opgc erp implementation

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ORISSA POWER GENERATION CORPORATION LIMITED

IB THERMAL POWER STATION

AT/PO : BANHARPALLI

DIST: JHARSUGUDA 768 234 (ORISSA)

TELE: 06645-222224

FAX: 06645-222249

Bid Document for

Implementation of SAP ERP, Non-SAP Applications and related IT Infrastructu realong with Post-Implementation support with Facility Management at OPGC.

Bid Document Number: ITPS/CC-22/2008/68

Date of Issue: 03.09.2008


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Implementation of SAP ERP, Non-SAP Applications and related IT Infrastructurealong with Post-Implementation support with Facility Management at OPGC.

TABLE OF CONTENTS

Bid Data Sheet ...................................................................................................................................................... 4Disclaimer .............................................................................................................................................................. 5

Section 1: Project Introduct ion ........................................................................................................ 61.1 About OPGC ................................................................................................................................................. 71.2 Future Business Plan ................................................................................................................................... 81.3 ERP Project Background Note .................................................................................................................. 8

Section 2: Scope Of Work ................................................................................................................. 92.1 Supply of Hardware and Non-SAP Software .............................................................................................. 102.2 Design, installation & commissioning of Infrastructure ............................................................................... 102.3 Implementation of the SAP applications ..................................................................................................... 102.4 Implementation of Non-SAP applications ................................................................................................... 102.5 Project Management in different phases, Change Management and Training. ......................................... 112.6 Post Implementation support services for running the SAP Application, Non-SAP applications andInfrastructure Facility Management services....................................................................................................... 11

Section 3: Bidding Procedure ........................................................................................................ 123.1 Formal Invitation to Bid ............................................................................................................................... 133.2 Bidding Procedure ...................................................................................................................................... 153.3 Structure of Bid Document ......................................................................................................................... 193.4 Submission Of Bid ...................................................................................................................................... 193.5 Instruction to Bidder .................................................................................................................................... 21

Section 4: Evaluation of Bids ......................................................................................................... 264.1 Opening Of Bids ......................................................................................................................................... 274.2 Evaluation & Comparison of Bids ............................................................................................................... 274.3 Signing Of Agreement ................................................................................................................................ 28

Appendix-A: Bidding Reference .......................................................................................................... 30Appendix-A1: Current IT Infrastructure detai ls .................................................................................. 31Appendix-A2: Business Processes Requirement-Overview ............................................................ 35Appendix-B: Bid Support Documents ................................................................................................ 48Appendix-B1: Letter of Undertaking by the Bidder ........................................................................... 49Appendix-B2: Form for Price Bid ........................................................................................................ 51Appendix-B4: Proforma for Bank Guarantee for Bid Security (Earnest Money Deposit ) .............. 57Appendix-B5: Consortium MOU .......................................................................................................... 59Appendix-B6: Prof ile of Implementation Partner ............................................................................... 61Appendix-B7: Prof ile of Hardware Partner ......................................................................................... 67Appendix-C: Contract Document ........................................................................................................ 68

1 Definitions & Interpretations ................................................................................................................... 702 Scope of Agreement............................................................................................................................... 723 Obligation of Vendor ............................................................................................................................... 724 Obligation of Owner ................................................................................................................................ 765 Implementation Plan............................................................................................................................... 786 Scope Change ........................................................................................................................................ 80


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7 Product Upgrades .................................................................................................................................. 808 Assignment and Subcontracting ............................................................................................................ 809 Tests ....................................................................................................................................................... 8010 Performance Guarantee / Warranty ....................................................................................................... 8411 Waiver .................................................................................................................................................... 8612 Price and Payment ................................................................................................................................. 8613 Liquidated Damages .............................................................................................................................. 9014 Insurance ................................................................................................................................................ 9115 Indemnity ................................................................................................................................................ 9216 Patent Infringement ................................................................................................................................ 9217 Settlement of Disputes ........................................................................................................................... 9218 Term and Termination ............................................................................................................................ 9319 Force Majeure ........................................................................................................................................ 9420 Ownership .............................................................................................................................................. 9521 Limitation of Liability ............................................................................................................................... 9522 Time of the Essence............................................................................................................................... 9523 Confidential Information ......................................................................................................................... 9524 Miscellaneous ......................................................................................................................................... 96

Annexure-1: Detai led Scope of Work .................................................................................................. 98TTaabbllee--0011::Techno-Functional Requirement Specifications ............................................................................... 119Table-02: Broad Specifications for Hardware and Devices .............................................................................. 126Table-03: Broad Specifications for Data Center ............................................................................................... 157Table-4: Broad Specifications for Network Layout ............................................................................................ 172Table-05 Broad Specifications for Video Conferencing Equipment & Software ............................................... 175Table-06: Broad Specifications for IP Telephony Equipments & Software ....................................................... 178Table-07: Broad Specifications for Email Solution ............................................................................................ 186Table-08: Broad Specifications Antivirus/ Anti-Spam ....................................................................................... 200Table-09: Broad Specifications EMS/ NMS ...................................................................................................... 204Table-10: Broad Specifications of Building Management System .................................................................... 221

Annexure-2: Deliverables & Performance Parameters .................................................................... 227Annexure-3: Preliminary Implementation Plan ................................................................................ 240Annexure-4: Price Schedule .............................................................................................................. 241Annexure-5: Payment Milestone ....................................................................................................... 245Annexure-6: Pro forma for Performance Bank Guarantee (PBG) ................................................... 250Annexure-7: Owner Safety Rules ...................................................................................................... 253


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Bid Data Sheet

Bid Document No- ITPS/CC-22/2008/68, Date 03.09.2008

Date of Issue Bid Document 03rdSep 2008

Address for Communication

Contract Cell,

Orissa Power Generation Company Limited

IB Thermal Power Station

AT/PO : Banharpalli,

Dist: Jharsuguda

Orissa -768234

Tele: 06645-222224

Fax : 06645 222249

[email protected]

Bid DocumentBid Document shall be available on the website(http://www.opgc.co.in) for download from 03rdSept 2008to 15thSep 2008

Pre-Bid Clarification

The queries on the Bid Document if any shall only bereceived on 16th& 17Thof Sep 2008. All queries should beaddressed to [email protected]. The Bidders shallbe invited for a pre-bid meeting at OPGC Head Office Fortune Towers, Chandrasekharpur, Bhubaneswar on22nd& 23rdof Sep 2008 in which all the received queriesshall be discussed and confirmed to all the bidders.

Last Date, Time and Place for submissionof Bids

By 10:00 Hrs on 14thOct 2008at

Contract Cell, OPGC

IB Thermal Power Station, Banharpali,

District: Jharsuguda, Orissa

EMD to be submitted as part of bid

Amount: Rs 6,00,000 (Rupees SIX LAKHS ONLY)

Mode : DD/ Bank GuaranteeBank : In case of DD, one of the authorized banks as perBid Invitation details. In case of BG any schedule Bank(except co-operative Banks).

Period of Bid validity180 days from the last date of submission of Bids or anyextension thereof.

Date & Time of Opening of Techno-Commercial Bid

15.00 Hrs of 14thOct 2008

Demonstration and Bidder InteractionsExact dates of visit to OPGC Head Office, Bhubaneswar will becommunicated individually to each Techno Commerciallyqualified Bidders.

Date and Time of Opening Price bids To be intimated to the Techno commercially Qualified Bidders.

Negotiation Only qualified bidder will be invited for this activity.

Agreement Signing Will be intimated.


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Disc la imer

The purpose of this document is to give the bidders information to help them understand the scope of the ITSolution required for OPGC. In addition, OPGC encourages bidders to provide alternate innovative and provenapproaches to the Solution that will minimize cost, time and risk and will maximize the potential success of theproject. The information on existing IT infrastructure and business processes of OPGC as detailed under

Appendix A, are indicative only and the Bidder shall be fully responsible for carrying out due diligence andqueries at his level to satisfy his requirement with respect to participating in the bid. OPGC reserves the right toprovide additional information at its sole discretion.

The information contained in this document is confidential in nature. The bidders shall not share this informationwith any other party not connected with responding to this Bid document.

OPGC makes no representation or warranty and shall incur no liability under any law, statute, rules or regulationson any claim, the potential bidder may make in case of failure to understand the requirement and respond to theBid document. OPGC may, in its absolute discretion, but without being under any obligation to do so, update,amend or supplement the information in this Bid Document.

Contract Cell,Orissa Power Generation Company Limited

IB Thermal Power StationAT/PO : Banharpall i,Dist: JharsugudaOrissa -768234Tele: 06645-222224Fax : 06645-222249e-mail: [email protected]


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Section 1: Project Introduction


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1.1 Abo ut OPGC

Orissa Power Generation Corporation Limited (OPGC) was incorporated on November 14, 1984. OPGCstarted as a wholly owned Government Company of the State of Orissa with the main objective of establishing,operating & maintaining large Thermal power generating stations. In the pursuit of its objective, OPGCestablished IB Thermal Power Station (ITPS) having two units of 210 MW each in the Ib valley area ofJharsuguda District in the State of Orissa. The plant went into commercial operation from 1996. The entiregeneration from these units are committed to Gridco the state owned Trading Company on the basis of a long-term power purchase agreement.

As a part of the reforms process in the energy sector, the State Govt. divested 49% of the equity in favour of aPrivate investor i.e. AES Corporation of USA in early 1999 through International Competitive Bidding (ICB)process.OPGC with its present Ownership structure is unique of its kind in the country and has excellent trackrecord of plant performance and earnings. The Company has earned many state as well as national level awardsand recognitions. Today OPGC has firmly established its credentials as a successful power generating companyboth technically & commercially by providing safe, clean & reliable power.

ITPS has a good Town Ship with all modern amenities. The township along with the plant is surrounded and wellprotected with a boundary wall of 12 KM length. The township comprises of quarters for 672 Employees. It

contains Training Hostel, Erector's Hostel (Guest House), English Medium DAV school, Oriya Medium HighSchool, Officers Club, Community Center, Shopping Complex, Hospital, Banks, Post Office, Bust stand, temple &Helipad.

OPGC's stated vision, miss ion and core values are:

a) To be one of the best and reliable power utilities of India

b) To make every work place a safe work place

c) To keep the environment clean

d) To be socially responsible for employees and society

Strength of OPGC

a) This is a Pithead Thermal Power plant with coal field located nearby & a Merry-Go-Round (MGR) systemfor Coal transportation.

b) There is adequate water availability from the nearby Hirakud Reservoir with an Intake Channel connectedto Reservoir.

c) Long term PPA with the State Power Transmission utility i.e. GRIDCO for 100% off-take.

d) Payment security mechanism comprising Escrow Account and revolving Letter of Credit with Gridco.

e) Infrastructure like land and common facilities are already available for further expansion.

f) A Dedicated workforce of Young Engineers & support staff.

g) Long term Fuel Linkage Agreement with Mahanadi Coalfield Limited (MCL) for supply of coal.


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1 .2 Fu tu re Bus in ess P lan

OPGC is in the process of further capacity addition of another 1200 MW at the same location. Requisite land isalready in physical possession. Water linkage & required infrastructure are in place. The Capital Investment forthe expansion project will be Rs. 5700 crores (approx.). OPGC has been allotted two Coal Blocks namelyManoharpur and Dip Side of Manoharpur, having indicated reserves of 531 million tones, from the Ministry of

Coal, GOI through Govt. Dispensation Route and is in the process of entering into mining development activitiesfor its own captive use..The initial capital Investment for mining activities is estimated to be Rs. 800 crores. OPGCis also planning to enter into Power Trading business in near future and may also extend its business to multi-locations in India.

1.3 ERP Pro ject Backgr oun d Note

It is envisaged that OPGC's business transformation will result in new business processes through extensiveprocess change as it seeks improved efficiency, expansion into new markets and partnerships. OPGC's ITstrategy has been developed based on aligning OPGC to become an efficient organization, both for its existingoperations and keeping in view future growth. OPGC is seeking to replace the current in-house developedsystems in the corporate centre and Plant with a centralised, ERP solution. The key reason for seeking a

centralised, ERP Solution is that the existing in-house applications are disparate, lack seamless integration andhave become very complex to extend to new business processes. Therefore, it is desired to establish integratedbusiness applications architecture based on SAP ERP backbone that will support OPGC's IT strategy and will inturn move its larger objectives of attaining higher efficiency and growth. OPGC, accordingly, intends to seekproposals from prospective bidders and shortlist the most eligible bidder to become the Implementation PartnerOPGCs goal and objective for ERP implementation is to enhance performance through

a) Improving Operational Efficiency

b) Driving Revenue Growth

c) Increasing Compliance


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Section 2: Scope Of Work


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2.1 Suppl y o f Hardware and Non-SAP Sof tw are

2.1.1 Supply of Hardware Data Center Equipments

2.1.2 Supply of Hardware Servers, Storage, Backup Devices, Racks & Other Hardware (PCs/Printers) etc.

2.1.3 Supply of Hardware Networking Equipments

2.1.4 Supply of Hardware Video conferencing Equipments2.1.5 Supply of Hardware IP Telephony Equipments

2.1.6 Supply of Non-SAP Software Messaging & Collaboration System.

2.1.7 Supply of Non-SAP Software Anti Virus / Anti Spam /Content Filtering

2.1.8 Supply of Non-SAP Software EMS/NMS and Service Desk tools.

2.1.9 Supply of Non-SAP Software Building Management System(BMS)

2.1.10 Supply of Non-SAP Software Video conferencing system

2.1.11 Supply of Non-SAP Software IP Telephony System

2.1.12 Supply of Non-SAP Software Other Software

2 .2 Des ign , Ins ta l la t ion & commi ss io n ing o f In f ras t ruc t u re

2.2.1 Design, installation & commissioning of Data Centre including civil constructions work (OPGC will providebare floor space along with provision of power supply).

2.2.2 Installation & commissioning of Hardware.

2.2.3 Installation & commissioning of Networking Components.

2.2.4 Installation & commissioning of Video Conferencing System

2.2.5 Installation & commissioning of IP Telephony System

2 .3 Imp lementat ion o f the SAP app l ica t ions

2.3.1 Conducting Business Process Study.

2.3.2 Mapping of Business processes as per Business Blueprinting.

2.3.3 Conceptualizing, Developing, Configuring and Testing the Solution.

2.3.4 SAP Application installation on development, quality and production instances.

2.3.5 Data migration to SAP system.

2.3.6 Go-live and Stabilization Support.

2 .4 Imp lementat ion o f Non-SAP app l ica t ions

2.4.1 Active Directory implementation with Single Sign On (SSO).

2.4.2 Messaging and Collaboration solution with Black Berry integration.

2.4.3 Anti-Virus, Anti-Spam solution & Content Filtering.

2.4.4 Enterprise Management System (EMS) / Network Management System (NMS) & Service Desk

2.4.5 Building Management System (BMS) for Data Center.

2.4.6 Video Conferencing Application

2.4.7 IP Telephony Application

2.4.8 Implementation Stabilization Support.


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2.5 Pro ject Management in d i f fe rent phases, Change Management and Tra in ing .

The work covering all the above elements put together will be completed by the Bidder on a Turnkeybasis.

2 .6 Pos t Imp lementa t ion suppor t se rv ices fo r runn ing the SAP App l i ca t ion , Non-SAP app l i ca t ions and In f ras t r uc tu r e Fac i l i t y Management se rv ices .

2.6.1 SAP Application Support

2.6.2 Non-SAP Application Support

2.6.3 Infrastructure Facility Management Support

2.6.4 Hardware & Network Equipment maintenance


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Section 3: Bidding Procedure


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3 .1 Forma l Inv i ta t ion to B id

NOTICE INVITING TENDER

1. Bids in two Parts (Techno-Commercial & Price Bid) are invited from financially sound & authorised SAPImplementation Partners having PF Code, IT PAN & VAT/Sales Tax Registration Certificates, Service TaxRegistration Certificate, Professional Tax Registration Certificate, on behalf of the OPGC Ltd. for the work ofImplementation of SAP ERP, Non-SAP Applications and related IT Infrastructure along with Post-Implementation support w ith Facility Management at OPGC.

2. OPGC reserves the right to directly invite any organisation to bid for the project and evaluate them on acompetitive basis along with other bidders.

3. The Bid & Rates shall be in the prescribed form provided in the Bid Document.

4. The Contract Period is for 12 (Twelve) Months for the Project Implementation from the date of Signing ofAgreement and 48 (Forty Eight) Months for providing Post Implementation Support with Facility Management

from the date of Final Acceptance of the Project. The Project shall be implemented within 6 (Six) Months formthe date of sign of Agreement and subsequent 6 (Six) Months shall be for Post Go-live Stabilization Support.

5. The queries on the Bid Document if any shall only be received on 16th& 17Thof Sep 2008. The Bidders willbe invited for a pre-bid meeting at OPGC Head Office Fortune Towers, Chandrashekarpur, Bhubaneswaron 22nd & 23rd of Sep 2008 in which all the clarifications of the received queries will be discussed and beconfirmed. The queries should be addressed to [email protected].

6. Bidders should familiarise themselves with the site conditions before submitting the Bids.

7. Any Bidder for the works shall not be the witness in the Bid of any other Bidder, for the same works. Failure toobserve this condition shall render the Bid of the Bidder tendering as well as of those witnessing the Bid,liable for rejection.

8. Bids will be received up to 10.00Hrs of 14th

of Oct 2008 and Techno-Commercial Bid shall be opened at 15.00Hrs of 14thof Oct 2008 in presence of the Bidders or their duly authorized representatives.

9. The Bid shall be accompanied by Earnest Money (EMD) of Rs. 6,00,000.00(Rupees Six Lacs only). TheEarnest Money offered shall be in shape of Demand Draft drawn in favour of Orissa Power GenerationCorporation Ltd. and payable at State Bank of India (Code-9510) / Andhra Bank (Code-0662) / Central Bankof India (Code-Belpah) or Bank Guarantee issued by a scheduled Bank( excluding Co-operative Banks) in theenclosed proforma (Appendix-B4) in the bid document. The EMD submitted in the form of BG should be validfor 6(Six) months from the date of opening of the Techno Commercial Bid. Any Bid not accompanied withEarnest Money in accordance with aforesaid provisions shall be rejected by the Owner as non-responsive Bid.No interest will be payable by the Owner on the said amount covered under Earnest Money / other securitydeposits. The Earnest Money of all unsuccessful Bidders will be returned within thirty (30) days after theaward of the Agreement.

10. The Bid shall be accompanied with letter of undertaking on non- judicial stamp paper of appropriate value inthe prescribed proforma (Appendix-B1) in the Bid document.

11. In consideration of the Owner opening and considering the Bid for purpose of award of Agreement, Biddershall keep his Bid valid for a period of 180 days(One Hundred Eighty) from the last date for submission ofBids or any extension thereof. During this period the Bidder agrees not to vary, alter or revoke his offer eitherin whole or in part. If the Bidder however, fails to keep his offer valid for 180(One Hundred Eighty) days orvaries its terms and conditions during the said period then the Owner shall be entitled to forfeit the EarnestMoney amount without any notice or proof of damages etc.


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12. On finalization of Bid, the successful Bidder will submit a security deposit @10% of the Contract valuetowards the head of Project in the form of Performance Bank Guarantee (PBG) at Annexure-6 of Appendix-C:Contract Document, on signing of the Agreement. The EMD of all the Bidders shall be returned on award ofthe contract.

13. A Bidder shall submit the offer which satisfies each and every condition laid down in this notice and other Biddocuments, failing which the Bid will be liable to be rejected.

14. The Orissa Power Generation Corporation Ltd. do not bind them to accept the lowest or any Bid or to give anyreasons for their decision. The Orissa Power Generation Corporation Ltd. reserves the right of accepting thewhole or any part of the Bid or split the total scope of work among eligible Bidders and Bidder (s) shall bebound to perform the same at his/their quoted rates.

For and on behalf of Orissa Power Generation Corporation Ltd.

SignatureSd/-

Senior Manager (PSM), Contract Cell, ITPS.


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3 .2 B idd i ng Procedure

The Bidder shall bear all costs associated with understanding the scope of work, bid preparation and bidsubmission. OPGC will in no case be responsible or liable for these costs, regardless of the conduct or outcomeof the bidding process.

3.2.1 Qualification to bid

The bidding process will be open to any Authorised SAP Implementation Partner, who shall be able to supply,design, install and commission all of the components as described in the Broad Scope of work at Section- 2 andDetail Scope of Work at Annexure-1 of Appendix-C and be able to provide Post implementation support serviceswith Facility management, either on their own or by forming a consortium

The only exclusion is SAP Product and related software licenses which wil l be procured from SAPdirectly.

The bidders must also meet the following mandatory qualification criteria with respect to the above.

Mandatory Qualification Criteria for Bidding

SN Parameter DescriptionSupporting

Documents

Bidder

ResponseReference

1 Implementationcapabilities inPowerGeneration

The Bidder should have done end-to-endSAP implementation in at least 2 PowerGeneration Companies.

Documentaryevidence in form ofPurchase Order orCompletionCertificate or anyother documentfrom customer

2 Global SAPImplementationExperience

The Bidder should be Authorised SAPImplementation Partner and must havedone 10 SAP Implementations as theLead vendor.

Out of these 10 implementations, therehas to be a minimum of 5 end-to-endimplementations containing at least Fiveof the following modules and all the fiveimplementation should have a user baseof 500 or more.

1. Finance & Controlling / Costing2. Material Management3. Asset Management4. Project systems5. EH&S

6. HR and Payroll7. Maintenance Management8. Quality Management9. Employee Self Service10. Business Intelligence.

Documentaryevidence in form ofPurchase Order orCompletionCertificate or anyother supportingdocument fromcustomer

As perAppendix-B6: ProfileofImplementationPartner

Number ofcustomeracquisition

Stage ofImplementation

Scope ofImplementation

Testimonial


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Documents

Bidder

ResponseReference

3 Indian SAPImplementationExperience

The Bidder should have done at least 3successful end-to-end SAPimplementations as a Lead Vendor ofwhich at least one implementation in an

Indian PSU.All the implementations should have beendone for at least five of the followingmodules, with a user base of 500 or more.

1. Finance & Controlling / Costing2. Material Management3. Asset Management4. Project systems5. EH&S6. HR and India Payroll7. Maintenance Management8. Quality Management9. Employee Self Service10. Business Intelligence

Documentaryevidence in form ofPurchase Order orCompletion

Certificate or anyother supportingdocument fromcustomer

As perAppendix-B6: Profileof

ImplementationPartner

Number ofcustomeracquisition

Stage ofImplementation


Testimonial

Note: The Indian and global experiences are mutually exclusive and all the customers should have unique names.

3 SAP Experiencein Powerindustries

Experience in computerising all or mostof associated business functions typical ofa thermal power plant such as PlantMaintenance, Materials, PlantPerformance, Efficiency measurements,Mining & Coal handling and EnvironmentHealth and Safety etc.

Valid documentaryevidence in form ofMajor processescovered.



Customerfeedback

Presentation4 Systems

IntegrationCapability

The Implementation Partner should haveexecuted and completed at least Oneturnkey projects, in India, involving ERPimplementation, Hardware & Networkinginstallation and integration, Data Centerset-up and / or facilities management. The

turnkey project value in one or moreprojects should not be less than INR 10crores in last three years.

Documentaryevidence in form ofPurchase Order orCompletionCertificate statingthe value or any

other CustomerTestimonials

As perAppendix-B6: ProfileofImplementation

Partner

Customeracquisition

Stage ofimplementation

6 ImplementationTeam

The Implementation Partner has toprovide the details of the Senior ProjectTeam Members who must fulfil all therequirements of the Role mentioned in theRFP

Brief Resume As perAppendix-B6: ProfileofImplementationPartner

Qualitative

7 FinancialStability,Manpower &Quality

a) The companys turnover from ITApplication Implementation andSystems Integration services for thelast three financial years (2005, 06and 07) should be at least INR 500

crores for each of the three years andshould have a positive net worth ineach of the last three years.

b) The Implementation Partner shouldhave its Delivery Centre / R& D / CoEin India with overall employeestrength of not less than 5000employees on its payroll as on 31stMarch 2008. The Implementation

Audited FinancialStatements for theeach of threeyears.

Self certificate fromcompanysauthorisedsignatory

As perAppendix-B6: ProfileofImplement

ationPartner

Financials

Manpower

SAP Focus

Accreditations


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Documents

Bidder

ResponseReference

Partner shall have a trained Deliverystaff strength of at least 500personnel on its payroll, of the offeredSAP product, as on 31st March 2008.

c) The Implementation Partner shouldhave a CMMI Level V Certification

Copy / details ofcertificate

8 Alliance withVendors /Vendor

Accreditation

The Implementation Partner (IP) needs tobe an authorized partner of SAP.

The Implementation Partner should havethe Partner Certification from the offeredSAP product and other Hardware &Software vendors respectively.

Valid documentaryevidence.

Please provide theVendor

AccreditationCertificate


Partnershipcertificate

Vendoraccreditationcertificate

Note: The Bidder has to provide responses to the above failing which it will not be considered forTechnical Scoring. Please use additional sheets wherever required.

Hardware and Network Manufacturer Partner Capability


Documents

Bidder

ResponseReference

1 Implementationin largeorganisations

The Hardware platform suggested shouldhave been successfully implemented in atleast five organizations, in SAPenvironment with a user base of 500 ormore

Documentaryevidence in form ofCustomerTestimonials


CustomerTestimonials

2 Hardwareconfiguration

The hardware platform configurationshould be RISC / EPIC.

Details of Hardwareconfiguration.

Scope of H/Winstallation

3 GuaranteeSupport

Guarantee support for the providedhardware for minimum 5 years aftercompletion of warranty with regard toservice and spares and must be willing toundertake Annual Maintenance Contract(AMC) for all the supplied equipment inthe Bid for minimum 5 years aftercompletion of warranty with manpowerstationed at OPGC.

Submit selfcertificate to thiseffect from thecompanysauthorizedsignatory.

Selfauthenticatedcertificate

4 AuthorizedPartner

Must be an OEM or authorized partner ofthe OEM for minimum 6 months.

Please submitcertificate from theOEM to this effect.

Partnershipcertificate

5 HardwareSupply andinstallation

Experience

The Hardware partner should haveexecuted a single order of minimum valueof Rs. 5 crores for supply and installation

of Hardware in India during the last 2years.

submit the ordercopy

Copy of order

6 Localpresence

The Hardware manufacturer must haveoffices in India and the hardwaremanufacturer should have support centrefor the quoted hardware in India.

Details of officesand activitiesperformed to besubmitted

OfficesManpowerBrief Financials

7 Supportservices

The Hardware manufacturer must becapable of providing 24 X 7 supportservices on technical issues, upgrades,bug fixes etc related to hardware.

Self certificateFrom companys

AuthorizedSignatory

Customertestimonials


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Note: The Bidder has to provide responses to the above failing which it will not be considered forTechnical Scoring. Please use additional sheets wherever required.

Note:

The following are expressly barred from bidding for this project either individually or as a member of any

consortium

a) Any business unit of PricewaterhouseCoopers Private Limited (PwC) even if not involved in currentengagement being executed.

b) Any subsidiary or affiliate of PwC

3.2.2 Consortium Guidelines

In case, the Bidder bids by forming consortium then the following guidelines shall be followed.

The consortium should consist of Authorised SAP Implementation Partner, Hardware manufacturer and Networkcomponent manufacturer, Non SAP Software license provider & Service providers. The Implementation Partnermust be an Authorised SAP Implementation Partner and should be the leader of consortium, responsible for

providing the total solution to OPGC. While this is acceptable to OPGC in principle, it expects certainrequirements to be fulfilled by each of the consortium member. These include the following preconditions

Sl.no

Preconditions

1 The Implementation Partner should be the Lead Partner of the consortium.

2The response to the Bid has to be submitted only by the Implementation Partner & will be designated as the Bidderfor the purpose of this Bid.

3

The response to the Bid must contain a written declaration by the competent authority of all the consortiummembers that :

a) They have collectively agreed to respond to the Bid.

b) They have nominated the named entity (name of Implementation Partner) as the leader of the consortium and his

nomination shall be evidenced by submitting a letter of authorization signed by legally authorized signatories ofall the members of the consortium.

c) The consortium leader is authorized to receive instruction / communications from OPGC, authorized to incurliabilities and shall deliver all the provisions of the contract on behalf of consortium members.

d) All members of the Consortium shall be responsible and liable jointly and severally for the execution of the Scopeof Work under Agreement in accordance with the terms and conditions of the Agreement. However, the Leaderof the Consortium shall be solely responsible for the integration, interface, coordination and completeness of theentire Scope of Work including establishment of Performance Guarantees under the Agreement. A format inwhich such a declaration may be submitted is given in Appendix-B5: Consortium MOU.

4The Implementation Partner cannot submit different bids by forming consortium with different HardwareManufacturer and Network Hardware & Network Service Provider.

5 It will be Implementation partners responsibility to certify the work completed by the other consortium members.

6 Payments shall only be released to the Implementation Partner against his Invoices as per the Price schedule.

7The bidder should provide a declaration from all the consortium members that they have full property right orrequisite right to use all intellectual property / tool they propose to supply or use in course of this project.

8The Implementation Partner must provide in writing the mechanism for decision making and dispute resolutionamong the Consortium members.

9The offer shall include all the information required for a Bid as described in Bid Document including the eligiblecriteria, for each Consortium member.


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10 The offer shall be signed only by the Implementation Partner.

12 The offer submitted by one bidder shall not be permitted to be transferred to another bidder.

3 .3 S t ruc tu r e o f B id Document

The Bid Document is structured into four Sections and three Appendices.

Section-1 to Section-4 describes the Project Introduction, Broad Scope of Work, Bidding Procedure andEvaluation of bids.

Appendix-A provides indicative details of the existing IT infrastructure & Facilities in OPGC, a brief overview of thebusiness processes.

Appendix-B outlines the supporting documents/inputs which are to be submitted as a part of the bid.

Appendix-C outlines the Agreement along with supporting Annexures.

3 .4 Submiss i on Of B id

3.4.1 Complete Bid

Both the Techno-commercial & Price Bid in shape of soft copy (PDF Format), in password protected / encryptedCDs or DVDs, shall be submitted in separate and sealed covers, super scribed as Techno-commercial and priceBid. The passwords / decryption key need to be typed and put into a separate envelope. All these envelopesshall be put in to a third envelope. All the envelopes must be sealed & superscripted with Name of the Work, NITNo., and due date of opening. The full name, postal address, telegraphic address and Telex / telephone / fax / E-Mail of the Bidder shall be written on the bottom left corner of the envelope. Completed Bid shall be submittedwithin due date and during office hours only. The bids can be sent by speed post /registered post or submitted inperson so as to reach the accepting authority before the date & time fixed for submission of the bid. Bids sent byany other mode(s) will be rejected.

The Bidder will be required to return the original Bid Document (in soft copy) as a part of the response to the Bid.It shall be expressly agreed therein by the Bidder that he has read and understood the complete Bid Documentand shall comply with the same. All pages of the original Bid Document, Techno-Commercial Bid and Price Bid

must be signed (scanned signature) by the person or persons of the Implementation Partner, duly authorized tosign such a Bid. Any changes, erasing, alterations, additions or overwriting made in the Bid will be valid only if theperson or persons signing the bid have authenticated the same with their signature.

Deviation, if any, from the Bid specifications and other parts of the Bid Document, shall be listed out separatelyand clearly by the Bidder as per the format of Exclusion /Deviation Statement attached as Appendix-B3. Ifdeviations are not clearly listed as such, they will not be considered by OPGC later.

3.4.2 Bid Submission Format

The Bidders are requested to submit the proposals written only in English language. Each proposal shall havethree parts containing the following:

Part - A: Certificate of Acceptance of Important Conditions and EMD

a) Covering letter.

b) Crossed Demand Draft / BG for requisite amount drawn in favour of Orissa Power GenerationCorporation Ltd. in the manner prescribed in NIT enclosed herewith towards the Earnest Money.

c) Letter of undertaking in judicial stamp paper of worth Rs. 10.00 in the format enclosed at Appendix-B1.

d) Consortium MOU, as per Appendix - B5

e) Documents in support of authentication of the person who signed the Bid. Only proprietor, partner,directors or permanent employee with due power of attorney is recognized for such signature.


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Part - B: Techno-Commercial Proposal

a) Statement of work.

b) Project Charter.

c) Details of work of similar nature and magnitude executed by the Bidder during last three years

d) Details of present commitments of the Bidder.

e) Scanned copy of valid VAT/Sales Tax Registration Certificate and IT PAN.

f) Scanned copy of Provident Fund Registration No. and Service Tax Registration No. of appropriatecategory issued by competent authority.

g) Scanned copy of the Registration of Firm / Company.

h) Present & permanent Address for correspondence along with Telephone No./Fax No./E-mail addressetc.

i) Any other technical information, Bidder wishes to furnish.

j) Resumes of personnel who will be working on the Project.

k) Formal proposal and response to Functional and Technical requirements.

l) The Bidder shall submit a detailed Service Level Agreement (SLA) covering severity levels, expectedservice windows, expected service levels, performance measurement matrix, escalation matrix etc. forthe post implementation support along with the bid document.

m) Exclusion /Deviation Statement in the proforma at Appendix-B3.

n) Unpriced Schedule of BPS and Bill of Quantity, being proposed by Bidder. Techno-CommercialProposal shall not contain any price.

o) Scanned copy of supporting documents for Important Conditions as specified in clause 3.2.1:Qualification to bid

p) Profile of Implementation Partner and Hardware Partner as per Appendix- B6 and B7.

Part - C: Price Proposal

Price bid shall include -

1. Original price bid / schedule of quantity duly filled in, signed & stamped on each page as token ofunconditional acceptance. The Bidder shall take utmost care in filling the Bid documents corresponding toinstruction to Bidder and relevant information elsewhere in Bid document.

Price Bid shall be completed in all respects with all their attachments / enclosures, if any.


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The submission of various documents constituting the bid shall be submitted in the manner as detailed below.

Part of Proposal Submission Type

Part A Hard Copy ONLY. All documents need to be submitted in original.

Part B & C Soft Copy in CD / DVD

- For security purpose all CDs and DVDs will be password protected orencrypted.

- All passwords or decryption information must be provided in a sealedenvelop and shall be opened in front of the bidders as per the bid sheetschedule.

- All signatures needed for this part can be digital or scanned in nature.

- This authorization in favour of person/persons signing the bid must beduly supported by a stamped Power-of-Attorney from the ImplementationPartner (backed up by board of directors resolution) which must besubmitted in HARD COPY along with the Bid. In addition, theauthorization letter of all the members of the Consortium indicating theirmandate to the leader of the Consortium for submitting the Bid must alsobe submitted along with the bid.

3.4.3 Sealing the Bid

All the envelopes containing the Bid documents must be put in a tamper proof packet and sealed preferably withlacquer. Appropriate care should be taken to protect the DVDs from damage.

3.4.4 Rejection of Bid

The Bid Document must be submitted in the form of printed document or soft copy as specifically mentioned in3.4.2 above. Bids submitted by fax or email will not be treated as valid and rejected outright.

Once the deviations as submitted along with the original Bid documents are sorted out at mutually agreed termsand conditions with all the participating Bidders, no further deviations are acceptable and any bids submitted withany deviations shall be liable for rejection. Bids not containing all the parts will be rejected.

3 .5 Ins t ruc t ion to B idder

3.5.1 Bidder to obtain their own Information

a) Bidder shall for all purposes and whatsoever reason may be, deemed to have independently obtained all

necessary information for the purpose of preparing his Bid. The correctness of the details given in the BidDocument is for guideline/ information only, to help the Bidder to prepare his Bid.

b) Bidder shall be deemed to have examined the Bid documents and to have obtained his own informationin all matters whatsoever that might influence carrying out the implementation of the Project at thescheduled rates and satisfied himself to the sufficiency of his Bid. Any error in description or quantity oromission there from shall not vitiate the Agreement or release the Implementation Partner from executingthe work comprised in the Agreement according to the scope of work and specifications at scheduledrates. He is deemed to know the scope, nature and magnitude of implementing the Project.


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c) Bidder shall be deemed to have visited the sites, offices and surrounding areas, to have satisfied itself tothe nature of all existing Business processes and also as to the nature and the conditions of availablefacilities and communications and possible interruptions there to the access and egress from site and tohave made enquiries, examined satisfied himself of the sites in respect to requirements for implementingProject and to have made local independent enquiries on all matters affecting the Agreement. He isdeemed to have acquainted himself his liability for payment of Government Taxes, Customs and Dutiesand other charges.

d) Any neglect or failure on part of the Bidder in obtaining necessary and reliable information on issuesstated in the above clause or any other matters affecting the Agreement shall not relieve him from anyrisks or liabilities or the entire responsibility for implementing the SAP Solution at the scheduled rates andtime in strict accordance with the contract documents.

e) Any change in site conditions or technological requirement shall be binding on the ImplementationPartner and no extra claim on this account shall be entertained.

f) The oral agreement or inference from conversation with any officer or employee of the Owner eitherbefore, during or after the execution of the Agreement shall not in any way affect or modify the terms andobligations herein contained.

3.5.2 Addenda / Corrigenda / Amendments issued to this Tender

a) OPGC reserves the right to issue any addenda or corrigenda to the Bid document without assigning anyreason thereto. In response to such addenda / corrigenda, the Bidders shall submit their Bid in a freshschedule. However, if the Bidder has already submitted his Bid prior to issue of such addenda /corrigenda, they shall resubmit a fresh offer marked on the envelope as Amended Offer. The originaloffer submitted by such party shall be destroyed in presence of the Bidder on the date of opening.

b) At any time prior to the deadline of submission of Bids, OPGC may, for any reason, whether at its owninitiatives or in response to a clarification by a prospective bidder, modify the bid document through

Amendment(s)c) The Amendment(s) will be notified to all prospective bidders through the website and such Amendment(s)

will be binding on them.d) OPGC may extend the deadline for the submission of bids, in order to allow the prospective bidders a

reasonable time in which to take the amendment(s) into account in preparing their Bids.

3.5.3 Extension of Bid Opening Date

OPGC may, at its sole discretion, decide to extend this Bid Opening Date and / or date for submission of Bids. Insuch a case, all rights and obligations of OPGC and that of Bidders previously subject to the Bid Opening Datewill thereafter be subject to the new Bid Opening Date.

3.5.4 Bids Received Late

Any bid received by OPGC after the expiry of the specified date and time for submission of bids will be rejectedoutright and returned to the Bidder. The Bidders must take all responsibility of submitting the Bids within theprescribed date of submission of Bids. OPGC will not accept as valid reason or be responsible for any postaldelay or non-receipt / non-delivery of the Bids.

3.5.5 Modification and Withdrawal of Bids

3.5.5.1 Modification Request by Bidder

The Bidder will not be allowed to modify its Bid after its submission,

3.5.5.2 Withdrawal of Bid by Bidder

No bid shall be withdrawn during the period between the Bid Opening Date and the expiration of the bid validity


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period as specified in Notice Inviting Tender. Withdrawal of a bid during this interval period may result in theforfeiture of the Bidders Bid Security (EMD).

3.5.6 Acceptance of Important Condit ions

Bidders may note that no deviations whatsoever to certain important conditions as per the RFP is permitted bythe Owner and therefore, the Bidders are advised that while developing their proposals and prices, theseconditions may appropriately be taken into consideration especially with respect to their effect, whereverapplicable, on the cash flow projections during the execution of the Agreement. Bidders are required to furnishcertificates to support the requirements furnished under clause 3.2.1 and Appendix- B6 and B7. Any Bid notaccompanied by such certificate shall be rejected by the Owner and shall not be opened.

3.5.7 Bid Valid ity Period

All bids, not rejected for any other reason, will remain valid for a period of 180 (One Hundred Eighty) days fromthe last date for submission of Bids or any extension thereof. Each Proposal shall indicate that it is a firm andirrevocable offer. Non-adherence to this requirement may form ground for declaring the proposal as non-responsive. In case of the bidder revoking or withdrawing / cancelling his Bid, varying any term in regard thereofduring the validity period of the Tender without the written consent of OPGC, the Bid submitted shall be liable forrejection and will entail forfeiture of the Earnest Money paid along with the Bid. On completion of the validity

period 180 (One Hundred Eight) days, unless the bidder withdraws its bid in writing, it will be deemed to be validuntil such time that the bidder formally (in writing) withdraws its bid.

3.5.7.1 Extension of Period of Bid Validity

In exceptional circumstances, OPGC may request all the Bidders consent to an extension of the period of validityof their respective bid. The request and the response thereto will be made in writing. Extension of validity periodby the Bidder must be unconditional. The bid EMD provided in the form of BG will also have to be accordinglyextended. A Bidder will not be permitted to modify his bid.

3.5.8 EMD

Bids not accompanied by the requisite EMD, or bids accompanied by EMD of inadequate value shall not beentertained and in such a case bids shall be returned to the Bidders without being opened.

The EMD may be forfeited,

a) If the Bidder withdraws its bid during the period of bid validity.

b) In the case of a successful Bidder, if the Bidder fails within the specified time limit to furnish theacceptance of Letter of Award and / or fails to submit Performance Guarantee of requisite amount.

c) If, during evaluation of bids, OPGC ascertains that there is discrepancy in the bid price due to arithmeticalerror, and on communicating such error to the Bidder, the Bidder does not accept the proposed correctionof errors.

3.5.9 Price Basis, Taxes and Duties

Complete details of Commercial Bid are to be provided in specified schedules in Bid Proposal Sheets (BPS). All

prices are to exclude central and local taxes and duties which shall be indicated separately. All items and servicesare to be quoted in Indian Rupees. No adjustment of the contract price shall be made on account of variation ofcosts of labour and materials or any other cost component affecting the total cost in fulfilling the obligations underthe Agreement. The prices once offered must remain firm and shall not be subject to escalation due to fluctuationin foreign currency or for any reason; however Taxes, Duties, Levies etc prevailing during the contract period asper payment milestones shall be paid. All the Bidders are requested to familiarise themselves with the laws, rulesand regulations prevailing in India and consider the same while developing and submitting their Proposal.

The Bidder has to consider all taxes, duties, levies, cess etc., applicable for executing this Contract andaccordingly, shall indicate the excise duties, customs duties and all other taxes, levies, cess etc. considered on


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supplies and services either imported or locally sourced included in his offer. Non inclusion or omission eitherdeclared or not declared on the part of the Bidder shall be construed as inclusive of such duties or taxes in hisquoted price as may be applicable as of 7 (seven) days prior to the Date of opening of Techno-Commercial bids.

3.5.10 Rates To Be In Figures & Words

The Bidder shall quote both in figures and in words for the rates and amount Bided by him in the Schedule ofquantities / Price schedule forming part of the Bid document, in such a way that interpolation is not possible. Theamount of each item shall be worked out and entered and requisite total given for all items. The Bided amount forthe work shall be entered in the Bid and duly signed by the Bidder. If any ambiguities are observed in the rates &amount given in words & figures the following procedure shall be followed:

When there is difference between the rates in figures and words, rate which corresponds to the amount workedout by the Bidder, shall be taken as correct.

When the rate quoted by the Bidder in figures and words tally but the amount is incorrect, the rate quoted by theBidder shall be taken as correct but not the amount.

When it is not possible to ascertain the correct rate by either of above methods, the rate quoted in words shall betaken as correct.

3.5.11 Abnormal RatesThe Bidder is expected to quote the rate for each item after careful analysis of cost involved for the satisfactoryperformance and completion of item work considering all specifications and conditions of Agreement. This willavoid loss of profit or gain in case of curtailment or change in specification for any other item. In case the ratesquoted by the Bidder for any item are unusually high or unusually low it will be sufficient cause for the rejection ofthe Bid unless the Owner is convinced about the reasonableness of the analysis for rate furnished by the Bidder(on demand) after scrutiny.

3.5.12 Corrections & Erases

No erases or over writings are permissible. All corrections and alterations in the entries of Bid papers shall besigned by the Bidder with date.

3.5.13 Details & Signature Of Bidder

The Bid shall contain the name, residence and place of business of person or persons making the Bid and shallbe signed by the Bidder with his usual signature. Partnership firms shall furnish the full names of the partners inthe Bid. It should be signed in the partnerships name by all the partners or by duly authorized representativefollowed by the name and designation of the person signing. Bid by a Corporation shall be signed by anauthorized representative and a power of attorney / authorization on its behalf shall accompany the Bid. A copy ofconstitution of the firm with names of all partners shall be furnished. In case of cooperative society, the authorizedrepresentative of the society will sign the Bid. Similar principle shall be followed in case of any Trust and HinduUndivided Family business. The signature should be attested, at least by one witness.

3.5.14 False or Misleading Claims

OPGC may in its absolute discretion exclude or reject any proposal that in the reasonable opinion only of OPGCcontains any false or misleading claims or statements. OPGC has no liability to any person for excluding orrejecting any such proposal.

3.5.15 Fraud and Corruption

Bidders are expected to observe the highest standard of ethics during the procurement stage and execution of this Agreement.

In pursuit of this policy, OPGC defines, for the purposes of this provision, the terms set forth below as follows:

corrupt practice means the offering, giving, receiving, or soliciting of anything of value to influence the action inthe procurement process or in Contract execution; and


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"fraudulent practice means a misrepresentation of facts in order to influence a procurement process or theexecution of a Contract to the detriment of OPGC and includes collusive practices among Bidders (prior to or afterbid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive OPGC of thebenefits of competition;

3.5.16 Contacting The Owner

From the time of bid opening to the time of Contract award, if any Bidder wishes to contact the Owner on anymatter related to the bid, he shall do so in e-mail.

All Technical queries, if any, shall be referred to the Head of IT, OPGC by the Bidder.All Commercial queries, if any, shall be referred to Contract Cell, OPGC by the Bidder.

3.5.17 Conf lic t of Interest

Bidders must state in their submission any circumstances, arrangements, understandings or relationships thatconstitute, or may reasonably be considered to constitute, an actual or potential conflict of interest with theBidders (or their consortium partners) obligations under this RFP (including but not limited to these conditions ofproposal) or under any contract which may be negotiated or executed between the Bidder and OPGC. Biddersand their employees, agents, advisers and any other person associated with the Bidder must not place

themselves in a position which may, or does, give rise to a conflict of interest (or a potential conflict of interest)between the interests of OPGC or any other interests during the bidding process.

3.5.18 Ownership of Responses

Without affecting any intellectual property rights, which may exist in a response to this RFP document, allresponses submitted will become the property of OPGC. Without limiting this section, OPGC reserves the right tocopy and reproduce responses for the purposes of evaluation, clarification, negotiation and/or contract executionand anything else related to these purposes. In addition, OPGC will retain (soft and hard) copies of all responses,evaluation, negotiation or such other materials as are required for the discharge of its legal obligations and inorder to efficiently and effectively manage any contract entered into with a Bidder.

3.5.19 Owners Right to Accept Any B id and to Reject any or all Bids

OPGC reserves the right to accept or reject any bid or to annul the bidding process and reject all bids at any timeprior to Contract award, without assigning any reasons thereof and OPGC shall not entertain any claimwhatsoever on this account.

3.5.20 Clarification on Bids

During the bid evaluation, OPGC may, at its discretion, ask the Bidder for clarifications on its Proposal.

3.5.21 Language

English shall be the binding and controlling language for all matters relating to the meaning or interpretation of thisContract.

3.5.22 Caution to BidderThe person who submit the Bid or participate in the opening of the Bid must abide by the safety rule of OPGCright from the plant gate. Some of the checkpoints are, the vehicle must have valid insurance & tax paid roadpermit, valid driving license of the driver / Owner as the case may be. Persons with full shoes shall be allowed toenter the plant & our plant gate shall provide other items such as hardhat, safety glass & visitor pass. Not morethan 2(two) persons for one Bid shall be allowed to participate in Bid opening.


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Section 4: Evaluation of Bids


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4.1 Opening Of B id s

The Techno-Commercial bid shall be opened at a predetermined time, venue & date in presence of the Bidder(s)or their authorized representative(s) who may like to be present. Partner, Director or permanent employee of thefirm duly authorized only can be the authorized representative. Price bid shall be opened at a future date underintimation to all technically qualified Bidders and in presence of them or their authorized representatives who shallparticipate.

4.1.1 Preliminary Examination of Proposals

OPGC will examine the Proposals to determine whether they are complete, whether required EMD have beenfurnished, whether the documents have been properly signed, and whether the Proposals are generally in order.If a Proposal is not substantially responsive, it shall be liable for rejection by OPGC. OPGCs determination ofProposals responsiveness will be based on the contents of the Proposal itself and any written clarifications, ifsought for by OPGC and submitted by the Bidder.

4 .2 Evalua t ion & Compar ison o f B ids

4.2.1 Basis for Technical Evaluation

OPGC will carry out a detailed evaluation of the bids previously determined to be substantially responsive, inorder to ascertain whether the technical aspects are in accordance with the requirements set forth in the BidDocument. OPGC will examine and compare the technical aspects of the bids on the basis of the informationsupplied by the bidders, taking into account the following factors:

a) Technical and Functional requirements

b) Bidders project approach

c) Capability of the Implementation Partner

i. Organization Strength and Business Focus

ii. Experience as a System Integrator

iii. Experience in providing IT support & Facility Management Services.

4.2.2 Basis for Price Evaluation:

4.2.2.1 OPGC will examine the Price Proposals to determine whether any arithmetical errors have been made,whether the documents have been signed, and whether the Proposals are generally in order.

Arithmetical errors will be rectified on the following basis.

a) If there is a discrepancy between the unit price and the total price, which is obtained by multiplyingthe unit price and quantity, or between subtotals and the total price, the unit or subtotal price shallprevail, and the total price shall be corrected.

b) If there is a discrepancy between words and figures, the amount in words will prevail. If a Bidderdoes not accept the correction of errors, its Proposal will be rejected and its bid security may be

forfeited.

4.2.2.2 The evaluation shall be based on the evaluated cost of completing the contract in compliance with allcommercial, contractual and technical obligations under this Bid including taxes, duties & levies etc. Therates of taxes, duties and levies as applicable on seven (7) days prior to the date of Techno-commercialbid opening shall be considered for the purpose of evaluation.

4.2.3 Techno Commercial evaluation:

The Techno Commercial Evaluation of bids shall be done in two stages as detailed below.


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4.2.3.1 Stage I: Response to Mandatory Requirements

The evaluation committee, appointed by OPGC as a whole, evaluates the proposals on the basis oftheir responsiveness to the Mandatory Requirement criteria (3.2.1 Qualification to bid). Proposal shallbe rejected at this stage if it does not respond to mandatory requirements criteria. Only those bidders,who meet all the mandatory requirements, shall be considered for stage II evaluation.

4.2.3.2 Stage II: Response to Techno-Functional Qualification Criteria

The Techno-functional requirements are broadly categorized in two sections

(A) Capability of Implementation Partner (as in Appendix-B6 & B7)

(B) Technical-functional requirement specifications (as in Table-01 of Annexure-1 in Appendix-C,Techno-functional Requirement Specifications).

There would be certain cut-off marks or criteria for each of the above sections. A proposal shall berejected at this stage if it fails to meet the minimum qualifying marks or cut-off points. The evaluationcommittee, appointed by the OPGC as a whole, evaluates the proposals on the basis of the response ofthe bidder to criterion set forth by OPGC.

OPGC shall notify the bidders that have secured the minimum qualifying mark, indicating the date andtime set for opening the Financial Proposals.

4.2.4 Award Criteria

OPGC will award the contract to the successful bidder whose bid has been determined to be substantiallyresponsive and to be economically advantageous, which will be established by weighing Tehno-Commercialquality against price on a 70:30 basis.

The selected Bidder for OPGC shall be the bidder with the highest cumulative points.

4.2.5 Negotiation

The selected bidder will be notified in writing by OPGC inviting him for further Negotiations. Negotiations will beheld only at OPGCs corporate office.

4.3 S ign i ng Of Agr eement

On finalization of negotiation, to the mutual satisfaction of both the parties, OPGC shall invite the selected bidderthrough Letter of Acceptance (LOA) for the signing of the Agreement. The selected bidder shall execute the

Agreement within a period of Fourteen (14) days of receiving LOA from OPGC. The Agreement is to be signed inEnglish language in two originals, one each for OPGC and the Bidder

Within 14 days of signing of the Agreement, the Bidder shall submit 6 photocopies of the entire contract documentduly bound to OPGC.

The Bidder shall submit the following documents for signing of the formal Agreement:

a) Copy of detailed LOA duly signed on all pages as a token of acknowledgement of receipt.

b) Security Deposit as in the form of Bank Guarantee as per proforma Bank Guarantee for securitydeposit in the contract document.

c) Non-Judicial Stamp Paper of value Rs.100/- purchased in Orissa, India for the signing of Agreement.

d) Permanent Account Number of all consortium partners allotted by Income Tax Department.

e) Self-attested Photostat copy of Notarized Power of Attorney by the Competent Authority or Board ofDirectors resolution authorizing the individual(s), to sign the Agreement.


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f) Self-attested Photostat copy of the Registration under Orissa State VAT, Service Tax, as applicable.

4.3.1 Failu re to Sign Agreement / Commence The Work

Failure to sign the agreement and / or commence the Work within the date to be agreed upon after issue of LOA,the LOA will be terminated and the Bidder will be liable to be debarred from participation in the Owners Tendersfor a period of two (2) years, besides forfeiture of EMD.


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Appendix-A: Bidding Reference


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Appendix-A1: Current IT Infrastructure details

A. Current IT Organization set-up

In line with OPGCs IT strategy, the efforts are to ensure that the IT imperatives of the organization are in line withthe business objectives. The IT department is headed by the Director (Operations). A steering committee underchairmanship of Managing Director has already been constituted to monitor and ensure successfulimplementation of SAP in the organization. This committee comprises of Director Finance, Director Operations,Senior GM Head Finance/ P&A, DGM Projects and Support Services. Manager(El)-Head IT, who will beresponsible for all IT related technical support for SAP implementation, is also a member of this SteeringCommittee.

B. Brief Descript ion of existing Applications

1. Ramco e-Application 3.1 Enterprise Asset Management Systems. The modules are Maintenance, Inventory,

Purchase and HRIS. Operating System - WIN NT 4.0 & Database - MS SQL 7.0.

2. Locally developed Finance & Payroll package. Operating System - Win-2000 & Database - Oracle 8.0.

3. Locally developed Automatic Attendance Recording Software. Operating System WIN 2000 & Database -Oracle 8.0.

4. Locally developed Generation MIS software. Operating System Win2000 & Database MS SQL 2000.

5. Knowledge Sharing A Document Server is deployed to share common documents for knowledge sharing.Operating System Win2003

6. The Intranet Mailing Facility is extended to the users through the use of Microsoft Exchange Server 5.5 for 30users & Red Hat Linux Send Mail for rest of the users at ITPS.

7. Client Operating System Windows Vista, Windows XP, Windows 98

8. Other client software MS Office 2000/2003/2007, MS Project 2000/2003/2007

C. Exist ing IT Infrastructure at OPGC Plant (Ib Thermal Power Station)

The bidder shall indicate in their proposal if the hardware, devices out of the following list can be used withadequate details.

1. Hardware & Network

a) No of PCs - For details of No PC & Laptops please refer Appendix-A2: Business ProcessesRequirement-Overview- Expected Number of Users

b) Local Area Network Layer-3 Fiber Optic Backbone Fast Ethernet Networking.

c) No of Backbone Switch -1, No of Workgroup Switches 6, No of Ethernet Switches 8 (All theswitches are D-Link/ Cabletron make)

d) Total No of Servers 6 (Intel Xeon, PIV & PIII Compaq, IBM & HCL make)

e) Backup Solution. Daily Backups are taken in Tape & stored in a Data Safe. No standard Backupsolution.

f) Remote connectivity to LAN Broad Band DIAS system. Please refer the Network Diagram infigure-5


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g) Existing Fiber Optic cable length 2.8 Km shall be used in the proposed solution.

h) Existing internal network (access layer) within Service Building, Control room shall be used in theproposed solution.

i) Attendance Punching System 8 No of Keltron make Integrated Data Capture Units.

Figure 05: Network layout across plant (existing)


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MS Exchange MailServer

Ramco e-Applicationserver

Attendance & MISServer

Document Server

Internet & MailGateway

Proxy Server & Mail(Sendmail) Server

Broad Band DirectInternet Access System

InternetRouter(CISCO 2600)

VSAT Terminal

Controll Room

Time Office for Central Store

3rd Floor

2ndFloor

4thFloor

Switch

To Remote Locations

Ramco Backup Server

VSAT Antenna at Roof Top

Testing Terminal

UTP Link

Fiber Link

Telephone Line

FiberConverter

FiberConverter

Coaxial Cable

(A)

(B)

(C)

(D)

(E)

(F)

Reliance Antena & ODU

Reliance IDU

Reliance Router

Reliance Connectivity(1 MBPS Internet & 512Kbps MPLS VPNconnectivity to HO ) under implementation

Figure 06: Network layout within Server Room (existing)

2. Internet Connecti vity

a) Through 64 Kbps VSAT Connectivity. Recently installed 1Mbps Direct Internet Access fromReliance.

b) Connectivity to Corporate Office. Recently installed 512Kbps MPLS VPN connectivity to connectITPS with Corporate Office.


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D. Exist ing IT Infrastructure at Head Office (HO)

1. Hardware

a) For details of No PC & Laptops please refer Appendix A2: Business Processes Requirement-Overview- Expected Number of Users

b) Local Area Network Cat-5 Ethernet Networking.

c) No of Ethernet Switches 2. (D-Link)

d) Total No of Servers 1 (Intel PIII Compaq make used as Internet Proxy Server)

e) Fortuna make employee ID proximity reader for attendance recording.

2. Software

a) Client Operating System Windows Vista, Windows XP, Windows 98

b) Other client software MS Office 2000, MS Project 2003

3. Internet Connecti vity

a) 1 Mbps BSNL Broadband Connectivity.

E. OPGC Web Site

Official website www.opgc.co.in was hosted by M/S Alloy Soft Solutions, Bhubaneswar. It has all information

regarding the location, Monthly/Yearly performance, achievements, Tender notices, financial information etc. The

Website is actively used for Tender (Work/Purchase) publication.


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Appendix-A2: Business Processes Requirement-Overview

A. Business process overview

OPGC is engaged in the business of generating power from coal. It was incorporated as a fully owned subsidiaryof Govt. of Orissa in 1984, registered under the Companies Act 1956 and went into commercial operation with2x210 MW generation units (Units 1&2) in 1996. 49% of OPGC was divested in 1999 in favour AES Corporation,USA, with a mandated to take over the day-to-day management of the company. OPGC has been in operationsince commissioning and has been improving on its performance consistently. OPGC has been a profit makingcompany and has been consistently paying dividends to its share holders.

1. Business locations

OPGC has two primary business locations. The head office is at Bhubaneshwar, the capital city of the State ofOrissa. Bhubaneshwar is connected to most of the major cities in India through roads, railway and air. The plant is

located at Ib Valley, in Jharsuguda District, which is over 400 kms from Bhubaneshwar. Jharsuguda is wellconnected to Bhubaneshwar through roads and railways.

As part of the expansion plans of OPGC, it has acquired captive coal mines located at a distance of @ 55 kmsfrom the plant site. In the process of developing and operating the mines, OPGC shall also be creating office andother infrastructure set up close to the mine location, which is expected in a span of next two to three years.

OPGC also has seven mini-micro hydel projects spread out at various locations, with a total generation capacityof 5.4 MW. In the instant case, OPGC is not considering extending the IT solutions to these areas.

2. Functional areas of the company

Head office

The head office has @ 150 employees. The primary functions managed at the head office comprise of HR,Finance, projects and corporate affairs.

HR at head office mostly looks at managing the payroll of the employees at head office and other employeerelated information. At organization level, it maintains the employee data base, looks at transfers, issues policyguidelines and manages new initiatives for employee development.

FINANCE function deals with cash bank, investment of surplus funds, insurance, accounts receivable, managinghead office expenses, audits, taxation, treasury and preparation of financial statements and budgets.

PROJECTS looks after business development initiatives and co-ordinates all aspects of the expansion projects,mostly looking at permits and clearances and appointment and management of consultants.

CORPORATE AFFAIRS looks after the corporate communication, managing media and brand imaging of OPGC

through advertisements, sponsorships and events. This functionality is also responsible for handling reporting tovarious Govt. departments and responding to the queries of State and Central Govt. bodies.

Ib Thermal Power Station (ITPS), Banharpall i, Jharsuguda

The plant site has @ 400 employees. The functional departments operational within ITPS comprise of,

Coal transportation: OPGC has a coal requirement of slightly over eight (8) tons per day. It gets coal fromLakhanpur mines of Mahanadi Coal Fields Ltd.(MCL), a subsidiary of Coal India Ltd. (CIL). The coal supply iseffected through a long term coal linkage agreement. The coal mine is 11 km from the plant and is connected


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through railway Merry-go-Round system (MGR) from a railway siding at Ubuda. Both the Railway siding and therail network, along with the diesel engines and wagons are owned, operated and maintained by OPGC. Coal fromthe mines is transported upto railway siding by MCL tippers, from where they are transported through OPGCMGR.

Coal Handling Plant (CHP):Coal transported through the MGR are unloaded on to a track hopper from wherethey are transferred through belt conveyors to the Transfer House. From the transfer house the coal is eithertransferred to the crusher house or stacking yard based on whether coal needs to be fed directly to the plant orstored.

Water Treatment Plant (WTP): Water for the plant is drawn from the Hirakud Reservoir, through an intakechannel. Water is then processed in the WTP to make it usable in the boiler and other areas within the plant.

Operations and Efficiency: The plant operations looks after control and monitoring of the power block throughthe Control Room which is situated in the generator building. Their primary function is to monitor key operatingparameters through a Distributed Control System.

Efficiency department assists Operations in collating key operational parameters, analyzing, providing correctiveinputs, monitoring equipment performance to optimize overall plant performance and generating MIS.

Maintenance & Maintenance Planning: The maintenance function is segregated into different departmentsbased on core area of work. These departments are Mechanical, Electrical, Control & Instrumentation and Civil.These departments handle preventive, predictive and break down maintenance of various plant and equipmentfalling