Consultancy Services for ERP Implementation Page 4 of 29 Tender Reference: No. STR/UARC(ADM)-18/12-13 Request for Proposal (RfP) for Appointment of Consultant - 3Section Need for ERP

CENTRAL POWER RESEARCH INSTITUTE (CPRI) (Government of India Society, Ministry of Power)

Consultancy Services for ERP Implementation

(Bidding through e-Tender mode only)

Request for Proposal (RfP) For

Appointment of Consultant

Page ii of iv

THIS PAGE IS LEFT BLANK INTENTIONALLY

Page iii of iv

Section - 1 Introduction..................................................................................... 1

Section - 2 About CPRI ....................................................................................... 2

Section - 3 Need for ERP .................................................................................... 4

Section - 4 Pre-Qualification Requirements (PQR)............................................ 5

Section - 5 Scope of Work .................................................................................. 8

Section - 6 Payment Terms .............................................................................. 15

Section - 7 - Instructions To Bidders ................................................................. 16

7.1 Data Sheet .......................................................................................................................................... 16

7.1.1 Name of the issuing office: ........................................................................................................... 16

7.1.2 Award of Work: ............................................................................................................................ 16

7.1.3 Request for Proposal (Appointment of Consultant) Tender Document: ......................................... 16

7.2 Proposal Format and Documents comprising the bids ......................................................................... 16

7.3 Procedure for submission of bids ........................................................................................................ 19

Section - 8 Standard Forms .............................................................................. 20

Form-1: Bid Submission Form .......................................................................... 20

Form-2: Bidder’s Authorization Certificate ...................................................... 21

Form-3: Self Declaration .................................................................................. 22

Form-4: Certificate Of Conformity ................................................................... 23

Form-5: Deliverables........................................................................................ 24

Form-6: Non-Disclosure Agreement (NDA) ...................................................... 25

Form-7: Price Schedule for Bill of Quantity (Figures in Rupees) ...................... 26

Form-8: Pre-Bid Query Format ........................................................................ 27

Form-9: Deviation Sheet .................................................................................. 28

Section - 9 Terms and Conditions..................................................................... 29

Page 1 of 29 Tender Reference: No. STR/UARC(ADM)-18/12-13 Request for Proposal (RfP) for Appointment of Consultant

Section - 1 Introduction

The Central Power Research Institute (CPRI) an autonomous Society under Ministry of Power, Government of India proposes to implement Standard ERP solution across all the units of CPRI and invites ONLINE bids of reputed and eligible ‘Experienced Consultancy Firms’ offering services as detailed in the Scope of Work.

Any clarifications / queries from the consultancy Firms shall be given in the specified format (Form-8) to CPRI on or before _________ by 1500 hrs.

Any corrigendum / notification issued by CPRI, subsequent to invitation of RfP, shall only be available at http://www.cpri.in and CPRI e-procurement portal http://www.tenderwizard.com/CPRI .

The consultancy Firm are expected to do a comprehensive study of CPRI and understand its requirements before submitting the response. Interested consultancy Firms may visit CPRI units, at their own cost, to have a firsthand knowledge on the activities of the organization, available infrastructure, work culture and IT systems, prior to submission of the response. Interested consultancy Firms will not be given any additional time for undertaking such visits.

Responses received will be evaluated and suitable consultancy Firm shall be awarded the work order.

The background, objectives and Scope of Work (SoW) to be accomplished by the ‘Consultancy Firm’ who shall be the agency are provided in the subsequent sections of this document. Consultancy Firms who shall be the consultant may take note of the following:

i. To be considered for Award of Work process consultant should submit their bids ONLINE in accordance with the requirements contained in the Appendix -I.

ii. CPRI reserves the right to update, amend and supplement the information in this document including the qualification process before the last date and time up to the receipt of bids.

iii. This document is non-transferable.

iv. A copy of the tender document may be downloaded from http://www.cpri.in and CPRI e-procurement portal http://www.tenderwizard.com/CPRI.

v. CPRI reserves the right without assigning any reasons to abort the whole tender process.


Section - 2 About CPRI

Introduction

The Central Power Research Institute (CPRI) was established by the Government of India in 1960, with its headquarters in Bangalore. The Institute was re-organised into an autonomous society in the year 1978 under the aegis of the Ministry of Power, Government of India. The main objectives of setting up the institute was for it to serve as a National level laboratory for undertaking applied research in electrical power engineering, besides functioning as an independent National testing and certification authority for electrical equipment and components to ensure reliability in the power system and to innovate and develop new products.

CPRI Celebrated Golden jubilee in 2010 with its continued dedicated service to the power sector and ranks on par with International test houses like KEMA, Netherlands and CESI, Italy for both its facilities and accessories.

The Institute has set up state-of-the-art research and test facility in the area of Short Circuit, High Power, High Voltage, Ultra High Voltage, Insulation, Power Systems, Materials, Transmission Line Tower & accessories, etc.

The Institution has its Head Office & major laboratories at Bangalore. The Institute has its units at Bhopal, Hyderabad, Nagpur, Noida, Kolkata and Guwahati.

Objectives of CPRI

Function as a National Power Research Organization for undertaking and/or sponsoring research and development projects in the fields of generation, transmission, distribution and operation of electricity supply systems.

Provide necessary centralized research and testing facilities for evaluation of electrical materials and performance of power equipments.

Serve as a National Testing and Certification Authority for the purpose of certification of rating and performance to ensure availability of equipment of adequate quality for use under conditions prevalent in Indian Power Systems.

Act as an apex body for initiating and coordinating the R&D in the field of electric power.

Evolve criteria for standards of various equipments for the operation under Indian conditions and effectively participate in formulation of National standard specifications.


Identify problems in the areas of basic and oriented basic research and arrange such studies in National academic Institutions.

Co-ordinate R&D activities in the various State Electricity Boards and maintain liaison with other Institutions engaged in research connected with the power systems and/or power equipments.

Collect information and maintain documentation in the field of power engineering and prepare, print and publish any paper, periodical or report in the furtherance of the objects of the society.

Establish, maintain and manage laboratories, and other facilities for furthering scientific and technological research and conduct experiments for exploiting the invention or discoveries to the cause of power development in the country.

Enter into agreement with any enterprise or institutions or person or persons and provide funds to them to carry out research and development programme of the society.

MISSION OF CPRI

Promote applied research in power system technology development.

Become a National leader of international repute in total engineering consultancy for power sector.

Provide prompt services to manufacturers and utilities in quality assurance testing and certification of products and goods delivered to power sector.

Provide assistance to power sector in improving efficiency and reliability in all spheres of activity.

Provide services in the area of condition monitoring, renovation, modernization and life extension of power plant and equipment through diagnostic and life extension studies for achieving economy & reliability in power systems.

Update and upgrade technology to meet the growing needs of the power sector.


Section - 3 Need for ERP

Need for ERP

In order to meet the current challenges for sustaining competitiveness in the market, there is a need for CPRI to undertake an ERP implementation. This exercise will enable CPRI to streamline and standardize the processes across the organization and to adopt some of the global best practices being followed in similar Organizations.

Some of the key benefits / objectives envisaged are:

Single version of information to all the stakeholders from common database

Information available seamlessly and on-demand without manual intervention

Automate and Integrate CPRI activities operational process

Online reconciliations of various information (project, financials etc.)

Real Time and end-to-end visibility of information on multiple dimensions( projects, financials, inventory, customer, vendor database etc.) across CPRI

Online Collaboration for engineering and projects

Management dashboards for monitoring and decision support systems

On-line availability of real time data to improve operational efficiency

Consolidation of data and availability of MIS for multi locations

Integration and sharing of data between operations, organizational entities by seamless user connectivity.

Changeover from manual disparate systems to multi functional ERP

Maintenance of single accounting structure across units.

Consolidation of financial statements of all units and locations

To put checks and balances in place

Streamlining and automating Various HR functions

Automate all HR and Payroll related activities on a centralized HR and Payroll database on a single application

Seamless integration of HR and Payroll

A study of the organizational activities is required to be taken up by the consultancy Firm so as to get an idea / understanding of the customization to be done and complexity involved in the Unit level implementations. Also a study of the Units who have their own IT solutions shall be required to be taken up by the consultancy Firm for the same purpose. This study by the consultancy Firm is also needed so that the required integration can be addressed suitably in the proposed ERP solution.


Section - 4 Pre-Qualification Requirements (PQR) Prequalifying Criteria The Clause 1 (General) and Clause 2 (Organizational Parameters) are MANDATORY PRE-REQUISITE CONDITIONS and have to be met for a Consultancy Firm to qualify. For all the other clauses, the Consultancy Firm will be evaluated against the evaluation criteria.

1. General a) Consultancy Firms that are a sister concern of ERP product OEMs are not

qualified to participate in this RFP. Both the consultancy Firm and the individuals involved in this consultancy cannot be associated or receive any monetary or other benefits from the recommended product OEM and implementation partner organizations.

b) Consultancy Firm that will be the successful consultant shall not be eligible to

participate in the ERP product and implementation tender.

c) Consultancy Firms are to give information asked for by CPRI as a single entity. Any consortium, Joint Venture, partnerships and sub-contracting shall be disqualified from participation in the main consultancy tender.

d) Consultancy Firms are to give relevant information (see below) of pure

consultancy for ERP implementation projects excluding any ERP implementation. ‘Relevant information’ should include: Size and Scale of the Project, Size of the team that executed the project, Duration of the project, Brief Description of the overall project, What methodology/frameworks/tools were used to study the client organization and mapping of the processes, ERP application evaluation and selection methodology, and Client name if referenceable.

e) Provide names, addresses, contacts and details of all the major clients within

India and globally wherein ERP solution for scope of work (under Section 4, clause no. 3a) and business profile (under Section 4, clause no. 3b) successfully implemented.

f) Worked with a cross-functional (within IT) team (networking, hardware &

application support) possessing experience in consulting and technology services for design, development, software integration and successful implementation of custom ERP in the Government sector.

2. Organizational Parameters

a) A National or International Consultancy Firm.


3. Functional Core Competency a) Experience in number of years as a measure of functional core competency in

providing consultancy related to ERP projects towards: i. Work flow process study ii. Work flow integration and consolidation to a global template iii. Preparation of vendor neutral RFP for ERP products and their Implementation iv. Selection of ERP product suited for the business processes of an organization through proper Demo scenarios / Performance Tests / Proof of Concepts to verify vendor claims of ERP product capabilities, functionalities & processes with its efficiencies. v. Selection of implementation partner for the ERP products and to verify the claimed implementation capabilities through Demo scenarios / Performance Tests / Proof of Concepts. vi. Evaluation of bids for ERP product and Implementation Partner and assist in award of contract. vii. Working as Owner’s consultant with obligations for successful execution and performance of selected ERP solution covering all functions in an integrated manner.

b) Consultancy services provided in India and /or across globe in implementing ERP

solution from concept to Go-Live in organizations covering all facets, modules & engines for ERP, Project engineering, Product engineering & Technology, Supply Chain Management, Material management, Production Planning and monitoring, Quality assurance and control, Packing, invoicing & Dispatch, Asset Management Services, Customer interface and project management during execution, Finance Management, Accounts & Payroll Management, HR Management, Document Management System, etc.

c) Project Management Experience and Expertise: Overseeing of ERP product implementation partner evaluation process, ERP product implementation, Stabilization and managing the entire process end-to-end.

d) Consultancy services provided for integration of different ERP products and multiple instances of ERP products.

e) Consultancy services provided for integration of ERP product and legacy applications.

4. Localization with respect to India

a) Understanding of Indian local conditions and India focus for Indian statutory laws, governance, taxes / duties, Government budget updates, import / export updates as a consultant for ERP implementation for Clients of similar stature.

b) End-to-End ERP consulting in Indian Govt. / PSU / R & D organization covering energy sectors / engineering / manufacturing sectors / consultancy services.


5. Human Capital Strength

a) Experienced and qualified professionals permanently employed on Consultancy Firm payroll with in depth knowledge of ERP products, features, updates and hands-on job experience in implementations.

6. Financial Perspective

a) Provide last three years Annual accounts indicating turnover from ERP consultancy (Indian Govt. / PSU / R & D organization covering energy sectors / engineering / manufacturing sectors / consultancy services) in India.

7. Knowledge Management

a) Availability of documented data bank on the ERP consultancy projects undertaken, key learning’s and methodology followed.


Section - 5 Scope of Work

Scope of Work

The scope of work for consultancy services is broadly enumerated below. However, certain service though not mentioned here but are essential as determined by CPRI for success of ERP solution across CPRI till 12 months after Go-Live across all CPRI centers shall be deemed to be included in consultant scope without additional price and time period. The consultant would act on behalf of CPRI and be responsible for its acts and omissions at all times. The consultant would seamlessly integrate and coexist with our ERP product OEM, implementation partner and other agencies. Consultant should help CPRI to assess their IT needs categorically and in identifying the most compatible reliable and robust ERP system. Further it should ensure the selection of a suitable implementer and monitor the implementation process till it goes live. Consultant should also provide change management workshop for CPRI employees for a smooth transmission to ERP. Scope of work would involve system study, process fine tuning, and preparation of a comprehensive Request of Proposal for software.

Task I: Technical Feasibility Study

a) The Consultancy Firm must prepare a Preliminary Project Plan describing, among other things, the methods & human and material resources that the Consultancy Firm proposes to employ in the design, management, coordination, and execution of all its responsibilities, if awarded the Contract, as well as the estimated duration and completion date for each major activity. The Preliminary Project Plan should also state the Consultancy Firm’s assessment of the major responsibilities of the Purchaser and any other involved third parties in System supply and installation, as well as the Consultancy Firm’s proposed means for coordinating activities by each of the involved parties to avoid delays or interference.

b) CPRI proposes to introduce software & hardware tools to improve the system by automating R&D, testing, consultancy, etc., with process improvements introducing automation tools for automating current manual process. Suggest and implement process improvements for CPRI by introducing ERP automation software.

c) Liaise with various divisions of CPRI including various CPRI units and to create a synergy to gather and understand requirements, make the technical feasibility studies, prepare technical design documents to determine the use of Office & Workflow automation tools.

d) Facilitate meetings with the experts of various divisions of CPRI to gather requirements about Government of India Rules, HR, Payroll Accounting System (PAS), Financial


Accounting System (FAS), R&D, Testing, Consultancy, Purchase, Civil Engineering, IT, Electrical, Security, etc. The crucial information gathered shall be used for design, development & implementation of ERP system.

e) Study of all the processes & procedures at CPRI.

f) A feasibility study shall list all the critical issues in the process and prepare a list of resources.

g) The As-Is process for the CPRI units and other functions has to be compiled. These need to be vetted and put in standard templates (duly approved by CPRI).

h) Provide details of ways and means of integrating existing business process, systems and applications with leading ERP products to mitigate time & effort.

i) Suggest/ recommend the way forward, to CPRI, for successful ERP implementation.

j) Estimation of detailed cost, time and effort required for ERP application to meet the vision of CPRI as mentioned above.

k) Detailing change in business processes required and effort in affecting those changes before implementing ERP.

l) Report on foreseeing Risks in implementation of such a massive integrated ERP implementation and suggest/ recommend plans to mitigate / manage the risks.

m) Estimation of Customization vis-a-vis ERP products available in market.

n) Liaise with CPRI and ERP development & technical teams to understand the business requirements and database design requirements.

o) Prepare a PERT Chart and follow the critical path to reduce slack in each activity and ensure completion in time.

Task II: RFP Preparation and Bid Evaluation for short-listed ERP Products/Solutions and Implementation Partner

a. Vetting of RfP / PQ(Pre-Qualification) & main RfP/tender document for procurement and implementation of a suitable ERP product to meet the CPRI requirements.

b. Prepare evaluation criteria based on physical verifiable data and product performance parameters for ERP product.

c. Prepare chart of milestones for implementation as a part of Notice Inviting Tender (NIT).


d. Provide list of names for add-on Solution that are necessary to complement the ERP system to provide comprehensive coverage of business systems/processes of CPRI.

e. Associating in activities with CPRI core team and others, including ERP committees, on various key performance parameters and capabilities and market intelligence of ERP products to create and drive successful ERP implementation in CPRI.

f. Assistance to CPRI team in RfP/NIT release.

g. Organizing pre bid vendor conferences at PQ (Pre-Qualification) and main tender stage jointly with CPRI team on queries, recording responses in such meet of bidders, furnishing clarifications, evaluation and recommendation of responses to CPRI.

h. Conduct short-listing of the ERP Solution and complimentary applications after mapping the functionalities available in the modules of these Solution and applications with that of functional requirement of CPRI.

i. Evaluation of response to RFP / PQ by ERP bidders and prepare list of non-conformities. Evaluate the response of bidders jointly with CPRI in meetings with bidders and take lead role in meetings.

j. Prepare pointed queries to bidders to ascertain the claim of their technical and resource capability. Evaluation of bidder responses on these queries and recommend to CPRI with supportive action.

k. Prepare a report on the amendment, if any, required in main RfP/tender for ERP product and implementation partner on the basis of Pre-bid Conference.

l. Bids evaluation (technical, commercial and financial) of ERP product and implementation partner. Preparing list of non-conformities / queries for each bidder. Evaluation of all bidder responses and to ensure that all deviations are closed or mapped for loading

m. Submit Technical Evaluation Report of short-listed ERP Solution & Implementation Partner including associated Hardware & Infrastructure and complimentary applications for approval by CPRI.

n. Make time-to-time presentations to CPRI management on key success factors, CPRI’s preparedness, assessment on evaluation of bids and recommendations.

o. Prepare well documented demo scenario aligned (walkthrough Proof of Concept (POC) scripts) for ERP vendor claims and CPRI requirement to verify key performance capabilities of each ERP product. Facilitate and evaluate the demos/POC by vendors.


p. Prepare loading chart for non-conformities and deviations taken by bidders and submit final recommendation for award of contract for CPRI.

q. Identify prerequisites for successful ERP product implementation and make roadmap for change management.

Task lll: Program Management of Implementation

a. Submit site mobilization plan within 14 calendar days of issue of LOI. Such mobilization plan should have supportive detailed CVs of individuals for CPRI approval within 10 calendar days. The approved individuals are to be mobilized within 14 calendar days, thereafter. No individual can be changed / separated throughout the tenure of the project. Any change has to be approved by CPRI in advance with minimum 2 months overlap period. Financial penalties are linked to absence and demobilization of any individual from CPRI approved CVs. The Financial penalties for Absence and demobilization will be Senior Consultant per day is 1% of contract value, Middle level Consultant ½ % and Junior level Consultant ¼ %.

b. Develop, monitor and control the implementation plan and submit periodic exception report.

c. Vetting the hardware sizing for the proposed ERP implementation.

d. Monitoring and ensuring the compliance of the product/service delivery with requirements.

e. The consultant must review the progress of the ERP implementation with CPRI team periodically and must provide status updates to CPRI management in the form of a report and highlight any deviations with recommended actions.

f. Ensure successful rollout of ERP System at various locations within one year duration.

g. Assistance and evaluation of Technical users training & End Users Training at various locations.

h. Suggest and implement process improvements for CPRI by introducing ERP automation software. Create well-deliberated design specifications for the customization of ERP modules based on the needs of CPRI.

i. Help the implementation of ERP including concept design, functional specification, and technical brief for the tender, negotiations and a selection of ERP implementation Agency.


j. Creation of test scenarios, verification of test scripts, analysis of results and identifying & removal of gaps.

k. Designing of the training requirements for CPRI.

l. Co-ordinate training to officers of Unit/Division across CPRI on the newly developed ERP.

m. Help the infrastructure team to create a disaster recovery site and a high availability environment using the available technology like virtualization, cluster farms, network accelerators, etc. to ensure business continuity.

n. Help the implementation of information security controls and assessments of security risks for the IT services in CPRI. Help resolve critical application level security issues in time for the application level security of all web applications.

o. Lead a full life-cycle ERP implementation (requirement gathering to roll-out) for the organization. Interact closely with senior management to understand the organization’s needs and also to ensure acceptance of the system across the board.

A. ERP Business Blueprint/System Design document Review:

p. The Business Blueprint/system design document to be vetted by the consultant. It would be consultant’s obligation to optimize process timings to best global practices.

q. The consultant needs to ensure implementation of uniform and standardized IT enabled business processes at all CPRI locations based on the Global template.

r. Analyze in finding the functional gaps on the ERP with the help of Implementation partner and assist CPRI in addressing the issues pertaining to functional gaps.

B. ERP Configuration/Set Up Review:

s. The ERP Program Management consultants shall review the Blueprint against the Tender document for completeness of solution and also the consultant is expected to review the configurations and setups performed by the team of the Implementation Partner in the ERP system.

t. Verify whether automated control solutions available within ERP have been adequately mapped and implemented by implementation partner.

u. Identify and confirm with the business process owners, the existing controls as implemented in the system and assess the control design.


v. Perform a detailed review of the configured processes to identify the control gaps, highlight and recommend mitigating ways for potential impact on the business processes as well as information availability from the ERP system.

w. Evaluate the opportunities to use standard ERP functionalities and share experiences / work-around etc. followed to meet the business requirements.

C. Pre-Go Live Readiness Review

x. Design and ensure the adequacy of Integration testing, unit testing and User Acceptance Test (UAT) process and sign-offs.

y. Assess to ensure whether the conversion process adopted for transferring data to the ERP system is adequate, documented and signed off by CPRI management and ensure implementation of all features and fundamentals for integrated transactions and processing.

z. Assess whether sufficient processes and controls exist for data verification during the data upload process

aa. Review the adequacy of the pre Go-Live readiness documents drafted by the implementation partner.

Task IV: Managing change

a. Identify and document the changes required in the existing processes in terms of systems, procedures, formats, rules, policies, training needs, delegation of power and other soft issues etc. for faster and better implementing the ERP package / complimentary applications decided by CPRI.

b. As complete redesign of processes is not envisaged, the consultants are expected to have framework for short-listing critical processes that need to be addressed in terms of suggesting above changes.

c. Educate management and employees at all levels of the proposed changes and their benefits to the organization.

d. Project Planning including developing timelines, resource allocation and monitoring, etc. along with CPRI and Implementation Partner in-line with PERT Chart envisaged.

e. Interviewing, thru well trained and experienced professionals, at least 50 CPRI officials across CPRI Units to map change management requirement in phases, recommend methodology and implement successfully to the satisfaction of CPRI.


f. Devising Change Management Strategy and execute requisite interventions for driving the change. Coach and train CPRI team across various levels. Ensure with the change management efforts for engagement and active participation of stakeholders, effective communication and training plans.

g. Plan for a backup and recovery to create an automated backup of the ERP server. Formulate a recovery strategy for a minimum turnaround time in case of disaster.


Section - 6 Payment Terms

1. The successful bidder should submit a Performance Bank Guarantee for 10% of the value of the work awarded valid for a period of 6 months after implementation and ERP software reaching Go-Live stage.

2. At the end of each of the four tasks of the project (Task I-IV under section 5) 25% payment shall be released based on the satisfactory certificate issued by the Program Manager.

3. All applicable taxes are at actuals.


Section - 7 - Instructions To Bidders

In order to be considered for Award of Work of ‘Consultancy Services for ERP Implementation ’, bidders should submit their bids conforming to the following instructions:

7.1 Data Sheet

7.1.1 Name of the issuing office:

Central Power Research Institute (CPRI), a Government of India Society under Ministry of Power located at Post Box No. 8066, Sadashivanagar Post Office, Prof. Sir. C.V.Raman Road, Bangalore-560 080.

7.1.2 Award of Work:

The Award of Work for “Consultancy Services for ERP Implementation” as detailed in the Scope of Work.

7.1.3 Request for Proposal (Appointment of Consultant) Tender Document:

This Request for Proposal (Appointment of Consultant) document is available on the CPRI’s Website (www.cpri.in) in the tenders section and CPRI e-procurement portal http://www.tenderwizard.com/CPRI.

7.2 Proposal Format and Documents comprising the bids

7.2.1 The technical bid should be submitted ONLINE in Appendix-I and price bid should be submitted ONLINE in Appendix-II


Appendix - I Sl No Particulars Supporting documents to be furnished

A Qualification Documents 1. Bid Submission Form Form – 1 2. Bidder’s Authorization Certificate Form – 2 3. Self-Declaration Certificate As Required Form – 3 4. Certificate Of Conformity As Required Form – 4 5. Deliverables Form - 5 6. Non-Disclosure Agreement (NDA) Form - 6 B Bidder’s Organization & Experience (Please refer Section 4 – Pre-Qualification Requirements)

Technical Bid Documents a)

Functional core competency: (Clause 3a to 3e)

The company should have been taking such projects globally as covered in clause 3a for last two years. At least one project in India (scope as per cIause3a, 3b and 3c), secured as a “Consultant for ERP implementation” where ERP implemented by a third party should have gone live.

For 3a, document to prove the fact. For 3a, 3b and 3c, copy of end user certificates covering scope of work for atleast one project. Documentary evidence for 3d and 3e

b) Localization with respect to India (Clause 4a, 4b)

At least one project in Indian Government/ PSU / R&D organization (scope as per clause 4a and 4b), secured as a “Consultant for ERP implementation” where ERP implemented by a third party should have gone live.

Verifiable End users certificate along with document detailing scope of work for the consultant.

Documentary evidence with particular reference to the compliance to local Indian requirements, mentioned herein. Actual date of start of consultancy and date of ERP Go-Live.

c) Human capital strength (Clause 5a)

Availability of consultants in India for ERP products with adequate number of Senior, Middle and Junior level consultants (minimum number of consultants suggested by CPRI is as follows):

I. 2 no. of senior Consultants (one is mandatory)

II. 3 no. of middle level consultants (two is mandatory)

III. 5 no. of junior level consultants

Certified statement signed by head of Indian operations for ERP business stating the number of different levels of consultants.

Resumes and qualifications of key personnel who will be involved in this project, including their roles and responsibilities.

d) Financial Perspective (Clause 6a)

Atleast three similar completed projects for the past three years for clients having more than Rs. 150 crores turnover.

Provide last three years Annual accounts indicating turnover from ERP consultancy (Indian Govt. / PSU / R & D organization covering energy sectors / engineering / manufacturing sectors / consultancy services) in India.

Certificate of Chartered Accountants for the last three years in proof of documentary evidence or published annual accounts of the client.

Certificate of Chartered Accountants for last three years annual accounts indicating turnover form ERP consultancy in India.


Sl No Particulars Supporting documents to be furnished e) Knowledge

Management

(Clause 7a)

The data bank should be available for the last one year or more

Document validating the vendor’s claim

Appendix - II

Sl No Particulars Supporting documents to be furnished D Commercial Bid Documents 1. Price Schedule for Bill Of Quantity Form – 7

7.2.2. Evaluation Criteria

For all the clauses, the Consultancy Firm will be evaluated against the evaluation criteria. The Clause wise weightage for evaluation is detailed below: Note: Please refer Section 4: Sl. No Parameter/ Criteria Clause Weightage

1. Functional core competency Clause 3a to 3e 30 2. Localization with respect to India Clause 4a to 4b 20 3. Human capital strength Clause 5a 30 4. Financial Perspective Clause 6a 10 5. Knowledge Management Clause 7a 10

The breakup of weightage is as detailed below: Sl. No

Parameter/ Criteria Clause Weightage Total Weightage per parameter (max)

1. Functional core competency

Clause 3a 6 30

Clause 3b 6

Clause 3c 6

Clause 3d 6

Clause 3e 6

2. Localization with respect to India

Clause 4a 10 20 Clause 4b 10

3. Human capital strength (Clause 5a)

i. 2 no. of senior Consultants

2x6 = 12 30


ii. 3 no. of middle level consultants

3x3.5 = 10.5

iii. 5 no. of junior level consultants

5x1.5 = 7.5

4. Financial Perspective (Clause 6a)

i. 2 marks for each project

2x3 = 6

10

ii. 4 marks for last three years annual accounts

4

5. Knowledge Management Clause 7a 10 10 NOTE: 1. The consultant with the highest marks will be selected. 2. In case of tie of equal marks at top, the consultant quoting the lower cost will be selected. 3. In any of main categories (Evaluation criteria point 1 to 5), the consultant scoring less than

one mark will be rejected summarily irrespective of marks scored in other categories.

7.3 Procedure for submission of bids

a) The consultants are advised to study this document carefully before participating. It shall be deemed that the bid has been submitted by the consultant after a careful examination and full understanding of its implications.

The technical bid should be submitted ONLINE in Appendix-I and price bid should be submitted ONLINE in Appendix-II.

The hard copies of ONLY technical bid(but not price bid) should be received in one envelope (the Bid cover) which should be super scribed with the words “Consultancy Services for ERP Implementation - Request for Proposal (RfP) For Appointment of Consultant “ with Tender reference number and date of opening of tender. The bid cover should also clearly indicate the name, address and telephone number of the Consultancy Firm. This envelope should contain two hard copies of the bid marked as ‘ORIGINAL’ and ‘COPY’ containing all the Documents as mentioned in section 7.2.1 above and one soft copy of the bid in non-rewritable CD/DVD. Consultants should ensure that the information furnished in the respective CD/DVDs is identical to the hard copy of the bid document.


Section - 8 Standard Forms Form-1: Bid Submission Form

(To be submitted on the letter head of the bidder) To: Purchase Authority, Purchase Division, Central Power Research Institute, Post Box No. 8066, Prof. Sir C. V. Raman Road, Bangalore – 560 080 Subject: Submission of the hard copies of only Technical Bid for Award of Work ‘Consultancy Services for ERP Implementation’. Dear Sir/Madam: We, the undersigned, offer to provide consultancy services for CPRI activities for Implementing ERP Solution in accordance with your Request for Proposal dated ---------- and our Bid. We are hereby submitting our Bid, which includes Qualification Documents, Technical Proposal without price bid. We hereby declare that all the information and statements made in this Bid are true and accept that any misinterpretation contained in it may lead to our disqualification and rejection of the Bid. We understand you are not bound to accept any proposal you receive. Yours Sincerely,

Authorized Signature [In full and initials]: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name and Title of Signatory: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Business Address: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Seal: Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .


Form-2: Bidder’s Authorization Certificate (To be submitted on the letter head of the bidder)

To: Purchase Authority, Purchase Division, Central Power Research Institute, Post Box No. 8066, Prof. Sir C. V. Raman Road, Bangalore – 560 080 <Bidder’s Name>__________________________________________, <Designation> _______________________________ is hereby authorised to sign relevant documents on behalf of the company in dealing with Tender of reference <Tender No. & Date> ________________________________. He is also authorised to attend meetings & submit technical & commercial information as may be required by you in the course of processing above said tender. Yours Sincerely,



Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


Seal: Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .


Form-3: Self Declaration (To be submitted on the letter head of the bidder)

Ref: ________________________________ Date: ________________ To: Purchase Authority, Purchase Division, Central Power Research Institute, Post Box No. 8066, Prof. Sir C. V. Raman Road, Bangalore – 560 080 In response to the tender No. ____________________________________ dated ____________ of Ref._____________________________________ as an owner/partner/Director of ___________________________________________ I / We hereby declare that our Agency ___________________is having unblemished past record and was not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time. Yours Sincerely,



Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


Seal: Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .


Form-4: Certificate Of Conformity (To be submitted on the letter head of the bidder)

To: Purchase Authority, Purchase Division, Central Power Research Institute, Post Box No. 8066, Prof. Sir C. V. Raman Road, Bangalore – 560 080

CERTIFICATE This is to certify that, the consultancy services for CPRI activities for Implementing ERP Solution which I shall provide, if I am awarded with the work, are in conformity with the Scope of Work in the Tender document. I also certify that the price I have quoted lump sum cost basis which is inclusive of all the cost factors and exclusive of any taxes involved in the execution of the project, to meet the desired standards set out in the Conditions of the Work order. Yours Sincerely,



Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


Seal: Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .


Form-5: Deliverables

Deliverables

Abbreviations - D=Date of issue of LOI to consultant, P=Date of P.O for ERP implementation.

Tracks Deliverable Documents Required

Suggested

Timelines

Accepted

Timelines as

Per Consultant

Task I Technical feasibility study

Original and one copy both in hard and soft form.

D+1.5 Months

Task II RfP Preparation and Bid Evaluation for short listed ERP Products/Solutions and Implementation Partner

D+4 months

Task III Program Management & Implementation to the satisfaction of CPRI achieving all key benefits of CPRI

P+12 months

Task IV Managing change P+12 months


Form-6: Non-Disclosure Agreement (NDA) Third Party Non-Disclosure Agreement I, __________, on behalf of the ________ (Name of Company), acknowledge that the information received or generated, directly or indirectly, while working with CPRI on contract is confidential and that the nature of the business of the CPRI is such that the following conditions are reasonable, and therefore: I warrant and agree as follows: I, or any other personnel employed or engaged by our company, agree not to disclose, directly or indirectly, any information related to the CPRI. Without restricting the generality of the foregoing, it is agreed that we will not disclose such information consisting but not necessarily limited to:

• Technical information: Methods, drawings, processes, formulae, compositions, systems, techniques, inventions, computer programs/data/configuration and research projects. • Business information: Customer lists, project schedules, pricing data, estimates, financial or marketing data.

On conclusion of contract, I, or any other personnel employed or engaged by our company shall return to CPRI all documents and property of CPRI, including but not necessarily limited to: drawings, blueprints, reports, manuals, computer programs/data/configuration, and all other materials and all copies thereof relating in any way to CPRI's business, or in any way obtained by me during the course of contract. I further agree that I, or any others employed or engaged by our company shall not retain copies, notes or abstracts of the foregoing. This obligation of confidence shall continue after the conclusion of the contract also. I acknowledge that the aforesaid restrictions are necessary and fundamental to the business of the CPRI, and are reasonable given the nature of the business carried on by the CPRI. I agree that this agreement shall be governed by and construed in accordance with the laws of country. I enter into this agreement totally voluntarily, with full knowledge of its meaning, and without duress. Dated at ________, this ____day of , 20___. Name Company Signature


Appendix-II

Form-7: Price Schedule for Bill of Quantity (Figures in Rupees) -This should be submitted in Appendix-II ONLINE. -No hand copy of this should be sent.

A Consultancy Services Total Cost

Particulars Basic Unit Price Service Tax

Any Other Taxes /

Duties extra.

Consultancy services for ERP Implementation as per the Scope of Work mentioned in section 5.

TOTAL Rupees in words (… )

Notes For consideration of their bids, Consultants shall have to quote for all the above Resource categories.

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Business Address:

Seal: Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .


Form-8: Pre-Bid Query Format

Pre-bid Query Format

Sl.No Reference of the Clause No. of the RfP Query/Clarification

Signed By:_________________

Name:_________________

Designation:_________________

Organization:_________________

Date & Place:_________________

Phone/Fax/Mobile/Email:_________________

Stamp & Seal:_________________


Form-9: Deviation Sheet

Deviation Sheet

Sl.No. Reference of the Clause No. of the RfP

Text as written in CPRI RfP

Deviation asked for by the consultant

Remarks

Signed By:_________________

Name:_________________

Designation:_________________

Organization:_________________

Date & Place:_________________

Phone/Fax/Mobile/Email:_________________

Stamp & Seal:_________________


Section - 9 Terms and Conditions

Terms and Conditions

The consultant must understand and give unqualified acceptance that creating and delivering qualitative performing successful CPRI, at par with best global practices, across CPRI within agreed cost and time are part of consultant’s basic obligation.

1.0 Submission of RfP 1.1 Your proposal should be complete in all respects. Proposals should be preferably typed or neatly

handwritten in English. Alterations/overwriting if any, in the proposal should be attested by the person signing the proposal. Proposals with alterations etc. not authenticated as above may be rejected by CPRI.

1.2 Bids will be opened ONLINE before such of those bidders who are present at the time of opening at the scheduled time as given in the tender document.

2.0 Eligibility Condition The responses received will be evaluated for the PRE-QUALIFICATION REQUIREMENT (PQR) as per the evaluation criteria of the RfP.

3.0 The bidder shall invariably state in the tender, the validity of the offer. The validity shall be for a minimum period of 180 days from the date of opening of bids.

4.0 Liquidated Damages

Half percent per week of delay subject to a maximum of 5% of the order value will be levied for delay in execution of the contract.

5.0 Selection Procedure For selection of the final firms to be appointed, the following procedure shall be adopted:

All the proposals received by CPRI would be scrutinized with reference to the Pre-Qualification Requirement (PQR) against the evaluation criteria. Firms meeting the PQR shall only be considered. These firms shall be called as ‘Eligible’ firms. The firms may please note that mere meeting of the PQR does not entitle any firm the right for award of contract.

6.0 Pre-bid Queries All the Consultancy Firm’s queries / clarifications are to be captured in the Bidder Query Format (Form-8). If the queries / clarifications are not captured in the desired format then not withstanding whatsoever is written anywhere, it will be assumed that there are no further queries / clarifications.


7.0 Deviations

All the Consultancy Firm’s deviations are to be captured in the deviation Format (Form-9). If the deviations are not captured in the desired format then the Consultancy Firm is deemed to have accepted all the clauses and there are no deviations.

8.0 Arbitration Any dispute or difference, whatsoever arising between the firms out of or relating to the RfP shall be referred to the sole arbitration of the Director General, CPRI whose decision shall be final, conclusive and binding. The arbitrator shall give reason(s) for the award. Subject to the above, the provisions of Arbitration Act, 1996 and the Rules made there under shall be deemed to apply to the arbitration proceedings under this clause. The venue of arbitration shall be in CPRI Bangalore.

9.0 Effect and Jurisdiction The law applicable to this RfP shall be the laws in force in India. The courts in Bangalore, India, shall have exclusive jurisdiction in all matters arising under and on account of this RfP.

10.0 Confidentiality All the material sent to the firms shall be treated as confidential and should not be disclosed in any matter to any unauthorized person under any circumstances. The Consulting Firms are to furnish a Non-Disclosure Agreement (NDA) as per Form-6.

11.0 Incomplete RfP Incomplete RfP, which do not contain all the information called for, are liable to be rejected.

12.0 Cancelling the RfP CPRI reserves the right to cancel/scrap the RfP without assigning any reason whatsoever.

13.0 Contact Person

Smt. Shaileshwari M U, Engineering Officer, CPRI, Bangalore. (Mobile: 09008999220 Email: [email protected]