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GUVNL:IPDS
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Tender No.UGVCL/IT/IPDS/ ITIA/226
Uttar Gujarat Vij Company Limited (UGVCL)
(An ISO 9001:2000 Company)
****
Request for Proposal
For
Selection of System Integrator Partner for new
implement of ERP solution or re-vamping of existing
ERP for GUVNL and its subsidiaries, AMC for three
years & Implement of BI,DW & DR under IPDS
Scheme of Govt. of India
Single-Stage: Two-Envelope Bidding Procedure
Registered Office:
UGVCL Regd. and Corporate Office
Visnagar Road
Mehsana, Gujarat 384001
INDIA
GUVNL:IPDS
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Notification Inviting Tender
UGVCL Regd. and Corporate Office Visnagar Road Mehsana, Gujarat 384001 INDIA
02 July 2019
To Whomsoever It May Concern
Sealed tenders are invited for Request for Proposal for Selection of System Integrator Partner for new
implement of ERP solution or re-vamping of existing ERP for GUVNL and its subsidiaries, AMC for three years &
Implement of BI, DW & DR under IPDS Scheme of Govt. of India. Interested bidders are requested to download
tender documents from UGVCL Website (www.ugvcl.com). TENDER DOCUMENTS WILL NOT BE ISSUED IN
PHYSICAL FORM FROM THIS OFFICE. After downloading the tender documents from the website and after filling
required details, same should be submitted by Registered A.D. or by Speed Post ONLY superscripting Tender
cover by “Tender No. “UGVCL/IT/IPDS/ ITIA/226”, & addressed to Chief Engineer(P&P), UGVCL,Regd. &
Corporate Office, Visnagar Road, Mehsana -384001. (No Courier Service will be allowed). Hand Delivery NOT
allowed. The physical tender documents should reach this office as per the dates mentioned in Important Dates
and Amounts section.
No tender shall be accepted /opened in any case after due date and time of receipt of tender irrespective of delay
due to postal services or any other reasons and that the UGVCL shall not assume any responsibility for late receipt
of the tender. The brief details regarding tender are as under:
Uttar Gujarat Vij Company Limited (UGVCL) invites interested Companies to purchase this Request for Proposal
(this “RFP”) to participate in the bidding and Request for Proposal for Selection of System Integrator Partner for
new implement of ERP solution or re-vamping of existing ERP for GUVNL and its subsidiaries, AMC for three
years & Implement of BI, DW & DR under IPDS Scheme of Govt. of India
A. This RFP can be downloaded from http://www.ugvcl.com and online bidding at https://nprocure.com on or
as per the dates mentioned in Important Dates and Amounts section by meeting the requisite criteria and
following the procedure indicated therein.
B. All interested parties are requested to understand this RFP in detail in order to comply with UGVCL’s
requirements including but not limited to the fees and deadlines, selection criteria, selection methodology,
scope of work, and minimum technical standards.
C. All interested parties requested to strictly abide by ALL terms prescribed in this RFP and provide accurate
information to the best of their knowledge without misleading UGVCL to be considered for participation this
Project.
D. The schedule of this RFP is as per Important and Dates and Amounts section followed hereby:
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E. The nodal person for all inquiries, correspondence and clarifications with respect to this RFP and submission of
the Bid shall be:
Name : Mr. Sourav Guha Thakurta
Designation : General Manager (IT), GUVNL
Address : Gujarat Urja Vikas Nigam Limited
Race Course
Vadodara - 390007
Mobile : (+91) 7069242200
Email : [email protected]
F. Managing Director, UGVCL reserves the right to reject any or all offers without assigning any reasons thereof.
Sincerely yours,
I/C Chief Engineer (OP)
UGVCL
--- End of Section ---
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Important Dates and Amounts
Dates (Indian Standard Time (IST))
A. Commencement of downloading of this RFP
and online bidding
: 02 July, 2019 5:00 pm
B. Pre-bid meeting : 15 Jul,2019 11:00 am
C. Last date for online bidding : 02 Aug, 2019 6:00 pm
D. Last date for receipt of bid in Physical Copy at
Mehsana
: 13 Aug, 2019 3:00 pm
E. Technical Bid Opening (if possible) : 13 Aug, 2019 4:00 pm
F. Evaluation of Technical bid and Opening of
Financial Bid (Tentative)
: 27 Aug, 2019 3:00 pm
Amounts for Bidding
A. Tender Fee to be submitted with the
RFP as Demand Draft(Non-
Refundable)
: Rs. 10,000/- + Rs.
1800/- (18% GST)=
11800 Rs.
Rupees Eleven Thousand
Eight hundred Only
B. Estimated Cost of RFP : Rs 236.00 Crore/- Rupees Two Hundred Thirty
Six Crore only
C. Bid Security as Demand Draft or Bank
Guarantee, valid for a period of up to
31/10/2019(Refundable) Appendix-5.
: Rs. 15,00,000/- Rupees Fifteen lacs only
D. Other Payments or Bank Guarantees for the Project Implementing Consortium shall be as per
the terms and conditions defined in this RFP.
Note: All cash payments shall be made in the form of Demand Draft in favour of “Uttar Gujarat Vij Company
Limited” payable at Mehsana, Gujarat drawn on:
1. All Nationalized Banks including Public Sector Banks IDBI Bank Ltd.; or
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2. Private Sector Banks authorized by RBI to undertake the state Government business, which are (I) Axis Bank
(ii) ICICI Bank (iii) HDFC Bank.
a) The Technical and Price bid with EMD should reach to the office of the Chief Engineer (P&P), UGVCL Regd. & Corporate Office, Visnagar Road, Mehsana -384001, not later than the last date and time for receipt of bid in Physical copy and same should be submitted by Registered A.D. or by Speed Post ONLY superscripting Tender cover by “Tender No. “UGVCL/IT/IPDS/ ITIA/226”, & addressed to Chief Engineer(P&P), UGVCL, Regd. & Corporate Office, Visnagar Road, Mehsana -384001. (No Courier Service will be allowed). Hand
Delivery NOT allowed. b) Document s towards payment of TENDER FEE AND EARNEST MONEY DEPOSIT (EMD) should be
kept in the EMD cover only. c) First the EMD cover will be opened in the presence of the authorized representative of Bidders and if
the document s towards payment Tender fee and of EMD are found in order then only Cover Containing Technical Bid will be opened first. Al l those who are found technically competent to carry out the job will be considered as qualified bidders and only their financial bid will be opened.
d) The sealed envelopes containing the price bid will be opened in the presence of their presentative of the qualified bidders, and the sealed envelopes of financial bid of the non-qualified bidders will not be returned.
e) Before submission date of tender, the UGVCL may, if necessary, reply to your written request for Clarifications concerning the proposed services. However any delay caused by seeking such clarifications will not be considered a reason for extending the submission date of your proposal.
f) It should be clearly understood that the UGVCL will not reimburse any cost incurred by you for the Preparation of offer, site visit, collection of information, or, if you are selected, for contract or negotiations.
g) Bidder s should observe a high standard of ethics during the select ion process and in the execution of this contract.
h) Any bid i .e. Technical, PRICE or EMD Cover received after the due date and time will not be accepted and the offer will be categorically ignored without any communication.
i) Bidder s have to mention their offer as per the tender document.
CHIEF ENGINEER (OP)
UGVCL, Regd. & Corporate Office
Visnagar Road, Mehsana -384001
GUVNL:IPDS
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TABLE OF CONTENTS
IMPORTANT DATES AND AMOUNTS ....................................................................................................................................... 4
DATES (INDIAN STANDARD TIME (IST)) ........................................................................................................................................ 4 AMOUNTS FOR BIDDING ........................................................................................................................................................... 4
SECTION 1 - OVERVIEW .......................................................................................................................................................... 8
SECTION 2: INSTRUCTION TO BIDDERS (ITB) ................................................................................................................ 11
SECTION 3 - BID DATA SHEET ............................................................................................................................................. 37
SECTION 4 - CURRENT ENVIRONMENT ........................................................................................................................... 42
SECTION 5 – EVALUATION AND QUALIFICATION CRITERIA ................................................................................... 46
SECTION 6 – SCOPE OF WORK ............................................................................................................................................ 52
6.1 BUSINESS REQUIREMENTS FOR NEW ERP .............................................................................................................................. 52 6.2 TECHNICAL REQUIREMENTS FOR NEW ERP ........................................................................................................................... 57 6.3 BUSINESS REQUIREMENTS FOR DATA WAREHOUSE AND BUSINESS INTELLIGENCE ............................................................... 68 6.4 TECHNICAL REQUIREMENTS FOR DATA WAREHOUSE AND BUSINESS INTELLIGENCE ............................................................ 70 6.5 BUSINESS REQUIREMENTS - AMC FOR NEW ERP INCLUDING BI-DW, DR SITE .................................................................. 74 6.6 TECHNICAL REQUIREMENTS – AMC FOR NEW ERP INCLUDING BI-DW, DR SITE .............................................................. 79 6.7 QUALITY REVIEW AND AUDIT BY THE ERP PRODUCT VENDOR ................................................................................................ 84 6.8 INFRASTRUCTURE SCOPE .................................................................................................................................................. 85 6.9 DISASTER RECOVERY (DR) SITE ........................................................................................................................................ 86
SECTION 7: BLANK ................................................................................................................................................................. 88
SECTION 8: BUSINESS PROCESS DOCUMENT FOR NEW ERP .................................................................................... 89
SECTION 9: EXPECTED PROJECT MAN-POWER REQUIREMENT CHARTER ....................................................... 90
SECTION-10: SERVICE LEVEL AGREEMENT .................................................................................................................. 97
SECTION-11: PAYMENT SCHEDULE ................................................................................................................................ 108
SECTION-12: DELIVERY SCHEDULE & LICENSE DELIVERY SCHEDULE ............................................................ 110
SECTION-13: ABBREVIATIONS .......................................................................................................................................... 113
SECTION-14: GENERAL CONDITIONS OF CONTRACT ............................................................................................... 120
SECTION-15: SPECIAL CONDITIONS OF CONTRACT ................................................................................................. 154
SCHEDULE – B PRICE BREAK UP FOR MAIN COMPONENTS ................................................................................... 160
ANNEXURE-A: CONTRACT FORM .................................................................................................................................... 164
APPENDIX-A1: AGREEMENT ........................................................................................................................................... 164 APPENDIX-A2: PERFORMANCE SECURITY BANK GURANTEE ............................................................................... 166 APPENDIX-A3: ADVANCE BANK GURANTEE ............................................................................................................... 169
ANNEXURE B – MANDATORY TECHNICAL SPECIFICATIONS ................................................................................ 171
TABLE 1: MANDATORY TECHNICAL SPECIFICATIONS ............................................................................................................ 171
ANNEXURE C - SUPPLIER RESPONSE FORMAT ........................................................................................................... 174
ANNEXURE D - LIST OF GOODS AND RELATED SERVICES...................................................................................... 201
ANNEXURE E - EXPECTED IMPLEMENTATION SCHEDULE .................................................................................... 203
ANNEXURE F – BIDDING FORMS ...................................................................................................................................... 206
APPENDIX-F1: TECHNICAL PROPOSAL SUBMISSION SHEET ................................................................................ 206 APPENDIX-F2:PRICE PROPOSAL SUBMISSION SHEET ............................................................................................ 208
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APPENDIX-F3:BID SECURITY ......................................................................................................................................... 210 APPENDIX-F4:MANUFACTURER’S AUTHORISATION............................................................................................... 212 APPENDIX-F5:CERTIFICATE AS TO CORPORATE PRINCIPAL ................................................................................ 214
ANNEXURE G- EXISTING ORACLE E-BUSINESS SUITE AND OTHER THIRD PARTY PRODUCT MODULES
ENVIRONMENT OF E-URJA PROJECT ............................................................................................................................ 215
ANNEXURE H - EXISTING APPLICATIONS AND INTEGRATION MATRIX OF R-APDRP PROJECT ............... 218
ANNEXURE I – EXISTING H/W DETAILS OF E-URJA &R-APDRP ............................................................................. 220
ANNEXURE J – EXISTING E-URJA AND R-APDRP DATABASE GROWTH .............................................................. 228
ANNEXURE K – EXISTING E-URJA ORACLE LICENSE DETAILS ............................................................................ 229
ANNEXURE L – EXISTING DATA BACKUP POLICY ..................................................................................................... 230
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Section 1 - Overview
1.1. Disclaimer
All information contained in this RFP provided / clarified are in good interest and faith. This is not an
agreement and is not an offer or invitation to enter into an agreement of any kind with any party.
Though adequate care has been taken in the preparation of this RFP document, the interested firm shall
satisfy itself that the document is complete in all respects. The information is not intended to be
exhaustive. Interested Bidders are required to make their own enquiries and assumptions wherever
required. Intimation of discrepancy, if any, should be given to the specified office addressing GM (IT)
immediately. If no intimation is received by this office by the date mentioned in the document, it shall be
deemed that the RFP document is complete in all respects and firms submitting their bids are satisfied that
the RFP document is complete in all respects.
Gujarat Urja Vikas Nigam Limited (GUVNL) reserves the right to reject any or all of the applications
submitted in response to this RFP document at any stage without assigning any reasons whatsoever.
GUVNL also reserves the right to withhold or withdraw the process at any stage with intimation to all
who submitted the RFP Application. GUVNL reserves the right to change/ modify / amend any or all of
the provisions of this RFP document. Such changes would be communicated to the bidders.
Information provided in this document or imparted to any respondent as part of the RFP process is
confidential to GUVNL, and shall not be used by the respondent for any other purpose, distributed to, or
shared with any other person or organization.
1.2. Purpose of RFP
Gujarat Urja Vikas Nigam Ltd. (GUVNL) intends to new implement its current running end to end IT
Solution called “e-Urja” comprises of Oracle E-Business Suite (11.5.10) modules which includes third
party modules AND some modules covered under R-APDRP project described in this RFP as Annexure –
G& H to standard ERP package who meet the all business requirement of GUVNL and its subsidiaries.
GUVNL is seeking comprehensive proposals from vendors believed to have the capability and capacity to
satisfy GUVNL’s complex requirements and having serious interest in providing successful services. The
successful vendor shall work as GUVNL’s Implementer & Systems’ Integrator for meaningful and
actionable implement to the above solution with almost nil or bare minimum customization. In addition to
the specific requirements for the solution described in this RFP, GUVNL would like prospective bidders
to consider the following:
Implement existing e-Urja and R-APDRP modules on new ERP as per Business Process Document
(BPD) mentioned at Section – 8 prepared by functional champions of GUVNL & its subsidiaries.
With due diligence, to cover existing e-Urja and R-APDRP implemented modules plus uncovered
business areas of GUVNL and its subsidiaries.
With due diligence, bidder may have to implement and comprehensively maintain and support
(AMC) for new ERP applications for a period of three years after successfully implementation.
Successful bidder shall have to build the capacity of the organizational manpower to the handle
the above project independently.
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Implementation of BI/DW tools & DR for GUVNL & it’s subsidiaries
This RFP provides information on the current environment, detail scope of work, proposal contents and
general terms and conditions for bidder submitting a proposal for new ERP. (The “Proposal”).
1.3. Background on GUVNL and all its subsidiaries (Overview):
Gujarat is the first State in the power sector of the country to have implemented the end-to-end Enterprise
wide Resource Planning (ERP) for its core activities to meet changing business imperatives, to make the
new entities more responsive, pro-active and to bring operational excellence to the working which
emerged out after unbundling of erstwhile Gujarat Electricity Board (‘GEB’). With this objective, Gujarat
UrjaVikas Nigam Limited (GUVNL) and all its subsidiaries went for IT enablement in the year 2006 in
the generation of power,& transmission and its distribution spanning from customer relationship
management to satisfy the needs of its more than 16 million consumers to complex module of power
purchase, load management, finance, consumer billing and HR for 54,000 employees. It covers more than
1500 widely dispersed offices networked with numerous heterogeneous communication links from
western border of India (Rann of Kutch) to southern part of Gujarat. Similarly R-APDRP project was
implemented in Aug-2010 with modules of R-APDRP which covers 84 towns of Gujarat.
The structure of unbundled GEB is as follows.
Gujarat State Electricity company Limited (GSECL) H.Q. at Vadodara. (Generation)
Gujarat Energy Transmission Company Limited (GETCO) H.Q. at Vadodara. (Transmission)
Dakshin Gujarat Vij Company Limited (DGVCL) H.Q. at Surat. (Distribution)
Madhya Gujarat Vij Company Limited (MGVCL) H.Q. at Vadodara (Distribution)
Paschim Gujarat Vij Company Limited (PGVCL) H.Q. at Rajkot. (Distribution)
Uttar Gujarat Vij Company Limited (UGVCL) H.Q. at Mehsana. (Distribution).
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The company structure with their respective number of office locations are described in the chart below.
Oracle’s Enterprise wide Business Suite 11i (11.5.10.2) has been implemented on IBM p8-Series
servers on proprietary AIX 6.2/7.1 OS platform and X86 servers on RHEL 4.0 along with its
allied products as an end-to-end integrated ERP (e-Urja) for Gujarat Urja Vikas Nigam Limited
(GUVNL) and its six subsidiaries (GSECL, GETCO, DGVCL, MGVCL, PGVCL and UGVCL).
Similarly R-APDRP project is implemented on X-Series servers. Modules implemented under e-
Urja and R-APDRP project is mentioned at Annexure – G& Hand Details of H/w under these
project is mentioned at Annexure I – Existing H/W Details of E-Urja &R-APDRP
The overall coverage of e-Urja is across organizational entities of each of above mentioned
companies and their business functions while R-APDRP is covered under DISCOM for 84 towns
only.
GUVNL, a holding company and three subsidiary companies’ corporate offices, i.e. GSECL,
GETCO and MGVCL are presently located near by the Data Center building. These offices are
connected through GUVNL LAN with Data Center. However their downstream locations are
connected to DC thru respective hierarchical locations.
GSECL GETCO DGVCL MGVCL UGVCL PGVCL
Power Stations
- 8
Zonal/ Circles-
3/16
Divisions 63
Sub/Stns 63
Circles- 4
Divisions 19
Sub/Sdns 108
Circles- 5
Divisions 18
Sub/Sdns 105
Circles- 4
Divisions 21
Sub/Sdns 126
Zonal/ Circles-
1/12
Divisions 44
Sub/Sdns 224
GUVNL
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Section 2: Instruction to Bidders (ITB)
A. A. General
1. Scope of Bid 1.1 In support of the Invitation for Bids indicated in the Bid Data Sheet
(BDS), the Purchaser, as indicated in the BDS, issues this Bidding
Document for the supply of Goods and Related Services incidental
thereto as specified in the Scope of Work at Section 6 – Scope of
Work. The name and identification number of the International
competitive Bidding (ICB) are provided in the BDS.
2. Source of
Funds
2.1 The Purchaser has received sanction from Nodal Agency (Power
Finance Corporation Limited (PFC) under the aegis of Ministry of
Power (MoP), Government of India (GoI)) under IPDS towards the
implementation cost of the project named in the BDS (hereinafter
called “funds”). The GoI has agreed to convert the sanctioned loan
into grant after successful completion of project and meeting the
guidelines of IPDS. The Purchaser intends to apply a portion of
funds to eligible payments under the contract for which this bidding
document is issued.
2.2 Payments made under the Contract shall be in accordance with the
terms and conditions of the financing agreement between the
Purchaser and the Nodal Agency (hereinafter called the Loan
Agreement), and will be subject in all respects to the terms and
conditions of that Agreement. No party other than the Purchaser
shall derive any rights from the Loan Agreement or have any claim
to the funds.
3. Corrupt
Practices
3.1 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
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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 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;
(b) 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
(c) the Nodal Agency will declare a firm ineligible, either
indefinitely or for a stated period of time, for awarding anIPDS
funded contract if it at any time determines that the firm has
engaged in corrupt of fraudulent practices in competing for, or
in executing, an IPDS funded contract.
3.2 In continuance of ITB clause 3.1 above, the Nodal Agency will
cancel the portion of the fund allocated to a contract for goods,
works or services if it at any time determines that corrupt or
fraudulent practices were engaged in by representatives of the
purchaser or a beneficiary of the fund, during the procurement or the
execution of that contract, without the Purchaser having taken timely
and appropriate remedial action satisfactory to the Nodal Agency.
3.3 Any communication between the bidder and the purchaser related to
matters of alleged fraud or corruption must be made in writing.
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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 shall be defined in the GCC Clause 17.
Willful misrepresentation of these facts shall be considered a
fraudulent practice subject to the provisions of Clauses 3.1 to 3.3
above, without prejudice to other remedies that the Purchaser may
take.
Furthermore, Bidders shall also note the provision stated in Sub-Clause 2
and Sub-Clause 33.1.1 (ii) of the General Conditions of Contract.
4. Eligible
Bidders
4.1 The prospective bidder needs to satisfy himself with respect to the
laid down qualifying requirements and bid thereafter.
4.2 Bidder or the Lead Member in case of a Consortium shall not have a
conflict of interest with one or more parties in this bidding process.
Participation by Bidder(s) with a conflict of interest situation will
result in the disqualification of all Bids in which it is involved.
Purchaser considers a conflict of interest to be a situation in which a
party has interests that could improperly influence that party’s
performance of official duties or responsibilities, contractual
obligations, or compliance with applicable laws and regulations, and
that such conflict of interest may contribute to or constitute a
prohibited corrupt practice. A Bidder may be considered to be in a
conflict of interest with one or more parties in this bidding process
if, including but not limited to:
4.2.1 receive or have received any direct or indirect subsidy from
any of them; or
4.2.2 have the same legal representative for purposes of this Bid; or
4.2.3 have a relationship with each other, directly or through
common third parties, that puts them in a position to have
access to information about or influence on the Bid of another
Bidder, or influence the decisions of the Purchaser regarding
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this bidding process; or
4.2.4 A Bidder (the SI/Lead member in case of a consortium for SI
Role) participates in more than one bid in this bidding process.
Participation by a Bidder or Lead Member in more than one
Bid will result in the disqualification of all Bids in which it is
involved. However, this does not limit the inclusion of the
same product (commercially available hardware, software or
network product manufactured or produced by the firm), as
well as purely incidental services such as installation,
configuration, routine training and ongoing
maintenance/support, in more than one bid; or
4.2.5 A Bidder or any of its sub-contractors or consortium
member(s) participated as a consultant in the preparation of the
design or technical specifications of the goods and services that
are the subject of the bid.
4.2.6 If the SI (single bidder or consortium) or any of its sub-
contractors is/are part of IT Consultant appointed by that utility
4.2.7 If the SI or any of its sub-contractors get associated as
Consultant / Advisor / Third party independent evaluating
agency with any of the agencies taking part in the bid process
of the concerned utility under IPDS
4.2.8 For any given project area, the IT consultant and the IT
implementation agency cannot be the same. An IT Consultant
and IT implementation agency (SI and/or its subcontractors if
any) agency may be considered to be in a conflict of interest
with one or more parties in this process if they have controlling
shareholders in common;
4.3 Bidders shall provide such evidence of their continued eligibility
satisfactory to the Purchaser, as the Purchaser shall reasonably request.
5 Eligible Goods
and Related
Services
5.1 For the purpose of this Clause, the term “Goods” includes hardware,
software, networking equipment and cables; and “Related services”
includes services such as insurance, transportation, associated
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documentation, installation, customization, integration, field survey,
testing and commissioning, training, technical support, maintenance,
repair and other necessary services to be provided by the selected
bidder and necessary for successful implementation of the project as
specified in the contract.
5.2 In case Bidder that does not manufacture or produce the Goods it
offers to supply shall submit the Manufacturer’s Authorization using
the form included in Annexure F – Bidding Forms to demonstrate that
it has been duly authorized by the manufacturer or producer of the
Goods to supply these Goods.
B. B. Contents of Bidding Document
6 Sections of the
Bidding
Document
6.1 The Bidding Document consists of the sections as indicated below
and should be read in conjunction with any Addenda issued in
accordance with ITB Clause 8.
Section 1 - Overview
Section 2: Instruction to Bidders
Section 3 - Bid Data Sheet
Section 4 - Current Environment
Section 5 – Evaluation and Qualification Criteria
Section 6 – Scope of Work
Section 7: Blank
Section 8: Business Process Document for New ERP
Section 9: Expected Project Man-Power Requirement Charter
Section-10: Service Level Agreement
Section-11: Payment Schedule
Section-12: Delivery Schedule & License Delivery Schedule
Section-13: Abbreviations
Section-14: General Conditions of Contract
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Section-15: Special Conditions of Contract
Schedule – B Price Break Up For Main Components
Annexure A to L
6.2 The Invitation for Bids issued by the Purchaser is a part of the Bidding
Document.
6.3 The Purchaser is not responsible for the completeness of the Bidding
Document and its addenda, if they were not obtained directly from the
Purchaser.
6.4 The Bidder is expected to examine all instructions, forms, terms, and
specifications in the Bidding Document. Failure to furnish all
information or documentation required by the Bidding Document may
result in the rejection of the Bid.
7 Clarification of
Bidding
Document
7.1 A prospective Bidder requiring any clarification of the Bidding
Document shall contact the Purchaser in writing at the Purchaser’s
address indicated in the BDS. The Purchaser shall forward copies of
its response to all Bidders who have acquired the Bidding Document
directly from it, including a description of the inquiry but without
identifying its source. Should the Purchaser deem it necessary to
amend the Bidding Document as a result of a clarification, it shall do
so following the procedure under ITB Clause 8 and Sub-Clause 23.2.
7.2 The Purchaser will organize a pre-bid conference at the time and place
indicated in BDS. The purpose of the conference will be to clarify
issues and answer queries that the bidders might have. Bidders are
requested to submit the queries in writing to reach the purchaser not
later than 3 days before the conference. Queries and responses shall be
communicated in accordance with ITB Clause 7.1. Any modifications
to the Bidding document listed in ITB Clause 6.1 which may become
necessary as a result of pre-bid conference shall be made by the
Purchaser exclusively by issuing Addendum and not through the
clarifications of the pre-bid conference.
8 Amendment of 8.1 At any time prior to the deadline for submission of the Bids or the
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Bidding
Document
award of the contract, the Purchaser may amend the Bidding
Document by issuing addenda.
8.2 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.
8.3 In 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.
8.4 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.
8.5 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,
pursuant to ITB Sub-Clause 23.2.
C. C. Preparation of Bids
9 Cost of Bidding 9.1 The Bidder shall bear all costs associated with the preparation and
submission of its Bid, and the Purchaser shall not be responsible or
liable for those costs, regardless of the conduct or outcome of the
bidding process.
10 Language of
Bid
10.1 The Bid, as well as all correspondence and documents relating to the
Bid exchanged by the Bidder and the Purchaser, shall be written in the
English. Supporting documents and printed literature that are part of
the Bid 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 Bid, such translation shall
govern.
11 Documents 11.1 The Bid shall comprise two envelopes submitted simultaneously, one
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Comprising the
Bid
containing the Technical Proposal and the other the Price Proposal,
enclosed together in an outer single envelope.
11.2 Initially, only the Technical Proposals opened at the address, date and
time specified in ITB Sub-Clause 26.1. 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
mentioned in Section 5 – Evaluation and Qualification Criteria. No
amendments or changes to the Technical Proposals are permitted. Bids
with Technical Proposals which do not conform to the mandatory
requirements (as specified inSection 5 – Evaluation and Qualification
Criteria) will be termed as non-responsive and will not be evaluated
further.
11.3 Price Proposals of technically responsive Bids shall be opened in
public at the date and time to be advised by the Purchaser. The Price
Proposals shall be evaluated as per Evaluation Methodology
mentioned in Section 5 – Evaluation and Qualification Criteria.
11.4 The Technical Proposal shall contain the following:
11.4.1 Technical Proposal Submission Sheet;
11.4.2 Bid Security, in accordance with ITB Clause 20;
11.4.3 Written confirmation authorizing the signatory of the Bid to
commit the Bidder, in accordance with ITB Clause 21;
11.4.4 documentary evidence in accordance with ITB Clause 16
establishing the Bidder’s eligibility to bid;
11.4.5 documentary evidence in accordance with ITB Clauses 17
and 29, that the Goods and Related Services conform to the
Bidding Document;
11.4.6 documentary evidence in accordance with ITB Clause 18
establishing the Bidder’s qualifications to perform the contract
if its Bid is accepted; and
11.4.7 any other document required in the BDS.
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11.5 The Price Proposal shall contain the following:
11.5.1 Price Proposal Submission Sheet and the applicable Price
Schedules, in accordance with ITB Clauses 12, 14, and 15;
11.5.2 Any other document required in the BDS.
12 Bid Submission
Sheets and
Price Schedules
12.1 The Bidder shall submit the Technical Proposal and the Price Proposal
using the appropriate Submission Sheets provided in Schedule – B
Price Break Up For Main Components, Bidding Forms and Supplier
response format, Annexure A to F. These forms must be completed
without any alterations to their format, and no substitutes shall be
accepted. All blank spaces shall be filled in with the information
requested.
12.2 The Bidder shall submit, as part of the Price Proposal, the Price
Schedules for Goods and Related Services, using the forms furnished
in Schedule – B Price Break Up For Main Components, Bidding
Forms and Supplier response format, Annexure A to F.
12.3 The Bidders should take note of following points while submitting the
Price Proposal:-
12.3.1 Price Proposal should clearly indicate the price to be charged
without any qualifications whatsoever and should include all taxes
(GST, sales, service, etc.), duties (excise & customs, etc), octroi,
fees, levies, works contract tax, Entry tax and other charges as may
be applicable, to be paid pre- or post-delivery or to be deducted by
the purchaser at source, in relation to the Goods and Related
Services. Such taxes, duties, cess, charges etc, if not explicitly
mentioned in the Price bid tables in Schedule – B Price Break Up
For Main Components, but applicable under law, should be included
in the Quote under “Any other levies” column.
12.3.2 The Purchaser will provide GST evidence, whenever applicable.
12.3.3 The Bidder will provide Tax rates assumed for the calculation at the
time of proposal for each item in notes to respective table in
Schedule – B Price Break Up For Main Components and Annexure
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A to F.
12.3.4 Please refer to GCC Clause [13.2] and the SCC for Price
adjustments due to change in Tax rates (including local taxes),
duties, levies, cess, charges etc.
13 Alternative
Bids
Alternative (alternate technology/architecture/design/functionality or
proposals with multiple options) bids shall be rejected.
14 Bid Prices and
Discounts
14.1 The prices quoted by the Bidder in the Price Proposal Submission
Sheet and in the Price Proposal shall conform to the requirements
specified below.
14.2 All items in the Annexure D - List of Goods and Related Services
must be listed and priced separately in the Price Schedules. If an item
listed in Price Schedule is not priced, their prices shall be assumed to
be included by the bidder in the prices of other items.
14.3 If an item is not listed in the Price Schedule, it shall be assumed not to
be included in the Bid. In such event, if the bid is otherwise
substantially responsive, 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. The price of the
missing or non-conforming item or component for this purpose shall
be the highest of the prices quoted by the other bidders for such
missing item or component.
14.4 The terms 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 BDS.
14.5 Prices quoted by the Bidder must be firm and final and shall remain
constant throughout the period of the contract and shall not be subject
to any upward modifications, except as specified in the GCC Clause
13.2
14.6 The bidders are advised not to indicate any separate discount.
Discount, if any, should be merged with the quoted prices. Discount of
any type, indicated separately, will not be taken into account for
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evaluation purpose. However, in the event of such an offer, without
considering the separate discount, is found to be the lowest, the
Purchaser shall avail such discount at the time of award of contract.
15 Currencies of
Bid
15.1 Bidders may express their bid price in Indian Rupees only.
16 Documents
Establishing the
Eligibility of the
Bidder
16.1 To establish their eligibility in accordance with ITB Clause 4,
Bidders shall:
(a) complete the eligibility declarations in the Bid Submission Sheet,
included in Annexure F – Bidding Forms
17 Documents
Establishing the
Conformity of
the Goods and
Related
Services to the
Bidding
Document
17.1 To establish the conformity of the Goods and Related Services to the
Bidding Document, the Bidder shall furnish as part of its Technical
Proposal the documentary evidence against Goods and related
Services provided in Annexure D - List of Goods and Related
Services.
17.2 The documentary evidence may be in the form of literature, drawings
or data, and shall consist of a detailed description of the essential
technical and performance characteristics of the Goods and Related
Services, demonstrating substantial responsiveness of the Goods and
Related Services to those requirements, and if applicable, a statement
of deviations and exceptions to the provisions of Annexure C -
Supplier Response Format;
17.3 Standards for workmanship, process, material, and equipment, as well
as references to brand names or catalogue numbers specified by the
Purchaser in the Scope of Work, are intended to be descriptive only
and not restrictive. The Bidder may offer other standards of quality,
brand names, and/or catalogue numbers, provided that it demonstrates,
to the Purchaser’s satisfaction, that the substitutions ensure substantial
equivalence or are superior to those specified in the Scope of Work
18 Documents
Establishing the
Qualifications
of the Bidder
18.1 To establish its qualifications to perform the Contract, the Bidder shall
submit as part of its Technical Proposal the evidence indicated for
each qualification criteria specified in Section 5 – Evaluation and
Qualification Criteria.
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19 Period of
Validity of Bids
19.1 Bids shall remain valid for the period of 90 days after the bid
submission deadline date prescribed by the Purchaser. A Bid valid for
a shorter period shall be rejected by the Purchaser as non-responsive.
19.2 In exceptional circumstances, prior to the expiration of the bid validity
period, the Purchaser may request Bidders to extend the period of
validity of their Bids. The request and the responses shall be made in
writing. The Bid Security furnished in accordance with ITB Clause 20,
it shall also be extended for a corresponding period. A Bidder may
refuse the request without forfeiting its Bid Security. A Bidder
granting the request shall not be required or permitted to modify its
Bid.
20 Bid Security 20.1 The Bidder shall furnish as part of its Technical Proposal, a Bid
Security in original form and in the amount and currency specified in
the BDS
20.2 The Bid Security shall be in the form of a bank guarantee from a
Scheduled Bank as notified by Reserve Bank of India. In case of a
bank guarantee, the Bid Security shall be submitted using the Bid
Security Form included in the Bidding Forms at Annexure F – Bidding
Forms. The form must include the complete name of the Bidder. The
Bid Security shall be valid for sixty (60) days beyond the end of the
validity period of the bid. This shall also apply if the period for bid
validity is extended
20.3 Any Bid not accompanied by a substantially responsive Bid Security
in accordance with ITB Sub-Clause 20.2, shall be rejected by the
Purchaser as non-responsive.
20.4 The Bid Security of unsuccessful Bidders shall be returned as
promptly as possible upon the signing of the Contract with the
successful Bidder pursuant to ITB Clause 41 and 42
20.5 The Bid Security of the successful Bidder shall be returned as
promptly as possible once the successful Bidder has furnished the
required Performance Security and signed the Contract.
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20.6 The Bid Security may be forfeited:
20.6.1 if a Bidder withdraws its Bid during the period of bid
validity as specified in ITB Clause 19.1, except as provided in
ITB Sub-Clause 19.2 or 25 ; or
20.6.2 if the successful Bidder fails to :
Sign the Contract in accordance with ITB Clause 41;
or
Furnish a Performance Security in accordance with
ITB Clause 42; or
Accept the correction of its Bid Price pursuant to ITB
Sub-Clause 30.5
If the bidder is found to have submitted false
particulars / fake documents; or
If the IT Implementation Agency (SI and its
consortium) refuses to execute the job at his agreed
scope/quoted rates, after the utilities issue the letter of
intent (LoI)
incidents of manipulation of rates by cartelization
20.7 The Bid Security must
be in the name of the system integrator (Lead Member in case of
consortium for system integrator role)
21 Format and
Signing of Bid
21.1 The Bidder shall prepare one original of the Technical Proposal and
one original of the Price Proposal as described in ITB Clause 11 and
clearly mark each “ORIGINAL - TECHNICAL PROPOSAL” and
“ORIGINAL - PRICE PROPOSAL”. In addition, the Bidder shall
submit 4 (Four) copies of the Technical Proposal and the Price
Proposal, and clearly mark them “COPY NO… - TECHNICAL
PROPOSAL” and “COPY NO…. - PRICE PROPOSAL”. In the
event of any discrepancy between the original and the copies, the
original shall prevail.
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21.2 The original and all copies of the Bid shall be typed or written in
indelible ink and shall be signed by a person duly authorized to sign
on behalf of the Bidder. This authorization shall consist of a written
confirmation as specified in the BDS and shall be attached to the Bid.
The name and position held by each person signing the authorization
must be typed or printed below the signature. All pages of the Bid,
except for un-amended printed literature, shall be signed or initialled
by the person signing the Bid. Response Formats duly filled along
with supporting documents shall be page numbered and stitched, book
bound as one volume. Each page of the bid (along with the supporting
documents including CVs) should be signed by the authorised
signatory. Spiral/Spico bound documents with end sealed may also be
accepted. The documents submitted in any other way is liable to be
rejected.
21.3 Any interlineations, erasures, or overwriting shall be valid only if they
are signed or initialled by the person signing the Bid.
D. D. Submission and Opening of Bids
22 Sealing and
Marking of
Bids
22.1 The Bidder shall enclose the original of the Technical Proposal, the
original of the Price Proposal, and each copy of the Technical
Proposal and each copy of the Price Proposal, , in separate sealed
envelopes, duly marking the envelopes as “ORIGINAL -
TECHNICAL PROPOSAL”, “ORIGINAL - PRICE PROPOSAL” and
“COPY NO… - TECHNICAL PROPOSAL” and “COPY NO…. -
PRICE PROPOSAL”, as appropriate. These envelopes containing the
original and the copies shall then be enclosed in one single envelope.
22.2 The inner and outer envelopes shall:
22.2.1 bear the name and address of the Bidder;
22.2.2 be addressed to the Purchaser in accordance with ITB Sub-
Clause 23.1; and
22.2.3 bear the specific identification of this bidding process
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indicated in the BDS.
22.3 The outer envelopes and the inner envelopes containing the Technical
Proposals shall bear a warning not to open before the time and date for
the opening of Technical Proposals, in accordance with ITB Sub-
Clause 26.1.
22.4 The inner envelopes containing the Price Proposals shall bear a
warning not to open until advised by the Purchaser in accordance with
ITB Sub-Clause 26.2.
22.5 If all envelopes are not sealed and marked as required, the Purchaser
will assume no responsibility for the misplacement or premature
opening and resultant disqualification of the bid.
23 Deadline for
Submission of
Bids
23.1 Bids must be received by the Purchaser no later than the date and time,
and at the address indicated in the BDS.
23.2 The Purchaser may, at its discretion, extend the deadline for the
submission of Bids by amending the Bidding Document in accordance
with ITB Clause 8, in which case all rights and obligations of the
Purchaser and Bidders previously subject to the deadline shall
thereafter be subject to the deadline as extended.
24 Late Bids 24.1 The Purchaser shall not consider any Bid that arrives after the deadline
for submission of Bids, in accordance with ITB Clause 23. Any Bid
received by the Purchaser after the deadline for submission of Bids
shall be declared late, rejected, and returned unopened to the Bidder.
25 Withdrawal,
Substitution,
and
Modification of
Bids
25.1 A Bidder may withdraw, substitute, or modify its Bid after it has been
submitted by sending a written Notice, duly signed by an authorized
representative, and shall include a copy of the authorization in
accordance with ITB Sub-Clause 21.2. The corresponding substitution
or modification of the bid must accompany the respective written
notice. All Notices must be:
25.1.1 submitted in accordance with ITB Clauses 21 and 22 (except
that Withdrawal Notices do not require copies), and in
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addition, the respective inner and outer envelopes shall be
clearly marked “Withdrawal,” “Substitution,” “Modification”;
and5
25.1.2 Received by the Purchaser prior to the deadline prescribed
for submission of bids, in accordance with ITB Clause 23.
25.2 Bids requested to be withdrawn in accordance with ITB Sub-Clause
25.1 shall be returned unopened to the Bidders.
25.3 No Bid shall be withdrawn, substituted, or modified in the interval
between the deadline for submission of bids and the expiration of the
period of bid validity specified in ITB Clause 19.1 or any extension
thereof.
26 Bid Opening 26.1 The Purchaser shall conduct the opening of Technical Proposals in the
presence of Bidders’ representatives who choose to attend, at the
address, date and time specified in the BDS.
26.2 The Price Proposals will remain unopened and will be held in custody
of the Purchaser until the time of opening of the Price Proposals. The
Purchaser shall advise the responsive bidders in writing about the date,
time, and location of the opening of Price Proposals.
26.3 First, envelopes marked “WITHDRAWAL” shall be opened, read out,
and recorded, and the envelope containing the corresponding Bid shall
not be opened, but returned to the Bidder. No Bid shall be withdrawn
unless the corresponding Withdrawal Notice contains a valid
authorization to request the withdrawal and is read out and recorded at
bid opening.
26.4 Next, outer envelopes marked “SUBSTITUTION” shall be opened.
The inner envelopes containing the Substitution Technical Proposal
and/or Substitution Price Proposal shall be exchanged for the
corresponding envelopes being substituted, which are to be returned to
the Bidder unopened. Only the Substitution Technical Proposal, if any,
shall be opened, read out, and recorded. Substitution Price Proposals
will remain unopened in accordance with ITB Sub-Clause 26.2. No
envelope shall be substituted unless the corresponding Substitution
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Notice contains a valid authorization to request the substitution and is
read out and recorded at bid opening.
26.5 Next, outer envelopes marked “MODIFICATION” shall be opened.
No Technical Proposal and/or Price Proposal shall be modified unless
the corresponding Modification Notice contains a valid authorization
to request the modification and is read out and recorded at the opening
of Technical Proposals. Only the Technical Proposals, both Original as
well as Modification, are to be opened, read out, and recorded at the
opening. Price Proposals, both Original as well as Modification, will
remain unopened in accordance with ITB Sub-Clause 26.2.
26.6 All other envelopes holding the Technical Proposals shall be opened
one at a time, and the following read out and recorded :
26.6.1 the name of the Bidder;
26.6.2 whether there is a modification or substitution;
26.6.3 the presence of a Bid Security, if required; and
26.6.4 any other details as the Purchaser may consider appropriate.
Only Technical Proposals read out and recorded at bid opening shall
be considered for evaluation. No Bid shall be rejected at the opening
of Technical Proposals except for late bids in accordance with ITB
Sub-Clause 24.1.
26.7 The Purchaser shall prepare a record of the opening of Technical
Proposals that shall include, as a minimum: the name of the Bidder
and whether there is a withdrawal, substitution, modification; and the
presence or absence of a Bid Security. The Bidders’ representatives
who are present shall be requested to sign the record. The omission of
a Bidder’s signature on the record shall not invalidate the contents and
effect of the record. A copy of the record shall be distributed to all
Bidders.
26.8 On the basis of the evaluation of the Technical Proposals, the
Purchaser will invite bidders who have submitted responsive
Technical Proposals to attend the opening of the Price Proposals. The
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date, time, and location of the opening of Price Proposals will be
advised in writing by the Purchaser. Bidders shall be given reasonable
notice of the opening of Price Proposals.
26.9 The Purchaser will notify Bidders in writing who have been rejected
on the grounds of being non-responsive to the requirements of the
Bidding Document and return their Price Proposals unopened, before
the opening of the price proposal.
26.10 The Purchaser shall conduct the opening of Price Proposals of all
Bidders who submitted responsive Technical Proposals, in the
presence of Bidders` representatives who choose to attend at the
address, date and time specified by the Purchaser. The Bidder’s
representatives who are present shall be requested to sign a register
evidencing their attendance.
26.11 All envelopes containing Price Proposals shall be opened one at a
time and the following read out and recorded:
26.11.1 the name of the Bidder
26.11.2 whether there is a modification or substitution;
26.11.3 the Bid Prices,; and
26.11.4 Any other details as the Purchaser may consider
appropriate.
Only Price Proposals, read out and recorded during the opening of
Price Proposals shall be considered for evaluation. No Bid shall be
rejected at the opening of Price Proposals.
26.12 The Purchaser shall prepare a record of the opening of Price
Proposals that shall include, as a minimum: the name of the Bidder,
the Bid Price. The Bidders’ representatives who are present shall be
requested to sign the record. The omission of a Bidder’s signature on
the record shall not invalidate the contents and effect of the record. A
copy of the record shall be distributed to all Bidders.
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E. E. Evaluation and Comparison of Bids
27 Confidentiality 27.1 Information relating to the examination, evaluation, comparison and
recommendation of contract award, shall not be disclosed to Bidders
or any other persons not officially concerned with such process.
27.2 Any attempt by a Bidder to influence the Purchaser in the
examination, evaluation, comparison, and post qualification of the
Bids or Contract award decisions may result in the rejection of its Bid.
27.3 Notwithstanding ITB Sub-Clause 27.2, from the time of opening the
Technical Proposals to the time of Contract award, if any Bidder
wishes to contact the Purchaser on any matter related to the bidding
process, it should do so in writing. If the bidder or any of his
subcontractors/consortium members meet the Purchaser’s personnel, it
will be considered as “coercive practices”, and may result in rejection
of the bid.
28 Clarification of
Bids
28.1 To assist in the examination, evaluation, comparison and post-
qualification of the Bids, the Purchaser 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 Purchaser shall not be
considered. The Purchaser’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 Purchaser in the evaluation of
the Price Proposals, in accordance with ITB Clause 30.
29 Responsiveness
of Technical
Proposal
29.1 The Purchaser’s determination of the responsiveness of a Technical
Proposal is to be based on the contents of the Technical Proposal
itself.
29.2 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:
29.2.1 does not meet all the mandatory requirements (as specified in
Section 5 – Evaluation and Qualification Criteria)
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29.2.2 affects the scope, quality, or performance of the Goods and
Related Services specified in the Contract; or
29.2.3 limits or is inconsistent with the Bidding Document, the
Purchaser’s rights or the Bidder’s obligations under the
Contract; or
29.2.4 If rectified would unfairly affect the competitive position of
other Bidders presenting responsive Technical Proposals.
29.3 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.
30 Non
conformities,
Errors, and
Omissions
30.1 Provided that a Technical Proposal is responsive, the Purchaser may
waive any non-conformity or omission in the Bid that does not
constitute a material deviation.
30.2 Provided that a Technical Proposal is responsive, the Purchaser may
request that the Bidder 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.
30.3 Provided that a Technical Proposal is responsive, the Purchaser will
rectify nonmaterial nonconformities 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. The adjustment shall be made using
the method indicated in Section 13.2 of Section-14: General
Conditions of Contract.
30.4 Provided that the Technical Proposal is responsive, the Purchaser will
correct arithmetical errors during evaluation of Price Proposals on the
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following basis:
30.4.1 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 Purchaser 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;
30.4.2 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
30.4.3 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 (a) and (b) above.
30.4.4 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 (a) and (b) 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.
30.4.5 Except as provided in sub-clauses (a) to (c) herein above, the
Purchaser shall reject the Price Proposal if the same contains
any other computational or arithmetic discrepancy or error.
30.5 If the Bidder that submitted the lowest evaluated Bid does not accept
the correction of errors, its Bid shall be disqualified and its Bid
Security shall be forfeited.
31 Preliminary
Examination
of Bids
31.1 The Purchaser shall examine the Technical Proposal to confirm that all
documents and technical documentation requested in ITB Sub-Clause
11.5 have been provided, and to determine the completeness of each
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document submitted.
31.2 The Purchaser shall confirm that the following documents and
information have been provided in the Technical Proposal. If any of
these documents or information is missing, the offer shall be
rejected.
31.2.1 Technical Proposal Submission Sheet in accordance with
ITB Sub-Clause 12.1;
31.2.2 written confirmation of authorization to commit the Bidder;
31.2.3 Bid Security; and
31.2.4 Manufacturer’s Authorization, where applicable.
31.3 Likewise, following the opening of Price Proposals, the Purchaser
shall examine the Price Proposals to confirm that all documents and
financial documentation requested in ITB Sub-Clause 11.6 have been
provided, and to determine the completeness of each document
submitted.
31.4 The Purchaser shall confirm that the following documents and
information have been provided in the Price Proposal. If any of these
documents or information is missing, the offer shall be rejected.
31.4.1 Price Proposal Submission Sheet in accordance with ITB
Sub-Clause 12.1; and
31.4.2 Price Schedules, in accordance with ITB Clauses 12, 14, and
15.
32 Examination of
Terms and
Conditions;
Technical
Evaluation
32.1 The Purchaser shall examine the Bids to confirm that all terms and
conditions specified in the GCC and the SCC have been accepted by
the Bidder without any material deviation or reservation.
32.2 The Purchaser shall evaluate the technical aspects of the Bid submitted
in accordance with ITB Clause 18, to confirm that all requirements
specified in the Scope of Work at Section 6 – Scope of Work, of the
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Bidding Document have been met without any material deviation or
reservation.
32.3 If, after the examination of the terms and conditions and the technical
evaluation, the Purchaser determines that the Technical Proposal is not
responsive in accordance with ITB Clause 29, it shall reject the Bid.
33 Margin of
Preference
33.1 No margin of preference shall apply.
34 Evaluation of
Bids
34.1 The Purchaser shall evaluate Price Proposals of each Bid for which the
Technical Proposal has been determined to be responsive.
34.2 To evaluate a Price Proposal, the Purchaser shall only use all the
criteria and methodologies defined in this Clause and in Section 5 –
Evaluation and Qualification Criteria No other criteria or methodology
shall be permitted.
34.3 To evaluate a Price Proposal, the Purchaser shall consider the
following:
34.3.1 The Bid Price quoted in Price Proposal Submission Sheet i.e.
inclusive of all duties, levies and taxes.
34.3.2 Price adjustment in accordance with Clause 14.3 of ITB for
missing or non-conforming item(s) or component(s).
34.3.3 price adjustment for correction of arithmetic errors in
accordance with ITB Sub-Clause 30.4;
34.4 For comparison of the combined Technical and Price Score of all
responsive bidders, Contracts shall be awarded only to the the
bidder(s) whose bid has secured the lowest (L-1) “TCO” as per
Schedule – B Price Break Up For Main Components will be
considered as successful bidder(s).
35 Comparison of
Bids
35.1 The Purchaser shall compare all responsive bids to determine the bid
with the lowest (L-1) “TCO”, in accordance with ITB Clause 34.
36 Post-
qualification of
36.1 The Purchaser shall determine to its satisfaction during the evaluation
of Technical Proposals whether Bidders are qualified to perform the
GUVNL:IPDS
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the Bidder Contract satisfactorily.
36.2 The determination shall be based upon an examination of the
documentary evidence of the Bidder’s qualifications submitted by the
Bidder, pursuant to ITB Clause 18 and to clarifications in accordance
with ITB Clause 28. The eligible bidders shall only be meeting
qualifying requirements as mentioned inSection 5 – Evaluation and
Qualification Criteria.
36.3 An affirmative determination in accordance with this clause shall be a
prerequisite for the opening and evaluation of a Bidder’s Price
Proposal. A negative determination shall result into the
disqualification of the Bid, in which event the Purchaser shall return
the unopened Price Proposal to the Bidder.
37 Purchaser’s
Right to Accept
Any Bid, and to
Reject Any or
All Bids
37.1 The Purchaser reserves the right to accept or reject any Bid, and to
annul the bidding process and reject all Bids at any time prior to
Contract award, without thereby incurring any liability to the Bidders.
F. F. Award of Contract
38 Award Criteria 38.1 The Purchaser shall award the Contract to the Bidder whose offer has
been awarded the lowest (L-1) “TCO” and is responsive to the
Bidding Document.
39 Purchaser’s
Right to Vary
Quantities at
Time of Award
39.1 At the time the Contract is awarded, the quantity of Goods, Licenses
and Related Services for an offered ERP product shall not be
modified. However Purchaser reserves the right to increase or
decrease the quantity of Goods, Licenses and Related Services for an
offered ERP product under the contract subject to the limit of 30% of
the existing number of quantity of Goods, Licenses and Related
Services covered under the contract, without any change in the unit
prices or other terms and conditions of the Bid and the Bidding
Document.
40 Notification of 40.1 Prior to the expiration of the period of bid validity, the Purchaser shall
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Award notify the successful Bidder, in writing, that its Bid has been accepted.
40.2 Until a formal Contract is prepared and executed, the notification of
award shall constitute a binding Contract.
41 Signing of
Contract
41.1 Promptly after notification, the Purchaser shall send to the successful
Bidder the Agreement, a copy of SLA and the General and Special
Conditions of Contract.
41.2 Within fourteen (14) days of receipt of the Agreement, the successful
Bidder shall sign, date, and return it to the Purchaser.
41.3 The successful Bidder shall provide an undertaking that the key staff
identified for the project (as submitted in its bid proposal) shall be
available for the respective proposed work requirement, anytime
during the duration of the project, till its successful completion.
42 Performance
Security
42.1 Within fourteen (14) days of the receipt of notification of award from
the Purchaser, the successful Bidder shall furnish the Performance
Security in accordance with the GCC, using for that purpose the
Performance Security Form included in Annexure-A: Contract Form.
42.2 Failure of the successful Bidder to submit the above-mentioned
Performance Security or sign the Contract shall constitute sufficient
grounds for the annulment of the award and forfeiture of the Bid
Security. In that event the Purchaser may award the Contract to the
next successful Bidder whose offer is responsive and is determined by
the Purchaser to be qualified to perform the Contract satisfactorily.
43 Local
Conditions
It will be imperative on each bidder to fully inform himself of all local
conditions and factors which may have any effect on the execution of
the works covered under these documents and specifications. The
purchaser shall not entertain any request for clarifications from the
bidders, regarding such local conditions. It must be understood and
agreed that such factors have properly been investigated and
considered while submitting the proposals. No claim for financial
adjustment to the contract awarded under these specifications and
documents will be entertained by the purchaser. Neither any change in
the time schedule of the contract nor any financial adjustments arising
GUVNL:IPDS
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thereof shall be permitted by the purchaser, which are based on the
lack of such clear information or its effect on cost of the works to the
bidder.
G. G. Interpretation
44 Interpretation
of the SRS and
the RFP
document
44.1 This Bid Document, inclusive of the SRS document, Schedules,
annexure(s), the statements, exhibits and sections, if any, comprises
the whole and complete Document
44.2 This RFP document should be read in consonance with the BPD
document. In the RFP document references to the BPD have been
provided. In case there is no reference relating to a particular clause(s)
of the BPD, it should be deemed as the said reference has been
provided. The bidder is required to read both the documents and
would be deemed to be in knowledge of the provisions of both the
BPD and the RFP document. No claim of any nature whatsoever shall
be entertained in this regard.
44.3 In case of any conflict with any provision relating to the BPD
document and the RFP document, the provisions of the RFP document
shall prevail for all intents and purposes
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Section 3 - Bid Data Sheet
A. Introduction
ITB 1.1 The number of the Invitation for Bids is : UGVCL/IT/IPDS/ ITIA/226
ITB 1.1 The Purchaser is:
Office of Chief Engineer (OP)
UGVCL Regd. & Corporate Office, Visnagar Road,
Mehsana -384001,
Gujarat.
ITB 1.1 The name of the ICB is: Selection of System Integrator Partner for new implement of
ERP solution or re-vamping of existing ERP for GUVNL and its subsidiaries, AMC for
three years & Implement of BI,DW & DR under IPDS Scheme of Govt. of India
The identification number of the ICB is: UGVCL/IT/IPDS/ ITIA/226
ITB 4.1 Category of SI:
B. Bidding Document
ITB 7.1 For clarification purposes only, the Purchaser’s address is:
Name : Mr. Sourav Guha Thakurta
Designation : General Manager (IT), GUVNL
Address : Gujarat Urja Vikas Nigam Limited
Race Course
Vadodara - 390007
Mobile : (+91) 7069242200
Email : [email protected]
ITB 7.2 Details of Pre-Bid conference:
Venue : GETRI, Beside 132 KV Gotri S/S, Gotri Road, Vadodara -390021
Date &Time: Mentioned in Important Dates and Amounts section
C. Preparation of Bids
ITB 10.1 The language of the Bid is: English
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ITB 11.5 (g) The Bidder shall submit with its Technical Proposal the following additional
documents:
Refer to AnnexureC.2
ITB 11.6 (b) The Bidder shall submit with its Price Proposal the following additional
documents:
Refer to AnnexureC.3
ITB 13.1 Alternative Bids shall not be permitted.
ITB 14.4 The Incoterms edition is: Year 2000
ITB 14.5 The prices quoted by the Bidder shall be: Firm (subject to Section-14: General
Conditions of Contract 13.2)
ITB 15.1 Bidders may express their bid price in INR. Wherever reference to “Rupees” or
“Rs” as currency has been made, the same should be taken as “Indian Rupees”.
ITB 19.1 The bid validity period shall be 90 days after the bid submission deadline date
prescribed by the Purchaser.
ITB 20.1 The Bid Security shall be required and the amount required to be furnished in
Indian Rupee is indicated hereunder
Bid Identification No: UGVCL/IT/IPDS/ ITIA/226
Particular:
Bid Security (INR): Rs. 15 lacs only (Rs. Fifteen lacs only)
D. Submission and Opening of Bids
ITB 21.1 In addition to the original of the Bid, the number of copies is: FOUR
ITB 21.2 The written confirmation of Authorization to sign on behalf of the Bidder shall
consist of:
Notarized Power of Attorney: - If the bidder is from a country where this
practice is not used then a similar legal instrument of authorization as
applicable under the home country laws of bidder must be provided.
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ITB 22.2 (c) The identification of this bidding process is: Selection of System Integrator
Partner for new implement of ERP solution or re-vamping of existing ERP for GUVNL
and its subsidiaries, AMC for three years & Implement of BI,DW & DR under IPDS
Scheme of Govt. of India
The identification of this bidding process is: Single stage Two envelope
The name of ICB:
Bid Identification
No Particulars
UGVCL/IT/IPDS/
ITIA/226
The bid identification No. shall be mentioned by the Bidder prominently on the
top of envelope for the lots in the following manner :
(a) Bidding process for the bid is : “Single stage Two envelope”
(b) Bid identification No. “UGVCL/IT/IPDS/ ITIA/226”
ITB 23.1 For bid submission purposes only, the Purchaser’s address is :
Office of Chief Engineer (OP)
UGVCL Regd. & Corporate Office,
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Visnagar Road,
Mehsana -384001,
Gujarat.
ITB 23.1 The deadline for bid submission is:
Date: Mentioned in Important Dates and Amount section of this RFP
Time: Mentioned in Important Dates and Amount section of this RFP
Wherever reference to “Time” has been made, the same shall be taken as Indian
Standard Time. If time is mentioned in “P.M”, the same shall be converted into
Hours by adding 12 Hours e.g. 2 P.M equal to 2 + 12 i.e. “14.00 Hours IST”
ITB 26.1 The bid opening shall take place at:
Office of Chief Engineer (OP)
UGVCL Regd. & Corporate Office,
Visnagar Road,
Mehsana -384001,
Gujarat.
Date: Mentioned in Important Dates and Amount section of this RFP
Time: Mentioned in Important Dates and Amount section of this RFP
E. Evaluation, and Comparison of Bids
ITB 33.1 A margin of preference shall not apply.
ITB 34 The currency that shall be used for bid evaluation and comparison purposes to
convert all bid prices expressed in various currencies into a single currency is:
Indian Rupees.
F. Award of Contract
ITB 39.1 The percentage by which number of quantity of Goods, Licenses and Related
Servicesmay be increased is: 30 percent of the total number of quantity of
Goods, Licenses and Related Services
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The percentage by which number of quantity of Goods, Licenses and Related
Services may be decreased is: 30 percent of the total number of quantity of
Goods, Licenses and Related Services
ITB 42.1 If the successful bidder fails to furnish the required Performance Security
within 14 days of the receipt of notification of award, the Purchaser reserves the
right to terminate the award by forfeiting Bid Security without any notice.
ITB 42.2 If the successful bidder fails to sign the Contract Agreement within 14 days
from the date the successful bidder’s receipt of the Contract Agreement, the
Purchaser reserves the right to terminate the award by forfeiting Bid Security
without any notice.
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Section 4 - Current Environment
4.1 Existing GUVNL Network Layout
Point to Point Connectivity Details
A. Data Centre to Corporate Offices- 12Mbps (DGVCL), 16 Mbps (UGVCL), 34Mbps (PGVCL)
B. Corporate Office to Circle office - 4 Mbps
C. Circle office - Division office – 2 Mbps
D. Division office – Subdivision Office /Substation 2Mbps
4.2 MPLS - Proposed WAN diagram
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4.3 DC diagram
4.4 Current e-Urja Implementation & Help Desk operations:
From the implementation point of view, GUVNL and all its six subsidiary companies (GSECL,
GETCO, PGVCL, DGVCL, MGVCL and UGVCL) has Chief Nodal Officer (CNO) at the
company head quarter level to co-ordinate with GUVNL and Systems Integrator. Each company
again have module wise one or more L1 process champions at corporate office level. Also, each
company has module wise one or more L0 process champions at each circle office locations
under the corporate office control.
The L0 and L1 champions of modules guide module users in the offices under their control and
resolve Help-Desk tickets in the hierarchical manner.
In addition to the above, there exists a group called Change Management Group (CMG) for each
implemented module headed by Change Management Group (CMG) convener. This CMG is
common and responsible for the module functionality of all companies. The module CMG
members comprise of module experts from various companies. Any change in the business
process or existing functionality change is referred by this group. A unanimously approved
change Request with full documentation is then forwarded to GUVNL and Systems Integrator.
Thorough testing of completed change Request of a module is carried out by module CMG group
before deployment in to production environment.
4.5 e-Urja Project
4.5.1 Current running Oracle E-Business Suite and other Third party product modules Environment,
please Refer Annexure G- Existing Oracle E-Business Suite and Other Third Party Product Modules
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Environment of E-Urja Project Annexure G- Existing Oracle E-Business Suite and Other Third Party Product
Modules Environment of E-Urja Project.
4.5.2 Oracle Version11.5.10.2
4.5.3 Database Version : (1) 11g Enterprise Edition Release 11.2.0.2 (for Utility Billing LT &
HT) (2) 11g Enterprise Edition Release 11.2.0.2 (for EBS 11i)
4.5.4 Operating Systems
IBM AIX 7.1 (For EBS 11i Database environment)
IBM AIX 6.2 (For EBS 11i Application environment)
Red Hat Enterprise Linux AS release 4 on x86 servers.(For other dependent services)
4.6 About implemented e-Urja (EBS 11i and many third party customized products)& R-
APDRP :
(b) GUVNL has two state of art Data Centers in its own premises at GUVNL Head Quarter:
Vadodara, Gujarat for e-Urja and R-APDRP projects respectively. Business continuity plan for
R-APDRP has been setup at Ahmedabad in a private Datacenter on an OPEX model basis.
However, for e-Urja, there is very limited business continuity plan. e-Urja Datacenter has one
Network Operation Center (NOC) where Wide Area Network (WAN) comprising various
network equipments and BSNL’s point to point connected leased circuit lines are terminated. e-
Urja (end-to-end) IT solution is being used in an intranet only by all seven companies.
R-APDRP is a project for all four Distribution companies (A separate project) viz. DGVCL,
MGVCL, UGVCL & PGVCL. The objective of this project is to bring IT enablement to
various services in power distribution focusing on consumer benefits and to reduce overall
T&D as well as AT&C losses. Some of the modules of e-Urja share data with R-APDRP
modules with updates taking place vice-versa. Physical connectivity exists between these two
Data Centers through their respective core switches. R-APDRP follows MPLS network
connectivity to all Distribution company field offices. Five (05) modules of R-APDRP are
tightly integrated with e-Urja project.
(c) All company e-Urja (Application, Database Tiers) instances are hosted on HA Virtualized
redundant IBM p8-series proprietary systems. Entire production hardware was procured in 2017
and migrate all e-Urja application and database from power 5 series to power 8 series machine
with upgradation of Database from 10g to 11g. e-Urja applications are highly available and
database are on SAN storage with Oracle’s Real Application Cluster (RAC 10g) (two node
cluster) and follows Oracle’s Automatic Storage Management (ASM). As the instances are
dedicated, no company instance talks to any other company instance.
(d) EBS 11i Production Databases are live since 2006. Billing instances of all Distribution
companies are also live from 2007 onwards. There is no implementation of any Data life cycle
management plus Business Intelligence with data warehousing along with analytical tools or any
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other Business intelligence tools. There is no existence of any purging policy at present on the
production OLTP Database instances. Also, there is no implementation of SSO (Single Sign On).
(e) Production environment backups of e-Urja AP & DB tiers are being taken as per backup policy
of the organization using Oracle’s RMAN tool. Backup pieces are taken on to media cartridges
using IBM’s SPECTRUM software from Tape libraries. The Database sizes of the organizations
mentioned herein are the actual sizes at the time of preparation of this RFP. However, as the
databases are in use, actual sizes of the Databases at the time of upgrades might be more than the
sizes specified herein.
(f) Organization has in all 12000 Oracle’s universal full use and 38000 employees self service
license and Annual Technical Support (ATS) from OEM M/s. Oracle under e-Urja project.
(Being renewed every year directly).
(g) Each companies have developed in house system as per their business need
(h) GUVNL has production and Development environments only and there is no test / Quality
environment. Development environment is being used for cloning the production level instances.
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Section 5 – Evaluation and Qualification Criteria
Table of Criteria
A. Evaluation Criteria
1. Scope
2. Technical Criteria
3. Economic Criteria
4. Margin of preference
B. Qualification Criteria
1. Qualification Criteria for the ERP Product Vendor
2. Qualification Criteria for the Implementation Partner (IP)
A. Evaluation Criteria
1. Scope 1.1 Scope of work is as provided in Scope of Work section in this
bidding document.
2. Technical
Criteria
2.1 GUVNL/UGVCL will evaluate and compare the bids that have
been determined to be substantially responsive, pursuant to
Clause no-29 of ITB. The bidding evaluation is based on Cost
criteria.
The evaluation of responsive bids shall be based on,
STAGE -I: RESPONSE TO QUALIFICATION CRITERIA
These are qualification criteria’s to be met by the ERP product
vendor and the Implementation Partner. Only those bidders who
meet all the qualification criteria’s as provided below in this
section of the bidding document shall be considered for stage II
evaluation.
3. Economic /
Financial Criteria
3.1 STAGE -II: EVALUATION OF THE PRICE/ FINANCIAL
BID
(i) Bidders clearing the Stage I of evaluation will have their
Price Bids opened.
(ii) Total cost of ownership (TCO) will be calculated by adding
Total Bid Price including taxes and duties as per
Schedule B (Total Base Price of Sr.No. 1 to 5 as in
Price Schedule )
The bidder(s) whose bid has secured the lowest (L-1) “TCO” as
per (ii) above will be considered as successful bidder(s).
4. Margin of
preference
No margin of preference is allowed in this bidding process.
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B. Qualification Criteria
1. Qualification
Criteria for the ERP
product vendor
1.1 These are qualification criteria’s to be met by the ERP product
vendor as given in Section 5.1
2. Qualification
Criteria for the
Implementation
Partner
2.1 These are qualification criteria’s to be met by the Implementation
Partner as given in Section 5.2
5.1 Qualification Criteria for the ERP Product
Qualification Criteria for the ERP OEM
S.No Performance
Variable
Minimum Qualifying Requirements Documents to be provided by
the vendor
1 Company profile The company should have a global
average turnover of ERP OEM of
more than Rs. 670 Crores in the last
three financial years
Last three year audited financial
statements along with CA
certificate
2 Operating system Offered ERP must be certified on any
of the compatible operating systems
which supports our existing hardware
(Annexure I – Existing H/W Details of E-
Urja &R-APDRP “E-Urja – Primary
Site”) and that of future hardware.
Self-certificate from OEM with
authorized signatory
3 Package Web
Enabled
Offered ERP Package should be web
enabled and also mobile enabled. It
should work on Android & iOS
platforms available on mobile.
Self-certificate from OEM with
authorized signatory and
Product Catalogue
4 India specific
features
(localization)
Offered ERP product should have
specific version to support India
specific legal requirements on TDS,
GST & other direct and indirect
taxation. Accounting as per IndAS,
Payroll, CPF/GPF, Salary TDS
(Form 16 & 24) certificates etc.
Legal & Regulatory/ Accounting
standard.
Self-certificate by OEM with
authorized signatory &
Document containing details of
India specific features
5 Installation in
Utility in India
The offered ERP product Should
have been successfully
implemented in minimum five(5)
projects with at least one in
Public Sector Generation or
Transmission or Distribution
company in India in last 10 years
Customer certificate issued in
the name of OEM including
modules and nos. of
users/Purchase
Order/LOI/Contract/Completion
Certificate/Certification for
project being operational as on
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and should be also operational on
the date of submission of bid,
with at least 1000 named ERP
users in each project where
atleast 4 out of following 7
functional areas are
implemented-
• Finance, Accounting & Controlling – including generation of financial statements • Project Management • Inventory Management • Procurement Management • Asset and Maintenance Management • CRM and Utility Billing • HR and Payroll ( The Above modules may be covered under more than one project)
date of bid as proof of service
provided/ Self certification from
OEM with authorized signatory
6 SLA based
Support
OEM should have SLA based
support for various product related
issues with first level support point in
India. The support should be 24x7.
Details of Support Services with
address of support center in
India along with Self
Certification.
7 Partner’s of the
ERP OEM
The OEM of the offered ERP product
should have at least three (3)
Implementation Partner’s/ System
Integrators who had done
implementation in Govt. / Public
Sector in India.
Self-certificate by the OEM
with authorized signatory along
with the list of Three
Implementation Partner’s/
System Integrators
8 Training Support OEM Should have its training
facilities in India.
Details of Training setup with
reference of Trainings
conducted for offered ERP in
last one year.
9 Data Handling
Capacity of
Product
Offered Product must have OLTP
(on line transaction processing at
functional level) greater than
50000 in a day at least in 1
company
Offered Product must be capable
to handle at least 150GB data
growth annually at least in 1
company.
Self-certificate from OEM with
authorized signatory &
Documentary proof
10 OEM Product Offered ERP product along with
CRM and Utility Billing must be
part of single OEM and
Commercial Off-The-Shelf .
Self-certificate from OEM with
authorized signatory&
Documentary proof
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11 Stop deal/Blacklist
Clause
The ERP OEM should not have been
Stop deal/blacklisted by any
institution of Central/State
Government
Self-certification from OEM
with authorized signatory
5.2 Qualification Criteria for the Implementation Partner (IP)
S.No Performance
Variable
Minimum Qualifying Requirements Documents to be provided by
IP
1 Company
Profile
The IP should have a global average
turnover of software business of more than
Rs. 670 Crores in the last three financial
years.
In case of a consortium, the consortium as
a whole (SI-Lead and consortium
combined) should meet this requirement
of turnover, with SI-Lead meeting
minimum 90% out of this.
Last three year audited financial
statements along with CA
certificate
2 Company
Networth
IP must have positive Net worth for the
each of the last three financial years.
In case of a consortium, both the SI-Lead
and SI-2nd should have positive net worth
in each of the last three audited financial
years.
Annual Audited Financial
Statements
3 Experience of
Implementation
for offered
ERP product in
India/Global.
IP should have successfully implemented offered ERP projects in India or Global as
per below criteria in last 10 years, which
should be operational on the date of submission of the bid.(In case of consortium, this requirement needs to be met by the SI Lead.) The IP must have implemented and completed at least Two ERP project in India/Global (One must in India) costing not less than the total amount equal to
50% of the estimated cost of this bid and
shall have more than 400 named ERP users base. OR The IP must have implemented and completed at least Three ERP projects (Two must be in India) total costing not
1. Customer certificate issued
on the name of Bidder/OEM
including modules and nos. of
users/Purchase
Order/LOI/Contract/Completion
Certificate/Certification for
project being operational as on
date of bid as proof of service
provided.
2.For Global project, the bidder
should submit purchase
order/work order/ Contract
Copy and completion certificate
from client ( on Client Letter
Head), if the PO/WO/Contract
Copy and completion certificate
is in any language other than
English, the bidder should
upload the translated copy of
the same with client attestation.
3.If the currency of the
PO/WO/Contract is other than
INR, the value will be
GUVNL:IPDS
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less than the amount equal to 30% of the
estimated cost of this bid and shall have more than 150 named ERP users base in
each project. (One of the project in
last 7 years.)
OR The IP must have implemented and completed at least Four ERP projects (Three must be in India) total costing not
less than the amount equal to 20% of the
estimated cost of this bid and shall have more than 150 named ERP users base in
each project. (One of the project in
last 5 years.)
Further, above testimonial should comprise of : –
Atleast one number of the offered
ERP product must have been implemented in PSU or Govt. Organization in India.
Atleast one number of the offered
ERP product must have been implemented in Utility sector (Power/Gas/Water/Telecom sectors) in India with total consumer base covered by such utility should not be less than 50,000. (This requirement full fill by SI-Lead or Consortium partner)
Atleast 4 out of below 7
functions/modules of the offered ERP product must have been successfully implemented(in single project or jointly in above two referred projects by SI-Lead): - o Finance, Accounting & Controlling – including generation of financial statements o Purchase/Contract o Inventory Management oHuman Resource Management/
calculated in INR at exchange
rate prevailing as on date of
issue PO/WO/Contract.
4.For Global project, wherever
it is difficult to reveal name or
cost of project due to Non-
disclosure agreement with the
clients, the bidder can provide a
certificate from the Company
Secretary or equivalent
authority.
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Employee Self Service o Asset/ Maintenance Management o CRM o Fuel Management
4 Quality
Certification
The IP should be ISO 9001:2008/later or
Should have been SEI CMM/CMMi Level
4 or its higher version certification. In case
the certificate for SEI CMM/CMMi Level
4 or it’s higher version expired, then the
assessment certificate for further
regularization or up gradation of SEI
CMM/CMMi Level 4 or it’s higher
version from Auditing Agency need to be
submitted.
In case of a consortium, this requirement
needs to be met by the SI-Lead.
Copy of certificate of
Assessment Certificate from
Auditing Agency
5 Man Power
Certification
The IP must have a minimum of 100 full
time resources in India. Additionally, IP
must have at least five OEM certified
resources of each proposed module of the
proposed ERP product.
In case of a consortium, the requirement
may be jointly by SI-Lead and the SI-2nd
Copy of self-certificate
6 Authorization IP should be authorized system
integrator/implementation partner of the
offered ERP product from OEM letterhead
for sale, support and services of the
offered ERP product. In case of a
consortium, this requirement needs to be
met by the SI-Lead.
Letter from OEM of ERP
product
7 Experience in
Service
The IP should have been in the IT /
Software implementation services for the
last 3 years. In case of a consortium, this
requirement needs to be met by the SI-
Lead.
Certification of incorporation
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Section 6 – Scope of Work
GUVNL’s New ERP RFP requirements and scope.
The information in this section is intended to aid bidder in understanding the requirements, and preparing proposal in response to this RFP. (Please refer 1.2) Broad Scope of Work Design the architecture for new implementation of existing ERP named “e-Urja” and “R-APDRP” to be
implement plus additional business requirement of GUVNL and its subsidiaries plus BI and DW and DR
site to the new ERP solution that can accommodate existing needs and provide scalability. The new ERP
will be a single unified business information system for GUVNL & its subsidiaries’ Resource
Management and the solution should be a completely integrated available of-the-shelf ERP product. The
System should have the required depth, breadth and flexibility to provide on-line information access to all
the designated users who will operate the respective business processes. The main system and database
will be residing in the Data center in the Head office, Vadodara.
Vendor’s Proposal shall comprise of two phases as mentioned in this section later. Vendor shall explain
their design, approach and the most appropriate viable solution for GUVNL and all its six subsidiaries
companies who are currently running end to end IT solution named “e-Urja” and “RAPDRP” (listed in
this RFP: Annexure G & H) to new ERP covering the followings.
Business requirements and
Technical requirements.
Please note that
In this RFP, GUVNL requires that bidder should provide plan to setup a Business Intelligence (BI)
and Data Warehouse (DW) with required tools. GUVNL intends to implement and setup BI DW
once the successful new ERP is over.
6.1 Business Requirements for New ERP
6.1 Business Requirements for New ERP
1 For all business requirements of GUVNL and all its subsidiaries company, Bidder shall
I. Study Business Processes Document i.e. reference documents & its abstract prepared
by functional team of GUVNL and its subsidiaries. However, final business blueprint
will be decided mutually agreed upon by successful bidder and GUVNL & its
subsidiaries based on detail study of AS-IS, TO-BE and GAP Analysis.
II. Conduct complete study of business functions / Process flows and uncovered
Business requirements for which legacy systems are being continued including
statutory and regulatory reporting requirements if any.
III. Bidder shall have to cater to any requirement which may arise during implementation
phase for achieving the desired result without any financial implications.
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6.1 Business Requirements for New ERP
IV. Compile and validate AS-IS, TO-BE and UAT. Submit & get approval of these
documents Module wise.
2 Bidders shall collect the soft copy of the Business process documents before pre-bid meeting or
earlier. However Bidder shall have to cater to any requirement which may arise during
implementation phase for achieving the desired result without any financial implications.
3 Study the existing implemented environment narrated in Annexure I – Existing H/W Details of E-Urja
&R-APDRP.
4 Conduct a full-fledged assessment of the existing applications including a thorough technical and
functional review of all current applications outlining
The successful bidder shall submit validated “AS-IS” processes and “TO-BE” processes
documents along with the other necessary documents specified in deliverables Phase of this
RFP as per the standard ERP format & practice.
Bidder preferably may follow Agile Methodology for requirement study for Business
requirement of GUVNL and its subsidiaries and other envisage work in this RFP in an
interface with all company module owners and revise requirements at each sprint if all
requirements cannot be identified by bidder at the outset. For this purpose, bidder shall have
to put right team with the right skills sets.
The successful bidder shall ensure current financial year‘s open transactions and all live data
(as per cutoff year specified) as well as masters and important documents related to and
needed from EBS 11i (e-Urja) and R-APDRP to migrate to the new ERP systems before Go-
Live.
The successful bidder shall be responsible for setting up the Testing environment, creating /
loading the necessary test data, recording the test cases, and maintaining a defect register for
each module, integration and performance testing for all the modules to be implemented by
him.
5 As per the Best Practices, suggest Business process re-engineering (BPR) if required any from above
assessment for any company. New ERP need to be appropriately configured considering business
and technical requirements, it will need to be appropriately configured to the satisfaction of GUVNL
and all its subsidiaries. In this regard, System Integrator along with OEM shall need to carry out the
following activities:
Understand current business processes and reporting / MIS / Dashboard requirements of
GUVNL and all its subsidiaries. BPD are mentioned at Section 8: Business Process Document for
New ERP
Explain best practices available in the successful OEM Product and how these best practices
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6.1 Business Requirements for New ERP
affect the existing business processes.
Identify areas of differences between the best practices and the current business processes of
GUVNL and all its subsidiaries.
Identify areas where successful OEM Product does not meet requirements and draw up plan
in terms of a workaround or customization.
Map all MIS / Reporting requirements and statutory reporting requirements of GUVNL and
all its subsidiaries and identify new reports that need to be customized / freshly developed in
standard format (e.g. .xlsx, .pdf , .xml and many such popular formats) defined by users.
Design all desired access security and data validation controls.
Document the configuration done and prepare user manuals for maintenance of the
configuration / customization
6 Also, suggest industry standard best practices for backing up (archiving), purging and restoring
current ERP data / future new ERP and implement upon discretion of management plus custom
integrated module database. Suggestions shall also include components / tools for managing the
above including AP and DB tiers. Restoration may be need / module based.
7 Latest version of Offered ERP available while placing the order has to be implemented.
8 Coordinating GUVNL’s Hosting Systems Integrator / maintenance service provider while
Implementing New ERP.
9 During the course of this new ERP implementation or in warranty period or AMC period, if, merger
/ demerger of GUVNL or its subsidiary Companies or any structural changes may occur, in such
case, the successful bidder shall design the architecture in a such a way that in case of any of the
above event, the system can take care of requirement without any enhancement and affecting
operational workflow. The system related work till its final successful acceptance shall be within the
scope of this RFP.
10 As on today, due to current company wise dedicated instance architectural setups, intercompany
transactions plus consolidation are not possible. However, with New ERP and in its instance
architecture design, intercompany business transactions are desired by the business. Also, there is a
requirement of consolidated Trial Balance at GUVNL Level.
GUVNL desires that the four power distribution subsidiary companies should ideally share a single
instance and a database as their nature of business is same. Apart from four power distribution
companies, there exist a power generation (GSECL), power transmission company (GETCO) and
with a holding company named “GUVNL”, a power trading company. These companies may have
independent instance architecture. However, bidders may suggest their clear opinion for the same in
their project charters. Based on opinions of bidders in the project charters as well as GUVNL’s
requirements, GUVNL would decide either to have single instance architecture for all seven
subsidiaries or business wise multiple instances as envisaged above, while awarding a final contract
to the successful bidder.
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6.1 Business Requirements for New ERP
Successful bidder shall be responsible for merging or de-merging of the same without any
commercial implications and without impacting any past transactions.
11 Earlier R-APDRP project has been implemented in 2010 for four power distribution companies (DISCOMS) of GUVNL and is live for 84 towns. This R-APDRP project has been tightly integrated with functional areas like Customer Relationship management (CRM), Utility Billing, Enterprise Asset Management (EAM) and Projects. In new proposed system, Some of the R-APDRP modules will merge in to new ERP and for rest of retain modules data transfer to & fro from such modules of R-APDRP need to flow seamlessly during and after New ERP. The successful bidder also need to retain and maintain any other data, interfaces and other third party application which are useful to business in the New ERP. The archived logs of all New ERP DB instances have to be propagated to Disaster Recovery (DR)
site and shall have to keep monitoring the same and data need to flow seamlessly. Application and
Database binaries also update at DR site whenever changes at PR site.
Successful bidder for New ERP / AMC shall be entirely responsible for the data emerging from New
ERP and flowing to DR site and vice – versa and shall be fully responsible for any bug fixing in its
code or scheduled jobs. Mock drill for new ERP will schedule mutually agree with GUVNL and its
subsidiaries.
12 Special Note for R-APDRP:
Following modules of existing R-APDRP application and database will keep as it is and move to
new hardware, proposed by Bidder.
1. GIS
2. Network Analysis
3. MDAS
4. MDM
Tobe precise the bidder need to successfully seamless integrate above modules with new ERP
along with moving modules from existing hardware to new expansion capacity provided by
GUVNL in the existing IBM E880/P8hardware as describe in hardware specification Annexure I –
Existing H/W Details of E-Urja &R-APDRP.
Bidder need to successfully demonstrate full flagged functionality of migrated module functionality
in new Hardware along with UAT and Rollout.
13 User Acceptance Testing (UAT):
UAT for modules as well as integration shall have to be done end-to-end for one pilot
location in each company.
The UAT shall be carried out in the Testing environment for GUVNL and all its subsidiaries
separately. The successful bidder shall be responsible for setting up the Testing environment
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6.1 Business Requirements for New ERP
for new ERP by him and also for creating / populating the necessary configuration data as
well as master data as would be required by the end users for the sake of UAT.
The UAT test cases and test scenarios preparation will be joint responsibility of successful
bidder, GUVNL and all its subsidiaries i.e. Functional, Technical expert from bidder and
Module process owners/CMG conveners.
UAT shall also be applicable related to integration i.e. end to end process testing of all
modules up to correct financial processes.
Successful bidder shall be responsible for maintaining documentation related to all the
defects (defect description, solution, and test results).
System integrator will use standard tools for the implementation supplied by OEM.
14 Successful bidder shall keep company wise each & every record, logs of the proceedings of the each
phases of the project in writing to avoid any debatable issues of delaying the project on accounts of
reasons attributable to both the sides i.e. SI as well as clients.
Successful bidder shall seek OEM’s advice in using high-availability and other database features
like partitioning, performance tuning etc.
16 Successful Bidder shall develop purging policy in coordination with GUVNL & its subsidiaries to
get optimum performance of the new ERP. While purging the old workflow Notification from
production environment, same should be accessed in alternate way describing total flow of data
element right from creation, control, executed along with history.
17 During study/Implementation/Integration phase, bidder may need to deploy staff at corporate office
of various companies/power stations for some time, at successful bidder’s cost.
18 Implementation Warranty / AMC:
The successful bidder shall provide a comprehensive onsite implementation warranty for all
the modules implemented by him for duration of 36 months after the “Go-Live” date.
Minimum indicative scope of work as mentioned in BPD.
In the context of New ERP implemented at GUVNL and all its subsidiaries, the successful
bidder shall obtain product software upgrades, maintenance releases and necessary patches
and bug fixes released related to bugs/ issues detected in the product from Product Support as
when provided by OEM. This shall be applied within 15 days of their availability in
consultation with GUVNL. Product updates activity shall include application and Database
versions under this AMC without any commercials. (All Rollup, ATG, CPU, Patches etc.).
GUVNL shall promptly notify the successful bidder in writing of any claims arising under
this warranty. Upon receipt of such notice, the successful bidder shall, within the warranty
period and with all reasonable speed, resolve the defects in any modules, without costs to
GUVNL and any its subsidiaries within time specified and acceptable to GUVNL.
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6.1 Business Requirements for New ERP
The successful bidder shall accept new Change Requests for enhancing the functionality of the product as per the end users requirements. All such requests would be handled by a Change Management process without any commercial impact to GUVNL during transition and go live, stabilization acceptance and project closure.
For change requests in core functionality (except reports & forms) during AMC period involving efforts of more than three days, it would be reviewed on case to case basis and after review and acceptance by GUVNL, they may be considered for payment at the sole discretion of GUVNL.
The patches should be tested by the Level 2/3 support team of successful bidder in
Development environment and subsequently UAT will be done by the end users in the
Testing environment before they are implemented in production.
Any Level of fixes will be tested by the Level 2/3 support team of successful bidder in
Development environment and subsequently UAT will be done by the end users in the Test
environment before they are implemented in production.
19 Implementation Warranty, SLA and AMC:
[For only during implementation warranty] The successful bidder shall provide a
comprehensive onsite implementation warranty for a duration of 6 months after the “Go-
Live” date. (During warranty period whole team should be available on site).
Successful bidder must maintain service level agreement and deliverables as mentioned
in the Section-10: Service Level Agreement and mention in the Section 6 – Scope of Work
20 In the current scenario, our end users create many and large scanned documents in Business. For the
New ERP, as per industry standard practice, such scanned documents, images should be stored
outside the ERP database in a different file server as a part of document management system and
only link should exist in ERP pointing to these documents.
6.2 Technical Requirements for New ERP
6.2 Technical Requirements for New ERP
1 Successful Bidder shall have core knowledge of all Offered ERP Product module
components (potentials to explore out of the box offered functionality), its installations,
upgrades, Setups, performance tuning, system sizing, database administration, archiving and
purging production database at regular intervals, implementation, functions, features, forms
and reports including Pages, Managing jobs, setting up Data warehousing, framing Data
Marts, mapping business requirements & Analytical tools etc. 2 Successful bidder shall use best practices for Information Lifecycle Management (ILM) for
data storage and provide solution for Purging for New ERP during re-implementation and
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6.2 Technical Requirements for New ERP
must show additional performance out of database.
Suggest industry standard best practices for archiving, purging and restoring data plus
custom integrated module database which are exponentially growing and causing
performance issues
3 For customizations which is not included as part of seeded functionality of the offered
product, bidder must keep level of customization as bare minimum depending upon offered
functionalities and suggest best practices.
Database best practices like indexes, custom Partitioning (using relative merits of range, list,
hash, composite partitioning etc.) should be utilized to get addition performance.
The successful bidder shall keep all SQL queries with the minimum CPU, IO cost for all
modules.
4 New ERP Plan:
Phase I –Assessment Phase.
AS-IS(with approvals),
TO-BE(with approvals),
Mappings documents(with approvals),
GAP Analysis(with approvals)
Stage wise approach for New ERP as per Deliverables, System Development Life Cycle
(SDLC) for GUVNL’s ERP project, scope of work of this RFP, suggesting Business
Process re-engineering required, if any.
Overall Design of the projects after assessment phase I considering
a) A thorough analysis of the current technical and functional environment.
b) Identification of changes REQUIRED in support of New ERP.
c) Technical environment changes.
d) Functional changes covering all requirements of this RFP.
Industry standard Data purging policy in an ERP environment must be narrated
along with required mechanism in the assessment phase. Bidder should suggest a
component either from OEM and workout a custom solution to ensure that ERP
environment including custom application data is purged and or archived.
Project charter shall include required time frame for development of New ERP
Implementation activity as well as for production environment.
Documents submissions with specific products / modules, processes, services and
customizations (as per types of Documents in OEM Offered Product practices), Overall
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6.2 Technical Requirements for New ERP
Design, configuration docs, customized objects carry forwarded etc. Modifications to
these documents may have to be made to the satisfaction of GUVNL and all its
subsidiaries.
Defining strategy for data migration from existing ”e-Urja” and “R-APDRP” database
to latest New ERP database by providing appropriate and necessary filters on the
existing data by interactions with GUVNL and all its subsidiary companies.
Submit architectural design as part of deliverables. This shall be reviewed by OEM.
Successful vendor shall incorporate suggestions from OEM, if any, and upon approval
from GUVNL, proceed for Phase II.
Bidder shall have to clearly define timeline breakup for each of the activities of Phase I
& II of New ERP implementation (considering 24 months total timeline).
Phase II - New ERP Implementation Phase.
Stage wise implementation of assessment Phase I as per approved design and
submitted documents.
Carrying out data migration from existing ”e-Urja” and “R-APDRP” database to latest
New ERP database by providing appropriate and necessary filters on the existing data
by interactions with GUVNL and all its subsidiary companies.
Arranging Test Management Plan (Unit, System and UAT) for GUVNL and all its
subsidiaries.
All company Conference Room Pilot (CRP) including reports to all company.
Conducting Final User Acceptance Test (UAT) and submission of final documents
inclusive of Integration Testing results.
Handholding, imparting trainings& capacity building to administrators, technical,
functional and techno-functional organizational members including all features of
New ERP.
GUVNL proposes to plan end-user training in all modules of New ERP in 4 different
phases namely during implementation, UAT, Rollout & Stabilization and post GO-
Live. All logistic arrangement like office lunch, IT infrastructure, location etc. will be
provided by GUVNL except faculty. In short, about 3000 man days training for
minimum 20 important modules is to be estimated by the bidder for costing. Apart
from these GUVNL also plan for training to module champions and in-house IT staff
which is mentioned below in deliverables.
5 Deliverables for New ERP including BI-DW and DR Site :
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6.2 Technical Requirements for New ERP
The bidder shall have to comply with the list of deliverables mentioned below. All the
deliverables but not limited to are mentioned below, after successful completion have to be
submitted to GUVNL Project manager in one hard Copy & One Soft Copy (in a CD).
GUVNL may add or remove at the later stage of the project, which shall be binding to the
successful bidder.
Project Initiation:
Project Initiation
Report and
Presentation
The IP shall submit a project initiation report and presentation that
includes details such as phase wise activities involved in the
implementation, responsibility matrix etc.
Project Plan IP shall prepare the Project Plan that should include detail plan for
each activity. It should also contain progress reporting, exceptions and
issues requiring immediate action.
Customization
Strategy Report
The IP shall prepare a ‘Customization Strategy Report’ which includes
the strategy for identified custom developments/enhancements
Interface Strategy
Document
The interfaces to be developed between the ERP System and the
legacy systems, other legacy applications or bolt-on applications based
on the To-Be Process document shall be prepared by the IP in form of
“Interface Strategy Document”.
Software Supply:
Software Supply
and Specification
Supply of ERP Software (CD’s containing the named ERP user
license, ESS licenses, database user license, operating manual,
technical documents etc.) for ERP & ESS user licenses (as per
license schedule at Section-12: Delivery Schedule & License Delivery
Schedule).
Resource Deployment Plan:
Resource
Scheduling
The IP shall submit a deployment plan with allocation schedules
of resources identified for different functional modules in scope
during the course of implementation. (as per expected man-power
charter at Section 9: Expected Project Man-Power Requirement
Charter)
Solution Design
Business Process The IP shall leverage the use of Industry based Best Practices
along with Power Utility Sector experts to analyze the existing
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6.2 Technical Requirements for New ERP
Reengineering processes in GUVNL and its subsidiaries and propose a roadmap
involving the radical redesign of core business processes to
achieve dramatic improvements in productivity, cycle times and
quality.
Business Blueprint
Document
Conduct an AS-IS Business process & Information Requirement
study.
Prepare a TO-BE Business Process document along with Gap
Analysis describing how existing processes will be executed post
going live with the ERP SOLUTION and highlight the changes in
the TO-BE processes from the AS-IS process.
Propose solutions workarounds, custom development, interface
with legacy systems, etc. in terms of process changes. This
document must allow easy reference to the AS-IS Process
document.
Solution Development
Solution
Prototype/Conferen
ce Room Pilot
Based on the approved Blueprint, the SI shall prepare a prototype
of the solution and demonstrate the same to GUVNL
Solution Prototype
validation /test
scripts/ CRP
sessions and
validation by
GUVNL nominated
users
The solution prototype should be made available with proper
scripts for validation by GUVNL nominated users. The prototype
validation may go through multiple iterations (often referred to as
Conference Room Pilot session) based on validation feedback.
Solution Prototype
validation / CRP
feedback
Document the feedback received after every round of validation/
CRP and get it signed off by GUVNL nominated users.
Solution Testing
UT, SIT and UAT
Plans
Plan for Unit Testing, System Integration testing and User
Acceptance Testing
Test Scripts for UT,
SIT and UAT
Prepare the SIT, UAT and other test scripts and get them validated
by GUVNL & its subsidiaries. Document the feedback from the
tests. Assist GUVNL & its subsidiaries nominated user to conduct
the tests. Assist GUVNL & its subsidiaries Business Team to
conduct the data conversion test and check for completeness and
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6.2 Technical Requirements for New ERP
correctness. Present the feedback of the SIT, UAT and other tests
to GUVNL & its subsidiaries in a report and presentation to enable
GUVNL & its subsidiaries to decide on the readiness of going live
with the solution.
Additional tests
conducted in
specific areas and
test results
documented
Conduct additional tests and document the results if any changes
are recommended by GUVNL & its subsidiaries after viewing the
results of the tests.
Stabilization
Acceptance Results.
Post Go-Live Test
results.
Conduct a mock-run with production data.
Observe the performance during stabilization period post Go-Live
on a continual basis. Monitor the performance during the PG
period on a continuous basis.
Data Conversion
Data Conversion
Strategy
The IP shall develop the data conversion strategy considering the
Go-Live Plan, data archival and retrieval policy etc
Template for data to
be converted
The IP shall design the data conversion template for data
collection, cleansing and mapping along with conversions scripts
Data conversion
scripts & necessary
documentation
The IP shall prepare the necessary data conversion scripts and
document the same. IP shall identify/provide necessary reports to
facilitate verification of data converted
Data conversion test
plans and test
results
The IP shall execute complete/sample data conversion during the
testing stages and obtain sign off from users in terms of adequacy
and correctness
Data conversion
executed on
Production
The IP will execute data conversion on production instance and
obtain signoff
Training
Training
Requirement Report
Identify training requirements for functional and technical Core
team members and end-users.
Training Plan for
Users
A detailed Training Plan giving details of content, duration and
training material to be provided to different categories of
participants
Training for Hands-on training to core team members on ERP SOLUTION
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6.2 Technical Requirements for New ERP
GUVNL Core
Team Members
configurations, the processes and other applications including
disaster recovery
Certified Functional, Technical, System administration and
Database management training for core team of GUVNL & its
subsidiaries, should be arranged by system integrator before
implementation directly from OEM.
The training has to be conducted at the training facilities decided
by GUVNL & its subsidiaries or at training facility of Utilities as
per the Software product’s proposed in the solution by System
Integrator. The participants of GUVNL & its subsidiaries will be
issued a Certificate from OEM and SI for attending these courses.
Training for
Technical Team
Members
Hands-on training to Technical Team members on ERP
Application, modules including training on system configuration/
database administration, backup & restoration, report development
and maintenance of ERP and other applications.
Continuous Training(fortnightly) during Implementation,
Handholding during “post Go-Live “ Stage, every month
Configured training
environment
A fully configured solution prototype for training end-users.
ERP PRODUCT
Training for end-
users.
Hands-on training to Key Users/Trainers on the configured
solution
The System Integrator along with OEM should propose
comprehensive change management and End User training plan
for adoption of the applications developed/proposed to GUVNL &
its subsidiaries.
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
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
ERP PRODUCT
Training, self-
learning videos and
end user Manuals,
Preparation of ERP Training Manual and end user manuals
keeping in mind the specific requirements of processes and users
at GUVNL. The bidder shall provide CBT (Computer Based
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6.2 Technical Requirements for New ERP
Online help and a
Solution Tutorial
Training) software.
ERP PRODUCT
Systems
Management
Manual
Preparation of ERP Systems Management Manual keeping in
mind the specific configuration of solution implemented
Integration
Integration
Document
Integrate ERP with the standalone applications that will be
developed by GUVNL.
Executing Cut Over
Cut-Over strategy Submit and present the cut-over strategy to GUVNL for their
validation and approval
Strategy for prior
period data build-
up.
Provide the required strategy for building data for the prior period
in case the cut over does not synchronize with the accounting
period (such as beginning of the financial year etc.)
Go-Live Readiness
Result
The IP shall conduct a Go-Live readiness check across multiple
dimensions : People, Process, Location, Data, Technology etc.
Executing cut-over Executing the cutover from the legacy applications to ERP in
accordance with the approved cutover strategy
Transition and Go-live Plan:
System transition
plan
The IP shall provide detailed plan for new system transition viz.
pre-requisites for go-live readiness including:
Black out period
Data/ transaction handling strategy during black out period
Rationalization plan for accounting of transactions posted during such period
Legacy data handling post go-live:
Reporting strategy
for legacy data
GUVNL intends to store legacy historical data (not part of
cutover) in the form of standalone electronic media for future
references.
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6.2 Technical Requirements for New ERP
The IP shall provide a data migration strategy to retain legacy
historical data that can be referred for regulatory requirements and
management reporting in parallel to the ERP solution.
Post Implementation Support
Support for three
years post final
Stabilization
Acceptance
Provide post implementation support for Three years after final
Stabilization Acceptance.
Helpdesk
Management
guidelines
Transfer knowledge and use an ERP Helpdesk, including the
processes to be followed in logging request for assistance,
assigning requests to specific helpdesk individual, recording
resolution and tracking the overall resolution and response time.
Facilitate bug fixing within the time frame and SLA provided by
GUVNL.
Configuration
Document
Configuration document completed in all respects giving details of
configuration for all functionalities with screen shots where
necessary for better understanding
Upgrade and Patch Application
Application
Upgrade Policy.
Provide a detailed upgrade policy for the upgrade (minor as well
as major) of applications being implemented as a part of this ERP
implementation.
Patch Application
Guidelines
Provide a patch application guideline based on the standard
practice and methodology
Tools and knowledgebase
Applications and
tools developed by
IP
Provide list of applications, knowledgebase and tools developed
and successfully implemented by IP for Power Utility industry in
last 5 years
It should be noted that all the submitted deliverables require sign-off by GUVNL before the
IP proceeds further to the next logical step. OEM shall be conducting an audit of the
configured system at different milestones.
6 Communication Plan:
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6.2 Technical Requirements for New ERP
Regarding deployment of dedicated experienced project manager plus functional
staffing and effective communication plan mentioning responsibility of each
individuals participating in the project, the motive and the reason for communication
plan, location where the receiver could find information, the duration and the
frequency of the communication plan, the mechanism which is used to facilitate the
communication, The receivers of the communication. This will specify how project
manager will communicate with project owners, participants and stakeholders
throughout the project.
7 Others:
Barriers and the risks involved with the project.
In-scope and out-of-scope items.
Quality Management Plan.
Availability of resources.
Constraints under which the team will work.
8 Time lines.
Phase I and Phase II of projects must be completed and delivered within the
framework mentioned in “ Section-12: Delivery Schedule & License Delivery Schedule
”from the start date of the projects.
9 Documentation approach and its format to include functional changes as described in above:
Deliverables for New ERP including BI-DW and DR Site.
10 Successful bidder shall have to clearly mention in the project charter regarding the
organizational manpower to be trained in different streams to achieve competency level for
knowledge transfer and handling New ERP independently.
Impart training and define handholding strategy for administrators, technical, functional and
techno-functional organizational. 11 Build capacity of the core team comprising of module wise functional and technical
employees from GUVNL & subsidiaries to reduce the dependability of vendor from
maintenance point of view as well as train them to handle independently future issues if any.
12 GUVNL shall decide about New ERP cutoff Date criteria based on performance and
acceptance of the system and same shall be binding to the successful bidder.
13 Successful bidder shall get their Assessment & review of the implementation design done
from offered OEM product. Successful bidder shall arrange for such audit from OEM. Bidder
shall have to agree to such audit and show readiness to incorporate suggested changes by
OEM if any, emerging out of this review before entering in to Phase II i.e. New ERP
implementation Phase and implement during this project of New ERP.
14 Go-Live
The successful bidder would be responsible for the setting up the production environment
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6.2 Technical Requirements for New ERP
with New ERP to be implemented by him and related interfaces along with data migration
from the existing system.
15 The functionality requirements for each of the modules are given at BPD of this RFP, which
are indicative. However, vendor should include the detailed requirements for each of the
module during business process mapping at the time of implementation.
In order to support the prime functions and other functions, the ERP shall also cover the
following modules either built in the Core module /add on modules.
1. Dashboard for Senior Managers with Business Intelligence, ARR (Annual
Revenue Report)
2. Workflow Management
3. Enterprise Portal
16 Number of Users:
Estimated number of users of the system at GUVNL& its subsidiaries’ s Head Office, Labs,
Stores, Hi-Tech Labs, Sub-Stations, Power Plants, Circle Office, Division & Sub-division,
Sub-Station offices has been assessed at 14000 named ERP user licenses as per Section-12:
Delivery Schedule & License Delivery Schedule to begin with and may go more. The vendor is
requested to quote as per mentioned in Schedule – B Price Break Up For Main Components. It shall
be the decision of GUVNL& its subsidiaries to distribute the user licenses within the
organization covering. There should not be any restriction in use of functions/modules in
each named user license. For Billing and CRM, approximate numbers of consumer in all four
DISCOM is 1.60 Crore and Payroll prepared for all employees of GUVNL and it’s
subsidiaries is more than 52000 employees.
The Supplier shall provide details of number of named user ERP licenses, latest RDBMS,
Cluster, Partition, Development, Testing and other third party, if any, License based on
requirement mentioned in this RFP.
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Assessment and setting up of BI and DW
GUVNL and all its subsidiaries are transacting in e-Urja since last seven years and have tera bytes of data
and there is no analytics is in place for decision making. Historical information is not stored in DW & lies
in OLTP DB. Also, there is a requirement of Dash Boards for the management which is partly being
fulfilled with an adhoc requirement of reporting directly from ERP OLTP database. This is cumbersome
and takes considerable time to process.
Please note that,
In this RFP, GUVNL requires that bidder should provide plan to setup a Business Intelligence and Data
Warehouse with required tools. GUVNL intends to implement and setup BI DW once the successful new
ERP is implement.
The Business and Technical requirements are mentioned below.
Business Requirements and
Technical Requirements.
6.3 Business Requirements for Data Warehouse and Business Intelligence
6.3 Business Requirements for Assessment and setting up Data Warehouse and Business
Intelligence
1 With the successful implement of new ERP at GUVNL and all its subsidiaries, setup a
consistent foundational Enterprise Data Warehouse (EDW) for GUVNL and all its subsidiaries
that would optimize for management reporting, analysis and generate Business Intelligence
environment. Implement the same for Decision Support System (DSS), reporting / analysis /
comparison needs of GUVNL and all its subsidiaries.
2 To deploy a dedicated competent team with good potential and having large sized work
experience for setting up data warehouse and implement BI and analytical tools.
3 Data extracted from existing e-Urja (ERP), R-APDRP and New ERP as well as custom
application database must be cleansed and transformed to Data Warehouse by using
appropriate standard ETL process / customized ETL process. For cleansing the Master and
Transactional data from ERP + custom modules, respective subsidiary of GUVNL would
extend help in this regard. Successful Bidder should consider existing data as one of the source
to the Data Warehouse data.
4 Change Data capture integration / management has to be defined as the total process of finding
records that have changed in a transaction system, and applying those changes to a data
warehouse, such that these changes might be tracked in a reporting system. This must be
scheduled daily in batch process by mutual discussions. Better approach rather than this may
be indicated by bidder. In no case, inconsistent data would be allowed by GUVNL. Change
data capture should capture data for three different events New data, Change data, Deleted
data. 5 Systems security of EDW must be narrated by Bidder during its assessment phase.
6 Industry standard purging policy in an ERP environment plus BI DW must be narrated with
mechanisms in the assessment phase. Bidder should ensure that ERP environment data is
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6.3 Business Requirements for Assessment and setting up Data Warehouse and Business
Intelligence
usually purged, or is archived as per the company policy.
7 Successful bidder should ensure testing the data warehouse in batches that are in-line with the
batches of data loading. Also, reconciliation of data should be ensured for its correctness and
consistency in a data warehouse. 8 Bidder should also ensure that newly built data warehouse is acceptable to the users. Audit logs
that include may be Time/date stamp, Length of time in record, who accessed, and for how
long, Monthly/weekly/daily Transaction Volume etc. 9 Support robust knowledge transfer processes for all aspects of the DW/BI solution to staff of
GUVNL and its subsidiaries (the organizational team) so as to independently handle
administrative, technical and operational work (users).
10 Successful bidder shall to keep each & every record, logs of the proceedings of the each phases
of the project in writing company wise to avoid any debatable issues of delaying the project on
accounts of reasons attributable to both the sides i.e. SI as well as clients.
11 Implementation Warranty and AMC:
[For only during implementation warranty] The successful bidder shall provide a
comprehensive onsite implementation warranty for a duration of 6months after the
“Go-Live” date. (During warranty period whole team should be available on site).
In the context of BI-DW version implemented at GUVNL and all its subsidiaries, the
successful bidder shall obtain product software upgrades, maintenance releases and
necessary patches and bug fixes released related to bugs/ issues detected in the product
from Support provided by OEM including database. This shall be applied within 15
days of their availability in consultation with GUVNL. Product updates activity shall be
under this AMC without any commercials. (All Rollup, CPU, Patches.)
The patches shall be tested by the Level 2/3 support team in Development environment
first and subsequently UAT will be done by the end users in the Testing environment
before they are implemented in production.
GUVNL shall promptly notify the successful bidder in writing of any claims arising
under this warranty. Upon receipt of such notice, the successful bidder shall, within the
warranty period and with all reasonable speed, resolve the defects from any upgraded
modules, without costs to GUVNL and any its subsidiaries within time specified and
acceptable to GUVNL.
The successful bidder should provide the relevant documentation defined as
deliverables as a part of project charter in this RFP.
The successful bidder shall accept new Change Requests for enhancing the
functionality of the BI-DW as per the end users requirements. All such requests would
be handled by a Change Management process without any commercial impact to
GUVNL under warranty and AMC period as well.
The patches should be tested by the Level 2/3 support team of SI in Development
environment and subsequently UAT will be done by the end users in the Testing
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6.3 Business Requirements for Assessment and setting up Data Warehouse and Business
Intelligence
environment before they are implemented in production.
Level 2/3 fixes will be tested by the Level 2/3 support team of SI in Development
environment and subsequently UAT will be done by the end users in the Test
environment before they are implemented in production.
This warranty phase would be considered completed only when all issues reported to
the Level 1 and Level 2/3 support teams of SI respectively during the duration of the
warranty, have been resolved and implemented in production. Failing to which,
warranty period would be extended to the same extent. After completion of warranty
period, AMC will commence.
6.4 Technical Requirements for Data Warehouse and Business Intelligence
6.4 Technical Requirements for Assessment and setting up Data Warehouse and Business
Intelligence
1 Successful bidder shall recommend the relevant products, standard ETL processes and suggest
custom ETL process, if any required and OLAP tools with license requirements for setting up
the requirement of Data warehouse and related Business Intelligence for performing queries,
analysis, reporting along with centrally monitoring applications and RDBMS. Also, provide
terminology services to standardize data by mapping to existing standards before it is fed into
the DW.
2 Successful bidder shall indicate industry standard BI-DW tools suitable for offered ERP plus
custom modules, if any, and its licensing requirements in the project charter. It shall be part of
this RFP. Commercial for the same shall be bundled in Price schedule B.
2 As there are voluminous transactions in applications like Utility Billing (LT, HT) involving
billing , revenue collection and its accounting , ERP applications as well as third party
applications, successful bidder must suggest and implement best DW and BI design with
relevant tools including database. 3 Data Warehouse (DW) design shall be as per industry standard, flexible, scalable from the
beginning to support expansions / upgrade and must be approved by GUVNL in – principal,
before beginning of actual physical works.
4 Develop data marts based on surveying specific needs of GUVNL and all its subsidiaries. DW
ideally should also have provision for managing historical data and its design should include
business data models, star schemas, Data mappings from source systems etc.
5 Describe in detail, Data Mart development methodology, overall system functionality and
flexibility, including ease of use and support for loading multiple Data Marts. Include the
process and frequency of the data refresh. 6 Custom Partitioning used must enhance the data management environment for BI DW by
adding significant manageability, availability, and performance capabilities to large underlying
database tables and indexes used by OEM in its product (using relative merits of range, list,
hash, composite partitioning etc.) and provide additional performance out of existing database
solution.
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6.4 Technical Requirements for Assessment and setting up Data Warehouse and Business
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This also should add significant manageability, availability, and performance capabilities to
large underlying database tables and indexes used, retaining a single application-level view of
the data.
7 Successful bidder shall use best practices for Information Lifecycle Management (ILM) for
data storage (DW) and provide solution for Purging and must show additional performance out
of existing database.
8 Describe approach to error reporting and resolution, particularly where errors are resolved at
different levels like Standard data consistency checks, Standard data format checks , Process
for error resolution , Internal data compatibility checks etc.
9 Successful bidder shall ensure that Data warehouse and Business Intelligence is designed and
built for performance objective.
10 DW should allow cross-functional area analysis and comparisons for better decision-making.
Input provision in DW also should be kept for comparison.
11 Successful bidder should ensure testing the data warehouse in batches that are in-line with the
batches of data loading. Also, reconciliation of data should be ensured for its correctness and
consistency in a data warehouse.
12 Bidder should also ensure that newly built data warehouse is acceptable to the users. Audit logs
that include may be Time/date stamp, Length of time in record, who accessed, and for how
long, Monthly/weekly/daily Transaction Volume etc.
13 Successful bidder shall have to clearly mention in the project charter regarding the
organizational manpower to be trained in different categories along with pre-requisite
qualifications, competency level for knowledge transfer and handling BI DW independently.
14 Support robust knowledge transfer processes for all aspects of the DW/BI solution.
15 Conduct Product Architecture training from experts in BI DW in the areas of implemented
architectures, BI Categories - Reporting to Analytics, OLAP Architectures, Data modeling
concepts, Data Integration Framework (DIF), History of Accessing, Reporting And Analyzing
Data, Processes: Transforming data to information, Process management, Data Warehouse,
Data Marts, Operational Data Stores, Cubes, Deployment & Operational Tools.
Provide e-Learning content for BI DW for conducting one to one or one to many faculties less
class room training sessions for end users.
16 Testing data warehouse in batches for data loading, reconciliation of data loaded in a data
warehouse for its correctness and consistency, newly built data warehouse acceptance from
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6.4 Technical Requirements for Assessment and setting up Data Warehouse and Business
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users of all subsidiaries.
Go-live for all above.
17 BI DW Plan:
Phase I: Assessment Phase.
Project charter shall include
BI DW tools, licensing requirements along with required time frame for
development of the same for implementing BI DW.
Implementing and setting up stage wise BI DW considering existing systems of
GUVNL, scope of work of this RFP.
a) AS-IS (with approvals),
b) TO-BE (with approvals),
c) Mappings documents (with approvals),
A thorough analysis of the reporting needs of all subsidiaries of GUVNL including
overall consolidated requirements of management dashboards and each module wise
requirements of dash Boards depicting critical MIS information.
Study, assessment of Business requirement in all subsidiaries with a submission of
design of DW & implementation plan for BI.
Other areas bidder deems relevant.
Phase II: Setup & Implement BI, DW
1. Carrying out setups of DW, all ETL processes, integration with ERP, Utility Billing
and all third party applications including legacies if any.
2. Building up Data warehouse and implement Business intelligence for entire end to
end IT solution of GUVNL & all its subsidiaries and integrating with New ERP for
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6.4 Technical Requirements for Assessment and setting up Data Warehouse and Business
Intelligence
incremental archival as well as formation of purging policies in consultation with
GUVNL management after successful implement and acceptance of new ERP from
GUVNL.
3. All company Test Management Plan (Unit, System and UAT). After acceptance of
successful testing.
4. Prima facie Documents submission with specific products / Data marts, processes,
services and customizations, the project will provide (Overall Design, configuration
docs, customized objects etc.).
5. All company Conference Room Pilot (CRP) reports, all company UAT Report with
submission of final documents.
6. All company integration UAT Report with submission of final documents along
with module wise e-Learning content preferably in local language on external
media.
7. Go-live.
System would be put into use with a declared Go-Live Date. After acceptance of
one month all statutory reports, acceptance of dashboards obtained from the system
in a post Go-Live scenario and with the satisfactory performance level of the
system, project would head towards end.
8. Conducting successful training in all areas as per project charter. Successful
completion of Knowledge Transfer (KT with shadow, non-shadow period as per
project charter) to the GUVNL and subsidiaries team, maintenance support systems
integrator if any. Handing over all software on physical media with inventory to
GUVNL provided by GUVNL at the start of the project.
9. Handing of all IPR (Intellectual property Rights) including all custom code with
Database objects depicting entity relationship diagrams (well documented and
printed on A4 size pages plus on media which can be edited).
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Annual Maintenance Support to New ERP Including BI-DW, DR Site
GUVNL intends to have a project charter from the bidders for comprehensive support and maintenance options for entire implementation of New ERP along with the maintenance support charges combined for a period of three years in the schedule – B (Price Bid Part -B)of this RFP and may be applicable after completion of stabilization period of warranty. The Business and Technical requirements for comprehensive support and maintenance for New ERP are mentioned below.
Business Requirements and
Technical Requirements.
6.5 Business Requirements - AMC for New ERP Including BI-DW, DR Site
6.5 Business Requirements for Annual Maintenance Support (AMC)
1 The implementation of comprehensive maintenance support shall commence after the successful completion of the warranty and stabilization phase and would continue for a period of 3 years thereafter for entire implementation of New ERP by IP for GUVNL and all its subsidiaries.
2 Successful bidder shall deploy manpower (as per expected man-power requirement charter in Section 9: Expected Project Man-Power Requirement Charter) in numbers comprising of technical, functional and various administrator qualified and experienced as per proposal content in Section 9: Expected Project Man-Power Requirement Charter. Client shall have authority to check the competency level of staff provided by the bidder and have rights to accept / reject the candidate. This shall also remain applicable for subsequent deployment of maintenance support staff. Successful bidder shall indicate above while providing their project charter for comprehensive maintenance support task of New ERP including BI-DW, DR Site for end to end IT solution catered to GUVNL and all its subsidiaries
3 The successful bidder shall support New ERP including BI-DW, DR Site / all 3rd party custom solutions plus Database implemented at GUVNL for GUVNL and all its subsidiaries. GUVNL may or may not choose to upgrade the version of the product depending on the additional functionality & features offered while obtaining product software upgrades, maintenance releases and necessary patches from OMS time to time (All Rollup, ATG, CPU, Patches). Successful bidder shall support deployed or upgraded version during the span of their product maintenance support period.
4 The successful bidder shall be responsible for dedicated Level 1 (Helpdesk), Level 2 (Configuration) support and Level 3 (Code Change) support for resolving issues at project location during the comprehensive AMC period for entire New ERP Including BI-DW, DR Site.
5 The Level 2/3 support for New ERP Including BI-DW, DR Site products / 3rd party custom
solutions would be 8 x 6 support (including holidays) from 10:00 AM through 6:30 PM IST.
However, GUVNL has rights to change the timing as per business timing change in future, the
successful bidder shall be bind to future change in timing.
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6.5 Business Requirements for Annual Maintenance Support (AMC)
6 The successful bidder shall provide contact numbers, email addresses, escalation matrix of a
dedicated support team. GUVNL shall be kept informed well in advance in case any changes are being made in the support contact.
7 Deliverables as a part of Annual Maintenance Support to New ERP:
The successful bidder shall update & provide the relevant documentation as a part of deliverables as defined in Technical requirements of New ERP mentioned in Scope of work of this RFP even under Implementation Warranty & AMC Support: Deliverables by Maintenance Support vendor on month basis
IP shall submit certificate from all company CNOs, Monthly list of problems reports (Issue Tracker), the Helpdesk ticket analysis with all status, Change Request status and status of all service requests logged with Offered OEM Product for every month with a presentation and any other issues if IP wants to address in a bimonthly meeting with all CNOs. Additionally, IP may share their comments on quality of tickets, any major issues encountered & resolved, operational difficulties and adoption of best practices to help in reducing the tickets volume further.
Successful bidder shall obtain compliance to SLA regarding applications and Database certified from GUVNL, IT.
A bimonthly meeting of all CNOs, Module owners would be held at GUVNL on a regular basis. Minutes of meeting (MoM) shall be drawn and it would serve the basis for releasing maintenance support charges for the months involved to the successful bidder.
All changes, customization, setup configuration done by IP should be properly documented and its detail along with source code be provided to client every month. User manual for each module should be updated every month for any changes that is being done during the month and revised user manual, standard operating procedures’ patches are provided to GUVNL and all its subsidiaries for all such changes every month.
Terminalmonth’spaymentatthetimeofexpiryofcontractshallbemadeonlyuponthe resolutionofallpendingissuesandonhandoverofthesourcecode,custom-code,database structures with entity relationship under Intellectual Property Rights (IPR) acquired during the contract etc.as per standard industry practice.
Deliverables for quarter-end month Payments “The Help Desk Tickets, SLA Compliance Reports & Change Request Reports of all the three months of respective quarter will be discussed at the Quarterly meeting of CNO/CMG conveners, & MOM may be drawn. The certificate from all CNOs for satisfactory resolution of the issues shall be obtained for payment of the concluding month of the relevant quarter. Any Open Issues, either with reference to the issue tracker or Change request, shall be rolled over to the next quarter and to be resolved by Quarterly Review committee, subject to the issues referred to Quarterly Review committee meetings (CQRM).
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However if rolled over issues also include the open issues older than one quarter, no further payment shall be made until they are resolved. IP shall submit the invoices for the quarter-end month along with above deliverables, with CNO’s certificate. This shall be the procedure for release of quarter-end month payments. IP shall submit invoice along with details of the Helpdesk Issue reports in the form of Softcopy (C.D. Media) and Hardcopy of summary of Helpdesk and SLA reports.”
Maintenance of Technical Documents IP shall maintain and share sops of each module and also maintain and share the technical repository of the entire change management procedure which they may undergo. In case of non-existence of any relevant document of any module, IP should prepare the same and update on monthly basis.
8 GUVNL and any of its subsidiaries shall promptly notify the successful bidder in writing of any claims arising under software product maintenance support. Upon receipt of such notice, the successful bidder shall, within the product maintenance support period and with all reasonable speed, resolve the issue without costs to GUVNL and within time specified in the contract and acceptable to GUVNL.
9 If the successful bidder, having been notified, fails to remedy the defect(s) within the period
specified in the notice / contract, penalties if any for Monthly Maintenance Support charges
shall attract as per SLA mentioned in Section-10: Service Level Agreement .
Additionally, GUVNL at its own discretion, may proceed to take reasonable remedial actions as may be necessary, at the successful bidder‘s risk and expense and without prejudice to any other rights, which GUVNL may have against the bidder under the contract.
10 The successful bidder, during this phase of AMC, should accept new Change Requests for enhancing the functionality of the product as per the end users requirements fulfilling change management as mentioned in Technical requirements of AMC without any commercial implications.
11 This AMC phase shall be considered completed only when all issues reported to the Level 1 and Level 2/3 support teams respectively during the maintenance support period, have been resolved and implemented in production even though the period of support has expired.
12 Training: The successful bidder shall be responsible for module wise training and evaluating:
End Users of GUVNL and all its subsidiaries. Administrators and Super Users of GUVNL and all its subsidiaries.
The successful bidder shall hold class room training of modules once in quarter. Infrastructure would be arranged by GUVNL. Above training shall be carried out using Testing environment. The successful bidder shall be responsible for setting up the Testing environment with the relevant test data for all modules maintained by him.
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6.5 Business Requirements for Annual Maintenance Support (AMC)
The successful bidder shall update e-Learning soft content for each module which is envisaged to prepare in the New Proposed ERP.
All administrator and super user training shall be carried out in the Development environment. The successful bidder shall be responsible for setting up the Development environment with the relevant test data. Successful bidder shall facilitate the framing up of a course by providing the necessary course materials (presentations, courseware, evaluation procedure etc.) for products maintained by him. Training and evaluation material has to be specific to the implementation and should cover the customizations carried out to the product from time to time. Integration of the project: For seamless integration with retained R-APDRP modules and other applications, please refer to no. 6.1 sr. no. 11 of business requirements for New ERP.
13 Successful bidder shall keep company wise each & every record, logs of the proceedings of the each phases of the project in writing to avoid any debatable issues of delaying the project on accounts of reasons attributable to both the sides i.e. SI as well as clients.
14 Successful bidder shall get the system audit done from OEM on its own once in a year in respect of Applications (Design aspects, customizations etc.) plus Database audit for performance and shall submit report to GUVNL.
15 Successful bidder shall incorporate all the audit suggestions made by OEM in the system without any financial implication to GUVNL.
16 Maintenance Support to New Proposed ERP& maintaining SLAs for Help Desk Tickets, Applications & Database: The requirements mentioned at Section-10: Service Level Agreement and Section 6 – Scope of Work of business requirements of this RFP will be under the scope of AMC.
17 All change inquiries and requests should be reported to GUVNL management on a regular
basis. The successful bidder should ensure that timely reports should reach to GUVNL
management. In case of any delay to meet with required SLAs attributable, considering all
assumptions and dependencies and subject to approval of bimonthly reviews by CNOs, module
owners, successful bidder should ascertain that open changes are managed and closed out
promptly without any cost.
18 GUVNL Responsibilities 18.1 Functional Overview: - To provide a business process details in each area of business and resolution of help desk
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6.5 Business Requirements for Annual Maintenance Support (AMC)
tickets and queries by L0 and L1 process champions encountered by end users throughout
GUVNL and all its subsidiaries. This includes the following specific responsibilities:
a) Provision of a Help-Desk or similar facility
b) CMGConveners/Supervisorsareownersoftheirrespectivemodulesandshall
provide prioritization of tasks to successful bidder. Successful bidder shall allocate
and distribute the work across their team.
c) Extracting information from end users as per successful bidder specified list of
questions if any.
d) Timely referral of faults to successful bidder as per HelpDesk method.
e) Fault resolution monitoring, and production and distribution of Service Level
Monitoring reports as and when required.
f) Successful bidder shall deploy adequate man-power as per Section 9: Expected Project
Man-Power Requirement Charter
18.2 Hours of Operation: -
GUVNL Help / Support Service will operate on normal working hours, however, in case of
exigencies, these normal working hours shall not be observed and such support needs to be
provided as and when required. 19 Successful Bidder Responsibilities: -
Successful Bidder shall provide the services as per the scope mentioned in the work order
entrusted, Section-10: Service Level Agreementand Section 6 – Scope of Work of business requirements of this RFP. Successful Bidder shall also extend support to the Disaster Recovery
site and keep all Applications and Database in synchronization with primary site whenever and
wherever GUVNL setups its Disaster Recovery site.
In the event of any personnel of the maintenance support team being required to travel to
locations other than Vadodara, the travel, lodging and boarding arrangements will be made by
GUVNL as per the company’s rules and regulations. In case if such arrangement is not made,
Successful Bidder shall arrange the same on their own as per GUVNL standards and GUVNL
shall reimburse the cost to Successful Bidder against submission of documentary evidence
including the regret letter from the subsidiary company expressing its inability to make the
required arrangement.
Maintenance Support team from Successful Bidder shall form a core team of functional and
technical consultants plus DBAs to interact with the core functional team from GUVNL and its
subsidiaries. For any issue resolutions, a forum of interaction shall have to be made between the
two respective teams (Successful Bidder & GUVNL super-users / process champions) related to
the specific areas.
Over and above functional overview mentioned herein above, Successful Bidder shall also be
responsible for the followings:
a) Fixingofbugs/problemsreportedincustomcomponentsdevelopedormaintained by
Successful Bidder shall be limited to associate change of code (if any).
b) For problems related to Offered OEM ERP Applications, GUVNL team will
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6.5 Business Requirements for Annual Maintenance Support (AMC)
approach Successful Bidder team, who in turn will communicate with OEM on
problem resolution. Maintenance Support partner shall do needful follow up
with OEM / other related service provider
c) Successful Bidder team shall perform the necessary changes in development
environment, carry out testing in the Test environment and deploy the same in
Production instance once GUVNL approves the changes. GUVNL will provide
necessary server access with OEM ERP Applications on development, Test and
Production environments.
6.6 Technical Requirements – AMC for New ERP Including BI-DW, DR Site
6.6 Technical Requirements for Annual Maintenance Support (AMC)
1 The requirements mentioned at no 6.2 serial numbers 1 to 3 of technical requirements of RFP shall be under the scope of AMC.
2 Successful bidder shall perform all technical activities to keep OEM product keep running with satisfactory performance.
3 OVERALL OEM PRODUCT APPLICATIONS AND DATABASE MAINTENANCE AND BACKUP
Successful bidder shall design the backup strategy in consent with GUVNL to maintain
and restore application and Database tier of the system. However current backup
strategy narrated at Annexure L – Existing Data Backup Policy
Should a failure occur requiring a rebuild of the server, the overall activity shall include
comprehensive maintenance support of backup management software including
underlying OS on which the same is hosted.
Currently IBM Tivoli is used for backup of e-Urja data. Bidder should clearly spell out
if any third party or native software licenses require for offered OEM product.
4 Organizational Maintenance Team
Organization has a small team of IT persons from subsidiaries whose capacities have
been built to some extent. Successful Bidder shall have to evaluate them and further
train, build, handhold the in-house teams and groom to utilize their capacity on the job,
right from the day one of the maintenance support so that some part of maintenance
support can handled by them for which necessary access in the system shall to be given
to them. However, successful bidder shall carry overall responsibility.
Bidder shall also train client team on development of reports, configuration of setups
and other skill set as directed by client for reduction in maintenance support
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6.6 Technical Requirements for Annual Maintenance Support (AMC)
requirement.
6 Deliverables by Maintenance Support vendor on month basis
Successful bidder shall submit certificate from all company CNOs, the Helpdesk ticket
analysis with all status, Change Request status and status of all service requests logged
with OEM Oracle for every month with a presentation and any other issues if bidder
wants to address in a bimonthly meeting with all CNOs. Additionally, successful
bidder may share their comments on quality of tickets, any major issues encountered &
resolved, operational difficulties and adoption of best practices to help in reducing the
tickets volume further.
Successful bidder shall obtain compliance to SLA regarding applications and Database
certified from GUVNL, IT.
A bimonthly meeting of all CNOs, Module owners would be held at GUVNL,
Vadodara on a regular basis. Minutes of meeting (MoM) shall be drawn and it would
serve the basis for releasing maintenance support charges for the months involved to the
successful bidder.
7 Penalties if any for Monthly Maintenance Support charges shall be as per SLA
mentioned in Section-10: Service Level Agreement.
8 Change Management: 1) Since the Utility Billing is dynamic in nature for the Distribution companies, the tariff
revisions as and when directed by Gujarat Electricity Regulatory Commission (GERC) and any subsequent modifications under tariff revisions, shall immediately be taken up for incorporation in the system by the successful bidder as a part of their comprehensive maintenance support without any commercials.
2) Any employee pay revisions or ad-hoc payments as and when declared globally for all
companies shall also be taken shall immediately be taken up for incorporation in the system by the successful bidder as a part of their comprehensive maintenance support without any commercials.
3) Any reporting requirement, for which data exist in any form in any schema of the
Database, shall be fulfilled by the successful bidder as a part of providing comprehensive maintenance support without any commercials.
4) Any inevitable changes to the existing functionality involving less than or equal to five man days efforts shall have to be done by successful bidder as a part of providing comprehensive maintenance support without any commercials.
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6.6 Technical Requirements for Annual Maintenance Support (AMC)
5) A change required into the system due to the change in the business process within the organization, successful bidder shall have to explore the required change in the functionality with respect to the built in functionality of the core product.If the requirement cannot be mapped directly or indirectly on the functionality of the product and customization is involved then successful bidder shall suggest adopting industry standard best practice with pros and cons to avoid a change in the system otherwise, it may be considered as Change Request and shall follow change management procedure.
6) During AMC period, No payment towards the change request shall be made being part
of Comprehensive AMC. However GUVNL will endeavor to minimize such change request to the extent of inevitability.
9 Change Management Procedure:
1) For Change requests, Module owner team in consultation with Change
Management Convener (CMG) shall prepare and submit a final business process change document by describing clear logical flow indicating all business policies after following several internal discussions with the related officials of all the subsidiaries regarding the functionality which they would like to bring it into the system & freeze the requirement after consulting all the subsidiaries.
2) Successful bidder for Maintenance support shall study the business process change
document, analyze the subject, suggest best practices with pros, cones & submit actual effort estimate in man days after consulting their center of excellence. Bidder may enclose additional documents. This shall be vetted by either GUVNL’s project consultant or any other governing body decided / nominated by GUVNL.
3) Administrative approval shall be sought from steering Committee (Governance
Body) for the change requested.
4) Allocation of change Request to successful bidder. 5) For any customization as a part of change request, successful Bidder shall prepare
and subsequently update documents i.e. Overall Module Design extensions, Technical Document design extensions, Testing Document Design, Migration/User Training Document, Conversion of Functional and Document etc.
Successful Bidder shall also update appropriate documents like Business Process
Architecture (BP), Business Requirements Mapping, Application and Technical
Architecture (TA), Module Design and Build (MD), Documentation (DO), Business
System Testing (TE), Programming Coding change shall have to be submitted to
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6.6 Technical Requirements for Annual Maintenance Support (AMC)
GUVNL in monthly reports along with its soft copy.
6) Successful bidder shall get the same tested in development environment and UAT done from module owners in testing environment and deploy the successful change in production environment within man days specified in Change Request (CR).
Penalties if any for Change Request (CR):
Penalty shall be applied @ Rs.5000/- per day if CR is deployed in production
environment beyond 30 days over committed effort estimated days.
10 Service Level Targets
TASK-1: OVERALL OFFERED OEM PRODUCT APPLICATIONS AND DATABASE MAINTENANCE
AND BACKUP
Successful Bidder shall maintain backup strategy with zero percentage data loss. In case
of application and Database failure, it requires rebuilding of the system. This would
include critical updates and patches required to optimize the performance of the system.
TASK 2 –OFFERED OEM PRODUCT DATABASE MAINTENANCE AND BACKUP
Successful Bidder shall continue the existing backup strategy as narrated in Annexure L –
Existing Data Backup Policy or improve it with consent to GUVNL to maintain and restore
the Offered OEM Product Database. In case of Database failure, it requires rebuilding
of the system. Maintenance of the Offered OEM Product database would also include
all the work of databases required for optimizing the performance of the system.
TASK 3 - OFFERED OEM APPLICATION MAINTENANCE, BACKUP AND SUPPORT
Successful Bidder shall continue the existing backup strategy as narrated in Annexure L –
Existing Data Backup Policy or improve it with consent to GUVNL to maintain and restore
the Offered OEM Applications. In case of Database failure, it requires rebuilding of the
system. Maintenance of the Offered OEM Applications would include patching of any
application module required to optimize functionality required by GUVNL and all its
subsidiary companies.
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6.6 Technical Requirements for Annual Maintenance Support (AMC)
TASK 4 - ORACLE INSTANCE MAINTENANCE
Successful Bidder shall use an OEM Product supported strategy to clone the production
instance to the development instance on at least fortnight basis.
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6.7 Quality Review and Audit by the ERP product vendor
The ERP implementation at GUVNL &its subsidiaries is to be audited / reviewed on continuous basis by
the ERP Product vendor for ensuring proper, smooth and timely implementation as per the requirement of
GUVNL & its subsidiaries. The IP shall provide details of the Quality Assurance Plan envisaged for the
implementation of ERP system in the project plan. The cost involved in the above is to be borne by the IP.
The ERP Product vendor will depute one Senior Manager on at least 5 days each month basis on mutually
agreed days at GUVNL & its subsidiaries site during the entire period of ERP implementation (starting
from project definition stage till Go-Live acceptance stage) for ensuring smooth, proper and timely
implementation of ERP system at GUVNL & its subsidiaries. The Manager deputed for this purpose
should possess at least 2 end-to-end ERP implementation cycle experience as project manager in a power
utilities industry. Also representatives from ERP Product vendor will be members of the Steering
Committee to be formed at GUVNL & its subsidiaries for the constant review and monitoring of the ERP
implementation at GUVNL &its subsidiaries. The Quality Review Group proposed to be formed at
GUVNL &its subsidiaries shall comprise representatives of GUVNL & its subsidiaries, ERP Product
vendor, Implementation Partner and the Consultant.
The envisaged responsibilities of ERP Product vendor for the ERP implementation project at GUVNL &
its subsidiaries are as follows:
4.7.1 Project review and monitoring
a) Communicating the project status & risk to top management
b) Establish Project Standards, Methodologies & Tools
c) Participate in Steering Committee meetings
d) Drive Quality Review process
4.7.2 Monitor Quality of Project’s Progress
a) Review Business Blueprinting prepared by IP
b) Prepare Quality Review Strategy & Plan
c) Suggest Review recommendations and update Steering Committee
d) Periodic review of Project status, Plans and Progress
e) Participate in select project meetings
4.7.3 Monitor Quality of Go Live and Stabilization
a) Review ERP system Go live readiness
b) Review to ensure smooth handover
c) Review system maintenance procedure
d) Study Post Go-Live status and submit report to GUVNL & it’s subsidiaries
Apart ERP Product vendor shall perform Audit service as per the scope of work specified in the tender
document and submit Audit report/Audit observations on ERP implementation to the steering committee
from time to time including audit report/observations to be submitted, one after the Business Blue print
and the other after the Go-Live of the ERP system. The man-days for these Audits together should be 30
man-days. (The bidders will have to submit a confirmation with regard to above, from ERP Product
vendor on their Letter head signed by their authorized signatory and enclosed with technical bid).
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6.8 Infrastructure Scope
Existing ERP running on H/w setup is mentioned at Annexure L with its installed capacity. For
Development, GUVNL will procure additional hardware-licenses as per maximum capacity mentioned in
Annexure I – Existing H/W Details of E-Urja &R-APDRP “1. E-Urja – Primary Site” for development.
GUVNL shall provide p8 servers h/w facility for the development for which the bidder need to pre-
intimate at least 60 days in advance, so GUVNL will procure h/w license for installed additional core in P8
servers. Apart from development servers, no other development environment like desktop, office
infrastructure, printer etc. will provide by GUVNL. Bidder have to make own arrangement which include
seating & IT infrastructure arrangement for their developers and other staff office within range of
Vadodara Municipal Corporatation Limit. GUVNL will provide lease line between GUVNL – Corporate and
Successful bidder office in Vadodara.
Further, GUVNL has total expansion capability of 192 nos. of core in the existing IBM Power 8 setup.
There for bidder is requested to consider part of the expansion capacity for development and balance for
the production environment.
Bidder need to clearly spell out any further h/w requirement for full fledge production roll-out for nos. of
instance, application size, ERP modules, database, GUVNL & its subsidiaries user and load growth, high
availability requirement, disaster recovery requirement and maintaining performance parameter till
three years of AMC period.
Bidders need to consider vertical and horizontal scalability as the suggested infrastructure needs to scale
based on user or business volumes, on the same infrastructure with additional components such as
processors, memory etc.
Bidder will provide detailed infrastructure sizing calculations to meet GUVNL & its subsidiaries
requirements.
Bidder needs to ensure that the detailed infrastructure sizing is appropriate for GUVNL & its subsidiaries
(without under or over sizing) and approved by the ERP OEM.
For sizing purposes, empirical third party reports / evidence would be required in the form of
benchmarks on that class of infrastructure with the suggested processors / components for the proposed
ERP solution to accept the hardware sizing calculations.
Post Hardware Sizing and specification preparation the bidder should also help in a RFP to enable
GUVNL & its subsidiaries to procure all the required goods and services for hardware infrastructure.
Bidder will help GUVNL & its subsidiaries in checking the goods during delivery of the same. It should be
noted that the Hardware Sizing and specification should be prepared in such a way that atleast three
OEM’s equipment meet the technical requirements.
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6.9 Disaster Recovery (DR) Site
Prima facie GUVNL & its subsidiaries like to setup DR for Business Intelligence, Data Warehouse
and Reporting purpose along with the offered OEM product DR, then also GUVNL & its
subsidiaries is open for any optimum solution/architecture depends on offered product solution
as part of optimum utilize DR Infrastructure.
For that GUVNL & its subsidiaries wants Primary Site and Disaster Recovery Site in Active-Passive
state
The Successful bidder need to submit Technical Approach and Methodology and get it approved
from GUVNL as part of Technical Proposal which mention architecture and design of the DR site,
mock drill schedule and disaster recovery plan prior to implement DR Site. All the manuals shall
be in English and the documentations should be clearly indicative of the overall solution with
architecture diagram.
Successful bidder have to supply, install, configure and implement disaster recovery site(DR Site)
which cater replica of all o/s, Applications & Database of primary site with Active-Passive state of
Primary Site and Disaster Recovery Site i.e. new ERP with RPO(Recovery Point Objective) and
RTO(Recovery Time Objective) of real-time, in case some modules need to maintain Active-
Passive mode RPO(Recovery Point Objective) is 15 minutes and RTO(Recovery Time Objective) is
4 Hrs.
Database should support native automated disaster recovery capability with seamless switch
over and switch back between primary and disaster recovery sites. Also it should maintain
transaction consistency.
Current location of DR site is Ahmedabad however it may change or we may go for cloud in future. Further, all technical activities such as installation, configuration and migration related to Data Centre and Disaster Recovery at locations determined by GUVNL covered under the scope.
The Successful Bidder Shall also give a detailed report regarding the Network Bandwidth required
at data centre and Disaster recovery centre.
Successful Implementation Partner need to suggest suitable hardware and its sizing require to
cater 100% primary (data centre) site load in case of failure of primary site on the disaster
recovery centre to GUVNL. Even during normal business time GUVNL & its subsidiaries like to
actively utilized DR Site for business purpose.
DC-DR CENTER (DRC) FAILOVER DRILL FOR ERP APPLICATIONS
The IP should conduct the DC-DR drill twice in a year for the entire project period in consultation
with GUVNL & its subsidiaries authority. IP should provide notice to the GUVNL & its subsidiaries
authority in one-month advance to finalize the date & time. During failover test, the entire
GUVNL:IPDS
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system should run from DRC for at least one business day without any such system failure. The
next business day, failback process shall be performed. During the drill SI should ensure that, no
such data loss, application failure/ system failure.
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Section 7: Blank
Intentionally kept blank
GUVNL:IPDS
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Section 8: Business Process Document for New ERP
Following is the list of the Business Process Document (BPD) prepared by GUVNL and its subsidiaries
functional champions. Bidder has to develop new ERP as per BPD mentioned below with Section 6 –
Scope of Work mentioned elsewhere in this document RFP.
Process Name File Name Size (KB)
Ash Process IPDS_FINAL_GSECL_ASH.pdf 192
Coal Process IPDS_FINAL_GSECL_COAL.pdf 235
CRM Process Discom IPDS_FINAL_DISCOM_CRM.pdf 581
Billing Process Discom IPDS_FINAL_DISCOM_BILLING.pdf 349
EAM Flowchart IPDS_FINAL_EAM_FLOWCHART.pdf 244
EAM GETCO Process IPDS_FINAL_EAM_GETCO.pdf 528
EAM GSECL FRS IPDS_FINAL_GSECL_EAM_FRS.pdf 7848
EAM GSECL Process IPDS_FINAL_GSECL_EAM_BPD.pdf 62
EAM Process IPDS_FINAL_EAM_BPD.pdf 269
Engineering GETCO IPDS_FINAL_ENG_GETCO.pdf 352
Finance Process IPDS_FINAL_ALL_FINANCE_FRS.pdf 201
Fuel Process IPDS_FINAL_GSECL_FUEL.pdf 264
HRMS, Payroll, CPF, Pension Process IPDS_FINAL_ALL_HRMS.pdf 1338
Inventory Process IPDS_FINAL_INVENTORY.pdf 187
OPM Process IPDS_FINAL_GSEC_OPM.pdf 837
OPM FRS IPDS_FINAL_GSEC_FRS (OPM).pdf 3379
Procure2Pay Procure to Pay Cycle Process-01-12-13.pdf 249
Procure2Pay IPDS_FINAL_PURCHASE_P2P.pdf 267
Procurement Getco IPDS_FINAL_GETCO_PURCHASE.xlsx 28
Project FRS IPDS_FINAL_PROJECT_FRS.pdf 357
Project Process IPDS_FINAL_PROJECT_BPD.pdf 579
Project GSECL IPDS_FINAL_GSECL_PROJECT.pdf 2093
Project GETCO IPDS_FINAL_PROJECT_GETCO.pdf 89
Purchase GSECL IPDS_FINAL_GSECL_PURCHASE.pdf 3788
RAPDRP Module IPDS_FINAL_RAPDRP_BPD.pdf 667
Safety Process IPDS_FINAL_Safety_BPD.pdf 6990
Procurement Gsecl IPDS_FINAL_GSECL_PURCHASE.pdf 3788
Purchase Process Purchase Folder (10 items) 4.25 MB
(*Attach as a separate folder)
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Section 9: Expected Project Man-Power Requirement Charter
Bidder shall define individual roles and responsibilities and the level of involvement of a particular role in
the project and its schedule / frequency. Bidder would submit man power deployment plan and would
ensure deployment of sufficient specialized and experienced man power throughout the project to
complete the implementation, stabilization of the IT system in time successfully. GUVNL shall make
available its implementation team which shall work in association with the above team for assisting and to
ensure proper skill transfer and project execution.
The manpower deployment shall ensure that implementation of all the module shall happen in parallel.
The Bidder shall deploy adequate number of resources so as to meet the project requirements including
SLAs. The schedule of the deployed personnel needs to be provided in C.2.3.3 and C.2.3.4 of Annexure C -
Supplier Response Format. However, GUVNL& its subsidiaries expect following least minimum resources
shall be deploy onsite at various stages of project with below major roles and responsibility and special
qualification over and above their engineering and post-graduation.
GUVNL& its subsidiaries expect least minimum resources mentioned under Section 9 shall be deploy
onsite or offsite at various stages of project with roles and responsibility and special qualification over and
above their qualification of engineering and post-graduation. Onsite manpower deploy by bidder should
not be less than 70 % of minimum manpower asked in the RFP. Each resources have to maintain day to
day work diary/time sheet, such diary will be verified & audit by GUVNL authority. GUVNL officer in
charge for the project reserved right to call upon offsite manpower also at Vadodara or any GUVNL & it’s
subsidiaries project site with a prior notice of two or more days without any extra cost. Bidder will not
provide proxy there off.
Phases of Project,
Development Stage
o It is development stage from project initiation to rollout stage where actual implementation
and customization happens.
Rollout and Stabilization Stage (From Final Go Live-6 months)
o It is expected that support staff shall be made available for the period of 6 months from the
date of Go-Live. The primary responsibility of the handholding support will be to help
users do the routine transactions.
o A central helpdesk shall be set up with a phone support to log the issues. The helpdesk
should support ticket logging from e-mails, phones and the tool itself.
During AMC Stage
o A central helpdesk shall be set up with a phone and web support to log the issues. GUVNL
& its subsidiaries will nominate L1 process championship module wise/functional area
wise and company wise after implement to solve the ticket. If ticket is not solved by them
then bidder shall solve the tickets at L2 and L3 level with universal and best practise
solutions in SLA.
Above stage-wise least minimum manpower requirement onsite/offsite,
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Proposed Minimum Staff expected for New ERP Implementation, Stabilization and AMC
No Role Name Develop-
ment
Stage
Rollout
and Stabi-
lization
Stage
AMC
Stage
Special
Qualification
and experience
Major Responsibilities
in Brief
1 Project Manager 1 1 1 Experience to
handle similar
type of project
with minimum 5
years of
experience as
project manager
Overall Manager
Single Point of
Contact for whole
project
Project Timeline
maintenance and
Communication
2 Delivery
Manager
3 3 - minimum 3 years
of experience as
Delivery
Manager with
good
communication
skill
Will co-ordinate
separate vertical
Generation,
Transmission and
Distribution
Single Point of
Contact for
company
Handle and solve
problems during
development and
rollout stage
3 System
Architect
1 - - Minimum 10
years of
experience with
at least 2 similar
type of project
implementation
experience
Overall System
Design and
Architecture
module
integration
best utilization of
DR site
4 Techno-Functional Consultant
4.1 Trial Balance,
Ledgers,
Budget, Fixed
Assets and
Account-ing
6 6 2 Must have
minimum 3
years of
experience as
Techno-
Functional
Consultant in
Offered OEM
Product
Must be
certified in
the respective
Study business
processes and
gaps
Implement in best
possible way
offered OEM
product functions
with lease
customization
Follows best
practices and
4.2 Payables, Recei-
vables,
Treasury, Cash
Management
6 6 2
4.3 Supply Chain 6 6 2
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Proposed Minimum Staff expected for New ERP Implementation, Stabilization and AMC
No Role Name Develop-
ment
Stage
Rollout
and Stabi-
lization
Stage
AMC
Stage
Special
Qualification
and experience
Major Responsibilities
in Brief
Management functional
area in the
offered OEM
product
Implementati
on experience
of the offered
OEM product
is preferred
standards of
particular
functional area of
offered OEM
product
Problem
Resolution and
Bug Solving
Stabilization
Support
Helpdesk Tickets
Data migration
4.4 CRM (LT &
HT)
4 4 2
4.5 Utility Metering,
Collection and
Billing
4 4 2
4.6 Projects 6 6 2
4.7 Enterprise Asset
Management
6 6 2
4.8 Portal, Customer
Care, Document
Management
and Other
R-APDRP
interfaces
4 4 2
4.9 Gene-ration
Specific
Modules (OPM,
ASH, COAL,
Fuel etc.)
6 6 2
4.1
0
Payroll, CPF
and Pension
4 4 2
4.1
1
HRMS 4 4 2
4.1
2
Trading/SLDC 1 1 1
5 Administrator
5.1 Database
Administrator/
DR Database
Adminstrator
6 6 6 Minimum 5
years of
experience as
Database
Administrator
with one
resource
having 10+
years of
experience
One should act as
Lead DBA (who
is having 10+
years of
experience)
Performance
Tuning
Patches/Updates
Bug Solving
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Proposed Minimum Staff expected for New ERP Implementation, Stabilization and AMC
No Role Name Develop-
ment
Stage
Rollout
and Stabi-
lization
Stage
AMC
Stage
Special
Qualification
and experience
Major Responsibilities
in Brief
Must be
Professionally
Certified in
Offered OEM
database
Daily
Housekeeping
New
Implementation
deployment
5.2 Apps Database
Administrator/
Application
Admin
3 3 2 Minimum 3
years of
experience as
Apps
Database
Administrator
/ Application
Admin with
one resource
having 5+
years of
experience
Must be
Professionally
Certified in
Offered OEM
product
application
side
One should act as
Lead Apps DBA
(who is having 5+
years of
experience)
Performance
Tuning
Patches/Updates
Bug Solving
Daily
Housekeeping
New
Implementation
deployment
5.3 Backup Admin 1 1 2 Minimum 3
years of
experience as
backup admin
Relevant
Certification
related to job
preferred
Design and
Maintain Backup
Policy with
GUVNL
Take Data
Backup as per
Schedule Policy
Inform regarding
Irregularity if any
in backup
5.4 Product
Administration
1 1 1 Minimum 3 years
of experience as
Product
Administration or
similar job
Maintain
application
product and its
server (if any) in
the Offered OEM
Product
Maintain Version
and Patch level
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Proposed Minimum Staff expected for New ERP Implementation, Stabilization and AMC
No Role Name Develop-
ment
Stage
Rollout
and Stabi-
lization
Stage
AMC
Stage
Special
Qualification
and experience
Major Responsibilities
in Brief
Supports Rollout
and migration in
server
6 Developer 30 20 15 Must have
minimum 3
years of
experience as
a developer
Must be
certified in
the respective
development
language/tool
s used in the
offered OEM
product
Implementati
on experience
of the offered
OEM product
is preferred
Bespoke
development
Legacy
integration
Forms and
Reports
development
Problem Solving
Helpdesk
Ticketing with
Techno-
Functional
Consultant
Stabilization
Support
Use best practices
and standard for
development of
offered OEM
product
Data migration
7 Domain Expert 3 - - Must have 15+
years of enrich
experience in
power sector
with
knowledge of
offered OEM
product
Three of them
have
experience in
different
vertical of the
power i.e. one
in power
generation, one
in power
Suggest best
industry practices
Find out GAPs in
business process
Help in improve
business blueprint
to make business
more competitive
and efficient
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Proposed Minimum Staff expected for New ERP Implementation, Stabilization and AMC
No Role Name Develop-
ment
Stage
Rollout
and Stabi-
lization
Stage
AMC
Stage
Special
Qualification
and experience
Major Responsibilities
in Brief
transmission,
one in power
distribution
8 Business Intelligence (BI) and Data warehouse (DW)
8.1 Business Intelli-
gence (BI) and
Data Ware-
house (DW)
Architect
/Analyst
3 2 - Minimum 3
years of
experience as
Business
Intelligence
(BI) and Data
Warehouse
(DW)
Architect/Ana
lyst
Certification
in the offered
BI and DW
product is
preferred
analysing and
design BI-DWtool
correct functioning
for the central data
warehouse
manage database and
patches of BI-DW
design architecture of
BI-DW
8.2 BI and DW
Engineer
3 2 2 Minimum 3
years of
experience as
BI Engineer
Certification
in the offered
BI and DW
product is
preferred
analysing and
implement BI-
DWtool
correct configure the
central data
warehouse
manage database and
patches of BI-DW
Develop reports,
forms etc.
Total 112 96 52
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The roles and responsibilities defined above are indicative and not limited to these only. Bidder may
deploy more resources to achieve stringent timeline of the project. Resources with other project roles
such as project director, change management leads, process improvement, training etc. shall be included
in the team, time to time as per need of the projects.
Other Terms and Condition of Man-Power
o Bidder may take certain resource onsite or offsite during development stage, out of minimum resource
requirement specified above depend on project delivery schedule and need of time with prior consent
and approval of authorized person from GUVNL.
o Staff Deployment
GUVNL must be involved in the selection, at the time of initiation of the project and later on if
there is any change in deployment of staff by the successful bidder.
For the replacement of any position, the successful bidder should notify GUVNL in writing fifteen
(15) days prior to any planned replacement or turnover of staff.
For any unplanned replacement such as death or medical incapacity the successful bidder should
notify GUVNL in writing within twenty four hours of receipt of notification. In such cases,
successful bidder in compliance with the providing assurance of replacement with similar capacity
in 15 days with alternate temporary man-power provision onsite or offsite within 2 days of event.
The expectations for service levels will be at the same level or higher for this replacement.
o Substitution to staff deployed
The successful bidder shall not substitute any key personnel without the prior approval of
GUVNL. For replacing any key personnel, successful bidder shall first submit resume of the
proposed personnel specifying all qualifications, credentials and work experience. All proposed
substitute personnel shall have qualifications and work experiences either equal or better than those
of the replaced personnel and must be approved by the GUVNL in writing.
GUVNL shall have the option to interview the proposed substitute personnel. GUVNL shall notify
the successful bidder about acceptance or denial of the requested substitution after the interview.
During the change of personnel, there will be adequate overlap of transition period in knowledge
transfer to the satisfaction of GUVNL, which shall not be less than 7 working days.
In case of absence of the team member due to unavoidable circumstances like casual leaves or
illness for more than two days, equivalent and capable replacement shall be provided by the
successful bidder. In case of emergency issues outside the working hours, team member shall be
made available by the successful bidder.
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Section-10: Service Level Agreement
The purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly define the
levels of service to be provided by the Successful Bidder or Implementation Partner (hereinafter
referred to as IP) to GUVNL & its subsidiaries (hereinafter referred to as client) situated at different
places across Gujarat for the duration of this contract, thereby ensuring a timely and efficient support
service to all its end users. The objectives of this agreement are detailed in S.1.
This agreement is dependent upon each party knowing and fulfilling their responsibilities and
generating an environment conducive to the achievement and maintenance of targeted service levels.
S.1 Objectives of Service Level Agreements
To create an environment which is conducive to a co-operative relationship between Client and
IP to ensure the effective implementation and supports to end users.
To document the responsibilities of all parties taking part in the Agreement
To ensure that GUVNL and all it’s subsidiary company achieves the provision of a high quality
of service for end users with the full support of IP.
To define in detail the service to be delivered by IP and the level of service which can be
expected by GUVNL, thereby reducing the risk of misunderstandings.
To institute a formal system of objective service level monitoring ensuring that reviews of the
agreement are based on factual data
To provide a common understanding of service requirements/capabilities and of the principals
involved in the measurement of service levels.
To provide for all parties to the Service Level Agreement a single, easily referenced document
which caters for all objectives as listed above.
S.2 Duration of SLA
This SLA shall be valid for the entire duration of the contract and any future amendments there of. This
SLA may be reviewed and revised according to the procedures detailed in Section S.13 of SLA (SLA
Change Control).GUVNL reserves the right to extend the same exclusively at the discretion of GUVNL
depending on requirement at the price quoted in schedule-B.
S.3 Monitoring of SLA
The IP will be responsible for providing accurate and complete information to the client for
measurement of SLA. All tools required to digitally the monitor the service levels and to calculate the
penalties shall have to be brought by IP except Help Desk Maintenance Support & its Tool.
The cost of procuring, installing, configuring and managing the tools (including the licenses and
infrastructure) other than Help Desk Maintenance Support & its Tool should be included in the
commercial bid by the bidders.
S.4 Help Desk Maintenance Support & its Tool
In house developed existing Helpdesk software tool shall be used to log helpdesk support requests & its
monitoring. It has a provision for identifying the violation of SLA metric.
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Level 0 and Level 1: This level of help desk support shall be provided by process champions of client
who register the calls / incidents using the Helpdesk/ Issue tracker tool. The issues unresolved by L0 &
L1 champions shall be passed to IP who will provide Level 2 and Level 3 support.
S.5 Description of Services Provided
IP shall be governed by the metrics or executed Service Level Agreement with client that will be used to
measure the performance of project. The following clauses shall be included in SLA for the service-
delivery monitoring and evaluation mechanism.
Service Level Agreement would also include General terms and conditions mentioned in this RFP.
Integrity and confidentiality shall be maintained by the IP for working with client.
The IP shall have to execute a SLA with client to carry out successfully all project services mentioned
in the ‘Section 6 – Scope of Work’ in this RFP within the timeline committed and accepted by client in the
respective phases of the proposal.
S.6 Categories of SLA and targets
This SLA document provides for minimum level of services required as per contractual obligations
based on performance indicators and measurements thereof. The IP shall ensure provisioning of all
required services while monitoring the performance of the same to effectively comply with the
performance levels. All the Services Levels and penalties thereof are exclusive to each other. The
services provided by the IP shall be reviewed by client which will be:
Regularly check performance of the solution and services against this SLA
Discuss escalated problems, new issues and matters still outstanding for resolution
Review statistics related to rectification of outstanding faults and agreed changes
Provide suggestions for changes to improve the service levels
Please note that the IP should provide comprehensive end-to-end services to maintain the solution
including replacement of the infrastructure, supplied by it, in case of physical damage. No reason shall
been entertained(unless those mentioned in Force Majeure)for unavailability of any service, given in the
scope of work in this RFP, and the appropriate penalty shall be levied.
The SLA has been logically segregated in the following categories: 1. Penalty for delay in Project Implementation 2. Availability and Performance of Solution 3. Penalty for Man Power 4. Penalty for Helpdesk Support, Issue Response and Resolution
5. Penalty for Change Request (CR) S.6.1 Penalty for delay in Project Implementation
If successful bidder fails in providing e-Urja upgrade in any of its phases within the timelines as
accepted by GUVNL in the respective phases and mentioned in its work order respectively and thereby
violates the executed SLA, it would attract penalty charges as per clause S.7 Delay in the vendor’s
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performance
S.6.2 Availability and Performance of Solution
The IP shall have to adhere to the following Service Level. The IP shall prioritize the production
application & Database instance issues and requests based on the following parameters:
Severity
Levels
Severity
Type
Description Resolution
Duration
1 – Business
Standstill
(Emergency –
Production
Down)
Critical
Response by phone or E-Mail within 60 minutes on
a 24x7 basis. If remote support does not result in
the resolution of the problem, a 2 hour on-site
response is required.
An application is unavailable and blocks the
execution of the primary business process.
A workaround is not possible.
A business-critical part of an application is
not available. A workaround is not possible.
Business-critical functions cannot be
executed. A workaround is not possible.
0-6 Hours
2 -
Performance
Degradation /
Partial Impact
(Compromise
d services)
High
Response by phone or E-Mail within 60 minutes. If
remote support does not result in resolution of the
problem, a 06-hour on-site response is required.
Important functions perform with response
time that deviates significantly from the
normal time.
The user is able to work but is unable to
achieve a normal productivity level due to
the problem.
Partial unavailability of system or
components.
0-18 Hours
3 - Regular,
Default
Category
Medium
Response by phone or E-Mail within 60 minutes.
A non-business critical part of an application is
unavailable. A workaround is not possible but
the user is able to achieve a normal
productivity level.
The problem has few consequences for the
user and workaround is possible.
0-48 Hours
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The majority of the functions operate
normally.
4 - No
Immediate
Impact to
Business
Low
Response by phone or E-Mail within 60 minutes.
The problem has few consequences for the
user and there is a workaround.
The application or its parts are used by a
very few users & the unavailability will not
affect business.
0-96 Hours
GUVNL will define the severity of the issue.
The “resolution duration” refers to the total number of clock hours within which the fault that has
been registered / reported to the support contact person of IP, the same shall be resolved, starting
from the time of registering / reporting.
IP support covers support for customizations done during implementation as well.
During this warranty and AMC phase, the successful bidder (IP) should transfer knowledge to
GUVNL and its subsidiaries IT team in shadow and non-shadow mode for carrying out support for
the offered OEM products.
If the successful bidder, having been notified, fails to remedy the defect(s) within the period
specified in the SLA / Contract, client may proceed to take such reasonable remedial action as may
be necessary, at the successful bidder‘s risk and expense and without prejudice to any other rights,
which client may have against the bidder under the contract.
Penalties not meeting above SLA
Rs.1,00,000/-, 50,000/- , 25,000/- and 10,000/- for Critical, High, Medium and Low Respectively
for delay mentioned in above table. Rs. 5000/- / hour will be panellized for further delayed
resolution time. This penalty will be in addition to penalty described in clause S.7.
S.6.3 Penalty for Man Power
If IP fails in deploying the manpower of the committed calibers in quality and in committed numbers
mentioned in the under clause at Section 9: Expected Project Man-Power Requirement Charter in any of the
phases of the project and as accepted by client, penalty charges per day per person shall be levied as
mentioned in below table of Penalty charges for Manpower Absentee/deficit in addition of the clause
S.7 Delay in the vendor’s performance. Non-payment of penalty amount may result in to encashment of
Bank Guarantee.
The replacement of the resources shall be permitted to the IP in compliance with the terms and
conditions mentioned in‘Section 9: Expected Project Man-Power Requirement Charter’.
Table of Penalty charges for Manpower Absentee/deficit
Major Role defined as per Phases Penalty Per Day (in Rs.)/ Person
Project Manager/Project Co-Ordinator/ Domain 5000/-
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Expert/ System Architect
Techno-Functional Consultant/ Administrator/
Business Intelligence (BI) and Data Warehouse
(DW) Architect/Analyst
3000/-
Developer/ BI and DW Engineer 2500/-
Other Manpower Absentee / deficit 2000/-
(The day is reckoned as calendar day not on the basis of 24 hours. Depending upon the requirements,
Client may change the operational hour’s timings from time to time. This penalty will be in addition to
penalty described in clause S.7)
S.6.4 Penalty for Helpdesk Support, Issue Response and Resolution
Level 1 supports (IP) would be helpdesk personnel support required at the project location.
Level 2 supports (IP) would be setup and configuration support for Offered OEM Product and other
completely custom modules.
Level 3 support (IP) would be Code Changes for resolving problems and issues either in custom areas
or taking up with OEM for the seeded functionality.
The IP shall have to adhere to the following Service Level.
Help Desk resolution Metric:
IP shall prioritize the Help Desk tickets of user problems and requests based on the following
parameters:
Sr.
No.
Severity Level Severity Level Definition
1 Severity -1-High A critical service is seriously impacted by a
problem:
There is no realistic workaround available and
financial, customer-related or safety related impacts
could occur.
2 Severity-2- Medium A non-critical service is unavailable or impaired by
a problem: There is no direct immediate impact on
business. Work can continue with minor disruptions
or loss of efficiency. Alternative ways of performing
normal work are available.
3 Severity -3 - Low A minor problem or requests for enhancement or
change to the system: A permanent workaround is in
place but could result in loss of productivity to the
user.
This is a non-critical requirement or a cosmetic
change, which disrupts neither the functional nor
operational flow.
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Sr.
No.
Time to/Severity
levels (since call
registration)
Severity -1 Severity -2 Severity -3
1 Acknowledge 60 minutes 60 minutes 60 minutes
2 Resolution/Work
around
14-business hours 3 business days 6 business days
3 Permanent Fix 4 business days 6 business days 15 business
days
Helpdesk tickets:Tickets violating resolution Metric, Rs. 2500/- per week or part thereof per ticket of
Monthly maintenance support charges.
AMC SLA Violation:Rs. 5000/- per week plus part thereof till the work is successfully completed from the
monthly maintenance support charges for failing to complete the work successfully within the period
specified in the notice / contract given by client to IP.
S.6.5 Penalty for Change Request (CR) If any Change Request (CR) is issued as part of Change Management Procedure during AMC as mentioned in
theSection 6 – Scope of Work. ‘Technical Requirements – AMC for New ERP Including BI-DW, DR Site’. The penalty
applicable for late deployment is as below,
Penalty shall be applied @ Rs.5000/- per day if CR is deployed in production environment beyond 30
days over committed effort estimated days.
S.6.6: Overall penalty shall be restricted at 10% of Total Order Value, however under such situation GUVNL reserve the right to invoke the termination of the contract. S.7Delay in the vendor’s performance The IP must strictly adhere to the terms and conditions as specified in the agreement / contract in the
performance of the obligations of the project/bid and any delay in this regard shall entitle GUVNL to
resort to any or both of the following:
Claiming Liquidated Damages
Termination of the agreement/contract
Time is the essence of the Agreement/contract. The IP shall adhere to the project completion phase wise
time lines and in case of delay at each phase, bidder shall be liable to pay client liquidated damages (LD)
at half percent (0.5%) per week or part thereof of the total order cost subject to maximum 10% of order
value including all taxes, duties, levies etc. due to any delay in performance or non-performance in the
respective phase of any or all the obligations under the agreement / contract for the reasons attributable on
the part of the bidder.
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This condition will not be applicable for reasons attributable to client as well as Force Majeure, though the
onus of proving the same lies with the Vendor.
Client will have the right to recover the liquidated damages, if any, from any amount payable to the IP
under any other contracts awarded by GUVNL or its subsidiary companies. Also, if the specifications of
the RFP are not met by the IP during various tests, the IP shall rectify or replace the same to
comply with the specifications immediately, failing which client has the sole right either to reject or to
accept it finally by recovering a suitable amount as deemed reasonable by client. Decision of client in this
regard shall be final and binding.
Further, “client reserves the right to terminate the Contract (i.e. Works order) at any time, without
assigning any reasons, whatsoever, by giving a notice period of TWO months from the date of
Notice of termination of the Contract. Bidders will not be entitled for any compensations/damages/losses,
whatsoever, on account of such termination of the Contract.”
Non-payment of penalty amount may result in to encashment of bank guarantee, during the Warranty
period.
S.8 Breach of SLA In case the Supplier does not meet the service levels mentioned in Section S.5 of this Section & Section 6
– Scope of Work, 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:-
Purchaser issues a show cause notice to the Supplier.
Supplier should reply to the notice within three working days.
If the Purchaser authorities are not satisfied with the reply, the Purchaser will initiate termination
process as described in clause 33 of Section-14: General Conditions of Contract.
S.9 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).
S.10 Monitoring and Auditing
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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.
S.11 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.
S.12 Issue Management Procedures S.12.1 General 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.
S.12.2 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.
S.13 SLA Change Control
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S.13.1 General 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.
S.13.2 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.
S.13.3 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.
S.14 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.
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.
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3. In case one or both the parties are unsatisfied with the decision of the top management of the
Purchaser, the dispute will be resolved as specified in clause 8 of Section-14: General Conditions of
Contract.
S.15Termination of Contract
In case, the successful bidder fails to deliver the services thereof within contractual period and if it is
found that the progress of execution of the contract is not up to the mark, despite repeated notices to the
Bidder, GUVNL shall exercise its following discretionary power: To recover, from the successful bidder
as agreed, by way of penalty as per clause no. S.6 to S.7 above and if penalty exceeds the maximum
ceiling of 10% of the order value then:To cancel the contract and/or to get the desired services of the work
order from elsewhere after giving due notice to the successful bidder on account and at the risk and cost of
the successful bidder. In the event of termination, the opinion of client shall be final. In the event of action
taken under clause above, the successful bidder shall be liable to pay for any loss which client may sustain
on that account but the IP shall not be entitled to any saving on such purchases made against default. The
decision of client shall be final as regards the acceptability of services provided by the IP and client shall
not be required to give any reason in writing or otherwise at any time for rejection of the services.
S.16 User Support Window
The user support window coverage would be available in official timing of all working days of client
organization. In case of any future change on client timings, IP shall be flexible to change the User
Support Window timing accordingly. Calls for Emergency/High Important Service Requests with severity
one shall be supported on 24x7 basis.
S.17 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 ---------
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Company ------------------------
Date ------------------------ Date -----------------------
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Section-11: Payment Schedule
Annexure-D: Payment Schedule Phase Activity Payment Schedule Milestones
ERP application licenses Cost (Schedule B – (1a or 1b)
Supply of ERP Product licenses and other Software/OS etc. at site as per proposed Bill of Quantity
70%of cost quoted for ERP application licenses and other Software/OS etc.
As per license delivery schedule and On management confirmation that material (required No. of ERP licenses and Software/OS etc.) is received at Site as per the Work order.
Successful installation of the licenses delivered as per proposed Bill of Quantity
25% of cost quoted for ERP application licenses and other Software/OS etc.
On management confirmation that material (required No. Of ERP Product licenses and other Software/OS etc.) has been successfully installed at site and supplied software is along with DR license as per the Work order.
Stabilization Acceptance
5% of cost quoted for ERP Product licenses and other Software/OS etc.
On successful completion of 6 months of Stabilization Support (starting from Go-Live).
ERP Implementation, Configuration and Integration Service Costs (Schedule B – (3 & 4))
Finalization of AS-IS Study and TO-BE process mapping along with Gap Analysis. Finalization of AS-IS
& TO-BE for BI & DW
20% of cost quoted for ERP Application Implementation Cost & BI-DW-DR Cost.
On management confirmation that all the deliverables up to and including Gap Analysis Report is completed and acceptance as per the Work order and agreed & finalized Project Plan. Identify and Explain areas of differences between the best practices and the current business processes of GUVNL and all its subsidiaries and suggest Business Process Reengineering approach involving the radical redesign of core business processes and minimize customizations
Configuration and Testing of the ERP software along with data migration. Designing, Study and Mapping of BI,DW and DR Site. BI-DW & DR Phase I: Assessment
20% of cost quoted for ERP Application Implementation Cost & BI-DW-DR Cost.
On management confirmation that all the deliverables up to and including Successful Completion of all Testing of ERP S/w has been completed and accepted by Utility.
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Completion.
Integration with other legacy system /DC/DR and RAPDRP Applications.
20% of cost quoted for ERP Application Implementation Cost & BI-DW-DR Cost.
On management confirmation that all the deliverables up to and including Integration Development with other legacy system/RAPDRP Applications and Disaster Recovery Site as required has been completed for Utility.
User Training 10% of cost quoted for ERP Application Implementation Cost & BI-DW-DR Cost.
Upon Completion of all End User & Technical trainings and on supply of manuals
Roll out of ERP (Schedule B – 3 & 4)
Roll out of ERP system at all the locations/unit of GUVNL and its subsidiaries. Setup & Implement BI, DW & DR
15 % of ERP Application Implementation Cost & BI-DW-DR Cost.
Certificate of CNOs / Functional Head/ Department Head of GUVNL and its subsidiary company certifying successful Roll out of ERP system at all the locations of their respective company.
After Completion (Schedule B – 3 & 4)
15 % of Project Cost ERP Application Implementation Cost & BI-DW-DR Cost.
On successful completion of 6 months of Stabilization Support after Go-Live and Issue of Acceptance certificate from Utility.
ERP AMC Charges (Schedule B (5))
Support for ERP Implementation services for a period of three years from “Project Closer” date.
Monthly Billing at the end of each month.
Payment of Bills for AMC: Payment for AMC shall be released in equal monthly instalments on monthly basis after completion of the month within 30 days from the date of submission of invoice to General Manager - IT along with required documents / deliverables / certificate of satisfactory completion of work, as defined in SLA/WORK ORDER.
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Section-12: Delivery Schedule & License Delivery Schedule
Table 12.1: Delivery Schedule
Sl.
No
Deliverable/ Milestone
Completion Schedule in
weeks
(D = Date of award of
contract)
1 Project Initiation Report and Presentation D+ 1 (One weeks)
2 Resource Scheduling and Mobilization of team by IP D+ 2 (Two weeks)
3 Detail Project Plan D+ 3 (Three weeks)
4 Finalized Project Plan D+ 4 (Four weeks)
5 “AS IS” process study and Business Process Re-Engineering D+10 (Ten weeks)
6 Training Curriculum (for Training for ERP Core Team
Members)
D+11 (Eleven weeks)
7 Completion of ERP product training for core team of
selected Functional and IT Systems personnel
D+13 (Thirteen weeks)
8 Software Supply and Specification D+14 (Fourteen weeks)
9 Hardware Capacity Study Report for Primary and Disaster
Recovery Site
D+15 (Fifteen weeks)
10 Installation of ERP Software (Readable Media containing
the named ERP user license, ESS licenses, database user
license, operating manual, technical documents etc.) as per
Schedule B and License Delivery Schedule.
D+ 16 (Sixteen weeks)
11 Training Requirement Report and Schedule (for Training of
Technical Team Members )
D+ 18 (Eighteen weeks)
12 Training (for Training for Technical Team Members ) D+20 (Twenty weeks)
and then ongoing
13 Business Blueprint Document including TO BE,
Customization Strategy Report, Interface Strategy Report
and GAP Analysis
D+27 (Twenty seven
weeks)
14 Finalization of Business Blueprint Document By GUVNL D+29 (Twenty nine
weeks)
15 Change Management Requirement Report D+31 (Thirty one
weeks)
16 Authorization Security and Access Control Specification
&Finalization
D+33 (Thirty three
weeks)
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17 Back Up Strategy, Disaster Recovery Plan, Business
Intelligence and Data Warehouse detail study and report.
D+35 (Thirty five
weeks)
18 Product Configuration, Customization and Custom
Development (Solution Development)
D+49 (Forty nine weeks)
19 Data Conversion, Data Migration, Configuration and data
migration in BI-DW
D+60 (Sixty weeks)gt
20 Integration with other legacy system/DC/DR and RAPDRP
Application– Entire Scope
D+66 ( Sixty six weeks)
21 Solution Testing of System D+72 ( Seventy two
weeks)
22 Finalization of UAT and Pilot sites identified by GUVNL D+76 (Seventy six
weeks)
23 Training Plan & Curriculum (for end-user) D+78 (Seventy eight
weeks)
24 Training of all types of end users for ERP solution Ongoing
25 Finalization of testing and Go-Live at Pilot sites identified
by GUVNL
D+80 (Eighty weeks )
26 Supply of ERP Software (Media containing the named ERP
user license, ESS licenses, database user license, operating
manual, technical documents etc.) as per Schedule B and
Delivery Schedule.
D+81 (Eighty One weeks)
27 “Roll out” of the ERP system at all the locations/ units of
GUVNL and its subsidiaries.
D+86 (Eighty Six weeks)
28 Executive Cut-Over, DR, BI-DW Go-Live D+96 (Ninety Six weeks)
29 Transition and Go-live, Stabilization Acceptance and
Project Closure
D+120 (One hundred
twenty weeks)
30 Commencement of AMC D+121 (One hundred
twenty one weeks)
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Table 12.2: New ERP Product License Delivery Schedule
The successful bidder shall provide offered OEM product license as per below delivery schedule,
Sl.
No
Deliverable/ Milestone
Stage
No of Licenses When to deliver license
Named
Full Use
ESS
/Limited
Use 1 At Development 1000 0 On Delivery Schedule Sl. No. 8
2 At GO-LIVE 13000 38000 On Delivery Schedule Sl. No. 25
Total 14000 38000
All licenses must co-terminate on commencement of Annual Maintenance Support (AMC)
Above number of licenses and delivery schedule is tentative, GUVNL will give advance intimation before one month
of actual delivery of license.
Please note that, Competent Authority of GUVNL at its sole discretion has right to modified number of licenses and
delivery schedule.
Licenses other than specified at Table 12.2 will be procure as project progress as mutually agreed upon GUVNL and
implementation partner.
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Section-13: Abbreviations
This entire document is prepared in view of bidder to self-understand the entire scope of bid, it is itself
complete and self-explainer still whenever we used certain word or term. Please find its definition as
below,
Abbreviation Meaning
A/c Account
ADB Asian Development Bank
AMC Annual Maintenance Contract
AMR Automated Meter Reading
AP Account Payable
AR Account Receivable
ASM Automatic Storage Management
AT Acceptance of Tender
ATS Annual Technical Support
B/W Black & White
BBP Business Blueprint
BDS Bid Data Sheet
BG Bank Guarantee
BI/DW Business Intelligence/Data Warehouse
BoM Bill of Material
BPD Business Process Document
CD Compact Disc
CEO Chief Executive Officer
CERT-In Indian Computer Emergency Response Team
CIO Chief Information Officer
CIP Construction In Progress
CM Cash Management
CMG Change Management Group. It is module based group to look after change
request and process.
CMG Convener Leader of the Change Management Group.
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CMM/CMMi Capability Maturity Model / Capability Maturity Model Integration
CO Circle Office
CoA Chart of Accounts
COA Controller of Accounts
COTS Product Commercial Off The Self Product
CPF Company Provident Fund
CPU Central Power utilities
Cr. Credit
CST Central Sales Tax
CTI Computer Telephony Integration
CV Curriculum Vitae
DC Data Center
DCS Distribution Control System
DD Demand Draft
DGVCL Dakshin Gujarat Vij Company Limited H.Q. at Surat (Distribution Company)
DIF Data Integration Framework
DMS Document Management System
DNS Domain Name Server
DO Division Office
DR Site Disaster Recovery Site/Center
Dr. Debit
DRC Disaster Recovery Center
DTPS Dhuvaran Thermal Power Station
EAM Enterprise Asset Management
EDW Enterprise Data Warehouse
EMD Earnest Money Deposit
EMS Enterprise Management System
ERP Enterprise Resource Planning
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ESS Employee Self Service
e-Urja Oracle Apps 11i Business Suite ERP
ExW Ex-Works
FA Fixed Assets
FI Financial Institution
FIFO First In, First Out
FMS Facility Management Services
FoB Freight on Board
FRICE-W Forms, Reports, Interface, Conversions and Enhancements and Workflows
FRS Functional Requirement Specifications
FSA Fuel Supply Agreements
GCC General Conditions of Contract
GEB Gujarat Electricity Board
GERC Gujarat Electricity Regulatory Commission
GETCO Gujarat Energy Transmission Corporation H.Q. at Vadodara (Transmission
Company)
GIS Geo Information System
GoI Government of India
GPS Geographic Positioning System
GSECL Gujarat State Electricity Corporation Limited H.Q. at Vadodara (Generation
Company)
GSP GIS Solution Provider
GST Goods and Services Tax
GTPS Gandhinagar Thermal Power Station
GUVNL Gujarat Urja Vikas Nigam Ltd
Helpdesk Webbased Platform to raise and solve ticket
HO Head Office
HQ Head Quarter
HR Human Resources
HRMS Human Resources Management System
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HT High Tension
ICB International Competitive Bidding
IFRS International Financial Reporting Standards
ILM Information Lifecycle Management
INR Indian Rupee
IP Implementation Partner
IPDS Integrated Power Development Scheme
IPR Intellectual Property Rights
ISO International Organization for Standardization
IST Indian Standard Time
IT Information Technology
ITB Instructions to Bidders
ITC IT Consultant
ITIA IT Implementation Agency
JV Joint Venture
KHEP Kadana Hydro Power Station
KLTPS Kutch Lignite Thermal Power Station
KPI Key Performance Indicator
L0 Champion Module Champion at Circle/Division/Sub-Station/Power-Station
L1 Champion Module Champion at Corporate Offices
LAN Local Area Network
LC Letter of Credit
LDAP Lightweight Directory Access Protocol
LIC Life Insurance Corporation
LIFO Last In, First Out
LoI Letter of Intend
LP Lowest Prize
LT Low Tension
LTC Leave Travel Concession
MBC Metering Billing Collection
MD Managing Director
MDAS Meter Data Acquisition System
MDASP Meter Data Acquisition Solution Provider
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MDM Meter Data Management
MGVCL Madhya Gujarat Vij Company Limited H.Q. at Vadodara (Distribution
Company)
MIS Management Information Systems
MoP Ministry of Power
MoU Memorandum of Understanding
MPLS Network Multiprotocol Label Switching Network
MSS Manager Self Service
MTR Motor Transport Receipt
NCB National Competitive Bidding
New ERP COTS based offered/proposed ERP
NIT Notice Inviting Tender
NoC No Objection Certificate
NSP Network Solution Provider
O&M Operations & Maintenance
OEM Original Equipment Manufacturer
OHSAS Occupational Health & Safety Advisory Services
OLTP Online Transaction Processing
OS Operating System
P&P Projects & Planning
PC Personal Computer
PERT Program Evaluation and Review Technique
PF Provident Fund
PFC Power Finance Corporation
PGVCL Paschim Gujarat Vij Company Limited H.Q. at Rajkot (Distribution Company)
PMP Project Management Professional
PO Purchase Orders
PR Site Primary Site
PSU Public Sector Undertaking
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PTW Permit To Work
R-
APDRP/RAPDRP
Restructured Accelerated Power Development and Reforms Program
RDBMS Relational Database Management System
REC Rural Electrification Corporation
RFP Request for Proposal
RFQ Request for Qualification
RPO Recovery Point of Objective
RSO Regional Stores Office
RTO Recovery Time of Objective
RTI Right to Information
SAN Storage Area Network
SCC Special Conditions of Contract
SD Security Deposit
SDO Sub Division office
SECL South Eastern Coal Fields Limited
SI System Integrator
SLA Service Level Agreement
SLDC State Load Dispatch Centre
SOP Standard Operation Procedure
SRS System Requirement Specifications
SSHEP Sardar Sarovar Hydro Electric Power
STPS Sikka Thermal Power Station
T/O Turnover
TCO Total Cost of Ownership
TCS TATA Consultancy Services Ltd.
TDS Tax Deducted at Source
TIN Taxpayer Identification Number
TPS Thermal Power Station
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TRS Technical Requirement Specifications
TS Technical Section
UAT User Acceptance Test
UGBPS Utran Gas Based Power Station
UGVCL Uttar Gujarat Vij Company Limited H.Q. at Mehsana (Distribution Company)
UPS Uninterruptible Power Supply
UTPS Ukai Thermal Power Station
VAT Value Added Tax
VPN Virtual Private Network
WAN Wide Area Network
WTPS Wanakbori Thermal Power Station
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Section-14: General Conditions of Contract
General Conditions of Supply
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.:
the Detailed award of contract;
the Service level agreement;
the Special Conditions of Contract;
the General Conditions of Contract;
the Scope of Work;
the Business Process Document (BPD)
the Instructions to bidders;
the Bid Data Sheet;
the Purchaser’s Notification to the Supplier for Award of
Contract;
Supplier’s response (proposal) to the RFP, including the Bid
Submission Sheet and the Price Proposal submitted by the
Supplier;
Appendix A to L;
Acceptance of purchaser’s notification
RFQ document (Identification No:
UGVCL/IT/IPDS/ ITIA/226) along with all corrigendum,
clarifications and related documents issued by the GUVNL
& its subsidiaries.
Contract Form (Annexure-A: Contract Form)
the Schedule of Supply (Section-12: Delivery Schedule & License
Delivery Schedule);
c) “Contract Price” means the price payable to the Supplier as
specified in the Agreement, subject to such additions and
adjustments there to or deductions there from, as may be made
pursuant to the Contract.
d) "Applicable Law" means the laws and any other instruments
having the force of law in the Government's country, as they may be
issued and in force from time to time; e) “Day” means calendar day.
f) “Delivery” means the transfer of the Goods and services from
the Supplier to the Purchaser in accordance with the terms and
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conditions set forth in the Contract.
g) “Completion” shall mean the completion of the
Related Services by the Supplier in accordance with the terms and
conditions set forth in the Contract.
h) “GCC” means the General Conditions of Contract.
i) “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.
j) “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.
k) “Purchaser’s Country” shall mean India.
l) “Purchaser” means the entities purchasing the Goods and Related
Services.
m) “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.
n) “SCC” means the Special Conditions of Contract.
o) “Service Level Agreement” (SLA) shall mean the Service Level
Agreement entered into between the Purchaser and the Supplier.
p) “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, as per the provisions of Clauses xxx of the GCC.
q) “Supplier” means the System Integrator (SI)/Implementation
Partner (IP) 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.
r) “The MoP” is the Ministry of Power, Government of India
s) “The Site,” shall mean all identified locations within the State of
Gujarat, where the Supplier carries out any installation of Goods or
is required to provide any Related Services.
s.1) Primary Site: e-Urja Data Centre, Gujarat UrjaVikas Nigam
Limited, Sardar Patel VidyutBhavan, Race Course, Vadodara -
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390007, Dist. : Vadodara will be referred as DC in this document.
s.2) The DR site is located at following address:1st Floor,
Red Carpet Mall, Oppposite of Gujarat High Court, S. G.
Highway, Ahmedabad.
t) “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.
u) “Kick Off Meeting” means a meeting convened by the Purchaser
to discuss and finalize the work execution plan and procedures with
the Supplier.
v) The term “in writing” means communicated in written form with
proof of receipt
w) “GUVNL” means Guvnl & its subsidiaries i.e. all 7 companies
(Guvnl, Gsecl, Getco, Mgvcl, Dgvcl, Ugvcl, Pgvcl) which situated
under geography of Gujarat state
x) “BPD” means Business Process Document which are compiled
Process Documents likely to be covered under offered ERP system.
It should be used as reference document because it list minimum
scope of module but not limited to it finalization of scope based on
business blue print document prepared by supplier.
y) “Bank” or “Banks”, refers to all scheduled Indian Banks as per
the RBI current list (Schedule-xxx)
z) "Effective Date" means the date on which this Contract comes
into force and effect pursuant to Clause xxx of GCC;
aa) “Government” means the Government of India unless the context
implies the Government of the State of the Utility
bb) "Party" means the Utility or the IT System Integrator
(SI)/Implementation Partner (IP), as the case may be;
cc) “Personnel" means persons hired by the IT Consultant as
employees and assigned to the performance of the Services or any
part thereof; "Foreign Personnel" means such persons who at the
time of being so hired had their domicile outside the Government's
country; and "Local Personnel" means such persons who at the time
of being so hired had their domicile inside the Government's
country;
dd) "Project" means all Activities covered under present contract
ee) "Services" means the work to be performed by the IT Consultant
pursuant to this Contract for the purposes of the Project, as described
in the Scope of Work hereto;
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ff) "Third Party" means any person or entity other than the
Government, the Utility, the IT Consultants, System Integrator(SI),
Implementation Partner(IP) or any other party as implied by the
usage and context
gg) “Utility” means the Utility calling for RFP or, in case of multiple
utilities, the lead utility / consortium of utilities calling for RFP as
per the usage
hh) “Owner” means the Utility calling for RFP
ii) “IT Consultant” means the agency appointed to perform services
for the Utility under this contract.
jj) “PMA” means the Project Management Agency
kk) “SI” means System Integrator or Project Implementer
ll) “e-Urja” means oracle apps 11i e-business suite and it’s module
implemented thereof as per annexure-xxx
mm) “RAPDRP” means Restructured Accelerated Power
Development and Reforms Programme (R-APDRP) and it’s module
implemented thereof as per annexure-xxx
nn) “ITIA” means IT implementation agency or Implementation
partner (IP) or System Implementers (SI)
oo) “Net Worth”
means Net worth would comprise of Paid-up capital plus Free
Reserves including Share Premium but excluding Revaluation
Reserves, plus Investment Fluctuation Reserve and credit balance in
Profit & Loss account, less debit balance in Profit and Loss account,
Accumulated Losses and Intangible Assets. No general or specific
provisions should be included in computation of net worth. Infusion
of capital through equity shares, either through domestic issues or
overseas floats after the published balance sheet date, may also be
taken into account for determining the ceiling on exposure to capital
market. Banks should obtain an external auditor’s certificate on
completion of the augmentation of capital and submit the same to the
Reserve Bank of India (Department of Banking Supervision) before
reckoning the additions, as stated above.
pp)Installation of Licenses: a. Prerequisite of Installation of ERP Licenses: Before installation of ERP licenses need to perform pre-installation steps like Hardware and Software configuration than can be used to install ERP system. It is to be ensured that minimum hardware capacity needed to install the system is available. Other factors such as disk capacity, number of concurrent users, number of companies and
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expected disk space usage are important consideration for performance. It is also to be ensured that required RDBMS, O/s appropriate and connectivity for the chosen system is available for installation. b. Defination of Installation of ERP Licenses: After installation of ERP system under development environment, bidder have to create user Id for access of the system.
1. Contract
Documents
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.
1. Corrupt
Practices
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 UGVCL,
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;
The Purchaser will reject a proposal for award if it determines that the
bidder recommended for award has, directly or through an agent,
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engaged in corrupt, fraudulent, collusive, or coercive practices in
competing for the Contract.
After the award of the contract if it is comes to the knowledge of the
UGVCL 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. Interpretati
on
In this Contract unless a contrary intention is evident:
A. In case of any conflict with any provision relating to the SRS
document 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
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this contract hereof shall prevail.
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 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
3.2 Incoterms
The meaning of any trade term and the rights and obligations of
parties thereunder shall be as prescribed by Incoterms.
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.
3.3 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.
3.4 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.
3.5 Waiver
a. Subject to GCC Sub-Clause 3.5.2 below, no relaxation,
forbearance, delay, or indulgence by either party in enforcing any
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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 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.
3.6 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 4.1 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
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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.
4.2 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 5.1 If the Supplier is a consortium, the member of such consortium
shall be jointly and severally liable to the Purchaser for the fulfilment
of the provisions of the Contract. Only the Lead Member (as
mentioned at the Qualifying Requirement of Implementation Partner
and below Clause 5.2 and 5.3.) 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 altered.
(a) Without prejudice to Clause 5.1 of this GCC, for the
purposes of fulfilment of its 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 member 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.
5.2 Consortium is allowed as part of SI-Lead and SI-2nd subject to
Qualifying Requirement (QR) fulfilment but sub-contracting is
strictly not allowed.
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5.3 For the following modules, if the bundle solution in the offered
ERP are not available. The bidder may sign consortium
agreement with the OEM of the following product,
o Utility Billing
o Payroll
o Fuel Management
o Project Management
All other modules/functionality proposed in the bid document to be
meet in the offered ERP as a bundle solution.
6 Notices 6.1 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.
6.2 If mailed, all notices will be considered as delivered after 5 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.
6.3 All notices under this contract shall be sent to or delivered at the
address as specified by the parties in the SCC.
6.4 A Notice shall be effective when delivered or on the Notice’s
effective date, whichever is later.
7 Governing
Law
7.1 The Contract shall be governed by and interpreted in accordance
with the laws of the India. The High Court of Judicature at Gujrat 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.
7.2 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
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expression ‘Law’ takes within its fold Statutory law, Judicial
Decisional Law and Delegated Legislation as well
8 Settlement of
Disputes
8.1 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 Contract.
8.2 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.
9 Scope of Work 9.1 The Goods and Related Services to be supplied are specified
inSection 6 – Scope of Work. 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.
9.2 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.
10 Delivery 10.1 Subject to GCC Sub-Clause 32.1, the Delivery of the Goods and
Completion of the Related Services shall be in accordance with the
Implementation Schedule specified in the Section-12: Delivery
Schedule & License Delivery Schedule. The details of shipping and other
documents to be furnished by the Supplier are specified in the SCC.
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11 Supplier’s
Responsibilities
11.1 The Supplier shall supply all the Goods and Related Services
included in the Section 6 – Scope of Workin accordance with GCC
Clause 9, and the Implementation Schedule, as per GCC Clause 10.
11.2 The Supplier are restricted to offer a single eligible product for
the enhance requirements to operationalize and meet performance
criteria.
12 Purchaser’s
Responsibilities
12.1 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.
12.2 The Purchaser shall bear all costs involved in the performance
of its responsibilities, in accordance with GCC Sub-Clause 13.1.
12.3 Competent Authority of GUVNL & ITS SUBSIDIARIES or any
other person designated by the UGVCL shall act as the nodal point
for implementation of the contract and for issuing necessary
instructions, approvals, commissioning, acceptance certificates,
payments etc. to the Supplier.
12.4 The COMPETENT AUTHORITY of GUVNL & ITS
SUBSIDIARIES or any other person designated by the utility shall
approve all such documents within 15 working days.
12.5 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.
12.6 Apart from development servers, no other development
environment like desktop, office infrastructure, printer etc. will
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provide by UGVCL. Bidder have to make own arrangement which
include seating arrangement for their developers and other staff office
near to GUVNL – Vadodara corporate within 5 K.M. range at his
own cost. GUVNL will provide lease line between GUVNL –
Corporate and Successful bidder office in Vadodara.
13 Contract Price 13.1 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 as also subject to
provisions of Clause 13.2.
13.2 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.
14 Terms of
Payment
14.1 The Contract Price shall be paid in the manner specified in the
SCC. 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.
14.2 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 GCC Clause
10.
14.3 Payments shall be made promptly by the Purchaser, no later than
forty five (45) days after submission of an invoice or request for
payment by the Supplier, and the Purchaser has accepted it.
14.4 If any excess payment has been made by the Purchaser due to
difference in quoted price in proposal and Supplier’s invoice, the
purchaser may without prejudice to its rights recover such amounts
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by other means after notifying the Supplier or deduct such excess
payment from any payment subsequently falling due to the Supplier.
14.5 The currency in which payment shall be made to the supplier
under this contract is Indian Rupees (INR).
15 Taxes and
Duties
15.1 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
GUVNL & its subsidiaries shall not be responsible for any
error/omission on the part of the bidder. Payment of
taxes/duties/levies shall not be made separately.
15.2 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.
15.3 For goods supplied from within the Purchaser’s country, the
Supplier shall be entirely responsible for all taxes, duties, entry tax,
license fees, others 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.
15.4 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 Gujrat 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.
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16 Performance
Security
16.1 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 SCC.
16.2 The Purchaser shall at its sole discretion invoke the Performance
Security and appropriate the amount secured thereunder, in the event
that the Supplier commits any delay or default in Delivery of the
Goods or Related Services or commits any other breach of the terms
and conditions of the Contract.
16.3 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 SCC.
16.4 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 SCC.
17 Intellectual
Property
17.1 Purchaser shall own and 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 all Source code, Object code, records, reports, designs,
application configurations, data and written material, products,
specifications, reports, drawings 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 to effectively transfer and conserve the Intellectual
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Property Rights of the Purchaser. To the extent that Intellectual
Property Rights are unable by law to so vest, the Supplier assigns
those Intellectual Property Rights to Purchaser on creation.
17.2 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.
17.3 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 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 defence and
all related settlement negotiations
17.4 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.
18 Confidential 18.1 Both parties undertake to each other to keep confidential all
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Information 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
18.2 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.
18.3 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.
18.4 The obligation of a party under GCC Sub-Clauses 18.1 and 18.2
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
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the time of disclosure and which was not previously
obtained, directly or indirectly, from the other party;
d. Otherwise lawfully becomes available to that party
from a third party that has no obligation of
confidentiality.
18.5 The above provisions of GCC Clause 18 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.
18.6 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 its
employees, agents and sub-contractors.
18.7 The provisions of GCC Clause 18 shall survive completion or
termination, for whatever reason, of the Contract.
19 Subcontracting 19.1 The Supplier shall not be permitted to sub-contract any part of
its obligations under the Contract.
20 Specifications
and Standards
20.1 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 6
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– Scope of Workand, 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.
20.2 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 Section 6 – 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 GCC Clause 31.
21 Packing and
Documents
21.1 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 points in transit. The Purchaser shall not be responsible in any
manner for any loss or damage caused to the Goods during Transit.
21.2 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.
22 Insurance 22.1 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
in the SCC.
22.2 Workmen’s Compensation and Employer’s Liability Insurance:
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Insurance shall be affected for all the Bidder’s employees engaged in
the performance of this contract. If any of work is sublet, the Bidder
shall require the sub-Bidder to provide workmen’s compensation and
employer’s liability insurance for the latter’s employees if such
employees are not covered under the Bidder’s insurance. The
successful bidder shall have to submit a copy of the insurance policy
for all the staff members to be deployed at our worksite.
22.3 Any other insurance:
The Bidder shall also carry any and all other insurance, which he may
be required under any Indian law or regulation from time to time
without any extra cost to GUVNL.
22.4 Accident or injury to workmen:
GUVNL shall not be liable for or in respect of any damages or
compensation payable at law in respect or in consequences of any
accident or injury to any workmen or other person in the employment
of the Bidder or any sub-Bidder.
23 Transportation 23.1Obligations for transportation of the Goods shall be borne by the
Supplier and shall be in accordance with the Incoterms specified in
Section-12: Delivery Schedule & License Delivery Schedule.
24 Inspections
and Tests
24.1 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 Section 6 – Scope of
Work, to the satisfaction of the Purchaser.
24.2 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 as per the
requirement of Section 6 – Scope of Work. Subject to GCC Sub-
Clause 24.3, 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
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inspectors at no charge to the Purchaser.
24.3 The Purchaser or its designated representative shall be entitled
to attend the tests and/or inspections referred to in GCC Sub-Clause
24.2, 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.
24. 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.
24.5 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.
24.6 The Supplier shall provide the Purchaser with a report of the
results of any such test and/or inspection.
24.7 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 pursuant to GCC Sub-Clause 24.4.
24.8 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 pursuant to GCC Sub-Clause 24.6, shall release the Supplier
from any warranties or other obligations under the Contract.
25 Liquidated
Damages and
25.1 Except as provided under GCC Clause 30, if the Supplier fails to
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Penalty deliver any or all of the Goods or perform the Related Services
within the period specified in the Contract, the Purchaser may
without prejudice to all its other remedies under the Contract, deduct
from the Contract Price, as liquidated damages, a sum equivalent to
0.5% of the value of the Goods or Related Services, supplied beyond
stipulated delivery schedule for each week or part thereof of delay
until actual delivery or performance, subject to a maximum of 10%
of value of such goods and services.
25.2 In addition, the Supplier is liable to the Purchaser for payment
penalty as specified in the SLA.
If the Goods and Related Services supplied do not meet the minimum
specifications as per the Contract, and the same is not
replaced/modified by the Supplier to meet the requirements within 14
days of being informed by the UGVCL, the UGVCL shall be free to
impose any penalty as deemed fit. In addition, the UGVCL shall
reserve the right to terminate the contract and recover liquidated
damages by forfeiting the performance guarantee submitted by the
Purchaser.
26 Warranty 26.1 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.
26.2 Subject to GCC Sub-Clause 20.1, 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.
26.3 The warranty shall remain valid for the period Specified in the
SCC.
26.4 The Purchaser shall give Notice to the Supplier stating the
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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.
26.5 Upon receipt of such Notice, the Supplier shall, within the
period specified in the SCC, expeditiously repair or replace the
defective Goods or parts thereof, at no cost to the Purchaser.
26.6 If having been notified, the Supplier fails to remedy the defect
within the period of warranty specified in the SCC; 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.
27 Liability/
Indemnity
27.1 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.
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27.2 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
27.3 Without limiting the generality of the provisions of this clause
27.1 and 27.2, 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 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.
Survival on Termination
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The provisions of this Clause 27 shall survive Termination.
27.4 Defence of Claims:
(a) If any proceedings are brought or any claim is made
against the Purchaser arising out of the matters referred
to in GCC Sub-Clause 27.1, 27.2, or 27.3 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
28 Limitation of
Liability
Except in cases of gross negligence or wilful 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; and
(b) The aggregate liability of the Supplier to the Purchaser,
for all claims
whether under the Contract, in tort, or otherwise, shall
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not exceed the 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.
29 Change in
Laws and
Regulations
29.1 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.
30 Force Majeure 30.1 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.
30.2 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.
30.3 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
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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
30.4 The decision of the Purchaser with regard to the occurrence,
continuation, , period or extent of Force Majeure shall be agreed mutually
by both parties..
31 Change Orders
and Contract
Amendments
31.1 The Purchaser may at any time order the Supplier 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) drawings, 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.
31.2 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.
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31.3 No variation or modification of the terms of the contract shall be
made except by written amendment signed by the parties.
32 Extensions of
Time
32.1 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.
32.2 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 32.1 shall not absolve
the Supplier from its liability to the pay of liquidated damages
pursuant to GCC Clause 25.
33 Termination 33.1 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
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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.
33.2 Termination for Insolvency
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.
33.3 Termination for Convenience
(a) The Purchaser, by Notice sent to the Supplier, may terminate the
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Contract by assigning reasons, 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.
33.4 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
COMPETENT AUTHORITY of UGVCL (“Exit Plan”).
ii. The COMPETENT AUTHORITY 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, COMPETENT AUTHORITY or the authorised
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
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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 COMPETENT AUTHORITY (or the
authorised person) will sign a completion certificate at
the end of successful completion (all points tracked to
closure) of the Exit Plan.
34 Assignment 34.1 The Supplier shall not assign, in whole or in part, their
obligations under this Contract.
35 Disclaimer 35.1 Purchaser reserves the right to share, with any consultant of its
choosing, any resultant Proposals in order to secure expert opinion.
35.2 Purchaser reserves the right to accept any proposal deemed to be
in the best interest of the GUVNL & its subsidiaries.
36 Public
Disclosure
36.1 All materials provided to the Purchaser by bidder are subject to
Country and Gujrat public disclosure laws such as RTI etc.
36.2 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.
37 SLA Audit 37.1 A designated team / person from GUVNL & its subsidiaries
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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38 Adherence to
safety
procedures,
rules
regulations
and restriction
38.1 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.
38.2 Access to the Data center Sites, Disaster Recovery 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 authorised by the
Purchaser shall be allowed entry to the Datacenter Sites, Disaster
Recovery 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.
38.3 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.
38.4 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.
38.5 The Purchaser will be indemnified for all the situations
mentioned in this clause in the similar way as defined in GCC clause
28.
39 Non-
Solicitation of
39.1 For the purpose of this contract, both parties to this contract
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Staff 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
40 Survival 40.1 The clauses of this contract, which by nature are intended to
survive termination of this contract, shall remain in effect after such
termination
41 Pre-bid 41.1 The bidders are advised to study all business and technical
aspects, instructions, annexure, schedules, terms & conditions and
specifications in the proposal carefully. Failure to furnish all
information required in the RFP or submission of a bid not
substantially responsive to the RFP in every respect will be at the
bidder’s risk and may result in the rejection of the bid.
41.2 Regarding the site visit, bidder may wish to visit and examine
the site (s) of the project for their assessment and obtain themselves,
at its own responsibility and risk, all information that may be
necessary for preparing the bid and entering into the contract. The
cost of visiting the site (s) shall be borne by the bidder. Bidder has to
request for site visit to GUVNL on mail ids
[email protected];[email protected], shall finalize the
site visit schedule. No site visit(s) shall be scheduled after the
prescribed date for submission of the bids.
41.3 Regarding queries in respect of only technical matters, bidders
may send the same to mail id
[email protected];[email protected]
41.4 Pre-Bid Norms,
An advance written intimation for participation of pre-bid
with not more than 2 (two) members of each company shall
be made and these 2 (two) representative may attend the pre-
bid meeting with authorization letter from G.M. and above,
company ID proof and Government ID proof.
Before participation bidder should ensure they are meeting
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qualifying requirement in broad sense.
No cross question would be allowed about laid down
credential/condition. However questions about detail
clarification of scope of work, roles and responsibility will be
allowed.
Bidders may indicate any genuine missing points for the
fulfilment of integrated project implementation.
Bidders are requested to send their queries with regard to RFP
through mail 3 days prior to the pre-bid conference.
([email protected],[email protected])
GUVNL at its sole discretion reserves the right to accept/not
to accept the suggestion of the bidder in the said pre-bid
conference.
41.5 Bidders are specifically directed NOT to contact any other
person apart from the one mentioned above in this RFP for meetings,
conferences or technical discussions that are related to this RFP.
Unauthorized contact will be cause for immediate rejection of the
bidder‘s RFP Response. Substantive questions will be dealt with in
writing.
42 Eligibility for
opening of bid
42.1 The firm whose supply/services against the previous order(s)
from GUVNL and/or it’s subsidiaries are pending after due date,
on the date of submission of the bid or even after completion of
their contractual delivery period, such firm will not be eligible for
opening of their bid.
43 Risk and Title Transfer
If Implementation Partner show wish they can transfer title to GUVNL without any financial liabilities including no liability towards ATS before the schedule date.
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Section-15: 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:
Office of Chief Engineer [(P&P)]
Regd. & Corporate Office,
Visnagar Road,
Mehsana -384001,
Gujarat.
GCC 1.1
(Q)
THE WEB-SITE IS: WWW.UGVCL.COM
THE DETAILS REGARDING THE RFP PROCESS SHALL BE AVAILABLE ON THE SAME. THE
ELIGIBLE BIDDERS SHOULD VISIT THE WEBSITE FROM 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:
Office of Chief Engineer [(P&P)]
Regd. & Corporate Office,
Visnagar Road,
Mehsana -384001,
Gujarat.
Phone : (02762) 22080-81
Fax : (02762) 223574
Email : [email protected]
GCC 7.1 THE GOVERNING LAW SHALL BE: LAWS APPLICABLE IN EXCLUSIVE JURISDICTION OF THE
HIGH COURT OF JUDICATURE IN THE STATE OFGUJARAT, INDIA AND ALL COURTS
SUBORDINATE TO IT’S EXCLUSIVE JURISDICTION.
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GCC 8.2 THE FORMAL MECHANISM FOR THE RESOLUTION OF DISPUTES SHALL BE:
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 GUJARAT
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;
(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
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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 COUNTRYAS 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
THE PURCHASER SHALL RECEIVE THE ABOVE DOCUMENTS BEFORE THE ARRIVAL OF THE
GOODS AND, IF NOT RECEIVED, THE SUPPLIER 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.
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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 SUPPLIER
(IMPLEMENTATION PARTNER/SYSTEM INTEGRATOR)
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) Payments made under the Contract shall be intimated to MoP / PFC-
Nodal Agency in accordance with the terms and conditions of the
financing agreement between the Purchaser and the MoP / PFC -
Nodal Agency, and will be subject in all respects to the terms and
conditions of that financing/Loan Agreement.
4) SYSTEM INTEGRATOR SHOULD OBTAIN COMPLETION CERTIFICATE FOR EACH
MILESTONES FROM THE RESPECTIVE GUVNL & SUBSIDIARIES AND RAISE AN
INVOICE AGAINST THE SAME.
5) PAYMENTS AGAINST INVOICE SUBMITTED (ACCOMPANIED WITH ALL REQUISITE
DOCUMENTS) SHALL BE RELEASED WITHIN 60 DAYS OF SUBMISSION OF INVOICE.
6) SYSTEM INTEGRATOR NEEDS TO ENSURE COMPLETION OF ALL WORKS FOR A
PROJECT STAGE BEFORE SUBMITTING THE INVOICE. THIS INCLUDES SUPPLY OF
REQUIRED HARDWARE (IF ANY), SOFTWARE, CUSTOMIZATION, INSTALLATION
AND COMMISSIONING. IN ADDITION OTHERS ACTIVITIES LIKE AS-IS, TO-BE, GAP
ANALYSIS, INTEGRATION OF IDENTIFIED LEGACY SYSTEMS ETC. SHALL ALSO BE
COMPLETED. PAYMENTS SHALL BE MADE AS PER PAYMENT SCHEDULE PHASE AND
ACTIVITY AFTER ACHIEVING MILESTONE FOR THE SAME ACTIVITY. IN CASE EVEN
PART OF THE WORK IS PENDING PAYMENT FOR THAT ACTIVITY SHALL NOT BE
MADE.
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7) COST OF SETTING UP NEW ERP INCLUDING BUSINESS INTELLIGENCE, DATA
WAREHOUSE, DISASTER RECOVERY SITE AND CUT-OFF DATA MIGRATION SHOULD
BE MENTION AS PER PRICE BREAK-UP (SCHEDULE-B).
8) IN CASE GO-LIVE OF PROJECT IS DELAYED, THE ENTIRE COST AND/OR TIME OVER-
RUN SHALL BE THE RESPONSIBILITY OF THE SUPPLIER AND SHALL BE BORNE BY
HIM ONLY.
9) 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.
10) ALL PAYMENTS FOR ANNUAL MAINTENANCE SUPPORT (AMC) SHALL ONLY
BE MADE AFTER STABILIZATION ACCEPTANCEAND PROJECT CLOSER WHICH SHALL
BE SUBMITTED BY THE SUPPLIER ALONG WITH THE INVOICES AND ACCEPTANCE OF
THE SAME BY THE PURCHASER.
11) IF ADDITIONAL WORK IS REQUIRED BEYOND THE SCOPE OF THE SERVICES
SPECIFIED THE ESTIMATED PERIODS OF ENGAGEMENT OF PERSONNEL SET FORTH
IN THE APPROPRIATE BID RESPONSE FORMAT MAY BE INCREASED BY AGREEMENT
IN WRITING BETWEEN THE PURCHASER AND THE IT CONSULTANTS. ANY SUCH
CHANGE SHALL BE DONE AS PER CLAUSE 29 OF GCC AND GCC 13.2 OF SCC.
12) ALL PAYMENTS UNDER THIS CONTRACT SHALL BE MADE TO THE ACCOUNT
OF THE IT CONSULTANT WITH (BANK & A/C NO.):
____________________________
_____________________________
ADD PAYMENT SCHEDULE HERE.
GCC 14.5 THE CURRENCIES FOR PAYMENTS SHALL BE IN INDIAN RUPEES (INR).
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GCC 16.1 THE SUPPLIER SHALL PROVIDE PERFORMANCE SECURITY OF FIFTEEN (15) PERCENT 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,
OUT OF WHICH 5% SHALL BE RETURN BACK AT THE TIME OF ROLL OUT OF THE PROJECT
AND BALANCE WILL BE 10% OF THE CONTRACT PRICE.
GCC 16.3 THE PERFORMANCE SECURITY SHALL BE IN THE FORM OF BANK GUARANTEE ISSUED BY A
SCHEDULED INDIAN BANK AS NOTIFIED BY RESERVE BANK OF INDIA.
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 WARRANTY SHALL BE 36 (THIRTY SIX) MONTHS FROM
THE DATE OF COMMISSIONING OR 42 (FORTY TWO) MONTHS FROM DATE OF DELIVERY AT
PURCHASER’S STORES WHICHEVER IS EARLIER.
The bidders may please note that the prices are Firm. All statutory taxes, levies, duties, etc. shall be paid
on actual.
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 ALSO TAKE SUITABLE PENAL ACTION
INCLUDING DEBARRING FROM ALL FUTURE BUSINESS.
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Schedule – B Price Break Up For Main Components
Schedule :B Price Break Up for Main Components for New Implement/ Re-vamping *****
Sl.
No.
Item Description Qty. Unit Basic unit rate
(INR)
GST
Unit rate
(INR)
Total Amt. WO
tax
Total
Amt.
with tax
1a ERP application licenses new implement
1.1 ERP application full use named license
for all modules for Business requirement
mentioned in scope of work & in BPD. (This price shall include price of ERP
software, ESS, Payroll Uses, Billing
Consumers, BI,DW, All required
Development Platform, Engines, Tools,
Database, Partition, Clustering, DR site
licenses, Third Party software, if any,
operating system if required and
development & Testing environment for
proposed ERP.)
(Total amount should not be more 30% of
1.1+1.2+1.3 of 1a Section of Schedule B)
1000 No.
1.1.1 Above license amount (1a.1.1) of ATS shall be paid
to OEM by SI upto Roll-out, any extension due to
what so ever reason and impact of ATS there of
shall be whole responsibility of SI and no extra
payment shall be admissible for that.
(1a.1.1.1 Price will not consider in TCO1)
1000 No.
1.2 Employee self-service (including
manager self-service) users excluding
at sr. no. 1.1
38000 No.
1.3 Remaining ERP application full use
named license for all modules for
Business requirement mentioned in
scope of work & in BPD. (This price shall include price of ERP
software, ESS, Payroll Uses, Billing
Consumers, BI,DW, All required
Development Platform, Engines, Tools,
Database, Partition, Clustering, DR site
licenses, Third Party software, if any,
operating system if required and development
& Testing environment for proposed ERP.)
13000 No.
OR
1b ERP application licenses re-vamping
1.1 Oracle ERP application full use named
license for re-vamping of existing ERP
application (i.e.e-Urja & R-APDRP) and
for additional modules ** as per
requirement mentioned in Scope of
Work and BPD. List of existing Oracle CSI
nos. of e-Urja & R-APDRP are mentioned
in this RFP at Schedule K. (This price shall include price of ERP
1000 No.
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software, ESS, Payroll Uses, Billing
Consumers, BI,DW, All required
Development Platform, Engines, Tools,
Database, Partition, Clustering, DR site
licenses, Third Party software, if any,
operating system if required and development
& Testing environment for proposed ERP.)
(Total amount should not be more 30% of
1.1 + 1.2 + 1.3 of 1b Section of Schedule B)
1.1.1 Above license amount (1b.1.1) of ATS shall be paid
to OEM by SI upto Roll-out, any extension due to
what so ever reason and impact of ATS there of
shall be whole responsibility of SI and no extra
payment shall be admissible for that.
(1b.1.1.1 Price will not consider in TCO2)
1000 Nos.
1.2 Oracle ERP application full use named
licenses for re-vamping of existing ERP
application (i.e.e-Urja & R-APDRP) for
additional modules ** as requirement
mentioned in Scope of Work and BPD.
List of existing Oracle CSI nos. of e-Urja
& R-APDRP are mentioned in this RFP at
Schedule K. (This price shall include price of ERP
software, ESS, Payroll Uses, Billing
Consumers, BI,DW, All required
Development Platform, Engines, Tools,
Database, Partition, Clustering, DR site
licenses, Third Party software, if any,
operating system if required and development
& Testing environment for proposed ERP.)
13000 No.
1.3 Oracle ERP application full named
license for re-vamping of existing ERP
application (i.e.e-Urja* R-APDRP ) for
Existing modules. List of existing Oracle
CSI nos. of e-Urja & R-APDRP are
mentioned in this RFP at Schedule K.
2000 No.
2 ERP Application Annual Technical
Support (ATS) Cost (Applicable for above 1a or
1b)
2.1 1st Year ATS charges for above licenses with
Commencement of Roll-out
1 LS
2.2 2ndYear ATS charges for above licenses after
1st Year of Roll-out
1 LS
2.3 3rdYear ATS charges for above licenses after
2nd Year of Roll-out 1 LS
3 ERP Application Implementation Cost
3.1 ERP Implementation including
configuration, Bespoke development,
Legacy Integration & Stabilization Support
(Implement as per BPD & Scope of work)
1 LS
4 BI- DW and DR Implementation
4.1 Designing, Study and setting up Business
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Intelligence, Data Ware House and
Disaster Recovery Site for GUVNL and all
its subsidiaries.
Business Intelligence
Data Ware House
Disaster Recovery
1
1
1
LS
LS
LS
5 Operations & Maintenance Cost (AMC)
5.1 AMC (including ERP, BI-DW and DR Site)
charges for 3 years after “Project
Closer”.(yearly price band is minimum
8% to maximum 12% of Sr No. 3 & 4 of
Schedule-B)
1st Year
2nd Year
3rd Year
(The 1st year AMC charges should not
be less than 2nd year AMC charges and
2nd year AMC charges should not be
less than 3rd year charges)
1
1
1
LS
LS
LS
5.2 During AMC period of three year,
Additional single man-day rate for ERP
implementation/ bespoke development
due to any major process change after
implementation. For about 200 man-
days per year
(payment shall be made on actual man-
days)
600 Man
days
Total Project Cost in figures
Total Project Cost in words
** Oracle Module licenses which are not covered under upgradation but required to meet function requirement
as per BPD.
Therefore, (TCO1) = 1a+ 2 + 3 + 4 + 5 =
(TCO2) = 1b + 2 + 3 + 4 + 5 =
Note: 1) Quoting rates for all above sr. nos. mandatory except bidder have to quote for Sr 1a or Sr no. 1b. GUVNL
reserve the right to consider either of the option TCO1 or TCO2 of Schedule B to derive final TCO.
Quoting price above maximum price band, whenever if any price band specified, shall be liable to reject.
2) I / We agree to supply the articles noted above at the rates herein tendered by me / us subject to the
condition of tender and supply at the Tender Inquiry which I / We have carefully read and which I / We
have thoroughly understood and to which I / We agree.
3) I / we hereby agree to keep this offer open for 120 days after returnable date of the tenders and shall be
bound by communication of acceptance dispatched within the prescribed time.
4) No Part Quantity can be quoted.
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Signature
Authorize Signatory from Bidder
Tax deduction at Source - Wherever the laws and regulations require deduction of such taxes at the source of payment, the
GUVNL/UGVCL shall effect such deductions from the payment due to the Vendor. The remittance of amounts so deducted
and issuance of certificate for such deductions shall be made by the GUVNL/UGVCL as per the laws and regulations in force.
Directions for filling up the Price schedule:
Please indicate the price both in figures as well as in words.
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Annexure-A: Contract Form
APPENDIX-A1: AGREEMENT
THIS AGREEMENT made on this …………. day of ……………… Two thousand ……………………….
BETWEEN
……………..……………………………… (Name of the Company), having Registered Office at ……………………………………………. and represented by ……………………………………………………. (Name and designation of the Authorized Officer (herein after called “The Supplier”, which expression where the context so requires or admits shall include his legal heir, administrators, executors, assignees and legal representatives) of the ONE PART.
AND
……………..……………………………… (Name of the Company), having Registered Office at ……………………………………………. and represented by ……………………………………………………. (Name and designation of the Authorized Officer (here in after called “The Purchaser / purchaser Company”, which expression where the context so requires or admits shall include his administrators, executors, authorized person, assignees and legal representatives) of the OTHER PART. WHEREAS the Purchaser had invited bids for certain Goods and Related Services, viz.,
____________________________________________________________________ (eg. Name of bid) vide their
bid document number __________________________________________, dated _______________
AND WHEREAS various applications were received pursuant to the said bid
AND WHEREAS the Purchaser has accepted a Bid by the Supplier for the supply of those Goods and Related
Services in the sum of ________________________________________________________ (hereinafter “the
Contract Price”).
And in pursuance of having accepted the said bid the parties have agreed to enter into this agreement.
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are respectively
assigned to them in the Contract referred to.
2. The following documents (collectively referred to as “Contract Documents”) shall be deemed to
form and be read and construed as part of this Agreement, viz.:
a. the Detailed award of contract;
b. the Service level agreement;
c. Instructions to Bidders
d. the Special Conditions of Contract;
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e. the General Conditions of Contract;
f. the Business Process Documents
g. the Scope of Work;
h. the Technical Specifications
i. the Purchaser’s Notification to the Supplier for Award of Contract;
j. Vendor’s response (proposal) to the RFP, including the Bid Submission Sheet and the Price
Schedules submitted by the Supplier;
k. Annexure A to L;
l. Acceptance of purchaser’s notification
In the event of any discrepancy or inconsistency within the Contract documents, then the documents shall prevail
in the order listed above.
3. In consideration of the payments to be made by the Purchaser to the Supplier as indicated in this
Agreement, the Supplier hereby covenants with the Purchaser to provide the Goods and Related Services
and to remedy the defects therein and bring them in conformity in all respects with the provisions of the
Contract.
4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the Goods
and Related Services and the remedying of defects therein, the Contract Price or such other sum as may
become payable under the provisions of the Contract at the times and in the manner prescribed by the
Contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of
________________________ on the day, month and year indicated above.
Signed by __________________________________________ (Authorised Utility official)
Signed by __________________________________________________ (for the Supplier)
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APPENDIX-A2: PERFORMANCE SECURITY BANK GURANTEE
[To be on non-judicial stamp paper of Rupees One Hundred Only (INR 100/-) or appropriate value as per Stamp Act relevant to place of execution, duly signed on each page. Foreign entities submitting Bid are required to follow the applicable law in their country] Reference No. ……………. Bank Guarantee No. ……………. Dated: ……………. To: The Chief Engineer (PP) Uttar Gujarat Vij Company Limited UGVCL Regd. and Corporate Office Visnagar Road Mehsana, Gujarat 384001 INDIA Dear Sir, WHEREAS……………. [Insert name of the Bidder] with address ……………. [Insert address of the Bidder] having its
registered office at ……………. [Insert address of the Bidder] (hereinafter, the “Contractor”), subsequent to
participation in Tender No. <<Tender No>> dated <<Date of bid>> (the “RFP”) issued by Uttar Gujarat Vij
Company Limited (“UGVCL”) (hereinafter, the “Beneficiary”) for Implementation of IT Phase II and ERP
Implementation under IPDS Scheme of Govt. of India, have been issued the Letter of Award as the
Selected Bidder. And WHEREAS a Bank Guarantee for Rupees ……………. [Insert amount in words] (…………….) [Insert amountin figures] valid till……………. [Insert date two years from the date of issue of this Performance Guarantee] isrequired to be submitted by the Contractor as per the terms and conditions of the RFP. We, …………….[Insert name of the Bank and address of the Branch giving the Bank Guarantee] having our registered office at …………….[Insert address of the registered office of the Bank] hereby give this Bank Guarantee No. …………….[Insert Bank Guarantee number] dated …………….[Insert the date of the BankGuarantee], and hereby agree unequivocally and unconditionally to pay immediately on demand in writingfrom the Beneficiary any officer authorized by it in this behalf any amount not exceedingRupees ……………. [Insert amount in words] (…………….) [Insert amount in figures]to the said Beneficiary on behalf of theContractor. We ……………. [Insert name of the Bank] also agree that withdrawal of the Bid or part thereof by the Bidder within its validity or non-submission of Performance Security by the Bidder within the stipulated time of the Letter of Award to the Bidder or any violation to the relevant terms stipulated in the RFP would constitute a default on the part of the Bidder and that this Bank Guarantee is liable to be invoked and encashed within its validity by the Beneficiary in case of any occurrence of a default on the part of the Bidder and that the encashed amount is liable to be forfeited by the Beneficiary. This agreement shall be valid and binding on this Bank upto and inclusive of ……………. [Insert the date ofvalidity of the Bank]and shall not be terminable by notice or by Guarantor change in the constitution of theBank or the firm of the Bidder Or by any reason whatsoever and our liability hereunder shall not be impaired or discharged by any extension of time or variations or alternations made, given, conceded with or without our knowledge or consent by or between the Bidder and the Beneficiary.
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NOTWITHSTANDING anything contained hereinbefore, our liability under this guarantee is restricted to Rupees __________ (10% of the order value). Our Guarantee shall remain in force till ……………. [Insert datetwo years from the date of issue of this Performance Guarantee]. Unless demands or claims under this Bank
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Guarantee are made to us in writing on or before……………. [Insert date two years and one month from thedate of issue of this Performance Guarantee], all rights of the Beneficiary under this Bank Guarantee shallbe forfeited and we shall be released and discharged from all liabilities there under.
[Insert the address of the Bank with complete [Insert signature of the Bank’s postal branch code, telephone and fax Authorized Signatory] numbers, and official round seal of the Bank]
Attested: ……………………………. [Signature] (Notary Public) Place: …………………………. Date: ……………………………. INSTRUCTIONS FOR SUBMITTING BANK GUARANTEE
1. Bank Guarantee to be executed on non-judicial stamp paper of appropriate value as per Stamp Act relevant to place of execution. Foreign entities submitting Bids are required to follow the applicable law in their country.
2. The Bank Guarantee by Bidder shall be given from Nationalized Banks including Public Sector Banks and IDBI Bank Ltd.
3. Private Sector Banks authorized by RBI to undertake the state Government business are (i) Axis Bank (ii) ICICI Bank (iii) HDFC Bank.
4. The Banks shall be the recognized or notified by the Finance Department, Government of Gujarat from time to time.
5. The full address along with the Telex/Fax No. and e-mail address of the issuing bank to be mentioned.
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APPENDIX-A3: ADVANCE BANK GURANTEE [To be on non-judicial stamp paper of Rupees One Hundred Only (INR 100/-) or appropriate value as per Stamp Act relevant to place of execution, duly signed on each page. Foreign entities submitting Bid are required to follow the applicable law in their country] Reference No. ……………. Bank Guarantee No. ……………. Dated: ……………. To: The Chief Engineer (PP) Uttar Gujarat Vij Company Limited UGVCL Regd. and Corporate Office Visnagar Road Mehsana, Gujarat 384001 INDIA Dear Sir,
WHEREAS……………. [Insert name of the bidder] with address ……………. [Insert address of the bidder] having its registered office at ……………. [Insert address of the Lead Consortium Member] (hereinafter, the “Bidder”) wishes to participate in Tender No. <<tender no>> dated <<date>> (the “RFP”) issued by Uttar Gujarat Vij Company Limited (“UGVCL”)(hereinafter, the “Beneficiary”) for Implementation of IT PhaseII and ERP Implementation under IPDS Scheme of Govt. of India.
And WHEREAS a Bank Guarantee for Rupees _________ valid till _________ is required to be submitted by the Bidder while receiving advance payment. We, …………….[Insert name of the Bank and address of the Branch giving the Bank Guarantee] having our registered office at …………….[Insert address of the registered office of the Bank] hereby give this Bank Guarantee No. …………….[Insert Bank Guarantee number] dated …………….[Insert the date of theBank Guarantee], and hereby agree unequivocally and unconditionally to pay immediately on demandin writing from the Beneficiary any officer authorized by it in this behalf any amount not exceedingRupees ____________________to the said Beneficiary on behalf of the Bidder.
We ……………. [Insert name of the Bank] also agree that withdrawal of the Bid or part thereof by the Bidder
within its validity or non-submission of Performance Security by the Bidder within the stipulated time of
the Letter of Award to the Bidder or any violation to the relevant terms stipulated in the RFP would
constitute a default on the part of the Bidder and that this Bank Guarantee is liable to be invoked and
encashed within its validity by the Beneficiary in case of any occurrence of a default on the part of the
Bidder and that the encashed amount is liable to be forfeited by the Beneficiary.
This agreement shall be valid and binding on this Bank upto and inclusive of ……………. [Insert the dateof
validity of the Bank]and shall not be terminable by notice or by Guarantor change in the constitutionof the
Bank or the firm of the Bidder Or by any reason whatsoever and our liability hereunder shall not be
impaired or discharged by any extension of time or variations or alternations made, given, conceded with
or without our knowledge or consent by or between the Bidder and the Beneficiary.
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NOTWITHSTANDING anything contained hereinbefore, our liability under this guarantee is restricted to Rupees ___________. Our Guarantee shall remain in force till ______________. Unless demands or claims under this Bank Guarantee are made to us in writing on or before_________, all rights of the Beneficiary under this Bank Guarantee shall be forfeited and we shall be released and discharged from all liabilities there under.
[Insert the address of the Bank with [Insert signature of the
Bank’s complete postal branch code, telephone and Authorized Signatory] fax numbers, and official round seal of the Bank]
Attested: ……………………………. [Signature] (Notary Public) Place: …………………………. Date: ……………………………. INSTRUCTIONS FOR SUBMITTING BANK GUARANTEE
1. Bank Guarantee to be executed on non-judicial stamp paper of appropriate value as per Stamp Act relevant to place of execution. Foreign entities submitting Bids are required to follow the applicable law in their country.
2. The Bank Guarantee by Bidder shall be given from Nationalized Banks including Public Sector Banks and IDBI Bank Ltd.
3. Private Sector Banks authorized by RBI to undertake the state Government business are (i) Axis Bank (ii) ICICI Bank (iii) HDFC Bank.
4. The Banks shall be the recognized or notified by the Finance Department, Government of Gujarat from time to time.
5. The full address along with the Telex/Fax No. and e-mail address of the issuing bank to be mentioned.
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Annexure B – Mandatory Technical Specifications
ITIA should provide documentary proof of compliance of following specification. Where it
is not possible to submit any certified proof for the same, ITIA shall self-certify that it
would comply with the specification during implementation.
Table 1: Mandatory Technical Specifications
A Solution Specifications Validation
Through
(Certificate/
Document/
Self Certify)
Available/
Not
available
A.1 The solution shall be designed with Service Oriented
Architecture.
The solution shall be designed based on Component-
based approach. It shall be highly granular and loosely
coupled to ensure that the failure of one component does
not cascade to others.
Document
A.2 The solution shall be designed on web based
architecture.
Document
A.3 The solution shall be horizontally and vertically scalable
and also have virtualization capability.
Document&
Self Certify
A.4 The application shall provide the functionality to
configure the parameters to define the business rules
with the application. These parameters shall not be hard-
coded in the application.
Self-Certify
A.5 The solution shall provide the functionality to configure
the roles & responsibilities and grant role based access
to the users. Also, the system shall have the capability to
integrate with various standard SSO (Single Sign-On) or
IDM (Identity Management) applications.
Document&
Self Certify
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A.6 The solution shall use an integration middleware layer so
that all required external systems shall be integrated on a
continuous basis.
Document&
Self Certify
A.7 The solution shall provide the functionality to encrypt
the data stored or transmitted data to external world if
any.
Self-Certify
A.8 The solution shall provide the functionality to maintain
the audit trail of all critical transactions.
Document&
Self Certify
A.9 The solution shall be able to interoperate with:
standard RDBMS platforms like Oracle, MS SQL,
MY SQL, DB2, Informix, Sybase or any other
RDBMS confirming to ANSI/ISO SQL-200n
standards
web browsers like Internet explorer, Mozilla Firefox,
Opera etc.
Self-Certify
A.10 The solution shall be installed with the latest security
updates provided by software Supplier.
Self-Certify
A.11 The software version shall be supported by the software
vendor for a minimum period of next five years.
Document
A1 Module: Management information Systems
A1.1 The MIS solution shall provide Business Intelligence
Tools for data mining, analysis, trending, simulation etc.
Document&
Self Certify
A2 Billing
A2.1 The solution shall have a ready provision / facility so
that it can be easily integrated with:
Automatic online Meter Reading devices and
handheld computers/CMRI used for spot metering &
billing
Document&
Self Certify
A3 Asset Management , Maintenance
A3.1 The solution shall have a ready provision / facility so Document&
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that it can be easily integrated with
GIS System
Customer Care System
SCADA
Self Certify
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Annexure C - Supplier Response Format
C.1 General Guidelines to the bidders
The Purchaser will select a Supplier (also referred as the ‘bidder’) in accordance with the
eligibility criteria indicated inSection 5 – Evaluation and Qualification Criteria.
The bidders are invited to submit a Technical Proposal and a Price Proposal for goods and
related services required for the project as defined in Section 6 – Scope of Workand Annexure D
- List of Goods and Related Services. This proposal will be the basis for contract negotiations
and finalization of the contract with the successful bidder.
The bidders must familiarize themselves with local conditions and take these into account
while preparing their proposals. To facilitate the bidders in making the Proposal, the
Purchaser shall have a ‘Pre-Bid conference’ at the address and date as given in ITB, Section
II.
Please note that:
Costs involved in preparation of the proposal and of negotiating the contract, including a
visit to the Purchaser, are not reimbursable.
The final evaluation will be based on the evaluation methodology mentioned in theSection
5 – Evaluation and Qualification Criteria.
Please check all attachments with the checklist provided at the end, prior to submission of
bid.
C.1.1 Guidelines for Technical proposal
In preparing the Technical Proposal, bidders are expected to examine this Bid document in
detail. The proposal should cover all the aspects of this bid document. Any bid not found
responsive to this bid document shall be rejected. Material deficiencies in providing the
information requested may also result in rejection of the proposal.
While preparing the technical proposal, bidders must give particular attention that the
technical proposal does not include any financial information.
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C.1.2 Guidelines for Price proposal
In preparing the price proposal, bidders are expected to take into account the requirements
and conditions of the bid document. The price proposal should follow standard
formats/forms as given in C.3 and Schedule – B Price Break Up For Main Components.
Price Proposal should clearly indicate the price to be charged without any qualifications
whatsoever and should include all taxes (sales, service, etc.), duties (excise & customs, etc),
octroi, fees, levies, works contract tax, Entry tax and other charges as may be applicable, to
be paid pre- or post-delivery or to be deducted by the purchaser at source, in relation to the
Goods and Related Services. Such taxes, duties, cess, charges etc, if not explicitly mentioned
in the Price bid tables in Schedule – B Price Break Up For Main Components, but applicable
under law, should be included in the Quote under “Any other levies” column. The price
proposal should be conformance to clause 12.3 of ITB, Section II.
C.1.3 Submission of proposal
The original technical proposal and price proposal shall be prepared in indelible ink. It
shall contain no inter-lineation or overwriting, except as necessary to correct errors made
by the bidder itself. The authorised representative must initial any such corrections as
mentioned in clause 21.2 ITB, Section II.
An authorised representative of the bidder should initial all pages of the proposal.
The bidders should submit five hard copies and five soft copies in separate compact discs
as per clause 21.1 ITB, Section II. The soft copies should be necessarily in MS Word /
MS Excel format (editable) besides other format(s).
Bidders are requested to submit a proposal written in the English language. Bidders
would need to submit both the technical and the price proposals.
The proposal should be typed in “Times New Roman” font, size 11 with single line
spacing.
The document should be precise to requirements and concise in nature.
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Each technical proposal and price proposal should be marked "Original" or "Copy" as per
clause 21.1 ITB. Section II. If there are any discrepancies between the original and the
copies of the Proposal, the original governs. Proposals containing erasures or alterations
are liable to be excluded from the evaluation process.
The original and all copies (also softcopies) of the technical proposal shall be placed in a
sealed envelope clearly marked "Technical Proposal". The original and all copies (also
softcopies) of the price proposal should also be placed in a sealed envelope clearly
marked "Price proposal" along with a warning: "Do not open with the Technical
Proposal." Both envelopes shall be placed into an outer envelope and sealed. This outer
envelope shall be super scribed with the following information:
1. Name of the bidder
2. Due date and time of submission
3. Submission address and contact detail
A clear marking stating: "DO NOT OPEN, EXCEPT IN PRESENCE OF THE
EVALUATION COMMITTEE."
Any omissions / deviations on the above, will cause rejection of the bid
The completed technical and price proposal must be delivered at the submission address on
or before the time and date stated in the Bid Data Sheet, Section III. The Purchaser will not
be responsible for any postal or transit delays. Any proposal received after the closing time
for submission of proposals shall be returned unopened.
C.2 Technical Proposal
C.2.1 General Requirements
C.2.1.1 Bid structure
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The response should include detailed structure of the bid specifying the names of bidder,
consortium member (if any), stating their respective responsibilities. Use following format:-
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Table 1: Bid Structure
Role Name of Company & Address
Bidder (SI/ Lead member in case of
consortium for SI role)
Consortium member (Second member in case
of consortium for SI Role)
C.2.1.2 Company Statistics
C.2.1.2.1 Bidder -Company Statistics
Please provide the general and financial details of each of the entities (bidder, consortium
Member (if any)) in the following formats:
Table 2.1: Bidder – Company Statistics
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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
Net worth in each of the last three audited
financial years ending in March 2018 (please
attach Last three year audited financial
statements along with CA certificate)
Annual revenue in each of the last three
audited financial years ending in March 2018
from software business (please attach Annual
Audited Financial Statements along with CA
certificate)
Headquarter Location
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(Note: where information cannot be provided in the above format, please furnish the
information on a separate sheet. Please ensure proper reference between the row number (in
above format) and the additional sheet used.)
C.2.1.2.2ERP OEM-Company Statistics
Please provide the general and financial details of offered OEM product vendor in the
following formats:
Other Office Locations, Functions and
Personnel Strength
Number of Employees by Function
Proposed ERP Product Module Certified
Sales
Support
Quality Assurance
Administrative
Management
Size of Team for the Proposed Solution
Location of Support Centers for Proposed
Solution
Other Businesses
Provide details of partnership with the ERP
product vendor
Location:
Date:
Signature of Authorized Signatory:
Name of Authorized Signatory:
Designation of the Authorized Signatory:
Official Seal of the Company:
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Table 2.2: ERP OEMProduct Vendor– Company Statistics
Details Supplier Response
Offered ERP OEM’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
A global average turnover of ERP OEM in
each of the last three audited financial years
ending in March 2018 from software business
(please attachAnnual Audited Financial
Statements along with CA certificate)
Headquarter Location
Other Office Locations, Functions and
Personnel Strength
Proposed ERP Product Name
Proposed ERP Product Version, if any
Proposed ERP Product Release, if any
Proposed ERP Database
Proposed ERP Front-end
Proposed ERP Dependencies on operating
system
Proposed ERP Dependencies on hardware
Proposed ERP Dependencies on other
software
Proposed ERP Dependencies on other tool
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(Note: where information cannot be provided in the above format, please furnish the
information on a separate sheet. Please ensure proper reference between the row number (in
above format) and the additional sheet used.)
C.2.2 Business Process DocumentRequirement of Application packages
Refer to Business Process Document Requirement Specifications, Section 7: for details.
Please respond to each specification in following format. Copy functional area from the
Section 7: .
Proposed ERP Product Package web/mobile
enabled
1) Is package web enable? (Y/N)
2) Mobile support? (Android/iOS/Both)
Is Proposed ERP Product Commercial Off-
The-Shelf available? (Y/N)
Location of Support Centers for Proposed
Solution
Number of staff available for proposed ERP
support in India
Describe support offered with respect to
upgrades, bug fixes, changes in statues,
functional assistance etc.
Location:
Date:
Signature of Authorized Signatory:
Name of Authorized Signatory:
Designation of the Authorized Signatory:
Official Seal of the Company:
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Table 3: Technical Specification for Application Packages
No Functional Area
Sub-Functional Area
based on supplier
understanding
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” Available in Core product
“D” Provided through 3rd Party tool
“B” Provided through Bespoke Development
“N” Not provided in solution
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 three columns (“Sub-Functional Area based
on supplier understanding”, "Supplier Response" & “Remarks”).
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
India
Specific
Features
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C.2.3 Approach and Methodology
THE FOLLOWING TABLE ELABORATES VARIOUS REQUIREMENTS WITHIN
A&M:
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
C.2.3.1 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.
C.2.3.2 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 organization/
consortium intends to take in order to ensure that the change from current system to proposed
one will be smooth and effective.
C.2.3.3 Project Team Structure
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In this section please provide detail of the team that would be deployed by your organization
to execute the project. Project team structure must meet minimum staffing requirement of
Section 9: Expected Project Man-Power Requirement Charter. Please provide details of the team
structure in the following format:
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Table 5: Proposed Project Team Structure
Name of
Staff
Name of
Role in
Project
Position
Assigned
Interna
tional
or
Domes
tic
Firm Employment status
with the firm (Full
time/ Associate)
Education
(Degree, Year,
Institution)
Area of Expertise and
number of years of relevant
experience
Task
Assigned
A.
Professional
Staff
B. Support
Staff
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C.2.3.4 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.).
Months are counted from the start of the assignment. For each staff indicate separately
staff input for off-site and on-site work.
Table 6: Proposed Resource Planning and Estimation
No. Name of Staff Position Staff Input
In Weeks W1 W2 W3 W4 W5 … Total
A. Professional Staff
B. Support Staff
C.2.3.5 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.
C.2.3.6 Detailed work plan with timelines
Please refer Annexure E - Expected Implementation Schedule for the format.
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C.2.4 Project Experience of Bidder and Offered OEM ERP Vendor
Bidder shall provide details of projects with application modules and other requirements (as
mentioned inSection 5 – Evaluation and Qualification Criteria) which have been successfully
completed during the last 5 financial years.
Please do not supply the names of clients who are no longer using your product/system.
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 with RFP:
Table 7.1: Details of Project Experience of Implementation Partner
SI. No Name of
project
Brief Scope
necessarily
including role
played by
Bidder, modules
implemented,
sector
classification, no
of named ERP
users
Owner of
Project
assignme
nt (Client
name)
Cost of
assignme
nt (INR)
Date of
Awarded
commence
ment
Date of
completion
Was
assignment
satisfactorily
completed
and
operational
as on bid
submission
date
Was it a
Utility
Sector
Project?
(Y/N)
Provide
Detail
Was it in
India or
Outside
India?
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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 7.2: Details of Project Experience of Offered OEM ERP Vendor
SI. No Name of
project
modules
implemented,
sector
classification, no
of named ERP
users
Owner of
Project
assignme
nt (Client
name)
Cost of
assignme
nt (INR)
Date of
Awarded
commence
ment
Date of
completion
Was
assignment
satisfactorily
completed
and
operational
as on bid
submission
date
Was it a
Power
Sector
Project?
(Y/N)
Provide
Detail
Was it in
India or
Outside
India?
C.2.5 Team details (CVs) of Bidder
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, modules, Roles etc.,
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
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get in duly approved. The new person can start working in the project only after his/her CV
has been approved by the Utility.
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Table 8: Format of Curriculum Vitae
1. Proposed Position:
2.
Name of Firm and ITIA
Role
(SI/NSP/GSP/MDASP)
3. Name of Staff:
4. Date of Birth: Nationality:
5. Education:
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 (specific to
Offered OEM Product
Modules):
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes myself, 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 authorised representative
of the staff Date:
Full name of authorised representative:
C.2.6 Firm Detail of Bidder and Offered OEM ERP Vendor
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:
Table 9.1: Firm Detail of Bidder
Details FY15-16 FY16-17 FY17-18
Net-worth
Turn-Over
Level of CMM/CMMI
Certification (Yes/No)
ISO Certification (Yes/No)
Establishment Date and Place
Table 9.2: Firm Detail of Offered OEM ERP Vendor
Details FY15-16 FY16-17 FY17-18
Turn-Over
Partner’s of the ERP
OEM
(Actual
Count)
Training Support in India (Yes/No)
SLA based Support in India (Yes/No)
Audited financial reports and copy of the certificates supporting the above need to be
submitted as proof.
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C.2.8 Project Management Practices
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 whom
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.
C.2.9 Quality Assurance
QUALITY OF SERVICE - SUPPLIERS MUST PROVIDE DETAILS OF THEIR
PROPOSED APPROACH TO QUALITY ASSURANCE TO ENSURE THE QUALITY
OF SERVICES IN ACCORDANCE WITH6.7 Quality Review and Audit by the ERP
product vendor of Section 6 – Scope of Work. 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:
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Table 10: 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
C.2.10 Documentation
Please provide a list 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;
Analysis & Design Manuals with the relevant data flow diagrams, entity relationship
diagrams, schemas etc.;
Additions/ changes to the documents after upgrades; and
Operations Manuals.
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C.2.11 Deviations Sheet
Only “non-material deviations” (which means only those deviations that do not qualify as
material deviations as defined in ITB clause 29.2 of bid document) will be considered by the
purchaser. Please describe all the non-material deviations w.r.t Terms and conditions
described in the Section-14: General Conditions of ContractandSection-15: Special 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.
Table 11: Format for Deviations
Tender Clarifications – Terms and Conditions
Sl. No. Tender Reference (Section
/ Clause number )
Details of Clauses /
Section needing
deviation
Deviation proposed
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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.
C.3 Price proposal
Bidders are requested to provide cost in the subsequent formats. The Bidders should take a
note of following points while filling the Price proposal.
1 Bidder will be responsible for payment of Taxes (including local entry taxes), duties,
cess, charges etc, including taxes, duties, cess, charges etc, to be paid by the Supplier pre-
or post-delivery. Such taxes, duties, cess, charges etc, if not explicitly mentioned in the
following tables, but applicable under law, should be included in the Quote under “Total
Amount” column.
2 The Bidder will provide Tax rates assumed for the calculation at the time of proposal for
each item in notes to respective table.
3 Please refer to GCC Clause 13.2 and the SCC for Price adjustments due to change in Tax
rates (including local entry taxes), duties, cess, charges etc.
4 Purchaser reserves the right to deduct and pay to the government authorities the taxes at
applicable rates from the price payable to the supplier.
C.3.1 Price Forms
Bidder must submit price against all line items as per Performa of Schedule – B Price Break Up
For Main Components.
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C.4 Checklists
Please submit a copy of this section with cover letter while submitting the proposal.
C.4.1Check List for Mandatory Forms
Table 12: Check List for Mandatory Forms
S.No. Item Furnished
1 Documents against eligibility criteria Yes/ No
2 Bid Security Yes/ No
3 One original copy duly signed- Technical Proposal Yes/ No
4 Four copies of Technical Proposal - Hard copies Yes/ No
5 Five copies of Technical Proposal - Soft copies Yes/ No
6 One original copy duly signed- Price proposal Yes/ No
7 Four copies of Financial Proposal - Hard copies Yes/ No
8 Five copies of Financial Proposal - Soft copies Yes/ No
9 Proof of turnover and networth for the last three audited financial
years of Bidder, consortium member (if any)
Yes/ No
10 CV of key personnel in suggested format Yes/ No
11 Proposed SLA template Yes/ No
12 Filled-in copy of Bidding forms (Annexure F – Bidding Forms) Yes/ No
13 Receipt of purchase of tender Yes/ No
D.4.2 Compliance checklist
Table 13: Check List for proper Documentation & Compliance
S.No. Item Furnished
1 Please confirm you agree to all clauses specified in the Section II,
ITB
Yes/ No
2 Please confirm you have submitted all the mandatory forms specified Yes/ No
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in Annexure C - Supplier Response Format .
3 Please confirm you have noted the bid submission deadline specified
in Section III, BDS (ITB 23.1)
Yes/ No
4 Please confirm you have noted that the performance security will be
furnished within time period as specified in Section II, ITB clause
42.1
Yes/ No
5 Please confirm you have provided all document proof to substantiate
you qualifying the eligibility criteria as mentioned in Section 5 –
Evaluation and Qualification Criteria
Yes/ No
6 Please confirm you have complied with the proposed requirement
specified in BPD
Yes/ No
7 Please confirm that you comply with all clauses specified in the
General Conditions of Contract specified in Section-14: General
Conditions of Contract
Yes/ No
8 Please confirm that you comply with all clauses specified in the
Special Conditions of Contract specified in Section-15: Special
Conditions of Contract
Yes/ No
9 Please confirm that all goods (software and hardware) and services
have been included in the price proposal and is complete in all
respects without any deviation/ missing items
Yes/ No
10 Please confirm that you have not submitted any alternate proposal Yes/ No
11 Please confirm that you have noted the SLA guidelines and penalty
clauses applicable as specified inSection-10: Service Level Agreement.
Yes/ No
12 Please confirm you have provided sufficient Bid security in proper
form as specified in clause 20, Section II ITB
Yes/ No
13 Please confirm you have responded to all mandatory technical
specification given in Annexure B – Mandatory Technical Specifications
Yes/ No
14 Please confirm that you have checked the final quote provided in
Schedule – B Price Break Up For Main Components
Yes/ No
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Annexure D - List of Goods and Related Services
Following is the indicative list of goods and related services to be delivered under this contract.
The delivered system should comply with the Section-12: Delivery Schedule & License Delivery
Schedule, Schedule – B Price Break Up For Main Components and Section-10: Service Level Agreement
Table: List of Goods and Related Services
S. No. Name of Goods or Related Services Description Quantity
1 ERP software Software As per Schedule – B Price
Break Up For Main
Components
2 ERP base product for named full use ERP
user licenses.
Licenses As per Schedule – B Price
Break Up For Main
Components 3 ESS licenses Licenses
4 Database, Partition, and Clustering, DR site,
Third Party softwareif any, operating
system if required and development &
Testing environment for proposed ERP.
Software/Licen
ses
5 System Software (OS, RDBMS etc.) Software As required
6 ERP Implementation including
configuration, Bespoke development,
Legacy Integration
Services As required
7 Data-migration, Integration Services All identifies systems
8 Designing, study and setting up
Business Intelligence, Data Ware House
and Disaster Recovery Site for GUVNL
and all its subsidiaries.
Business Intelligence
Data Ware House
Disaster Recovery Site
Software/
Services
All end users
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9 AMC (including ERP, BI-DW and DR
Site) charges for 3 years after “Project
Closer”
Services All end users
10 Stabilization support Services All end users
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Annexure E - Expected Implementation Schedule
The bidder is expected to complete the enterprise-wide implementation for all the identified
project areas with-in 24 (Twenty Four) calendar months, from the date of award of contract by
the UGVCL.
Stabilization Acceptance Services post successful completion of acceptance tests shall be
provided for a period of six months from the date of completion of GO-Live.
After completion of successful stabilization acceptance, AMC for 3 years will be commenced.
Bidder shall submit a detail Gantt chart as per along with the following implementation
schedule. Bidders shall drill down these activities into sub/sub-sub activity in the chart. The
chart shall also detail out time and resource effort required to execute each activity. The
detailed bar charts for all the work activity shall however, be discussed and agreed to by the
successful Bidder with the owner before start of the execution of work.
Table: Expected Implementation Schedule
Activity/ Sub Activity Start
Date Weekly Plan
End
Date
W1 W2 W3 W4 W5 …
1 Project Initiation Report and Presentation
2 Resource Scheduling and Mobilization of
team by IP
3 Detail Project Plan
4 Finalized Project Plan
5 “AS IS”process study and Business
Process Re-Engineering
6 Training Curriculum (for Training for
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ERP Core Team Members)
7
Completion of ERP product training for
core team of selected Functional and IT
Systems personnel
8 Software Supply and Specification
9 Hardware Capacity Study Report for
Primary and Disaster Recovery Site
10
Installation of ERP Software (Readable
Media containing the named ERP user
license, ESS licenses, database user
license, operating manual, technical
documents etc.) as per Schedule B and
License Delivery Schedule.
11
Training Requirement Report and
Schedule (for Training of Technical Team
Members )
12 Training (for Training for Technical Team
Members )
13 Business Blueprint Document including
TO BE, Customization Strategy Report,
Interface Strategy Report and GAP
Analysis
14 Finalization of Business Blueprint
Document By GUVNL
15 Change Management Requirement Report
16 Authorization Security and Access Control
Specification &Finalization
17
Back Up Strategy, Disaster Recovery Plan,
Business Intelligence and Data Warehouse
detail study and report.
18
Product Configuration, Customization and
Custom Development (Solution
Development)
19 Data Conversion, Data Migration,
Configuration and data migration in BI-
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DW
20 Integration with other legacy
system/DC/DR and RAPDRP
Application– Entire Scope
21
Supply of ERP Software (Media
containing the named ERP user license,
ESS licenses, database user license,
operating manual, technical documents
etc.) as per Schedule B and Delivery
Schedule.
22 Solution Testing of System
23 Go-Live at Pilot sites identified by
GUVNL
24 Training Plan & Curriculum (for end-user)
25 Training of all types of end users for ERP
solution
26 Finalization of testing and Go-Live at Pilot
sites identified by GUVNL
27
Supply of ERP Software (Media
containing the named ERP user license,
ESS licenses, database user license,
operating manual, technical documents
etc.) as per Schedule B and Delivery
Schedule.
28
Roll outof the ERP system at all the
locations/ units of GUVNL and its
subsidiaries.
29 Executive Cut-Over, DR, BI-DW Go-Live
30 Transition and Go-live, Stabilization
Acceptance and Project Closure
31 Commencement of AMC
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Annexure F – Bidding Forms
APPENDIX-F1: TECHNICAL PROPOSAL SUBMISSION SHEET
Date:
ICB No.:
Invitation for Bid No.:
Alternative No.:
To:
_________________________________________________________________
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) Our Bid shall be valid for a minimum period of 90 days from the date fixed for
the bid submission deadline in accordance with the Bidding Document, and it
shall remain binding upon us and may be accepted at any time before the
expiration of that period;
(d) If our Bid is accepted, we commit to obtain a Performance Security in the
amount of 10 percent of the Contract Price for the due performance of the
Contract;
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(e) We are not participating, as Bidders, in more than one Bid in this bidding
process in accordance with the Bidding Document;
(f) Our firm, its affiliates or subsidiaries, including any consortium, subcontractors
or suppliers for any part of the Contract, has not been declared ineligible by
the GUVNL & its subsidiaries.
(g) 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.
(h) We understand that you are not bound to accept the best evaluated bid or any
other bid that you may receive.
(i) We undertake to open office in Vadodara after award of contract.
Name
In the capacity of
Signed
Duly authorized to sign the Bid for and on behalf of
Date
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APPENDIX-F2: PRICE PROPOSAL SUBMISSION SHEET
Date:
ICB No.:
Invitation for Bid No.:
Alternative No.:
To:
_________________________________________________________________
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:
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(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:
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
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APPENDIX-F3: BID SECURITY
(To be accompanied with the bank Guarantee)
Date: ________________________
ICB No.: _____________________
Invitation for Bid No.: __________
To:
________________________________________________________________
Whereas
_____________________________________________________________
________________________________________________________________
(hereinafter called “the Bidder”) has submitted its Bid dated
____________________________ for ICB No. ___________ for the supply of
__________________________________________________________________
__________________hereinafter called “the Bid.”
KNOW ALL PEOPLE by these presents that WE
_______________________________________________________________ of
_______________________________________________________ having our
registered office at _________________________________________________
(hereinafter called “the Guarantor”), are bound unto
______________________________________________________________
_______________________________________________________(hereinafter
called “the Purchaser”) in the sum of ____________________________ for which
payment well and truly to be made to the aforementioned Purchaser, the Guarantor
GUVNL:IPDS
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binds itself, its successors, or assignees by these presents. Sealed with the
Common Seal of this Guarantor this ____________________day of
_________________________, _____.
THE CONDITIONS of this obligation are the following:
1. If the Bidder withdraws its Bid during the period of bid validity specified by
the Bidder in the Bid Submission Sheet, except as provided in ITB Sub-
Clause 19.2; or
2. If the Bidder, having been notified of the acceptance of its Bid by the
Purchaser, during the period of bid validity, fails or refuses to:
(a) Execute the Contract; or
(b) Furnish the Performance Security, in accordance with the ITB Clause
42; or
(c) Accept the correction of its Bid by the Purchaser, pursuant to ITB Clause
30.
We undertake to pay the Purchaser without protest or demur up to the above
amount upon receipt of its first written demand, without the Purchaser having to
substantiate its demand, provided that in its demand the Purchaser states that the
amount claimed by it is due to it, owing to the occurrence of one or more of the
above conditions, specifying the occurred conditions.
This security shall remain in force up to and including sixty (60) days after the
period of bid validity, and any demand in respect thereof should be received by the
Guarantor no later than the above date.
Name
In the capacity of
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Page : 212
Signed
Duly authorized to sign the Bid Security for and on behalf of
Date____________________________________________________________
APPENDIX-F4: MANUFACTURER’S AUTHORISATION
(To be obtained from all OEMs)*
Date:
ICB No.:
Invitation for Bid No.:
Alternative No.:
To:
WHEREAS___________________________________________________ who are
official manufacturers of
____________________________________________________ having factories
at _______________________________________________________________
do hereby authorize
____________________________________________________ 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 Clause 26 of
the General Conditions of Contract, with respect to the Goods offered by the above
firm in reply to this Invitation for Bids.
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Name
In the capacity of:
Signed
Duly authorized to sign the Authorization for and on behalf of
Date
*It is clarified that manufacturing authorization form is to be obtained from all OEMs except OEMs of LAN cable,
OF cable, Racks, Table and Chair and other consumables. It is clarified that if OEM is origin other than India the
certificate may be issued by the India Office
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APPENDIX-F5: CERTIFICATE AS TO CORPORATE PRINCIPAL
CERTIFICATE AS TO CORPORATE PRINCIPAL
(To be signed by any of Board Directors or Co.Secry)
(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: _________________
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Annexure G- Existing Oracle E-Business Suite and Other Third Party Product Modules
Environment of E-Urja Project
Sr.
No. EBS 11i Modules Version
Company
name Remarks
1 FINANCE AP 11.5.10.2 ALL
2 AR 11.5.10.2 ALL
3 CM 11.5.10.2 ALL
4 FA 11.5.10.2 ALL
5 TREASURY 11.5.10.2 ALL
6 GL 11.5.10.2 ALL
7 SCM PO 11.5.10.2 ALL
8 OM 11.5.10.2 ALL
9 PROJECT 11.5.10.2 ALL
10 INVENTORY 11.5.10.2 ALL
11 FABRICATION 11.5.10.2 ALL Manufacturing
12 EAM EAM 11.5.10.2 ALL
13 Mail
Messaging Oracle Beehive 11.5.10.2 ALL
14 HRMS HR 11.5.10.2 ALL
15 PAYROLL ALL
Completely customized on VB &
Oracle platform schema with EBS
11i & is two tier application
16 LEGAL 11.5.10.2 ALL Customized
17 CRM CRM DISCOM Largely customized for power
utility sector
18 LAB 11.5.10.2 DISCOM
19 Utility Billing - DISCOM Completely customized Linux +
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Sr.
No. EBS 11i Modules Version
Company
name Remarks
LT (Low
Tension)
PHP + Oracle DB
20
Utility Billing -
HT (High
Tension)
DISCOM Completely customized Linux +
PHP + Oracle DB
21 ETAP DISCOM Third Party Software; Not in use
22 Energy
Accounting DISCOM
Completely customized for power
utility sector; not in use
23 Process
Manufacturing OPM 11.5.10.2
GSECL/
GETCO
24 FUEL
FUEL
ACCOUNTING
(For coal based
Thermal PS)
GSECL Completely customized for Power
utility sector
25
FUEL
ACCOUNTING
(For gas based
PS)
GSECL Completely customized for Power
utility sector
26 QA 11.5.10.2 GSECL
27 Safety
(Customized) 11.5.10.2 GSECL Customized
28 Others Power Trading 11.5.10.2 GUVNL/ Customized for Power utility
sector
29 Demand
Planning 11.5.10.2
GETCO/
DISCOM Not in use
30 ETAP DISCOM Third party software – Not in use
31 Load Dispatch
Management -
SLDC
11.5.10.2 GETCO Customized
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Sr.
No. EBS 11i Modules Version
Company
name Remarks
(Customized)
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Annexure H - Existing Applications and Integration Matrix of R-APDRP Project
The applications integrated with each other is given in the table below:
Sr.
No. Applications
Integrated With
Modules Integrated With
Module 1: Meter Data
Acquisition Energy Audit, GIS Metering, Billing, GIS, DAS
Module 2: Energy
Audit
Data Acquisition,
GIS
Billing, Collection (including
Kiosks and ATPs etc)
Module 5 : GIS based
Consumer Indexing &
Asset Mapping
Customer Care
Centre, MDM
Asset Management,
Maintenance Management,
Billing, collections, Metering
New Connections (CRM),
Disconnection &
Dismantling (CRM),
Commercial Database
(CRM)
Module 6: GIS based
Integrated Network
Analysis Module
MDM, Energy
Audit Customer
Care Centre
Maintenance Management,
Asset Management, New
Connections (CRM),
Disconnection &
Dismantling (CRM), Billing.
Commercial Database
(CRM)
Module 7: Centralized
Customer Care
Services
GIS
Billing, Collections,
Maintenance Management,
New Connections,
Disconnections, Metering
(CRM), Commercial
Database (CRM)
Module 8 :
Management
Information System
All new
Applications in a
frame work of
data ware house
using ETL and BI
Tools.
All existing Applications in a
frame work of data ware
house using ETL and BI
Tools.
Module 9: Web Self Data Warehouse, CRM, Metering, Billing,
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Services Portals, Customer
Care Centre
Collections (including
Kiosks and ATPs etc), Multi
channel services, third party
collection agencies,
Module 10: Identify
& Access
Management System
Portal, Data
Center Security,
LDAP, DRC, Mail
server
ERP
Module 11: System
Security Requirement
Data Center and
DRC, Portal,
Internet
ERP
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Annexure I – Existing H/W Details of E-Urja &R-APDRP
1. E-Urja – Primary Site
E8801_9119-MHE-SN78E5A17
Installed Licensed Maximum
Processor 192 96 192
Memory 3.5 TB 2 TB
16 Slot Free each
System Node (16*4
=64 slot) = 16TB
I/O 34 44 Slots (10 empty)
E8802_9119-MHE-SN68E5A27
Installed Licensed Maximum
Processor 192 96 192
Memory 3.5 TB 2 TB
16 Slot Free each
System Node (16*4
=64 slot) = 16TB
I/O 34 44 Slots (10 empty)
FS900 Storage
Existing Maximum
No of Slot 12 12
Flash Modue Size 5.7TB 5.7TB
toatal Storage
capacity 57TB 57TB
V7000 Storage
Existing Maximum Remarks
HDD 96
(24*4) 504
Total Storage 104TB 5.7PT Raw capacity
Enclosure 3 nos 20 Nos
Total Licesenced Empty Slot
SANSW1 96 72 24
SANSW2 96 72 24
2. e-Urja :DR Site H/w
1. Two No of IBM Server 1:8231 Model E2D model with each server having: 2 x 6
Core p7 4.2 Ghz processor, 2 x 32 GB DDR3 RAM, 2 x 2 Port 8 Gb Fiber
Channel Adapter, 4 Port 1GbE Adapter, 2x 300GB SAD Disk Drive
2. IBM Storage V7000 Model 524 12 TB Capacity
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3. R-APDRP : DC & DR Hardware Details
Data Center
Sr.No Description Model Make Part no Remarks
1 Server X3850 M2 IBM 99B1966 NA
2 Server X3850 M2 IBM 99B1965 NA
3 Server X3850 M2 IBM 99B5844 NA
4 Server X3850 M2 IBM 99C9812 NA
5 Server X3850 M2 IBM 99D0010 NA
6 Server X3850 M2 IBM 99D0009 NA
7 Server X3850 M2 IBM 99C9813 NA
8 Server X3850 M2 IBM 99C9214 NA
9 Server X3850 M2 IBM 99C1243 NA
10 Server X3850 M2 IBM 99E4158 NA
11 Server X3850 M2 IBM 99D9416 NA
12 Server X3850 M2 IBM 99E4249 NA
13 Server X3850 M2 IBM 99E4308 NA
14 Server X3850 M2 IBM 99E4240 NA
15 Server X3850 M2 IBM 99E1973 NA
16 Server X3850 M2 IBM 99E4309 NA
17 Server X3850 M2 IBM 99E1795 NA
18 Server X3850 M2 IBM 99E4241 NA
19 Server X3850 M2 IBM 99E3068 NA
20 Server X3850 M2 IBM 99E1790 NA
21 Server X3850 M2 IBM 99E4251 NA
22 Server X3850 M2 IBM 99E4162 NA
23 Server X3850 M2 IBM 99E4247 NA
24 Server X3850 M2 IBM 99D9420 NA
25 Server X3650 M2 IBM 99T0025 NA
26 Server X3650 M2 IBM 99K0690 NA
27 Server X3650 M2 IBM 99H6085 NA
28 Server X3650 M2 IBM 99K0706 NA
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29 Server X3650 M2 IBM 99K0703 NA
30 Server X3650 M2 IBM 99H6082 NA
31 Server X3650 M2 IBM 99K0704 NA
32 Server X3650 M2 IBM 99K0705 NA
33 Server X3650 M2 IBM 99H6100 NA
34 Server X3650 M2 IBM 99H6097 NA
35 Server X3650 M2 IBM 99K0700 NA
36 Server X3650 M2 IBM 99H6094 NA
37 Server X3650 M2 IBM 99H5499 NA
38 Server X3650 M2 IBM 99K0697 NA
39 Server X3650 M2 IBM 99V3167 NA
40 Server X3650 M2 IBM 99T0041 NA
41 Server X3650 M2 IBM 99T0038 NA
42 Server X3650 M2 IBM 99R7230 NA
43 Server X3650 M2 IBM 99T0017 NA
44 Server X3650 M2 IBM 99T0008 NA
45 Server X3650 M2 IBM 99V3159 NA
46 Server X3650 M2 IBM 99T0373 NA
47 Server X3650 M2 IBM 99T0022 NA
48 Server X3650 M2 IBM 99T0012 NA
49 Server X3650 M2 IBM 99T0076 NA
50 Server X3650 M2 IBM 99T0053 NA
51 Server X3650 M2 IBM 99T0051 NA
52 Server X3650 M2 IBM 99V3146 NA
53 Server X3650 M2 IBM 99T0071 NA
54 Server X3650 M2 IBM 99T0007 NA
55 Server X3650 M2 IBM 99T1095 NA
56 Server X3650 M2 IBM 99T0059 NA
57 Server X3650 M2 IBM 99T0035 NA
58 Server X3650 M2 IBM 99T0372 NA
59 Server X3650 M2 IBM 99T0011 NA
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60 Server X3650 M2 IBM 99T0014 NA
61 Server X3650 M2 IBM 99R7231 NA
62 Server X3650 M2 IBM 99T0003 NA
63 Server X3650 M2 IBM 99V3157 NA
64 Server X3650 M2 IBM 99V3155 NA
65 Server X3650 M2 IBM 99T0006 NA
66 Server X3650 M2 IBM 99T0069 NA
67 Server X3650 M2 IBM 99T0010 NA
68 Server X3750 M2 IBM 06CZ144 NA
69 Server X3850 M2 IBM 99E3689 NA
70 Server X3650 M2 IBM 99V3139 NA
71 Server X3650 M2 IBM 99R7232 NA
72 Server X3650 M2 IBM 99V3147 NA
73 Server X3650 M2 IBM 99T0054 NA
74 Server X3650 M2 IBM 99T0064 NA
75 Server X3650 M2 IBM 99T0066 NA
76 Server X3650 M2 IBM 99T0056 NA
77 Server X3650 M2 IBM 99T0027 NA
78 Server X3650 M2 IBM 99T0068 NA
79 Server X3650 M2 IBM 99T0042 NA
80 Server X3650 M2 IBM 99T0024 NA
81 Server X3850 M2 IBM 99E4246 NA
82 Server X3850 M2 IBM 99E1974 NA
83 Server X3650 M2 IBM 99T0037 NA
84 Server X3850 M2 IBM 99E4248 NA
85 Server X3850 M2 IBM 99D9042 NA
86 Server X3850 M2 IBM 99E0313 NA
87 Server X3850 M2 IBM 99E4244 NA
88 Server X3850 M2 IBM 99E4243 NA
89 Server X3850 M2 IBM 99E4239 NA
90 Server X3850 M2 IBM 99E4109 NA
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91 Server X3850 M2 IBM 99E4242 NA
92 Server X3650 M2 IBM 99T0078 NA
93 Server X3650 M2 IBM 99T0052 NA
STORAGE & Backup
INVENTORY
1 System Storage - Base
frame DS8300 IBM 75PP270 NA
2 System Storage -
Expansion Frame DS8300 IBM 75P4890 NA
3 Tape Library TS3500 IBM 7824164 NA
4 SAN Director - 1 MDS9509 CISCO DCH134200JN NA
5 SAN Director - 2 MDS9509 CISCO DCH134200JH NA
NETWORK
INVENTORY
1 Core Router Primary 7609-S CISCO FOX1353G3DJ NA
2 Core Router Redundant 7609-S CISCO FOX1353G3GZ NA
3 Internet Router 7609-S CISCO FOX1402G9UX NA
4 Core Switch Primary WS-C6513 CISCO SAL1405A9EM NA
5 Core Switch Redundant WS-C6513 CISCO SAL1407B4XB NA
6 Distribution Switch
Primary WS-C6509-E CISCO SMC1352001E NA
7 Distribution Switch
Redundant WS-C6509-E CISCO SMC13520007 NA
8 Access Switch Primary WS-C6509-E CISCO SMC1350005E NA
9 Access Switch
Redundant WS-C6509-E CISCO SMC13520002 NA
10 Layer II Switch WS-C2960-24TC-L CISCO FOC1405Y266 NA
11 Layer II Switch WS-C2960-24TC-L CISCO FOC1405Y3ED NA
12 Intrusion Prevention
System
IPS-4260-4GE-BP-
K9 CISCO FTX1724M03X NA
13 Intrusion Prevention
System
IPS-4260-4GE-BP-
K9 CISCO FTX14075019 NA
14 Intrusion Prevention
System
IPS-4260-4GE-BP-
K9 CISCO FTX1432502M NA
15 Monitoring, Analysis
and Response System CS-MARS-25R-K9 CISCO FTX14065036 NA
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16 Global Site Selector GSS-4492R-K9 CISCO QCF1409010R NA
17 Global Site Selector GSS-4492R-K9 CISCO QCF1409010Q NA
18 RAS Router 3845-HSEC/K9 CISCO FHK1406F0YP NA
UPS INVENTORY
1 UPS 200 KVA Hi
Pulse 200 KVA Hi Pulse EMERSON 2001006H14217 NA
2 UPS 200 KVA Hi
Pulse 200 KVA Hi Pulse EMERSON 2001006H14218 NA
E-MAIL AND WEB
SECURITY
INVENTORY
1 E-mail and Web
Security EWS-3300-00A McAfee 4KY5VK1 NA
2 E-mail and Web
Security EWS-3300-00A McAfee 57446L1 NA
RACK INVEMTORY
1 IBM S2 42U Standard
Rack Cabinet 23DY122 IBM 9307RC4 NA
2 IBM S2 42U Standard
Rack Cabinet 23DX932 IBM 9307RC4 NA
3 IBM S2 42U Standard
Rack Cabinet 23DT122 IBM 9307RC4 NA
4 IBM S2 42U Standard
Rack Cabinet 23DX332 IBM 9307RC4 NA
5 IBM S2 42U Standard
Rack Cabinet 23DX322 IBM 9307RC4 NA
6 IBM S2 42U Standard
Rack Cabinet 23DY214 IBM 9307RC4 NA
7 IBM S2 42U Standard
Rack Cabinet 23DT353 IBM 9307RC4 NA
8 IBM S2 42U Standard
Rack Cabinet 9307RC4 IBM 23DT106 NA
9 IBM S2 42U Standard
Rack Cabinet 9307RC4 IBM 23DT091 NA
10 IBM S2 42U Standard
Rack Cabinet 9307RC4 IBM 23DT115 NA
11 Network Rack 42U
Rack Cabinet WQ India
12 Network Rack 42U
WQ India
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Rack Cabinet
13 Network Rack 42U
Rack Cabinet WQ India
14 Network Rack 42U
Rack Cabinet WQ India
15 Network Rack 42U
Rack Cabinet WQ India
16 Network Rack 42U
Rack Cabinet WQ India
17 Network Rack 42U
Open Rack WQ India
18 Network Rack 42U
Open Rack WQ India
19 Network Rack 42U
Open Rack WQ India
HCL
1 Highend Workstation AG1V0316 HCL 4103AG396001 NA
2 Highend Workstation AG1V0316 HCL 4103AG396008 NA
3 Highend Workstation AG1V0316 HCL 4103AG396009 NA
4 Highend Workstation AG1V0316 HCL 4103AG396010 NA
5 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393025 NA
6 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393037 NA
7 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393062 NA
8 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393030 NA
9 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393045 NA
10 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393026 NA
11 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393042 NA
12 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393035 NA
13 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393038 NA
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14 Workstation HCL Infinity PRO
BL1300 HCL 4103AA393032 NA
15 Printer HP LJ P3015dn HP VNVJB46092 NA
CABLING
1 Data Centre Cabling NA MOLEX NA NA
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Annexure J – Existing E-Urja and R-APDRP Database Growth
Database
DB Size (GB) as on 30-Nov-16
DB Size (GB) as on
17-Apr-17 DB Size (GB) as on 17-Mar-18
DB Size (GB) as on 02-Jul-18
DB Growth (GB)
(02Jul18 - 17Mar18)
Per Month GROWTH
(GB)
GSECL 3186 3415 3884 4161 277 92
GETCO 545 545 544 589 45 15
GUVNL 135 135 146 146 0 0
DGVCL 3404 3937 4034 4071 37 12
MGVCL 1976 2043 2167 2254 87 29
PGVCL 4990 5256 5920 6233 313 104
UGVCL 2587 2651 3546 3641 95 32
DBILL 1086 1161 1196 1269 73 24
MBIL 1075 1159 1317 1385 68 23
PBIL 1667 1800 2107 2226 119 40
UBIL 1213 1297 1458 1553 95 32
Beehive 1276 1315 1403 1422 19 6
e-Urja Database Growth
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Annexure K – Existing E-Urja Oracle License Details
Existing Oracle License Details under e-Urja
CSI Number (e-Urja) Nos. of Licenses
15594408 1500
15309580 4500
14759625 4500
14373700 1500
15704911 38000
CSI Number (R-APDRP) Nos. of Licenses
4108962 Processor Based
4111152 Processor Based
4495351 Processor Based
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Annexure L – Existing Data Backup Policy
1.0 Background of the Solution
This chapter documents the old backup environment from which GUVNL migrated there backup infrastructure from a distributed environment to a consolidated backup environment.
In the new implemented backup solution, The backup LPAR is hosted on E880-01 with a shared storage from SVC and a TS4500 Tape Library with a LTO7 x 12 tape drives.
GUVNL:IPDS
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IBM Lab Services <GUVNL>
2.0 Spectrum Protect Server Configuration This chapter documents the Spectrum Protect Hardware and Software Configuration.
Spectrum Protect Hardware Configuration
Considering Spectrum Protect backup application performs multiple tasks parallel, the server is configured with 2 p8 64bit processors with 32 GB of RAM. The server is allocated storage from SVC (SAS Drives) and has a TS4500 Tape Library attached with LTO7 x 12 Tape Drives. The server is installed AIX v7100-04-04-1717 and Spectrum Protect Server v7.1.7.0 as per the initial proposal.
Spectrum Protect Backup Policies Sr.NO Type Policy
1 File System (Important Mount Points)
1. For Daily file level Incremental
backup with 95 days retention Staged
on DiskPool.
2. For Monthly file level Archive with
125 days(4Mo) retention written to
TapePool.
3. For Yearly file level Archive with
1830 days(5Yr) retention written to
TapePool.
2 Database Backup 1. 'For Daily Oracle TDP Full Backup
with 35 days retention written to Tape
Pool.
2. For Monthly Oracle TDP Full
Backup with 365 Days (1Yr)
retention written to Tape Pool
3. For Yearly Oracle TDP Full Backup
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with 1830 days (5Yr) retention
written to Tape Pool.
4. Database archive is backed up at
14:00 hrs and 18:00 hrs.
For Database backup lan free backup is used and for File system backup is taken on lan.
Host wise Details:-
Hostname Environment Platform details
(OS version) TSM Client
Ver TSM for SAN Ver
TDP for Ora Ver
tsmserver TSM Backup
Server AIX 7.1
v7.1.7 / v7.1.6 - -
dgvclap1 EBS Appln AIX 6.1 v7.1.6 - -
dgvclap2 EBS Appln AIX 6.1 v7.1.6 - -
dgvcldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
dgvcldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
dbillap1 DBILL Appln AIX 6.1 v7.1.6 - -
dbillap2 DBILL Appln AIX 6.1 v7.1.6 - -
dbilldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
dbilldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
pgvclap1 EBS Appln AIX 6.1 v7.1.6 - -
pgvclap2 EBS Appln AIX 6.1 v7.1.6 - -
pgvcldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
pgvcldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
pbillap1 PBILL Appln AIX 6.1 v7.1.6 - -
pbillap2 PBILL Appln AIX 6.1 v7.1.6 - -
pbilldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
pbilldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
mgvclap1 EBS Appln AIX 6.1 v7.1.6 - -
mgvclap2 EBS Appln AIX 6.1 v7.1.6 - -
mgvcldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
mgvcldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
mbillap1 MBILL Appln AIX 6.1 v7.1.6 - -
mbillap2 MBILL Appln AIX 6.1 v7.1.6 - -
mbilldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
mbilldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
ugvclap1 EBS Appln AIX 6.1 v7.1.6 - -
ugvclap2 EBS Appln AIX 6.1 v7.1.6 - -
ugvcldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
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ugvcldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
ubillap1 UBILL Appln AIX 6.1 v7.1.6 - -
ubillap2 UBILL Appln AIX 6.1 v7.1.6 - -
ubilldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
ubilldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
guvnlap1 EBS Appln AIX 6.1 v7.1.6 - -
guvnlap2 EBS Appln AIX 6.1 v7.1.6 - -
guvnldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
guvnldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
getcoap1 EBS Appln AIX 6.1 v7.1.6 - -
getcoap2 EBS Appln AIX 6.1 v7.1.6 - -
getcodb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
getcodb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
gseclap1 EBS Appln AIX 6.1 v7.1.6 - -
gseclap2 EBS Appln AIX 6.1 v7.1.6 - -
gsecldb1 DB / ASM AIX 7.1 v7.1.6 v7.1.7 v7.1.3
gsecldb2 DB / ASM (RAC) AIX 7.1 v7.1.6 v7.1.7 v7.1.3
