possible reason for the variance in the system

Able to electronically approve variances to stock counts by authorized persons based

on predefined criteria i.e. value of discrepancy, type of item etc

Able to produce reports of discrepancies for inventory items counted

Able to analyze trends for variance items e.g. item Z1 is always 1count down on

stock count for past 5 counts

Able to report those items not counted in a specific location

Able to support multiple unit of measure for one material

Material Resource Planning (MRP) Management

Able to assign MRP conditions to a material (new, used, overhauled ,refurbished)

Able to execute MRP runs online or in batch mode for groups of items, locations or

individual items

Able to simulate MRP runs online

Able to create individual MRP settings for each item of inventory (condition code

capability to allow each item/condition to be uniquely planned and inventoried, as

well as carry its own cost

Able to define safety stock holding for individual inventory items

The system should be capable of determining the optimal order quantity for an item

based upon the criteria defined and demand within the system from other functional

areas e.g. capital works projects, sales etc

The system should be capable of performing MRP to optimize stock holdings for a

given storage location

Able to change / maintain MRP settings for an item

Able to view the results of an MRP run prior to actionizing the proposed transactions

The MRP results to take into account capital works project items original target date,

revised target date, project status etc

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The ability to alert a user that an item is required but is within normal vendor lead

times or the required by date has passed and no action has been taken

Able to allocate an item to a specific MRP controller or responsible person

Able to change the MRP results listings manually

Able to delete MRP results manually

Able to action the MRP results list automatically if required

Able to print the MRP results list if required

Reservation Management

Able to create a manual reservation for inventory materials

Able to create reservations automatically from within a capital works project,

maintenance job, etc

Able to perform an availability check at the time the reservation is created either

manually or automatically

Able to provide the following details in the reservation:

Reservation number

Date of reservation

Requestors name and details

Stock location

Material part number

Material description

Quantity required

Batch information

Date required

Accounting information (capital works project, G/L etc)

Delivery address

Able to change reservation either manually or automatically from another functional

area within the system

Able to track changes made to a reservation within the system

Able to report changes made to a reservation

Able to display a reservation from within another functional area within the system

Able to delete a reservation for items no longer required

The system should be capable of deleting a reservation automatically if demand

from another functional area is changed e.g. capital works project is cancelled all

reservations should be deleted or cancelled

Able to enter a reason for cancellation of a reservation

Able to report those current reservations within the system and action accordingly

e.g. produce pick lists of reservation items to be delivered

Able to produce reports of outstanding reservations yet to be picked

Able to produce reports of reservations for a specific job, capital works project etc

Able to print a reservation details on demand

Able to print reports for reservations giving details of each

Able to capture material returns information e.g. those items returned from a capital

works project as they are no longer required

Able to capture returns of inventory for items partially consumed e.g. cable drum

issued with 500m and returned 200m

Able to credit the value of the returned materials to the job or capital works project

it was originally issued to

Material Issues Management

Able to create a material issue from within the system

Able to support issuing material to expense in each unit

Able to issue stocks to remote stations which may not be on the system

Able to display „available for issuing‟ material in each storage in message when

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issued material before posting

Able to issue material via reservation and/or directly and/or integrate transaction

from purchase order

Able to print out material issue slip via system

Able to return material to storage directly (no need to pass procurement system

first) and automatically update information to relevant system

Able to print out material return slip via system

Able to produce pick lists for those items awaiting issue to a capital works project,

maintenance job, transfer request or over the counter issue

Able to define the details of the pick list printed e.g. the information printed in the

pick list

Able to produce collective pick lists for item to be supplied to the same destination,

user or job etc

Able to confirm the pick list has been picked, packed and issued

Able to display the status of a pick list e.g. being picked, being packed, issued etc

Able to record goods issue once they have been picked and packed etc

Able to display material issue transactions awaiting goods issue confirmation

Able to change a goods issue details if required e.g. quantity, material number etc

Able to produce the following online reports, but should not be limited to:

- Issuing material to cost center, capital works project, etc.

- Issuing material report separately by material type, storage, etc.

Manage re-order level

Ability to generate alerts on safety stock quantity.

Ability to generate reports and analysis of future demand forecasts/trends based on

historical data such as consumption, lead-time and inventory expiry date.

Ability to provide on line available inventory status

Ability to initiate purchase requisition for re-orders automatically.

Ability to generate annual stock requirements based on past consumption and

annual maintenance plan.

Ability to trigger stock replenishment exercise for all stock items on basis of various

parameters such as:

Reorder level,

Safety level,

Consumption

Ability to send suggested ordering quantity and delivering schedule to concerned

department and automatically converts the same to purchase requisition.

Ability to compute inventory carrying cost

Classification of inventory items

Accounting

Ability to process all transactions online.

Ability to consolidate total inventory levels available at all the stores.

Ability to accumulate and provide YTD/MTD/monthly information on following by

part code/product ID:

Receipts,

Stock adjustments,

Scraps,

Returns to suppliers, and

Returns from customers.

Ability to incorporate following inventory valuation methods:

FIFO/ LIFO/ weighted average,

Standard, and

Actual cost

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Spares and inventory Management

Logistics Management

The system should support the spares replenishment process for both local sub

inventory replenishment such as area offices and for field engineering orders.

Replenishment for store and field engineer sub inventories can be either automated

or manual depending on user requirements.

If a field engineer needs a part for a specific service request and task, the part order

is linked to the task and can be shipped to wherever the field engineer needs the

part

A field engineer or supervisor should be able to indent for required spares and

receive them into his location/sub-inventory.

It should be possible to process request transfers of parts between locations. The

system should provide the ability to minimize inventory excesses by managing the

return of excess parts or replaced parts that can be repaired and utilized.

Integration with Service Applications

Inventory management should be closely integrated with the service application.

Field engineers and dispatchers should be able to order parts and view the status of

parts orders from Service or Mobile Service applications.

The integration with the job assignment application should consider parts availability

when automatically scheduling jobs

Reporting

Ability to generate comparative analysis reports by:

Price,

Quality,

Delivery schedule,

Payment terms,

Orders, and

User defined parameters.

Ability to generate requisition reports by:

End user,

Item,

Status,

Purchase requisition lead time analysis,

Outstanding purchase requisition, and

Purchase requisition ageing.

Ability to generate exceptional reports such as:

Purchases without purchase order,

Acceptance of goods without inspection,

Direct purchases at stores/substations, and

Purchases from unapproved/unlisted vendor.

Ability to generate report on arrival schedules (based on lead time/promised dates).

Ability to perform purchase order lead time analysis.

Ability to generate and print as and when required outstanding purchase order

report that shows all outstanding orders or backorder which are not fulfilled yet.

Ability to generate purchase order listing that shows listing of purchase orders

processed by:

User,

Purchase site/location,

Product category,

Date,

Range,

Vendor,

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Quantity procured,

Unit cost,

Total costs, and

Total commitment by the individual purchase number and total

commitment for the range of purchase orders.

Ability to generate goods receipt audit trail that shows all goods receipt done by:

Specific user location,

Date range,

Quantity received,

Purchase order number/range,

Unit cost,

Total costs,

Supplier invoice or delivery order number.

Ability to generate and print purchase order cancellation/ amendment report as and

when required which shows all purchase orders that have been amended or

cancelled by user and the specified dates/period.

Ability to generate and print report as and when required that shows all purchase

orders, which have been partially fulfilled. The report should list:

Items that have been fulfilled with total value, and

Items, which are still outstanding and not fulfilled yet with total value.

Ability to do listing by user id, vendor, specified period, purchase order number

range, product category, locations and cost centre /client.

Ability to generate goods returned to supplier report that shows the items returned

to supplier by:

Location,

Vendor,

PO number,

Category,

Product code,

Reasons for return, and

Value.

Ability to generate overdue purchase order report that shows all purchase orders

which have not been fulfilled by:

Stipulated deadlines,

Line,

Items, and

Vendor.

Ability to generate purchase orders aging report that shows aging of approved

purchase orders by:

Number,

Rupee value,

Vendor,

Product, and

Period.

Ability to generate purchase order audit trail that shows all purchase orders

processed, edited/amended, cancelled or void.

Ability to handle price variations and be able to account it to

the material batch supplied by the vendor and make payments accordingly

Ability to track the the PBG and SBGs furnished by the bidders and

their expiry and creation of alerts about validity of the BGs

Ability to customize the standard solution to meet the requirement of

Discoms

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Material Issue Management

Ability to record Indent information

Ability to record all stores issues and adjustments through an audit trail.

Ability to track and display the status of each Indent

Ability to generate alerts of issues which are due

Ability to produce and print gate pass for issues. Gate pass should be generated for

materials issued against release order

Ability to generate Material Receipt Certificate (MRC). Payment to vendors should

happen only after MRC is recorded in the system

Ability to generate Material Receipt Acknowledgement (MRA) and issue it to

Division/sub division on accepting defective materials from the site

Ability to decrement the store inventory and increment the inventory at the divisions

once the gate pass is released


plant maintenance job, customer job, transfer request etc


user, job etc

Able to capture delivery information within the system e.g. transportation type,

carrier details, dimensions, weights etc


The system should handle the transfer of material from one store to other. The

system should generate the transfer vouchers.

The system should be able to record and track the details of the disposal of scrap

Supplier Details Maintenance

Ability to specify a default (preferred) supplier for each item stored.

Able to define different types of vendors e.g. employee vendors, domestic vendors,

international vendors etc

Able to maintain a vendor master file

Able to control the ability to Create/Delete/Change vendor data and track the

changes

Ability to select alternative suppliers.

System to display contract renewal date

Maintain last purchase price for each item, for each supplier.

Ability to record quality of goods supplied by supplier.

Ability to record Terms and conditions of supplier.

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Able to warn and monitor vendors who have bad history based upon user-defined

criteria such as late delivery, material damage during delivery exceeds more than

10% etc

Ability to generate vendor reports by outstanding orders, orders shipped but not

received, and overdue outstanding orders, that is, orders not fulfilled by the agreed

time period

Ability to provide vendor rating mechanism

Ability to deduct penalties from the security deposit of the vendors in case of any

violation of terms and conditions

Goods received Management

The system should record goods received against the purchase order and highlight

any variation in quantity received.

Goods received note to be entered into the system against the purchase order

number.

Able to create one purchase order receipt from various consignment receipt

Date entry screen to show what was actually ordered in the specified purchase order

Ability to edit actual number received from that displayed with proper authorization

Ability to provide status of goods received into the system as received but not ready

for distribution (i.e., awaiting quality control or serial numbering etc).

Ability to provide real time available inventory status. This should be possible store

wise

Ability to receive part orders, but only with appropriate authorization.

Goods received details to be automatically transferred to the Accounts Payable

system for payment after approval from the concerned authorities. Payment should

happen only once the stores acknowledges the receipt of goods in good condition

Able to store quality inspection details for an item in the system and subsequent

recording of the results of the inspection to be recorded

Ability to block certain material for a particular project so that it is not issued for

anything else

Ability to link an item with other items, even if they are supplied by different

vendors

Ability to track materials damaged during handling/transit and this shortfall should

be adjusted in the inventory

Ability to generate and maintain Daily material received details (DRR report)

Able to reject a consignment receipt yet still enter the details into the system to

enable tracking and vendor performance to be captured

The system should maintain and track the details of the rejected material.

The system should be able to record the release order details. This should provide a

brief of the requirement of the site offices and the material available at store.

The system should be able to track the details of the authority letter. This contains

the details who has sanctioned and the person responsible for releasing the

materials etc

Material Issue Management

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Ability to record Indent information

Ability to record all stores issues and adjustments through an audit trail.

Ability to track and display the status of each Indent

Ability to generate alerts of issues which are due

Ability to produce and print gate pass for issues. Gate pass should be generated for

materials issued against release order

Ability to generate Material Receipt Certificate (MRC). Payment to vendors should

happen only after MRC is recorded in the system

Ability to generate Material Receipt Acknowledgement (MRA) and issue it to

Division/sub division on accepting defective materials from the site

Ability to decrement the store inventory and increment the inventory at the divisions

once the gate pass is released


plant maintenance job, customer job, transfer request etc


user, job etc

Able to capture delivery information within the system e.g. transportation type,

carrier details, dimensions, weights etc


The system should handle the transfer of material from one store to other. The

system should generate the transfer vouchers.

The system should be able to record and track the details of the disposal of scrap

Maintenance of Records

The system should be able to handle the links between the stores, regions and the

circle. (Assign stores to regions, circles)

Ability to maintain accurate stores records and have the ability to consolidate, on an

entity wide basis, quantities on-hand.

Ability to increment Stores records by goods received notes and goods returned

notes and decremented by material transfer notes and by goods issued to jobs etc.

Ability to generate a flexible stores item code as per the requirement.

Ability to access stores items by item number (bin number) or description,

alternative item number or vendor number.

Ability to maintain multiple levels of stores item classification including product

group, class, size, item, reference, import/export item etc.

Ability to maintain quantity on hand, quantity committed to current work, quantity

on order, free balance; quantity on backorder.

Ability to administer multiple stores locations.

Ability to consolidate stores on hand over all locations.

Ability to maintain and track the details of each materials sent to each DC

Ability to maintain issue details, issue date, receipt details, receipt date, balance at

any point of time

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Ability to record stock in transit between stores

Ability to calculate average lead time and reorder levels.

Ability to calculate economic reorder quantities, record standard order multiples or

minimum

Ability to calculate minimum/maximum stock levels

Ability to view orders placed on any particular month/ period

Ability for the portable data entry units to read bar codes.

Ability to classify items as inventoried and non-inventoried.

Ability to reconcile value of stocks issued with works orders completed and in

progress.

Ability to categories stores items by holding objective, i.e., consumables, spares,

emergency etc.

Handling Other Charges

Ability to allow cost of freight, insurance and miscellaneous charges as required to

be added to the purchase price for imported items

Ability to allow for miscellaneous charges to be added to the purchase price for local

purchases

Ability to have a stock write down facility reducing the stock valuation based on the

pricing method

The system should be able to handle the material overheads, the costs other than

the cost of material like transportation should be booked under the cost of material

Stocktaking Support

Able to produce stock count sheets based on storage locations and or bin locations

Ability to record the date each stores item was last checked

Ability to provide lists of stores items scheduled for checking

Ability to generate alerts on safety stock quantity

Ability to enter actual stock take quantities via hand held devices.

Ability to enter manual stock adjustments with specific authorisation

Ability to record and track inventory status like - Obsolete, Scrapped, Restricted

use, Blocked, In transfer, Under repair, Available for issue, Special project stock,

Reserved stock, Vendor consignment stock, additional user defined stock status

Able to produce stocktaking schedules based upon predefined criteria e.g. Items

counted 12 times per year, B items counted 6 times per year and C items counted 2

times per year.

Able to enquiry and produce stock turnover reports separate by material code,

material type, storage, etc.

Able to produce online reports for stock locations e.g. materials in a stock location,

stock movements, historical data, stock values, expected receipts etc

Able to produce online reports for outstanding stocks and stock value (total cost,

unit cost) separate by material code, material type, storage etc

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The system should be able to calculate the Stock value of each material through

various stock evaluation methods

Report Generation

Ability to provide accurate and timely management information including but not

limited to the following:

Stock status reports by location and consolidated

Monthly summary of stores items issued both item as well as Division wise.

Report on Inter store transfer details (both issue and receipts)

Reorder report for items reaching reorder level.

Historical demand information by month

Profile forecasting for projected stock level based on demand to date

ABC and XYZ analysis reporting and indicating buffer stock and investment

requirements to give nominated levels of protection against stock-outs.

Issue of items issued by site location in any specified month/period

Issue of items against project number

Issue of items against job number

List of slow moving items/non-moving items

Printing of bar code labels

Ability to generate comparative analysis reports based on price, quality, delivery

schedule, payment terms and other user defined parameters

Ability to generate exceptional reports such as: Purchases without purchase order,

Acceptance of goods without inspection, Direct purchases at field offices, cash

purchases and Purchases from unapproved/unlisted vendor.

Ability to generate requisition reports, PO listings, goods receipts, goods returned to

supplier etc

Provide screen inquiry to display stock level by line item code

List forward purchase commitment by months.

Print goods received audit trail.

Report on unmatched purchase order, receipts, invoices etc.

Produce audit trail of changes to vendor information.

Provide screen inquiry to display purchased for the month by product code and

supplier, and status of payment.

Provide screen inquiry to display up-to-date status of creditor account by supplier.

Provide screen inquiry and report of all unpaid bills.

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Ability to generate reports and analysis of future demand forecasts/trends based on

historical data such as consumption, lead-time, inventory expiry date, warranty

period.

13. Functionalities of System

Requirement

ID

Feature Functionality Criticality

Fs.1 Modular

Design

Applications, systems and

infrastructure are to be characterized as

service-oriented, component-based

& reusable. The system will be

modular in design, operations and implementation.

Vital

Fs.2 System

Architecture

The supplier is to balance the

adoption of standards used by market

leading vendors and products, and

adherence to industry standards and open

architectures. Systems are to be acquired,

developed, or enhanced in such a way

that business processes; application and

infrastructure services and data

can be shared and

integrated across the Utility and with

potential business partners.

Vital

Fs.3 Applicati

on

architect

ure

Application architectures must be highly

granular and loosely coupled. This is

focused on loosely coupling systems

compliant to

Service Oriented Architecture

to facilitate

application recovery. This is to ensure that

the failure of one component does not

cascade to others. A tier can also be scaled

to run separate

applications to optimize performance.

Vital

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Fs.4 Web

based

design

All the application designed for this

purpose shall be web based and the

Purchaser at workstation shall be able to

access through the latest available

version of the web browser such as

Internet Explorer, Fire Fox etc Any add-on

required must be integrated with latest

version released by the

developer at the time of Bid opening

Vital

Fs.5 Business

Process

Requirement

Application requirements will be based

on Utility‟s business processes and the

functional requirements that derive from

them. The application system should

empower the Business Usersin defining

the business

processes by process modeling.

Essential

Fs.6 Data

base

server

The applications must be capable of

running in a clustered environment as

high availability configuration of

database server that will run multiple

workloads.

Essential

Fs.7 Basic

system

architectur

e and

Unified

Access

framework

The applications system should be

built upon WS* specifications using

open industry standards of Web

services using XML, SOAP, WSDL and

UDDI and should have the unified access

framework compliant to W3C portal

specifications for people, process

and information by integrating the

backend applications with single sign-on

feature, role based, request based and

hybrid user type access, searching

and collaborative

environment.

Vital

Fs.8 Directo

ry

service

Common enterprise wide directory

services shall be leveraged by all

access systems and services used by all

the enterprise users and adhere to

commonly accepted standards such as

LDAP.

Vital

Fs.9 Messag

e

based interfa

ce

As per the requirement, Interfaces

between separate systems

(both internal and external systems)

will be messaged based compliant to

W3C XML standard/OPC/DDE/ODBC

interface.

Essential

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Fs.10 Application

Integration

Integration technologies must be

industry proven standards. They must be

scalable in capacity and provide for

extensive functionality.

WS* based Web Services Integration

specifications shall be used for

integrating disparate systems, such as:

Web Services Messaging

Specifications including SOAP

Web Services Reliable Messaging

Web Services metada Specifications

including WSDL

Web Services XML Specifications

Web Services Business Process Specifications including BPEL4WS

Web Services Management

Specifications EDIFACT and ANSI

Essential

Fs.11 Data Storage Data i s considered to be an ut i l i ty

wide asset and is to be shared across the

utility. Data stores for transaction processing

shall be kept separate from data stores

for decision support.

Vital

Fs.12 Data access The applications will access data

through business rules

i.e. the applications must not

access data directly w i thout go ing

through APIs managed by

business rules/

validation/workflow. Data should be

collected once and used many times.

Vital

Fs.13 Central data

storage Data shall be stored at central data center.

The Data acquisi t ion server located at

Sub division will acquire the meter data

and store in it‟s own local database

and upload to central

database at periodic interval as

agreed between owner and bidder

during implementation stage.

Vital

Fs.14 Network

environm

ent

The application should be capable in running in a hybrid network

connectivity environment i.e. Dialup, PSTN, Wireless, Leased Line, WAN

environment etc. including MPLS/VPN

based secured tunnel.

Vital

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Fs.15 Applicati

on

scalabilit

y

The application portfolio and the IT

infrastructure are to be vertically and

horizontally scalable in size, on

demand with virtualization capacity,

and functionality to meet changing

business and technical requirements,

thereby enabling the utility to be

adaptable to change.

Vital

Fs.16 Application

manageabilit

y

Applications need to be designed for manageability using Enterprise

Management System.

This needs to encompass: scheduling,

backup and recovery, application,

database and network infrastructure

monitoring, tuning and remote

diagnostic management.

Essential

Fs.17 Network

option The network will use standard, open, vendor

neutral communication

protocols. Considering the scale of

implementation envisaged, the system will

provide for various networking options

between different entities.

Such options would include Leased

Lines, VSAT Links, Telephone

Modems, through Internet , VPN etc.

Vital

Fs.18 Central

Administratio

n

It will be possible to set various

options and logic of the system (for

example -Calculation Logic of payable

amount by consumer) centrally. This will

ease the system administ rat i on

work.

Vital

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Fs.19 Data

Ownership Irrespective of the Operation/ Outsourcing option adopted for operation

of the system, the ownership

and physical possession of the data will always remain with the Discoms. The application

should provide the flexibility

of system disintegration/aggregation

of information and

application in case of outsourcing, acquisition,

and merger of Discoms.

Vital

Fs.20 Login wise rights, groups

The system will be able to grant specific

access rights to each login or group of logins,

as per the business requirement and policy of the DISCOMs with unique

identify across the enterprise system. System shall also permit temporary transfer

o f access r i gh ts wi th in h i s group to

officers for employees reporting

to him.

Essential

Fs.21 Data Backup System will be required to maintain daily backups of the database on reliable backup

media like DAT drives, CDs, tape etc.

Vital

Fs.22 Data

Archiving

The System w i l l mainta in on ly f i ve years of operations data online. Operations

data more than five years old would

be archived and the archives

maintained at the various locations.

Essential

Fs.23 Interface with other system

As per the requirement, system will exist in

conjunction with several other systems.

It would therefore be

required to interface with other systems

for seamless flow of business information in Web

Services or W3C XML industry

format/OPC/DDE/ODBC Interface.

Vital

Fs.24 Embedded

control To make the operations more efficient, the system will have the facility of

incorporating embedded controls,

which would force the organization

to carry required tasks in the time frame

specified.

Essential

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Fs.25 Report Generation

The system will provide a report

generating tool, which can be used to generate

customized reports at any level. The reports

generated should be stored in various user

configurable “bins”. The access to bins should be

configurable by having security roles in the system.

Essential

Fs.26 Mail interface The system will have the capability to interface with the mailing system (e.g. Lotus Notes,

Microsoft Exchange etc),

if available, to deliver the Alerts and Service

Orders. In the absence of such a system,

the Alerts and Service Orders will be served on

portal with user login. The system should also be

capable of interfacing with other

applications (ERPs, MS Office etc).

Essential

Fs.27 Prioritizing

workflow The system will have in built priorities

defined, which will be used to process the

prioritized tasks first in case of system

constraints (e.g. network

unavailability, time constraints etc).

Desirable

Fs.28 Performance monitoring of system

The system should have provision for

network, application, and database

monitoring for performance

management, tuning, remote control

configuration management features with

facility for SLA report generation.

Essential

Fs.29 MIS Reports The system should allow for a

graphical interface to view the

summary data in MIS reports. This would

include trend graphs, graphs indicating how

much of the target has been met etc.

Essential

Fs.30 Multiple OS support/ Inter- operability.

Client End : The solution should be

able to support a variety of client end

Operating systems like Windows, Linux.

Server End : The solution should be built

on open standards and

interoperable platform of WS* based open

specification and shall be able to interoperate

with multiple operating systems like Windows

, Unix and Linux.

Essential

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Fs.31 Multiple database support

The solution should be able to

interoperate with multiple industry standard

RDBMS platforms like Oracle,

MSSQL , DB2 or any other RDBMS confirming

to ANSI/ISO SQL-

200n standards and should be built on

WS* based open specifications.

Essential

SECTION-III-PART-V: Other Technical Requirements and General Technical Conditions

1. Schedule of Requirement:

Sr

No

.

Activity

Broad

Configuration/

Specification

Quantity Remarks

1

Procurement of standard

OEM ERP package

comprising following

modules: Financial

Accounting, Cost

Accounting & Management

Controlling, Human

Resources & India Payroll,

Project control & project

systems, material and

store management and as

an overarching functional

requirements, Analytical

tools and capabilities in

above modules Document

Management System

(DMS) will also be

provided.

The licensing will be either

on the processers based or

enterprise wide license in

Full use, in any case the

user based license will not

be accepted. (Source code

of customization part will

be provided to JVVNL)

As per

Specification of

product

1 Lot --

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2

To provide RDBMS

(database) software on per

CPU license / enterprise

wide license

MS-SQL (Latest

version) will be

preferred for

better

integration,

however, the

bidder may

quote as per

requirement of

their system

1 Lot

MS-SQL will be

preferred with the

view that the same

has been proposed

in RAPDRP

3

Operating system for

server as per CPU basis /

enterprise wide license

MS windows

Enterprise server

(latest version)

1 Lot

4

To provide Data base

server with Rack in cluster

fail over mode

4* CPU, Quad

Core @ 3.1 GHz

scalable to 8CPU,

32GB RAM,

4*146 HDD,

4*GbE, DVD

1 set at DC & 1

set at DR

Sizing is done as

per Discom's view,

however the bidder

has to check the

compatibility of the

same and he can

quote higher

configuration, but

he can't reduce the

configuration given

here. The prime

responsibility to

maintain SLA's lies

with the bidder.

5

To provide Application

server with Rack in cluster

failover mode

4* CPU, Quad

Core @ 3.1 GHz

scalable to 8CPU,

32GB RAM,

4*146 HDD,

4*GbE, DVD

1 set at DC & 1

set at DR

Sizing is done as

per Discom's view,

however the bidder

has to check the


same and he can

quote higher

configuration, but

he can't reduce the

configuration given

here. The prime

responsibility to

maintain SLA's lies

with the bidder.

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6

To provide DMS server

with requisite applications

with Rack in cluster

failover mode

2* CPU - Quad

Core @ 2.66GHz,

8GB RAM, 2*146

HDD, 4*GbE,

DVD-RW, DAT

1 set at DC & 1

set at DR

Sizing is done as

per Discom's view,

however the bidder

has to check the


same and he can

quote higher

configuration, but

he can't reduce the

configuration given

here. The prime

responsibility to

maintain SLA's lies

with the bidder.

7 Digitization of all employee

data for all three Discoms

As per

Specification

About 50,000

employees

8

Data migration from

legacy system with respect

to finance, accounts,

material management, HR

and project management

for all three Discoms

As per

Specification Lumpsum

9 Adobe PDF writer with full

functionalities

Standard

software -

Desktop licensee

3 (One for each

Discom)

10 FMS for 5 years As per SLA's 1 Lot

11

To provide upgrades

(Latest version as and

when issued) for

application, data base and

OS with AMC of application

software

Upgrades mean

to provide latest

version as and

when released

by OEM during

FMS period. It is

clarified that

upgrades is

different from

updates

It will be the

vendors

responsibility to

provide, deploy and

configure the

upgrades in the ERP

for entire FMS

period within the

quoted price i.e. at

no extra cost to

DISCOMS

12 Integration with RAPDRP

scheme

As per

specification

13

Project Management,

Change Management and

Training (Class room

training)

As per

Specification

2. Licensing policy of application & other Software:

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I. The bidder will quote licensing requirement based on processers licensing / enterprise

wide license on the basis of user will not be accepted.

II. The bidder may provide Enterprise wide license. OR the bidder may provide licenses

based of CPU/core. The bidder, in both cases, shall quote single cost of application,

database, OS and other software including license fees, five year AMC and provision of

upgrades.

3. Definition of scalability: While designing the system, hardware and software, the

following scalability factors should be taken into consideration so that system should

complied all the SLAs envisages in this document.

a) The Employee base may increase at the rate of 5.0 % per annum on the base data i.e.

50,000 Employees provided in this bid.

b) The bidder will have to size the system keeping in mind the contingencies such as

change in business process and business logic from the date of commencement of work

upto the end of 5 years from date of “Go-Live”.

c) While designing the system, this system shall be

designed independent of number of users using the system.

d) The system must comply with the SLAs from the date of

commencement of work upto the end of 5 years from date of “Go-Live”.

4. Pricing Principle:

While pricing the items mentioned below the bidder shall consider the total Cost of Ownership

(TCO) for all items.

a) Server: The sizing of servers shall be done to comply and maintain the SLAs and the scalability

factors defined above. The bidder may quote the higher server capacity and configuration but

can‟t bid the capacity and configuration lesser than given in the document.

b) Applications: The sizing of applications shall be done to comply and maintain the SLAs defined

and the scalability factors defined in this document. The bid cost of application shall also

include the provision of providing all the upgrades (latest versions as and when released),

updates and maintenance upto the end of 5 years from date of “Go-Live”.

c) Operating System Database for Servers and PDF writer: The sizing shall be done in accordance

with the number of servers mentioned in this document. The bid cost shall also include the

provision of providing all the upgrades (latest versions as and when released), updates and

maintenance upto the end of 5 years from date of “Go-Live”.

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5. Data Migration scope:

The following is the indicated list of the type of data to be migrated from the legacy/ manual

system.

1) All Master Data – Must be migrated

2) All Open Transactions – Must be migrated

3) All transactions in the current financial year – Must be migrated

4) Historical Transactions – No of years shall be decided by utility however at least 3 years

historical data to be migrated. You must indicate how you propose to do this.

6. DOCUMENTATION SCOPE -

The following documents (one set each) will be required for smooth functioning of the system

the successful bidder shall provide ongoing product information for referential purposes and

facilitating self-education by Utility personnel along with SRS.

User manuals;

System administrator manuals;

Technical manuals;

Installation guides;

Business process guides;

Program flow descriptions;

Data model descriptions;

Sample reports;

Screen formats;

Toolkit guides;

Troubleshooting guides;

Frequently asked question (FAQ) guides.

i. The clarity, comprehensiveness and accuracy of the documentation (an example document

should be made available to UTILITY).

ii. The media upon which documentation is made to be made available in two hard-copy and

two soft copy.

iii. The frequency of documentation updates and distribution mechanism of the updates shall

be intimated by successful bidder in the SRS.

iv. The manual should include information on the application concepts in addition to

transaction and field level documentation. Additionally the Technical Users Information

manual provides information on the BPA software‟s table structures.

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v. Successful bidder will be expected to assist in developing operational procedure manuals. If

the user manuals are provided in Word format, the client should have the ability to

customize their own manual to include specific business processes or operational

procedures. You can also be required to provide context sensitive on-line help, which

includes all materials provided in the hard copy manuals. Where possible, users should be

able to add their own on-line help documentation

7. OTHER SERVICES AND ITEMS

The scope also includes, but not limited to the following services/items described herein and

elsewhere in specification:

1) Project management and site supervision

2) Interface coordination

3) Scope change management

8. ARRANGEMENT BY THE CONTRACTOR

The bidder shall make his own necessary arrangements for the following and for those not

listed anywhere else:

• Office and store at respective Discom headquater.

• Transportation.

• Boarding & lodging arrangement for their personnel

The vendor shall also provide all the construction equipments, tools, tackles and testing

kits/equipments required for pre-assembly, erection/installation, testing and commissioning of

the equipments and system covered under the Contract. He shall submit a list of all such

materials to the Engineer before the commencement of work at Site. These tools and tackles

shall not be removed from the Site without the written permission of the Engineer-in-charge.

9. QUALITY ASSURANCE PLAN

The vendor shall furnish a comprehensive quality assurance program at all stages of

manufacture/development/implementation for ensuring products giving reliable, trouble free

performance. You shall furnish the details of their quality assurance plan and test set up along

with the bid. A detailed quality assurance program shall be finalized with the successful bidder

during the award stage. However, the Quality Assurance Plan shall conform to the following

standards –

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IS/ISO/IEC 27001 – ISMS IT Security, IT services (10 Standards) - All harmonized

with ISO/IEC LITD 16 – Standards on Computer Hardware IS 13252:2003/IEC

60950.

10. FACILITY MANAGEMENT SERVICES

Successful bidder shall be required to provide the services through Facility Management Service

provider for the period of five years from the date of GO-LIVE so as to manage entire IT system

including all equipments, installations including hardware, software & networks and utility

business related modules installed & commissioned by bid consortium members for the utility in

order that they have maximum availability to enable utility to realize its desired business

objectives.

System Management Services shall be provided by FMS vendor in order that maximum uptime

& performance levels of IT systems installed is ensured. As such, FMS vendor is expected to

provide services as per ITIL (IT Infrastructure Library) standards with performance levels

meeting or exceeding those mentioned in Service Level Agreement (SLA) agreed between

utility & you. To achieve the desired Service Levels, the Service provider may need to interact,

coordinate and collaborate with the other Service Providers as required. The Service Provider

will act as the Single Point of Contact for all issues relating to the Service Levels. The Service

Provider will have the responsibility to deal with the other consortium partners (during warranty

period)/other vendors as selected by utility (after warranty period) as the case maybe, to

provide the services at agreed service levels. However, the prime responsibility of providing

desired services shall be that of lead partner of consortium during warranty period. The role of

FMS vendor shall start immediately after systems are installed, commissioned and handed over

to the owner by the consortium.

11. SCOPE OF FMS

The bidder shall be responsible for 12*7*365 management of all the systems as per scope of

work with services rendered at least as per Service Level Agreement (Given in the Tender

Document) between utility & vendor. Scope does not include management of physical security

for access to said facilities, disaster management & business continuity. The following facilities

will be provided at the start of contract to IP by Utility for carrying out the FMS responsibilities:

I. Appropriately secured lockable storage/setup area

II. A meeting room for periodic meetings

III. Sufficient Sitting/office space in neat & clean environment

a. PC (other communication facilities like P&T telephone & internet facility are to be

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arranged by IP)

11.1 SERVICE DELIVERY MANAGEMENT:

IP shall provide detailed description for service delivery management for the complete project

including transition plan and deliverables and project management methodology.

a. Project Management

IP will assign a Project Manager who will provide the management interface facility and has the

responsibility for managing the complete service delivery during the contractual arrangement

between utility and the FM Vendor. Project Manager will be responsible for preparation and

delivery of all monthly/weekly reports as well as all invoicing relating to the service being

delivered..Project Manager‟s responsibilities should essentially cover the following:

i. Overall responsibility for delivery of the Statement of Work/s (SOW) and Service Level

Agreement (SLA).

ii. Act as a primary interface to Utility for all matters that can affect the baseline, schedule and

cost of the services project.

iii. Maintain project communications through Utility‟s Project Leader.

iv. Provide strategic and tactical recommendations in relation to technology related issues

v. Provide escalation to FM Vendor‟s senior management if required

vi. Resolve deviations from the phased project plan.

vii. Conduct regularly scheduled project status meetings.

viii. Review and administer the Project Change Control Procedure with utility Project Leader.

ix. Identify and resolve problems and issues together with utility Project Leader.

x. Responsible for preparation and delivery of all monthly reports as well as all invoicing

relating to the services being delivered

b. Transition Management

During initial six weeks viz. initial period of taking over by IP after completion of all installation &

commissioning jobs by consortium members, IP shall provide minimum agreeable services.

Formal SLA shall be enforced only after initial transition period.

11.2 HELP DESK

Help Desk shall act as a single-point-of-contact for all service problems pertaining to hardware,

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software & network. The successful bidder shall create and maintain a dedicated centralized

online Help Desk with a telephone number, E-mail and call tracking mechanism that will resolve

problems and answer questions that arise from the use of the offered solution as it is

implemented at utility. Users can log the queries / complaints, which should be resolved as per

the Service Level requirements. The helpdesk queries / complaints can be related to

connectivity, messaging, security, Hardware, Software, configuration and any other issues.

Help Desk software shall take care of classification, automatic escalation, management, and

status tracking and reporting of incidents as expected by the service level requirements. Status

tracking should be available to users through telephone number as well as online through

software.

I. The Help Desk will respond to and resolve the problems as per the SLA.

II. Problems shall be classified into various levels of priority mentioned in the SLA. The

assigned priority for each problem shall depend upon:

The extent of the problem‟s impact on the usability of the system

The percentage of users affected by the problem.

III. The initial assignment of priorities is the responsibility of the Help Desk‟s Problem Manager

on basis of SLA. However, utility can change the priority assigned to a particular problem

and the procedures that exist for escalating a problem to progressively higher

management levels, until agreement is secured.

IV. The precise definition of problem priorities should be documented in the Successful bidder‟s

SLA.

V. Helpdesk shall troubleshoot on systems (hardware), applications (software), mail related

issues, network related issues, multimedia related issues, server administration, security

policies, 3rdparty coordination.

VI. After problem resolution, the logged problem in help desk will be closed and notification will

be sent to user for confirmation and rate the customer service on defined parameter in

helpdesk.

VII. Help Desk shall be responsible for change management like schedule up gradation of

hardware and software components etc. Help Desk will co-ordinate and take approval

from utility for the same and will inform all users for such event in advance.

VIII. Help Desk shall also be responsible for managing problems/incidents related to LAN at each

node. Help Desk shall ensure timely response and assigning the problem/incident on

priority basis.

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Help Desk shall be ITIL compliant & shall implement ITIL compliant help desk processes like

Change Control Procedure, Call Flow Process, Incident & Problem management approach etc. IP

shall utilize help desk tools, which are ITIL complaint and are open for integration with other

enterprise management tools like EMS/NMS system & messaging system.

It is clarified that the existing RAPRDP EMS & Service desk can be used for Monitoring & Help

desk tools.

It is clarified that the list of hardware which although not in the scope of this tender but will be

supplied under RAPDRP has already been given in the RFP. The vendor of this bid will utilize the

all such resources under RAPDRP for the purpose of this bid and up to that part the vendor of

this bid shall be responsible.

FM Vendor‟s Responsibilities regarding Help Desk:

A. Providing Help desk solutions application

The Service desk / help desk module shall include the Solutions application. A solution record

is a predefined response to a problem or commonly asked question. A solution record consists

of a symptom, a cause and a resolution. Solutions can be associated with incident and

problem records. Solutions application is used to create, approve, and manage solution

records. A separate application, Search Solutions, can be used to search for and view solution

records.

The Solutions application includes the following features:

1. Ability to specify which solution records should be available to self-service users in the

Search Solutions application.

2. Ability to specify a Classification for the solution.

3. Ability to indicate a Status for a solution. A solution record can have one of the

Following statuses: DRAFT, ACTIVE, or INACTIVE.

4. Ability to attach documents or Web sites to a solution record.

5. Ability to use the Solutions application to change the status of a solution record.

Ability to create, update and delete a solution in Solutions Application.

IP shall integrate the help desk system with messaging system & EMS/NMS system of

utility.

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B. Hardware and Software Services

I. Provide Level One Support for hardware and software, including incident logging,

assigning incident numbers and dispatching the appropriate support personnel or

AMC vendor to remedy a problem;

II. Prioritize problem resolution in accordance with the severity codes and Service Levels

specified;

III. Provide system status messages, as requested;

IV. Maintain the defined help desk operational procedures;

V. Notify designated personnel of systems or equipment failures, or of an emergency;

VI. Initiate a problem management record (“PMR”) to document a service outage to

include (for example) date and time opened, description of symptoms, and problem

assignment (Level Two/Level Three), and track and report on problem status, as

required;

VII. Monitor problem status to facilitate problem closure within defined Service Level

criteria or escalate, as appropriate;

VIII. Monitor PMR closure, including documented problem resolution;

IX. Provide Utility with complete and timely problem status through the problem tracking

system, as requested;

X. Maintain an updated help desk personnel contact listing.

D. Install/MAC Services (Install Move Add Change)

1. Act as the point-of-contact for install and MAC requests and status; and

2. Act as the interface for coordinating and scheduling all installations and MACs.

E. User oriented Services

1. Provide an interface for user requests, such as new user IDs, address changes, routing

requests, and password changes.

2. Advise the End User to take reasonable steps to backup information, if possible, prior

to attempting to effect a resolution either by phone or hands-on during Desk Side

Support Service; and

3. Assist End Users with Office automation and E-mail “how to” and usage questions.

11.3 Install, Moves, Adds, Changes (IMAC) Services

This Service provides for the scheduling and performance of install, move, adds, and change

activities for Hardware and Software. Definitions of these components are as follows:

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Install: Installation of desktop machines, servers, peripheral equipment, and network- attached

peripheral equipment, which form part of the existing baseline (new equipment needs to be

procured by with installation services at the time of procurement).

Move: Movement of desktop machines, servers, peripheral equipment, and network-attached

peripheral equipment.

Add: Installation of additional hardware or software on desktop machines and servers after initial

delivery (e.g. Additional RAM, CD ROM drive, sound card etc).

Change: Upgrade to or modification of existing hardware or software on desktop machines and

servers (e.g. Upgrade 2.4GB hard disk drive to 4.3GB). Requests for IMAC shall be prepared by

IP depending on customer/ system requirements & shall be approved by utility. Utility shall

formulate guidelines for IMAC &communicate it to IP. All procurements shall be done by utility.

11.4 Desk Side Technical Support Services

This Service provides maintenance for IT equipment (Desktop, Laptop & Printers), including

preventive and predictive support, as well as repair and/or replacement/ up gradation

activity. IP shall:

1. Provide a single-point-of-contact to End Users for the resolution of Desk side related

problems or to request an equipment upgrade or consultation;

2. Provide Desktop maintenance services, corrective maintenance to remedy a problem,

and scheduled health check to maintain the Desktop in accordance with manufacturers‟

specifications and warranties;

3. Identify network, operational and software related problems and escalate to respective

teams

4. Implement Recovery Procedures

It is clarified that, as this system is independent from the number of users, the support will

be for all users who will utilize the system. For a reference minimum number has already

been given in this bid.

11.5 Data center Operations

IP shall:

1. Regularly monitor and log the state of environmental conditions and power conditions in

the Data center.

2. Coordinate with Utility and its vendors to resolve any problems and issues related to the

data center related to environment conditions, power, air-conditioning, fire, water

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seepage, dust, cleanliness, etc.

3. Co-ordinate with the utility for implementing any changes that may be required towards

the placement and layout of infrastructure within the Data center.

4. Vendor shall monitor, log & report entire equipment & module operation on 12 x 7 x 365

basis

5. Shall perform periodic health checkup & troubleshooting of all systems & modules

installed by consortium members & implement proactive rectification measures

It is clarified that the data centre operations for the part of ERP portion shall be the

responsibility of the vendor of this bid.

11.6 IP‟s Responsibilities

1. Setting up and configuring servers

2. Installation of the server operating system and operating system utilities

3. Also reinstallation on event of system crash/failures

4. OS Administration for IT system

5. Manage Operating system, file system and configuration

6. Ensure proper configuration of server parameters, operating systems administration and

tuning

7. Regularly monitor and maintain a log of the performance monitoring of servers including

but not limited to monitoring CPU, disk space, memory utilization, I/O utilization, etc.

8. Regular analysis of events and logs

9. Apply OS Patches and updates

10. Monitor & verify logs files and periodically clean up log files

11. Ensure proper running of all critical services on the servers. Schedule and optimize

these services

12. Maintain lists of all system files, root directories and volumes

13. Resolving all server related problems

14. Escalating unresolved problems to ensure resolution as per the agreed SLAs

15. Responsible for periodic health check of the systems, troubleshooting problems,

analyzing and implementing rectification measures

16. Logical access control of user and groups on system

17. Responsible for managing uptime of servers as per SLAs

11.7 Database Administration Services

IP shall:

1. Undertake end-to-end management of database on an ongoing basis to ensure smooth

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functioning of the same.

2. Undertake tasks including managing changes to database schemes, disk space, storage,

and user roles.

3. Setting and tuning system parameters

4. Building appropriate indexes, specifying large enough buffers and caches, aligning the

database implementation with IT infrastructure, monitoring databases and applications,

reorganizing databases, etc.

5. Manage database upgrade or patch upgrade as and when required with minimal

downtime

11.8 Backup/Restore management

IP will perform backup and restore management in accordance with mutually agreed to backup

and restore policies and procedures, including performance of daily, weekly, monthly quarterly

and annual backup functions (full volume and incremental) for data and software maintained on

Servers and storage systems including interfacing with utility‟s specified backup media storage

facilities;

IP shall ensure:

1. Backup and restore of data in accordance to defined process / procedure.

2. 12 x 7 support for file & volume restoration requests

3. Maintenance and Upgrade of infrastructure and/or software as and when needed.

4. Performance analysis of infrastructure and rework of backup schedule for optimum

utilization.

5. Generation and publishing of backup reports periodically.

6. Maintaining inventory of onsite tapes.

7. Forecasting tape requirements for backup.

8. Ensuring failed backups are restarted and completed successfully within the backup

cycle.

9. Monitor and enhance the performance of scheduled backups

10. Real-time monitoring, log maintenance and reporting of backup status on a regular

basis.

11. Management of storage environment to maintain performance at optimum levels.

12. Periodic Restoration Testing of the Backup

13. Periodic Browsing of the Backup Media

14. Management of the storage solution including, but not limited to, management of

space, volume, RAID configuration, configuration and management of disk array, SAN

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fabric / switches, tape library etc.,

15. Interacting with Process Owners in developing / maintaining Backup & Restoration

Policies / Procedures

16. To provide MIS reports as per agreement

11.9 Performance Monitoring & Reporting

• Regularly monitor and maintain a log of the performance monitoring of servers including but

not limited to monitoring CPU, disk space, memory utilization, I/O utilization, Central Storage

etc.

• Regular analysis of events and logs generated in all the sub systems including but not limited

to servers, operating systems, databases, applications etc. The system administrators shall

also ensure that the logs are backed up and truncated at regular intervals.

• The administrators shall undertake actions in accordance with the results of the log analysis to

ensure that the bottlenecks in the infrastructure are identified and fine-tuning is done for

optimal performance

• Reporting to utility for all system performance monitoring

11.10 Service Management Control

The Bidder must adhere to well-defined processes and procedures to deliver consistent quality

services throughout its contractual period. Any hardware/software to meet the requirements

under this section must be provided by the bidder. The bidder is expected to have the following

system management controls in place:

11.11 Incident Management

The bidder must have:

i. Ability to create an incident record to document a deviation from an expected standard of

operation.

ii. Ability to create other ticket from the incident, if resolving the incident involves creating a

service request, problem or work order.

iii. Incident could be created automatically from sources such as email, system-monitoring

tools.

iv. Ability to have ticket template containing data that agent can automatically insert in common,

high-volume records. Instead of manually entering standard information each time, vendor

can apply a template that contains information such as owner, service group, service,

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classification, internal priority, activities, labor requirements, and activity owners.

v. The template can add the following information, but can be modified to include: Priority,

Owner or Owner Group, Service Group or Service, Classification; for Activities: Activity,

Sequence, Job Plan, Site, Organization, Description, Owner or Owner Group, Priority, Vendor,

and Classification.

vi. Ability to assign ownership of an incident either to a person or a person group who is

responsible for managing the work associated with that record.

vii. Ability to assign ownership via workflow or an escalation process

viii. Ability to associate an asset for an Incident record, if the issue you are reporting or working

on involves an asset.

ix. Ability to select related asset by hierarchical view

x. Ability to pick the related tickets from the similar ticket search result so that the selected

records are copied onto the Related Records list with the relationship RELATED.

xi. Ability to view a list of related records and view the work and communication logs for all

related records on one screen, on the global record.

xii. Ability to create a service request from an incident with a relationship between the two

records.

xiii. Ability to create a Problem from Incident application to record an unknown, underlying cause

of one or more issues. The created Problem will be related to the originating Service Request

as type RELATED.

xiv. Ability to create a release in the Incident application when resolving the Incident involves

releasing a set of bundled changes to your users. The created Release will be related to the

originating Incident as type FOLLOW-UP and has the status of waiting-on-approval.

xv. Ability to relationships between Incidents.

xvi. Ability to identify a global incident, which is the root cause of many other issues or that is

something affecting many users.

xvii. Ability to automatically assign one or more SLAs via Workflow or Escalation process based on

SLA‟s criteria

xviii. Ability to apply an incident template which contains activities that can be viewed and edited

xix. Ability to find and attach Solution record containing information on resolving to an Incident

record.

xx. Ability to record Solution containing information on the symptom, cause, and resolution.

xxi. Ability to create and submit a draft solution from the Incident application screen which an

agent can approve the solution for general use later.

xxii. The communication log stores inbound and outbound messages and attachments sent

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between users and agents.

xxiii. Ability to view communication entries associated with a record.

xxiv. Ability to use a communication template to fill in default data, such as the identifier, subject

from the originating record when create a communication.

11.12 Ticketing Management

i. Ability to specify an Owner or Owner Group and Service Group or Service for the ticket.

ii. Ability to specify a classification for the ticket.

iii. Ability to specify both a Reported Priority and an Internal Priority for the ticket.

iv. Ability to list related assets on a ticket.

v. Ability to track time spent on a ticket via the Timer button or alike.

vi. Ability to apply one or more service level agreements (SLAs) to a ticket.

vii. Provide Self-Service Service Requests module to allow users to submit and view service

requests.

viii. Ability to create other ticket from the service request, if resolving the service request

involves creating an incident, problem, or work order.

ix. Ability to relate existing tickets to the service request.

x. Service requests could be created automatically from sources such as email, system-

monitoring tools.

xi. Ability to add a classification to enable workflow processes, escalations, and service level

agreements

xii. Ability to have ticket template containing data that agent can automatically insert in

common, high-volume records. Instead of manually entering standard information each

time, agent can apply a template that contains information such as owner, service group

and service, classification, and internal priority. The template can add the following

information, but you can modify it; Priority, Owner or Owner Group, Service Group or

Service, Classification, Vendor, and Organization.

xiii. Ability to assign ownership via workflow or an escalation process

xiv. Ability to select related asset by hierarchical view

xv. Ability to filter the related asset list by value list: All, Public, or User/Custodian. The default

User/Custodian is the affected person specified on the record.

xvi. Ability to show similar tickets to search for and relate other tickets to the current record.

The purpose is for information only.

xvii. Ability to automatically assign one or more SLAs via Workflow or Escalation process based

on SLA‟s criteria.

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11.13 PROBLEM MANAGEMENT

The Vendor must develop an effective problem management system to reduce the impact of

problem that occur and minimize its reoccurrence. It should help in identifying the root cause of

the problem and proper recording and tracking of the problem till its resolution. In order to

systematically capture, record, track and resolve the calls, robust application tools with following

functionalities / features should be provided. The tools shall have following features:

i. Ability to apply a template to a Problem. The template contains common data such Priority,

Owner or Owner Group, Service Group or Service, Classification, Vendor, and

Organization.

ii. The Problem template also can contain activities, labor requirements, and activity owners

iii. The Problem template also can contain Problem activity common data such as, Sequence

number, Job Plan, Site, Organization, Description, Owner or Owner Group, Priority,

Vendor, and Classification.

iv. The status is automatically change to be QUEUED when ownership of an incident is assigned

except the status is RESOLVED

v. Ability to associate an asset for an Problem record, if the issue you are reporting or working

on involves an asset.

vi. Ability to select related asset by hierarchical view

vii. Ability to relate other tickets and work orders to a Problem with a relationship type of

RELATED

viii. Ability to show similar tickets to search for and relate other tickets to the current record.

ix. Ability to show similar tickets, Problems to search for and relate other tickets, Problems to

the current record.

x. The similar ticket search results only list service requests, incidents, and problems having

the same Classification. Records are not included in the results if they either are global

records or history records.

xi. Ability to identify a Problem as global record. A global record captures information about an

issue affecting many people. The record might be a created for a shared asset i.e. the

root cause of many other issues, such as a failed network server.

xii. Ability to relate a Problem to a Global record.

xiii. Ability to create a service request from a problem, creating a relationship between the two

records.

xiv. Ability to create a Release in the Problem application when resolving the Problem involves

releasing a set of bundled changes to your users. The created Release will be related to

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the originating Problem as type FOLLOW-UP and has the status of waiting-on-approval.

xv. The relationship between Problem and other Problem/Ticket can be deleted.

xvi. Ability to identify a global Problem, which is the root cause of many other issues or that is

something affecting many users. A global record might have many other records related

to it.

xvii. Ability to automatically assign one or more SLAs via Workflow or Escalation process based

on SLA‟s criteria

xviii. When you apply an SLA that includes a response commitment to a Problem, value in the

Target Start date field is set based on that SLA.

xix. When you apply an SLA that includes a resolution commitment to a Problem, value in the

Target Finish date field is set based on that SLA.

xx. Ability to relate existing service requests, incidents and problems to a global record and

manage them via the global record with the relationship RELATED TO GLOBAL type.

xxi. Ability to manage the tickets via the global ticket, when linked with global relationships, so

the statuses of related tickets can be changed by changing only the status of the global

record.

xxii. Ability to change status of each activity individually

xxiii. Ability to apply a template, which contains activities that can be viewed and edited.

xxiv. Ability to select labor for activities on a Problem.

xxv. Ability to report labor time either for a Problem as a whole, for activities on the Problem, or

for both types of labor time.

xxvi. Ability to enter start and stop times.

xxvii. Ability to select an owner for each Activity individually.

xxviii. Ability to find and attach Solution record containing information on resolving to a Problem

record.

xxix. Ability to record Solution containing information on the symptom, cause, and resolution.

xxx. Ability to create and submit a draft solution from the Incident application screen which an

agent can approve the solution for general use later.

xxxi. Ability to use the Work Log in the Problem application to document work that needs to be

done or that was done to resolve the issue.

xxxii. Ability to modify or delete Work Log with authorization protected.

xxxiii. Ability to create Communication action in Problem application to send communications

about a record to a requestor or other user.

xxxiv. Ability to use a communication template to fill in default data, such as the identifier, subject

from the originating record when create a communication

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11.14 CHANGE MANAGEMENT

i. Work plan for Change Order describes the labor, materials, tools, services, and tasks you

need to complete a Change.

ii. Ability to enter, modify, or view the work plan.

iii. Ability to select a job plan (predefined Work Plan), and modify it as needed.

iv. When associate a job plan with a Change order, it copies the labor, materials, services, and

tools to the Change order‟s plan.

v. Ability to limit the list of job plans displayed for selection to only job plans associated with the

asset or location that appear on the Change order.

vi. When work with planned materials or items for a Change, it shall display item number,

description, location, category and unit cost.

vii. Ability to create a ticket or work order from within an existing ticket or work order (A

change order).

viii. When create a work order or ticket, the newly created record has a status of FOLLOW UP,

and the original record is its ORIGINATOR.

ix. Ability to create follow-up work orders. It will copy the asset, location, and GL account from

the originating work order to the follow-up work order. A follow-up work order is for

when you complete a job but notice that additional work is needed on the same asset or

location.

x. Ability to link work orders and tickets to a Change with a relationship type of RELATED

xi. Ability to create a change from a change. It is needed when, for example, a technician

completing a change discovers that additional work not specified on the change, such as

a software upgrade, is required to solve a problem.

xii. Ability to create an Incident, problem, release & work order from a change.

xiii. Once a change is approved, it cannot be deleted.

xiv. When change status of a Change it will change the status of to the child work orders, if the

change is indicated to do so.

xv. Ability to change the status of the Changes to complete (COMP), which indicates all the

physical work is finished.

xvi. Ability to execute the move or modification of assets when the status is changed as

planned.

xvii. Ability to change the status of child Change order in the screen of parent Change order.

xviii. Ability to view information about previous status changes.

xix. Ability to change the status of the Change order‟s task.

xx. Ability to automatically assign one or more SLAs via Workflow or Escalation process based

on SLA‟s criteria

xxi. Ability to duplicate a change with or without its tasks or with its hierarchy.

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xxii. Ability to drilldown view the complete hierarchy of locations and assets.

11.15 RELEASE MANAGEMENT

i. Ability to link work orders and tickets to a Release.

ii. Ability to create follow-up work orders. It will copy the asset, location, and GL account from

the originating work order to the follow-up work order. A follow-up work order is for

when you complete a job but notice that additional work is needed on the same asset or

location.

iii. Ability to create a change from a release. It is needed when, for example, a technician

completing a change discovers that additional work not specified on the release, such as

a software upgrade, is required to solve a problem.

iv. Ability to create an Incident, problem, service request, work order & release from a Release.

v. Ability to change the status of one or more work orders (Release orders) to Approved

(APPR).

vi. Once a Release is approved, it cannot be deleted

vii. When change status of a Release, the tasks on the Release are also changed accordingly.

viii. When change status of a Release it will change the status of to the child work orders, if the

change is indicated to do so.

ix. Ability to change the status of the Releases to complete (COMP), which indicates all the

physical work is finished.

x. Ability to execute the move or modification of assets when the status is changed as

planned.

xi. Ability to change the status of one or more work orders to Closed (CLOSE). The Closed

status finalizes a Release.

xii. Ability to change the status of child Change order in the screen of parent Release order.

xiii. Ability to view information about previous status changes.

xiv. Ability to change the status of the Release order‟s task.

xv. Ability to automatically assign one or more SLAs via Workflow or Escalation process based

on SLA‟s criteria

11.16 E-mail LISTENER

The help desk application shall have features to interface with messaging system (E-mail listener) to

extract service request from messages.

The E-mail Listener Configuration application includes the following features:

1. E-mail Listener shall support post office protocol 3 (POP3) and Internet message access

protocol (IMAP) e-mail protocols.

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2. E-Mail Listener must have the:

Ability to create multiple listeners, to monitor multiple e-mail accounts.

Ability to support multiple attachments per message. E-Mail Listener converts any

attachments into attached document records. When a ticket record is created from

the e-mail, the attachments are associated with the ticket record.

Ability to specify a status for the listener Active/Non-Active.

Ability to differentiate between new service requests and updates to service requests

via the subject line of a message.

Ability to customize e-mail handling via a Workflow process.

A different Workflow process can be associated with each listener.

Workflow processes can be configured to convert e-mail messages into service

requests and communications log entries.

11.17 AVAILABILITY MANAGEMENT

i. The bidder must define the processes/procedures which ensure the service delivery as per

the required SLAs or exceed it. It should cover various equipments such as all the

servers, networks, switches, SAN, Modems, data converter units, call center equipments,

other site specific services, and the critical services and their supporting hardware,

micro-code, firmware, and software components, as defined in scope of work. Industry

standard SLA management tools should be deployed and shall have following essential

features:

ii. Ability to define the following types of SLAs: Customer (SLA), Internal (OLA) and Vendor

(Underpinning contract)

iii. Ability to define SLAs at the System, Organization, or Site level.

iv. Ability to specify a ranking to be used for the SLA, when multiple SLAs exist for the same

object.

v. There is a setting to specify whether only one or multiple SLAs should be applied.

vi. Ability to relate an SLA to another SLAs, for example if an SLA has supporting SLAs.

vii. Ability to link an SLA to a key performance indicator (KPI) to monitor performance.

viii. Ability to create an escalation for an SLA.

ix. Ability to use the Service Level Agreements application to modify service level agreements

(SLAs). When an SLA is in DRAFT or INACTIVE status, user can edit or add information

on the Service Level Agreement, Assets and Locations, and Escalation.

x. Ability to associate relationship between service level agreements (SLAs). When display an

SLA record, user can build a list of the SLAs that the current SLA record supports (also

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known as parent SLAs), or a list of SLAs that support this one (also known as child

SLAs).

xi. Ability to associate specific assets, asset types, and locations to a service level agreement

(SLA). Once an SLA and its associated escalation are activated, it shall apply the SLA to

any listed assets, asset types, and locations.

xii. When an SLA is set to ACTIVE status, it shall automatically changes the status of the

escalation to ACTIVE as well.

xiii. Ability to workflow the SLAs.

xiv. Provide predefined action types, such as Set Owner, Status Change, or Create Ticket.

xv. Ability to create new action types, if needed.

xvi. Ability to define sets of actions that are grouped together in a specific sequence.

xvii. Ability to associate an escalation point with one or more actions through the action group.

It is clarified that the list of hardware which although not in the scope of this tender but will be supplied

under RAPDRP has already been given in the RFP. The vendor of this bid will utilize the all such resources

under RAPDRP for the purpose of this bid limited to the use of ERP only, and up to that part for which the

vendor of this bid shall be responsible.

11.18 RESOURCES FOR PROJECT & SERVICE MANAGEMENT

The bidder shall deploy adequate number of personnel for providing Facility Management

services in each shift of the day. Further there shall be one team leader available during day

shift, which would also be expected to be available on call in case of emergent requirement.

The bidder shall be required to depute on-site personals to meet the Services requirement as

described above.

i. ONSITE SERVICE ENGINEERS – Shall be required to undertake the responsibilities of

System Administrator and Trouble shooting of multi-brand Hardware. OEM UNIX certified

engineer shall be required for System administration, repair & maintenance, with

knowledge and expertise on the various UNIX flavors and Windows Operating System of

the ERP Production Environment. Microsoft certified Professional shall be required for

Intel Servers.

ii. OPERATIONS MANAGEMENT RESOURCES – The Bidder shall be required to deploy

adequate number of engineers responsible for day-to-day operations (including back up

etc.) and monitoring in each shift on all days of the week on 12x7 days.

iii. GENERAL QUALIFICATION & EXPERIENCE OF RESOURCE PERSONS – The engineers

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deployed for the job must have suitable qualification, experience and certification for the

assigned job. If the service of particular personnel is not satisfactory, owner shall ask for

the suitable replacement and the Bidder shall be required to provide the replacement on

the next working day.

FM Vendor can assign the part of the work to the sub FM Vendor. However the complete

management control should be of the IP.

DATACENTER ADMINISTRATION 12 X7 CRITICAL

DATABASE ADMINISTRATION

SERVICES

12X7 URGENT

BACKUP MANAGEMENT AS PER SCHEDULE HIGH

IP has to sign SLA prior to start of FMS contract. During initial six weeks viz. initial period of

taking over by IP after completion of all installation & commissioning jobs by consortium

members, IP shall provide minimum agreeable services. Formal SLA shall be enforced only after

initial transition period.

11.19 CHANGE OF SERVICE LEVELS

1. The client may inform the service provider at least one month prior to making a change in the

Service Levels.

2. The client reserves the right to change the criticality, service availability duration, service levels

and service level measurements with prior information.

3. The client may introduce a new Service Level that needs to monitored – but will include the basic

aspects like Expected Service Levels, Minimum Service Levels etc.

4. IP to mention percentage change in quoted value for first quarter in case of change in service

levels.

12. TESTING AND ACCEPTANCE PROCEDURES

Testing and quality assurance in software development is more rigorous since each component

has to be more reliable, if it is to be reused. A system is tested at various stages of

development and deployment. For example, each component is tested as a unit for checking

the correctness of its own code. Further, the component is tested with its dependent

components. After final release of the entire set of components, system is tested for the

correctness of system functionality. Finally the components are further tested in simulated

production load for performance and load analysis.

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The Lead Partner along with consortium partners shall be responsible for the testing processes

such as planning (includes preparing test plans and defining roles and their responsibilities),

preparation (consists of preparing test specification, test environment and test data) and

execution (includes testing at various levels like unit level, integration level, system level and

production).

Test Plan

Test plans are prepared for each phase of testing. The initial test plan is created during the

Project Planning phase. The initial test plan describes who performs which type of testing and

when. Ideally master test plan covers all types of test i.e. from unit testing to production

testing. The Lead Partner along with consortium partners is expected to submit the test plans to

Utility for approval. Any changes made to the test plan during the project life cycle should be

communicated to UTILITY for approval.

Test plans contains following items:

a) Roles and responsibilities of test team

Approach to testing

Function testing

Security testing

User Interface and reports testing

Concurrency testing

Performance and Load testing

b) Test Scenarios along with entry and exit criteria

c) Test specifications

d) Suspension and resumption criteria

Test scenarios

The Lead Partner along with consortium partners should prepare test scenario for each business

scenario. A test scenario when executed should fulfill a business requirement as per the scope

of business functionality. Test scenarios include following:

1 Test Specification - During the test specification phase, the test cases are specified. It

consists of description of the input, process to be executed and a prediction of output

results.

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2 Test Environment - Component developer does unit testing and integration testing.

Integration testing can be delegated to a specialized testing group. Each of the members

in the testing group is provided with testing environment according to his/her role and

responsibilities.

Following is sample testing environment for testing:

A workstation

A set of tools and applications required on workstation like access to user interface,

browser etc.

Access to centralized document database (where all the project related documents

are maintained)

Access to testing tools and defect logging tools

Access to the central database or repository for development and unit testing (this

database contains sample test data)

Access to deployed components

3 Test Data - Test data is prepared for testing at each stage. The test data should be

prepared in such a way that it covers basic path and every alternate path of the code.

The basic path and alternate paths are prioritized to capture relevant data. Tools can

also be used to generate test data.

Test Execution

The following testing steps are usually employed in the project lifecycle. The Lead Partner

along with consortium partners expected to follow these steps.

Unit Testing - In unit testing, each piece of code has to be rigorously tested. At this

stage testing is done according to the priority of path of code. All the test results are

logged in the defect logging tools. After every the completion of testing, code is

corrected for defect logs. This process is iterative till criteria for successful testing is

reached.

Integration Testing - Upon completion of unit testing, integration testing begins. The

purpose is to ensure distinct components of the application still work in accordance to

customer requirements. Test sets will be developed with the express purpose of

exercising the interfaces between the components. This activity is to be carried out by

the Test Team. Integration test will be termed complete when actual results and

expected results are either in line or differences are explainable/acceptable based on

client input.

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Incremental Integration Testing - Continuous testing of an application as new

functionality is added.

System Testing - System testing is performed when all the components are delivered to

central repository prior to the release of the software. The testing is done on priority

basis of business processes. All the defects are logged and assigned to respective

component owners. The component and unit testing is performed after the correction of

code. However, it may depend on size and type of individual test specifications. Impact

analysis is useful to narrow done testing efforts by identifying critical test cases affected

due to code change.

Pre-Production Testing – Pre-Production testing is done simulating the production load.

Test data is either prepared or generated from the tools. This testing is used to evaluate

performance, load capacity and concurrency. Load testing tools can also be used for this

purpose. Following special type of testing are done during Pre-production Testing Phase:

o Regression Testing - The objective of regression testing is to ensure software

remains intact. A baseline set of data and scripts will be maintained and executed to

verify changes introduced during the release have not “undone” any previous code.

Expected results from the baseline are compared to results of the software being

regression tested. All discrepancies will be highlighted and accounted for, before testing

proceeds to the next level.

o Performance Testing - Although performance testing is described as a part of system

testing, it can be regarded as a distinct level of testing. Performance testing will verify

the load, volume, and response times as defined by requirements.

o Load Testing - Testing an application under heavy loads, such as the testing of a web

site under a range of loads to determine at what point the systems response time

degrades or fails.

o Installation Testing - Testing full, partial, or upgrade install/uninstall processes. The

installation test for a release will be conducted with the objective of demonstrating

production readiness. This test is conducted after the application has been migrated to

the client‟s site. It will encompass the inventory of configuration items (performed by

the application‟s System Administration) and evaluation of data readiness, as well as

dynamic tests focused on basic system functionality. When necessary, a sanity test will

be performed following the installation testing.

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o Security/Penetration Testing - Testing how well the system protects against

unauthorized internal or external access, willful damage, etc. This type of testing may

require sophisticated testing techniques.

o Recovery/Error Testing - Testing how well a system recovers from crashes, hardware

failures, or other catastrophic problems.

Acceptance Testing – During the test scenarios definition, for each of the business

scenario, an acceptance criterion is defined. Acceptance criteria include expected

behavior of the s/w component and the expected results (data). Expected results form a

part of the Exit Criteria. In addition to expected result and behaviors, some conditions

are also specified in the exit criteria. They can be:

o Number of bugs to be discovered for a functional module. This depends on size of

the functionality and is an indicator of amount of testing done.

o If any medium or low-priority errors are outstanding - the implementation risk must

be signed off as acceptable by UTILITY and Lead Partner along with consortium partners

o All High Priority errors from System Test must be fixed and tested

Lead Partner along with consortium partners needs to get the acceptance criteria

approved from UTILITY for all the functional components of the system. The Acceptance

Criteria for each release into production environment will be agreed upon by Lead

Partner along with consortium partners in consultation with UTILITY prior to release from

Testing to production environment. After installation, if any bug is reported or there is

non-compliance to requirements then a proper procedure should be followed. End-user

should report (“Change Request”) to his/her supervisor about the bug that will in turn

get forwarded to Project Manager (PM). PM will forward the List of change request to

Lead Partner along with consortium partners. After the bug is fixed, it should be

reflected in the production copy after testing it.

Performance Testing - The bidder has to test and demonstrate the operational

performance requirement as defined in the clause 9 of the specification after completion

of entire scope. This will be part of acceptance testing. The system will be taken over by

owner only after successful operational performance testing. The bidder has to arrange

necessary hardware / software to demonstrate the performance testing.

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Bidder should note that UTILITY can appoint a third party agency for conducting any

part of above testing procedures (in addition to the testing carried out by the bidder).

The details of testing are mentioned here:

13. SOFTWARE SYSTEM ACCEPTANCE TEST:

The selected vendor has to submit the customized software to the client project team. The

vendor has to provide the test cases along with the software. The team shall conduct the

acceptance tests and upon complying the requirements the team shall issue Test certificate. In

case of any functionality not meeting the requirement then the vendor has to customize the

software and represent it for Test.

To have a reliable system bidder shall submit system test plan along with the test data for

various level of testing. The bidder will adhere to the standard practice of system testing and

carry out following tests.

(i) System Testing: A system test teams of Discoms for the entire system will carry out system

testing. It will verify that the complete system and its interfaces work together and the

system is functionally and technically correct. It will ensure that the system fulfills all

requirements as per specifications. The functional requirements test shall completely verify

all features of software and hardware as a minimum following items shall be included:

Demonstration of all features of the application as per requirement specifications

Reports generation and all other software maintenance features

Testing of the proper functioning of all the software including test cases of customer

interaction, users inputs & system response

Verification of software documentation via random check

Verification of Web interface

FAT: Final Acceptance Testing will carried out by the Purchaser for verification of the system

functions, reports, overall software and sign-off.

A. PILOT IMPLEMENTATION:

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Once the software is cleared for its test the vendor has to implement the software at JVVNL on

a pilot basis for two months at JVVNL Head Quarters and any bugs during this implementation

shall be watched & removed. No new changes would be implemented during this phase.

Upon successful completion of Pilot Implementation Phase, Purchaser will issue the Go-Live

certificate to the IP and system would be considered as operational. Support period of 5 years

would start from this date.

14. SYSTEM DESIGN AND ENGINEERING

The Vendor shall be responsible for detailed design and engineering of overall system, sub-

systems, elements, system facilities, equipments, services, including systems application

software etc. It shall include proper definition and execution of all interfaces with systems,

equipment, material and services of Owner for proper and correct design, performance and

operation of the project.

Vendor shall provide complete engineering data, drawings, reports, manuals and services

offered etc. at the time of SRS for Owner‟s review, approval and records.

15. TRAINING

Scope of Training for Core Team, Functional team:

Certified Functional, Technical, System administration and Database management training

for core team of Rajasthan Discoms, should be arranged by implementation partner directly

from OEM.

The training has to be conducted using official OEM course curriculum mapped with the

Software Product‟s to be implemented in the Rajasthan Discoms.

The training has to be conducted at the training facilities of Rajasthan Discoms or at training

facility of OEM as per the Software product‟s proposed in the solution by System Integrator.

The System Integrator in consultation and convenience of the Rajasthan Discoms shall

workout the training program and all the other modalities of the training, which should be

delivered by OEM certified consultants and IP.

The training has to be conducted by Instructors of IP and OEM.

The participants of Rajasthan Discoms will be issued a certificate from OEM and IP for

attending these courses.

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Following stages are to be considered while training to be planned for the participants from

Rajasthan Discoms, training to be delivered by OEM for all these stages.

Sr.

No

Trainin

g

Team Modules Stage

1. Function

al

Training

Core Functional

Team Members

(Functional

Implementers)

As per the solution

proposed by System

Integrator, the

training for products

from OEM

Before Implementation

Continuous training (Fortnightly) during

implementation

Handholding during post “Go Live” stage

(every month)

2. System

Adminis

tration

Core Team

Members (ERP

Application

Administrators)

As per the solution

proposed by System

Integrator, the training

for products from OEM



implementation


(every month)

3. Databas

e

Adminis

tration

Database

Administrators (IT

System Group)

As per the solution

proposed by System

Integrator, the

training for products

from OEM



implementation


(every month)

Scope of Training for Application End Users:

The Implementation Partner along with OEM should propose comprehensive change

management and End User training plan for adoption of the applications developed/proposed to

Rajasthan Discoms.

The plan should incorporate a consistent, enterprise-wide user adoption strategy focusing on

the following five key areas:

Business Alignment

Communication

User Training

Performance and Management

Reinforcement.

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As content may vary across key business units, the degree to which the actual process, tools,

and rollout strategy are consistent will provide added economies of scale, as well as levels of

skill standardization. In summary, the end goal is striving to achieve 100% user adoption of the

OEM application through behavioral and technical competencies.

Training Needs Analysis

Conduct a Training Needs Analysis to determine the training and development needs for all the

job roles that will be affected by the Rajasthan Discoms technology initiative. OEM and IP

consultants will collect the appropriate data on user groups, functional and process

requirements per user group, required skills and knowledge, existing training culture and

training resources through workshops and interviews with Rajasthan Discoms business owners

and key business users. This will result in a Training and Development Plan including:

The training requirements per user group.

Recommendations on the most appropriate training delivery methods and channels.

Identification of the criteria for training success along with any challenges and risks.

Plan and responsibilities for the development of the training materials, such as instructor

guides, participant guides, media-based training and quick-reference guides.

Knowledge sharing strategy to enable to perform future customisations internally.

Content Development

Development of customized, modular training materials based upon user roles and business

process, and customized application. OEM consultants along with System Integrator will work

together with Rajasthan Discoms‟s resources to enable transfer of knowledge. The following

materials will be developed

Paper-based classroom participant guides for each identified user group. These guides

include hands-on exercises and are based upon „Day in the Life‟ scenarios.

Paper-based classroom instructor guides including instructor notes with additional

background information and points to be highlight during the training.

Media-based training simulations for pre-class preparation, in-class practicing and

knowledge and skills validation.

Train-the-Trainer Program

Development and delivery of a Train-the-Trainer program to prepare Organization for the

delivery of the training program. This program will include:

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Training the Rajasthan Discoms instructors on the customised version of the application‟s as it

would be trained to an end-user, allowing the training team to model our approach.

Opportunity for knowledge sharing in the areas of leading practice, concepts, new business

processes and knowledge to the Rajasthan Discoms instructors.

Sharing of leading practices on creating an effective classroom and an appropriate learning

environment.

Sharing of leading practices on classroom communication to enable the Rajasthan Discoms

instructors to encourage student involvement and student interaction. The program includes

instruction on non-verbal behaviour, listening skills, questioning techniques, how to manage

difficult behaviours, interpreting body language, and general presentation tips.

Project Deliverables and Responsibilities to include the following:

End-User Training

End-User Training Needs Analysis

Task Deliverables

Role Analysis Training needs analysis matrix, identifying and defining the end-

users affected by the implementation of new technology and

associated processes.

Curriculum Design Finalised-course designs, including:

List of business processes and system tasks.

Outline of role-based training courses.

Plan for incorporating business process and policy

information.

Education Project Plan A project plan detailing:

Timeline for entire project.

Ownership and responsibilities for training material

development and delivery.

Work efforts and resource requirements from the

Rajasthan Discoms.

Onsite Training and Support

Task Deliverables

Content Development Tool

training

Hands-on training to enable participants to create course

outlines, record topics, edit topics, and publish & deploy

content.

Prototype development Develop standards, design and develop prototype content

deliverables utilizing the customers Application environment.

Practice the review and revision lifecycle.

End-User Content Development

Task Deliverables

Content Development for the

topics identified

End User training content in the form of simulations and

Paper Based content

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Developing test material for topics identified

Train-the-Trainer Program

Task Deliverables

Content Publishing Role-based training media courseware

Role-based instructor and participant guides

Train-the-trainer workshop Training the Rajasthan Discoms instructors on the

customized version of the Application‟s as it would be trained

to an end-user, allowing the training team to model our

approach.

Opportunity for knowledge sharing in the areas of leading

practice, concepts, new business processes and knowledge to

the Rajasthan Discoms instructors.

The Workshop will be held at district headquarter at System

integrators own cost. All cost related to training will be borne

by the System Integrator.

Each work shop will have at least 20 people. The workshop

will be conducted in batches. The SI will ensure to conduct

training in at least 2 batches. The SI will obtain certificate of

completion from the after completion of each training

workshop.

All the training material in soft and hard format will be

handed over to the utility and will be treated as utility

property.

16. Integration

All required external systems i.e. being implemented under RAPDRP shall be integrated on a

continuous basis using an integration middleware layer being deployed under RAPDRP. The scope

of integration mainly includes the IT systems being developed under RAPDRP. The integration is

expected to be on-line real time or batch where appropriate and shall operate in an automated

fashion without manual intervention. The scope of external integration will be, but not limited to:

o Desktop applications

o Integration with existing messaging system

o The integration will use a continuous integration middleware layer as deployed by RAPDRP

vendor (Microsoft Biztalk server).

This integration middleware layer could then be used to undertake any future

integration between applications.

o Transactional as well as standing or master data to and from the offered system will be

required to be interfaced.

o Data to be integrated must be validated by the developed interfaces.

o The data to be integrated will be mapped, transformed (if required) and reconciled

automatically.

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o All interfaces are to be self checking so that any exceptions or data validation errors are

reported by the system. In addition, integration logs should be maintained that confirm the

success or otherwise of the interface, complete with control totals.

o The mapping should be manageable through a GUI based administrative interface.

17. Other services and items

The scope also includes, but not limited to the following services/items described herein and

elsewhere in specification:

1) Project management and site supervision

2) Interface coordination

3) Scope change management

a. Project Management and Site Supervision

The bidder shall be responsible for the overall management and supervision of works. He shall

provide experienced, skilled, knowledgeable and competent personnel for all phases of the

project, so as to provide the Owner with a high quality system. Bidder should provide details of

the proposed project structure identifying key individuals, e.g., Project Managers and their roles,

including the number and location of proposed analysis/development personnel. Due to the

expected impact on the business processes, it is extremely important that Owner should obtain

a thorough understanding of the organizations and individuals proposed for the project and the

roles Owner‟s staff would be expected to play. Bidder should also provide details of sub-Bidders

likely to be involved. Indicate the number of full time equivalent staff that will be required from

owner‟s side. Resumes or a personal profile should be provided for key personnel of his

organization for the project.

It is desired to provide estimates of the required number of Owner‟s staff and identify the skills

required. Provide details for the following:

a. Number of Full Time Equivalent (separate IT and Business) required throughout the

duration of the project

b. Key roles to be included from the business

c. Key roles to be included from IT

Bidder should provide details of governance roles including:

a. Steering Committee

b. Number and frequency

Risk Management:

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The vendor will also be expected to work with UTILITY project manager to regularly review and

amend the list of risks and their mitigation strategies. Risk could be, but are not limited to, the

following:

Availability of Vendors,

Availability of internal and external resources.

Inadequate participation by UTILITY staff.

Information required for the project cannot be provided in the planned timeframes.

Not meeting Utility‟s expectations in terms of scope, timing and quality

Project scope creep.

Lack of project ownership.

Inadequate internal project commitment.

Timeliness of decisions on project issues.

Not signing off project deliverables and providing project acceptance in a timely fashion.

Project facilities are in place for the start and through to the completion of the project.

The project workings and deliverables are lost due to system failure or human error.

Logistic Delays

Change Management:

Vendors will be detail their change management methodology and activities for the total solution

implementation. Vendors will be evaluated on their dedication to methodology and ability to stay

focused on the business process change and expected outcomes / benefits.

b. Interface Coordination

The bidder shall identify all interface issues with Owner and other agencies if any, and shall be

responsible for such interfacing, coordination and exchange of all necessary information.

The bidder shall submit to the Owner all system layout & logic for review. The bidder shall list

the detailed requirements of interface between Bidder‟s work and the material and services to

be supplied by Owner.

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c. SCOPE CHANGE MANAGEMENT:

Utility to finalize the scope change management procedure during development/

Implementation stage. The followings are the suggestive procedure.

Change Request and Control Procedures

Qualification Scenario for initiating change control

• Utility defines additional requirement or changes for a feature

• Vendor‟s Project Manager, during the project, realizes that additional features are

required to be incorporated into the system and implementing the same will amount to

an effort more than one person-week.

• Bugs, lacunae, non-compliance to specifications, discovered during the testing

process cannot be treated as change request

Impact on Price

Vendor can quote person-day rate for such changes as part of price bid submitted.

Change request approval process

1. Change request complying with above qualification criteria is initiated

2. A change request form is filled up. (A format will be supplied to vendor as part of

the tender document)

3. Initiator (Utility or Vendor‟s Project Manager) fills up items number 3,4,5 in the

form.

4. The vendor‟s project manager fills up items numbers 1, 2, 6, 7 and 8.

5. Project coordinator from Utility fills up 9, 10, and 11

6. On approval by Utility, the project manager of vendor B1 proceeds with

implementation.

7. In all respect, the decision of Utility‟s project owner is final and no appeals are

permitted against it.

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Change Request Form Format

<Name of Utility> 1. Project Name: Sub System Name: Module Name 2. Request Number & Date of Request 3. Requester Requester Email Id/ Contact Phone Number Requester Project Role: End User / Project Coordinator/Vendor PM etc.

Name, Designation and Signature of the Requester:

4. Subject/Reference <Deviation reference to the scope viz. Name of Requirements Document, clause number, para etc.> 5. Description of Change Problem definition 6. Proposed Changes High level explanation of solution 7. Impact Analysis Resources, Schedules and modifications as a result of the Change – locations where software needs to be updated – changes in database to be taken care of - impact on on-going training and handholding etc. 8. Effort Estimation Number of person-days

9. Evaluation for Acceptance of Change Request

Evaluation Comments Name, Designation and Signature of Evaluator Date of Evaluation

10. Priority: High / Medium / Low

11. Approved: Yes / No Name, Designation and Signature of Approver Date of Approval Expected Date of Start of Work Expected Date of Completion Work

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18. Service Level Agreement

18.1 Purpose of this Agreement

The purpose of this SLA is to clearly define the levels of service to be provided by

Supplier to Purchaser for the duration of this contract or until this SLA has been

amended. The benefits of this SLA are to:

Trigger a process that applies Purchaser and Supplier management attention to

some aspect of performance only when that aspect drops below an agreed upon

threshold, or target.

Makes explicit the performance related expectations on performance required by

the Purchaser

Assist the Purchaser to control levels and performance of services provided by

Supplier

This SLA is between Supplier and Purchaser.

18.2 Description of Services Provided

Supplier shall provide service as defined in tender document.

18.3 Duration of SLA

This Service level agreement would be valid for entire period of contract. This SLA may

be reviewed and revised according to the procedures detailed in Section of SLA (SLA

Change Control).

18.4 Service Level Agreements & Targets

This section is agreed to by Purchaser and Supplier as the key supplier performance

indicator for this engagement. The following section reflects the measurements to be used

to track and report systems performance on a regular basis. The targets shown in the

following tables are for the period of contact or its revision whichever is later.

Table 1: Service Level Chart

Sr No. Service Parameter Service

Level

Validation Penalty

1 Project

Managemen

t

Submission of

Monthly Project

Status reports &

100% Minutes of

Meetings

2% of

monthly

FMS

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Level

Validation Penalty

Conducting

Status meetings

Approval of

Status

reports by

Engineer-

in-Charge

charges for

every

default

2 Desk Side

Technical

support

Services

Resolution of

ticket logged as

per the Severity

definition chart

95% Reports

generated

from Ticket

logging system

1% of

monthly

FMS

charges

3 Data Centre

Operations

MIS reporting on

physical and

environmental

conditions

controls

95% Report 0.2 % of

monthly

FMS

charges

MIS reporting of

health checkup

of all systems &

modules

installed

95% Report 0.2 % of

monthly

FMS

charges

4 Server

Administrati

on /

Managemen

t

Rollout of

patches (OS,

infra level) on

workstations

and Servers

after patch

being approved

on test

environment

98% Patch update

report

0.5% of

monthly

FMS

charges

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Level

Validation Penalty

Uptime of app

servers

99.8% Report 2% of

monthly

FMS

charges

for less

than

99.8%

3% of

monthly

FMS

charges

for less

than

98%

5 % of

monthly

FMS

charges

for less

than

95%

Uptime of utility

servers

99.8% Report 2% of

monthly

FMS

charges

for less

than

99.8%

3% of

monthly

FMS

charges

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Level

Validation Penalty

for less

than

98%

5 % of

monthly

FMS

charges

for less

than

95%

5 Database

Administrati

on services

MIS report of

database

scheme, disk

space, storage

and user role

99% Report 0.5% of

monthly

FMS

charges

6 Backup/

Restore

Managemen

t

The Supplier

should take

backup as per

the backup

schedule defined

by utility

99% Report If the

negligence

is found in

monthly

audit, the

Bidder

would be

penalised a

sum of Rs.

5,000/- per

negligence.

Utility would

periodically

(once a quarter

on a random

day) request the

Supplier to

100% Report Rs 5000/-

for every

restore test

failure

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Level

Validation Penalty

restore the

backup data

Provide monthly

MIS of user

account and

mailboxes

created/deleted.

95% Report 0.2% of

monthly

FMS

charges

7 Incident

managemen

t

Resolution of

ticket logged in

Incident

Management

tool

99% Reports

generated

from Ticket

logging system

0.5% of

monthly

FMS

charges

8 Ticketing

Managemen

t

Same as 7

9 Problem

Managemen

t

Supplier shall

analyze all the

incidents and

provide a root

cause report

every month if

there are more

than 10

incidents of the

same type.

Supplier shall

take the needed

corrective action

to prevent

further issues

due to the same

cause.

100%

timely

submission

covering

all

incidents

logged in

that month

Root cause

report

Incident

report

stating

problems

faced by

the users

Document

detailing

corrective

action

5%

penalty

on the

monthly

FMS

charges

of that

Project

Area, if

the

Supplier

does not

submit a

problem

report

for that

month.

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Level

Validation Penalty

5%

penalty on

the

monthly

FMS

charges of

that

Project

Area, if

the

Supplier

does not

perform

the

corrective

action for

more than

one

calendar

month.

10 Change

Managemen

t

Resolution of

Change

Management

ticket logged in

Change

Management

tool

99% Reports

generated

from Change

Management

System

Covered

under 5.1

11 Release

Managemen

t

Same as 7

12 Availability

Managemen

Should be part

of Monthly

95% Report 0.2% of

monthly

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Level

Validation Penalty

t status report FMS

charges

13 Performanc

e

Managemen

t

Should be part

of Monthly

status report

95% Report 0.2% of

monthly

FMS

charges

14 Capacity

managemen

t

Should be part

of Monthly

status report

95% Report 0.2% of

monthly

FMS

charges

15

Resource

Managemen

t

Number of shift

days for which

resource present

at the

designated

location / Total

number of shift

days

98%

averaged

over all

resources

designated

for SI

services -

calculated

on a

monthly

basis

Attendance

track

Call Log

Audit calls/

visits

Measured on a

monthly basis

If the

resource

availability

is less than

95%, then

payment

shall be

deducted

based on

the pro-rata

basis.

(Total FMS

cost per day

divided by

nos. of

persons

deployed)

Further

deduction

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Level

Validation Penalty

Rs.2,000/-

per day per

engineer/sh

all also be

made on

account of

loss of

utility/servic

e

Resource

provided is not

as per specified

certification /

experiences

100% of

the

resource

given

Experience

Certificate of

FMS personnel

submitted by

Supplier to

Utility

Per day

deduction =

0.5 *

(Monthly

value for

that

manpower

as per SOR)

/ 30

18.5 Severity definition chart is tabulated below for reference.

Table 2: Severity Definition Chart

Support

Category

Criteria Resolut

ion

Maximum

Response Time

Critical

The system is unable to be used for

normal business activities. There is

certainty of financial loss to

PURCHASER.

90

Minutes

15 Minutes

Urgent There is a problem with part of the 4 Hours 1 Hour

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system, which impacts on Purchaser‟s

decision making. No viable workaround

is available. There is a likelihood of

financial loss.

High

The efficiency of users is being

impacted, but has a viable

workaround.

6 hours

2 Hours

Medium

A low impact problem that affects the

efficiency of users but has a simple

workaround.

12

Hours

8 Hours

Low

A fault, which has no particular impact

on processing of normal business

activities.

One

Week

8 Hours

18.6 Breach of SLA

In case the Supplier does not meet the service levels mentioned for three (3) continuous

time-periods as specified in the relevant clause, the Purchaser will treat it as a case of

breach of Service Level Agreement. The following steps will be taken in such a case:-

1. Purchaser issues a show cause notice to the Supplier.

2. Supplier should reply to the notice within three working days.

3. If the Purchaser authorities are not satisfied with the reply, the Purchaser will initiate

termination process as described in tender document.

18.7 Exclusions

The Supplier will be exempted from any delays or slippages on SLA parameters arising out

of following reasons:-

1 Delay in execution due to delay (in approval, review etc) from Purchaser‟s side. Any such

delays will be notified in written to the IT Team.

2 The network links will be provided by a third party and the Supplier will monitor and

report any problems on behalf of third party. If Supplier notifies and Purchaser approves

that the delay or fault was due to the third party link services then such loss will not be

considered for tracking Supplier‟s SLA parameters (Also reduced from total service

time).

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18.8 Monitoring and Auditing

IT Team of Purchaser will review the performance of Supplier against the SLA parameters

each month, or at any periodicity defined in the contract document. The review / audit

report will form basis of any action relating to imposing penalty or breach of contract. Any

such review / audit can be scheduled or unscheduled. The results will be shared with the

Supplier as soon as possible. Purchaser reserves the right to appoint a third-party auditor to

validate the SLA.

18.9 Reporting Procedures

The Supplier‟s representative will prepare and distribute SLA performance reports in an

agreed upon format by the 10th working day of subsequent month of the reporting period.

The reports will include “actual versus target” SLA performance, a variance analysis and

discussion of appropriate issues or significant events. Performance reports will be

distributed to the Purchaser‟s IT Team.

18.10 Issue Management Procedures

This process provides an appropriate management structure for the orderly consideration

and resolution of business and operational issues in the event that quick consensus is not

reached between Purchaser and Supplier. It is expected that this pre-defined process will

only be used on an exception basis if issues are not resolved at lower management levels.

18.11 Issue Management Process

Either Purchaser or Supplier may raise an issue by documenting the business or

technical problem, which presents a reasonably objective summary of both points of

view and identifies specific points of disagreement with possible solutions.

Purchaser and the Supplier‟s representative will determine which committee or executive

level should logically be involved in resolution.

A meeting or conference call will be conducted to resolve the issue in a timely manner.

The documented issues will be distributed to the participants at least 24 hours prior to

the discussion if the issue is not an emergency requiring immediate attention.

Management of Purchaser and Supplier will develop a temporary, if needed, and the

permanent solution for the problem at hand. The Supplier will then communicate the

resolution to all interested parties.

In the event a significant business issue is still unresolved, the arbitration procedures

described in the contract will be used.

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18.12 SLA Change Control

It is acknowledged that this SLA may change as Purchaser‟s business needs evolve over the

course of the contract period. As such, this document also defines the following

management procedures:

1 A process for negotiating changes to the SLA.

2 An issue management process for documenting and resolving particularly difficult issues.

3 Purchaser and Supplier management escalation process to be used in the event that an

issue is not being resolved in a timely manner.

Any changes to the levels of service provided during the term of this agreement will be

requested, documented and negotiated in good faith by both parties. Either party can

request a change. Changes will be documented as an addendum to this document and

consequently the contract.

18.13 SLA Change Process

Both the parties may amend this SLA by mutual agreement in accordance. Changes can be

proposed by either party. Normally the forum for negotiating SLA changes will be

Purchaser‟s monthly review meetings.

18.14 Version Control

All negotiated SLA changes will require changing the version control number. As

appropriate, minor changes may be accumulated for periodic release (e.g. every quarter) or

for release when a critical threshold of change has occurred.

18.15 Management Escalation Procedures

The purpose of this escalation process is to provide a quick and orderly method of notifying

both parties that an issue is not being successfully resolved at the lowest possible

management level. Implementing this procedure ensures that purchaser and Supplier

management are communicating at the appropriate levels. Escalation should take place on

an exception basis and only if successful issue resolution cannot be achieved in a reasonable

time frame.

1. All issues would be raised to the project management team, which is completely

responsible for the day to day aspects of the implementation. The project

management team shall classify the issues based on their severity level and resolve

them within appropriate timelines.

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2. If project management team is unable to resolve an issue, the issue would be

escalated to the top management with options/ risks detailed for decision. Top

management will make decisions based on the options/ risks presented by the IT

team.

18.16 Signature Page

IN WITNESS WHEREOF, the parties hereto have caused this Service Level Agreement to be

executed by their respective authorized representatives as of the date first written above.

Supplier Purchaser

(On Behalf of all consortium members also)

Signature ------------------------ Signature ------------------------

Name ------------------------ Name ------------------------

Address ------------------------ Designation ------------------------

Company ------------------------

Date ------------------------ Date ---------------------------------

---

19. Schedule of Completion

The completion of various activities of the tender are required to be done as per the

following schedule:

S. No Particular of activity JVVNL‟s Time

schedule

Bidder‟s Time

schedule Quoted

1. Delivery and

Installation of

Hardware

3 Months from date of

issue of Purchase

Order

2. Delivery and

Installation of

Databases

2.5 Months from date

of issue of Purchase

Order

3. Study and submission

of SRS

2 Month from the date

of issue of work order

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schedule

Bidder‟s Time

schedule Quoted

4. Finalization of SRS

after JVVNL‟s

suggestions and

Submission of final SRS

for approval

1 month from date of

providing the

suggestions to IP

5. Implementation of

software and

completion of Final

Testing

5 Months from the

date of completion of

Activity # 4 above

6. UAT by JVVNL 2 months after

completion of Activity

#5 above

7. Commencement of

Training

After Finalization of

SRS and to be

completed before Go-

Live

8. Completion of Pilot

Phase and Go-Live in

all respect with

Integration

2 Months after


# 6 above.

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SECTION-III-PART-VI: General Conditions of Contract

(1) Definitions The following words and expressions shall have the

meanings hereby assigned to them:

a) “Contract” means the Agreement entered

into between the Purchaser and the Supplier,

together with the Contract Documents

referred to therein, including all

attachments, appendices, and all documents

incorporated by reference therein.

b) “Contract Documents” shall mean the

following documents listed, including any

amendments thereto be read and construed

as part of this Agreement, viz.:

i. the Detailed award of contract;

ii. the Service level agreement;

iii. the Special Conditions of Contract;

iv. the General Conditions of Contract;

v. the Scope of Work;

vi. the System Requirement Document (Detail

specification)

vii. the Instructions to bidders;

viii. the Purchaser‟s Notification to the Supplier

for Award of Contract;

ix. Supplier‟s response (proposal) to the RFP,

including the Bid Submission Sheet and the

Price Proposal submitted by the Supplier;

x. Acceptance of purchaser‟s notification

xi. Tender Document TN-35 along with all

corrigendum, clarifications and related

documents issued by the Nodal Agency

c) “Contract Price” means the price payable

to the Supplier as specified in the

Agreement, subject to such additions and

adjustments thereto or deductions there

from, as may be made pursuant to the

Contract.

d) “Day” means calendar day.

e) “Delivery” means the transfer of the

Goods and services from the Supplier to the

Purchaser in accordance with the terms and

conditions set forth in the Contract.

f) “Completion” shall mean the completion

of the Related Services by the Supplier in

accordance with the terms and conditions set

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forth in the Contract.

g) “GCC” means the General Conditions of

Contract.

h) “Goods” means all hardware, software,

networking equipment and/or other

equipment accessories and materials that

the Supplier is required to supply to the

Purchaser under the Contract.

i) “Intellectual Property Rights” means

any patent, copyright, trademark, trade

name, service marks, brands, propriety

information, whether arising before or after

the execution of this Contract and the right

to ownership and registration of these rights.

j) “Purchaser‟s Country” shall mean India.

k) “Purchaser” means the entities

purchasing the Goods and Related Services.

l) “Related Services” means the services

to be provided as per the requirements /

conditions specified in the Contract. In

addition to this, the definition would also

include other related/ancillary services that

may be required to execute this Contract.

m) “SCC” means the Special Conditions of

Contract.

n) “Service Level Agreement” (SLA) shall

mean the Service Level Agreement entered

into between the Purchaser and the Supplier.

o) “Subcontractor” means any natural

person, private or government entity, or a

combination of the above, including its legal

successors or permitted assigns, to whom

any part of the Goods to be supplied or

execution of any part of the Related Services

is subcontracted by the Supplier.

p) “Supplier” means the empanelled System

Integrator (SI) whose bid to perform the

Contract has been accepted by the Purchaser

and is named as such in the Agreement, and

includes the legal successors or permitted

assigns of the Supplier.

q) “The Site,” shall mean all identified

locations within the State of Rajasthan,

where the Supplier carries out any

installation of Goods or is required to provide

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any Related Services.

r) “OEM” means the Original Equipment

Manufacturer of any equipment / system /

software / product that are providing such

goods to the Purchaser under the scope of

this Tender / Contract.

s) “Kick Off Meeting” means a meeting

convened by the Purchaser to discuss and

finalize the work execution plan and

procedures with the Supplier.

t) the term “in writing” means

communicated in written form with proof of

receipt

1. Contract

Documents

1.2 Subject to the order of precedence set forth in the

Agreement, all documents forming the Contract (and

all parts thereof) are intended to be correlative,

complementary, and mutually explanatory.

2. Corrupt

Practices

1.3 The Purchaser requires bidders, suppliers, and

contractors to observe the highest standard of ethics

during the execution of such contracts.

a) The following definitions apply:

“Corrupt practice” means the offering, giving

receiving, or soliciting, directly or indirectly, of

anything of value to influence the action of any

party in the procurement process or the

execution of a contract;

“Fraudulent practice” means a

misrepresentation or omission of facts in order

to influence a procurement process or the

execution of a contract;

“collusive practices” means a scheme or

arrangement between two or more bidders,

with or without the knowledge of the Discoms,

designed to influence the action of any party in

a procurement process or the execution of a

contract;

“Coercive practices” means harming or

threatening to harm, directly or indirectly,

persons, or their property to influence their

participation in a procurement process, or

affect the execution of a contract;

b) The Purchaser will reject a proposal for

award if it determines that the bidder

recommended for award has, directly or

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through an agent, engaged in corrupt,

fraudulent, collusive, or coercive practices in

competing for the Contract.

c) After the award of the contract if it is

comes to the knowledge of the Utility that

the Supplier has engaged in corrupt,

fraudulent, collusive, or coercive practices at

any stage, the Purchaser shall forthwith

terminate the contract as per the provisions

of GCC Clause 33.

2. Interpretation 2.1 In this Contract unless a contrary intention is

evident:

A. In case of any conflict with any provision relating to

the functional requirement and the RFP document,

the provisions of the RFP document shall prevail for

all intents and purposes

B. the clause headings are for convenient reference only

and do not form part of this Contract;

C. unless otherwise specified a reference to a clause

number is a reference to all of its sub-clauses;

D. unless otherwise specified a reference to a clause,

sub-clause or section is a reference to a clause, sub-

clause or section of this Contract including any

amendments or modifications to the same from time

to time;

E. a word in the singular includes the plural and a word

in the plural includes the singular;

F. a word importing a gender includes any other

gender;

G. a reference to a person includes a partnership and a

body corporate;

H. a reference to legislation includes legislation

repealing, replacing or amending that legislation;

I. where a word or phrase is given a particular meaning

it includes the appropriate grammatical forms of that

word or phrase which have corresponding meanings

J. In the event of an inconsistency between the terms

of this Contract and the Bid document and the

proposal, the terms of this contract hereof shall

prevail.

K. (K) Whenever a material or article is specified or

described by the name of a particular brand,

manufacturer or trade mark, the specific item shall

be understood as establishing type, function and

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quality desired. Products of other manufacturers may

also be considered, provided sufficient information is

furnished so as to enable the Purchaser to determine

that the products are equivalent to those named

2.2 Incoterms

The meaning of any trade term and the rights

and obligations of parties thereunder shall be

as prescribed by Incoterms.

a) EXW, CIF, CIP, and other similar terms,

shall be governed by the rules prescribed in

the current edition of Incoterms, published

by the International Chamber of Commerce

at the date of the Invitation for Bids or as

specified in the SCC.

2.3 Entire Agreement

The Contract constitutes the entire agreement

between the Purchaser 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.

2.4 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 authorized representative of each party

thereto.

2.5 Waiver

a) 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) The waiver by either party of a breach or default

of any of the provisions of this contract by the

other party shall not be interpreted as :

A) A waiver of any succeeding breach of the

same or other provision, nor shall any delay or

omission on the part of the other party to

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exercise; or

B) A way to avail itself of any right, power, or

privilege that it has or may have under this

contract to operate as waiver of any breach or

default by the other party.

c) Any waiver of a party‟s rights, powers, or

remedies under the Contract must be in writing,

dated, and signed by an authorized representative

of the party granting such waiver, and must

specify the right and the extent to which it is

being waived.

2.6 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 or the

contract as a whole and the remaining provisions

of the contract shall remain in full force and effect.

3. Language 3.1 The official language of the Contract is English.

Contract as well as all correspondence and

documents relating to the Contract exchanged by

the Supplier and the Purchaser, shall be written in

English. 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, in which case, for purposes of

interpretation of the Contract, the English

translation shall govern.

3.2 The Supplier shall bear all costs of translation to

English and all risks of the accuracy of such

translation. The Supplier shall be bound to the

English translation and what has been stated

therein.

4. Consortium 4.1 If the Supplier is a consortium, the members of

such consortium shall be jointly and severally liable

to the Purchaser for the fulfillment of the

provisions of the Contract. Only the Lead Member

(as mentioned at the Empanelment stage) shall

have the authority to conduct all businesses for

and on behalf of the Consortium during the bidding

process and, in the event the Consortium is

awarded the Contract, during contract execution.

The composition of the consortium cannot be

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altered.

a) Without prejudice to Clause 5.1 of this

GCC, for the purposes of fulfillment of it‟s

obligations as laid down under the Contract

where the Purchaser deems fit and unless

the context requires otherwise, Supplier shall

refer to the Lead Member who shall be the

sole point of interface between the Purchaser

and the Consortium and would be absolutely

accountable for the performance of its own,

the other members of Consortium and/or its

Team‟s functions as also the subcontractors.

b) All payments shall be made by the

Purchaser in favour of the Lead Member.

5. Notices 5.1 All notices and other communications under this

contract must be in writing, and must either be

mailed by registered mail with acknowledgement

Due. Or hand delivered with proof of it having

been received.

5.2 If mailed, all notices will be considered as delivered

after 3 days, of the notice having been mailed. If

hand delivered, all notices will be considered, when

received by the party to whom the notice is meant

and sent for.

5.3 All notices under this contract shall be sent to or

delivered at the address as specified by the parties

.

5.4 A Notice shall be effective when delivered or on the

Notice‟s effective date, whichever is later.

6. Governing Law 6.1 The Contract shall be governed by and interpreted

in accordance with the laws of the India. The High

Court of Judicature in the state of Rajasthan and

Courts subordinate to such High Courts shall have

exclusive jurisdiction in respect of any disputes

relating to the tendering process, award of

Contract and execution of the Contract.

6.2 In all cases, this contract shall be governed by and

interpreted in accordance with the Law of the

Union Of India. In this context, the expression

„Law‟ takes within it‟s fold Statutory law, Judicial

Decisional Law and Delegated Legislation as well

7. Settlement of

Disputes

7.1 The Purchaser and the Supplier shall make every

effort to resolve amicably by direct informal

negotiation any disagreement or dispute arising

between them under or in connection with the

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Contract.

7.2 If the parties fail to resolve such a dispute (The date

of commencement of the dispute shall be taken

from the date when this clause reference is quoted

by either party in a formal communication clearly

mentioning existence of dispute or as mutually

agreed) or difference by mutual consultation within

twenty-eight (28) days from the commencement of

such consultation, either party may require that

the dispute be referred for resolution to the formal

mechanisms specified in the SCC.

8. Scope of Work 8.1 The Goods and Related Services to be supplied are

specified in the tender specification/ Schedule of

Requirement. At the time of awarding the contract,

the Purchaser shall specify any change in the

Scope of Work. Such changes may be due for

instance, if the quantities of goods and related

services are increased or decreased at the time of

award.

8.2 Unless otherwise stipulated in the Contract, the

Scope of Work 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.

9. Delivery 9.1 The Delivery of the Goods and Completion of the

Related Services shall be in accordance with the

Implementation Schedule specified in the tender

document. The details of shipping and other

documents to be furnished by the Supplier.

10. Supplier‟s

Responsibilities

10.1 The Supplier shall supply all the Goods and Related

Services included in the Scope of Work. And the

Implementation Schedule, as per the Schedule of

completion.

11. Purchaser‟s

Responsibilities

11.1 Whenever the supply of Goods and Related Services

requires that the Supplier obtain permits,

approvals, and import and other licenses from local

public authorities, the Purchaser shall, if so

required by the Supplier, make its best effort to

assist the Supplier in complying with such

requirements in a timely and expeditious manner.

11.2 The Purchaser shall bear all costs involved in the

performance of its responsibilities.

11.3 The SE(IT&CRP)) of JVVNL or any other person

designated by the JVVNL/JDVVNL/AVVNL shall act

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as the nodal point for implementation of the

contract and for issuing necessary instructions,

approvals, commissioning, acceptance certificates,

payments etc. to the Supplier.

11.4 The SE(IT&CRP)) of JVVNL or any other person

designated by the utility shall approve or furnish

comments all such documents within 15 working

days.

11.5 Purchaser may provide on Supplier‟s request,

particulars/ information / or documentation that

may be required by the Supplier for proper

planning and execution of Scope of Work under

this contract.

11.6 Purchaser shall provide to the Supplier sitting space

and infrastructure and utilities, in the Purchaser‟s

offices at such location as may be mutually

decided by the Parties.

12. Contract Price 12.1 The Contract Price shall be as specified in the

Agreement subject to any additions and

adjustments thereto, or deductions there from, as

may be made pursuant to the Contract.

12.2 Prices charged by the Supplier for the Goods

delivered and the Related Services performed

under the Contract shall not vary from the prices

quoted by the Supplier in its bid, with the

exception of any price adjustments authorized in

the SCC.

13. Terms of

Payment

13.1 The Contract Price shall be paid in the manner

specified in the tender document. No invoice for

extra work/change order on account of change

order will be submitted by the Supplier unless the

said extra work /change order has been

authorized/approved by the Purchaser in writing.

13.2 The Supplier‟s request for payment shall be made to

the Purchaser in writing, accompanied by invoices

describing, as appropriate, the Goods delivered

and Related Services performed, accompanied by

the documents submitted pursuant to tender

document.

13.3 Payments shall be made promptly by the Purchaser,

no later than thirty (30) days after submission of

an invoice by Accounts wing of Discoms or request

for payment by the Supplier, and the Purchaser

has accepted it.

13.4 If any excess payment has been made by the

Purchaser due to difference in quoted price in

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proposal and Supplier‟s invoice, the purchaser may

without prejudice to its rights recover such

amounts by other means after notifying the

Supplier or deduct such excess payment from any

payment subsequently falling due to the Supplier.

13.5 The currency in which payment shall be made to the

supplier under this contract is Indian Rupees

(INR).

14. Taxes and

Duties

14.1 The prices quoted by the supplier shall be inclusive

of all duties/taxes/levies. Responsibility for

including all applicable taxes/duties/levies in the

proposal lie with the bidder and the utility shall not

be responsible for any error/omission on the part

of the bidder. Payment of taxes/duties/levies shall

not be made separately.

14.2 For goods supplied from outside the Purchaser‟s

country, the Supplier shall be entirely responsible

for all taxes, duties, stamp duties, license fees,

and other such levies imposed outside the

Purchaser‟s country.

14.3 For goods supplied from within the Purchaser‟s

country, the Supplier shall be entirely responsible

for all taxes, duties, entry tax, license fees, and

other levies etc, incurred until delivery of the

Goods and Related service to the Purchaser. The

Purchaser will provide Central sales tax Form C,

whenever applicable.

14.4 The cost of Entry Tax as applicable will be the

liability of the Supplier i.e. the price quoted will be

inclusive of Entry Tax. The amount of Entry Tax

will be deducted from the Supplier‟s invoice and

remittance to tax dept. will be made by the

Purchaser under the TIN number of Purchaser. If

any liability is raised by the Commercial Tax

Department, Govt. of Rajasthan on account of

Entry Tax at a later date, the same shall be to the

Supplier's account and accordingly recovery shall

be made from the supplier's pending bills/security

deposit as available with the Purchaser.

15. Performance

Security

15.1 The Supplier shall, within fourteen (14) days of the

notification of Contract award, provide a

Performance Security for the due performance of

the Contract in the amounts and currencies

specified in the tender document

15.2 The Purchaser shall at its sole discretion invoke the

Performance Security and appropriate the amount

secured there under, in the event that the Supplier

commits any delay or default in Delivery of the

Goods or Related Services or commits any other

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breach of the terms and conditions of the Contract.

15.3 The Performance Security shall be denominated in

the currencies of the Contract, and shall be in one

of the forms stipulated by the Purchaser in the

Tender Document

15.4 The Performance Security shall be discharged by

the Purchaser and returned to the Supplier not

later than fourteen (14) days following the date of

completion of the Supplier‟s performance

obligations under the Contract, including any

warranty obligations, unless specified otherwise in

the Tender Document

16. Intellectual

Property

16.1 Purchaser shall have a right in perpetuity to use all

newly created Intellectual Property Rights which

have been developed solely during execution of

this Contract, including but not limited to records,

reports, designs, application configurations, data

and written material, products, specifications and

other documents which have been newly created

and developed by the Supplier solely during the

performance of Related Services and for the

purposes of inter-alia use or sub-license of such

Services under this Contract. The Supplier

undertakes to disclose all such Intellectual

Property Rights arising in performance of the

Related Services to the Purchaser and execute all

such agreements/documents and file all relevant

applications, effect transfers and obtain all permits

and approvals that may be necessary in this

regard.

16.2 The Supplier shall be obliged to ensure that all

approvals, registrations, licenses, permits and

rights etc. which are inter-alia necessary for use of

the goods supplied / installed by the Supplier, the

same shall be acquired in the name of the

Purchaser, and the same may be assigned by the

Purchaser to the Supplier solely for the purpose of

execution of any of its obligations under the terms

of this Contract. However, subsequent to the term

of this Contract, such approvals, registrations,

licenses, permits and rights etc. shall endure to the

exclusive benefit of the Purchaser.

16.3 The Supplier shall ensure that while it uses any

software, hardware, processes, document or

material in the course of performing the Services,

it does not infringe the Intellectual Property Rights

of any person and the Supplier shall keep the

Purchaser indemnified against all costs, expenses

and liabilities howsoever, arising out any illegal or

unauthorized use (piracy) or in connection with

any claim or proceedings relating to any breach or

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violation of any permission/license terms or

infringement of any Intellectual Property Rights by

the Supplier or its personnel during the course of

performance of the Related Services. In case of

any infringement by the Supplier, the Supplier

shall have sole control of the defense and all

related settlement negotiations

16.4 Subject to sub-clauses 17.1 to 17.3, the Supplier

shall retain exclusive ownership of all methods,

concepts, algorithms, trade secrets, software

documentation, other intellectual property or other

information belonging to the Supplier that existed

before the effective date of the contract.

17. Confidential

Information

17.1 Both parties undertake to each other to keep

confidential all information (written as well as oral)

concerning the business and affairs of the other,

which has been obtained or received as a result of

the discussions leading upto or the entering of the

contract

17.2 After the entering of the contract the Purchaser and

the Supplier shall keep confidential and shall not,

without the written consent of the other party

hereto, divulge to any third party any documents,

data, or other information furnished directly or

indirectly by the other party hereto in connection

with the Contract, whether such information has

been furnished prior to, during or following

completion or termination of the Contract.

Notwithstanding the above, the Supplier may

furnish to its Subcontractor such documents, data,

and other information it receives from the

Purchaser to the extent required for the

Subcontractor to perform its work under the

Contract, in which event the Supplier shall obtain

from such Subcontractor an undertaking of

confidentiality similar to that imposed on the

Supplier under this Clause.

17.3 The Purchaser shall not use such documents, data,

and other information received from the Supplier

for any purposes unrelated to the Contract.

Similarly, the Supplier shall not use such

documents, data, and other information received

from the Purchaser for any purpose other than the

design, procurement, or other work and services

required for the performance of the Contract.

17.4 The obligation of a party under above, however,

shall not apply to information that:

a) the Purchaser or Supplier need to share with the

institutions participating in the financing of the

Contract;

b) now or hereafter enters the public domain

through no fault of that party;

c) can be proven to have been possessed by that

party at the time of disclosure and which was not

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previously obtained, directly or indirectly, from the

other party; or

d) Otherwise lawfully becomes available to that

party from a third party that has no obligation of

confidentiality.

17.5 The above provisions shall not in any way modify

any undertaking of confidentiality given by either

of the parties hereto prior to the date of the

Contract in respect of the Supply or any part

thereof.

17.6 Each of the parties to this contract, undertakes to

the other to take all such steps as shall from time

to time be necessary to ensure compliance with

the provisions of the above clauses by it‟s

employees, agents and sub-contractors.

17.7 The provisions shall survive completion or

termination, for whatever reason, of the Contract.

18. Subcontracting 18.1 Supplier can sub-contract the works under the

contract only after the written approval from the

Purchaser prior to appointment of such sub-

contractor. However value of sub-contracting

should not exceed 30% of the total project value.

18.2 The Supplier shall ensure that the sub contractor

appointed has sufficient capacity to undertake the

execution of the tasks they will perform under this

Contract.

18.3 The Supplier indemnifies and shall keep indemnified

Purchaser against any losses, damages, claims or

such other implications arising from or out of the

acts and omissions of such subcontractor. The

Supplier shall be responsible for making all

payments to the subcontractor as may be

necessary, in respect of any Services performed or

task executed, and the Purchaser shall not be

responsible for any part or full payment which is to

due to such subcontractor.

18.4 All rights of use of any process, product, service or

facility developed or any other task performed by

the subcontractor for the Supplier, under this

contract would lie exclusively with the Purchaser in

perpetuity free from all liens, encumbrances and

other third party rights and the Supplier shall,

wherever required, take all steps that may be

necessary to ensure the transfer of such ownership

in favor of the Purchaser.

18.5 Nothing in this clause 19 of the GCC shall relieve

the Supplier from its any of its liabilities or

obligations under this Contract. The Purchaser

reserves the right to hold Supplier liable for any

act/omission of any subcontractor.

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18.6 The Supplier shall be responsible for ensuring that

the Subcontractor shall comply with all relevant

and applicable provisions of the Contract. In

default on the part of the sub-contractor to comply

with the terms and conditions of the Contract

wherever applicable, shall amount to breach on the

part of the Supplier, and the Purchaser in addition

to all other rights, have the right to claim damages

add recover from the Supplier all losses/ or other

damages that may have resulted from such failure

19. Specifications

and Standards

19.1 Technical Specifications and Drawings

a) The Supplier shall ensure that the Goods and

Related Services comply with the technical

specifications and other provisions of the Contract.

b) 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 Purchaser, by giving a notice of such

disclaimer to the Purchaser.

c) The Goods and Related Services supplied under

this Contract shall conform to the standards

mentioned in Section VI, Scope of Work and, when

no applicable standard is mentioned, the standard

shall be equivalent or superior to the official

standards whose application is appropriate to the

country of origin of the Goods.

19.2 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, Scope of Work. During Contract

execution, any changes in any such codes and

standards shall be applied only after approval by

the Purchaser and shall be treated in accordance

with Tender Document

20. 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. During

transit, 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 final destination of the Goods

and the absence of heavy handling facilities at all

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points in transit. The Purchaser shall not be

responsible in any manner for any loss or damage

caused to the Goods during 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 and in any other

instructions ordered by the Purchaser.

21. Insurance 21.1 The Goods supplied under the Contract shall be fully

insured by the Supplier, in INR, against loss or

damage incidental to manufacture or acquisition,

transportation, storage, and delivery, in

accordance with the applicable Incoterms or in the

manner specified Tender Document.

22. Transportation 22.1 Obligations for transportation of the Goods shall be

borne by the Supplier and shall be in accordance

with the Incoterms specified in Tender Document.

23. Inspections

and Tests

23.1 The Supplier shall at its own expense and at no cost

to the Purchaser carry out all such tests and/or

inspections of to ensure that the Goods and

Related Services are complying with the functional

parameters, codes and standards specified in the

Scope of Work, to the satisfaction of the

Purchaser.

23.2 The inspections and tests may be conducted on the

premises of the Supplier, at point of delivery,

and/or at the final destination of the Goods, or in

another place in the Purchaser‟s country, if

conducted on the premises of the Supplier or its

Subcontractor, all reasonable facilities and

assistance, including access to drawings and

production data, shall be furnished to the

inspectors at no charge to the Purchaser.

23.3 The Purchaser or its designated representative shall

be entitled to attend the tests and/or inspections

referred, provided that the Purchaser bear all of its

own costs and expenses incurred in connection

with such attendance including, but not limited to,

all traveling and board and lodging expenses.

23.4 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 Purchaser.

23.5 The Purchaser may require the Supplier to carry out

any test and/or inspection to verify that the

characteristics and performance of the Goods or

Related Services comply with the technical

specifications, codes and standards under the

Contract.

23.6 The Supplier shall provide the Purchaser with a

report of the results of any such test and/or

inspection.

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23.7 The Purchaser may reject any Goods / Related

Services 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/ Related Services or

parts thereof or make alterations necessary to

meet the specifications at no cost to the Purchaser,

and shall repeat the test and/or inspection, at no

cost to the Purchaser, upon giving a notice .

23.8 The Supplier agrees that neither the execution of a

test and/or inspection of the Goods / Related

Services or any part thereof, nor the attendance

by the Purchaser or its representative, nor the

issue of any report shall release the Supplier from

any warranties or other obligations under the

Contract.

24. Warranty 24.1 The Supplier warrants that all the Goods are new,

unused, and of the most recent or current models,

and that they incorporate all recent improvements

in design and materials, unless provided otherwise

in the Contract.

24.2 The Supplier further warrants that the Goods shall

be free from defects arising from any act or

omission of the Supplier or arising from design,

materials, and workmanship, under normal use in

the conditions prevailing in the country of final

destination.

24.3 The warranty shall remain valid for the period

Specified in the Tender Document

24.4 The Purchaser shall give Notice to the Supplier

stating the nature of any such defects together

with all available evidence thereof, promptly

following the discovery thereof. The Purchaser

shall afford all reasonable opportunity for the

Supplier to inspect such defects.

24.5 Upon receipt of such Notice, the Supplier shall,

within the period specified in the Tender Document

expeditiously repair or replace the defective Goods

or parts thereof, at no cost to the Purchaser.

24.6 If having been notified, the Supplier fails to remedy

the defect within the period of warranty specified

in the Tender Document the Purchaser may

proceed to take within a reasonable period such

remedial action as may be necessary, at the

Supplier‟s risk and expense and without prejudice

to any other rights which the Purchaser may have

against the Supplier under the Contract.

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25. Liability/

Indemnity

25.1 The Supplier hereby agrees to indemnify the

Purchaser, for all conditions and situations

mentioned in this clause, in a form and manner

acceptable to the Purchaser. The supplier agrees to

indemnify the Purchaser and its officers, servants,

agents (“Purchaser Indemnified Persons”)

from and against any costs, loss, damages,

expense, claims including those from third parties

or liabilities of any kind howsoever suffered,

arising or incurred inter alia during and after the

Contract period out of:

(a) any negligence or wrongful act or omission by

the Supplier or its agents or employees or any

third party associated with Supplier in

connection with or incidental to this Contract;

or

(b) any infringement of patent,

trademark/copyright or industrial design rights

arising from the use of the supplied Goods and

Related Services or any part thereof.

25.2 The Supplier shall also indemnify the Purchaser

against any privilege, claim or assertion made by

third party with respect to right or interest in,

ownership, mortgage or disposal of any asset,

property, movable or immovable as mentioned in

any Intellectual Property Rights, licenses and

permits

25.3 Without limiting the generality of the provisions of

this clause the Supplier shall fully indemnify, hold

harmless and defend the Purchaser Indemnified

Persons from and against any and all suits,

proceedings, actions, claims, demands, liabilities

and damages which the Purchaser Indemnified

Persons may hereafter suffer, or pay by reason of

any demands, claims, suits or proceedings arising

out of claims of infringement of any domestic or

foreign patent rights, copyrights or other

intellectual property, proprietary or confidentiality

rights with respect to any Goods, Related Services,

information, design or process supplied or used by

the Supplier in performing the Supplier‟s

obligations or in any way incorporated in or related

to the Project. If in any such suit, action, claim or

proceedings, a temporary restraint order or

preliminary injunction is granted, the Supplier shall

make every reasonable effort, by giving a

satisfactory bond or otherwise, to secure the

suspension of the injunction or restraint order. If,

in any such suit, action, claim or proceedings, the

Goods or Related Services, or any part thereof or

comprised therein, is held to constitute an

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infringement and its use is permanently enjoined,

the Supplier shall promptly make every reasonable

effort to secure for the Purchaser a license, at no

cost to the Purchaser, authorizing continued use of

the infringing work. If the Supplier is unable to

secure such license within a reasonable time, the

Supplier shall, at its own expense, and without

impairing the specifications and standards, either

replace the affected work, or part, or process

thereof with non-infringing work or part or

process, or modify the same so that it becomes

non-infringing.

25.4 Defense of Claims:

a) If any proceedings are brought or any

claim is made against the Purchaser arising

out of the matters referred Tender Document

the Purchaser shall promptly give the

Supplier a notice thereof, and the Supplier

may at its own expense and in the

Purchaser‟s name conduct such proceedings

or claim and any negotiations for the

settlement of any such proceedings or claim.

b) If the Supplier fails to notify the Purchaser

within twenty-eight (28) days after receipt of

such notice that it intends to conduct any

such proceedings or claim, then the

Purchaser shall be free to conduct the same

on its own behalf

c) The Purchaser shall, at the Supplier‟s

request, afford all available assistance to the

Supplier in conducting such proceedings or

claim, and shall be reimbursed by the

Supplier for all reasonable expenses incurred

in so doing

26. Limitation of

Liability

26.1 Except in cases of gross negligence or willful

misconduct :

a) neither party shall be liable to the other

party 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 Purchaser; and

b) the aggregate liability of the Supplier to

the Purchaser, whether under the Contract,

in tort, or otherwise, shall not exceed the

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amount specified in the 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 Purchaser with

respect to patent infringement.

27. Change in

Laws and

Regulations

27.1 Unless otherwise specified in the Contract, if after

the date of the Invitation for Bids, any law,

regulation, ordinance, order or bylaw having the

force of law is enacted, promulgated, abrogated, or

changed in the place of the Purchaser‟s country

where the Site is located (which shall be deemed

to include any change in interpretation or

application by the competent authorities) that

subsequently affects the Delivery Date, then such

Delivery Date 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. .

28. Force Majeure 28.1 The Supplier shall not be liable for forfeiture of its

Performance 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.

28.2 For purposes of this Clause, “Force Majeure” means

an event or situation beyond the control of the

Supplier that is not foreseeable, is unavoidable,

and its origin is not due to negligence or lack of

care on the part of the Supplier. Such events may

include, but not be limited to wars or revolutions,

earthquake, fires, floods, epidemics, quarantine

restrictions, and freight embargoes.

28.3 If a Force Majeure situation arises, the Supplier

shall promptly and no later than seven days from

the first occurrence thereof, notify the Purchaser in

writing of such condition and the cause thereof.

Unless otherwise directed by the Purchaser in

writing, the Supplier shall continue to perform its

obligations under the Contract as far as is

reasonably practical, and shall seek all reasonable

alternative means for performance not prevented

by the Force Majeure event

28.4 The decision of the Purchaser with regard to the

occurrence, continuation, period or extent of Force

Majeure shall be final and binding on the Supplier.

29. Change Orders 29.1 The Purchaser may at any time order the Supplier

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and Contract

Amendments

through Notice in accordance GCC Clause 6,

(“Change Order”) to make changes within the

general scope of the Contract in any one or more

of the following:

a) Designs, or specifications, where Goods to be

furnished under the Contract are to be specifically

manufactured for the Purchaser;

b) Specifications for hardware, software and Related

Services

c) The method of shipment or packing;

d) The place of delivery; and

e) The Related Services to be provided by the

Supplier.

29.2 If any such Change Order 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, and the Contract

shall accordingly be amended. Any claims by the

Supplier for adjustment under this Clause must be

asserted within twenty-eight (28) days from the

date of the Supplier‟s receipt of the Purchaser‟s

Change Order.

29.3 No variation or modification of the terms of the

contract shall be made except by written

amendment signed by the parties.

30. Extensions of

Time

30.1 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

pursuant to GCC Clause 10, the Supplier shall

promptly notify the Purchaser in writing of the

delay, its likely duration, and its cause. As soon as

practicable after receipt of the Supplier‟s notice,

the Purchaser shall evaluate the situation and may

at its discretion extend the Supplier‟s time for

performance, in which case the extension shall be

ratified by the parties by amendment of the

Contract.

30.2 Except in case of Force Majeure, as provided under

GCC Clause 30 or where the delay in delivery of

the Goods or completion of Related Services is

caused due to any delay or default of the

Purchaser, any extension granted under clause

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32.1 shall not absolve the Supplier from its liability

to the pay of liquidated damages pursuant to GCC

Clause 25.

31. Termination 31.1 Termination for Default

a) The Purchaser may, without prejudice to

any other remedy for breach of Contract, by

Notice of default sent to the Supplier,

terminate the Contract in whole or in part:

(i) if the Supplier fails to deliver any or all

of the Goods or Related Services

within the period specified in the

Contract, or within any extension

thereof granted by the Purchaser

pursuant to GCC Clause 32; or

(ii) if the Supplier, in the judgment of the

Purchaser has engaged in corrupt,

fraudulent, collusive, or coercive

practices, as defined in GCC Clause 2,

in competing for or in executing the

Contract; or

(iii) Any representation made by the

bidder in the proposal is found to be

false or misleading

(iv) if the Supplier commits any breach of

the Contract and fails to remedy or

rectify the same within the period of

two weeks (or such longer period as

the Purchaser in its absolute

discretion decide) provided in a notice

in this behalf from the Purchaser.

(v) as specified in the SLA

b) In the event the Purchaser terminates

the Contract in whole or in part, pursuant to

GCC Clause 33.1.1, the Purchaser 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 Purchaser 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.

31.2 Termination for Insolvency

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The Purchaser may at any time terminate the

Contract by giving Notice to the Supplier if the

Supplier becomes bankrupt or otherwise insolvent.

In such event, termination will be without

compensation to the Supplier, provided that such

termination will not prejudice or affect any right of

action or remedy that has accrued or will accrue

thereafter to the Purchaser.

31.3 Termination for Convenience

a) The Purchaser, by Notice sent to the

Supplier, may terminate the Contract, in

whole or in part, at any time for its

convenience. The Notice of termination shall

specify that termination is for the

Purchaser‟s convenience, the extent to which

performance of the Supplier under the

Contract is terminated, and the date upon

which such termination becomes effective.

b) The Goods that are complete and ready for

shipment within twenty-eight (28) days after

the Supplier‟s receipt of the Notice of

termination shall be accepted by the

Purchaser at the Contract terms and prices.

For the remaining Goods, the Purchaser may

elect:

(i) To have any portion completed and delivered

at the Contract terms and prices; and/or

(ii) To cancel the remainder and pay to the

Supplier an agreed amount for partially

completed Goods and Related Services and for

materials and parts previously procured by the

Supplier.

31.4 Consequences of Termination

Upon Termination of the Contract, the Supplier shall:

(i) Prepare and present a detailed exit plan within

five calendar days of termination notice

receipt to the CIO of JVVNL/JDVVNL/AVVNL

(“Exit Plan”).

(ii) The CIO and along with designated team will

review the Exit plan. If approved, Supplier

shall start working on the same immediately.

If the plan is rejected, Supplier shall prepare

alternate plan within two calendar days. If the

second plan is also rejected, CIO or the

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authorized person will provide a plan for

Supplier and it should be adhered by in

totality.

(iii) The Exit Plan should cover at least the

following :-

a. Execute all documents that may be

necessary to effectively transfer the

ownership and title, including OEM

warranties in respect of all equipment;

b. Handover all developed codes, related

documentation and other Configurable

Items, if any in his possession;

c. Handover the list of all IT Assets,

passwords at all locations to the

Purchaser.

(iv) The supplier and CIO (or the authorized

person) will sign a completion certificate at

the end of successful completion (all points

tracked to closure) of the Exit Plan.

32. Assignment 32.1 The Supplier shall not assign, in whole or in part,

their obligations under this Contract.

33. Disclaimer 33.1 Purchaser reserves the right to share, with any

consultant of its choosing, any resultant Proposals

in order to secure expert opinion.

33.2 Purchaser reserves the right to accept any proposal

deemed to be in the best interest of the

JVVNL/JDVVNL/AVVNL.

34. Public

Disclosure

34.1 All materials provided to the Purchaser by bidder

are subject to Country and Rajasthan public

disclosure laws such as RTI etc.

34.2 The Supplier‟s Team shall not make or permit to be

made a public announcement or media release

about any aspect of this Contract unless the

Purchaser first gives the Supplier its written

consent.

35. SLA Audit 35.1 A designated team / person from

JVVNL/JDVVNL/AVVNL will review the performance

of Supplier against the SLA each month. The

review / audit report will form basis of any action

relating to imposing penalty on or breach of

contract of the Supplier.

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36. Adherence to

safety

procedures,

rules

regulations and

restriction

36.1 Supplier shall comply with the provision of all laws

including labour laws, rules, regulations and

notifications issued there under from time to time.

All safety and labour laws enforced by statutory

agencies and by Purchaser shall be applicable in

the performance of this Contract and Supplier‟s

Team shall abide by these laws.

36.2 Access to the Datacenter Sites and Purchaser‟s

locations shall be strictly restricted. No access to

any person except the essential personnel

belonging to the Supplier who are genuinely

required for execution of work or for carrying out

management/maintenance who have been

explicitly authorized by the Purchaser shall be

allowed entry to the Datacenter Sites and some

Purchaser‟s locations. Even if allowed, access shall

be restricted to the pertaining equipment of the

Purchaser only. The Supplier shall maintain a log of

all activities carried out by each of its personnel.

36.3 The Supplier shall take all measures necessary or

proper to protect the personnel, work and facilities

and shall observe all reasonable safety rules and

instructions. Supplier‟s Team shall adhere to all

security requirement/regulations of the Purchaser

during the execution of the work. Purchaser‟s

employee also shall comply with safety

procedures/policy.

36.4 The Supplier shall report as soon as possible any

evidence, which may indicate or is likely to lead to

an abnormal or dangerous situation and shall take

all necessary emergency control steps to avoid

such abnormal situations.

36.5 The Purchaser will be indemnified for all the

situations mentioned in this clause in the similar

way as defined in GCC clause 28.

37. Non-

Solicitation of

Staff

37.1 For the purpose of this contract, both parties to this

contract agree, not to solicit either directly or

indirectly with a view to provide or offer

employment to, offer to contract with or entice a

staff member of the other party to leave without

the consent of the other during the term of this

agreement and for an additional period of 180

days after termination

38. Survival 38.1 The clauses of this contract, which by nature are

intended to survive termination of this contract,

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shall remain in effect after such termination

SECTION-III-PART-VII: Special Conditions of Contract

The following Special Conditions of Contract (SCC) shall supplement the

General Conditions of Contract (GCC). Whenever there is a conflict, the

provisions herein shall prevail over those in the GCC.

GCC 1.1(j) The Purchaser‟s country is: The Union Of India

GCC 1.1(k) The Purchaser is:

Superintending Engineer (IT), Jaipur Vidyut Vitran

Nigam Limited, Old Power House, Bani Park Jaipur,

Rajasthan, India

GCC 1.1 (q) The web-site is: www.jaipurdiscom.in OR

www.jaipurdiscom.com. The details regarding the RFP

process shall be available on the same. The eligible bidders

should visit the website form time to time and get the status

updates. All details uploaded on the website from time to time

shall be deemed to have been provided to all the bidders.

GCC 3.2 The version of Incoterms shall be: Incoterms 2000

GCC 4.1 The language shall be: English

GCC 6.1 For notices, the Purchaser‟s contact details shall be:

Superintending Engineer (IT), Jaipur Vidyut Vitran

Nigam Limited, Old Power House, Bani Park Jaipur,

Rajasthan

GCC 7.1 The governing law shall be: Laws applicable in exclusive

jurisdiction of The High Court Of Judicature in the state of

Rajasthan, India and all courts subordinate to its exclusive

Jurisdiction.

GCC 8.2 The formal mechanism for the resolution of disputes shall be:

http://www.jaipurdiscom.in/

http://www.jaipurdiscom.com/

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If the parties fail to resolve such a dispute or difference by

mutual consultation within twenty-eight (28) days from the

commencement of such dispute and difference, either party

may require that the dispute be referred for resolution to the

formal mechanisms, described below (The date of

commencement of the dispute shall be taken from the date

when this clause reference is quoted by either party in a formal

communication clearly mentioning existence of dispute or as

mutually agreed) :

a. The mechanism for resolution of disputes for bidders

shall be in accordance with the Indian Arbitration and

Conciliation Act of 1996. The Arbitral Tribunal shall

consist of 3 (Three) Arbitrators. Each Party shall

nominate an Arbitrator and the two nominated

Arbitrators shall mutually agree and nominate a third

Presiding Arbitrator.

b. The Arbitrators shall necessarily be retired High Court

Judges and the umpire shall be a retired Chief Justice.

c. The place for arbitration shall be the state of Rajasthan.

GCC 10.1

Details of shipping and documents to be furnished by the

Supplier shall be:

FOR GOODS SUPPLIED FROM ABROAD AS PER INCOTERMS CIF

:

Upon shipment, the Supplier shall notify the Purchaser and the

Insurance Company by telex or fax the full details of the

shipment (Consignment through air is also possible), including

Contract number, description of Goods, quantity, the vessel,

the bill of lading number and date, port of loading, date of

shipment, port of discharge, etc. The Supplier shall send the

following documents to the Purchaser, with a copy to the

Insurance Company.

(a) Copy of the Supplier‟s invoice showing the description of

the Goods, quantity, unit CIF price and total amount;

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(b) Copy of on-board bill of lading marked “freight prepaid”.

(c) Copy of the packing list identifying contents of each lot.

(d) Insurance certificate;

(e) Copy of test certificate approval and dispatch instructions

issued by the purchaser (combined or separately).

(f) Certificate of Origin.

(g) Manufacturer‟s or supplier‟s Warranty Certificate

The Purchaser shall receive the above documents at least two

weeks before arrival of the Goods at the port or place of arrival

and, if not received, the Supplier will be responsible for any

consequent expenses.

For goods from within the Purchaser‟s country as per

INCOTERMS EXW basis including freight and insurance

charges:

Upon delivery of the Goods to the transporter, the Supplier

shall notify the Purchaser and send the following documents to

the Purchaser;

a) Copy of the Supplier‟s invoice showing the description of

the Goods, quantity, unit Ex-works price and total amount;

b) Copy of Motor Transport Receipt (MTR) of a transport

contractor approved by Indian Bankers Association or

material receipt certificate from consignee.

c) Copy of test certificate approval and dispatch instructions

issued by the purchaser combined or separately.

d) Copy of packing list identifying contents of each lot.

e) Insurance certificate;

f) Certificate of Origin.

g) Manufacturer‟s or supplier‟s Warranty Certificate

h) The Purchaser shall receive the above documents before

the arrival of the Goods and, if not received, the Supplier

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will be responsible for any consequent expenses.

GCC 13.2 The price adjustment shall be:

The bidders may please note that the prices are

upward/downward Adjustable. Purchaser reserves the right to

review and negotiate the charges payable at any time to

incorporate downward revisions as applicable and necessary,

including due to lowering of any applicable taxes, duties and

any other statutory levies.

Prices shall not be subject to any upward/downward revision on

any account whatsoever throughout the period of

contract. Provided that any revision in taxes, statutory levies,

duties which is not occasioned due to any change in place,

method and time of supply or non-performance / non-

fulfillment of any condition of any exemption considered by the

vendor at the time of proposal, shall be considered for price

adjustments.

GCC 14.1 General terms and conditions of Payment Schedule

1) All payments shall be made by the Purchaser in favour

of the Implementation Partner (IP).

2) The release of payments will be Performance (output)

based, where the payments are made for measured

deliverables and outputs. The SLAs will govern the

penalty and reductions from payments for inferior

deliverables.

3) IP should obtain completion certificate for each project

area from the respective Discom and raise an invoice

against the same.

4) Payments against invoice submitted (accompanied with

all requisite documents) shall be released within 30

days of submission of invoice.

5) In case go-live of any project area is delayed due to

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reasons solely attributable to IP, the entire cost and/or

time over-run shall be the responsibility of the Supplier

and shall be borne by him only.

6) Power to withhold: Notwithstanding anything contained

in the payment schedule mentioned below, if in the

opinion of the Purchaser, any work done or supply made

or service rendered by Supplier is deficient in any

manner in comparison to the prescribed standards,

Purchaser shall be at liberty to withhold a reasonable

portion of the payments due to the Supplier, till such

work/ supply/ service is made confirming to the

prescribed standards. These powers to withhold

payments shall be without prejudice to any other

power/ right of the purchaser under this contract.

Payment Schedule

A) SUPPLY AND INSTALLATION OF HARDWARE

(i) 90% of the payment of total value of

hardware including taxes and duties within

30 days from the date of receipt of invoices

in concerning accounts section after

successful delivery and installation of the

hardware.

(ii) 10% of the payment of total value of

hardware including taxes and duties will be

released after one year of completion of

project and acceptance by JVVNL.

B) DESIGN, SUPPLY AND INSTALLATION OF

APPLICATION SOFTWARE

(i) 70% payment of total value of application

Software including taxes and duties within


in concerning accounts section after

completion of pilot phase.

(ii) 25% payment of total value of application

Software including taxes and duties within


in concerning accounts section after Go-

Live date.

(iii) 5% payment of total value of application

software including taxes and duties will be


project and acceptance by JVVNL

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C) SUPPLY AND INSTALLATION RDBMS

SOFTWARE, OS and Adobe PDF writer


RDBMS including taxes and duties within 30

days from the date of receipt of invoices in

concerning accounts section after successful

delivery and installation of the RDBMS.


RDBMS including taxes and duties within 30


concerning accounts section after

completion of pilot phase.

(iii) 5% payment of total value of RDBMS

including taxies and duties will be released

after one year of completion of project and

acceptance by JVVNL

D) For Software support part (Post Go-Live support)

(i) The payment shall be made on monthly

basis.

(ii) The vendor shall furnish the monthly bills,

to designated officer for this purpose, 100%

payment shall be made within 30 days from

the date of receipt of invoices in concerning accounts section after.

E) Installation, Testing, Integration and Commissioning Cost


installation, testing, integration and

commissioning cost including taxes and

duties within 30 days from the date of

receipt of invoices in concerning accounts

section after successful implementation and

integration with existing systems at JVVNL

and acceptance thereof.


installation, testing, integration and

commissioning cost including taxes and

duties will be released after one year of

completion of project and acceptance by

JVVNL

F) Training Cost


training including taxes and duties within 30


concerning accounts section after successful

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training as per specification.


training including taxes and duties will be


project and acceptance by JVVNL

G) For Data Digitization Part

100% payment after completion of corrections as pointed out by JVVNL.

GCC 14.5 The currencies for payments shall be in Indian Rupees (INR).

GCC 16.1 The Supplier shall provide Performance Security of 5% of the

total Contract Price. The currency and amount of Performance

Security shall be specified at the time of awarding the contract

to successful bidder.

GCC 16.3 The Performance Security shall be in the form of Bank

Guarantee issued by a Scheduled Indian Bank

GCC 21.2 The packing, marking and documentation within and outside

the packages if applicable shall be: As specified (if any) in

Technical Specification

GCC 22.1 The insurance coverage: Goods supplied under the contract

shall be also fully insured on all risk basis during inland transit

up to destination store in the purchaser‟s country. The supplier

must insure the Goods in an amount equal to 110% of

CIF/EXW price of Goods.

GCC 26.3 The period of validity of the support shall be 60 Months from

the date of go-live of system.

GCC 26.5 In case any damage or defect is found during verification after

receipt of material at Purchaser‟s stores or material develops

defects within warranty period, the supplier shall

attend/replace such defects free of all charges within 30 days

of being notified by the Purchaser, of the occurrence of such

defects. In case the defect is not attended or replacement of

material is not received within specified period, then apart from

encashing the performance security deposit, the Purchaser may

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also take suitable penal action including debarring from all

future business.

Other General Clarifications(This is integral Part of the Bid)

These clarifications and modifications shall be applicable on respective parts of the

bid. I. In order to develop the system in a redundant manner the application

server, database server and DMS server at both DC and DR locations

will be in cluster failover mode.

II. The DMS server should be along with the DMS application.

III. Concurrency factor should be 40%.

IV. It is clarified that the intention of the bid that the system should be

run on windows/Linux OS is limited only for server, and not at desktop

location. The system should run on all industry standard explorers at

desktop.

V. It is clarified that it is not intended in the bid that the system should

run on all industry standard RDBMS. It is clarified that the system

may run on Oracle/DB2/MS-SQL etc. However in any case the bidder

has to integrate the existing database under R-APDRP which is MS-

SQL.

VI. It is clarified that the bidder has to quote either CPU based license or

Enterprise Wide License for application and database.

VII. It is clarified that there may be addition of some more companies/

Discoms in future, the licensing policy should be able to take care of

the same with the existing license at no additional cost to DISCOM.

VIII. It is clarified that idea behind giving the functional requirements in the

RFP was to facilitate the prospective bidders with the As-Is functions

of the DISCOMs. 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.

IX. It is clarified that the Payroll solution is required for all 50,000

employees and all employees should be able to view pay slip and

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leave record and a lot of self service functionalities like creating leave

in system, approving leave in system, maintain bank data, personnel

address, view Form 16, Travel planning and other such services.

X. It is clarified that the instances can be common for three Discoms.

The process requirements given in the functional requirement matrix

is at global level. During the AS-IS Study there is a possibility that at

certain Discoms there is a requirement of some additional

functionality, change in process and data mapping. At any given

instant of time, it should be possible to segregate the data of 3

Discoms at the database level at ease.

XI. It is clarified that the exact scope of Bi-directional interfaces with the

custom built applications (which are there in scope of R-APDRP) at

the field level will be decided during the business blueprint. In

general, interfaces must cover everything which has a financial

(payables, receivables, taxes and duties, pricing), costing (moving

average price, standard cost, cost center accounting), inventory (qty.

and value) , employee database (in case of interface with CRM ) and

reporting implications on all ERP Modules for preparation of

consolidated trial balance , reconciliation requirements and month

end closing purposes.

XII. It is clarified that the number of Circle Offices, Divisional Offices and

Head Offices mentioned in the tender are just of the reference, and

bidder is required to evaluate the same at the time of conducting the

“As-Is” study.

XIII. In any case at least 25% of the total deployed personnel should be

from the CVs submitted along with the bid.

XIV. Requirement of password protection, and user access management

shall be discussed at the time of “As-Is” study with the selected

vendor.

XV. It is clarified that the total number of employees of all the Discoms is

approx. 50,000.

XVI. Resource deployment for Managed Services -- THE BIDDER HAS TO

ASSES THE need of all kinds of resources for all the activities required

in this bid

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XVII. The bidder in the bid response form against the indicative functional

requirements of each module will intimate the availability of

functionality as per the following –

FC – Full Compliance

CC – Compliance with customization

N/A – Not Available

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SECTION-IV-PART-I: Bid Forms Technical 0ffer

GUIDE NOTE:

1. Bidders are required to furnish the information along with all supporting

documents as per page no. 296 to 331

2. Provide 1 Original (Hard Bind) + 1 Copy (Hard Bind) + 4 Soft copies in

editable text format on CD

3. The Technical offer should be submitted exactly as per sequence of formats

given.

4. Each and every page of Technical offer should be signed by authorized

signatory.

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Technical Proposal Submission Sheet

TECHNICAL OFFER TO BE FURNISHED BY THE BIDDER ON ITS LETTER HEAD

To be submitted complete with all enclosures.

The Superintending Engineer [IT & CRP]

Jaipur Vidyut Vitran Nigam Limited

Old Power House Premises

Near Ram Mandir

Jaipur-302 006

SUB: To implement “OFF the shelf” OEM ERP web based solution in Rajasthan

Electricity Distribution Companies

Dear Sir,

We have received tender specification TN 35: To implement “OFF the shelf” OEM

ERP web based solution in Rajasthan Electricity Distribution Companies

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Document,

including Addenda No. (if Any):

(b) We offer to supply in conformity with the Bidding Document and in accordance

with the delivery schedule, and the specifications mentioned in the bid

document.

(c) The Validity of our proposals will be up to 120 days from date of opening of

Part A bid or 60 days from the date of opening of price proposal, whichever is

later, and it shall remain binding upon us and may be accepted at any time

before the expiration of that period.

(d) Our firm, its affiliates or subsidiaries, including any subcontractors or suppliers

for any part of the Contract, has not been declared ineligible by the Discoms of

Rajasthan or anywhere in India.

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(e) We understand that this Bid, together with your written acceptance thereof

included in your notification of award, shall constitute a binding contract

between us, until a formal Contract is prepared and executed.

(f) We understand that you are not bound to accept the best evaluated bid or any

other bid that you may receive.

(g) We undertake to open office in all 3 Discoms headquarters after award of

contract.

(h) We confirm that we agree to adhere to all the commercial terms and

conditions as well as the technical stipulation of your specification and there is

no deviation. Such acceptance has also been confirmed in prescribed

schedules.

(i) We confirm that we are qualified for bidding in terms of Qualification

Requirements specified in the bidding documents and have submitted the

requisite qualification Certificate & data / documents with the bid.

(j) Until a formal contract is prepared and executed, this together with your

written acceptance thereof in your notification of award shall constitute a

binding contract between us.

We understand that JVVNL reserves the right to invite detailed proposals from any

private entrepreneur-company; irrespective of the fact whether the company or

entrepreneur has been pre-qualified.

We also understand that the JVVNL reserves the right to reject any or all of the bids

without assigning any reason thereof.

We agree to abide by all the conditions governing the proposals and decisions of

the JVVNL.

Enclosed:


2. Bid Structure

3. Bidder – Company Statistics

4. Technical Specification requirement of Application Packages


6. Manufacturer‟s Authorization Form (To be obtained from all OEMs)


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8. Project Experience and Confirmation of Pre-Qualification

Requirement

9. Team Details (CVs)


11. Firm Detail




15. Documentation Details


17. Supporting Documents to Substantiate Meeting of Pre-

Qualification requirement

18. Check list

Name

In the capacity of

Signed

Duly authorized to sign the Bid for and on behalf of

Date

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Please provide the Certificate of Corporate Principal in the following format.

CERTIFICATE AS TO CORPORATE PRINCIPAL

(To be signed by any of Board Directors or Company Secretary)

(To be accompanied along with requisite copy of the board resolution)

I _______________________ certify that I am _________________ of the

Company under the laws of _____________________ and that

__________________ who signed the above tender is authorized to bind the

Company / Firm by authority of its governing body.

Signature: _________________

Full Name: _________________

Address: _________________

2. Bid structure

The detailed structure of the bid specifying the names of bidder, consortium

member (if any) and subcontractors, stating their respective responsibilities are as

under:-

Table 1: Bid Structure

Role Name of Company & Address

Bidder (IP/ Lead member in case of

consortium for IP role)

Consortium member (Second member in

case of consortium for IP Role)

Consortium member (Third member in case

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of consortium for IP Role)

3. Bidder - Company Statistics

Please provide the general and financial details of each of the entities (bidder,

consortium member (if any) and subcontractors) in the following formats:

Table 2: Bidder – Company Statistics

Details Supplier Response

Bidder‟s Name

Address

Contact (s), Title (s), Telephone (s), E-mail

id (s)

Name of the Chairman/ MD/ CEO/ Partners

Nature of Ownership

Date of Incorporation of Company/Entity

Headquarter Location

Other Office Locations, Functions and

Personnel Strength

Number of Employees by Function

Implementation

Sales

Support

Quality Assurance

Administrative

Management

Size of Team for the Proposed Solution

Location of Support Centers for Proposed

Solution

Other Businesses

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Table 2.1: Collaboration/Consortium/JV details

Particulars Responses

Details of collaboration or consortium

arrangement envisaged, if any, with a

copy of agreement on non judicial stamp

paper of appropriate value

Name & address of Collaborators,

Licensers or Consortium or consortium

Member

Period of collaboration envisaged

Details of involvement and responsibility

of Collaborator or each consortium

member

4. Technical Specification requirement of Application packages

Refer to Technical Specifications, for details. Please respond to each specification in

following format. Copy first three columns from Functional requirement of package

given in this document.

Table 3: Technical Specification for Application Packages

No Functional Requirements Criticality Supplier

Response Remarks

The code to be used for providing Supplier rating responses in the column "Supplier

Response" for the functional requirements is provided below:

A - Functionality not available;

B - Available with modification/workaround

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C - Functionality available

Please note that the rating as per the above scale is to be entered in the "Supplier

Response" column, and column titled “Remarks” is to be used for commenting on

aspects related to the functional specification. Bidders have to fill on two columns

("Supplier Response" & “Remarks”).

Please also note that the serial no. and format of response should be exactly similar

to that given in this document under Functional requirement section.

Please provide a summary of versions of various modules, if the proposed solution

is a product. Use following format:-

Table 4: Details of Product Offered

Name of

product Module details Version and year of release


Refer to Technical Specifications, for details. Please respond to each specification in

following format.

Table5: Technical Specifications of Hardware

No Description/Requirements Supplier

Response Remarks

The code to be used for providing Supplier rating responses in the column "Supplier

Response" for the hardware requirements is provided below:

The distribution of marks for Essential and Desirable specifications shall be as

follows:

A - Specifications not available

B - Specifications available with modification*

C - Specifications available

The distribution of marks for Vital specifications shall be as follows:

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A - Specification not available

C - Specifications available

* This response is only acceptable for “Essential” & “Desirable” requirements.

Please mention the detailed specification of hardware equipment and system

software (operating system, database etc.) including manufacturer, technical

details etc. The bidders should provide details of required system software like

operating system , database for solution and utilities in following format :-

Table 6: Details of Hardware Offered

Product

details

No. of

installations

Manufacturers name & TPMC/BOPS

rating

6. Manufacturer‟s Authorization Form

Submit Manufacturer‟s Authorization Form for all hardware and software in

following format:

Manufacturer‟s Authorization Form

(To be obtained from all OEMs)

Date:




Near Ram Mandir

Jaipur-302 006

SUB: To implement “OFF the shelf” OEM ERP web based solution in Rajasthan

Electricity Distribution Companies against TN-35

WHEREAS___________________________________________________ who are

official manufacturers of ________________________________________ having

factories at _______________________________________________________ do

hereby authorize ____________________________________________________

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to submit a Bid in relation to the Invitation for Bids indicated above, the purpose of

which is to provide the following Goods, manufactured by us

______________________________ and to subsequently negotiate and sign the

Contract.

We hereby extend our full guarantee and warranty in accordance with of the tender

specification TN-35 with respect to the Goods offered by the above firm in reply to

this Invitation for Bids.

Name

In the capacity of:

Signed

Duly authorized to sign the Authorization for and on behalf of

Date


The Approach and Methodology to be furnished with following parameter:

i. Understanding of Purchaser and its requirement with clear mention of

the deliverables

ii. Details of proposed methodology

iii. Project Team Structure

iv. Resource planning and estimation

v. Risk planning

vi. Detailed work plan with timelines

7.1. Understanding of Utility and its requirement

Bidder should depict complete understanding of the as-is system of the Utility

based on the information provided in the Bid Document. It should also require to

list down all the deliverables that has been planned as a part of the overall project

with timelines. Also provide details of prior interaction with Utility, if any.

7.2. Details of proposed methodology

Please provide details of methodology followed by your organization in successfully

implementing similar projects. Also highlight the special steps that your

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organization/ consortium intends to take in order to ensure that the change from

current system to proposed one will be smooth and effective.

7.3. Project Team Structure

In this section please provide detail of the team that would be deployed by your

organization to execute the project. Please provide details of the team structure in

the following format:

Table7: Proposed Project Team Structure

Name of

Staff

Position

Assigne

d

Interna

tional

or

Domest

ic

Fir

m

Employm

ent

status

with the

firm

(Full

time/

Associat

e)

Education

(Degree,

Year,

Institutio

n)

Area of

Expertis

e and

number

of years

of

relevant

experien

ce

Task

Assig

ned

A.

Professio

nal Staff

B.

Support

Staff

7.4. Resource planning and estimation

Bidder shall provide detailed staffing schedule of the professional and support staff

in the following format:

For Professional Staff the input should be indicated individually; for Support Staff it

should be indicated by category (e.g.: IT administrator, field survey staff etc.).

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Months are counted from the start of the assignment. For each staff indicate

separately staff input for off-site and on-site work.

Table8: Proposed Resource Planning and Estimation

No. Name of Staff Positi

on

Staff Input

In

Week

s

W

1

W

2

W

3

W

4

W

5

….

.

Total

A. Professional

Staff

B. Support

Staff

7.5. Risk planning

Bidder shall assess underlying risks in implementation of the Project and detail out

the methodology to mitigate them. It may include development of a risk

assessment matrix indicating severity of the risk, chance of its occurrence and its

mitigation approach.

Table9: Risk Planning

Risk

description

Risk

category

Probability (%) Impact

(High/me

dium/low)

with

impact

descriptio

Mitigation

strategy

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n

7.6. Detailed work plan with timelines

Please refer Schedule of Completion for the format.

Table 10: Schedule of Completion

9.

10.

11.

12.

13.

14.

15.


schedule

Bidder‟s Time

schedule Quoted

1. Delivery and

Installation of

Hardware

3 Months from date of

issue of Purchase

Order

2. Delivery and

Installation of

Databases

2.5 Months from date

of issue of Purchase

Order

3. Study and submission

of SRS

2 Month from the date

of issue of work order

4. Finalization of SRS

after JVVNL‟s

suggestions and

Submission of final SRS

for approval

1 month from date of

providing the

suggestions to IP

5. Implementation of

software and

5 Months from the

date of completion of

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schedule

Bidder‟s Time

schedule Quoted

completion of Final

Testing

Activity # 4 above

6. UAT by JVVNL 2 months after


#5 above

7. Commencement of

Training

After Finalization of

SRS and to be

completed before Go-

Live

8. Completion of Pilot

Phase and Go-Live in

all respect with

Integration

2 Months after


# 6 above.

8. Project Experience and Confirmation of Pre - Qualification Requirement

Bidder shall provide details of projects with application modules and other

requirements (as mentioned in Eligibility Criteria,) which have been successfully

completed during the last 3 financial years.

Please do not supply the names of clients who are no longer using your

product/system.

The bidder is required to submit the details of Pre-Qualification documents in the

table no 12 & 13.

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Bidders need to submit the details as per the format in the table provided.

Table: The details of the same should be included in the following format and necessary supporting documents should be

attached

Table11: Details of Project Experience

SI.

No

Name of

project

Brief Scope necessarily

including role played by

Bidder, modules

implemented, sector

classification

Owner of

Project

assignme

nt (Client

name)

Cost of

assignme

nt

Date of

Awarded

commence

ment

Date of

completio

n

Was

assignment

satisfactoril

y completed

Was it a

Power

Sector

Project?

(Y/N)

Provide

Detail

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Please provide separate client details for bidder & each consortium member

(Implementation partner, product Supplier, WAN/bandwidth/Internet service provider etc.)

Table 12: Pre Qualification Criteria for offered ERP Package

1.

2.

3.

4.

5. VI.

6.

Sr.

No.


Criteria

Supporting

documents to

be submitted

6. ERP OEM must have

presence in India.

Minimum 7

years

Copy of relevant

certificates from

ROC/copy of

oldest P.O.

received from any

organization

establishing the

presence of ERP

OEM

7. Annual Turnover of the ERP

Product OEM in World for

last three completed years

with a consistent growth

path.

Not below USD

5 Billion per

annum in World

Copy of audited

financial results

for the last 3

years. It is

clarified that

global turn-

over/global

Annual report of

ERP OEM shall be

considered.

8. No. of successful

implementations/implement

ation in progress in Power

Generation, Transmission &

Distribution utility industry

Minimum 3 live

implementations

/implementation

in progress

where Finance,

Material

Management,

HR, Projects and

Payroll is

implemented/bei

ng

implemented.

Copy of Purchase

Order / Contract

agreement

entered with the

customer /

Customer‟s Name

and Details with

an authorization

from the OEM‟s

authorized legal

signatory.

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Sr.

No.


Criteria

Supporting

documents to

be submitted

9. The ERP Product must have

the vertical and horizontal

scalability to take care of

the increase in no. of users,

increase in geographical

locations, must have

inherent integration and

functionalities which should

be present between all core

modules required in this

RFP, must comply to all the

statutory rules and legalities

of Indian geography , must

be capable of supporting bi-

directional interfaces with

the custom built legacy

applications (given in this

RFP ) with minimal of

development effort with the

use of standard objects.

The architecture

must support

the architecture

required for SOA

, must be

database

independent,

must have been

implemented in

a utility

distribution

company with

consumer base

> 5 lakhs,

capability to

support growth

in geographical

locations

running on the

same instance

Certificate from OEM

Product Vendor with

respect to following:

VII. Should

support any

database like

Oracle / DB2 /

MS-SQL. But

should have

capability to

integrate any

standard

database.

VIII. It supports

SOA

architecture

IX. Max. No. of

user base with

which any

implementatio

n has been

done in a

utility

company

X. Max. No. of

geographical

locations

running on a

single instance

XI. Certificate

indicating that

it supports all

the prevailing

statutory

rules, tax laws

and legalities

of Indian govt.

and a

capability to

take care of

the same

w.r.t. frequent

changes time

to time.

10. No. of customers in India in

Govt. and PSU.

(OPTIONAL REQUIREMENT)

Not below 10

live

implementations

in India in Govt.

/ PSU with a

Copy of Purchase

Order / Contract

agreement

entered with the

customer /

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Sr.

No.


Criteria

Supporting

documents to

be submitted

user base of

more than 1,000

in India where

Finance,

Material

Management /

Maintenance

Management,

Procurement,

Project

Management,

HR & Payroll

should have

been / being

implemented.

Customer‟s Name

and Details with

an authorization

from the OEM‟s

authorized legal

signatory.

Table 13: Pre Qualification criteria for Implementation Partner (To be met by Sole

Bidder or Lead Bidder in case of Consortium)

Sr.

No.


Criteria

List of Supporting

Documents

Submitted

1 Annual Revenue of the bidder

for each of the last 3 completed

years as on 31-Mar-2010 with a

consistent growth path

Minimum Rs 2000

Crores for each of

the year

Annual report / Turn

over certificate from

CA

2 Bidder‟s experience in the field

of IT and System Integration

Minimum 5 years Copy of any order

which is more than 5

years old

3 System Integration Projects Minimum 3 Such Copy of work order

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Sr.

No.


Criteria

List of Supporting

Documents

Submitted

implemented/being

implemented, by Bidder in last 5

Years covering Hardware,

Software, Databases, etc.

Projects each of

order value of Rs 10

Crores or above

and completion


project under

implementation,


from the purchaser.

4 IT Project executed/being

executed, in last 5 years in

power sector in generation or

distribution or transmission.

Minimum 1 such

project of order

value of Rs 20

Crores at least

Copy of work order

and completion


project under

implementation,


from the purchaser.

5

Bidder must have successfully

implemented / being

implemented, Standard ERP

Project covering at least 4

modules out of HR, Finance,

accounts, Project management,

CRM , Material management,

Maintenance Management etc

as a large project in last 5 years

involving software applications,

hardware, etc. Pure

Infrastructure projects would

not be considered here.

Minimum 1 such

project of order

value of Rs 15 Crore

at least.

Copy of work order

and completion


project under

implementation,


from the purchaser.

6 Bidder‟s manpower skills in the

ERP / Software being offered

here

Minimum 500

employees

Certificate from

company HR head or

company secretary

7 Bidder must be an authorized

system integrator for sale,

support and services of the ERP


OEM Authorization Certificate from OEM

in favor of bidder

where bidder has

been authorized to

resell the licenses

8 SEI-CMMi Certification Level 3 Copy of the valid

Certificate

10 Bidder must provide a Solvency

Certificate from a Scheduled

bank along with this bid

document.

Rs 100 Crores Solvency certificate

from the bank

11 The bidder and each of the

consortium members should not

have been Black listed by any

State or Central Government in

India as on the date of the bid.

An undertaking must be

Declaration by sole

bidder / all members

of consortium

Certificate by the

company secretary

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Sr.

No.


Criteria

List of Supporting

Documents

Submitted

submitted duly attested by the

notary, by the bidder / each

member of the consortium. In

case of false declaration, bidder

will be disqualified from the

tender process and black-listed

by Rajasthan DISCOMs from

participating in any tenders in

future.

12 In case of a consortium, a

Consortium Agreement must be

submitted, duly signed by the

consortium members. The

Consortium Agreement must

clearly specify the stake of each

member and outline their roles

and responsibilities.

Consortium

Agreement with not

more than 2

members

Consortium

agreement

9. Team details (CVs)

Use the following format for key personnel who would be involved in the project. Please

include details of team members proposed to implement the project. Please ensure that the

CV has a maximum length of 3 pages.

In case of replacement of Supplier personal from the project team, Supplier is required to

submit to the nominated Utility personal the CV of the new person with equivalent or better

education qualification and relevant professional experience who will be joining the team

and get in duly approved. The new person can start working in the project only after his/her

CV has been approved by the Utility.

Table 14: Format of Curriculum Vitae

1. Proposed Position:

2. Name of Firm

3. Name of Staff:

4. Date of Birth: Nationality:

5. Education:

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Year Degree/Examination Institute/Board

6.

Membership of

Professional

Associations:

7. Other Training:

8. Countries of Work

Experience:

9. Languages:

Language Speaking Reading Writing

10. Employment Record:

From To Employer Positions Held

11. Detailed Tasks

Assigned:

12. Work Undertaken that best illustrates

capability to handle the tasks assigned:

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV

correctly describes me, my qualifications, and my experience. I understand that any

wilful misstatement described herein may lead to my disqualification or dismissal, if

engaged.

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Signature of person Date:

Full name of person :

Signature & Name of Authorised person(Bid Signing Authority) verifying the facts


The IP has to deploy specialized and experienced resources for the successful and timely

completion of the project. It is therefore desirable that the key personnel in the team

must have the following minimum qualification and work experience.

Project Manager Experience of minimum 1 ERP implementation cycle

Functional leads Experience in minimum 1 ERP implementation project in respective

modules.

Technical Lead-

Interface/

data

conversion/

customization

Experience in minimum 1 ERP implementation project in respective

areas (interface/data conversion/customization)

The IP shall provide the key personnel namely the Project Manager, Functional Leads,

Technical Leads and any other Specialist/Analysts required as appropriate. They need to

have sufficient experience as specified above (profile of teams) in terms of relevance

and number of years required to implement the proposed “ERP Modules”. They are to be

assigned to the project on full time basis. Should the profile of any personnel be not

acceptable to Discom, Discom will require the IP to suitably replace such personnel.

If for any reason beyond the control of the IP, their arises a need to replace any

personnel, the IP shall provide a replacement person of equivalent or better qualification

and experience, subject to the written approval of Discom.

11. Firm Detail

Bidder shall provide details of CMM/CMMI and ISO certification along with the details of net-

worth and turnover for the past three audited financial years in the following format:

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Table15: Firm Detail

Details FY07-08 FY08-09 FY09-10

Net-worth

Turn-Over

Level of CMM/CMMI

Certification

ISO Certification

Audited financial reports and certificates copy supporting the above need is to be submitted

as proof.


The detail plan for FMS shall be given in accordance with the tender Document. In case of

deviations, the same should be clearly indicated in Deviation sheet.


Please provide high-level details of the project management practices that will be followed

to manage the project. The project management practices would include (but not be limited

to) details of:-

Bidder must provide details of how they envisage the contract being managed including

principles such as (but not limited to) joint planning and control mechanisms; regular

and active review meetings; Project management of individual work streams and overall

program management of the entire service; Performance reporting

Bidder should outline their proposed governance structure and designate a Service

Manager to co-ordinate their activities and provide a focal point of contact to which

Utility can refer on any matter concerning the service.

Reporting lines and decision-making powers within the bidder‟s organization must be

explained

Reporting formats and templates that would be followed by the bidders

Outline the proposed escalation procedures in the event that issues arise.


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Quality of service - Suppliers must provide details of their proposed approach to quality

assurance to ensure the quality of services in accordance with the tender document. This

should include:

Responsibility of quality of service;

How the supplier will ensure quality service is provided;

How quality will be measured

Does your company (and consortium partner) have any quality certification / Assessment?

If so, please provide your responses for the following:

Table16: Details of Certification

Description Bidder‟s

Response

Certification / Assessment Name

Who issued the certification/assessment?

When was the certification/assessment obtained?

Does this certification/assessment process involve periodic

reviews and observations/ remarks after such review? If so,

please provide details and specify when your company is

due for its next quality review?

Please specify your company‟s process for product development and enhancements.

15. Documentation

Please provide a list and brief description of all user documents that will be provided along

with the software package. This must include the following minimum documents:

System and administration manuals

Technical support handbook

User Manuals

Error Messages and their Meanings

Training Manuals

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Analysis & Design Manuals with the relevant data flow diagrams, entity relationship

diagrams, schemas etc.

Additions/ changes to the documents after upgrades and

Operations Manuals.


Please provide confirmation of No-Deviation in following format:

Confirmation of “No deviation” in commercial terms and conditions of

this tender

Commercial Terms & Conditions

Bidder's Name & Address: To

The Superintending Engineer (IT&CRP)


Old Power House, Bani Park

Jaipur – 302006

Dear Sirs,

Sub: Confirmation for “No Deviation” in Commercial terms & conditions of package No.

JPD/SE/IT&CRP/ TN 35

We hereby confirm that there is no deviation in commercial terms & conditions

stipulated in the bidding documents and we agree to adhere the same strictly.

(Signature)……...........................

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Date :

Place : (Name)...........................

(Designation)..............................

(Common Seal).......................

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Confirmation of “No Deviation” in Technical Terms and Conditions of

this Tender

Technical Terms & Conditions





Jaipur – 302006

Dear Sirs,

Sub: Confirmation for “No Deviation” in Technical terms & conditions of package No.

JPD/SE/IT&CRP/ TN 35

We hereby confirm that there is no deviation in technical terms & conditions

stipulated in the bidding documents and we agree to adhere the same strictly.

We also confirm that tendered material shall be procured from vendors approved

by JVVNL and shall be conforming to various requirements of relevant

Specification /orders and as per design and drawing approved by the Nigam.

(Signature)……...........................

Date :

Place : (Name)...........................

(Designation)..............................

(Common Seal)...................

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List of Deviations

Only “non-material deviations” (which means only those deviations that do not qualify as

material deviations) may be considered by the purchaser as per the bid condition. Please

describe all the non-material deviations w.r.t Terms and conditions described in the General

conditions of contract.

If bidder desires to take any non-material deviation from the terms & conditions of

the tender, it should be mentioned specifically in this deviation sheet. Unless such

deviations are mentioned in this deviation sheet, the same will not be taken into

consideration.

Table17: Format for Deviations

Tender Clarifications – Terms and Conditions

Sl.

No.

Tender Reference

(Section / Clause

number )

Details of Clauses

/ Section needing

deviation

Deviation proposed

Except aforesaid deviations, the entire order, if placed, shall be executed in accordance with

specifications and any other conditions, variations/deviations etc. if found, elsewhere in this

proposal should not be given any consideration while finalizing the tender.

It is not mandatory to consider and accept the deviation mentioned on deviation sheet

proposed by the bidder.

Note: - Continuation sheet of like size & format may be used as per bidder‟s

requirement wherever necessary.

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17. Supporting Documents to Substantiate Meeting of Pre-Qualification

Requirement

Provide details in following format:





Jaipur – 302006

Dear Sirs,

We hereby declare that we are qualified for bidding in reference to “Qualification

Requirements” of the bidding documents and submit the following certificate(s) /documents

in support of the above :-

1.

2.

3.

Note: Furnishing of certificate of a registered Chartered Accountant certifying fulfillment of

specified qualification requirements is essential.

(Signature)……...........................

Date :

Place : (Name)...........................

(Designation)..............................

(Common Seal).......................

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18. Check List

S. No Pre-Qualification Requirement Yes

/ No

1. Is the cover letter attached with the bid proposal

2. Is the tender cost attached with the proposal

3. Is the Earnest Money attached with the proposal

4. Is the bid submission is in hard binded copy

5. Is the certificate as to corporate principal

6. Is the bid submission is in two hard and four soft copies

7. Is the bidder-company statistics attached with the proposal

8. Is the bid structure according to proposal

9. Is the technical specification requirement of application packages

attached with the proposal

10. Is the hardware technical specifications attached with the proposal

11. Is the Manufacturer‟s Authorization Form attached with the proposal

12. Is the Approach and Methodology attached with the proposal

13. Is the Project Experience and Confirmation of Pre-Qualification

Requirement

attached with the proposal

14. Is the Team Details (CVs) attached with the proposal

15. Is the Details of Key Personnel‟s attached with the proposal

16. Is Firm Detail attached with the bid proposal

17. Is the Facility Management Services Plan attached with the proposal

18. Is the Project Management Practices attached with the proposal

19. Is the Quality Assurance attached with the proposal

20. Is the Documentation Details attached with the proposal

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S. No Pre-Qualification Requirement Yes

/ No

21. Is the Confirmation of No-Deviation and Deviation Sheet attached

with the proposal

22. Is the Supporting Documents to Substantiate Meeting of Pre-

Qualification requirement attached with the proposal

23. Does the bid proposal contains the part B that is the financial

proposal in a sealed envelope

24. Is financial offer enclosed is duly sealed and super-scribed as

provided in tender document

25. Has the bidder provided project organization structure

26. Has the bidder provided schematic flow of information

27. Are the technical and commercial proposals enclosed that are duly

sealed and super-scribed as provided in tender document

28. Are all the pages of the proposal signed by an authorized

representative of the bidder‟s firm (in case of consortium, then from

the leading member‟s firm)

29. Does the bid contains the name, address and place of business of

the person or persons making the bid and is the bid signed and

sealed by the bidder under his usual signature.

30. Is satisfactory evidence of authority of the person signing on behalf

of the Bidder furnished with the bid

31. Is the bidder's name stated on the proposal same as that of the

legal name of the firm

32. Do any / all erasures or other changes in the bid documents bear

the initials of the person signing the bid

33. Are all entries and amendments also signed

34. Are all pages of the attached tender specification document signed,

as a token of acceptance of the terms and conditions, except those

mentioned in the deviation list

(Signature)……...........................

Date : (Name)...........................

Place : (Designation)..............................

(Common Seal).......................

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SECTION-IV-PART-II: Bid Forms Price Proposal

GUIDE NOTE: BIDDER IS REQUIRED TO READ CAREFULLY THE FOLLOWING

BEFORE QUOTING THE PRICES

I. The format enclosed herewith is to be used to quote the price. No other format shall

be used.

II. The price bid in the other formats may be rejected.

III. No cover letter is required to be enclosed with the price bid.

IV. The total quoted price should be inclusive of all taxes and duties as per the prevailing

taxes and duties with the details of applicable taxes. In case of any variation in taxes

and duties or introduction of new taxes and duties/ statuary variations, the same will

be in JVVNL account.

V. The quoted price includes the expenditure towards warranty for five years and

training expenses.

VI. Each page of financial bid is to be signed.

VII. The brand and product specification are essentially required to be furnished by the

bidder else offer will not be considered.

VIII. In the event the enclosures, as requested, in the financial bid are not submitted by

the bidder then the bid will be considered as non responsive.

IX. JVVNL is registered with sales tax department. The bidder should quote concessional

sales tax for which necessary C/D form will be issued by JVVNL.

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Price Proposal Cover Letter

PRICE PROPOSAL TO BE FURNISHED BY THE BIDDER ON ITS LETTER HEAD

Date:




Near Ram Mandir

Jaipur-302 006

SUB: To implement “OFF the shelf” OEM ERP web based solution in Rajasthan Electricity Distribution Companies against TN-35

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Document, including Addenda No. (if any):

(b) We offer to supply in conformity with the Bidding Document and in accordance with the delivery schedule, the following

Goods and Related Services:

(c) The total price of our Bid is:

(d) The following commissions, gratuities, or fees have been paid or are to be paid with respect to the bidding process or

execution of the Contract:

of 331

Tender # 35

Name of Recipient Address Reason Amount

(If none has been paid or is to be paid, indicate “none.”)

Name

In the capacity of

Signed

Duly authorized to sign the Bid for and on behalf of

Date

of 331

Tender # 35

Price Proposal

PRICE PROPOSAL TO BE FURNISHED BY THE BIDDER ON ITS LETTER HEAD




Near Ram Mandir

Jaipur-302 006

SUB: To implement “OFF the shelf” OEM ERP web based solution in Rajasthan Electricity Distribution Companies against your

TN 35. Dear Sir,

We have received tender specification No TN 35. We are submitting our financial proposals as under. The detailed quoted price in accordance with the specification is as under:

Item Description Type Unit Qty

FOB

(per

unit)

Freight

&

Insuran

ce

(per

unit)

Excise

Duty

Excise

Duty

(per

unit)

CST/

VAT

Sales

&

other

taxes

(per

unit)

Any

other

levies

(per

unit)

Total

Cost

(per

unit)

Total

Cost

Hardware/ Equipment Rs. Rs. % Rs. % Rs. Rs. Rs. Rs.

Application Server in cluster

failover mode Set 2

Database Server main

applications in cluster fail-

over Mode

Set 2

DMS server with requisite

applications for document

management in cluster

failover mode

Set 2

Rack for above servers No. 1

Sub Total

Software

of 331

Tender # 35

Standard OEM ERP package

comprising following

modules: Financial

Accounting, Cost Accounting

& Management Control,

Human Resources & India

Payroll, Project control &

project systems, material

management & store

management and as an

overarching tool Document

Management System (DMS)

will be provided.

The licensing will be on the

processers based /

Enterprise wide License full

use (and not on user based)

.(Source code of

customization part will be

provided to JVVNL).

The charges are inclusive of

providing upgrades (Latest

version as and when issued)

for application, data base

and OS with AMC of

application software for 5

years.

Lot 1

Sub Total

Basic Software License

Software Licenses- Server

OS

Micr

osoft

Win

dow

s

Ente

rpris

e

Lot 1

of 331

Tender # 35

Serv

er

Software Licenses-

Databases on Active Servers Lot 1

Adobe PDF writer with full

functionalities No 3

Sub Total

Miscellaneous Charges

Project Management,

Change Management,

Training (Class room

training) and Data Migration

from legacy system

LS 1

Installation, Testing and

Commissioning/

Customization Cost and

Integration with RAPDRP

system

LS 1

Digitization of all employee

data for all three Discoms No

50,

000

FMS charges for five years Yea

r 5

Sub Total

Grand Total

We understand that the quantity of total records to be digitized as mentioned is only for the purpose of evaluation. We will

digitize all the records irrespective of the quantity on unit rate basis. We have charged sales tax at concessional rate against

the C/D form, which will be provided by JVVNL.

(Signature)……...........................

Date : (Name)...........................

Place : (Designation)..............................

(Common Seal).....................