draft specification - rajasthan · superintending engineer (it), jodhpur vidyut vitran nigam ltd,...
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DRAFT SPECIFICATION
Implementation of ERP (Enterprises
Resource Planning) system on
Commercially Off the Shelf (COTS) software
in Jodhpur Discom
Purchaser:
Jodhpur Vidyut Vitran Nigam Limited
Jodhpur
Office of the Superintending Engineer (IT)
Jodhpur Discom Jodhpur
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NOTICE INVITING TENDER
Notice Inviting Tender
Reference No: TN-10
Jodhpur Vidyut Vitran Nigam Ltd. [“JDVVNL”/ “Jodhpur Discom”] invites bids from
competent Agency for work of “Implementation of ERP (Enterprise Resource
Planning) System on Commercially Off the Shelf (COTS) software in Jodhpur
Discom”.
The system shall be built as per the specifications and to be made operational in a
defined time frame. Consequent upon built of the system, the vendor has to run the
system for 5 years. The contract period may further be extended upto 2 years as per
mutual agreement.
Mode of Bid Submission Online through e-Procurement/e-Tendering system at
http://eproc.rajasthan.gov.in
Tendering Authority
Superintending Engineer (IT)
Jodhpur Vidyut Vitran Nigam Ltd.
New power house,JODHPUR-302006.
Estimated cost of Project
(Approx.)
Rs. 42 Crs ( for 5 years)
Contact Persons
1) Umesh MathurSE (IT) -9413359049
2) N.K. Joshi (XEN IT) -9413359854
Submission of Banker‟s
Cheque/ Demand Draft for
Tender Document Fee
(including GST @ 18%),
in favour of AO(CPC),
JDVVNL, Jodhpur (non-
refundable), payable at
Jodhpur,
Rajasthan
Rs: 5750/-. before 10.5.2018 upto 2 PM
Submission Demand Draft
for eTender Processing
Fee (including GST @
18%), in favour of M.D,
RISL payable at
Jaipur (non-refundable) )
in office of SE(IT), JDVVNL
Rs: 1180/- before 10.05.2018 upto 2 PM
Submission of Earnest
Money Deposit (EMD) in
office of SE(IT), JDVVNL,
Jodhpur in the form of
Rs. 80 lakhs before 10.05.2018 upto 2 PM
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Bank Guarantee (B.G.)
Publishing Date/Time 05.04.2018 at 5.00 pm
Last date of receipt of
clarification/queries
**
Within 20 days from date of uploading of tender document
Submission Date for
Banker‟s Cheque/
Demand Draft / BG for
Tender Fee, EMD, and
Processing Fee.
The deadline for submission of these instruments is Bid
Submission Deadline. The Bidder can submit these
instruments before the deadline. The Bidder has to
submit the same in hard copy and attach the scan of
receipts with online bids.
Bid submission Last Date/
Time
10.05.2018 upto 2 PM
Date & Time of Opening of
Technical
Bids
10.05.2018 upto 3 PM
Date & Time of Opening of
Financial
Bids
To be intimated later
Websites for downloading
Tender Document,
Corrigendum‟s,
Addendums etc.
http://eproc.rajasthan.gov.in.http://www.Jodhpurdiscom.
com
Bid Validity& EMD Validity
Bid Validity:90 Days from the date of Financial Bid
Opening
EMD Validity: 180 days from date of Technical Bid
opening. If required, the same shall be requested to be
extended.
The prospective bidder should have the necessary competence, adequate financial
standing, sufficient experience, expertise as per Qualification Requirement detailed in
this document.
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BROAD SCOPE OF WORK:
To rollout an array of Capex and OPEX this shall comprise mainly the following:
a) Implementation of ERP Solution on Commercially Off the Shelf ( COTS) Software
with following modules:
(i) Finance and Accounts
(ii) Human Resource Management including Self Service for executive
category of officials and payroll for all JDVVNL‟s Employees
(iii) Materials (Purchase and Stores)
(iv) Project Management
b) Be based on a Cloud platform with business applications in the cloud. The
services offered under this bid shall be on fixed monthly charges basis. There
shall be proven enterprise cloud security, built in the system. The cloud
computing shall be elasticity, affordability, availability and simplicity.
c) Use only standard COTS ERP Software as per the requirements given in this
document.
d) Have Capability to Integrate with any existing and future systems on Industry
Standard data exchange mechanism.
e) Have security mechanisms inbuilt as per industry and standards and protocols.
f) Be supported by Manpower as listed in this RFP for Project implementation,
Maintenance and Support during tenure of Contract.
g) Detailed scope of work as per this document.
NOTE:
1. The bid shall only be submitted through online tendering system of
www.eproc.rajasthan.gov.in.
2. Bidders who wish to participate in this tender will have to register on
https://www.eproc.rajasthan.gov.in To participate in online tenders, Bidders will
have to procure Digital Signature Certificate (Type – II or Type – III) as per
Information Technology Act-2000 using which they can sign their electronic bids.
Bidders can procure the same from any CCA approved certifying agency i.e TCS,
Safecrypt, Ncode etc. or they may contact e-Procurement Cell, Department of IT
& C, Government of Rajasthan for future assistance. Bidders who already have a
valid Digital Certificate need not to procure a new Digital Certificate.
Contact No. 0141 – 4022688 (Help desk of RISL - 10.00 AM to 6.00 PM on all
working days)
E-mail: [email protected]
Address: e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme,
Jaipur.
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3. Bidders should go through the website https://www.eproc.rajasthan.gov.inshould
refer to the website and go through the link “Help For Contractors”, “Information
About DSC”, “FAQ” and “Bidders Manual Kit” and Section-I to know the process
for submitting the electronic bids at the website.
4. The „Instructions to bidders‟ and other terms and conditions of this tender
pertaining to the bidding process generally follow the guidelines of e-tendering
system of the government of Rajasthan, available at URL
https://www.eproc.rajasthan.gov.in. However, wherever there is any anomaly
between the conditions referred to in this tender document and the GoR e-
tendering system, the latter shall be final.
5. The complete tender document has been published on the websites,
www.Jodhpurdiscom.comand https://www.eproc.rajasthan.gov.in for the purpose
of downloading.
6. The downloaded tender document shall be considered valid for participation in the
bid process subject to submission of required Tender fees, e-Tender Processing
Fee& EMD as mentioned in the NIT Section table. A copy of receipt of the tender
fees, e-Tender Processing Fees & EMD must be enclosed along with the Technical
bid/ proposal failing which the bid will be summarily rejected. The last date of
submission of these Original instruments is mentioned in the NIT Table. The
Bidder must take due care in submitting the instruments and collecting receipts
from Jodhpur Discom so that the Originals are submitted in hard copy and receipt
scans are uploaded with the Technical Bid, before the Bid Submission Deadline.
7. All the communication/ correspondence including the bid document (Technical
and Financial Bid) should be signed digitally by the Bidder. The Technical and
Financial Bid which is uploaded on e proc portal must be signed and stamped on
each relevant page by the designated Authorized Representative of the bidder.
The name, designation and authority of the designated Authorized Representative
of the Bidder shall be stated in the Bid.
8. No contractual obligation whatsoever shall arise from the tender
document/bidding process unless and until a formal contract is signed and
executed between the purchaser and the successful bidder(s).
9. JDVVNL disclaims any factual/ or any other errors in this tender document (the
onus is purely on the individual bidders to verify such information) and the
information provided herein are intended only to help the bidders to prepare a
logical bids.
10. Bids will be considered only in the prescribed manner. Bids not submitted in the
prescribed format will be summarily rejected without further evaluation.
11. Copies of various documents to be enclosed along with the bids must be legible
and be self-attested by the authorized signatory with official seal. Claims made by
bidder related to the project experience and other requirements shall be
considered only when appropriate supporting documents are provided.
12. All the communication/correspondence including the Bid (Technical and Financial
Bid) must be signed and stamped on each page by the designated Authorized
Representative of the bidder failing which the bid will be summarily rejected.
13. The Bids can be submitted up to date and time given as specified in the NIT
Table.
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14. The complete bidding process is defined in the tender document.
15. In case, a bidder imposes conditions which are in addition or at variance or in
conflict with the terms and conditions as specified in this tender document, all
such bids will be summarily rejected.
16. Tendering Authority reserves the complete right to accept or reject in part or full
any or all the bids without assigning any reasons whatsoever. No further
discussion/ interaction will be held with the bidders whose bids have been
disqualified/ rejected by the tendering authority.
17. In case, a dispute arises with regard to interpretation/ omission/ error in this
tender document, bid submitted, other documents; the decision of SE (IT),
JDVVNL, JODHPUR will be final and binding upon the bidders.
18. Interested bidders may obtain further information from the office of The
Superintending Engineer (IT), Jodhpur Vidyut Vitran Nigam Ltd, New
power house , Jodhpur on any working day 10.04.2018 to 10.05.2018
between 10:00 AM to 5:00 PM.
Superintending Engineer (IT)
Jodhpur Vidyut Vitran Nigam Ltd. New
power house,JODHPUR-302006.
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TABLE OF CONTENTS
NOTICE INVITING TENDER ............................................................................................................................................. 2
TABLE OF CONTENTS ..................................................................................................................................................... 7
SECTION – I INTRODUCTION & OBJECTIVE .................................................................................................................... 9
SECTION-II QUALIFICATION REQUIREMENTS (QR) ...................................................................................................... 10
SECTION –III INSTRUCTION TO BIDDER ...................................................................................................................... 14
SECTION-IV TERMS & CONDITIONS ............................................................................................................................. 27
SECTION – V DETAILED SCOPE OF WORK .................................................................................................................... 44
SECTION VI FUNCTIONAL REQUIREMENT.................................................................................................................. 103
SECTION VII TECHNICAL COMPLIANCE ...................................................................................................................... 105
SECTION VI ANNEXURES COVERING FORMATS OF SUBMISSION OFBIDS ................................................................. 124
ANNEXURE 1 FORMAT FOR COVERING LETTER OF BID ............................................................................................. 124
ANNEXURE – 2: GENERAL PROFILE OF THE BIDDER .................................................................................................. 127
ANNEXURE – 3: FINANCIAL CAPABILITIES.................................................................................................................. 129
ANNEXURE–4 DETAILS & DESIGN OF THE PROPOSED ERP SYSTEM ....................................................................... 130
ANNEXURE – 5: PROPOSED HARDWARE AND OTHER INFRA (BILLOF MATERIAL) .................................................... 131
ANNEXURE – 6: SCHEDULE OF DEVIATIONS .............................................................................................................. 132
ANNEXURE – 7:CONFIRMATION OF “NO DEVIATION” INTECHNICAL / COMMERCIAL TERMS AND
CONDITIONS OF THISTENDER ................................................................................................................................... 133
ANNEXURE – 8: PROJECT IMPLEMENTATION PLAN .................................................................................................. 134
ANNEXURE-9 : SYSTEM COMPLIANCE SHEET ............................................................................................................ 135
ANNEXURE-10: UNDERTKAING FOR VARIOUS INFORMATIONFURNISHED ............................................................... 136
ANNEXURE-11: BIDDERS‟S AUTHORIZATION CERTIFICATE ....................................................................................... 136
ANNEXURE 12: POWER OF ATTORNEY IN FAVOUR OF AUTHORIZEDSIGNATORY OF THE BIDDERError! Bookmark not defined.
ANNEXURE 13: FORMAT OF BANK GUARANTEE FOR EMD ....................................................................................... 138
ANNEXURE 14: FORMAT OF BANK GUARANTEE FOR PERFORMANCESECURITY ...................................................... 142
ANNEXURE-15: SELF DECLARATION-NO BLACKLISTING ............................................................................................ 143
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ANNEXURE-16: QUALIFICATION REQUIREMENT ....................................................................................................... 145
ANNEXURE-17: FORMAT FOR FINANCIAL BID SUBMISSION .......................................................... 0
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SECTION – I INTRODUCTION & OBJECTIVE
JODHPUR VIDYUT VITRAN NIGAM LIMITED (Jodhpur Discom) is an undertaking of
Government of Rajasthan engaged in distribution and supply of electricity in the
jurisdiction of Jodhpur Discom which comprises of 12 Circles as under.
S.No. Name
of
Discom
Zonal Offices O&M Circles Approximate Number of offices
1. Jodhpur
Discom
3 Nos. :
Jodhpur,
Barmer &
Bikaner
12 Circles: Jodhpur City,
Jodhpur District, Barmer,
Jalore, Pali, Sirohi,
Jaiselmer, Hanumangarh,
Sri Ganganagar, Churu,
Bikaner (CC), Bikaner (DC)
160
The invitation to Bid is for “Implementation of ERP (Enterprise Resource Planning)
System on Commercially Off the Shelf (COTS) software in Jodhpur Discom” that
are being procured through this RFP, initially in Jodhpur Discom.
The post implementation support for implemented ERP System shall be for 5 years
period.
The Bidders are advised to study the tender document carefully. Submission of Bids shall
be deemed to have been done after careful study and examination of the tender
document with full understanding of its implications.
General Information of Bid:
i. The Bidder, while submission of the Bids, has to ensure that, all the pages of the
Bids are signed by the competent authority and also all the pages are numbered
and properly indexed. Jodhpur Discom clarified that-the Bid of those bidders,
who do not fulfil the requirements, shall be considered as disqualified.
ii. If any bidder fails to fulfil the Qualification Requirement (QR), his bid will be
treated as non-responsive and no further correspondence/clarification will be
taken into consideration for the same.
iii. Merely meeting the qualification requirements does not indicate that the Bidders
shall be short listed for opening of financial bid. The technical solution proposed
by the Bidder must commensurate with the requirements laid down in the Tender
document.
iv. The short listing shall be made considering all the technical parameters furnished
by the bidder along with the technical offer.
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v. Qualification will be assessed upon meeting all the qualification criteria regarding
the applicant’s general and particular experience, personnel capabilities,
infrastructure availability, financial position, system proposed, methodology and
plans to be adopted as detailed in the Bidder’s Technical Bid.
SECTION-II QUALIFICATION REQUIREMENTS (QR)
The Bidder must possess following credentials prescribed as Pre-Qualification Criteria. If
any bidder fails to fulfil the Qualification Requirement (QR), his bid will be treated as
non-responsive and no further correspondence/clarification will be taken into
consideration for the same.
The bid shall be submitted by a individual bidder or by a consortium of maximum 2
members.
The Bidder (referred as SI-Lead) and the 2nd consortium member (in case of a
consortium; referred as SI-2nd) should meet the QR as mentioned below:
No Qualification Details Documents
1. Average Annual Turnover
fromlast three years should
not be less than Rs.
150 Crores.
In case of a consortium,
the consortium as a whole
(SI-Lead and SI-2nd
combined) should meet
this requirement of
turnover, with SI-Lead
meeting minimum 90%
out of this.
CA Certificate and
the certified
balance sheets.
2. Net Worth for the each of
the last three Financial
Years should be positive. In
case of a consortium, both
the SI-Lead and SI-2nd
should have positive net
worth in last three audited
financial years.
“Net-worth‟ shall be as per
RBI Guidelines.
CA Certificate
3. The SI should have at least
CMM/CMMI level 3 or above
certification.
In case of a consortium,
this requirement needs to
be met by the SI-Lead.
Certificate issued
by SEI/CMMI
institute.
4. The bidder must have a
minimum of 500 full time
resources. Additionally,
bidder must have at least 5
OEM certified resources of
each proposed module of
the ERP product.
In case of a consortium,
the requirement may be
met jointly by SI-Lead and
the SI-2nd.
Self-Declaration
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5. The Bidder should have
been in the IT / Software
services for the last 3
years. Further, the bidder
should have at least 3
ERP/e-Governance Projects
of the globally out of which
at least 2 project should be
for any government
organisation in India that is
operational on the date of
submission of bid.
The Bidder must have
implemented / under
implementation at least
one ERP project costing
not less than the amount
equal10 Crore to 80% of
the estimated cost or two
ERP projects each costing
not less than 5 Crore.
Further, bidder must have
one ERP order includes following-
must have been implemented in PSU or Govt.
Organization in India.
• At least one number of
the offered ERP
product shall have
more than 100 users
base
•
• At least 4 modules out
of following functions /
modules of the
ERP Product must
have been
implemented (in single
project or jointly in
above two referred
projects) -
a) FICO or equivalent
b) MM or equivalent
c) HR or equivalent
d) Payroll
e) Project Management
or equivalent
In case of a consortium,
the requirement may be
met jointly by SI-Lead and
the SI-2nd .
Work Award &
Performance
certificates.
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6. Bidder should be authorized
system integrator /
implementation partner of
the offered ERP product for
sale, support and services
of the offered ERP Product.
In case of Consortium, the
requirement may be met
by any one SI
Letter from OEM of
ERP product
Qualifying Requirements for SI-2nd
No. Description Documents to be
submitted
1. The bidder shall be a registered company in India
under the Indian Companies Act.
Certificate of Incorporation
along with MOA & AOA
2. The SI-2nd should have implemented System
Integration two projects at DISCOMS in India
involving deployment of Software, Training,
Support, Hardware Deployment, On Site support
manpower, Deployment of application on
cloud/data centers in the last 3 years out of
which at least one project should be live as on
the date of tender.
Work Orders and
Performance Certificates
3. The SI-2nd shall be ISO 9001:2008 certified, ISO
27001:2013 for Information Security
Management & ISO 2000-1:2013 for IT Service
Delivery.
Certificates
4. The Minimum Average Annual Turnover (MAAT)
for best three years out of last five financial years
of the bidder should not be less than Rs. 30
Crores.
CA certificate along with the
balance sheets
5. The net worth of the bidder shall be positive
during the last 3 financial years
CA certificate along with the
balance sheets
6. The bidder must have a minimum of 50 full time
resources involved in Project Management,
Delivery, Support etc.
Self-declaration along with
the PF/ESI details.
NOTE: - In case of non-furnishing of requisite document along with the bid, the bid will be
considered as non-responsive and bid may be summarily rejected.
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Qualifying Requirements for OEM product
S
.
N
o
Particulars Eligibility Criteria Proof /
Documents
Required
1 Company
profile of
ERP Product
OEM
The OEM - company must
have a global presence and
turnover of more than of Rs.
1,000 crores per year
worldwide in last the last three
years and profit making
business in last three years.
Financial
Statements
for last three
Financial
Years /OEM
Self –
Certificate
from
authorized
signatory /
Published
Document
Stating
Turnover
2 Presence in
India
The OEM should be a
registered company in India.
Published
Document
with
Supporting
Document/
Certificate of
Incorporation
from ROC
3 Presence in
PSU/Govern
ment
Departments
(State or
Central) /
Indian
Industries.
The OEM should have at least
3 references in PSU/
Government (State or Central)
Departments in India, , each
having more than 100 users
using this application.
Customer
Reference
List along
with OEM
Self
Certification
/
PubicCitation
s
4 Implementat
ion by
Partners in
Govt./PSU
OEM should have at least five
implementations through
partners in Govt. / PSU.
Completion
Certificates /
OEM Self-
Certification
5 R&D,
Training
&Support
facilities in
India
The OEM should have a
At least 5,000 (five thousand)
manpower in India
24x7 support,
Development and Support Centre
in India
OEM Self-
Certificate
with details /
Published
Document
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S
.
N
o
Particulars Eligibility Criteria Proof /
Documents
Required
Training facilities In India.
.
for support
center,
Training
Facility and
R&D facility
in India. OEM
certificate for
number of
manpower
employed in
India.
7 Implementat
ion Partners
OEM should have at least 10
partners in India.
OEM Self-
Certification
SECTION –III INSTRUCTION TO BIDDER
1. GENERAL INSTRUCTIONS
1.1. Tendering authority will receive bids in respect of services as set forth in
the accompanying Tender document.
1.2. All bids shall be prepared and submitted in accordance with terms and
conditions of this Tender Document.
1.3. The Bidder, in his own interest is requested to read very carefully these
instructions and the terms and conditions as incorporated in General
Conditions of Contract and Technical specification before filling and
submitting the Bids.
1.4. If the bidder has any doubt as to the meaning of any provisions or any
portion thereof, he shall before submitting the Bid, may refer the same to
the Tendering Authority in writing, well in time before the specified date of
opening of Bids so that such doubts may be clarified.
1.5. Submission of the Bid shall be deemed to be the conclusive proof of the
fact that the Bidder has acquainted himself and is in agreement with all
the instructions, terms and conditions governing this Tender document
unless otherwise specifically indicated/ commented by him in his Bid.
1.6. Bids submitted after the time and date fixed for receipt of bids as set out
in the invitation to Bid shall be rejected and returned to the bidders.
1.7. The works referred herein shall cover the entire scope of the proposal
which include commissioning and erection of equipment including the
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successful completion of performance and guarantee tests which the
Discom desires to get executed.
2. FIELD CONDITIONS
2.1. The geographical conditions of the Jodhpur Discom are not same and have
different terrain. The details of the area covered are mentioned in the
table at the Introduction Section.
2.2. The bidder may in its own interest, before submitting the bid, inspect and
examine the area involved and satisfy it regarding the existing system.
2.3. For ascertaining the existing system, condition‟s etc., the agency may
contact the Tendering Authority.
2.4. No claim from Bidder or Agency for change in the bid or terms & conditions
of the contract shall be entertained on the ground that the conditions are
different than what were contemplated by them at the time of submitting
the bids.
3. SUCCESSFUL IMPLEMENTATION AND GOOD PERFORMANCE
Any work if specifically not mentioned but reasonably implied for the successful
implementation and good performance of the proposed work is deemed to be
included and has to be executed within the ordered price.
4. PREPARATION OF BIDDING DOCUMENT
4.1. EARNEST MONEY DEPOSIT (EMD):
a. The Bidder shall furnish EMD as per the provisions mentioned in the table
of NIT section. Bank Guarantee shall be payable as per prescribed format
.The EMD is for entire Bid.
b. The Bidder shall deposit the EMD in above said format to the Office of
SE(IT), JDVVNL, Jodhpur within the stipulated date & time, and obtain a
receipt.
c. Any Bid not accompanied by a copy of the receipt for depositing EMD shall
be rejected and the Bid will not be opened.
d. In case of unsuccessful Bidders, the EMD will be refunded on production of
the original receipt within 15 working days after signing of Contract by
each Discom.
e. Adjustments/proposals for acceptance of EMD, if any, already lying with
the Discom in connection with some other bids/orders shall not be
entertained. Also, the Discom will not adjust the EMD under this tender
with the previous dues of bidder if any.
f. No interest shall be payable on EMD.
g. Jodhpur Discom reserves the right to forfeit EMD or a part thereof in
circumstance, if the bidder is not earnest in accepting/executing any order
placed under this Tender document.
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4.2.TENDER DOCUMENT FEE & TENDER PROCESSING FEE
The bidders are permitted to download the bid document from websites
https://www.eproc.rajasthan.gov.in,www.Jodhpurdiscom.combut must pay
the cost of Tender document fee and e-Tender processing fee as
mentioned in NIT table within the stipulated date & time and obtain
acknowledgement thereof. Such tender processing fee shall be sent to
RISL by office of SE(IT), Jodhpur
5. CLARIFICATIONS AND AMENDMENTS & DEVIATION FROM TENDER
DOCUMENT
5.1. CLARIFICATIONS TO THE TENDER DOCUMENT
5.1.1 If the prospective bidder has any doubts as to the meaning of any
portion of the draft Tender document, he can raise the same to the
tendering authority i.e. SE(IT) JDVVNL, Jodhpur on any working
dayupto 25.04.18 between 10.00 AM to 6 PM.
5.1.2 Verbal clarifications and information given by the Discom or his
employee(s) or his representative(s) shall not in any way be binding
on the JDVVNL.
5.1.3 The bidder is required to carefully examine the Terms &
Conditionsincluding specifications of this Tender document and fully
informhimself as to all the terms and conditions which may in any
wayaffect the Work or the cost involved thereof.
5.2. CLARIFICATIONS TO THE BID
5.2.1 To assist in the examination, evaluation, comparison and post
qualification of the bids, the Tendering Authority may, at its
discretion, ask any bidder for a clarification of his bid. The Tendering
Authority’s request for clarification and the response shall be in
writing or e-mail of the Authorized Signatory of the Bidder.
5.2.2 Any clarification submitted by a bidder with regard to his bid that
isnot in response to a request by the Tendering Authority shall not
be considered.
5.2.3 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 tendering authority in the evaluation of the
Bids
5.3. AMENDMENT OF TENDER DOCUMENT
5.4.1At any time prior to the deadline for submission of the Bids, if the
Tendering Authority deemed it necessary to amend the Tender
document, it shall do so by issuing appropriate
Corrigendum/Addendum.
5.4.2Any Corrigendum/Addendum issued shall be a part of the Tender
document and shall be published on the website of Jodhpur Discom
& e-proc portal.
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5.4.3To give prospective Bidders reasonable time to take a
Corrigendum/Addendum into account in preparing their Bids, the
tendering authority may, at its discretion, extend the deadline for
the submission of the Bids.
5.4.4Any change in date of submission and opening of bids would be
published through News Papers, Jodhpur Discom‟s website and e-
proc portal.
5.4. DEVIATION FROM BID DOCUMENTS
5.4.1The bidder should comply all requirements set out in the bidding
document and NO TECHNICAL and COMMERCIAL Deviation shall be
entertained.
5.4.2The Bids with Deviation from the requirement laid down in this
document shall be considered as NON Responsive.
The offer must have “No Deviation‟ certificate as per bid document.
6 SUBMISSION AND OPENING OF BIDS
6.1 COST OF BIDDING
The Bidder shall bear all the risks and costs associated with the preparation
and submission of its Bid, and the Tendering Authority shall not be
responsible or liable for those risks and costs, regardless of the conduct or
outcome of the bidding process.
6.2 LANGUAGE OF BIDS
The Bid, as well as all correspondence and documents relating to the Bid
exchanged by the Bidder and the Tendering Authority, shall be written only
in English Language. 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.
6.3 BIDS ARE TO BE SUBMITTED IN TWO PARTS
6.3.1The Bid shall be submitted within the specified time on
https://www.eproc.rajasthan.gov.inin electronic format in the
following manner:
6.3.2Part- A (Technical Bid): will contain
a) Cover 1: Fees (to be uploaded in pdf format)
(i) Copy of receipt of submission of Tender document fees
(ii) Copy of receipt of submission of Tender processing fee
(iii) Copy of receipt of submission of EMD (DD & BG)
b) Cover 2: Techno-Commercial Bid (to be uploaded in pdf
format):
(i) Complete Technical Bid comprising information in specified
formats and schedules (Except the price schedule) including
details & design of the proposed system(s) to meet out the
work requirement together with its capabilities.
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(ii) Supporting documents to ascertain the eligibility /
qualification as per the QR requirements of this tender The
Tendering Authority may require any bidder to furnish the
documents in original or copy duly attested by Notary as the
case may be for verification, in physical form on short notice
of three working days.
6.3.3Part- B (Financial Bid): will contain the Financial Bid for carrying out
the scope of work defined for this project. The Financial Bid is
submitted in excel file of BOQ. The Financial Bid will be opened only
for the Bidders shortlisted on the basis of Technical Bid. The date of
opening of such Financial Bids will be intimated on the eproc website
6.4SUBMISSION OF PROPOSALS
6.4.1Bidder shall submit their bid in electronic format, which shall be
digitally signed and further signed &stamped on each page by the
designated authorized representative of the Bidder. Bidder shall
procure Digital Signature Certificate (DSC) as per the provisions
mentioned in Note 2 of the NIT table.
6.4.2Physical submission of bids is not allowed. If asked by Tendering
Authority he bidder is required to submit original technical bid in
hardcopy which shall be the exact replica of online bid submitted. In
case of any discrepancy between online and hardcopy Bid, the Bid
submitted online shall prevail.
6.5FILLING OF BIDS
6.5.1Bids shall be submitted on e-portal with the formats and schedules given in
the Tender document duly filled in. The completed formats and schedules
shall be considered as part of the contract documents in case the same
Bidder becomes Successful Bidder. The Bids which are not in conformity to
the schedules and formats of the Tender document, may not be
considered.
6.5.2No alteration should be made to the format and schedules of the tender
document. The Bidder must comply entirely with the Tender document.
6.5.3Tender should be filled in only with ink or typed and must be submitted
online after signing digitally.
6.5.4All additions, alterations and over-writing in the bid must be clearly signed
by the authorized representative of the bidder otherwise bid shall be
summarily rejected.
6.5.5The bidder must quote the prices strictly in the manner as indicated herein,
failing which bid is liable for rejection. The rate/prices shall be entered in
words as well as in figures. These must not contain any additions,
alterations, over-writing, cuttings or corrections and any other marking
which leave any doubt and further may result in rejection of such Bid.
6.5.6The Tendering Authority will not be responsible to accept any cost involved
in the preparation or submission of bids.
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6.5.7All bids and accompanying documents shall be addressed to Jodhpur
Discom.
6.6ALTERNATIVE BIDS
Alternative bids shall not be considered at all.
6.7 BID PRICES
6.7.1 All the prices should be quoted only in Indian Rupees (INR) Currency.
6.7.2 The prices quoted in BOQ.xls should be exclusive of service tax / GST
and other government levies as applicable The present rates of
applicable taxes shall be indicated by the bidder in its Bid, which is
subject to statuary variation and shall be borne by Discom..
6.7.3 The bidder will furnish the break-up of the quoted price in Financial Bid
according to the Annexure 17, indicating rate and type of each tax
clearly, as per the rates prevailing within 7 days before the bid date.
Any statuary variation and imposing of new tax by government
subsequent to bid submission/currency of Contract shall be on Discom
account.
6.7.4 The quantity of total no. of consumers mentioned in respective circle is
on average basis and may increase or decrease. However the payment
shall be made as per the actual no of consumers in the database at the
end of the month for which system generated report shall be
submitted.
7 PERIOD OF VALIDITY OF BIDS
7.1 The bid validity period is provided in the table mentioned in the NIT section.
Bids mentioning a shorter validity period than specified are likely to be
summarily rejected.
7.2 Tendering Authority may ask for extension in validity period. The Bidder will be
at liberty to accept it or not. In case Bidder agrees to extend the validity period
without changing his original offer, he will be required to extend validity period
of the Bank Guarantee submitted against the EMD suitably.
8 SIGNATURE OF BIDDER
8.1 The bid must contain the name, address and place of business of the Bidder
and must be signed and sealed by the designated Authorized Representative of
the Bidder. The name of such person should also be typed or printed below the
signature.
8.2 Bid by a partnership firm must be furnished with full names of all partners.
8.3 Bids by corporation/ company must be signed by the Authorized representative
of the Bidder with the legal name of the corporation/ company.
8.4 Satisfactory evidence of authority (Power of Attorney) of the person signing on
behalf of the Bidder shall be furnished with the bid.
8.5 The Bidder's name stated on the proposal shall be exact legal name of the
firm.
8.6 Bids not conforming to the above requirements of signing shall be disqualified.
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9 DELAY IN BID SUBMISSION
The tendering authority shall not consider any bid that arrives after the
deadline for submission of bids as indicated in the NIT. Any bid received by the
tendering authority after the deadline for submission of bids shall not be
accepted.
10 RECEIPT OF BIDS
Bids shall only be received throughhttps://www.eproc.rajasthan.gov.inwebsite.
11 WITHDRAWAL, SUBSTITUTION AND MODIFICATION OF BIDS
A Bidder may substitute or modify its bid after it has been submitted before
the deadline prescribed for submission of bids as per the e-tendering process
but bidder cannot withdraw his bid after submitting it once.
12 BID OPENING
(i) Jodhpur Discom shall perform the Bid opening at the specified place, date and
time in the presence of bidders or their authorized representatives who may
choose to be present.
(ii) Only the bids of those bidders who qualifies post the Technical Bid evaluation
shall be eligible for Financial Bid opening. The date and time of Financial Bid
opening to the technically qualified Bidders would be intimated later. The
bidder who has quoted lowest shall be termed as the successful bidder.
13 EVALUATION AND COMPARISON OF BIDS
13.1 Process of Evaluation of Bids
The Jodhpur Discom shall start the evaluation of Technical Bids as opened. The
authorized persons of the Purchaser shall evaluate the technical bid in terms of its
responsiveness to the terms and conditions of this Tender Document and Bidder‟s
capability to meet the Qualification Requirements. The Technical Bids which are
responsive and meet the qualification requirements of this Tender Document shall
be declared as Technically Qualified Bidders and shall be intimated accordingly
about the Financial Bid Opening. Only those Bidders which are technically
qualified shall be eligible for opening of Financial Bids
13.1.1 The evaluation of bids will be made in the following three stages:
1st stage: Qualification Requirement (part ”A‟)
All the received bids will be evaluated first on the basis of minimum qualification
requirement prescribed “Qualification Requirement” of this specification and on
the basis of adherence to conditions given in this document.
The bidders who meet all Qualification requirements laid in this section and
having NO Deviation in the Bid shall be evaluated further. The Bidders who are
found Non Responsive shall be intimated as per RTPP act.
The Bids of Bidders who qualifies 1st Stage shall be evaluated in 2nd Stage.
2nd stage: Technical Evaluation
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Technical details submitted by the bidders would be evaluated with respect to the
relevant documents substantiating the details provided in the schedules and
annexure.
Following points will be considered for technical evaluation.
1. The approach & methodology
2. Experience of the key professionals
3. Details of hardware, software functionalities of Solution Offered.
4. Integration methodology as per Industry Standards
5. The objective of evaluation of techno-commercial proposals is to ensure
that the bidder has the necessary competence to execute the project
successfully and timely.
6. Broad technical evaluation criteria are defined below.
7. Interoperability of System Chosen.
3rd Stage Financial Bid Evaluation (part “B‟)
The Financial Bids of the technically qualified Bidders shall be opened by
Tendering Authority on scheduled date, time & place to be notified on portal. The
Financial Bids which are opened shall be evaluated by the authorized persons of
the Purchaser for the responsiveness as per the terms & conditions of this tender
document and to ascertain minimum quoted prices.
13.1.4 The Purchaser will correct arithmetical errors during evaluation of Financial Bids
on the following basis:
1. If there is a discrepancy between the unit price and the total price that is
obtained by multiplying the unit price and quantity, the unit price shall
prevail and the total price shall be corrected, unless in the opinion of the
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;
2. If there is an error in a total corresponding to the addition or subtraction of
subtotals, the subtotals shall prevail and the total shall be corrected; and
3. If there is a discrepancy between words and figures, the amount in words
shall prevail. However, where the amount expressed in words is related to
an arithmetic error, the amount in figures shall prevail subject to (1) and
(2) above.
If there is a discrepancy between percentage and figures related to various
taxes or levies, the percentage shall prevail over figure mentioned.
However, where the amount expressed in percentage is related to an
arithmetic error, the amount in figures shall prevail subject to (1) and (2)
above. It should also be noted that at time of payment against, the
prevailing tax/levy rates will be used as on the date of approval of payment
Except as provided in sub-clauses (1) to (3) herein above, Tendering Authority
shall reject the Price Proposal if the same contains any other computational or
arithmetic discrepancy or error.
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If the Bidder does not accept the correction of errors, its Bid shall be disqualified
and its EMD shall be forfeited
13.1.5 The bids will be evaluated and awarded as per the evaluation criteria that “The
Bidders having lowest financial quote in the respective packages during Financial
Bid Evaluation shall be considered as the L1 Bidders”.
13.1.6 The EMD of the other technically qualified Bidders shall be returned within 15
working days from the date of signing of Contract by the Discom with the
successful Bidder.
13.2 CONFIDENTIALITY
13.2.1Information relating to the examination, evaluation, comparison, and post
qualification of Bids, and recommendation of contract award, shall not be
disclosed to Bidders or any other persons not officially concerned with such
process until publication of the Contract award.
13.2.2Any attempt by a bidder to influence the tendering authority or other officials
of Discom in the examination, evaluation, comparison, and post
qualification of the Bids or Contract award decisions shall result in the
rejection of his bid.
13.2.3From the time of Bid opening to the time of Contract award, if any Bidder
wishes to contact the Tendering Authority on any matter related to the
Bidding process, he is allowed to do so in writing.
13.3 DETERMINATION OF RESPONSIVENESS
13.3.1The determination of the responsiveness of a bid would be based on the
contents of the information furnished by the Bidders in the Bid.
13.3.2 A responsive bid would be the one that meets the requirements of the
Tender document without deviation, reservation, or omission : -
13.4 NON-MATERIAL NON-CONFORMITIES
13.4.1Provided that a bid is substantially responsive, the Tendering Authority may
waive any nonconformity in the bid that does not constitute a material
deviation, reservation or omission.
13.4.2Provided that a bid is substantially responsive, the Tendering Authority 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 bid related to documentation
requirements. Requesting information or documentation on such
nonconformities shall not be related to any aspect of the Financial Bid.
Failure of the bidder to comply with the request may result in the rejection
of its Bid.
13.5 DISQUALIFICATION
13.5.1Tendering authority may at its sole discretion and at any time during the
processing of bid, disqualify any bidder/ bid from the bid process on
following grounds
i. Any action on the part of the bidder to revise the rates/prices and
modification in technical or commercial substance of Bid, at their own.
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ii. Submission of any supplementary information unless & otherwise
asked for at his own instance after the opening of the Bid may result in
rejection of the Bid and also debar him from submission of Bid to the
Discom at least for one year.
iii. In case of bidder not furnishing the desired information.
iv. In case of bidder not adhering to the format of financial offer given
with this document the bid / offer may be rejected / non-responsive.
v. In case of any foot note or explanatory statement in the financial offer
the bid/offer may be rejected/non-responsive.
vi. In case of any cover letter with financial offer comprising any
supplementary statement or discount or any condition the bid / offer
may be rejected / non-responsive.
vii. In case of any mis-apprehension at bidder level which may lead to
wrong price bidding, Discom reserve the right to reject the bid or take
necessary loading / unloading to arrive the correct price as per
aspersion of Discom / tender specification. Accordingly the bidders are
advised to ask to clarify about any mis-apprehension before bidding.
No excuse shall be considered in this regard.
viii. Does not meet the Qualification Requirement (QR) as mentioned in the
bidding document.
ix. During validity of the bid or its extended period, if any, increases his
quoted prices.
x. Has imposed conditions in his bid.
xi. Has made misleading or false representations in the forms, statements
and attachments submitted in proof of the eligibility requirements.
xii. Has been black listed, by any utilities of India during Last 5 years.
xiii. Has submitted bid which is not accompanied by required
documentation and EMD/Tender document fees/Processing fees
xiv. The Bidder should not have been blacklisted by any other Discom
throughout India
Note: Bidders may specifically note that while processing the bid documents,
ifit is found, expressly or implied, that some bidders may have
compounded inany manner whatsoever or otherwise joined to form a
cartel resulting in delay/holding up the processing of bids then the
bidders so involved are liable to be disqualified for the contract as well
as for a further period of two years from participation in any of the
bids floated by any department, Govt. of Rajasthan.
14 AWARD OF CONTRACT
14.1 ACCEPTANCE OF THE TENDER/BID AND NOTIFICATION OF AWARD
14.1.1After the selection of the Successful Bidder by the Tendering
Authority within the validity period of Bid, the Tendering Authority
shall inform such Bidder in writing by issuing Letter of Intent (LOI).
14.1.2The Successful Bidder shall send an acknowledgement the LOI to the
Discom, post which Discom shall prepare and send a detailed work
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order to the Successful Bidder. In case, the Successful Bidder refuses
at the issue of LOI, the intent to perform the scope of work, it shall be
rejected with forfeiture of its EMD and offer may be extended to the L2
Bidder and so on.
14.1.3Discom shall issue Work Order to the Successful Bidder requiring him
to do the following things within specified timeline. If the Bidder fails
to do the following things within specified timeline, EMD of such Bidder
shall be forfeited and Tendering Authority of Discom may consider the
next ranked bidder.
a) Written Letter of Acceptance of Work Order along with duly signed and
sealed copy of such Work Order as token of such acknowledgement
within 7 working days.
b) Submission of Performance Guarantee as required to be submitted
under the Contract within 15 working days.
c) Signing of the Contract (based on the terms & conditions of this
Tender Document) with the Discom within 15 working days after issue
of Contract format by Discom to the Successful Bidder. In case any of
the party (Discom and the Successful Bidder) is unable to sign the
Contract within 15 working days, it shall inform the other party in
advance regarding the same along with the reason and suitable time
for signing of the Contract.
14.1.4Decision on bids shall be taken within original validity period of offers
which shall be kept up to 90 days from the date of opening of financial
bids. If the decision on acceptance or rejection of a bid cannot be
taken within the original bid validity period due to unavoidable
circumstances, all the bidders shall be requested to extend validity
period of their bids up to a specified date.
14.1.5The EMD of the other bidders shall be refunded after the execution of
the contract by the Discom with the successful bidder and his Contract
Performance Security is received by the Discom.
14.1.6Until a formal Contract is prepared and signed, the Work Order/ LOI
shall constitute a binding Contract.
15 SIGNING OF CONTRACT
15.1The successful bidder will, on receipt of Work Order from the Discom enter
into a contract with the DISCOM by jointly signing the Contract.
15.1.1 The draft of the Contract based on the terms & conditions,
detailed in Section-II and Section-III will be forwarded to the
successful bidder for execution by the Discom.
15.1.2 The Contract will be signed within fifteen days thereafter. The
person to sign the Contract must be duly authorized by the
Bidding entities.
15.2 RESERVATION OF RIGHTS
15.2.1 To take care of unexpected circumstances, Tendering Authority shall
reserve the rights for the following:
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i. Extend the last date & time for submission of the bids.
ii. Amend the Tender Document at any time prior to the last date & time
of submission of Bids.
iii. To reject any bid without assigning any reasons.
iv. Terminate or abandon the bidding procedure or the entire project
whether before or after the receipt of bids.
v. Seek the advice of external consultants to assist Jodhpur Discom in
the evaluation or review of bids.
vi. Make enquiries of any person, company or organization to ascertain
information regarding the bidder and its bids.
vii. Reproduce for the purposes of the procedure the whole or any portion
of the bids despite any copyright or other intellectual property right
that may subsist in the bids.
viii. Note: Direct or indirect canvassing on the part of the Bidder or his
representative would be a ground for disqualification of such Bidder
from this process.
15.3 LACK OF COMPETITION
A situation may arise where, after evaluation of Bids, the Tendering
Authority may end-up with one responsive bid only. In such a situation the
Tendering authority act as per RTPP Rule 2013 CLAUSE 68 “Lack of
Competition”
15.4General
15.4.1 Discom does not bind itself to accept the lowest or any bid or
any part of the bid and shall not assign any reason(s) for the
rejection of any bid or a part thereof.
15.4.2 The fact of submission of bid to the Jodhpur Discom shall be
deemed to constitute an agreement between the Bidder and the
Discom whereby such bid shall remain open for acceptance by
the Discom and Bidder shall not have option to withdraw his
offer, impair or derogate the same. If the Bidder is notified
during the period of validity of bid that his bid is accepted by
the Discom, he shall be bound by the terms of agreement
constituted by his bid and such acceptance thereof by the
Discom, until formal contract of the same bid has been signed
between him and Discom in replacement of such agreement.
15.4.3 The successful bidder will have to sign the contract agreement
for the proper fulfilment of the contract. In case of ambiguous
or contradictory terms and conditions mentioned in the Tender
Document/ Bid, interpretations as may be advantageous to
Discom may be taken, if satisfactory clarification is not
furnished within the prescribed period.
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15.4.4 Discom will not be responsible for any cost or expenses incurred
by the bidder in connection with preparation or submission of
bids.
15.4.5 Jodhpur Discom reserves the right to:
a. Reject or accept any bid.
b. Cancel the bid process and reject all applications.
c. Jodhpur Discom shall neither be liable for any action nor
be under any obligation to inform the bidders of the
grounds for any of the above actions.
16 SPECIAL CONDITIONS of TENDER
1. The system (comprising hardware and software) shall be based on integrated /
engineered systems architecture with provision of Availability / Scalability / high
performance as defined in the specification.
2. The Agency has to size the requirement of the cloud platform and
infrastructure, to deliver the full functionality with reasonable response times.
3. The system to be deployed under this contract shall be SOA (Service Oriented
Architect) based and shall have capability to be integrated with existing and
upcoming system, if such integration is required Discom shall arrange
necessary Pre-Requisites having provision for continuous integration with 3rd
party software provided that such software shall also been built on Industry
standard integration methodology.
4. All the middleware in the form of Hardware, software & firmware required for
such integration is part of scope of Work and included in the cost offered.
5. The ERP system shall be implemented as per the specifications and to be made
operational in a defined time frame. Consequent upon implement of the ERP
system, the vendor has to run the system for 5 years. The contract period may
further be extended upto 2 years as per mutual agreement
6. If the services of the vendor are not as per the awarded work for three
consecutive months after commencement of work then Discom will have liberty
to terminate the contract. The Service provider shall maintain the confidentiality
of data base. A separate NDA (Non-Disclosure agreement) shall be signed by
the service provider.
7. All the required updates, upgrades & patches / Subscription Renewal / Licenses
renewal / AMC of Licenses, Hardware updates, software updates, Change
request updating is the responsibility of vendor within the quoted price till
currency of contract.
8. The system should ensure active-active load balancing for all layers of
application (web-tier, App-Tier and Database Tier)
9. The system should ensure data at rest and data in motion encryption of key
columns
10. The system should ensure prevent privileged IT users such as DBAs and
administrators from accessing and modifying the data.
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SECTION-IV TERMS & CONDITIONS
The Terms and Conditions of the contract shall prevail and shall be binding on the
Agency and any change or variation expressed or impressed howsoever made shall be in
operative unless expressly sanction by the Jodhpur Discom. The Bidder shall be deemed
to have fully informed himself and to have specific knowledge of the provisions under
terms and Conditions of this Tender Document mentioned hereunder:
1. DEFINITION OF TERMS:
1.1 In constructing these general conditions and the annexed specification, the
following words shall have the meaning here in assigned to them unless
there is anything in the subject of context in consistent with such
construction. “Jodhpur Discom” shall mean the Jodhpur Vidyut Vitran
Nigam Limited or JDVVNL, represented by Chairman/Managing Director
and shall include their legal personal representative, successors and
assignees.
1.2 The ““Bidder” shall mean and include one or more persons or any firm or
any company or body in corporate who has submitted the tender in
response to “Invitation of Tender”.
1.3 The “Agency” shall mean the Bidder whose Bid has been accepted by
Discom and shall include its heirs, legal representative, successors and
assignees approved by the Discom.
1.4 The “Chairman/Managing Director” shall mean the Chairman/Managing
Director, Discom.
1.5 The “Engineer” shall mean the Chief Engineer, Dy. Chief Engineer,
Superintending Engineer, Executive Engineer, Assistant Engineer, Discom
or other Engineer or Officer for the time being or from time to time duly
authorized and appointed in writing by the customer to act as engineer or
Inspector for the purpose of the contract. In case where no such engineer
has been so appointed, the word “Engineer” shall mean the Discom or his
duly authorized representative.
1.6 “Works” mean and include the work or works to be done by the Agency
under the contract.
1.7 The “Contract” shall mean and include the following:
i. Notice Inviting Tender
ii. Complete Tender document including its amendments if any. iii.
Bid submitted by bidder.
iv. EMD.
v. Letter of Intent and its acknowledgement. vi. Security
Deposit/ Performance Guarantees. vii. Detailed Work order.
viii. Addenda that may hereafter be issued by the Discom to the Agency in
the form of letter and covering letters and schedule of prices as agreed
between the Agency and the Discom.
ix. The agreements to be entered as per Tender Document.
x. Requisite Power of Attorney in favor of the authorized signatory of the
Bidder.
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1.8 The “Specification” shall mean the specification; specific conditions
annexed to the General Conditions, the contract schedule, and the
annexure thereto, if any.
1.9 The Month shall mean, English calendar month i.e. period of 30 days and
week shall mean a period of 7 days.
1.10 The “Site” shall mean the place or places named in the contract and
include, where applicable, the lands and buildings upon or in which the
works are to be executed.
1.11 “Acknowledgement of Letter of Intent” shall mean the Bidder’s letter
conveying his acceptance of it being successful bidder and its intent to
perform the contract.
1.12 “Acknowledgement of Work Order” shall mean the Bidder’s letter
conveying his acceptance of the tender as per the terms and conditions as
been stated therein.
1.13 The “Contract Price shall mean the sum named in or calculated in
accordance with the provisions of the contract purchase or any
amendments thereto.
1.14 “Letter of Intent” Letter issued by Discom to the successful bidder
informing him that the bidder is successful bidder.
1.15 “Work Order” shall mean the Discom‟ letter which may be issued in the
way of letter containing detailed terms and conditions of the work and
such other particulars which the Discom may like to convey to the Agency
pending signing of a formal written Contract.
1.16 “Writing” shall include any manuscript type written or printed statement
under or over signature or seal as the case may be.
1.17 The Work “Codes” shall mean the Indian Electricity Act/Electricity Supply
act and Indian Electricity Rules and the rules made there under applicable
in the State of Rajasthan on the date of Letter of Intent with such special
modification thereof as may be specially stipulated by competent State
Authorities i.e. Chief Electrical Inspector of Rajasthan.
1.18 Works importing “PERSON” shall include firms, Companies, Corporations
and other bodies whether incorporated or not.
1.19 Words importing the singular only shall also include the plural and vice
version where the context requires.
1.20 Terms and expressions not herein defined shall have the same meaning as
one assigned to them in the Indian Contract Act (Act IX of 1872) and
falling that in the General Clause Act, 1897).
2. CONTRACT: After the selection of successful bidder Discom will issue Letter of
Intent and subsequently a detailed Work Order to such bidder. A contract shall be
entered into between Discom and the successful bidder.
3. CONTRACT VALUE: Contract Value shall be termed as total order value as
quoted / accepted by the Successful Bidder in the Financial Bid.
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4. CONTRACT PERIOD: The contract period shall be from the date of award of the
work order and shall end after 5 years from the date of the operationalization of
the system (Implementation period). The contract period may further be
extended upto 2 years as per mutual agreement.
5. IMPLEMENTATION PERIOD: The implementation period of project for shall as
defined in this document where in all the hardware, software, resources etc.
should be installed/deployed.
6. TERMINATION OF CONTRACT: If the services of the vendor are not as per the
awarded work for three consecutive months after commencement of work then
Discom will have liberty to terminate the contract.
7. FALL BACK ARRANGEMENT: In the event of failure of the Agency to fulfil its
obligations, duties and responsibilities as per the terms & conditions of the
Contract, Discom shall interalia have the right, at any time to resort to fall back
arrangement. Under such arrangement, Discom shall take charge of all facilities
and systems whether in operation or under execution after giving suitable notice
as provided in the Contract and can recover from the BGs & other holding of
agency with Discom, the losses suffered due to such failure. If the BGs & other
holding of agency is insufficient, the Agency shall pay the difference to Discom
failing which Discom shall have right to recover the sum through legal or other
means.
The Discom shall have the right in such circumstances to manage the system
itself after taking charge of the facilities as above or through any other agency as
it may deem fit and no claim of Agency for compensation in this respect shall be
entered.
The Discom shall have the right in such circumstances to blacklist/bar/disqualify
the Agency from submission of Bid to the any Discom(s) at least for one year.
8. HANDING OVER ON TERMINATION/ PROJECT COMPLETION: The Contract
shall require the Agency to cooperate in handing back the facilities, records, data
backup and documents, latest software with documentations, manuals, etc. in
good working order to Discom after termination of Contract.
Upon termination of the Contract, the Agency’s authority to act in the area shall
immediately cease. In order to smoothen the handing over process and not
hampering the work, Discom shall arrange to award the Contract to other firm or
may execute the work departmentally at-least 6 months before expiry of this
Contract, the Agency/Discom staff may require to work along with the new
agency for remaining period of Contract to enable the new agency to understand
the process.
Upon Termination of the Contract, following equipment / items shall be handed
over on the as is condition as on last day of contract:
(i) All licenses duly updated upto 3 months prior to the end of contract.
9. PERFORMANCE BANK GUARANTEE:
9.1 A Performance Bank Guarantee equivalent to 7% (Seven percent) of
Annual Contract value shall be provided by the Successful Bidder within 15
days of receipt of Work Order from Discom, in cash or by crossed Bank
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Draft or by way of Bank Guarantee. The Performance Bank Guarantee
shall be valid for three months in addition to the entire contract period. In
case if the successful bidder provides a Performance Bank Guarantee for
shorter duration (not less than 12 months) then it would be the sole
responsibility of the Successful Bidder to get the Performance Bank
Guarantee extended well in advance to maintain the validity time. Discom
may invoke the Performance Bank Guarantee without giving any
information if validity of such Performance Security expires.
9.2 The Bank guarantee in the prescribed format must be from the branch of
any Nationalized/Scheduled Bank located in Rajasthan. The Agency may
furnish Bank Guarantee on stamp paper of Rajasthan state and shall
furnish a certificate of Banker that the stamp duty has been paid as per
prevailing rules of that Rajasthan State.
10. AGENCY TO INFORM HIMSELF FULLY
The Contract shall be considered to have come into force from the date of its
signing. The contractor shall be deemed to have carefully examined the Tender
document including General Conditions, specifications and schedules. Also it shall
deemed to have satisfied himself with the nature and character of the work to be
executed and where necessary, of the site conditions and other relevant matters
and details. Any information thus had or otherwise obtained from the Discom or
the Engineer shall not in any way relieve the contractor from his responsibility for
the supplying of the hardware, software and other equipment and executing the
work in terms of the contract including all details and incidental works and supply
all accessories or apparatus which may not have been specifically mentioned in
the contract but necessary for ensuring complete erection and safe and efficient
working of the equipment.
11. CONTRACT DOCUMENTS
The order placed under this Tender document shall be governed by the terms and
conditions as incorporated in this Tender document and as given in the detailed
work order. The terms and conditions as specified in this Tender document if
differ from the terms indicated in the detailed work order the later shall prevail.
The contract shall for all purposes be construed according to the Laws of India
and subject to jurisdiction of Rajasthan Courts only. For the due fulfilment of the
contract, the Agency shall execute the Contract in the prescribed form, in
prescribed number of copies on Rajasthan State Non-judicial stamp paper bearing
stamp duty as applicable. The expenses of completing and stamping the Contract
shall be borne by the Contractor. Such Contract shall be executed and signed by
the authorized signatory of the Agency on each page thereof.
Such complete agreement form along with the contract documents together with
a “Power of Attorney” in favour of the Executants shall be required to be returned
to the Discom within a period of 15 days from the receipt of order duly signed on
each page. One copy of the executed agreement duly signed by the Discom shall
be sent to the supplier for his reference.
The contract documents shall mean and include the following: -
(I) Contract agreement along with Letter of Intent.
(II) Work order & its annexures.
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(III) Terms and conditions of the specification.
(IV) General Conditions of Contract of the specification and Instructions to
Bidders.
(V) Any subsequent modification / amendment / clarification
(vi) Bid Proposal Form and Its schedules along with price schedule and completion
schedule
(vii) Power of Attorney in favor of signatory
12. CHANGE OF QUANTITY
Discom may require modification in quantity like number of licensees, work force
consisting of technical, functional and helpdesk employees. Such changes can be done on
mutually agreed terms, but per unit rate should not inflated due to any such
requirements. Per unit rate will be mentioned in BOQ before that cannot be increased
further.
13. GIFTS AND COMMISSIONS ETC.
Any gift, commission, or advantage given, promised or offered by or on behalf of
the contractor or his partner, agent, officers, director, employee or servant or any
one on his or their behalf in relation to the obtaining or to the execution of this or
any other contract with the Discom, shall be, in addition to any criminal liability
which it may incur, subject of any loss or damage to the Discom resulting from
any cancellation. The Discom shall then be entitled to deduct the amount so
payable from any moneys otherwise due to the Agency under the contract.
14. COMPLIANCE OF LABOUR LEGISLATION:
The Agency shall discharge its liability of employer in respect of personnel to be
engaged for delivering service under this Contract, as said out in EPF and MP Act,
1952 ESI Act, 1948 (in ESI implemented area), workmen’s compensation act,
1923 (in non ESI implemented area) contract labour (R&A) Act, 1970, Payment of
Wages Act, 1936, Minimum Wags Act, 1948 or any other Act, Rules, Regulations
as may be applicable. The Agency is required to get separate code under the
provision of EPF and ESI Acts, if not already taken and deposit the employer’s
contribution along with employee subscription, as per rule and submit copy of
challans at the time of claiming payment, as per Tender document, failing
which an amount equivalent to employer’s contribution and employees
subscription shall be deducted from his each bill and deposited with the
concerned authorities. The Agency shall be solely responsible for any
consequences arising out of breach of any applicable legislation.
The Agency shall deploy Skilled / Highly Skilled manpower with necessary
qualifications and experience as mentioned in the Tender Document. Agency shall
pay salaries / wages to the manpower deployed through cheque/online transfer
and submit Circle wise, Division wise Sub Division wise and Employee wise salary
statement with all details such as Basic, DA, Conveyance, Bonus, EPF, ESI, PT,
TDS, Net Salary etc. to Discom. Payment of wages / salaries paid in cash is
strictly not allowed.
Accounts Officer of respective circle shall ensure compliance by the Agency with
respect to labour law, minimum wages, Accidental Insurance, Workman
compensation, EPF and ESI etc. Accounts Officer shall verify and certify the
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monthly Circle wise, Division wise Sub Division wise and Employee wise salary
statement for release of payments to Contractor
15. SAFETY OF SYSTEM: The Agency shall be fully responsible for upkeep, operation,
maintenance, security and safety of hardware, software, documents, data and other
documents and records transferred to it and developed later. These documents and
records shall be maintained in updated condition and handed over back to Discom in
good working order on completion of the contract or time to
time basis as per scope of works as and when required by the Discom. Agency
shall compensate to Discom any loss suffered by Discom due to default of the
agency in this respect.
16. INSURANCE: The agency at his own cost shall arrange, secure and maintain all
insurance (Equipment & manpower) as pertinent to the works and obligatory in terms
of law to protect its interest and interest of Discom against all perils. The validity of
insurance shall be valid till expiry of contract
17. REMEDY ON AGENCY‟S FAILURE TO INSURANCE: If the Agency fails to effect
and keep in force insurance referred to in clause 16 hereof or any other insurance
which he may be required to effect under the terms of contract then the Jodhpur
Discom may effect and keep in force any such insurance and pay such premium(s) as
may be necessary for that purpose and from time to time deduct the amount so paid
by the Discom as aforesaid from any money due or which may become due to the
Agency or recover the same as debt from the Agency.
18. LIABILITY FOR ACCIDENTS AND DAMAGES:
18.1. The Agency shall be liable for and shall indemnify the Discom in respect of
all injury to person or damage to property resulting from the negligence of
the Agency or his workman or from defective work but not from any other
cause.
18.2. Provided that the Agency shall not be liable for any loss or profit or loss of
Contract or any other claim made against the Discom not already provided
for in the contract, not for any injury or damage caused by or arising from
the acts of the DISCOM or of any other person or due to circumstances over
which the agency has no control, not shall his total liability for loss, damage
or injury under this clause exceed the total value of the Contract.
18.3. The Agency will indemnify and save harmless the Discom against all
actions, suits, claims, demands, costs, or expenses arising in connection
with injuries (other than such as may be attributable to the Discom or his
employees) suffered prior to the date when the work shall have been taken
over hereof by persons employed by the agency on the work, whether at
common law or under the workman's compensation Act-1923 or any other
statute in force at the date of contract relating to the question of the liability
of employees for injuries suffered by employees and will if called upon to do
so take out the necessary policy or policies of insurances to over such
indemnity.
18.4. The Agency shall insure against such liabilities with an insurer approved by
the Discom and shall continue such insurance, during the whole of the time
that any person(s) are employed by him on the works and shall when
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required produce to the Discom, such policy of insurance and the receipt for
payment of the current premium.
19. MAINTENANCE OF FACILITIES AND PERSONNEL: The Agency shall maintain all
requisite facilities at its own as required to carry out the work as per the Tender
document.
19.1. The Agency shall provide and maintain a controlling office with requisite
infrastructure at Discom’s office with proper staff & facilities like telephone
with fax, mobile phone, Internet etc. at its own cost and shall remain open
at all reasonable hours to receive communications.
19.2. Space, Electricity, Water and other facilities at Sub-Division, Division, Circle,
ERP Control office shall be provided by Jodhpur Discom without any cost
chargeable to Agency.
19.3. PERSONNEL: The Agency shall maintain supervisory and other personnel for
efficient management of the work under contract. However this contract is
on service model, Agency shall be responsible for smooth & timely
execution of work by appointing sufficient number of manpower.
19.3.1. Manager or an alternate shall be available for communication during 9
am to 7 pm.
19.3.2. Agency shall not change the Manager/nodal officer, provide that he
has not left the service.
19.3.3. Agency shall immediately inform the Discom about any change of
personnel/contact numbers through Email and post.
19.3.4. Agency shall issue identification cards (ID card) to all its personnel
engaged in the work under the contract. The identification card duly
signed by authorized signatory of managerial position of the agency.
The format of such ID card shall be approved by concerned Discom
Officer shall be consisting of key details of Resume and photograph of
the concerned personnel along logo of the Agency. The Concerned
Discom officer after countersigning these IDs, will return the same to
the Agency for distribution to the concerned personnel. The IDs shall
be handed over to the concerned Discom officerafter the completion of
work under the contract.
19.4. NODAL OFFICER FOR EXECUTION OF PROJECT: After award of
contract, to interact between the field offices and Agency, Discom shall
appoint a Nodal Officer if required. Similarly, the Agency shall communicate
the name of the authorized person(s) that would act as a Nodal Officer(s)
from his side.
20. AGENCY‟S RIGHTS: The Agency will be given rights to operate in the area during
the Contract period for carrying out the work, which shall cease to exist on
completion of the said period or on termination of the Contract.
The Agency‟s rights in the area will be working as an agent of Discom to
implement the ERP system.
21. CONTRACT AGREEMENT:
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21.1. The Contract shall set out specific events of default by one party that will
entitle the other party to terminate the Contract. The party committing an
event of default, which is capable of being remedied, will be given a
reasonable opportunity to remedy the default.
21.2. The Contract can however be otherwise terminated by either party by giving
six-month notice and on terms to be mutually agreed which may include
payment of suitable compensation for losses suffered by the other party due
to such termination.
21.3. Agency shall indemnify Discom against any claims, demands, costs and
expenses whatsoever which may be made against it, because of failure of
the Agency or its representatives in the performance of their duties and
negligence, any accident or injury to any person.
22. PAYMENT TERMS & PENALTIES
22.1. Invoicing
The agency shall submit sub division wise monthly invoice in triplicate to the
SE (IT), Jodhpur Discom, as per the rates indicated in the Contract. The
payment will be made on monthly basis.
22.2. Payment Schedule
S
No
Payment Milestones % Payment of Sub-total for Services
Provided
Software License
1
Software License
100% at the time of delivery of
licenses in advance, but against
Bill of material
ERP Implementation and stabilisation
2
Post Project Initiation (when cloud
system will be ready and key
professional to work on this project
would be aligned to project)
15% of the value of
Implementation
3 Post Initiation and Development system
readiness 15% of the value of
Implementation
4
Post Implementation & Go-Live of
production environment 40% of the value of
Implementation
5 After successful Post Stabilization 30% of the value of Implementation
MS Phase
6 Completion of Month
Monthly Payment against the Bill of
material
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Software License Renewal
7
Yearly advance payment on receipt of
Invoice
100% Yearly advance against Bill of
material
Cloud subscription
8 Monthly/quarterly Rental
Monthly/Quarterly payment as against
the Bill of material
23. Penalties
23.1. Penalties for ERP Implementation and Post Implementation
The following penalties shall be applicable
i. Delay in supply, installation and Training: 0.5% of item (unit) cost per month
and part thereof. Total penalty will not exceed 10% of the unit item cost. The
date of scheduled commencement specified in the work order shall be reckoned
for the purpose of cancellation of penalty.
ii. During the post installation support period, if the delivery/outcome is not as per
the requirements as mentioned in detailed scope of work, then Rs 30,000/-per
day will be levied. In case of fault not being rectified for 72 hours then the
vendor shall arrange to supply an alternate system at the site. The vendor will
do necessary software installations (that have been installed on the machine)
and data transfer so that the work is not affected due to the failure of machine
iii. Data Digitization: If the accuracy of data digitization is less than 99% even after
the 2nd corrections made by the vendor, then 10% penalty will be imposed on
the cost of Data digitization only.
23.2. Cloud and Data Back-up Centre Uptime after Go Live
SLA Cloud
S.No Uptime Penalty (of Monthly
cloud charge)
1 ABOVE 99 0
2 90-99 10%
3 BELOW 90 20%
4
repetition of below 90% SLA for repetitive
2 months Warning letter
5 repetition of Below 90 % for 3 months
Change of Cloud subscription can be considered by Discom
23.3. Penalty against SLA
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a. Duration of SLA
This Service level agreement would be valid for entire period of contract. This SLA
may be reviewed and revised according to the procedures detailed in Section of
SLA (SLA Change Control).
b. Service Level Agreements and Targets
This section is agreed to by Purchaser and Supplier as the key supplier
performance indicator for this engagement. The following section reflects the
measurements to be used to track and report systems performance on a regular
basis. The targets shown in the following tables are for the period of contact or its
revision whichever is later.
Table 1: Service Level Chart
Support
Category
Criteria Resolution Maximum
Response Time
Critical The system is unable to be used for
normal business activities. There is
certainty of financial loss to
PURCHASER.
90 Minutes 15 Minutes
Urgent There is a problem with part of the
system, which impacts on Purchaser’s
decision making. No viable
workaround is available. There is a
likelihood of financial loss.
4 Hours 1 Hour
High The efficiency of users is being
impacted, but has a viable
workaround.
6 Hours
2 Hours
Medium
A low impact problem that affects the
efficiency of users but has a simple
workaround.
12 Hours
8 Hours
Low
A fault, which has no particular
impact on processing of normal
business activities.
One Week
8 Hours
Severity of ticket will be decided post award and during development/Testing system
implementation
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23.4. Breach of SLA
SLA Managed Services
S.No Ticket resolution on Time Penalty (of MS Monthly
charge)
1 ABOVE 99 0
2 95-99 5%
3 90-Below 95 10%
4 Below 90 15%
4 reparation of below 90 for
repetitive 2 months Warning letter
5 Reparation of Below 90
for 3 months
Detailed audit will be done and Discom may invoke provision to terminate the project
SLA - During implementation Phase
s.no Delay in Delivery Penalty
1 Per week from the schedule 2 % of respective item line cost that would be submiited prior to LOA
23.5. 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).
23.6. Monitoring and Auditing
IT Team of Purchaser will review the performance of Supplier against the SLA
parameters each month, or at any periodicity defined in the contract document.
The review / audit report will form basis of any action relating to imposing penalty
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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.
23.7. 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.
23.8. Issue Management Procedures
This process provides an appropriate management structure for the orderly
consideration and resolution of business and operational issues in the event that
quick consensus is not reached between Purchaser and Supplier. It is expected
that this pre-defined process will only be used on an exception basis if issues are
not resolved at lower management levels.
23.9. 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.
23.10. SLA Change Control
It is acknowledged that this SLA may change as Purchaser’s business needs
evolve over the course of the contract period. As such, this document also defines
the following management procedures:
1. A process for negotiating changes to the SLA.
2. An issue management process for documenting and resolving particularly
difficult issues.
3. Purchaser and Supplier management escalation process to be used in the
event that an issue is not being resolved in a timely manner.
Any changes to the levels of service provided during the term of this agreement
will be requested, documented and negotiated in good faith by both parties.
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Either party can request a change. Changes will be documented as an addendum
to this document and consequently the contract.
23.11. 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.
23.12. 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.
23.13. Management Escalation Procedure
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.
24. IMPLEMENTATION AND ROLLOUT SCHEDULE
24.1. The Agency has to submit the plan for customization and rollout of the
scope of the work as per the terms and conditions of the award.
24.2. Penalty will be levied for delay in execution and rollout as per the Penalties
given in this Tender document.
24.3. Time is the essence of the contract and hence the scope of work has to be
completed as under.
The implementation and roll out schedule shall be as under:
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Key Dates Description Timelines
KD1
Finalization of design of proposed project plan for COTS ERP system implementation Within 4 months of LOA
Finalization of FRS from different department responsible for ERP process Within 4 months of LOA
Cloud readiness Within 2 Months from LOA
KD2 Implementation of ERP KD1 + 14 Months
KD3 Stabilization phase KD3+6 months
KD4 AMC for Software and Cloud KD4+36 Months
KD5 Completion of project 36 Months from KD4
25. INSPECTIONS AND TESTING:
The following clauses shall be applicable as per the requirement of this Tender
Document
25.1. Before commencement of operation, Discom, shall verify the infrastructure
and equipment’s as per the contract terms and specification subsequent to
intimation by the Bidder.
25.2. The Bidder shall arrange proof of concept before final roll-out.
25.3. The Bidder has to arrange demonstration / Testing of system ascertaining
compliances of various features of system or the entire solutions provided
by it before deployment and incorporate requirements of Discom
pertaining to work
25.4. The Supplier shall at its own expense and at no cost to the Purchaser carry
out all such tests and/or inspections of to ensure that the Goods and
Related Services are complying with the functional parameters, codes and
standards specified in the Scope of Work, to the satisfaction of the
Purchaser.
25.5. The inspections and tests may be conducted on the premises of the
Supplier, at point of delivery, and/or at the final destination of the Goods,
or in another place in the Purchaser’s country, if conducted on the
premises of the Supplier or its Subcontractor, all reasonable facilities and
assistance, including access to drawings and production data, shall be
furnished to the inspectors at no charge to the Purchaser.
25.6. The Purchaser or its designated representative shall be entitled to attend
the tests and/or inspections referred, provided that the Purchaser bear all
of its own costs and expenses incurred in connection with such attendance
including, but not limited to, all travelling and board and lodging expenses.
25.7. 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.
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25.8. 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.
25.9. The Supplier shall provide the Purchaser with a report of the results of any
such test and/or inspection.
25.10. 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.
25.11. The Supplier agrees that neither the execution of a test and/or inspection
of the Goods / Related Services or any part thereof, nor the attendance by
the Purchaser or its representative, nor the issue of any report shall
release the Supplier from any warranties or other obligations under the
Contract.
26. GOVERNING LAWS AND JURISDICTION: the Indian Law shall govern the
agreement. Only appropriate courts in Jodhpur shall have exclusive Court
Jurisdiction to deal with any matter arising out of or relating to the agreement or
otherwise.
27. JURISDICTION FOR LEGAL PROCEEDINGS: The contract shall be governed
by the laws of India for the time being in force and be subject to the court of
competent jurisdiction at Discom HQ. All disputes, differences questions
whatsoever arising between the Discom and the agency upon or in relation to or
in connection with the Contracts shall be deemed to have arisen at Discom Head
Quarter only and no court other than court at Jodhpur, Rajasthan shall have
jurisdiction to entertain or try the same.
28. SETTLEMENT OF DISPUTES: In any time any question, dispute or difference
what so ever which may arise between Discom and the Agency, the same shall be
decided by CMD/MD of Discom or by the settlement committee constituted by him
and shall be final and binding on both the parties.
The Discom has constituted settlement committee to settle the disputed cases.
For the disputed amount up to Rs. 3.00 Lac the case may be referred to the CE
level settlement committee and if the disputed amount is more than Rs. 3.00 Lac
the case shall be referred to the corporate level settlement committee. The non-
refundable fees for referring the case to the settlement committee are as given
below or prescribed time to time:
28.1. Reference fee for CE level settlement committee - Rs. 500/-
28.2.Reference fee for corporate level settlement committee-Rs. 3000/-
28.3.Fee for review of cases by corporate level settlement committee- Rs.
5000/-
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28.4.The settlement committee fees as shown above or prevailing at that time
shall be deposited in cash with the concerned AO.
29. CONDUCT OF AGENCY‟S STAFF: If any of the Agency’s employees shall, in the
opinion of Discom, is guilty of any misconduct or incompetence or negligence,
then if so directed by Discom, the Agency shall at once remove such employee
and replace him by an equally qualified and competent substitute.
It is clarified that all the field persons/collection agent deployed by
Agency shall be in uniform (to be prescribed by Agency) with badge &
shall have identity card to be approved by Discom on Agency‟s
recommendation.
30. LIEN: In case of any lien or claim pertaining to the work and responsibility of the
Agency for which Discom might become liable, it shall have right to recover such
claim amount from the Agency.
31. FORCE MAJEURE CONDITIONS: If at any time during the currency of the
Contract the performance in whole or in part be prevented or delayed by reason
of any war hostility acts of public enemy, civil commotion, sabotage, fire floods,
explosion, epidemics, quarantine restrictions, strikes, lockouts or acts of god
(hereinafter referred to as Events) then provided Notice and adequate proof of
the production/dispatch having suffered on account of these events is given
within 21 days from the date of occurrence thereof the provision of penalty
Clause of this specification shall not be invoked by Jodhpur Discom provided
further that the deliveries under the contract shall be resumed, as soon as
practicable after such event (s) has ceased to exist and the decision of the
Jodhpur Discom as to whether the deliveries have been so resumed or not shall
be final and conclusive provided further that in case the strike/lockout prolongs
beyond a period of seven days, the supplier shall immediately inform about the
same to the Discom in which case the Discom reserves the right to procure the
material equipment on order or part thereof from any other source at the risk and
cost of the supplier.
32. COMPLETENESS OF CONTRACT: The contract shall be considered completed on
termination of the contract period after full handing over of all licenses, data,
documents or material and clearing all dues towards the agency.
33. SERVICE TAX /GST: The Bidder shall furnish details of applicable Service Tax/
GST as on date of Bidding.
34. SUSPENSIONS OF WORKS: The Discom shall not be liable to pay the Agency
any compensation whatsoever arising from suspension of specified work or for
idle labour.
35. DEATH BANKRUPTCY ETC.:
35.1. If the Agency shall die or dissolve or commit any act or bankruptcy or
being a corporation commence to be wound up except for reconstruction
purpose or carry on hits, business under a receiver, the executors
successors, or other representatives in law of the state of the Agency or
any such receiver, Liquidator, or any persons to whom to the contract may
become vested shall forth-with given notice thereof in writing to the
Discom and shall for one (1) month during which he shall take all
reasonable steps to prevent stoppage of the work have the option of
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carrying out the Discom subject to his or their providing such guarantee as
may be required by the Discom but not exceeding the value of the work
for the time being remaining relieve unexecuted provided however that
nothing above said shall be deemed to relieve the Agency or his
successors of his or other their obligations under the contract under any
circumstances. In the event of stoppage of the work the period of the
option under this clause shall be seven (7) days only. Provided that,
should the above option be not exercised, the contract may by terminated
by the Discom by notice in writing to the Agency and the same power and
provisions reserved to the Discom as mentioned in the Tender in the event
of taking the work out of the Agency’shand’s shall immediately become
operative.
35.2. Change of name of the Agency at any stage after Bidding Process, the
Discom shall deal the same as per prevailing rules of the Discom.
36. GUARANTEE:
During the entire period of contract the Agency shall be responsible for
satisfactory performance of the system and required maintenance / up-gradation
/ replacement / services shall be done by the Agency.
In the alternative, the defective or damaged materials shall be replaced free of
cost within 72 hours from the date of receipt of the intimation from the Discom of
such defects or damages.
When the whole or part of the materials are found to be defective/damaged or
are not in conformity with the specification or sample, such defects or damages in
the materials supplied shall be rectified within 72 hours from the time of
intimation of defect/damage either at the point of destination or at the Agency’s
works, at the cost of Agency, against proper security and acknowledgement.
ii. RULES& REGULATIONS: The job shall be carried out as per the rules,
regulations and other details for Revenue Management, Bill generation, report
generation, data collection and revenue collection as prevailing in Discom, which
shall be made available to the Agency. These rules and regulations may be
modified by Discom from time to time and would be intimated to the Agency for
incorporating the same into the Billing System during the currency of Contract.
The Agency will also follow the labour regulations and the directions of
Government and other authorities enforcing the regulations and comply with any
other relevant legislation in force from time to time.
iii. FAILURE TO EXECUTE THE CONTRACT: Agency failing to execute the order
placed on them to the satisfaction of Discom under terms and conditions set forth
therein, will be liable to make good the loss sustained by the Discom, consequent
to the placing of fresh orders elsewhere at higher rate, i.e. the difference
between
the price accepted in the contract already entered into and the price at which
fresh orders have been placed. This is without prejudice to the imposition of Penalty/
Liquidated Damages and forfeiture of Performance Security.
iv.NON-ASSIGNMENT: - The Agency shall not assign or transfer the contract or
any part thereof to any other agency/ personnel during the contract period.
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v. EFFECTING RECOVERIES: Any loss, arising due to non-fulfilment of this
contract or any other contract, will be recovered from the Performance Security
held and or any other amount due to the Agency from the Discom from this
Contract as well as from other contracts.
vi. CLIMATIC CONDITIONS: The system are for use in various geographical area
of Discom and should be satisfactory for operation under tropical conditions of
Rajasthan and shall be able to maintain the desired output and withstand a wide
range of temperature & climatic experience in the area under scope.
The climatic conditions are prone to wide variation in ambient condition and
equipment’s offered under this specification shall be suitable for installation at
any of the location in the area of Discom.
vii. CLOSURE PROCEDURES: After completion of Contract, in order to close the
Contract the following procedure shall be adopted: “Deleted”
SECTION – V DETAILED SCOPE OF WORK
Background
The Ministry of Power, Govt. of India has launched the Integrated Power Development
Scheme (IPDS) in December 2014 to extend financial assistance against capital
expenditure and to supplement the resources of DISCOMs.
The following ERP modules are proposed to be implemented, as per the IPDS guidelines:
Finance and Accounts
Human Resource Management including Self Service for executive category of officials and
payroll for all JDVVNL‟s Employees
Materials (Purchase and Stores)
Project Management
As an overarching functional requirement, reporting and analytical tools and capabilities
in the above modules and a Document Management System (DMS) will also be needed.
Objective
The purpose of this document is to invite Bidders for the implementation of cloud based
Commercially available Off the Shelf ERP system which will include Supply of Software
License, software customization & implementation, data migration, and cloud
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management for ERP users, continuous training/workshops during initial months, central
help desk for support and reconciliation/report. The following table presents the number
of executive employees based on the different department/functions.
Employee-function Matrix for JDVVNL
The final license requirement for different department/functions will be finalized during
the ERP implementation.
The solution so offered shall have licenses without restriction of specific
number of user licenses and it shall be enterprise / server based
Geographical Scope
The proposed ERP application is envisaged to be implemented centrally from the Jodhpur
Discom HQ. Bidder would be required to travel at all locations below during different
implementation phases such as requirement gathering, user training, hand hold users as
well as during support phase or as desired by JDVVNL.
Geographical Locations for JDVVNL and their respective O&M is as under:
S.No. Name
of
Discom
Zonal Offices O&M Circles Approximate
Number of offices
1. Jodhpur
Discom
3 Nos. :
Jodhpur,
Barmer &
Bikaner
12 Circles: Jodhpur City, Jodhpur
District, Barmer, Jalore, Pali, Sirohi,
Jaiselmer, Hanumangarh, Sri
Ganganagar, Churu, Bikaner (CC),
Bikaner (DC)
160
Brief Description of Work:
Module Number of
users
Human Resources & Payroll for all
15000 employees
220
Projects Management 100
Material (Purchase & Store) 500
Finance & Accounting 400
Employee Self Service 1500
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To rollout an array of Capex and OPEX which shall comprise mainly the following:
a. Implementation of ERP Solution on Commercially Off the Shelf ( COTS) Software with
following modules:
(i) Finance and Accounts
(ii) Human Resource Management including Self Service for executive
category of officials and payroll for all JDVVNL‟s Employees
(iii) Materials (Purchase and Stores)
(iv) Project Management
b. Be based on a Cloud platform with business applications in the cloud. The services
offered under this bid shall be on fixed monthly charges basis. There shall be proven
enterprise cloud security, built in the system. The cloud computing shall be elasticity,
affordability, availability and simplicity.
c. Use only standard COTS ERP Software as per the requirements given in this
document.
d. Have Capability to Integrate with any existing and future systems on Industry
Standard data exchange mechanism.
e. The amount for Licensee and its renewal will be paid in advance annually
f. Have security mechanisms inbuilt as per industry and standards and protocols.
g. Be supported by Manpower as listed in this RFP for Project implementation,
Maintenance and Support during tenure of Contract.
h. No CR cost would be entertained during or before MS phase, provided scope of work
and time required is in scope of manpower hired for MS phase, or else a separate CR
request form and PO should be obtained by vendor
i. The monthly charges shall include the remuneration of the following.
(i) Cloud Subscription & Services cost
(ii) Managed Services.
Broad Scope of Work
The scope of services of the (Bidder) is to implement, operate Commercially Available off
the Shelf ERP Product. To implement the ERP modules, service provider will conduct
detail study of the JDVVNL‟s process and customize it accordingly. It will be the
responsibility of the bidder to implement the cloud based ERP system along with Data
Back-up centre at Jodhpur of ERP system at Jodhpur. Bidder will implement and operate
the ERP system for all specified four modules across the different offices and
departments of JDVVNL.
The implementer will implement the system within 18 months (as per the
implementation schedule provided in this document) and post implementation operates
the complete ERP system for the duration of 3.5 years years in JDVVNL, total project
period 5 years. This specification intends to cover the following activities, services and
works in respect of:
Implementer will perform the AS-Is Analysis and certify the standard functional
requirement for each specified module of COTS w.r.t. the processes of JDVVNL,
and will clearly bring out the requirements for each module which are add-on
w.r.t. standard functional requirement of offered ERP system. Implementer will
provide add-on requirement in standard modules in order to satisfy the JDVVNL‟s
objective of ERP implementation
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Implementer will conduct detailed requirement gathering for each department
individually
Conduct a standard gap analysis for requirements and mapping it to features of
proposed ERP solution to arrive at enterprise level gap analysis report for
Customization/ Workarounds/Configuration requirements
Implementer will perform the detailed TO-BE study, gap analysis for all the above
functional areas and processes to implement the specified modules
Development of detailed Business Blue Print (BBP) document and customization
of ERP product accordingly
Finalization of the license requirements
Procurement and maintenance of the licenses on behalf of JDVVNL
Arranging and managing the cloud solution for the successful operation of ERP
system
Supply, installation, testing, commissioning and managing of all necessary
hardware and software back-up system in Jodhpur for all ERP data
Implementer will be responsible for the data reconciliation and migration from
legacy systems and paper documents to ERP system according to the finalize
cutover plan
ERP implementer will be responsible for the all the integration of the ERP system
with existing legacy system and any upcoming software/application/system in
JDVVNL. However, integration of the Financial Accounting and Controlling module
of the offered ERP solution with existing Metering, Billing and Cash Collection
system developed under R-APDRP, is mandatory
ERP implementer will manage all the change request during the tenure of contract
without any extra charge
ERP implementer will manage all the activities related to the operation of the ERP
system, which includes annual technical services from OEM, technical upgrading
of implemented ERP system, annual operation of cloud and maintenance of
hardware system installed for ERP data back-up at Jodhpur
Integration of proposed ERP system with any other upcoming software /
application in JDVVNL
Note:
• OEM audit will be conducted at the end of the each implementation phase. OEM
will verify the activities conducted by the implementer at the end of each
implementation phase, including hardware arrangement by the implementer. The
cost of OEM audit will be included in the Bid price. It will be the responsibility of
the implementer to comply with the comments/observation in each phase of
implementation, before moving to next phase of implementation
• ERP implementation will be limited for the required modules to the JDVVNL only
(as al COTS products have other modules which can be adopted in future
mentioning at this point may not be advantageous to JDVVNL)
• As estimation of license requirement is difficult at the RFP stage, hence bidder will
provide the per-user price
• Cloud based ERP will be implemented on the basis of the SaaS model, in order to
ensure the scalability, flexibility and elasticity etc.
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• Bidder will ensure the deployment of the domain experts for the ERP
implementation
• As business process re-engineering is one of the vital component, a central team
consisting of the functional and domain experts need to be deployed at DISCOM
level
• During rollout and initial period of implementation constant support and hand
holding including required correction is envisaged for a successful ERP
implementation.
• Bidder will provide circle level support by deploying sufficient team to train and
hand hold at circle level (for fixed period 12 months)
• The propose central help desk or support team shall in addition have a group of
personnel who can train the ERP user. If this team is available centrally then
DISCOM can depute them or invite officer for training and workshops to
disseminate information and communicating changes etc.
• Offered ERP solution will have standard integration functionalities/features. Also
whenever new version of COT product is released same shall come with all the
latest data exchange technologies.
Technological Requirement:
• Bidders may offer on premise / or any location decided by client/ OEM’s Public
Cloud / OEM’s Cloud Solution at JDVVNL. Bidder should quote commercial
software to ensure OEM’s support for better implementation and better quality of
services.
• RDBMS vendor should be leader in RDBMS and it should be leader in iPaaS 2017
Gartner magic quadrant.
• RDBMS should provide active-active high availability and it should secure,
manageable, robust and have option to shift and lift database among on-premise,
public cloud, cloud at customer and hybrid model seamlessly without any change
in application.
• Proposed ERP solution should be leader in SAAS 2017 Gartner quadrant
• All software licenses should be unrestricted, FULL USE and all software licenses /
subscription should be in name of JdVVNL.
• ERP licenses the no of modules required for each module would be specified by
us.
• Proposed ERP must be based on open-standards approach, similar to Service
Oriented Architecture (SOA) so that it improves IT productivity and business
value at the same time. At the heart of approach to SOA should be the concept of
highly integrated Web services, combined with business logic and harmonized
semantics that can be accessed and used repeatedly to enable end-to-end
business processes.
• Integration between all modules of ERP and integration / interface with any
customized utility application which demands any slightest need of any uni/
bidirectional entry in/ to ERP application
• The ERP shall provide an application architecture which can be integrated with
third party/ legacy applications using the built-in integration tools/ technology
• The ERP should include tools/mechanism for System, Database and performance
measurement activities
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• Ability to maintain the log of transactions
• The ERP shall be able to import data from various formats (Text, Excel, CSV, XML
etc.) OR The ERP shall be able to import data from various RDBMS like ORACLE ,
MS SQL, Sybase.
• Ability to generate report output directly in Excel, PDF, text, XML, HTML or such
other file types
• Ability to allow users to select column, apply filters and sort orders, apply
aggregate functions, drill down/ drill up for creating their own views or reports
and charts with ease
• Ability of the ERP Solution to work concurrently with any other software for
functioning e.g. Anti-Virus, Firewall, MS Office etc.
• Ability to support remote operation of System administration
• The proposed ERP solution will be able to do Real time transaction processing
• ERP system should be capable to do real time master data update
• Ability to provide MIS dashboards for senior management; Create ad-hoc reports;
Schedule reports to run at periodic intervals; Send reports electronically to other
users
• Ability to archive reports and use in Document management
• Ability to attach soft and scanned copies of documents to master and transaction
records
• Ability to support role based access and control
• Ability to provide database & application programs migration tool for migrating
from one server to another
• Ability to support multi-dimensional analysis of historical data collected for
various workflow processes to identify bottlenecks and improve the business
process
• Ability to create custom objects/ formulas for repeated use in reporting tool
• Process integration can be suggested as a part of technology architecture to
enable connectivity and integration between legacy applications, any customized
applications and business partner solutions.
• Solution must be backed by adequate security mechanisms, such as firewall and
proxy servers, that need to be in place to protect the network from external
threats.
• The proposed hardware infrastructure & software solution components offered should
available through on premise private cloud environment deployed in the Data centre
(MEITy empanelled or State Data Centre, GoR) behind firewall and solution should be
able to seamlessly migrated to public cloud as well.
• The setup must provide cloud environment with capabilities of Virtualization,
Orchestration, resource management, unified console, metering, etc,
• All system software licenses must be FULL USE and should be name of JdVVNL.
• All cloud subscription should be for minimum 4 years and should be in name of
JdVVNL.
• The setting up Infrastructure and software platform should be monitored by OEM to
get the right configuration / set up suited to requirement.
• The solution should provide >99.90 % uptime
• Agility - Solution should be developed and supported using agile methodology and
flexible enough to iterate the process as per requirement
• Integration - Solution components must be tightly integrated with each other for ease
of accessibility and data flow between them avoiding redundancy
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• Proactive Monitoring - Capability of Proactive system monitoring should ensure uptime
and deliver increased service levels via proactive notification of potential issues.
• Future Expansion - For future enhancements and module additions, the proposed
cloud platform must provide capabilities to some of significant services like IoT (for
communication with devices), SOA (for integration), IaaS (Infrastructure as a Service for
additional compute), etc. should provide on subscription and on premise cloud service
based model to be integrated with the solution
• Bidder shall mandatorily offer Commercial Off-The-Shelf (COTS) product of
international repute that should have been implemented with at least three
national/international utilities.
• RDBMS should have received the security certification of EAL4+ from the
International Common Criteria.
• RDBMS should have native clustering with objectives of scalability, high availability
and load balancing. The solution should provide single image database concurrently
accessed by multiple database servers, without repartitioning or changes to the database
objects or 3rd party transaction routing mechanism. RDBMS should be providing active –
active clustering with flexibility to add additional nodes without downtime. It should have
option to shift and lift database among on-premise, public cloud, cloud at customer and
hybrid model seamlessly without any change in application. Underlying software licenses /
subscription has to be full use in name of JdVVNL for contract period.
• For better integration, major platform component i.e. Engineered System, RDBMS,
Web Server Software, Application Server Software, Portal, SOA, Identity & Access
management and Mobile Platform should be from same OEM and full use licenses /
subscription in name of JdVVNL.
• The database has not only to manage and analyze large volume of data, but shall
have a large stream of incoming data constantly. Solution must provide very high
performance and faster results on highly available environment, hence bidder has togo
for purpose build database engineered and integrated machines as these machine will
provide redundant components with active-active configurations.
• Database Engineered Systems should provide Database as a service and should able
to offload the database sql processing to the storage tier, should provide at least 16 TB
flash memory capable to keep database in-memory and provides at least 40Gb/ps high
interconnect between database storage and servers, should able to provide hybrid
columnar compression, In-memory processing with both row and column data formats,
database encryption and access security and storage tier indexes.
• Database platform need to store and process large information and streams of data,
bidder need to provide appropriate cloud based data storage i.e. like block, Object, etc. A
robust, scalable, highly available, manageable, secured and high performance database
platform is required with ease of manageability, provisioning and processing capabilities
• Database as a Service Solution should have capability to integrate with centralized
access management available through Cloud Service •
Requirement from Cloud Service Provider
The hardware requirements towards ERP functioning will be computed by the successful
bidder and the same will be validate by the OEM, in order to ensure satisfactory working
of implemented ERP system. Successful bidder will arrange the same hardware by cloud
service providers. If data to be hosted on the public cloud than, all the JDVVNL data will
be hosted on cloud provided by the empaneled cloud service providers by Ministry of
Electronics and Information Technology (MEITy) , Government of India. The JDVVNL‟s
data will be hosted with highest security feature on government private cloud
environment.
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It must be noted by the bidder that, JDVVNL‟s data will be hosted only on the cloud of
empanelled cloud service providers MEITy. If during the contract period, the cloud
service provider does not get the continuation of empanelment from MEITy than, it will
be the responsibility of the bidder to transfer the JDVVNL‟s data on other MEITy’s
empaneled cloud service provider well in advance, on government private cloud
environment, with extra cost.
Business Volumes and Performance Requirements
Bidder should consider following response while suggesting solution hardware & software
as a holistic solution.
Process operations response times (end to end) are required of no less than:
• 90% of online update transactions of 2 seconds to commit transactions with sub
second screen response times.
• 90% of online simple query of 3 seconds.
• 90% of online complex query 4 to 8 seconds.
• Batch operation such as salary generation, accounts compilation, budget, etc.
should not be more than 5 minutes for one sub division (approx. 50- 60
employees in one subdivision) with peak load.
• Response time for processing operations defined as the time it takes for the
process to complete from the time it has been requested to run. Peak load
currently is between 10am to 12pm and 1pm to 3pm, mostly with online
transactions and around 50 (to be modified as per requirement) concurrent users
across the entire organization.
Project Management Methodology & Tools
• Bidder must carry out the implementation based on proven methodology as
suggested by respective OEM (bidder must submit the implementation manual by
the OEM to the JDVVNL for their reference) or any suggest and improvisations
needed to address the requirements stated in this Bid document or any tools
proposed by the Bidder.
• OEM audit will be conducted at the end of the each implementation phase. OEM
will verify the activities conducted by the implementer at the end of each
implementation phase, including hardware sizing. The cost of OEM audit will be
included in the Bid price. It will be the responsibility of the implementer to comply
with the comments/observation in each phase of implementation, before moving
to next phase of implementation.
• JDVVNL may get the solution audited through a Third Party before Go-Live in
order to ensure the success of the project. Such third-party agency for carrying
out the acceptance testing and certification of the entire solution will be
nominated by the JDVVNL.
• Bidder should enlist various tools which they are going to use during
implementation period and cost of using of the any tools shall be borne by the
Bidder.
Training Strategy
• Develop a Training Strategy and a detail approach for providing training to the
various categories of users.
• Implementer will develop training videos for each modules to elaborate the
functioning of OEM for different activities in Hindi for JDVVNL, these submit each
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videos and presentation (in ppt format) in hard-disk/pen-drive along with list of
index (in order to make search easy).
oIf JDVVNL consider it is necessary to upload these videos on internet to run
online channel, then implementer will provide necessary support
Solution Design Strategy
The Solution Design Strategy developed by Bidder should be based on the following:
• Analyse the current processes and documentation available processes and the
FRS.
• Conduct a standard gap analysis for requirements and map them to features of
the ERP to arrive at enterprise level gap analysis report for Customization/
Workarounds /Configuration requirements.
• Identify process/policy/MIS changes required to be undertaken for implementing
the solution and the business case for such changes.
Interface Strategy
Develop an Interface Strategy describing interface points between the ERP SOLUTION
and the legacy/ new applications. Develop a Data Conversion Strategy describing the
data elements that would need to be converted and the process that needs to be
followed for the same.
Risk Management
Risk Management Strategy to identify and categorise the project risks along with the risk
management process with approach and mitigation plan
Deliverables and Reporting
1. Manage the delivery of all deliverables and the activities that go in making of the
deliverables.
2. At a minimum, the Bidder will submit a written progress report every week to the
JDVVNL.
3. Continuously report the exceptions and critical issues that need immediate attention
and also detail the proposed time & mechanism to resolve the different category of
issues.
4. Update the Project Management & Steering Committee members in the respective
meetings to be held every month. The venue, date and time of the meeting shall be
decided mutually.
5. Interact with the other entities such as the ERP product vendor. For all practical
purposes, JDVVNL may treat the successful Bidder as an agent of all other entities
involved. On an aggregate basis, the Bidder will be responsible for successful
completion of the ERP SOLUTION Project.
Broad Level Responsibility Matrix :
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Sr
No
Phase Description
Primary
Responsibility
Secondary
Responsibility
1. Study all the business processes and
arrive at a list of processes, which would
be covered by the ERP Solution
implementation.
Formulation of AS- IS Document
Bidder Discom
2. Solution Architecture , Process re
orientation & To – Be process document
Bidder Bidder
3
Configuration / Customisation /
Integration with Legacy systems along
technical as well functional document
Bidder Bidder
4. User Acceptance Testing / UAT scripts Bidder JDVVNL
5. Integration testing / Regression Testing JDVVNL Bidder
6. Core User Training Bidder Bidder
7. End User Training Bidder Bidder
9. Cut Over Strategy Bidder Bidder
10. Data formulation for conversion JDVVNL Bidder
11. Data Conversion for JDVVNL Bidder JDVVNL
12. Support after Go Live Bidder Bidder
Project Deliverables:
Bidder shall be required to adhere to below acceptance of Work Product and deliverables
based on responsibility. Please note that, the following list of deliverable is indicative
only, if JDVVNL consider any other deliverable to be provided by the successful bidder
then, same will be provided by the successful bidder to DISCOM, without any extra cost.
1.0 Project Management
PHASE : PROJECT PREPARATION PHASE
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Deliverables Weekly Status reports in Agreed Format
Acceptance Criteria Project Schedule Sign Off by JDVVNL.
Dependencies
Primary Responsibility
Secondary Responsibility
Time for Acceptance
2.0 Project Award
Deliverables Minutes of Kick off Meeting
Acceptance Criteria Concurrence with Minutes.
Dependencies Availability of Top Management
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Sign Off Of Meetings within 7 days of submission.
3.0 Developing Project Plan & Establishing Project Infrastructure
Deliverables Minutes of Kick off Meeting
Acceptance Criteria Concurrence with Minutes.
Dependencies Availability of Top Management
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Sign Off Of Meetings within 7 working days of submission.
4.0 AS-IS & TO- BE Study / Process flow charts for JDVVNL
Deliverables Documentation of AS-IS Process and validation of the
same by the Business Process owners and business
function heads, defining Key Process Indicators for
successful project and achievement plan for the same.
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Acceptance Criteria Sign-Off from Business function heads
Dependencies Active Participation of all Discom’s Core teams
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance To be submitted by Bidder within the time frame set
mutually
5.0 Overall Product Presentation for
Deliverables Documentation of AS-IS Process and validation of the
same by the Business Process owners and business
function heads, defining Key Process Indicators for
successful project and achievement plan for the same.
Acceptance Criteria Sign-Off from Business function heads
Dependencies Active Participation of all Discom‟s Core teams
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance To be submitted by Bidder within the time frame set
mutually
1.0 Training. – Net 30 Days/ Module ( in 4 cluster)
Deliverables Presentation on L2 Training , Training Material , exercises
, daily module specific tests , trainer evaluation.
Acceptance Criteria Presence of all Core team member, Champion users and
completion of training as per desired quality (which
will depend on rating of the trainer by the core team
) and
Dependencies Active Participation of all Discom’s Core teams
Primary Responsibility Bidder
PHASE : BUSINESS BLUEPRINTING PHASE – BBP
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Secondary Responsibility Discom
Time for Acceptance Sign- Off on attendance sheet within 7 days of training
2.0 Workshop on ERP Organisation structure to give an idea about the ERP
Organisation elements
Deliverables Presentation by Bidder on ERP Org. Structure to Business
function heads , business process owners and Core team
member.
Acceptance Criteria Presence of all Business functions heads , business
process owners and core team members.
Dependencies Active Participation of all Discom‟s Core teams
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance None
3.0 ERP Organisation structure Finalisation
Deliverables ERP Organisation Structure
Acceptance Criteria ERP Organisation structure frozen must fulfil the current
ERP organization process / reporting / consolidation
requirements as well must be scalable w.r.t. Future needs
Dependencies Active Participation of all Discom’s Core teams
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Sign off by the business function heads and business
process owners as well core team members within 15
days of submission of ERP organization structure
document.
4.0 To- BE Process (Process Workshop) , Business Blueprinting for all Modules
Deliverables Business Blueprint Document, swim lanes / Process flow
charts, Gap Management, Reporting requirement
document.
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Acceptance Criteria Business blueprint document should fulfil stated current
as well as future business need , must incorporate ERP
best practices ,must clearly indicate the gap management
and approach to handle the RICEF (development )
requirements of the organization
Dependencies Active Participation of all Discom‟s Core teams and
business process owners as well as function heads.
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Sign off by the business function heads and business
process owners as well core team members within 21
days of submission of ERP organization structure
document.
5.0 Top Management Training / Senior Management Workshop
Deliverables Top Management workshop for To – be process Mapped ,
gaps and resolution of gaps
Acceptance Criteria Attendance and sign off by Top Management
Dependencies Pre requisite for BBP signoff
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Within 7 Days from the date of the meeting.
6.0 Master and Cut Over data collection templates, defining of the data requirements ,
writing data extraction
Deliverables Data collection templates, data coding structure
document and approach. Development of data extraction
programmes. Data Migration strategy
Acceptance Criteria Must be able to fulfil capturing of all required
master/reporting related data and configurationally data
for various business processes.
Dependencies During To- Be mapping and discussion workshops.
Primary Responsibility Bidder
Secondary Responsibility Discom
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Time for Acceptance Conditional acceptance can be given during BBP and
System Build phase. However Final acceptance shall be
only given after successful completion of the integration
testing.
6.0 Master and Cut Over data collection templates, defining of the data requirements ,
writing data extraction
Deliverables Data collection templates, data coding structure
document and approach. Development of data extraction
programmes using suitable tools. Technical refining of
master data. Data Migration strategy
Acceptance Criteria Must be able to fulfil capturing of all required
master/reporting related data and configurationally data
for various business processes.
Dependencies During To- Be mapping and discussion workshops.
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Conditional acceptance can be given during BBP and
System Build phase. However Final acceptance shall be
only given after successful completion of the integration
testing.
7.0 Activities on Change Management
Deliverables Workshop on change management at various sites based
on frequency and intervals decided between the 2 project
managers, conduct a survey for Discom‟s various circles,
divisions , sub divisions and its offices. Submit a report to
Highlight likely change management issues and ways of
resolving them for Discom‟s change management.
Newsletters
Change Management Games and Quizzes.
Change Management Approach Document.
Acceptance Criteria Agreement on JDVVNL specific issues , plan , approach to
manage the change in the organization to accept new
technology and benefit from it.
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Dependencies Discom and Bidder change manager in place as well as
support from project steering committee to drive and
support the changes. Presence of Discom‟s functions
heads , Business process owners and core team during
the workshops surveys
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance
8.0 Establishing Various Test Environments during BBP and realization phase with
backup and disaster recovery management of key servers including production
servers.
Deliverables Installation and testing of all related servers as a part of
standard ERP implementation methodology whether
based on ASAP or AIMS client creation (test client to
enable testing of configuration).
Setting for Disaster recovery site, conduction of disaster
recovery tests, documentation of disaster recovery
scripts, formation of disaster recovery teams, preparation
of back up and restoration strategy and ensuring the
same successfully.
Getting Products Certifications from Product Vendors.
Acceptance Criteria Configuration completion of respective server at each
stage and completion of testing by consultant team
before releasing the server for core team testing.
Dependencies Relevant IT infrastructure and ERP Installation complete
in relevant environment in functional condition.
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance
9.0 BBP Audit by Experts (Internal Team)
Deliverables BBP Audit report with findings, recommendations and
best practices.
Acceptance Criteria Agreement between the Sr. Consultant / Auditors of
Bidder team, discom’s business function heads, business
process owners and core team.
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Dependencies BBP draft document must be floated well in advance to
the Sr. consultants before BBP finalisation workshops.
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Within 12 working days of submission of the documents
to the auditors.
1.0 Baseline Configuration and identification of interfaces to ERP
Deliverables First cut configuration of proposed ERP.
Acceptance Criteria Configuration to have top level reflection of desired
functionality as per fit / gap analysis document.
Dependencies Acceptance if ERP fit/gap analysis document
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Testing & Inspection on configured system and sign off on
completion report within 7 days of testing and inspection.
2.0 Final Configuration
Deliverables 95% Completion of Configuration / Customization of all
required Modules in all respects as identified during BBP
Phase. 95% Completion of all development (WRICEF) as
identified during BBP Phase.
Submission of all document such as configuration
Document, technical document, Functional Specification
and Technical Specification.
Acceptance Criteria Desired functionality as per fit/ gap analysis document is
reflected in each module. This will be accepted after final
Configuration Audit prior to the start of Integration
testing.
Dependencies Acceptance of prototype configuration document.
Primary Responsibility Bidder
Secondary Responsibility Discom
PHASE : REALIZATION PHASE
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Time for Acceptance Inspection and sign off on completion report as well as
acceptance report of the configuration document within 7
days of submission.
3.0 Development of Programs , Utilities & Enhancement for Data Migration
Deliverables Development of Programs & Utilities such as (BDC ,
LSMW , BAPIs) , conversion programmes and utilities as
per functional scope.
Test result completion document.
Acceptance Criteria Successful Upload testing results during verified by Core
Team during UAT.
UAT Sign off document for Upload Programs.
Dependencies Signed functional specifications by the functional and core
team members.
Primary Responsibility Bidder
Secondary Responsibility Discom
Time for Acceptance Inspection and sign off on completion report as well as
acceptance report of the configuration document within 7
days of submission.
4.0 Training on Upload Programs / Utilities
Deliverables Formal Hands on training to all Core users along with end
user upload documents and videos.
Acceptance Criteria Ability to Upload records independently by core team
members / data conversion team.
Dependencies Presence of Core Team members and required data
conversion from each module.
Primary Responsibility Bidder
Secondary Responsibility
Time for Acceptance Sign off after completion of Hand on session by core
team.
5.0 Unit Testing , Integration Testing , Regression Testing and User Acceptance Test
Deliverables Unit testing, integration testing & regression testing for
processes of all modules based to mutually agreed test
plans/ scenarios which includes negative test plans for
developments as well. Recording of all test results as per
agreed test scripts / scenarios.
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Acceptance Criteria Successful completion of Unit testing, Integration testing
as well as regression testing based on agreed test
scenarios for each processes / Module independently.
Dependencies Availability of Core team along with Process owners
during testing and acceptance of results.
Primary Responsibility Bidder
Secondary Responsibility Discom to formulate required test scenarios for the
modules based on functional requirements.
Time for Acceptance Sign off of Test scripts by core team and process owners
within 10 days successful completion of testing.
6.0 System Related Testing
Deliverables Stress Test , Performance test , Failure and Disaster
Recovery test , Back up & Restoration of Data.
Test Scripts based on various scenarios , Acceptance
Criteria & Back up Strategy document. Recording of
results for all tests,
Acceptance Criteria Successful completion of all tests by System Maintenance
team of Discom or by team identified by JDVVNL.
Dependencies Availability of Core team along with Process owners
during testing and acceptance of results.
Primary Responsibility Bidder
Secondary Responsibility Discom to formulate required test scenarios for the
modules based on functional requirements.
Time for Acceptance Sign off of Test scripts by core team and process owners
within 10 days successful completion of testing.
1.0 Establish Production Environment / Pre Production Environment
Deliverables Readiness ERP system Production System and Pre
production environment (Optional) with all Configuration
and customization / Development as Processes
Completion Report on Production Server Readiness.
PHASE : FINAL PREPARATION PHASE
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Acceptance Criteria Running Complete Pre Production and Production Server.
Dependencies User Acceptance of Integration test result document &
training & Handholding of System Administrator from
Discom.
Primary Responsibility Bidder
Secondary Responsibility Discom to provide system management operations and
authorization concepts.
Time for Acceptance Sign off of within 10 days of submission of completion
report and inspection by system administrator of JDVVNL.
2.0 Data Migration to Pre Production Client
Deliverables Migration Master and Cut over data by extracting
uploaded data reports from ERP tables and Standard
Reports.
Data of last 5 years must be migrated and validated for
HR and HR Payroll.
Completion report for Pre Production as well as
Production Environment against all acceptance criteria.
Acceptance Criteria Matching of below Values in Pre Production Client
before data migration to production environment : Trial
Balances , Balance Sheet , Vendor Balances ,
Customer balances , Vendor advances , Customer
advances , Asset Master and All data related to
employees and as per any other requirement by JDVVNL.
Dependencies JDVVNL to provide accurate and validated data as per
Bidder‟s format.
Primary Responsibility Bidder
Secondary Responsibility Discom to provide system management operations and
authorization concepts.
Time for Acceptance Sign off of within 10 days of submission of completion
report and inspection by system administrator of JDVVNL.
3.0 End User Training
Deliverables End User Training Plan & Conduction training for all users.
Training module for end user (1 Hard copy for each user.)
Training Videos for end users.
Acceptance Criteria Conclusion of training , end user documentation to reflect
navigation paths.
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Dependencies Final configuration acceptance.
Primary Responsibility Bidder
Secondary Responsibility Discom to Assist in preparation of End user document and
hands on training of JDVVNL trainers.
Time for Acceptance Sign off on end user documentation within 7 Days.
4.0 Cut Over Strategy Workshop
Deliverables End User Training Plan & Conduction training for all users.
Training module for end user (1 Hard copy for each user.)
Training Videos for end users.
Acceptance Criteria Conclusion of training , end user documentation to reflect
navigation paths.
Dependencies Final configuration acceptance.
Primary Responsibility Bidder
Secondary Responsibility Discom to Assist in preparation of End user document and
hands on training of JDVVNL trainers.
Time for Acceptance Sign off on end user documentation within 7 Days.
1.0 Introduction System Readiness for Go Live
Deliverables Check List for Go-Live and a production ERP system ready
for use from both technical as well functional stand Point.
Acceptance Report
Acceptance Criteria Availability of Production System.
Dependencies Acceptance of production system.
Primary Responsibility Bidder
Secondary Responsibility
Time for Acceptance Sign off check list and acceptance report within 5 Days.
1.0 Data Validation and Go Ahead for Go-Live
PHASE : GO LIVE SUPPORT
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Deliverables • Master and Cut Over Data Validation sign off document
by the business functions heads.
• Validation of ERP Trial balances , Balance Sheet ,
Vendor Balances , Customer balances , Vendor
advances , Customer advances , Asset Master and All
data related to employees and as per any other
requirement by JDVVNL and sign off on the Date of Go
Live.
Acceptance Criteria • Verification on the No of records in the system and
qualitative sampling of the record uploaded.
• Tallying of ERP Trial balances, Balance Sheet , Vendor
Balances , Customer balances , Vendor advances ,
Customer advances , Asset Master and All data related
to employees and as per any other requirement by
JDVVNL against legacy system.
Dependencies Upload of Cutover data must be complete.
Primary Responsibility Bidder for Upload &JDVVNL for Cohesiveness of data.
Secondary Responsibility
Time for Acceptance On Go-Live Date
2.0 Post Go-Live Handholding for 5 Years and Post commissioning
Deliverables • Registering Process Queries.
• Marking the issues as High, Medium and Low.
• Issue resolution as per SLAs.
• Changes in any reporting requirement logic.
• Development of New reporting and form requirements.
• Application of any new patches & service packages.
• Mapping of new business process requirements till. Its
data migration and cut over.
• Development of any interfaces/Integration with existing
legacy applications.
• Conducting orientation training as and when required.
• Conduction of ERP audits at various locations.
Acceptance Criteria Availability of Production System.
Dependencies Acceptance of production system.
Primary Responsibility Bidder
Secondary Responsibility
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Time for Acceptance Sign off check list and acceptance report within 5 Days.
4.0 Project Progress Meetings, Project Risk and Issue Management, Project Change
Control & Steering committee Reviews.
Deliverables • Conduction review meetings and publishing MOM‟s ,
action plans and monitoring the same.
• Updating project risks on going basis and mitigation
action for the same.
• Conducting steering committee and highlighting project
progress, issues and seeking resolution.
• Presenting the agreed changes, its impact in terms of
project heath and commercials and presenting it to
Senior Management.
Acceptance Criteria Mutual Acceptance of Project progress meeting points ,
steering committee presentations and change control
docs.
Dependencies As and when need arises and as per project schedule.
Primary Responsibility Bidder
Secondary Responsibility JDVVNL
Time for Acceptance NA
5.0 Post Go-Live Handholding for 5 Years and Post commissioning
Deliverables • Establishing Support process and help lines.
• Registering Process Queries.
• Marking the issues as High, Medium and Low.
• Issue resolution as per SLAs.
• Changes in any reporting requirement logic.
• Development of New reporting and form requirements.
• Application of any new patches & service packages.
• Mapping of new business process requirements till. Its
data migration and cut over.
• Development of any interfaces/Integration with existing
legacy applications.
• Conducting orientation training as and when required.
• Conduction of ERP audits at various locations.
Acceptance Criteria As satisfactory completion sign off by Discom‟s Project
Manager and functional heads.
Dependencies Acceptance of production system.
Primary Responsibility Bidder
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Secondary Responsibility JDVVNL
Time for Acceptance Sign off check list and acceptance report within 5 Days.
6.0 Post Go-Live Handholding for 5 Years and Post commissioning
Deliverables • Establishing Support process and helplines.
• Registering Process Queries.
• Marking the issues as High, Medium and Low.
• Issue resolution as per SLAs.
• Changes in any reporting requirement logic.
• Development of New reporting and form requirements.
• Application of any new patches & service packages.
• Mapping of new business process requirements till. Its
data migration and cut over.
• Development of any interfaces/Integration with existing
legacy applications.
• Conducting orientation training as and when required.
• Conduction of ERP audits at various locations.
Acceptance Criteria As satisfactory completion sign off by Discom’s Project
Manager and functional heads.
Dependencies Acceptance of production system.
Primary Responsibility Bidder
Secondary Responsibility JDVVNL
Time for Acceptance Sign off check list and acceptance report within 5 Days.
Infrastructure Requirements:
1. All software components must be available and deployable on all OS platforms (if not
should to mentioned in Bid available deployments to account for both planned and
unplanned downtime. Planned downtime could be due to hardware upgrade/refresh,
software patching/upgrades or application version or database schema changes.
Unplanned downtime could be due to memory corruption, disk failures, hardware
failures, server failures or site failures documents)
2. All software components and products should provide out-of-the-box functionality
with minimum customization or implementation requirements, to fulfil the required
functionalities for the proposed solution as well as supporting software components.
3. All software components and products should possess a clear upgrade path for
followon releases with backward compatibility.
4. All software applications should be web-based and multi-tier applications supporting
clustering, load balancing, redundancy, high-availability, scalability, and fail safe
operation.
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5. All software applications should provide native support of web services and provide
appropriate APIs for the purposes of integration as well as functionality extension or
enhancements as may be required to fulfil special functionalities.
6. The architecture should be designed for extensibility and scalability.
7. The infrastructure (database, application servers and web servers) must support
highly scalable. Allow server capacity to be scaled near linearly without making any
changes to the data and applications.
8. The successful bidder shall ensure deployment and commissioning of necessary
hardware items at the Data centre and Disaster recovery Centre for ERP with all
necessary and latest security standards.
9. The deployment of ERP application shall follow and comply with contemporary
principles of Information Security Management System (ISMS) i.e. ISO 27001. The
implementer shall ensure the deployment of management and monitoring tools like
Project Management, Application Performance Monitoring, version control (software as
well as document), bugs tracking tools etc.
PROFILES OF TEAMS TO BE DEPLOYED
The selected Bidder has to deploy a specialized and trained team for the successful and
timely completion of the Project. It is therefore desirable that the key personnel in the
team have the following Roles and the minimum qualification and work experience are
detailed below (Discom reserve the right to revise criteria of project team for the best
interest of the project):
a) Program manager
b) Technical Architect
c) Project Manager
d) Project coordinator
e) Change Management Track Lead
f) Functional Track Leads
g) Technical Track Leads
h) Consultants
i) Database Administrator
Role Profile
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Program Manager 1. Should have program managed at least 10 ERP projects
2. Experience in Public Sector Industry ERP implementation is
preferred.
3. Should have good program management skills, relationship
management skills and strong leadership qualities.
4. PMP or equivalent certification is preferred
Project Manager 1. Should have project management experience in
implementation/under implementation of the ERP product
2. Should have good project management skills, customer
management skills and strong leadership qualities.
3. Experience of 6 years in IT industry is must.
4. Should have exposure over analytics
Project
coordinator
1. Should have experience in implementation/under implementation
of the ERP product in Power Distribution
2. Should have the relevant academic qualifications (e.g.
B.E/MCA/MBA)
3. Certification like PMP, Prince or MBA full time degree is must
Technical Architect 4. Should have experience in designing and implementing “n‟ tier
architecture and integrating with the proposed ERP product
5. Should have experience in implementation/under implementation
of the ERP product in Power Distribution
6. Should have the relevant academic qualifications (e.g.
B.E/MCA/MBA)
7. Should have certification from OEM for ERP implementation
Change Management
Track Leads
1. Minimum 3 projects as Change Management lead in a large
organization (over 2000 employees). Minimum 1 project as Change
Management lead in an ERP implementation
2. Should have good analytical skill and experience in managing
change emerging from implementing standard ERP product.
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Functional Track
Leaders
1. Experience in implementation/under implementation of the
offered
ERP in Power Distribution company is preferred
2. Experience in India localization.
3. The Finance track Leader should have the relevant academic
qualifications (e.g.CA/MBA-Finance/ICWA)
4. Certification by the ERP Product Vendor preferred.
Technical Track Leads 1. Should have led technology and infrastructure track in the offered
ERP implementation project.
2. Should have the relevant academic qualifications (e.g.
B.E/MCA/MBA)
3. Certification by the ERP Product Vendor preferred.
Consultants
(Functional /
Technical
1. Should have ERP implementation (full cycle) experience on the
respective module of the offered product suite.
2. It is preferred that the consultant is certified by the ERP product
vendor on the respective module.
The bidder shall submit the details of experience with proof as per the format. JDVVNL
reserves the right to interview the successful bidder‟s team members selected by the
bidder as part of the ERP implementation team. On interviewing, if the team member is
found unsuitable, then JDVVNL would request bidder to replace with another team
member with the same profile. The above listed qualifications are minimum required
qualifications of team members. After the Go-Live of each phase of “ERP SOLUTION”,
retain the same implementation team at-least till six months, to resolve any issue in
timely manner.
Hyper care Support
• Post declaration of Go Live for all modules of ERP solution, Hyper Support shall be
provided till all annual report required by the different departments generated
and satisfied by the JDVVNL officials
• Bidder shall setup and manage the helpdesk and all provisions during Post GoLive
support
Providing Post GO-LIVE support
• The support will cover all user level queries, fixing bugs in application, changes to
configuration of application if required, patch updates and providing latest version
(upgrades) of application, data base and OS software’s and retraining as defined
above.
• Bidder shall setup and manage the helpdesk during the entire post go-live support.
For Setting up support HELPDESK (for all components of the proposed ERP
Solution) all necessary infrastructure for Helpdesk in terms of Computers, software,
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Printers and Scanners would be arranged by Bidder. Telephone lines and internet
facility for the helpdesk would be provided by Purchaser.
• Bidder is expected to provide Discom with the guidelines in setting up and
managing such helpdesk including the processes to be followed in logging request
for assistance, assigning requests to specific helpdesk individual, recording
resolution and tracking the overall time frame from logging a call to its resolution.
• Bidder will also provide a description of their teams that would be set up for this
purpose along with their roles, job descriptions and profiles of key individuals.
• Bidder will ensure that minimum three personnel are available at any given point in
time on 24X5 basis for helpdesk support, and minimum 6 functional consultants on
24X5 basis for the on-field support at each of the JDVVNL offices as required, to
handle day to day issues.
• The Post GO Live support period for implementation services is for a period of 5
years post implementation. It may be noted to the bidder that, JDVVNL will give
stabilization acceptance only after successful reconciliation of the financial and
accounting statement and any other document (like store audit, salary/leave
reconciliation of staff etc.) after the end of the financial year. If any discrepancy
found than, bidder will provide hyper support for each module on Critical or Urgent
basis, without any extra cost. Any delay in resolving the issue beyond the specified
or mutually agreed time, will attract penalty.
• The 5 year of support shall be on-site as well as off-site support model. During this
support period, if required, Bidder will be responsible for developing ad-hoc
reports.
• Following is minimum required list of team would be provided for Post
implementation support by the bidder,
Role
Year 1 Year 2 Year 3 and
further
Onsite Offsite Onsite Offsite Onsite Offsite
Project Manager 1
1 1
Finance Module
Consultant 4
3
3
Material
Management
Module
Consultant
3
2
2
HR Module
Consultant 4
3
3
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Projects
coordinator 1
1
1
Technical
consultant for
custom modules
etc(integration of
existing
applications, and
up)
4
3
3
Database
Administrator
1
1
1
The above requirement is indicative, for the proper functioning of ERP system, if more
man-power is required then it will be provided by the successful bidder, without any
extra cost.
It is binding on the part of successful bidder that post go live support and maintenance
has to be carried out by the only successful bidder. Sub-contracting in any form is not
allowed for the post implementation support. However, the consortium partner may play
an active role during support period. The above listed requirement of team members are
indicative, depending upon the field situation and level of complaint JDVVNL reserve the
right to increase the competent support staff to be provided by the successful bidder.
Successful bidder will provide additional support staff without any extra cost.
SCALABILITY
(i) While designing the system, Cloud, hardware and software, the following
scalability factors should be taken into consideration so that system should
complied all the SLAs envisages in this document.
(ii) The Employee base may increase at the rate of 5.0 % per annum on the
base data
(iii) The Bidder will have to size the system keeping in mind the contingencies
such as change in business process and business logic from the date of
commencement of work up to the end of 5 years from date of “Go-Live”.
DATA MIGRATION SCOPE
The following is the indicated list of the type of data to be migrated from the legacy/
manual system.
(i) All Master Data – Must be migrated
(ii) All Open Transactions – Must be migrated
(iii) All transactions in the current financial year – Must be migrated
(iv) Historical Transactions – No of years shall be decided by utility however at
least 3 years historical data to be migrated. Bidder must propose a plan
for the same. As JDVVNL‟s data is critical for its operation hence, Bidder
will ensure error free data migration in timely manner.
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DOCUMENTATION SCOPE
The following documents (one set each) which are required for smooth functioning of the
system shall be provided by the successful Bidder with respect to the ERP product,
overall ERP system and its major sub-components for reference and for facilitating self
education by Utility personnel.
User manuals;
System administrator manuals;
Technical manuals;
Installation guides;
Business process guides;
Program flow descriptions;
Data model descriptions;
Sample reports;
Screen formats;
Toolkit guides;
Troubleshooting guides;
Frequently asked question (FAQ) guides.
The clarity, comprehensiveness and accuracy of the documentation shall be
acceptable to the Purchaser (an example document should be made available
to the Purchaser).
The media upon which documentation is made to be made available in two hard-copy
and two soft copy (CD / DVD / Flash Drive). The frequency of documentation updates
and distribution mechanism of the updates shall be intimated by successful Bidder in the
technical proposal. The manual should include information on the application concepts in
addition to transaction and field level documentation. Successful Bidder will be expected
to assist in developing operational procedure manuals. If the user manuals are provided
in Word format, the JDVVNL should have the ability to customize their own manual to
include specific business processes or operational procedures. You can also be required
to provide context sensitive on-line help, which includes all materials provided in the
hard copy manuals. Where possible, users should be able to add their own on-line help
documentation
OTHER SERVICES AND ITEMS
The scope also includes, but not limited to the following services/items described herein
and elsewhere in specification:
(i) Project management and site supervision
(ii) Interface coordination
(iii) Scope change management
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ARRANGEMENT BY THE CONTRACTOR
The Bidder shall make his own necessary arrangements for the following and for those
not listed anywhere else:
(i) Office and store at or near JdVVNL headquarter.
(ii) Transportation.
(iii) Boarding & lodging arrangement for their personnel
The vendor shall also provide all the construction equipment, tools, tackles and testing
kits/equipment required for pre-assembly, erection/installation, testing and
commissioning of the equipment and system covered under the Contract. He shall
submit a list of all such materials to the Engineer before the commencement of work at
Site. These tools and tackles shall not be removed from the Site without the written
permission of the Engineer-in-charge.
QUALITY ASSURANCE PLAN
The vendor shall furnish a comprehensive quality assurance program at all stages of
manufacture/development/implementation for ensuring products giving reliable, trouble
free performance. You shall furnish the details of their quality assurance plan and test
set up along with the bid. A detailed quality assurance program shall be finalized with
the successful Bidder during the award stage. However, the Quality Assurance Plan shall
conform to the following standards –
IS/ISO/IEC 27001 – ISMS IT Security, IT services (10 Standards) - All harmonized with
ISO/IEC LITD 16 – Standards on Computer Hardware IS 13252:2003/IEC 60950.
11.1HELP DESK
Help Desk shall act as a single-point-of-contact for all service problems pertaining
to hardware, software under current contract. The successful Bidder shall create
and maintain a dedicated centralized online Help Desk with a telephone number,
E-mail and call tracking mechanism that will resolve problems and answer
questions that arise from the use of the offered solution as it is implemented at
utility. Users can log the queries / complaints, which should be resolved as per
the Service Level requirements. The helpdesk queries / complaints can be related
to connectivity, messaging, security, Hardware, Software, configuration and any
other issues.
Help Desk software shall take care of classification, automatic escalation,
management, and status tracking and reporting of incidents as expected by the
service level requirements. Status tracking should be available to users through
telephone number as well as online through software.
i. The Help Desk will respond to and resolve the problems as per the SLA
ii. Problems shall be classified into various levels of priority mentioned in
2 the SLA. The assigned priority for each problem shall depend upon:
iii. The extent of the problem’s impact on the usability of the system
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iv. The percentage of users affected by the problem.
v. The initial assignment of priorities is the responsibility of the Help Desk’s
Problem Manager on basis of SLA. However, utility can change the priority
assigned to a particular problem and the procedures that exist for
escalating a problem to progressively higher management levels, until
agreement is secured.
vi. The precise definition of problem priorities should be documented in the
Successful Bidder’s SLA.
vii. Helpdesk shall troubleshoot on systems (hardware), applications
(software), mail related issues, network related issues, multimedia related
issues, server administration, security related policies, 3 party
coordination.
viii. After problem resolution, the logged problem in help desk will be closed
and notification will be sent to user for confirmation and rate the customer
service on defined parameter in helpdesk.
ix. Help Desk shall be responsible for change management like schedule up
gradation of hardware and software components etc. Help Desk will
coordinate and take approval from utility for the same and will inform all
users for such event in advance.
x. Help Desk shall also be responsible for managing problems/incidents
related to LAN at each node. Help Desk shall ensure timely response and
assigning the problem/incident on priority basis.
Help Desk shall be ITIL compliant & shall implement ITIL compliant help desk
processes like Change Control Procedure, Call Flow Process, Incident & Problem
management approach etc. Bidder shall utilize help desk tools, which are ITIL
complaint and are open for integration with other enterprise management tools
like EMS/NMS system & messaging system.
Responsibilities of Bidder towards FMS:
a. Providing Help desk solutions application
The Service desk / help desk module shall include the Solutions application. A solution
record is a predefined response to a problem or commonly asked question. A solution
record consists of a symptom, a cause and a resolution. Solutions can be associated with
incident and problem records. Solutions application is used to create, approve, and
manage solution records. A separate application, Search Solutions, can be used to
search for and view solution records.
The Solutions application includes the following features:
1. Ability to specify which solution records should be available to self-service
users in the Search Solutions application.
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2. Ability to specify a Classification for the solution.
3. Ability to indicate a Status for a solution. A solution record can have one of
the Following statuses: DRAFT, ACTIVE, or INACTIVE.
4. Ability to attach documents or Web sites to a solution record.
5. Ability to use the Solutions application to change the status of a solution
record.
6. Ability to create, update and delete a solution in Solutions Application.
Bidder shall integrate the help desk system with messaging system & EMS/NMS
system of utility.
b.Hardware and Software Services
1. Provide Level One Support for hardware and software, including incident
logging, assigning incident numbers and dispatching the appropriate support
personnel or AMC vendor to remedy a problem;
2. Prioritize problem resolution in accordance with the severity codes and Service
Levels specified;
3. Provide system status messages, as requested;
4. Maintain the defined help desk operational procedures;
5. Notify designated personnel of systems or equipment failures, or of an
emergency;
6. Initiate a problem management record (“PMR”) to document a service outage
to include (for example) date and time opened, description of symptoms, and
problem assignment (Level Two/Level Three), and track and report on
problem status, as required;
7. Monitor problem status to facilitate problem closure within defined Service
Level criteria or escalate, as appropriate;
8. Monitor PMR closure, including documented problem resolution;
9. Provide Utility with complete and timely problem status through the problem
tracking system, as requested;
10. Maintain an updated help desk personnel contact listing.
c. Install/MAC Services (Install Move Add Change)
1. Act as the point-of-contact for install and MAC requests and status; and
2. Act as the interface for coordinating and scheduling all installations and MACs.
d. User oriented Services
1. Provide an interface for user requests, such as new user IDs, address
changes, routing requests, and password changes.
2. Advise the End User to take reasonable steps to backup information, if
possible, prior to attempting to effect a resolution either by phone or handson
during Desk Side
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3. Support Service; and
4. Assist End Users with Office automation and E-mail “how to” and usage
questions.
11.2 Install, Moves, Adds, Changes (IMAC) Services
This Service provides for the scheduling and performance of install, move, adds,
and change activities for Hardware and Software. Definitions of these components
are as follows:
Install: Installation of desktop machines, servers, peripheral equipment, and
network- attached peripheral equipment, which form part of the existing baseline
(new equipment needs to be procured by with installation services at the time of
procurement).
Move: Movement of desktop machines, servers, peripheral equipment, and
network-attached peripheral equipment.
Add: Installation of additional hardware or software on desktop machines and
servers after initial delivery (e.g. Additional RAM, CD ROM drive, sound card etc).
Change: Upgrade to or modification of existing hardware or software on desktop
machines and servers (e.g. Upgrade of hard disk drive to higher capacity).
Requests for IMAC shall be prepared by Bidder depending on customer/ system
requirements & shall be approved by utility. Utility shall formulate guidelines for
IMAC &communicate it to Bidder. All procurements shall be done by utility.
11.3Cloud and Data Back-up Centre Operations for ERP:
Bidder shall:
1. Regularly monitor and log the state of environmental conditions and power
conditions of the cloud and data back-up centre.
2. Coordinate with Utility and its vendors to resolve any problems and issues
related to the cloud services related to environment conditions, change in any
operating condition, data security etc.
3. Co-ordinate with the JDVVNL for implementing any changes that may be
required towards the placement and layout of infrastructure within the data
back-up centre
4. Vendor shall monitor, log & report entire equipment & module operation on 24
x 7 x 365 basis
5. Shall perform periodic health checkups& troubleshooting of all systems &
modules installed by consortium members & implement proactive rectification
measures. It is clarified that the data centre operations for the part of ERP
portion shall be the responsibility of the vendor of this bid.
11.4 Bidder’s Responsibilities
1. Setting up and configuring servers under current contract.
2. Installation of the server operating system and operating system utilities
3. Reinstallation on event of system crash/failures
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4. OS Administration for IT system
5. Manage Operating system, file system and configuration
6. Ensure proper configuration of server parameters, operating systems
administration and tuning
7. Regularly monitor and maintain a log of the performance monitoring of
servers including but not limited to monitoring CPU, disk space, memory
utilization, I/O utilization, etc.
8. Regular analysis of events and logs
9. Apply OS Patches and updates
10. Monitor & verify logs files and periodically clean up log files
11. Ensure proper running of all critical services on the servers. Schedule and
optimize these services
12. Maintain lists of all system files, root directories and volumes
13. Resolving all server related problems
14. Escalating unresolved problems to ensure resolution as per the agreed SLAs
15. Responsible for periodic health check of the systems, troubleshooting
problems, analysing and implementing rectification measures
16. Logical access control of user and groups on system
17. Responsible for managing uptime of servers as per SLAs
11.5 Database Administration Services
Bidder shall:
1. Undertake end-to-end management of database on cloud on ongoing basis to
ensure smooth functioning of the same.
2. Undertake tasks including managing changes to database schemes, disk
space, storage, and user roles.
3. Setting and tuning system parameters
4. Building appropriate indexes, specifying large enough buffers and caches,
aligning the database implementation on cloud and data back-up IT
infrastructure, monitoring databases and applications, reorganizing databases,
etc.
5. Manage database upgrade or patch upgrade as and when required with
minimal downtime
11.6 Backup/Restore management
Bidder will perform backup and restore management in accordance with mutually
agreed to backup and restore policies and procedures, including performance of
daily, weekly, monthly quarterly and annual backup functions (full volume and
incremental) for data and software maintained on Servers and storage systems
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including interfacing with utility’s specified backup media storage facilities;
Bidder shall ensure:
1. Backup and restore of data in accordance to defined process / procedure.
2. 24 x 7 support for file & volume restoration requests
3. Maintenance and Upgrade of infrastructure and/or software as and when
needed.
4. Performance analysis of infrastructure and rework of backup schedule for
optimum utilization.
5. Generation and publishing of backup reports periodically.
6. Maintaining inventory of onsite tapes / other backup media.
7. Forecasting tape / other backup media requirements for backup.
8. Ensuring failed backups are restarted and completed successfully within the
backup cycle.
9. Monitor and enhance the performance of scheduled backups
10. Real-time monitoring, log maintenance and reporting of backup status on a
regular basis.
11. Management of storage environment to maintain performance at optimum
levels.
12. Periodic Restoration Testing of the Backup
13. Periodic Browsing of the Backup Media
14. Management of the storage solution including, but not limited to,
management of space, volume, RAID configuration, configuration and
management of disk array, SAN fabric / switches, tape library etc.,
15. Interacting with Process Owners in developing / maintaining Backup &
Restoration
16. Policies / Procedures
17. To provide MIS reports as per agreement
11.7 Performance Monitoring & Reporting
Regularly monitor and maintain a log of the performance monitoring of
servers including but not limited to monitoring CPU, disk space, memory
utilization, I/O utilization, Central Storage etc.
Regular analysis of events and logs generated in all the sub systems including
but not limited to servers, operating systems, databases, applications etc. The
system administrators shall also ensure that the logs are backed up and
truncated at regular intervals.
The administrators shall undertake actions in accordance with the results of
the log analysis to ensure that the bottlenecks in the infrastructure are
identified and fine-tuning is done for optimal performance
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Reporting to utility for all system performance monitoring
11.8 Service Management Control
The Bidder must adhere to well-defined processes and procedures to deliver
consistent quality services throughout its contractual period. Any
hardware/software to meet the requirements under this section must be provided
by the Bidder. The Bidder is expected to have the following system management
controls in place:
11.9 Incident Management
The Bidder must have:
i. Ability to create an incident record to document a deviation from an
expected standard of operation.
ii. Ability to create other ticket from the incident, if resolving the incident
involves creating a service request, problem or work order.
iii. Incident could be created automatically from sources such as email,
system-monitoring tools.
iv. Ability to have ticket template containing data that agent can automatically
insert in common, high-volume records. Instead of manually entering
standard information each time, vendor can apply a template that contains
information such as owner, service group, service, classification, internal
priority, activities, labour requirements, and activity owners.
v. The template can add the following information, but can be modified to
include: Priority, Owner or Owner Group, Service Group or Service,
Classification; for Activities: Activity, Sequence, Job Plan, Site,
Organization, Description, Owner or Owner Group, Priority, Vendor, and
Classification.
vi. Ability to assign ownership of an incident either to a person or a person
group who is responsible for managing the work associated with that
record.
vii. Ability to assign ownership via workflow or an escalation process
viii. Ability to associate an asset for an Incident record, if the issue you are
reporting or working on involves an asset.
ix. Ability to select related asset by hierarchical view
x. Ability to pick the related tickets from the similar ticket search result so
that the selected records are copied onto the Related Records list with the
relationship RELATED.
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xi. Ability to view a list of related records and view the work and
communication logs for all related records on one screen, on the global
record.
xii. Ability to create a service request from an incident with a relationship
between the two records.
xiii. Ability to create a Problem from Incident application to record an unknown,
underlying cause of one or more issues. The created Problem will be
related to the originating Service Request as type RELATED.
xiv. Ability to create a release in the Incident application when resolving the
Incident involves releasing a set of bundled changes to your users. The
created Release will be related to the originating Incident as type
FOLLOWUP and has the status of waiting-on-approval.
xv. Ability to relationships between Incidents.
xvi. Ability to identify a global incident, which is the root cause of many other
issues or that is something affecting many users.
xvii. Ability to automatically assign one or more SLAs via Workflow or Escalation
process based on SLA‟s criteria
xviii. Ability to apply an incident template which contains activities that can be
viewed and edited
xix. Ability to find and attach Solution record containing information on
resolving to an Incident record.
xx. Ability to record Solution containing information on the symptom, cause,
and resolution.
xxi. Ability to create and submit a draft solution from the Incident application
screen which an agent can approve the solution for general use later.
xxii. The communication log stores inbound and outbound messages and
attachments sent between users and agents.
xxiii. Ability to view communication entries associated with a record.
xxiv. Ability to use a communication template to fill in default data, such as the
identifier, subject from the originating record when create a
communication.
11.10 Ticketing Management
i. Ability to specify an Owner or Owner Group and Service Group or Service
for the ticket.
ii. Ability to specify a classification for the ticket.
iii. Ability to specify both a Reported Priority and an Internal Priority for the
ticket.
iv. Ability to list related assets on a ticket.
v. Ability to track time spent on a ticket via the Timer button or alike.
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vi. Ability to apply one or more service level agreements (SLAs) to a ticket.
vii. Provide Self-Service Service Requests module to allow users to submit and
view service requests.
viii. Ability to create other ticket from the service request, if resolving the
service request involves creating an incident, problem, or work order.
ix.Ability to relate existing tickets to the service request.
x. Service requests could be created automatically from sources such as
email, system monitoring tools. xi. Ability to add a classification to enable
workflow processes, escalations, and service level agreements
xi. Ability to have ticket template containing data that agent can automatically
insert in common, high-volume records. Instead of manually entering
standard information each time, agent can apply a template that contains
information such as owner, service group and service, classification, and
internal priority. The template can add the following information, but you
can modify it; Priority, Owner or Owner Group, Service Group or Service,
Classification, Vendor, and Organization.
xii. Ability to assign ownership via workflow or an escalation process
xiii. Ability to select related asset by hierarchical view xv. Ability to filter the
related asset list by value list: All, Public, or User/Custodian. The default
User/Custodian is the affected person specified on the record.
xiv. Ability to show similar tickets to search for and relate other tickets to the
current record. The purpose is for information only.
xv. Ability to automatically assign one or more SLAs via Workflow or Escalation
process based on SLA‟s criteria.
11.11 PROBLEM MANAGEMENT
The Vendor must develop an effective problem management system to reduce
the impact of problem that occur and minimize its reoccurrence. It should help in
identifying the root cause of the problem and proper recording and tracking of the
problem till its resolution. In order to systematically capture, record, track and
resolve the calls, robust application tools with following functionalities / features
should be provided. The tools shall have following features:
i. Ability to apply a template to a Problem. The template contains common
data such Priority, Owner or Owner Group, Service Group or Service,
Classification, Vendor, and Organization.
ii. The Problem template also can contain activities, labor requirements,
and activity owners
iii. The Problem template also can contain Problem activity common data
such as, Sequence number, Job Plan, Site, Organization, Description,
Owner or Owner Group, Priority, Vendor, and Classification. iv. The
status is automatically change to be QUEUED when ownership of an
incident is assigned except the status is RESOLVED
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iv. Ability to associate an asset for an Problem record, if the issue you are
reporting or working on involves an asset.
v. Ability to select related asset by hierarchical view
vi. Ability to relate other tickets and work orders to a Problem with a
relationship type of RELATED
vii. Ability to show similar tickets to search for and relate other tickets to
the current record.
viii. Ability to show similar tickets, Problems to search for and relate other
tickets, Problems to the current record.
ix. The similar ticket search results only list service requests, incidents, and
problems having the same Classification. Records are not included in
the results if they either are global records or history records.
x. Ability to identify a Problem as global record. A global record captures
information about an issue affecting many people. The record might be
a created for a shared asset i.e. the root cause of many other issues,
such as a failed network server.
xi. Ability to relate a Problem to a Global record.
xii. Ability to create a service request from a problem, creating a
relationship between the two records.
xiii. Ability to create a Release in the Problem application when resolving the
Problem involves releasing a set of bundled changes to your users. The
created Release will be related to the originating Problem as type
FOLLOW-UP and has the status of waiting-on-approval.
xiv. The relationship between Problem and other Problem/Ticket can be
deleted.
xv. Ability to identify a global Problem, which is the root cause of many
other issues or that is something affecting many users. A global record
might have many other records related to it. xvi.Ability to automatically
assign one or more SLAs via Workflow or
Escalation process based on SLA‟s criteria
xvii. When you apply an SLA that includes a response commitment to a
Problem, value in the Target Start date field is set based on that SLA.
xviii. When you apply an SLA that includes a resolution commitment to a
Problem, value in the Target Finish date field is set based on that SLA.
xix. Ability to relate existing service requests, incidents and problems to a
global record and manage them via the global record with the
relationship RELATED TO GLOBAL type.
xx. Ability to manage the tickets via the global ticket, when linked with
global relationships, so the statuses of related tickets can be changed
by changing only the status of the global record.
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xxi. Ability to change status of each activity individually
xxii. Ability to apply a template, which contains activities that can be viewed
and edited.
xxiii. Ability to select labour for activities on a Problem.
xxiv. Ability to report labour time either for a Problem as a whole, for
activities on the Problem, or for both types of labor time.
xxv. Ability to enter start and stop times.
xxvi. xxvii. Ability to select an owner for each Activity individually.
xxvii. Ability to find and attach Solution record containing information on
resolving to a Problem record.
xxviii. Ability to record Solution containing information on the symptom,
cause, and resolution.
xxix. Ability to create and submit a draft solution from the Incident
application screen which an agent can approve the solution for general
use later.
xxx. Ability to use the Work Log in the Problem application to document work
that needs to be done or that was done to resolve the issue.
xxxi. Ability to modify or delete Work Log with authorization protected.
xxxii. Ability to create Communication action in Problem application to send
communications about a record to a requestor or other user.
xxxiii. Ability to use a communication template to fill in default data, such as
the identifier, subject from the originating record when create a
communication
.
11.12 CHANGE MANAGEMENT
i. Work plan for Change Order describes the labor, materials, tools,
services, and tasks you need to complete a Change.
ii. Ability to enter, modify, or view the work plan.
iii. Ability to select a job plan (predefined Work Plan), and modify it as
needed.
iv. When associate a job plan with a Change order, it copies the labor,
materials, services, and tools to the Change order‟s plan.
v. Ability to limit the list of job plans displayed for selection to only job
plans associated with the asset or location that appear on the Change
order.
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vi. When work with planned materials or items for a Change, it shall
display item number, description, location, category and unit cost.
vii. Ability to create a ticket or work order from within an existing ticket or
work order (A change order).
viii. When create a work order or ticket, the newly created record has a
status of FOLLOW UP, and the original record is its ORIGINATOR.
ix.Ability to create follow-up work orders. It will copy the asset,
location, and GL account from the originating work order to the follow-
up work order. A follow-up work order is for when you complete a job
but notice that additional work is needed on the same asset or location.
x. Ability to link work orders and tickets to a Change with a relationship
type of RELATED
xi. Ability to create a change from a change. It is needed when, for
example, a technician completing a change discovers that additional
work not specified on the change, such as a software upgrade, is
required to solve a problem.
xii. Ability to create an Incident, problem, release & work order from a
change. xiii. Once a change is approved, it cannot be deleted.
xiii. When change status of a Change it will change the status of to the child
work orders, if the change is indicated to do so.
xiv. Ability to change the status of the Changes to complete (COMP), which
indicates all the physical work is finished.
xv. Ability to execute the move or modification of assets when the status is
changed as planned.
xvi. Ability to change the status of child Change order in the screen of
parent Change order.
xvii. Ability to view information about previous status changes. xix. Ability to
change the status of the Change order’s task.
xviii. Ability to automatically assign one or more SLAs via Workflow or
Escalation process based on SLA‟s criteria
xix. Ability to duplicate a change with or without its tasks or with its
hierarchy.
xx. Ability to drilldown view the complete hierarchy of locations and assets.
11.13 RELEASE MANAGEMENT
i. Ability to link work orders and tickets to a Release.
ii. Ability to create follow-up work orders. It will copy the asset, location,
and GL account from the originating work order to the follow-up work
order. A follow-up work order is for when you complete a job but notice
that additional work is needed on the same asset or location.
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iii. Ability to create a change from a release. It is needed when, for
example, a technician completing a change discovers that additional
work not specified on the release, such as a software upgrade, is
required to solve a problem.
iv. Ability to create an Incident, problem, service request, work order &
release from a Release.
v. Ability to change the status of one or more work orders (Release
orders) to Approved (APPR).
vi. Once a Release is approved, it cannot be deleted
vii. When change status of a Release, the tasks on the Release are also
changed accordingly.
viii. When change status of a Release it will change the status of to the child
work orders, if the change is indicated to do so. ix.Ability to change the
status of the Releases to complete (COMP), which indicates all the
physical work is finished.
x. Ability to execute the move or modification of assets when the status is
changed as planned.
xi. Ability to change the status of one or more work orders to Closed
(CLOSE). The Closed status finalizes a Release.
xii. Ability to change the status of child Change order in the screen of
parent Release order.
xiii. Ability to view information about previous status changes. xiv. Ability
to change the status of the Release order’s task.
xv. Ability to automatically assign one or more SLAs via Workflow or
Escalation process based on SLA‟s criteria.
11.14 E-mail LISTENER
The help desk application shall have features to interface with messaging system
(E-mail listener) to extract service request from messages.
The E-mail Listener Configuration application includes the following features:
1. E-mail Listener shall support post office protocol 3 (POP3) and Internet
message access protocol (IMAP) e-mail protocols.
2. E-Mail Listener must have the:
Ability to create multiple listeners, to monitor multiple e-mail accounts.
Ability to support multiple attachments per message. E-Mail Listener
converts any attachments into attached document records. When a
ticket record is created from the e-mail, the attachments are
associated with the ticket record.
Ability to specify a status for the listener Active/Non-Active.
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Ability to differentiate between new service requests and updates to
service requests via the subject line of a message.
Ability to customize e-mail handling via a Workflow process.
A different Workflow process can be associated with each listener.
Workflow processes can be configured to convert e-mail messages into
service requests and communications log entries.
11.15 AVAILABILITY MANAGEMENT
i. The Bidder must define the processes/procedures which ensure the service
delivery as per the required SLAs or exceed it. It should cover various
equipment such as all the servers, networks, switches, SAN, Modems, data
converter units, call centre equipment, other site specific services, and the
critical services and their supporting hardware, micro-code, firmware, and
software components, as defined in scope of work. Industry standard SLA
management tools should be deployed and shall have following essential
features:
ii. Ability to define the following types of SLAs:
a Customer SLA
b Internal OLA
c Vendor(underpinning Contract)
iii. Ability to define SLAs at the System, Organization, or Site level.
iv. Ability to specify a ranking to be used for the SLA, when multiple SLAs
exist for the same object.
v. There is a setting to specify whether only one or multiple SLAs should be
applied.
vi. Ability to relate an SLA to another SLAs, for example if an SLA has
supporting SLAs. vii. Ability to link an SLA to a key performance indicator
(KPI) to monitor performance. viii. Ability to create an escalation for an
SLA.
vii. Ability to use the Service Level Agreements application to modify service
level agreements (SLAs). When an SLA is in DRAFT or INACTIVE status,
user can edit or add information on the Service Level Agreement, Assets
and Locations, and Escalation.
viii. Ability to associate relationship between service level agreements (SLAs).
When display an SLA record, user can build a list of the SLAs that the
current SLA record supports (also known as parent SLAs), or a list of SLAs
that support this one (also known as child SLAs).
ix. Ability to associate specific assets, asset types, and locations to a service
level agreement (SLA). Once an SLA and its associated escalation are
activated, it shall apply the SLA to any listed assets, asset types, and
locations.
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x. When an SLA is set to ACTIVE status, it shall automatically changes the
status of the escalation to ACTIVE as well.
xi. Ability to workflow the SLAs. xiv. Provide predefined action types, such as
Set Owner, Status Change, or Create Ticket. xv. Ability to create new
action types, if needed.
xii. Ability to define sets of actions that are grouped together in a specific
sequence.
xiii. Ability to associate an escalation point with one or more actions through
the action group.
11.16 RESOURCES FOR PROJECT & SERVICE MANAGEMENT
The Bidder shall deploy adequate number of personnel for providing Facility Management
services in each shift of the day. Further there shall be one team leader available during
day shift, which would also be expected to be available on call in case of emergent
requirement. The Bidder shall be required to depute on-site personals to meet the
Services requirement as described above.
i. ONSITE SERVICE ENGINEERS – Shall be required to undertake the
responsibilities of System Administrator and troubleshooting of hardware for data
back-up. OEM certified engineer shall be required for System administration, repair
& maintenance, with knowledge and expertise on the various Operating Systems of
the ERP Production Environment. Microsoft certified Professional shall be required for
Intel Servers.
ii. OPERATIONS MANAGEMENT RESOURCES – The Bidder shall be required to
deploy adequate number of engineers responsible for day-to-day operations
(including back up etc.) and monitoring in each shift on all days of the week on 12x7
days.
iii. GENERAL QUALIFICATION & EXPERIENCE OF RESOURCE PERSONS – The
engineers deployed for the job must have suitable qualification, experience and
certification for the assigned job. If the service of particular personnel is not
satisfactory, owner shall ask for the suitable replacement and the Bidder shall be
required to provide the replacement on the next working day.
Cloud Administration 24X7 Critical
Database Administration Services 24x7 Urgent
Backup Management As per schedule High
Bidder has to sign SLA prior to start of FMS contract. During initial four weeks of
“Go-Live” Bidder shall provide minimum agreeable services. Formal SLA shall be
enforced only after initial transition period.
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11.17 CHANGE OF SERVICE LEVELS
1. The client may inform the service provider at least one month prior to making
a change in the Service Levels.
2. The client reserves the right to change the criticality, service availability
duration, service levels and service level measurements with prior
information.
3. The client may introduce a new Service Level that needs to monitored – but
will include the basic aspects like Expected Service Levels, Minimum Service
Levels etc.
4. Bidder to mention percentage change in quoted value for first quarter in case
of change in service levels.
13. TESTING AND ACCEPTANCE PROCEDURES
Testing and quality assurance in software development is more rigorous since each
component has to be more reliable, if it is to be reused. A system is tested at
various stages of development and deployment. For example, each component is
tested as a unit for checking the correctness of its own code. Further, the
component is tested with its dependent components. After final release of the entire
set of components, system is tested for the correctness of system functionality.
Finally the components are further tested in simulated production load for
performance and load analysis.
The Lead Partner along with consortium partners shall be responsible for the testing
processes such as planning (includes preparing test plans and defining roles and
their responsibilities), preparation (consists of preparing test specification, test
environment and test data) and execution (includes testing at various levels like
unit level, integration level, system level and production).
Test Plan
Test plans are prepared for each phase of testing. The initial test plan is created
during the Project Planning phase. The initial test plan describes who performs
which type of testing and when. Ideally master test plan covers all types of test i.e.
from unit testing to production testing. The Lead Partner along with consortium
partners is expected to submit the test plans to Utility for approval. Any changes
made to the test plan during the project life cycle should be communicated to
UTILITY for approval.
Test plans contains following items:
a. Roles and responsibilities of test team
Approach to testing
Function testing
Security testing
User Interface and reports testing
Concurrency testing
Performance and Load testing
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b. Test Scenarios along with entry and exit criteria
c. Test specifications
d. Suspension and resumption criteria
Test scenarios
The Lead Partner along with consortium partners should prepare test scenario for
each business scenario. A test scenario when executed should fulfill a business
requirement as per the scope of business functionality. Test scenarios include
following:
1. Test Specification - During the test specification phase, the test cases are
specified. It consists of description of the input, process to be executed and a
prediction of output results.
2. Test Environment - Component developer does unit testing and integration
testing. Integration testing can be delegated to a specialized testing group.
Each of the members in the testing group is provided with testing
environment according to his/her role and responsibilities.
Following is sample testing environment for testing:
A workstation
A set of tools and applications required on workstation like access to user
interface, browser etc.
Access to centralized document database (where all the project related
documents are maintained)
Access to testing tools and defect logging tools
Access to the central database or repository for development and unit
testing (this database contains sample test data)
Access to deployed components
3. Test Data - Test data is prepared for testing at each stage. The test data
should be prepared in such a way that it covers basic path and every alternate
path of the code. The basic path and alternate paths are prioritized to capture
relevant data. Tools can also be used to generate test data.
Test Execution
The following testing steps are usually employed in the project lifecycle. The Lead
Partner along with consortium partners expected to follow these steps.
Unit Testing - In unit testing, each piece of code has to be rigorously
tested. At this stage testing is done according to the priority of path of
code. All the test results are logged in the defect logging tools. After every
the completion of testing, code is corrected for defect logs. This process is
iterative till criteria for successful testing is reached.
Integration Testing - Upon completion of unit testing, integration testing
begins. The purpose is to ensure distinct components of the application
still work in accordance to customer requirements. Test sets will be
developed with the express purpose of exercising the interfaces between
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the components. This activity is to be carried out by the Test Team.
Integration test will be termed complete when actual results and expected
results are either in line or differences are explainable/acceptable based on
client input.
Incremental Integration Testing - Continuous testing of an application as
new functionality is added.
System Testing - System testing is performed when all the components
are delivered to central repository prior to the release of the software. The
testing is done on priority basis of business processes. All the defects are
logged and assigned to respective component owners. The component and
unit testing is performed after the correction of code. However, it may
depend on size and type of individual test specifications. Impact analysis is
useful to narrow done testing efforts by identifying critical test cases
affected due to code change.
Pre-Production Testing – Pre-Production testing is done simulating the
production load. Test data is either prepared or generated from the tools.
This testing is used to evaluate performance, load capacity and
concurrency. Load testing tools can also be used for this purpose.
Following special type of testing are done during Pre-production Testing
Phase:
o Regression Testing - The objective of regression testing is to ensure
software remains intact. A baseline set of data and scripts will be
maintained and executed to verify changes introduced during the
release have not “undone” any previous code. Expected results
from the baseline are compared to results of the software being
regression tested. All discrepancies will be highlighted and
accounted for, before testing proceeds to the next level.
o Performance Testing - Although performance testing is described as
a part of system testing, it can be regarded as a distinct level of
testing. Performance testing will verify the load, volume, and
response times as defined by requirements.
o Load Testing - Testing an application under heavy loads, such as
the testing of a web site under a range of loads to determine at
what point the systems response time degrades or fails.
o Installation Testing - Testing full, partial, or upgrade
install/uninstall processes. The installation test for a release will be
conducted with the objective of demonstrating production
readiness. This test is conducted after the application has been
migrated to the client‟s site. It will encompass the inventory of
configuration items (performed by the application‟s System
Administration) and evaluation of data readiness, as well as
dynamic tests focused on basic system functionality. When
necessary, a sanity test will be performed following the installation
testing.
o Security/Penetration Testing - Testing how well the system protects
against unauthorized internal or external access, willful damage,
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etc. This type of testing may require sophisticated testing
techniques.
o Recovery/Error Testing - Testing how well a system recovers from
crashes, hardware failures, or other catastrophic problems.
Acceptance Testing – During the test scenarios definition, for each of the
business scenario, an acceptance criterion is defined. Acceptance criteria
include expected behaviour of the s/w component and the expected results
(data). Expected results form a part of the Exit Criteria. In addition to
expected result and behaviours, some conditions are also specified in the
exit criteria. They can be:
o Number of bugs to be discovered for a functional module. This
depends on size of the functionality and is an indicator of amount of
testing done.
o If any medium or low-priority errors are outstanding - the
implementation risk must be signed off as acceptable by UTILITY
and Lead Partner along with consortium partners oAll High Priority
errors from System Test must be fixed and tested
Lead Partner along with consortium partners needs to get the acceptance criteria
approved from UTILITY for all the functional components of the system. The
Acceptance Criteria for each release into production environment will be agreed
upon by Lead
Partner along with consortium partners in consultation with UTILITY prior to
release from Testing to production environment. After installation, if any bug is
reported or there is non-compliance to requirements then a proper procedure
should be followed. End-user should report (“Change Request”) to his/her
supervisor about the bug that will in turn get forwarded to Project Manager (PM).
PM will forward the List of change request to Lead Partner along with consortium
partners. After the bug is fixed, it should be reflected in the production copy after
testing it.
Performance Testing
The Bidder has to test and demonstrate the operational performance requirement
as defined in the clause 9 of the specification after completion of entire scope.
This will be part of acceptance testing. The system will be taken over by owner
only after successful operational performance testing. The Bidder has to arrange
necessary hardware / software to demonstrate the performance testing.
Bidder should note that UTILITY can appoint a third party Bidder for conducting
any part of above testing procedures (in addition to the testing carried out by the
Bidder).
The details of testing are mentioned here:
14. SOFTWARE SYSTEM ACCEPTANCE TEST
The selected vendor has to submit the customized software to the client project
team. The vendor has to provide the test cases along with the software. The team
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shall conduct the acceptance tests and upon complying the requirements the
team shall issue Test certificate. In case of any functionality not meeting the
requirement then the vendor has to customize the software and represent it for
Test.
To have a reliable system Bidder shall submit system test plan along with the test
data for various level of testing. The Bidder will adhere to the standard practice of
system testing and carry out following tests.
(i) System Testing: A system test teams of Discom’s for the entire system will
carry out system testing. It will verify that the complete system and its interfaces
work together and the system is functionally and technically correct. It will ensure
that the system fulfils all requirements as per specifications. The functional
requirements test shall completely verify all features of software and hardware as
a minimum following items shall be included:
Demonstration of all features of the application as per requirement
specifications
Reports generation and all other software maintenance features
Testing of the proper functioning of all the software including test cases of
customer interaction, users inputs & system response
Verification of software documentation via random check.
Verification of Web interface
FAT: Final Acceptance Testing will carried out by the Purchaser for verification of
the system functions, reports, overall software and sign-off.
15. Workflow
The workflow platform should provide the following additional characteristics
• The workflow platform should comply with industry standards like BPEL
(Business Process Execution Language).
• The workflow platform should provide management and monitoring of all
the business processes that are running live at any point of time for
instant visibility and escalation.
• The workflow platform should provide support for full transactional
integrity including support for long running transactions.
• The workflow platform should provide support for out-of-the-box audit
trails and reporting.
• The workflow platform should abide by SOA approach and leverage
business services exposed by the SOA layer.
16. SYSTEM DESIGN AND ENGINEERING
The Vendor shall be responsible for detailed design and engineering of overall
system, subsystems, elements, system facilities, equipment, services, including
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systems application software etc. It shall include proper definition and execution
of all interfaces with systems, equipment, material and services of Owner for
proper and correct design, performance and operation of the project.
Vendor shall provide complete engineering data, drawings, reports, manuals and
services offered etc. at the time of SRS for Owner‟s review, approval and records.
17. TRAINING
Scope of Training for Core Team, Functional team:
Certified Functional, Technical, System administration and Database
management training for core team of Rajasthan Discoms, should be
arranged by implementation partner directly from OEM.
The training has to be conducted using official OEM course curriculum
mapped with the Software Products to be implemented in the Rajasthan
Discoms.
The training has to be conducted at the training facilities of Rajasthan
Discoms or at training facility of OEM as per the Software product‟s
proposed in the solution by System Integrator.
The System Integrator in consultation and convenience of the Rajasthan
Discoms shall workout the training program and all the other modalities of
the training, which should be delivered by OEM certified consultants and
Bidder.
The training has to be conducted by Instructors of Bidder and OEM.
The participants of Rajasthan Discoms will be issued a certificate from
OEM and Bidder for attending these courses.
Following stages are to be considered while training to be planned for the
participants from JDVVNL, training to be delivered by OEM for all these stages.
Sr.
No
Training Team Modules Stage
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1. Functional
Training
Core Functional
Team Members
(Functional
Implementers)
As per the solution
proposed by System
Integrator, the
training for products
from OEM
Before Implementation
Continuous training
(Fortnightly) during
implementation
Handholding during post
“Go Live” stage
(every month)
2. System
Administration
Core Team
Members (ERP
Application
Administrators)
As per the solution
proposed by System
Integrator, the
training for products
from OEM
Before Implementation
Continuous training
(Fortnightly) during
implementation
Handholding during post
“Go Live” stage
(every month)
3. Database
Administration
Database
Administrators
(IT
System Group)
As per the solution
proposed by System
Integrator, the
training for products
from OEM
Before Implementation
Continuous training
(Fortnightly) during
implementation
Handholding during post
“Go Live” stage
every month) (
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Scope of Training for Application End Users:
The Implementation Partner along with OEM should propose
comprehensive change management and End User training plan for
adoption of the applications developed/proposed to Rajasthan Discoms.
The plan should incorporate a consistent, enterprise-wide user adoption
strategy focusing on the following five key areas:
oBusiness Alignment
oCommunication
oUser Training
oPerformance 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 behavioural and technical competencies.
Training Needs Analysis
Conduct a Training Needs Analysis to determine the training and development
needs for all the job roles that will be affected by the Rajasthan Discoms
technology initiative. OEM and Bidder consultants will collect the appropriate
data on user groups, functional and process requirements per user group,
required skills and knowledge, existing training culture and training resources
through workshops and interviews with Rajasthan Discoms business owners
and key business users. This will result in a Training and Development Plan
including:
The training requirements per user group.
Recommendations on the most appropriate training delivery methods and
channels.
Identification of the criteria for training success along with any challenges and
risks.
Plan and responsibilities for the development of the training materials, such as
instructor guides, participant guides, media-based training and quickreference
guides.
Knowledge sharing strategy to enable to perform future customisations
internally.
Content Development
Development of customized, modular training materials based upon user roles
and business process, and customized application. OEM consultants along with
System Integrator will work together with Rajasthan Discoms‟ resources to
enable transfer of knowledge. The following materials will be developed
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Paper-based classroom participant guides for each identified user group.
These guides include hands-on exercises and are based upon”Day in the Life‟
scenarios.
Paper-based classroom instructor guides including instructor notes with
additional background information and points to be highlight during the
training.
Media-based training simulations for pre-class preparation, in-class practicing
and knowledge and skills validation.
Train-the-Trainer Program
Development and delivery of a Train-the-Trainer program to prepare Organization
for the delivery of the training program. This program will include:
Training the JDVVNL instructors on the customised version of the application’s
as it would be trained to an end-user, allowing the training team to model our
approach.
Opportunity for knowledge sharing in the areas of leading practice, concepts,
new business processes and knowledge to the JDVVNL instructors.
Sharing of leading practices on creating an effective classroom and an
appropriate learning environment.
Sharing of leading practices on classroom communication to enable the
JDVVNL instructors to encourage student involvement and student interaction.
The program includes instruction on non-verbal behaviour, listening skills,
questioning techniques, how to manage difficult behaviours, interpreting body
language, and general presentation tips.
Project Deliverables and Responsibilities to include the following:
End-User Training
End-User Training Needs Analysis
Task Deliverables
Role Analysis Training needs analysis matrix, identifying and defining the end
users affected by the implementation of new technology and
associated processes.
Curriculum Design Finalized-course designs, including:
• List of business processes and system tasks.
• Outline of role-based training courses.
• Plan for incorporating business process and policy
information.
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Education Project
Plan
A project plan detailing:
• Timeline for entire project.
• Ownership and responsibilities for training material
development and delivery.
• Work efforts and resource requirements from the
Rajasthan Discoms.
Onsite Training and Support
Task Deliverables
Content
Development Tool
training
Hands-on training to enable participants to create course outlines,
record topics, edit topics, and publish & deploy content.
Prototype
development
Develop standards, design and develop prototype content
deliverables utilizing the customers Application environment.
Practice the review and revision lifecycle.
End-User Content Development
Task Deliverables
Content
Development for
the topics identified
End User training content in the form of simulations and Paper
Based content
Developing test material for topics identified
Train-the-Trainer Program
Task Deliverables
Content Publishing
Role-based training media courseware
Role-based instructor and participant guides
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Train-the-trainer
workshop
• Training the Rajasthan Discoms instructors on the customized
version of the Application‟s as it would be trained to an enduser,
allowing the training team to model our approach.
• Opportunity for knowledge sharing in the areas of leading
practice, concepts, new business processes and knowledge to
the Rajasthan Discoms instructors.
• The Workshop will be held at district headquarter at System
integrators own cost. All cost related to training will be borne by
the System Integrator.
• Each work shop will have at least 20 people. The workshop will
be conducted in batches. The SI will ensure to conduct training
in at least 2 batches. The SI will obtain certificate of completion
from the after completion of each training workshop.
All the training material in soft and hard format will be handed
over to the utility and will be treated as utility property.
18. OTHER SERVICES AND ITEMS
The scope also includes, but not limited to the following services/items described
herein and elsewhere in specification:
1) Project management and site supervision
2) Interface coordination
3) Scope change management
1. Project Management and Site Supervision
The Bidder shall be responsible for the overall management and supervision of
works. He shall provide experienced, skilled, knowledgeable and competent
personnel for all phases of the project, so as to provide the Owner with a high
quality system. Bidder should provide details of the proposed project structure
identifying key individuals, e.g., Project Managers and their roles, including
the number and location of proposed analysis/development personnel. Due to
the expected impact on the business processes, it is extremely important that
Owner should obtain a thorough understanding of the organizations and
individuals proposed for the project and the roles Owner’s staff would be
expected to play. Bidder should also provide details of sub-Bidders likely to be
involved. Indicate the number of full time equivalent staff that will be required
from owner‟s side. Resumes or a personal profile should be provided for key
personnel of his organization for the project.
It is desired to provide estimates of the required number of Owner’s staff and
identify the skills required. Provide details for the following:
a. Number of Full Time Equivalent (separate IT and Business) required
throughout the duration of the project
b. Key roles to be included from the business
c. Key roles to be included from IT
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Bidder should provide details of governance roles including:
a. Steering Committee
b. Number and frequency
Risk Management:
The vendor will also be expected to work with UTILITY project manager to
regularly review and amend the list of risks and their mitigation strategies.
Risk could be, but are not limited to, the following:
Availability of Vendors,
Availability of internal and external resources.
Inadequate participation by UTILITY staff.
Information required for the project cannot be provided in the planned
timeframes.
Not meeting Utility’s expectations in terms of scope, timing and
quality.
Project scope creep.
Lack of project ownership.
Inadequate internal project commitment.
Timeliness of decisions on project issues.
Not signing off project deliverables and providing project acceptance in
a timely fashion.
Project facilities are in place for the start and through to the
completion of the project.
The project workings and deliverables are lost due to system failure or
human error.
Logistic Delays
Change Management:
Vendors will be detail their change management methodology and activities
for the total solution implementation. Vendors will be evaluated on their
dedication to methodology and ability to stay focused on the business process
change and expected outcomes / benefits.
2. Interface Coordination
The Bidder shall identify all interface issues with Owner and other agencies if
any, and shall be responsible for such interfacing, coordination and exchange
of all necessary information. The Bidder shall submit to the Owner all system
layout & logic for review. The Bidder shall list the detailed requirements of
interface between Bidder’s work and the material and services to be supplied
by Owner.
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3. SCOPE CHANGE MANAGEMENT:
Utility to finalize the scope change management procedure during
development / Implementation stage. The followings are the suggestive
procedure.
Change Request and Control Procedures
Qualification Scenario for initiating change control
Utility defines additional requirement or changes for a feature
Vendor’s Project Manager, during the project, realizes that additional
features are required to be incorporated into the system and implementing
the same will amount to an effort more than one person-week.
Bugs, lacunae, non-compliance to specifications, discovered during the
testing process cannot be treated as change request
Impact on Price
Vendor can quote person-day rate for such changes as part of price bid submitted.
Change request approval process
1. Change request complying with above qualification criteria is initiated
2. A change request form is filled up. (A format will be supplied to vendor as
part of the tender document)
3. Initiator (Utility or Vendor’s Project Manager) fills up items number 3, 4, 5
in the form.
4. The vendor’s project manager fills up items numbers 1, 2, 6, 7 and 8.
5. Project coordinator from Utility fills up 9, 10, and 11
6. On approval by Utility, the project manager of vendor B1 proceeds with
implementation.
7. In all respect, the decision of Utility’s project owner is final and no appeals
are permitted against it.
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Change Request Form Format
<Name of Utility>
1. Project Name: Sub System Name: Module Name
2. Request Number & Date of Request
3.Requester
Requester Email Id/ Contact Phone Number
Requester Project Role: End User / Project Coordinator/Vendor PM etc.
Name, Designation and Signature of the Requester:
4.Subject/Reference
<Deviation reference to the scope viz. Name of Requirements Document, clause
number, para etc.>
5. Description of Change
Problem definition
6. Proposed Changes
High level explanation of solution
7.Impact Analysis
Resources, Schedules and modifications as a result of the Change – locations where
software needs to be updated – changes in database to be taken care of - impact on
on-going training and handholding etc.
8.Effort Estimation
Number of person-days
9.Evaluation for Acceptance of Change Request Evaluation Comments
Name, Designation and Signature of Evaluator
Date of Evaluation
10.Priority: High / Medium / Low
11.Approved: Yes / No
Name, Designation and Signature of Approver
Date of Approval
Expected Date of Start of Work Expected Date of Completion Work
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SECTION VI FUNCTIONAL REQUIREMENT
Detailed functional requirements for the following modules along with other related
reporting and Department linked functionalities have been provided in Appendix 1.
a. Finance and Accounts
b. Human Resource Management including Self Service for executive category of
officials and payroll for all JDVVNL‟s Employees
c. Materials (Purchase and Stores)
d. Project Management
As an overarching functional requirement, analytical tools and capabilities in above
modules and Document Management System (DMS) will also have to be provided. Every
process should show a link namely view/download facility of that particular
policy/circular/order, to facilitate employee for view/print purpose.
The functional requirements are defined with a criticality level. The criticality levels are
defined as below:
Vital
Vital criticality is the one that is extremely important for the department
and all such functionalities must be integral part of the proposed system.
These features (functionalities) need to be available in the proposed
solution.
Essential
Essential criticality is the one that is important for the department and
all such functionalities must be part of the proposed system. These
features (functionalities) need to be available in the proposed software.
Desirable
Desirable criticality is the one that is good to have for the department
and all such functionalities must be provided during the time of
implementation. These features (functionalities) may not be existing in
the proposed software but should be made available at the time of
implementation.
The Bidders are require to provide their reply on the response column of each row in
Annexure 01 using the appropriate response codes defined below:
Response
Code Response Description
CA Core Application Functionality available in the core application
CZ Customization Functionality available through customization / coding
within the application
TH Third Party Functionality available through addition of third party
applications
NS Not Support Functionality not supported
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The Bidder may please note that the functional requirements mentioned here are for the
purpose of having basis business requirements of proposed ERP modules and not to
construe that this is exhaustive requirements of the ERP modules. It is clarified that, idea
behind giving the functional requirements in the RFP was to facilitate the prospective
Bidders with the As-Is functions of the DISCOMs. However, the given functional
requirements are just indicative. The selected Bidder as part of the scope of work will
have to conduct the “As-Is” study for catering the actual functional requirements. On the
basis of such requirement gathering, the final system will be designed.
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SECTION VII TECHNICAL COMPLIANCE
Bidder needs to submit technical compliance on their letter head. Bidder needs to propose
services / products strictly as per following requirement. Deviation may lead to rejection of bid.
Private Cloud Database Platform Specifications
S.
No.
Specification Complianc
e (Yes/No)
1
The solution should be based on
engineered system purpose built
to provide the highest level of
database performance.
2
The solution should provide
Integrated compute , storage,
interconnect and Operating
System and should be certified to
run database
3
The solution should be able to
handle both OLTP and Data
warehouse / In-Memory Analytics
transactions.
4
The solution should be able to
provide high capacity (>16TB)
flash disk at the storage tier to
provide high IOPs
5
The solution should provide an in-
house / on premise cloud
capabilities for easy provisioning,
cloning, patching, monitoring and
management of databases.
6
The solution should be able to
provide highest availability
architecture, the database should
be working in active-active
configuration
7
The solution must be architected
for high availability, components
must be redundant and available
in case of failure.
8
The solution should ensure fault
monitoring of the converged
system, additionally the patching
and maintenance should be done
by the OEM
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9
The nodes should connect over
10G IP connectivity. Minimum
2x10G Ethernet port per node and
2 x 40Gbps infiniband ports must
be proposed. There should be no
dependency on any proprietary or
specialized interconnects
10 Appliance must have Redundant
Hot Plug High Efficiency Power
Supply.
11 Redundant Hot Plug High Speed
Cooling Fans
12
The solution shall provide scale-
out (by adding nodes) architecture
with no disruption to the
workloads already running on the
platform
13 The solution should deliver zero
data loss in case of disk, host or
network failure
14 The solution should be supplied
with atleast two no. of PDUs per
rack.
15
Remote management features,
Appliance management software
capable of providing role-based
security, alerts of critical
component failure along with
power monitoring. Should also
provide for controlling Power, Fan
management, Compute node
initialization, Resource discovery
and inventory management,
Resource alerts and monitoring
management, Compute node
power management and
diagnostics for elements including
I/O options and compute nodes.
16
SLA:- Service level agreement a.
OEM must ensure 99.5% uptime of
the complete system on a
24x7x365 basis excluding planned
and scheduled maintenance time
with proper approval
17 Self Service portal: access for self-
service portal with following
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option: a. Database provisioning b.
On-demand and on the fly
upgrade/downgrade capacity
(CPU, RAM, Disk) c. Start/Stop
database d. Auto scaling (trigger
based/ scheduled based) e. Online
real time performance utilization
report f. patch management
18
Should provide a single pane of
glass view for monitoring of the
entire software and hardware
components, DBA should be able
to drill down the database
monitoring screens to find out the
database bottlenecks
RDBMS Specification
S.
No.
Specification Compliance
(Yes/No)
1 General
1.1
RDBMS should be available on
standard operating systems like
Windows, Linux and Unix.
1.2
The proposed RDBMS should
conform to latest major version
6.0 or higher of Unicode with
Indian Language support.
1.3
Database should work
seamlessly with ODBC, JDBC,
Java, .NET, PHP.
1.4
All the features of database
required as per RFP should be
integrated with database engine
without any 3rd party products
or overlay products.
1.5
RDBMS should have capability
of storing scanned images, text
documents, xml, and multi-
media inside the tables. It
should be part of the basic
database distribution without
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any additional cost to the
organization.
1.6
RDBMS should provide
capability to monitor and
manage the database using
web based tool with additional
functionality for performance
management and database
management.
1.7
Database should provide
capability to monitor and
administer the database,
database clusters, Monitor
performance, Maintain
database, Backup and recovery,
Disaster recovery management
using web based tool with
options to do diagnosis,
performance tuning, finding the
events, advisory based tuning
mechanisms with the history.
1.8
RDBMS should have an ability
to monitor and self-tune its
memory parameters
dynamically when the executing
workload changes
1.9
RDBMS should allow the DBA
to control size of memory
allocations for buffer pool and
should also recommend the
optimal size of the buffer pool
for the workload.
1.10
The proposed RDBMS should
support all industry standard
hardware platforms (CISC/
RISC/ EPIC) and operating
systems.
1.11
RDBMS should support of
seamless data transformation
from on premise to public cloud
and from public cloud to on
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premise.
2 Scalability
2.1
Database should provide
horizontal scalability in such a
manner that a new database
node can be added (or
removed) dynamically, as and
when required in future, without
disturbing the normal
functioning of production system
such as without shutdown. This
should be supported by native
database clustering
components.
3 Availability
3.1
RDBMS should provide
continuous availability features
to address hardware failures,
instance failures, human errors
like accidental deletion of data,
tables, able to repair at block
level. These features should be
available on all the supported
platforms. It should provide
commands to
a. Retrieve historical data of a
table for a specific time interval
to view all the rows of a table
that ever existed during a given
time interval.
b. Retrieve historical data for a
given transaction, or for all
transactions within a given time
interval.
3.2
RDBMS should have native
clustering with objectives of
scalability, high availability and
load balancing. The solution
should provide single image
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database concurrently accessed
by multiple database servers,
without repartitioning or
changes to the database objects
or 3rd party transaction routing
mechanism. RDBMS should be
provide active – active
clustering with flexibility to add
additional nodes without
downtime.
3.3
RDBMS should have a Disaster-
Recovery (DR) solution to
replicate the changes
happening in the database to
the DR site both in synchronous
and asynchronous mode and
should have provision to
configure setup for zero data
loss
3.4
RDBMS should have built-in DR
solution to replicate the changes
happening in the database
across multiple DR Sites, with a
provision to configure the setup
for zero data loss.
3.5
RDBMS should provide
continuous availability features
to address hardware failures,
instance failures, human errors
like accidental deletion of data,
tables, able to repair at block
level.
3.6
RDBMS should have support to
automatically extend storage as
needed to a defined limit (or
physical limit) thereby reducing
unplanned outage at the
database and table space levels
3.7
RDBMS should provide the
features whereby database
objects (eg tables, indexes etc )
can be redefined while the
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production application is in use,
thereby minimizing or
eliminating down time.
4 Performance
4.1
The proposed database should
have published TPC-C and
TPC-H benchmarks.
4.2
The TPC-C benchmark of the
database in the proposed
solution should be at-least
placed in first five.
4.3
RDBMS should be able to
provide database level storage
management mechanism, which
should enable the availability by
means of creating redundancy,
automatically balance the data
files across the available disks,
i/o balancing across the
available disks for the database
for performance, availability and
management.
4.4
RDBMS should support option
of different partitioning schemes
within the database (Range,
List, Hash & combinations etc.)
to split large volumes of data
into separate pieces or
partitions, which can be
managed independently.
Partitioning based on physical
and virtual table columns should
be supported.
4.5
RDBMS should have capability
to suggest which columns
should be candidate for
partitioning.
4.6
RDBMS should provide
continuous availability features
to address hardware failures,
instance failures, human errors
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like accidental deletion of data,
tables, able to repair at block
level. These features should be
available on all the supported
platforms.
4.7
RDBMS should offer parallel
query and indexing for
performance of queries of very
large vector datasets.
4.8
RDBMS should support spatial
data types that provide spatial
object type storage and it should
support r-tree indexes for spatial
objects.
4.9
RDBMS should provide
functionality of materialized
views which are the database
objects that contains the result
of query that may be subset of
the rows and/or columns of a
table or join result. This is to
provide efficient access to data.
The functionality should be
provided without using the use
of database triggers as that
adversely effects the database
performance.
5 Security
5.1
The database should provide
controls over who, when, where
and how applications, data and
databases can be accessed.
5.2
RDBMS should support the
separation of security
functionality from application
functionality and database
administration functionality.
5.3
RDBMS should be possible to
prevent privileged IT users such
as DBAs and administrators
from accessing and modifying
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the data.
5.4
The database should provide
multi-factor authentication
based controls and policies
taking account of IP addresses ,
application context etc.
5.5
RDBMS should provide
functionality to restrict the
access to database tables
through the application only. It
should restrict users or DBA or
any privileged user accessing
the operational information
through SQL Language / Tools
like Toad etc., using direct
connection.
5.6
A comprehensive security at
RDBMS level should be in place
to prevent application bypass
and also prevent access of
department‘s data privileged IT
users.
5.7
Audit trail should also be
maintained at database level for
any changes made in database
and it should be ensured that
these audit trails cannot be
manipulated by anyone
including super users and
DBAs.
5.8
Solution should have a centrally
managed secure audit storage
system which is able to capture
before and after values from
transaction logs, privileged user
audits, raise alters on
suspicious activity. It should
also provide security facilities for
role segregation within auditing
functions in terms of
administration, auditors etc.
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5.9
Audit system should enforce
separation of duties between
auditors and administrator.
5.1
RDBMS should capture before /
after values from transaction
logs and raise alert on critical
and suspicious activity.
5.11
The RDBMS solution should
audit stored procedure calls and
also recursive Sql which runs
within the database. It should
provide user role audit ( change
in users role, privileges)
5.12
Along with storing audit logs, it
should be possible to generate
and send alters if some
authorized access or update
happens on critical data. The
solution should provide built-in
and customizable reports for
department compliance and
monitoring.
5.13
Network-based access control
or monitoring solution should be
provided which can be used to
stop SQL injection/insertion
attacks on database.
5.14
Database should support native
optional database level
encryption on the table columns,
table spaces or backups. It
should support for enhanced
authentication by integrating
tokens and biometric
technologies.
5.15
It should support Table level
encryption so that entire
application tables can be
transparently encrypted. Data
blocks should be transparently
decrypted as they are accessed
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by the database.
5.16
RDBMS should provide strong
encryption capabilities within
database for stored information
in the tables as well as the
information transmitted over
network.
5.17
RDBMS should have capability
to integrate with HSM and store
the encryption keys in HSM.
5.18
The encryption process should
be able to utilize CPU-based
hardware acceleration of
industry processors like Intel®
AES-NI
5.19
RDBMS should provide on-the-
fly redaction of sensitive data in
database query results prior to
display by applications so that
unauthorized users cannot view
the sensitive data. The
command level API and GUI
should be made available to
define the redaction policies and
rules.
5.2
Policy based backup solution
should be implemented and
the backup should be
encrypted whether stored on
disk or tapes.
5.21
The proposed database in the
solution should have received
the security certification of level
2 (EAL4) or above from the
International Common Criteria.
Portal Specification
S
.
Specification Com
plian
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N
o
.
ce
(Yes/
No)
1. The proposed solution should have separate
infrastructure to enable ENTERPRISE-wide Portal
2. The proposed portal product should be from the
Leader‘s quadrant/ wave of latest Gartner/
Forrester for Horizontal Portals
3.
Proposed portal will be the Portal for the
ENTERPRISE in-terms of single integrated user
interface for all internal stakeholders. All backend
COTS/ bespoke/New applications will be exposed
through Portal console using single-sign-on
4.
ENTERPRISE-wide Portal should enable
personalization and configuration at user level as
well as department level. It should also enable role
base access
5.
Portal should provide collaboration capabilities for
ENTERPRISE staff/external using various out of
the box services like wiki‘s, blogs, discussion
forums, etc to enable social connect with various
stakeholders.
6.
ENTERPRISE-wide Portal should enable content
publishing within portal framework
7. Portal should provide Template driven portal
development to simplify portal creation process
8. Should support JSR 168, JSR 170
9. Mobile access
10. The portal should provide search engine with
advanced full-text search capabilities
11. The search engine should be able to search for
requests within the portal various type of content
like Discussions, Forums, Documents, Content
etc.
12. Out of box Integration with ERP solution means
proven integration
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13. Clear lifetime support for the proposed solution /
products for next 5 years should be documented
by the OEM.
14. Should support JSR 168, JSR 170
15. Should support Windows, Linux, UNIX
16. Full use license of Enterprise Portal should be
propose with no restrictions
Mobility Specification
S
.
N
o
Feature Functionality Co
mpl
ian
ce
(Ye
s/N
o)
1 Modular
Design
Applications, Platforms and
infrastructure are to be
characterized as service-
oriented, component-based
& reusable. The Platform will
be modular in design,
operations and
implementation.
2 Platfor
m
Architec
ture
The Mobile Application
Architecture should be well
defined. It should facilitate
Rapid Application, build once
deploy on multiple platforms
strategy by maintaining
single source code for
multiple platforms. The
platform should have
capability to create, publish
and catalog REST APIs from
various departmental
Applications and should also
allow services
orchestrations. The platform
should also allow
online/offline capability for
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Mobile Applications as well
as analytics for various
devices, demography and
APIs.
3 Applicat
ion
Architec
ture
Application architectures
must be highly granular and
loosely coupled. This is
focused on loosely coupling
Platforms compliant to
Service Oriented
Architecture to facilitate
application recovery. This is
to ensure that the failure of
one component does not
cascade to others. A tier can
also be scaled to run
separate applications to
optimize performance.
4 Web
Based
design
Desktop interface designed
for this purpose shall be web
based and the Purchaser at
workstation shall be able to
access through the latest
available version of the web
browser such as Internet
Explorer, Fire Fox etc.
5 Mobile
Apps
Mobile based interface shall
be available on Android and
iOS via native / hybrid app.
Mobile Apps should be
integrated with Server on
standard technologies using
SOA.
6 Busines
s
Process
Require
ment
Application requirements will
be based on department’s
business processes and the
functional requirements that
derive from them. The
application Platform should
empower the Business Users
in defining the business
processes without any
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requirement of software
development or software
coding.
7 .Data
Access
The applications will access
data through business rules
i.e. the applications must not
access data directly without
going through APIs managed
by business rules/
validation/workflow. Data
should be collected once and
used many times.
8 Central
data
storage
Data shall be stored at
central data center or Cloud.
9 Applicat
ion
Scalabil
ity
The application portfolio and
the IT infrastructure are to be
vertically and horizontally
scalable in size, on demand
and functionality to meet
changing business and
technical requirements.
1
0
Data
Owners
hip
Irrespective of the Operation/
Outsourcing option adopted
for operation of the Platform,
the ownership and physical
possession of the data will
always remain with the
Hartron.
1
1
Interfac
e with
other
Platfor
m
As per the requirement,
Platform will exist in
conjunction with several
other Platforms. It would
therefore be required to
interface with other Platforms
for seamless flow of
business information with
tools like Web Services
Interface.
1
2
Report
Generat
The Platform will provide a
report generating tool, which
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ion can be used to generate
customized reports at any
level.
1
3
MIS
Reports
The Platform should allow for
a graphical interface to view
the summary data in MIS
reports. This would include
trend graphs, graphs
indicating how much of the
target has been met etc.
1
4
Change
Manage
ment
Platform shall provide option
to administrator to change
workflow and user interfaces
by configuring the changes in
the application without doing
any specific software
development or software
coding.
Access and Identity Management
S
.
N
o
.
Specification Co
mpl
ian
ce
(Ye
s/N
o)
1 Option to Create different Roles
2
Option to assign different types to rights to a
particular role ( View, Write, modify etc)
3
Option to specify the rights for each and every
section/form/workflow of the application for a
particular role
4
Option to track complete usage history for a
particular user ID
5
Option to create users for the Roles and align
them with organization hierarchy
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6
The Platform shall provide a mechanism to
authorize users to access the Platform, revoke
users from accessing the Platform, and modify the
security information associated with users. The
Platform shall also be able to automatically
suspend account that violates policy.
7
The Platform shall provide a mechanism to allow
or deny specified user IDs to access the Platform
based on means of access or port of entry.
8
The Platform shall have ability to generate report
on roles, rights associated with roles and users
associated with roles.
9
A mechanism must exist to allow a range of User
Ids to be built with a standard user profiles of
multiple categories, e.g. Data entry user, by
uploading the list in predefined excel, text format.
1
0
Admin shall have feature to configure police that if
a user Id remains unused for a pre-specified
number of consecutive days, it shall be disabled. If
no authorized request for reinstatement is
received within a further predefined time period,
the user Id shall be deleted. The user would be
informed before this happens.
1
1
User Ids shall not consist of less than a predefined
number of characters. The number of characters
would be different for normal users and privileged
users.
1
2
The Platform shall provide a mechanism to
administratively disable user IDs and a
mechanism for re-enabling or deleting a disabled
user ID after a specified period of time. The use of
this mechanism shall be privileged.
1
3
The Platform shall provide a mechanism to obtain
the status of any user ID.
1
4
The Platform shall internally maintain the identity
of all active users.
Application / Web Server Specification
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Sr. NO.
Minimum Requirement Description
Compliance (Yes / No)
1
Application and Web Server software licenses should be unrestricted & full use licenses and independent of operating system and hardware platform and Application Server should be fully standards compliant with providing support for latest versions of Web Services, SOAP, WSDL, UDDI, LDAP, SSL, Java and XML standards
2
Application Server must support latest REST based Web Services, and standards such as JAX-RS 2.0,for Servlet 3.0, JAX-RS 1.1, Java Server Faces 2.1, EJB 3.1 Java API for JSON, Web Socket etc which enable and support development of mobile applications or applications running in HTML5 browsers
3
The standards based J2EE application server should have published benchmark on SpecJAppServer and provide support for cluster with wide deployment of Container Resources like JMS and Data Sources. Should have a Centralized Admin console with facilities for Roll Back of Admin changes and have Integrated Support Workbench within the Enterprise Manager.
4
All components of the application server should be based on standards and selected such as to provide ease of management and to avoid compatibility issues.
5
All application server components must be maintainable with an ease such that corrective and preventive maintenance can be performed on the system without affecting the entire working of system.
6
Management software should support detection of bottlenecks, provide diagnostics on them and assist in pinpointing the root cause at Application Server.
7
Functionality for Rolling Upgrade which allows application of Patch without shutting down the entire cluster redeployment and. Application layer should also provide data caching for faster query and transaction term around.
8 Management software should provide metrics on
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Java Virtual Machine (JVM) such as garbage collection, heap and thread status. Support for side-by-side/production and Can newer versions of application be deployed side-by-side with older version in same JVM
9
Application Server should provide functionality for Automatic creation of batch scripts based on Admin Console activity and Application layer should be able to manage fault tolerance and load balancing at the database layer automatically
10
The proposed Application server software in the solution should have received the security certification of EAL from the International Common Criteria and proposed Database and Application server software should complement each other functions hence should be from same OEM for better integration and performance.
11
All the features of application server software required as per RFP should be integrated with proposed application server without any 3rd party products or overlay products
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SECTION VI ANNEXURES COVERING FORMATS OF SUBMISSION OFBIDS
ANNEXURE 1 FORMAT FOR COVERING LETTER OF BID
Cover Letter
(To be furnished by the bidder on the letter head. It has to be submitted complete with
all enclosures).
The Superintending Engineer (IT) Jodhpur Vidyut Vitran Nigam Limited, New
power house Premises, Jodhpur-302 006
SUB: Submission of Bid for “Implementation of ERP (Enterprise Resource
Planning) System on Commercially Off the Shelf (COTS) software in Jodhpur
Discom” against TN-10___.
Dear Sir,
We hereby submit our bid for “Implementation of ERP (Enterprise Resource
Planning) System on Commercially Off the Shelf (COTS) software in Jodhpur
Discom.” against TN-10____.
We, the undersigned, declare that:
1) We have examined and have no reservations to the Bidding Document, including
Addenda No. (if Any):
2) We offer to supply in conformity with the Bidding Document and in accordance
with the delivery schedule, and the specifications mentioned in the bid document.
3) We are submitting our bids for with complete set of enclosures.
4) We are submitting our Bid as Single Bidding company.
5) We agree for execution of tendered work as per the terms & conditions as
specified in this Tender Document.
6) We hereby confirm that the bid comply all requirements set out in the bidding
document and NO TECHNICAL and COMMERCIAL Deviation are contained in the
Bid.
7) We understand that the Bids with Deviation from the requirement laid down in
this document shall be considered as NON Responsive 8)The prices are as
mentioned in BOQ.
9) The prices quoted are valid for a period of 90 days from the date of opening of
“Financial- bids”
10) The quoted / agreed prices are exclusive of the following applicable Taxes ( As
per prevailing rates):
Enclose details of taxes included in the prices
S. No. Name of Tax/Charges Rate of Tax/Charges
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11) We also understand that the quantities mentioned in the price schedule shall be
meant for bid evaluation; however payment shall be made us on the basis of
actual quantity.
12) We have noted the standard terms of payment and undertake to abide by the
same.
13) The execution of work shall strictly be in accordance with work completion
schedule as given in the Tender Document. In case we fail to execute the work as
indicated therein as per the tender specifications , te penalty provisions shall be
applicable as per provisions of the Contract.
14) The material supplied by us shall conform your specification
15) We confirm that we agree to adhere to all the commercial terms and conditions
as well as the technical stipulation of your specification and there is no deviation.
Such acceptance has also been confirmed in prescribed schedules.
16) We confirm that we are qualified for bidding in terms of Qualification
Requirements specified in the bidding documents and have submitted the
requisite qualification Certificate & data / documents with the bid.
17) Until a formal contract is prepared and executed, this together with your written
acceptance thereof in your notification of award shall constitute a binding contract
between us.
18) We understand that the quantity mentioned in the financial schedule is just for
evaluation purpose all charges shall be paid on actual work basis.
19) We understand that Jodhpur Discom/Discom reserves the right to invite detailed
proposals from any private entrepreneur-company; irrespective of the fact
whether the company or entrepreneur has been pre-qualified.
20) We also understand that the Jodhpur Discom reserves the right to reject any or
all of the bids without assigning any reason thereof.
21) We undertake that we shall use the core billing module for Commercially Off The
Shelf (COTS), either SAP or ORACLE , which may be readily fine-tuned to the
requirements of Discom. We undertake to carry out all necessary System
Integration work to ensure that the COTS software offered meets all the
requirements specified and needed for Jodhpur Discom.
22) We understand that the prices quoted in the BOQ are as defined in the
RFP & the financial evaluation of the L-1 bidder shall be per Clause 13.1.5
of Bid Document.
We agree to abide by all the conditions governing the proposals and decisions of the
Jodhpur Discom.
Enclosed: (Annexures)
Thanking you,
Yours faithfully,
_____________________________
Designation____________________
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Date:
(Signature of the Authorized Signatory)
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ANNEXURE – 2: GENERAL PROFILE OF THE BIDDER
(To be furnished on Bidder‟s Letterhead. In case of consortium, must be on each members
letter head)
Kindly attach a copy of latest RoC to substantiate the information furnished against
general profile of the bidder
Details Responses
Bidding Entity Nature System Integrator
Full legal name of the firm
Year of establishment
Registered Office Address
Address for Correspondence
Authorized person(s) to be contacted
Telephone number(s)
Email id
Fax number
Names, Addresses, Contact Emails and Mobile
Nos. of the Key Management Personnel of Firm
such as MD/Directors/CEO, etc.
Type of the firm Private limited/Public
limited/Government sector /other
Whether registered under companies act,
Partnership Act, or any other act applicable for
registration of Firms in India
Registration Number & Date
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Field organization and resources to be deployed
for the proposed job
No. of Projects executed in Utilities in past
5years.
(Please enclose the ownership structure of the company, Incorporation Certificate, MOA,
AOA duly attested by Company Secretary/ Director of the Company).
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ANNEXURE – 3: FINANCIAL CAPABILITIES
(To be furnished on Bidder‟s Letterhead. In case of consortium, must be on each
members letter head)
CERTIFICATE OF FINANCIAL QUALIFICATION
S.
No
Financial
Year
Turn Over
(In INR)
Whether
Worth Positive or
NOT
(Select
applicable)
Net
as
Whether Net Profit
earned or not?
(Select
applicable)
as
1 FY 2014-
2015
YES/NO YES/NO
2 FY 2015-
2016
YES/NO YES/NO
3 FY 2016-
2017
YES/NO YES/NO
(Turnover / Net Worth/ Net Profit shall be as per the currently applicable accounting
standards prescribed by Institute of Chartered Accountants of India)
We hereby certify that the above information is correct.
(Signature of the Statutory Auditor of the Bidder)
(Note: Enclose audited Financial Statements/ Annual Report of the aforementioned FYs
duly signed by the Chartered Accountant. If audited balance sheets for the FY 2016-17
are not readily available then the provisional balance sheets signed and certified by the
company Charted Accountant shall be submitted.).
## Note: In case of Consortium separate sheet of financial capability of each member shall befurnished.
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ANNEXURE–4 DETAILS & DESIGN OF THE PROPOSED ERP SYSTEM
i. Details & design of the proposed system(s) to meet out the work requirement,
together with its capabilities along with commercial terms and conditions.
ii. A compliance statement indicating the compliance to all the functionalities listed
in the Scope of Work Clause by Clause indicating the ready availability of the
feature, if not readily available then indication for providing the same with due
customization before rollout.
iii. The COTS Software‟s Proposed along with the detailed write up of the same
shall be provided.
iv. Controlling offices that would be established to undertake the proposed work
v. Project organization structure
vi. Names of the key resources that would be deployed along with their proposed
position
vii. CVs of the key proposed resources
viii. Copies of work order and performance report for the projects undertaken/ in
hand (as shown in table below)
ix. Details of the system proposed; a write up on the system that would be installed
/ developed to meet the requirements as specified in scope of work
x. Details of equipment, data sheets/ compliances sheets/ and hardware that
would be deployed along with bill of material indicating the number and make
and technical specifications
Particulars Experience
(Write name of the clients here)
Give detailed write-up on experience / order
executed billing and Customer Information
System
Give detailed write-up on experience / order
executed billing services and Customer
Information System
Enclose copies of order so executed/orders in
hand.
.
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ANNEXURE – 5: PROPOSED HARDWARE AND OTHER INFRA (BILLOF
MATERIAL)
S.
NO
PARTICULARS BRAND NAME /
PRODUCT
NAME
PRODUCT
NUMBER /
SPECIFICATION
NUMBER
QUANTITY
• Provide details of complete system to be implemented along with all components
• Details of connectivity with bandwidth requirements to be arranged by Discom
• Provide network schematic diagram showing all locations and components
• Provide name and details of COTS software suite to be used along with details
about location and infrastructure details of the cloud services
Note: Undertaking about the Annual Technical Support from OEM of Hardware
and Data from the Manufacturer till the currency of Contract.
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ANNEXURE – 6: SCHEDULE OF DEVIATIONS
Technical Deviations
S. No JDVVNL‟S specification
clause
Deviation sought by the bidder
1
2
3
4
5
Commercial Deviations
S. No JDVVNL‟S specification
clause
Deviation sought by the bidder
1
2
3
4
5
6
7
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ANNEXURE – 6 : CONFIRMATION OF “NO DEVIATION”
INTECHNICAL / COMMERCIAL TERMS AND CONDITIONS OF
THISTENDER
(To be furnished on Bidder‟s Letterhead.)
Bidder's Name & Address:
To
The Superintending Engineer (IT)
Jodhpur Vidyut Vitran Nigam Limited
New power house Premises
,
Jodhpur-302 006
Dear Sirs,
Sub: Confirmation for “No Deviation” in Technical / Commercial terms & conditions of TN-
65____
We hereby confirm that there is no deviation in technical / commercial terms & conditions
stipulated in the bidding documents and we agree to adhere the same strictly.
(Signature)……...........................
Date :
Place :
(Name)...........................
(Designation)..............................
(Common Seal).......................
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ANNEXURE – 8: PROJECT IMPLEMENTATION PLAN
The implementation schedule for Implementation of ERP (Enterprise Resource
Planning) System on Commercially Off the Shelf (COTS) software in Jodhpur
Discom against TN-10_____shall be as under:
Key Dates Description Timelines
KD1
Finalisation of design of proposed COTS ERP system implementation Within 2 months of LOA
Finalisation of FRS from different department responsible for ERP process Within 2 months of LOA
Cloud readiness Within 2 months of LOA
KD2 Implementation of ERP KD1 + 8 Months
KD3 Stabilisation phase KD2+8 months
KD4 Managed services for all software and services in Tender KD3+42 Months
KD5 Completion of project 42 Months from KD3
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ANNEXURE-9 : SYSTEM COMPLIANCE SHEET
(To be furnished on appropriate non-judicial Stamp Paper of Rs. 100/-,
dulynotarized)
Affirmation of availability or non-availability of all the features
andfunctionalities provided at Section III part in tabular formant has to
beprovided.
No Functional Requirements Criticality Bidder
Response Remarks
The code to be used for providing Supplier rating responses in the column "Bidder
Response" for the functional requirements is provided below:
A - Functionality not available;
B - Available with modification/workaround
C - Functionality available
Please note that the rating as per the above scale is to be entered in the "Bidder
Response" column, and column titled “Remarks” is to be used for commenting on
aspects related to the functional specification. Bidders have to fill on two columns
("Bidder Response" & “Remarks”).
Please also note that the serial no. and format of response should be exactly similar to
that given in this document under Functional requirement section.
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ANNEXURE-10: UNDERTKAING FOR VARIOUS INFORMATION
FURNISHED
(To be furnished on appropriate non-judicial Stamp Paper of Rs. 100/-,
dulynotarized)
Bidder's Name & Address:
To
The Superintending Engineer (IT)
Jodhpur Vidyut Vitran Nigam Limited
New power house Premises
,
Jodhpur-302 006
Dear Sir,
Sub: Undertaking for various information against TN-65___
We hereby confirm that that all the information against all the schedules, Annexure ( 1-8)
and all other Certificates etc. furnished are correct and if in future Discom discover that
any information furnished is not true, same may lead to the rejection of bid or
termination of contract.
(Signature)……...........................
Date :
Place :
(Name)...........................
(Designation)..............................
(Common Seal).......................
ANNEXURE-11: BIDDERS‟S AUTHORIZATION CERTIFICATE
(To be furnished on Bidder‟s Letterhead.)
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To,
The Superintending Engineer (IT)
Jodhpur Vidyut Vitran Nigam Limited
New power house Premises
,
Jodhpur-302 006
[Reference No. ]
I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is
hereby authorized to sign relevant documents on behalf of the company/ firm in dealing
with Tender/ NIT reference No. ______________________ dated _________. He/ She
is also authorized to attend meetings & submit technical & commercial information/
clarifications as may be required by you in the course of processing the Bid. For the
purpose of validation, his/ her verified signatures are as under.
Thanking you,
Name of the Bidder: - Verified
Signature:
Authorised Signatory: -
Seal of the Organization: -
Date: Place:
Please attach the board resolution / valid power of attorney in favour of person
signing this authorizing letter.
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ANNEXURE 12 : FORMAT OF BANK GUARANTEE FOR EMD
(To be stamped in accordance with Stamp Act, the Non-Judicial Stamp Paper should be in
the name of the issuing Bank)
Bank Guarantee No.: ........................… Date: ...................……... To: (insert Name and
Address of Employer)
WHEREAS M/s. …. (insert name of Bidder)…… having its Registered/Head Office at …..
(insert address of the Bidder) ……….. (hereinafter called "the Bidder") has submitted its
Bid for the performance of the Contract for………….(insert name of the
Package)……………under………….(insert Specification No)…………… (hereinafter called "the
Bid")
KNOW ALL PERSONS by these present that WE …….. (insert name & address of the
issuing bank) ……… having its Registered/Head Office at …..…….(insert address of
registered office of the bank)…….. (hereinafter called "the Bank"), are bound unto
Jodhpur
Vidyut Vitaran Nigam Limited (hereinafter called "the Employer") in the sum of
....................(insert amount of Bid Security in figures & words)..........................
............................……………. for which payment well and truly to be made to the said
Employer, the Bank binds itself, its successors and assigns by these presents.
Sealed with the Seal of the said Bank this ............... day of ............... 20....
THE CONDITIONS of this obligation are:
(1) If the Bidder withdraws its bid during the period of bid validity specified by the Bidder
in the Bid Form; or
(2) If the Bidder does not accept the corrections to arithmetical errors identified during
preliminary evaluation of his bid pursuant to Tender document; or
(3) If, as per the requirement of Qualification Requirements the Bidder is required to
submit any Undertaking/Agreement and he fails to submit the same, duly attested by
Notary Public of the place(s) of the respective executant(s) along with the Bid within
ten days from the date of intimation of post – bid discussion; or
(4) in the case of a successful Bidder, if the Bidder fails within the specified time limit
(i) to sign the Contract Agreement, in accordance with Tender document, or
(ii) to furnish the required performance security, in accordance with the Tender
document. or
TN - 65
139
(5) In any other case specifically provided for in the Tender document.
We undertake to pay to the Employer up to the above amount upon receipt of its first
written demand, without the Employer having to substantiate its demand, provided that
in its demand the Employer will note that the amount claimed by it is due to it, owing to
the occurrence of any of the above-named CONDITIONS or their combination, and
specifying the occurred condition or conditions.
This guarantee will remain in full force up to and including ……….. (insert date, which
shall be the date 180 days from the date of Technical Bid Opening)…….., and any
demand in respect thereof must reach the Bank not later than the above date.
For and on behalf of the Bank
[Signature of the authorised signatory(ies)]
Signature_______________________
Name_______________________
Designation_______________________
POA Number_______________________
Contact Number(s): Tel.______________Mobile______________
Fax Number_______________________
email ____________________________
Seal of the Bank______________________
Witness:
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Signature_______________________
TN - 65
141
Name_______________________
Address______________________________
Contact Number(s): Tel.______________Mobile______________
email ____________________________
Note:
1. The Bank Guarantee should be in accordance with the proforma as provided.
However, in case the issuing bank insists for additional paragraph for limitation of
liability, the following may be added at the end of the proforma of the Bank
Guarantee [i.e., end paragraph of the Bank Guarantee preceding the signature(s)
of the issuing authority(ies) of the Bank Guarantee]:
Quote
“Notwithstanding anything contained herein:
1. Our liability under this Bank Guarantee shall not exceed _________ (value in
figures)____________ [_____________________ (value in
words)____________].
2. This Bank Guarantee shall be valid upto ________(validity date)__________.
3. We are liable to pay the guaranteed amount or any part thereof under this Bank
Guarantee only & only if we receive a written claim or demand on or before
________ (validity date) __________.”
Unquote
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ANNEXURE 14: FORMAT OF BANK GUARANTEE FOR
PERFORMANCESECURITY
Will be provided to the Successful Bidder
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ANNEXURE-15: SELF DECLARATION-NO BLACKLISTING
(To be furnished on appropriate non-judicial Stamp Paper of Rs. 100/-,
dulynotarized)
To,
The Superintending Engineer (IT)
Jodhpur Vidyut Vitran Nigam Limited
New power house Premises
,
Jodhpur-302 006
In response to the NIT Ref. No. _____________________________ dated
___________ for {Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. Of
____________________________________, I/ We hereby declare that presently our
Company/ firm _________________, at the time of bidding: -
a. possess the necessary professional, technical, financial and managerial resources and
competence required by the Bidding Document issued by the Discom;
b. have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the
State Government or any local authority as specified in the Bidding Document;
c. is having unblemished record and is not declared ineligible for corrupt & fraudulent
practices either indefinitely or for a particular period of time by any State/ Central
government/ PSU/ UT.
d. does not have any previous transgressions with any entity in India or any other
country during the last three years
e. does not blacklisted by any of the Central/State power utilities in India for fraudulent
and corrupt practices
f. is not insolvent in receivership, bankrupt or being wound up, not have its affairs
administered by a court or a judicial officer, not have its business activities suspended
and is not the subject of legal proceedings for any of the foregoing reasons;
g. does not have, and our directors and officers not have been convicted of any criminal
offence related to their professional conduct or the making of false statements or
misrepresentations as to their qualifications to enter into a contract within a period of
three years preceding the commencement of the contract, or not have been otherwise
disqualified pursuant to debarment proceedings;
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h. does not have a conflict of interest as mentioned in the bidding document which
materially affects the fair competition.
i. will comply with the code of integrity as specified in the bidding document.
If this declaration is found to be incorrect then without prejudice to any other action that
may be taken as per the provisions of the applicable Act and Rules thereto prescribed by
GoR, my/ our security may be forfeited in full and our bid, to the extent accepted, may
be cancelled
Thanking you,
Signature…………………
In the capacity of………………………
Duly authorised to sign Proposal for And on behalf of………………………..
Seal of the Organization: -
Date………………….. Place………………….
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ANNEXURE-16: QUALIFICATION REQUIREMENT
The Bidder must possess following credentials prescribed as Pre-Qualification Criteria . If
any bidder fails to fulfil the Qualification Requirement (QR), his bid will be treated as
non-responsive and no further correspondence/clarification will be taken into
consideration for the same.
The bid shall be submitted by an individual bidder or by a consortium of maximum 2
members.
The Bidder (referred as SI-Lead) and the 2nd consortium member (in case of a
consortium; referred as SI-2nd) should meet the QR as mentioned below:
No Qualification Details Documents Submitted
by the
Bidder
(Yes/No)
1. Minimum Average
Annual Turnover
(MAAT) for best three
years out of last five
financial years of the
bidder should not be
less than Rs. 40 Crores
i.e. 30% of the
estimated cost of the
project.
In case of a consortium,
the consortium as a
whole (SI-Lead and
SI2nd combined)
should meet this
requirement of
turnover, with SILead
meeting minimum 90%
out of this.
CA Certificate
and the certified
balance sheets.
2. Net Worth for the each
of the last three
Financial Years should
be positive. 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.
„Net-worth‟ will consist
of „paid up equity
capital, free reserves,
balance in share
premium account and
capital reserves
representing surplus
arising out of sale
proceeds of assets but
not reserves created by
revaluation of assets‟
adjusted for
„accumulated loss
balance, book value of
intangible assets and
Deferred Revenue
Expenditure, if any‟.
CA Certificate
3. The SI should have at
least CMM/CMMI level 3
or above
certification.
In case of a consortium,
this requirement needs
to be met by the
SILead.
Certificate
issued by
SEI/CMMI
institute.
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4. The bidder must have
a minimum of 100 full
time resources.
Additionally, bidder
must have at least five
OEM certified
In case of a consortium,
the requirement may
be met jointly by
SILead and the SI-2nd.
Self Declaration
resources of each
proposed module of
the proposed ERP
product.
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5. The Bidder should
have been in the IT /
Software services for
the last 3 years.
Further, the bidder
should have
successfully
implemented at least
two ERP Projects of
the offered ERP
product in India in
last
5 years, which is
operational on the
date of submission of
bid.
The Bidder must have
implemented and
completed at least one ERP
project costing not less
than the amount equal to
80% of the estimated cost
or two ERP projects
each costing not
less than the amount equal
to 50% of the estimated
cost.
Further, out of above two
projects-
• At least one
number of the
offered ERP
product must have
been implemented
in PSU or Govt.
Organization in
India.
• At least one
number of the
offered ERP
product shall
have more than
100 users base
• At least 4 modules
out of following
functions / modules
of the offered ERP
Product must have
been implemented
(in single project or
jointly in above two
referred
projects) -
a) Finance
b) Accounting &
Controlling
c) Purchasing/Contract
and
d) Inventory
Management
e) Payroll &
f) Human
Resource
Management
g) Business
Intelligence
Work Award &
Performance
certificates.
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Reporting.
In case of a consortium,
the requirement may be
met jointly by SILead and
the SI-2nd.
6. Bidder should be
authorized system
integrator /
implementation
partner of the offered
ERP product for sale,
support and services
of the offered ERP
Product.
In case of Consortium, the
requirement may be met
by any one SI
Letter from OEM
of ERP product
Qualifying Requirements for SI-2nd
No. Description Documents to be
submitted
Submitted by
the Bidder
(Yes/No)
2. The bidder shall be a registered
company in India under the Indian
Companies Act.
Certificate of
Incorporation along
with MOA & AOA
2. The SI-2nd should have implemented
System Integration two projects at
DISCOMS in India involving
deployment of Software, Training,
Support, Hardware Deployment, On
Site support manpower, Deployment
of application on cloud/data centers
in the last 3 years out of which at
least one project should be live as on
the date of tender.
Work Orders and
Performance
Certificates
3. The SI-2nd shall be ISO 9001:2008
certified, ISO 27001:2013 for
Information Security Management &
ISO 2000-1:2013 for IT Service
Delivery.
Certificates
4. The Minimum Average Annual
Turnover (MAAT) for best three
years out of last five financial years
of the bidder should not be less than
Rs. 30 Crores.
CA certificate along
with the balance
sheets
5. The net worth of the bidder shall be
positive during the last 3 financial
years
CA certificate along
with the balance
sheets
6. The bidder must have a minimum of
50 full time resources involved in
Project Management, Delivery,
Support etc.
Self-declaration along
with the PF/ESI
details.
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NOTE: - In case of non-furnishing of requisite document along with the bid, the bid will
be considered as non-responsive and bid may be summarily rejected.
ANNEXURE-17: FORMAT FOR FINANCIAL BID SUBMISSION
(Financial offer has to be furnished in BOQ excel file).
To, The Superintending Engineer [IT] Jodhpur Vidyut Vitran Nigam Ltd., New power house Premises
, JODHPUR-302 006.
SUB: “Implementation of ERP (Enterprise Resource Planning ) System on Commercially Off the Shelf (COTS) software in
Jodhpur Discom against TN-10_____
Dear Sir,
We have procured the bid documents for engagement of Agency for “Implementation of ERP (Enterprise Resource Planning )
System on Commercially Off the Shelf (COTS) software in Jodhpur Discom against TN-65_____”. We are submitting our
financial proposal as hereunder:
Figures in Rs.
Shall be incorporated in the Final Tender Document
The prices quoted in the BOQ are as defined in the RFP & the financial evaluation of the L-1 bidder shall be as per Clause
13.1.2 of Bid Document.
Name:
_____________________________[Authorized
Signatory]