Corrigendum: RFP Identification No. CGM… · Corrigendum: RFP Identification No....

Corrigendum: RFP Identification No. CGM(PP9/26/2012)/APDCL/ERP/2012/01 dated07.09.2012

Sl. No. Query Clause ref Amendment sought APDCL response

1

Will the deviations if specified by bidder as per

format given considered? In case deviation is not

acceptable will the bidder get opportunity to roll

back deviation?

3.13.2.2. NA

Deviations shall be considered for bid evaluation.

No roll back is allowed after submission of bids. In

case the deviation is not acceptable, the bidder may

be awarded lower marks theReby leading to

rejection before financial bid opening.

2

Will implementation of SAP solution done centrally

in Guwahati? Pls clarify.

General NA

The bidder is expected to propose implementation

methodology & coverage as part of their approach &

methodology & the purchaser will award marks on

basis of proposal.

3

By when HW for the project will be purchased?

Proper HW and NW infrastrucutre is critical for

timely completion of the project

General NA

HW purchase will be initiated as soon as IP submits

technical specification of same.

IP may need to initiate customisation of SAP

temporarily on own hardware before the APDCL

equipments is commissioned.

4

Pls provide in detail the scope of data digitization

and migration

• Please indicate how much data across modules

is in the physical form requiring digitization.

• Please share the volumes of the masters and

transaction data. Also clarify and provide details of

data transfer required from interfaced applications.

• Please confirm whether data extraction sources

are available centrally from Guwahati or from

selected sites.

• Kindly detail this requirement for overall

understanding and effort estimation.

General NA

Data records related to Materials are partly in

physical records and partly digitized. Employee and

payroll information are partly in physical records and

partly digitized. Fixed Asset Registrar is also

available partly in physical records and partly in

digital format.

The exact requirement will be finalized with the

successful bidder during the Business Solution

Design phase. For bidding purpose, the Bidder may

assume the number of manual records to be

100000. However, payment for data entry and

digitization shall be based on the actual number of

records.

5Can some part of the implementation be done

from offsite. Pls clariy. General NA As per RFP.

1



6

It is mentioned that helpdesk and technical

support is required for 4 years. At the same time

pricing has been asked for 5 years. Pls clarify this

gap.

6.10.3

6.10.4 Pricing to be proposed for a period of 4 years

7

Will APDCL accept training of end user using web

conferencing/virtual meeting techniques instead of

physical availability of trainer at APDCL sites. General NA No.

8

Pls share the rational of dividing the project into 2

phases

General NA

The division and phasing is to ensure smother

implementation and enable IP to collect some

payment even when the remaining offices may take

some more time.

9

Please confirm if Performance and Stress testing

tools would be purchased by APDCL

General NA

These tools may be deployed by the IP during AT in

case possible. Else, please include prices of such

tools in your financial bid - no additonal payments

will be made towards these.

10

Please confirm if APDCL will provide the required

support infrastructure (training room, PCs for

trainer, OHP etc.) to carry out the training of

APDCL users at various locations?General NA As per RFP. Bidders to propose.

11

Phase 1 implementation cost will include support

for phase 1 till rollout of phase 2 is completed? Pls

clarify General NA As per RFP.

12

We assume training language and documentation

will be in English. Please clarify General NA Yes.

13 Any preference of the database? Pls clarify General NA Bidder to propose.

14

Pls specify the nunber of users to be trained at

each location also pls specify the number of

locations.

General NA

Bidder to propose as part of approach &

methodology. As guidelines for the numbers, please

refer the number of licenses sought for the diferent

kind of users.

15

In tender document APDCL have not mentioned

any reporting requirements on BI/BO. Need clarity

on APDCL Dashboard requirements. If APDCL

can share module wise some high level numbers

of dashboards it will help us estimating the efforts.

General NA

The exact dashboard requirements will be finalised

during Business Solutions Design. However, for

estimation purposes, the numer may be taken as 40

reports.

2



16 How many legal entities APDCL have? General NA As per RFP.

17

Global Full Cycle Implementation Experience as

Primary Contractor in electricity transmission /

distribution sector

Annexure 3: Pre-

qualification

Criteria for

Bidders, Sl.1


Primary Contractor in Utilities Sector As per RFP.

18

The Bidder must have implementation experience

of implementing SAP solution in at least two (02)

of following modules together in at least two

(02)organizations in last five years (period ending

up to bid submission date):

(i) Procurement & Materials Management

(ii) Financial Management (incl. Asset

Management)

(iii) Human Resource Management & General

Administration (incl. Payroll, Employee Services

and Portal)

Annexure 3: Pre-

qualification

Criteria for

Bidders, Sl.1








Management)



and Portal), and,

(iv) Business Intelligence(BI) As per RFP.

19








Management)



and Portal)

Annexure 3: Pre-

qualification

Criteria for

Bidders, Sl.2








Management)



and Portal), and,

(iv) Business Intelligence(BI) As per RFP.

20

Full Cycle Implementation of SAP in at least two

(02) of the three proposed functional modules in

electricity transmission / distribution sector, in any

part of the world (excluding India), of client having

a turnover of USD 150 Million or more per annum,

in last 5 year period (period ending up to bid

submission date)

Annexure 4:

Technical

Evaluation

criteria for

Bidders, Sl. 1


(02) of the four proposed functional modules in

Utilities sector, in any part of the world (excluding

India), of client having a turnover of USD 150

Million or more per annum, in last 5 year period

(period ending up to bid submission date) As per RFP.

3



21



electricity transmission / distribution sector, in

India, of client having a turnover of INR 750

Crores or more per annum, in last 5 year

period(period ending up to bid submission date)

Annexure 4:

Technical

Evaluation

criteria for

Bidders, Sl. 2


(02) of the four proposed functional modules in

electricity transmission / distribution sector, in

India, of client having a turnover of INR 750

Crores or more per annum, in last 5 year

period(period ending up to bid submission date) As per RFP.

22

It has been mentioned that there are existing IT

applications (such as Energy Billing application

etc) where there would be requirement for

integration, data exchange etc. It is evident that

new ERP solution would be required to integrate

with the applications that will be used for billing,

customer services etc. Hence please clarify

whether we will need to plan for integration with

existing application or only with new R-APDRP

applications. 1.4 NA

Bidders to propose solution for integration. There

may be requirements for information exchange with

existing applications too.

23

We understand that you are implementing SAP

based solution for the R-APDRP functions. Can

you please let us know your views whether you

would like to use the same instance of SAP for

implementing Financials, HR, procurement etc or

will this have to be separate instance NA NA This willl have to be a separate instance.

24

Can you kindly let us know the list of Business

processes that will be undisturbed and will remain

outside SAP in your systems. What are the

interfaces you are looking at and whether they will

be realtime or at batch level 1.4.1

Undisturbed here implies that APDCL's business in

the SAP ERP environment should not face any

disruption. For the rest of the query, please refer to

RFP.

25

Kindly let us know the process of accounting

entries process that get generated through this

system 1.4.1 NA The existing accounting entry practice is manual.

26

Kindly let us know the process of triggering the

Billing from this system and accounting entries

that get generated 1.4.1 NA The existing accounting entry practice is manual.

4



27

Kindly let us know more on the Billing

Management process currently followed in your

company 1.4.1 NA

Billing management is covered under R-APDRP at

APDCL.

28 Kindly provide the system landscape General NA Development, QAS & Production

29 Kindly provide the current budget process General NA

Functional Requirements of Budget process are

specified in the RFP.

30 Do APDCL uses cross co company transaction General NA No.

31 Volume of transaction data, masterdata General NA

32

Volume of open items and data migration that

need to be done General NA

33

Whether data migration data will be provided by

APDCL IT as per Atos format General NA

34

Past data available in the system for how many

years. What is the archieving of data policy and if

so what is the process of archieving. General NA

35

Is the tax reporting done from current system or it

is done outside the system. Please let us know

whether Tax reporting done at separate company

level or at the Group level General NA

Tax processing and reporting are currently manual.

However, it is expected that the same will be

possible through SAP after implementation.

36

Kindly provide more details on the activities

carried on by Facility Management Page no. 9 NA

This refers to Facility Management under R-APDRP.

Please refer to the standard R-APDRP RFP format

of the Government of India for more understanding

of the same.

37

What is the current consolidation process done in

APDCL General NA

The current consolidation process is manual and is

done at the different business hierarchies of APDCL.






digital format.







records.

5



38

Kindly let us know about how the budgeting

process is followed in your company General NA

This will be shared with Successful Bidder.

Functional Requirements of Budget process are

specified in the RFP.

39

Kindly let us know the name of Performance

measurement tool you are looking at 5.7.2 NA Bidder to propose.

40

Will you be able to provide remote connectivity so

that some of the work can be done through

offshore 5.1.3 NA No.

41

Kindly let us know whether you will provide a

central core team and whether Workshop can be

done at one single location for gathering

information for preparing Business Blueprint General NA

Central Core Team shall be provided. Conduct of

workshops for Business Blueprints should include

visits to different accounting units / locations.

Bidders to propose appropriate strategy.

42

Kindly conform whether data cleansing, extracting

of data from legacy system will be done by APDCL 6.6.3 NA As per RFP.

43

Kindly let us know whether some of the location

can be clubbed together and one place and end

user training can be provided 6.7.5 NA As per RFP.

44

Kindly provide the list of month end activities

carried on by the Finance team General NA Please refer to the FRS given as part of the RFP.

45

Please procide the approximate Number of items

in use.

F/MM/INV/MRM

/001 NA

The given FRS is on "ability" which is independent of

the number of items

46

Please provide the Number of locations where

materials are stored.

F/MM/INV/MI/00

1 NA As per RFP.

47

Do you have materials which are handled in

batches?

F/MM/INV/MI/00

8 NA Yes.

48

Can you please explain what is a service level of

an item and how it is used in practice?

F/MM/INV/MI/01

1 NA

Service level of an item is the time till which it can be

used, and / or the time by which its financial value is

fully depreciated

49

Does the final product is excisable in order to

participate in Cenvat?

F/MM/INV/MI/01

9 NA

Please understand Cenvat rules at www.cbec.gov.in

to get clarity on this question.

50

What is OSRD? Please provide brief info on the

same.

F/MM/INV/GR/0

17 NA

OSRD stands for "over, short, reject, damage" - it is

used to verify and report back to the Vendor, in case

of discrepancies in goods received.

6



51

How materials are stored generally in a given

store? If they are stored in bins then does one bin

contain more than one type of material. Is one

item stored in more than one bin in one storage

location? General NA

APDCL's current practices on storage of materials at

storage locations are ad hoc and does not follow

advanced techniques

52

Do you keep a record of the containers received

from a vendor. Do you return these containers

back to vendor?

F/MM/INV/INTG

/001 NA

APDCL's current practices on storage of materials at

storage locations are ad hoc and does not follow

advanced techniques

53

Can you please share an example of "Ability to

create PO automatically based on preconfigured

conditions in the application." F/MM/PO/003 NA

The application system should be able to create

POs, by directly referencing parameters like taxes

and duties.

54

Legacy systems - Details of any legacy systems

being used at present General NA As per RFP.

55

Procurement - any special conditions for

monitoring imports General NA Not applicable.

56 Do you have bonded stores? General NA No.

57

Do you have interstate operations which involves

movement and storage of materials? General NA No.

58

Do you have a single level reporting hierarchy or

multi level (vertical or horizontal) reporting OM NA

The reporting hierarchies in APDCL are undergoing

transformation. At present, dual reporting instances

exist.

59

Do you have your own loan disbursement facility

inhouse where employee can contribute and apply

for loans

House Building

Loan NA No.

60

Do you expect core processes like loan

application, claims and reimbursements, exit

forms, travel request etc to be made available on

the employee portal

Employee Self-

services NA Yes.

61

Do you want employee daily attendance swipes to

be recorded in the system and based on the

employee swipe data the payroll for the month

should be processed as per the number of

attendance

Attendance &

Leave

Management NA Yes.

62

Do you have requirement to implement

government regulations based Roster system for

recruitment Recruitment NA Yes. Reservations are applicable for APDCL.

7



63

Do you have any employee benefits schemes

pertaining to employee medical, accident,

insurance, credit societies etc which are managed

by the organization and employees contributes

monthly to these schemes via subscriptions

through payroll

Compensation

& Benefits NA Yes.

64

Do you have different appraisals templates as per

the employee category

Performance

management NA Yes, depending on the Cadre of employee

65

Do you have the full and final settlement process

including provident fund and pension settlement

also

Full and final

settlement NA Yes.

66

How is the employee maintained post his/her

separation formalities (pensioner or ex-employee)

for payroll/pension payroll

Full and final

settlement NA

Employee's records are archived, manually. Pension

accounts are initiated and maintained.

67

Are all process workflows having multiple levels of

approvals

HR and

administration NA No.

68

How many holiday calendars are maintained in the

organization?

Time and leave

management NA One.

69

Do you have access card systems installed at all

locations of your organization

Time and leave

management NA There is no access card system in usage in APDCL.

70

Do you have statutory industry relevant reports to

be incorporated in the system Reporting NA Yes. Bidders to propose.

71

Do all locations of the organization follow the

same policies for payroll execution

Payroll

management NA Yes. It is linked to cadre.

72

How many payroll permanent employees do you

have and how many pension payroll ex employees

Payroll

management NA Irrelevant question

73

Do you need any interfacing with legacy and

support systems for payroll process

Payroll

management NA There are no legacy system for Payroll.

74

Do you want to execute the pension payroll also

through the proposed system including PPO and

pension commutation

Pension &

Gratuity

management NA As per RFP.

75

Do you require interfacing with third party utility

systems for travel planning and payment

Travel

management NA As per RFP.

76

Do you have a single level approval process for

travel request

Travel

management NA Currently not applicable.

8



77

Any change in site conditions or technological

requirement shall be binding on the Bidder and no

extra claim on this account shall be entertained. -

How can this be binding? 3.4.4 NA

Technological requirements are to be provided by IP

& they should keep the anticipated changes in mind

which proposing solution. Site conditions are not

likely to change drastically except opening of new

offices.

78

The successful Bidder shall mobilise adequate

resources for inception of the Project within fifteen

(15) calendar days of issue of LoA by the

Purchaser, irrespective of whether Contract

Agreement has been signed or not. Request for

revision of time after Bids are opened will not be

considered. The period mentioned above is

included within the overall schedule and not over

and above the completion time. 4.12.1 NA

The initial 15 days period can be considered outside

project implementation schedule.

79

At any point of time before the end of Business

Solution Design Simulation (BSDS) if SAP

introduces technological advance (including new

version) for the SAP version originally proposed in

the Bid, the Contractor shall be obligated to

supply, configure and implement the latest version

of the available sub-system(s) having equal or

better performance or functionality at the same or

lesser unit price as compared to that contained in

this Bid. 5.9

The cut off should be business blueprint

Not agreed. As per RFP.

80

Development and implementation of necessary

application interfaces (APIs) as well as

documentation for integration with the application

systems being implemented under the ongoing R-

APDRP, and the proposed R-APDRP extension

project for the locations not covered under R-

APDRP 6.1.2 d)

Shall we be using the middleware being

implemented under R-APDPR for integration of

proposed ERP? Having two integration

middleware is not required. Bidder to propose.

81

Assistance in finalization and implementation of

disaster recovery strategy and disaster recovery

site setup 6.1.2 i)

Would there be a separate DRC for SAP or R-

APDPR DRC will be used? Who will take care of

the integration with Single sign on?

1. Regarding DRC, the final decision is still not made

and will be conveyed to the successful bidder at an

appropriate time.

2. Single sign-on - Bidder to propose.

9



82

Pilot Implementation (Phase 1) at specified

locations should be successfully completed within

eighteen (18) calendar months 6.3

The integration of ERP with applications under R-

APDRP is envisaged. Therefore there would be

huge dependency on completion of R-APDRP

applications and their rollout to all the locations in

scope for ERP. How would you resolve this

dependency? Similarly there would be need for

MIS and reports that are across proposed and

legacy applications. Who will be responsible for

those?

APDCL is aware of such dependancies and needful

support shall be provided to the successful bidder to

take care of all dependancies.

83 SAP BI Tools 6.4.1

BI also was in scope under R-APDPR. Do we

need to create another instance of BI?Yes. There wil be a separate instance of BI for ERP.

84

Any special tools, software for implementation,

Data Migration, Testing etc. shall be part of the

offered solution. 6.4.7

Cost of tools needed for performance and

stabilization measurement is quite high. Can we

engage external agencies like STQC etc. for this

task so that cost of the tools can be avoided? Bidder to propose. Please also refer to Clause 6.8.7

85

There is no indication on data quantum. Do we

need to create any past year transaction data as

well? For missing mandatory fields in data

APDCL's help would be needed 6.6.2 / 6.6.3 NA






digital format.







records.

86

Refer to RFP reference section; vendor assumes

that data center of APDCL would be at APDCL

Corporate Office,Bijulee

Bhawan,Paltanbazar,Guwahati with central access

to all applications proposed to be implemented as

a part of scope of RFP. Please confirm if the

understanding is correct? 1.4 NA

The Data Centre for R-APDRP is located in

Guwahati, but NOT at Bijulee Bhaban. It is located at

6 Miles, Dispur in Guwahati.

10



87

Refer to RFP reference section;

Could you please let us know if the upgrade

referred is confined to only „Patch upgrade‟

Or vendor is expected to perform Technical/

Functional upgrade to system as well during 5

years of 'Application Maintenance Support'

services.

Please confirm over the same? 6.10.1 NA

AMS will include functional / technical upgrades as

per APDCL busness requirements wthin the

modules included in the RFP.

88

Refer to RFP reference section, vendor assumes

that irrespective of duration of support stated in

RFP as 5 years; minimum AMS support duration

would be 1 year and would be subject to renewal

of same by APDCL.Please confirm if the

understanding is correct? 6.10.2 NA

As per RFP.

89

Refer to RFP reference section,could you please

clarify over following points for'Application

Maintenance Support' services.

Could you please elaborate and confirm in view of

following points pertaining to Training:

o Location

o Language

o Nature and modus of training

o Frequency and number of trainings expected

from vendor to be provided each year 6.10.5 NA As per RFP.

11



90

Refer to RFP reference section; in Annexure 6.0-

SI No. 10 it mentions Annual Maintenance support

would be period of 4 years.

whereas in Annexure-Group D:Prices for Annual

Maintenance Support (AMS) Services [For ERP

Solution] pricing template it mentions on 5 Years

prices.

Kindly confirm on duration of Application

Maintenance Support ? 6.0 NA

Proforma B1, Group D Prices for AMS shall be

proposed for 4 years

91

Refer to RFP reference section,Could you please

provide details expected increase in number of

users each year for each of the application

package? Form 8 NA Bidders advised to make reasonable assumptions.

92

Refer to RFP reference section; there are various

different roles mentioned for manmonth rate.Are

all the mentioned roles mandatory as a part of part

of proposed AMS support model to be provided to

APDCL. Please confirm over the same?Form 8: Group

E NA

These are not mandatory. Bidder may propose as

per their methodology with justifications..

93

Vendor assumes Service Window of Application

Maintenance Support would be Monday to Friday -

10..00 am to 8.00 pm. Please confirm if the

understanding is correct?

6.10 NA

Support required on all working days of APDCL,

from 10 am to 8 pm. However, in case of system

down situation, IP personnel may need to work on

nonworking days too.

94

Vendor assumes that Handholding support and

Application Maintenance Support are different

terminologies adapted in RFP with same

meaning.Please confirm if the understanding is

correct?6.10 NA Understanding is incorrect.

95

Payment terms are very stringent and leads to

cash flow issues for our organisation. Can we

propose deviation to payment terms? Payment terms NA As per RFP.

12



96

When can we expect payment against supply of

SAP licenses? It is not clear from the clause given

herein. Would request that this payment be back-

to-back, in line with the OEM payment terms.

Group A -

Payment

against SAP

licences NA

As per RFP. Please refer Sl. 11 and 12 under Form:

9

97

Our Legal team/bankers would like to propose

certain modifications to the text of this BG. Hope

this is acceptable.

Proforma for

Contract

Performance

GuranteeNA As per RFP.

98

Our Legal team/bankers would like to propose

certain modifications to the text of this BG. Hope

this is acceptable.

Proforma for

Bank Gurantee

(for Bid security)NA As per RFP.

99

Transactional users is 850 nos in Page 101 , and

APDCL‟s end users [Approx. Participants: 1600 in

Page in Page 114 . Pl. clarify how many of APDCL

employees will be doing SAP transactions ?

Form: 11

Compliance

with the Scope

of Work NA 850

100

Bid Security shall remain valid for a period of one

hundred and eighty (180) calendar days from the

next day of the last date of Bid submission as

mentioned in Annexure: 1 and with a claim period

of another ninety (90) calendar days. 3.13.4.2 It will be Annexure : 2 , and not Annexure : 1 Accepted

101

KNOW ALL MEN BY THESE PRESENTS THAT I,

________________________________________

___________ a Company incorporated under the

Companies , Act, 1956 (or equivalent Act/Law in

case of Foreign Bidders) and having its registered

office at Page 94 It cannot be " I .... a company incorporated ". I is removed

102

Will annual report suffice for Applicant's legal

status & The principal place of business as

required to validate Letter of Application ?

Form 1: Letter

of Application NA

No. Copy of Certificate of Incorporation has to be

submitted.

103

Pl. change it from " Head of the Bidder‟s

organization in India. " to Authorized Signatory

Page 74, sl. No.

8 & 9 NA Not accepted.

13



104

In page 25, pl. clarify what is meant by " UNDER

NO CIRCUMSTANCES, the Technical Bid

document should exceed a total of 100 (One

Hundred) pages, INCLUDING supporting

certificates / citations "

Is " High level description of the proposed

functional solution with technical and security

architecture; " the technical Bid ? Pl. clarify. 3.15.1.3 NA The requirement is self-explanatory

105

Data collection, data preparation, data cleansing,

data entry and data migration (including master &

transaction data): The Contractor shall be

responsible for data collection, data preparation,

data cleansing, data entry and data migration for

all kind of master data and transaction data

required to successfully implement and

operationalise proposed ERP Solution. ................ 6.6.1

Data Collection, Collation, Cleaning and

consolidation to be kept out of scope. It should be

the responsibility of the Purchaser. Bidder will

upload the data and the same will be validated by

the Purchaser. Any estimates on what could be

the quantum of data and how much of that will be

available in the digitsed / manual format. This will

have bearing on the estimates

As per RFP.






digital format. The exact requirement will be finalized

with the successful bidder during the Business

Solution Design phase. For bidding purpose, the

Bidder may assume the number of manual records

to be 100000. However, payment for data entry and


records.

106

Audit and quality control services - There is no

mention of the duration of the ERP Vendor Audit. 6.8.8

It is recommended that there should be duration

fixed to each of the reviews so as to have a

common estimation across all bidders As per RFP.

107

Annual Maintenance Support - Can we have an

arrangement of Offshore / Shared model

approach? 6.10.2 NA Bidder to propose.

108

Upgradation of version, creation of reports,

enhancements of existing functionalities are akin

to a new project e.g. Technical Upgrade 6.10.5

The creation of report will be an entirely new

requirement and should be routed through change

management procedure. Enhancements of

existing functionalities, configuration etc. again

should follow the change management route. The

support should be limited to the system

implemented.

Version upgrade to taken as new project. AMS to

cover rest for requirements for the modules

implemented.

14



109

Can we have some numbers on the total reports /

forms etc. in existence / usage within the

organisation?




reports under BI and 40 other reports..

110 NA

Form 9: Key

Resources

Proposed

The names should be tentative. The names can

be committed only after award of work.

Accordingly, the CVs of the key resources should

be taken as sample profiles. Not agreed. As per RFP.

111 NA

Form: 10

Project Plan &

Resource

Deployment

Plan

Name of key resources to be diluted as the names

can only be finalised after the award of the work.

We can provided the overall total resource

deployment plan but breaking up into individual

person with different tasks could be a problem. Not agreed. As per RFP.

112

CIN needs to be implemented , as CENVAT is

mentioned .However normally in the Power

Industry there is no requirement of getting

CENVAT credit , as all the excise , vat payment

are inventorized

F/FM/GL/MYR/0

04 NA

Standard functionality envisaged for future

requirements.

113

Reports regarding Energy balance ,AT&C

loss,T&D loss cannot be obtained from FI - GL

module .

F/FM/GL/MYR/0

10

This can be obtained from various other module

like EDM etc Agreed.

114

Information within ERP can be circulated through

Workflow configuration . However for Non -ERP

transaction no standard circulation methodology

within SAP .

F/FM/GL/MYR/0

12 NA

Implementation Agency to develop appropriate

customized interfaces for the same.

115 DMS module required

F/FM/GL/MYR/0

13 NA As per RFP.

15



116

Online integration is possible if both FICO and

FICA is implemented in the same box. If SAP utility

(FICA) is implemented in the different server then

all transactions (like dishonoured cheque and BRS

etc), reports , analysis , budget etc related to

customer and collection will only be available in

SAP utility and not from SAP FI GL.

F/FM/AR/MCM/

001 -

F/FM/AR/MIP/0

08 ;

F/FM/AR/MDCP

/001 to

F/FM/AR/MDCP

/005;

F/FM/AR/MCD/ NA As per RFP. Bidders to propose.

117 Contractor's indemnity for property damage 4.8.4

Request Deletion of the indemnity provision in this

clause as the indemnity being provided by the

Contractor is limited to Third Party Intellectual

Property Rights Infringement Indemnity only. Not agreed. As per RFP.

118 Assignment of the Contractual obligations 4.10

Request the right to assign the contract only to

permitted assigns be made mutual. Both parties to

seek the other parties‟ written approval prior to

assignment – whole or partial. As per RFP.

119 Conflict of interest 4.11

Request Deletion of this clause as per the

company policy we do not provide this

commitment to any customer. As per RFP.

120 Contractor's application for additional time 4.13.3.1

Request insertion of sub clause (e) which would

be as follows: -“Any other reason not attributable

to the Contractor” As per RFP.

121 Extension of time to the Contractor 4.13.3.4

For any delays not solely attributable to the

Contractor the Contractor to be entitled to invoice

the Purchaser for additional costs incurred in

connection therewith at a rate card as agreed

upon between the parties. As per RFP.

122

Rates for performing services forming part of a

Variance Order 4.14.5

Request that parties should perform services

which form part a Variation order only on mutually

agreeable rates and charges. Hence request

deletion of the provision which entitles the

Purchaser to decide such rates. As per RFP.

16



123 Inspection 4.17

Request deletion of the provision that delineates

that Purchaser‟s decision as regards any goods

/deliverables post an inspection shall be final as it

places the Contractor in a very inequitable

position. As per RFP.

124 Payment 4.19.2

(1) All invoices and bills will be raised by the

Contractor as per the payment terms and will

become due for payment within thirty (30) days of

presentation.

(2) The Contractor to have the right to levy an

interest at the rate of 1.5 percent per month for

all payments due for more than thirty (30) days on

the invoice amount calculated from the date the

payment became due until the recovery is made

in full with interest.

(3) The Contractor to also have the right to

withhold provision of Services in case of non-

payment of invoices within 30 days of receipt of

invoice and any such withholding by the

Contractor shall not be treated as breach. As per RFP.

125 Liquidated damages 4.21

(1) Liquidated damages to be payable only if the

delay is solely attributable to the Contractor and

not attributable directly or indirectly to any Force

Majeure Event.

(2) The Liquidated Damages rate mentioned in

the tender document is excessive. Request LD to

be computed @0.5% of the total value of the

uncompleted portion of the work per week, subject

to a maximum of 5 % of the total fees payable for

the uncompleted portion of the work. As per RFP.

17



126 Termination by purchaser 4.22

(1) In sub-clause (c) and (d) of clause 4.22.2.1 request

that only in cases of proven corruption or fraudulent

conduct or misrepresentation or fraud on the part of the

Contractor the Purchaser to have the right to terminate.

Termination of the Contract to be the Purchaser‟s

exclusive remedy under this Contract in addition to other

remedies available at law.

(2) Request Clauses 4.22.2.4 and 4.22.2.6 as they

place the contractor in a very inequitable position.

(3) In sub-clause 4.22.2.2 (c) request that the

Purchaser have the right to terminate the contract only if

the Contractor commits a material breach of any of the

terms and such breach remains uncured in spite of the

Purchaser providing the Contractor with a reasonable

notice and a reasonable opportunity to cure the breach.

(4) In sub-clause 4.22.2.2 (d) if the Contractor does

not perform the services as per the technical proposal

mandate the Purchaser will give the Contractor a

reasonable opportunity and notice to make changes to

ensure that services are as per the Technical proposal.

If the Purchaser hires a third party to complete

Contractor uncompleted portion of the work then the

Purchaser will stand absolved as regards the payment

obligations for Contractor‟s uncompleted portion of the

work. Purchaser will hire any such third party at its own

risk and cost. For any work undertaken by such third

party the Contractor shall stand absolved of all

obligations.

(5) The Contractor to have the right to receive

payments for all services performed under the contract

till the effective date of the termination. As per RFP.

18



127 Patent rights, royalties and IPR 4.23 and 4.24

(1) Need to insert a clause to protect the

Contractor‟s pre-existing intellectual property

rights.

(2) Request inclusion of all standard exceptions

to Contractor‟s Third Party Intellectual Property

Rights Infringement Indemnity

(3) Purchaser to also provide the Contractor

with reciprocal Third Party Intellectual Property

Rights Infringement Indemnity in relation to

materials/data/information/software etc. shared

during performance under the contract.

(4) All third party software shall be governed by

relevant EULA conditions.

(5) Request insertion of all standard exceptions

to the obligation to maintain confidentiality.

(6) The confidentiality obligation to survive the

expiration or any earlier termination of this

Contract for a period of two (2) years thereafter. As per RFP.

128 Force Majeure 4.38

Contractor to have the right to receive all

payments for work performed under the Contract

irrespective of the occurrence of a Force Majeure

Event. As per RFP.

129 Go-live Acceptance Test 5.6.1

(1) Items reported as defects that are not

deviations from the immediate previous accepted

baseline will be reported again through fresh

Variance Request documents under the Variance

management procedure. Items reported through

the Variance management procedure will be dealt

with separately.

(2) All Acceptance Testing, Go-live testing and

Certification related costs to be borne by the

Purchaser. As per RFP.

19



130 Limitation of liabilities 5.17

Request that the only two exceptions to the

Limitation of Liability provision be gross

negligence and willful default. Hence request

deletion of the provision which stipulates that the

liability caps mentioned in the clause shall not

apply to the payment of Liquidated Damages by

the Contractor. As per RFP.

131 NA

Annexure 4:

Technical

Evaluation

Criteria for

Bidder

Since this is a implementation in India, we submit

for amendment of the word from " excluding " to "

including " Not agreed. As per RFP.

132

Third party Applications such as Connection

management, Billing management, Payments &

collection management, Geographical Information

System (GIS), Customer management, Network

Asset management, Network maintenance,

Automated Meter Reading (AMR) and Meter Data

Acquisition (MDA), Energy Audit, Network Analysis

to be integrated with SAP, if yes, should that be a

real time integration or batch mode integration?

Conceptualizing

, designing,

developing,

configuring and

testing of the

SAP Solution: &

6.8.5

NA

Real-time / batch-mode integration can be decided

during Business Solutions Design stage. In case

bidders have clear solution approach, they may be

awarded more marks.

133

Are we supposed to consider the IS-utility module

of SAP?

Supply of SAP

user licences

along with

RDBMS & 6.4.1 NA As per RFP.

134

If Enterprise support service application as

mentioned in page number 9 is not in scope for

SAP then do we need to integrate those

applications, what is the platform that they are built

on?

Existing IT

Applications &

1.4.1 NA

The RFP is self-explanatory. The applications and

services listed under this section contain those that

are either already deployed or are being deployed.

135 What is the number of users for BI/BW?

Supply of SAP

user licences

along with

RDBMS & 6.4.3 NA




reports.

20



136

How many years of data do you plan to migrate to

SAP from the legacy system, What is the size of

the legacy data base (Size of consumer base)?

Installation of

SAP including

data migration:

& 6.6.2 NA

A minimum of 5 years of data need to be migrated.

At present, APDCL has approximately 2.3 million

consumers

137

Will there be any POC as well for the selection

process of SI? if yes please share the scripts for

POC

Form: 11

Compliance

with the Scope

of Work NA Selection process is as per RFP.

138

Is there any third party application such as SCADA

or PLC device used for meter reading?

Existing IT

Applications &

1.4.1 NA

Concerned application systems are being

implemented under the ongoing R-APDRP at

APDCL

139

What will be the total number of batches for

Training & Change Management Strategy and

what will be the location ?

Designing and

conducting

training

programs and

change

management

workshops: &

6.7.1 and 6.7.5 NA

Bidders are advised to have a complete reading of

the RFP before submitting such queries. Please

refer to Clause 6.7 of the RFP.

140

For the ESS training of end users, will it be

centralized training or distributed across all the

locations?

Designing and

conducting

training

programs and

change

management

workshops: &

6.7.5 NA

ESS training shall be imparted across different

locations. Because of the larger number of

employees involved, APDCL would wish the Bidder

to conduct the training at field locations.

141

Will there be any certification level training for core

users of APDCL?

Designing and

conducting

training

programs and

change

management

workshops: &

6.7.1 and 6.7.5 NA No.

142

Is BO in scope of work if yes, what is the total

number of dashboards to be factored in scope? as

the FRS talks of HR Dashboard

Supply of SAP

user licences

along with

RDBMS & 6.4.1 NA




reports.

21



143 Who is implementing R-APDRP in Assam?

Existing IT

Applications &

1.4.1 NA Tata Consultancy Services Limited

144 Does that include Billing, Device management?

Existing IT

Applications &

1.4.1 NA Yes.

145 Is SAP (SAP ISU) in scope of module?

Supply of SAP

user licences

along with

RDBMS & 6.4.1 NA SAP ISU is already being mplemented!

146 What is the timelines for R-APDRP project?

Existing IT

Applications &

1.4.1 NA

Most of the modules being implemented under R-

APDRP, including MBC, shall be rolled out between

June and December 2013

147

If there is a dependency with R-APDRP project

who will take the ownership of timelines?

Existing IT

Applications &

1.4.1 NA

At the onset of the ERP implementation project, all

such issues shall be discussed and decided, with the

involvement of all stakeholders concerned.

148

How do we handle attrition and other personal

challenges faced by Key Resources?

Contractor staff

for SAP solution

implementation

& 5.3 NA



refer to the Note under Form 6 - Key Resources

Proposed, at Page 96 of the RFP.

149

BSDS (Business Solution Design Simulation) –

Same as BBP?

Version of SAP

& 5.9 NA Yes.

150

Data cleansing cannot be taken care by Wipro and

has to be handled by APDCL as we do not know

your data

Installation of

SAP including

data migration &

6.6.2 and 6.6.3 NA As per RFP.

151

Do you expect OEM training as you have

mentioned “experts from SAP shall participate in

the training program as trainers”

Designing and

conducting

training

programs and

change

management

workshops &

6.7.4 NA Yes.

22



152 Are you expecting SAP to audit?

Audit and

Quality Control

Services: &

6.8.8 NA Yes.

153

The Contractor will clean the data entered by them

from the register after validation by APDCL – How

can the contractor validate? Form 11 NA The clause says "validation by APDCL".

154 Is APDCL open for Offshoring of work?

Annual

Maintenance

Support (AMS):

& 6.10.2 NA As per RFP.

155

Does APDCL have their own PF Trust or is it of

the government?

Supply of SAP

user licences

along with

RDBMS & 6.4 NA Of the Government.

156

Who will be responsible for setting up Data Center

/ Customer Call center?

Existing IT

Applications &

1.4.1 NA As per RFP.

157

What 3rd party interfaces would be required to

implement the solution (In case of Smart metering

– AMR/SCADA/GIS/Payment Gateway/ GSM or

GPRS interfacing for hand held devices etc.)? .

License procurement for 3rd party interfaces will

be done by whom?

Conceptualizing

, designing,

developing,

configuring and

testing of the

SAP Solution: &

6.8.5

NA

In case such applications (Payment gateway/ SMS

gateway etc.) are agreed upon during the BBP

phase, APDCL will procure licenses.

158

SAP ECC 6 licenses to be procured for R/3

modules (FICO, MM, HRM, CRM, PM, PS), ISU

Modules and Energy Data Management (EDM)?

Supply of SAP

user licences

along with

RDBMS & 6.4 NA


the RFP before submitting such queries. As per

RFP.

159

What would be Trainee‟s qualification….Officers

or Junior people? They should be computer

literate? Otherwise, getting 80% is difficult in

government organization.

End User

Training: & 6.7.5

and SAP

Solution

Overview

Training: & 6.7.2 NA As per RFP.

160

Will Consultant get PC for

Configuration/development of SAP system?

Installation of

SAP including

data migration &

6.6 NA



refer to Clause 6.8.7 of the RFP.

23



161

APDCL expecting SAP to Audit? If yes, No. of

days of review in each milestone (Business

Blueprinting, UAT, and post-implementation

stages) to be specified? Normally it is 2-3 days of

review each module (for each milestone)? During

post implementation phase, when APDCL is

expecting such reviews by SAP?

Audit and

Quality Control

Services: &

6.8.8 NA Bidders to propose.

162

The details/High Level scope documents for R-

APDRP to be provided. What are the timelines for

R-APDRP? Is R-APDRP operates on Central data

base or 72 locations has independent system? Do

we have to build single interface from R-APDRP

Central database or independently from 72

locations? APDCL should consider interface

complete even-if R-APDRP implementation (on-

going project) is delayed i.e. Contractor will prove

interface working in already implemented locations

(out of 72).

Existing IT

Applications &

1.4.1 NA

As per RFP. Bidders are also advised to read the

Government of India specifications on R-APDRP

(available at www.apdrp.gov.in)

163

If any activity/item mentioned in the Schedule of

Charges is not being completed / supplied by the

Bidder or is dropped by APDCL from the original

Scope of Work subsequent to award of Contract,

In above case, how the cost of the activity will be

calculated for deduction?

Form: 8

Schedule of

Charges NA Please refer to Clause 5.4 of the RFP.

164

The R-APDRP implementation covers below two

systems or they are different system, Energy

billing application, & Spot billing system.

Existing IT

Applications &

1.4.1 NA

The R-APDRP replaces both the mentioned

applications at 72 locations

165

In case contract gets terminated, software licenses

cost has to be paid by the APDCL.

Termination of

Contract & 4.22 NA As per RFP.

166

Software licenses payment should be upon

delivery of Software licenses.

Schedule of

Payments NA Agreed.

167

Is Document Management System in scope, if Yes

then what is the solution is it SAP or Non SAP?

Form 11 :

Compliance

with the Scope

of Work NA Yes. SAP.

24



168 Is Data Digitization in scope?

Data collection,

data

preparation,

data cleansing,

data entry and

data migration

(including

master &

transaction

data) NA Yes.

169

APDCL expects that the prototype validation will

go through multiple iterations (often referred to as

Solution Design Simulation sessions). Changes to

the solution must be presented to the users in next

round of SDS. This will be an iterative process till

the SDS is signed-off as acceptable by PMU. This

will have an impact on the project timelines

Form: 11

Compliance

with the Scope

of Work NA Agreed.

170

We understand that SAP ATS will be for 5 years

from the date of supply of licenses and AMS will

be for 4 years from the date of first Go-live of SAP

Solution. - Please confirm if our understanding is

correct

6.1

NA Yes.

171

We request APDCL to provide a function-wise and

site-wise breakup of the 850 users

6.4.3

NA

Site wise requirements will be finalised during the

BBP finalisation. We do not want any restrictions on

function-wise usage.

172

In line with Techno Commercial evaluation done

by several PSUs/ Government Bodies - we would

request APDCL to give 70 to 80% weightage to

Technical Criteria and to suitably modify the ratios

for calculating the Final Score

Point (iv) of

3.19.3.1 (C)

APDCL to give 70 to 80% weightage to Technical

Criteria and to suitably modify the ratios for

calculating the Final Score

As per RFP. Please note that the R-APDRP, a

program by the GoI, is decided on 50:50 ratio.

25



173

The functional scope is mentioned differently in

the referenced sections. Would request APDCL to

clarify the same.

We understand that the functional scope would be

FI / CO (including AM), HR (including Payroll,

Employee Services and Portal), MM (Procurement

and Materials). - Please clarify if the

understanding is correct

Sec 1.3.1 &

Sec 6.4.1

NA

The functional scope would be:

a)Finance Accounting & Controlling (including asset

management);

b) Human Resource Management & General

Administration (including Payroll, Employee Services

and Portal); and

c) Procurement & Materials Management

Please refer the Functional Requirement

Specification (FRS) for coverage.

174

Delivery of SAP Licenses and SAP OEM ATS

being a part of the bid

Since there is no value addition on SAP Licenses

from the bidder, it is suggested that APDCL

directly contracts with SAP for the OEM Licenses

and Support. This will also ensure that APDCL

does not pay more.

Alternatively, it is suggested that the Price of this is

kept outside the TCO Price Evaluation.

General

NA

As per RFP.

175

In view of the complexity of the tender

requirements, we request you to grant at least 5

weeks from the date of receipt of Pre Bid

Clarification / Date of notification of Corrigendum.

We request you to extend the bid submission date

till 7th November 2012.

Annexure: 2 Bid

Datasheet

Extend the bid submission date till 7th November

2012 Not agreed.

176

It is requested that the cutoff date for these

references be changed from 5 years to 10 years

as clients have been implementing SAP ERP

since a long time and it will not be possible to

capture these references if the window is so short.

Annexure: 4

Technical

Evaluation

Criteria for

Bidder –

Clauses 1, 2, 3,

4

It is therefore requested that these clauses are

changed to as - “ ….. in last 10 year period

(period ending up to bid submission date)”

As per RFP.

177

It is requested that the cutoff date for these

references be changed from 5 years to 10 years

as clients have been implementing SAP ERP

since a long time and it will not be possible to

capture these references if the window is so short.

Annexure: 3 Pre-

qualification

Criteria for

Bidders–

Clauses 1, 2, 3It is therefore requested that these clauses are

changed to as - “ ….. in last 10 year period

(period ending up to bid submission date)”

As per RFP.

26



178

For most of our international customers – we are

prevented from sharing confidential documents

like Work Order / Purchase Order / Completion

Certificate etc. and we would like APDCL to allow

Self Certification in such cases.

Note below

Annexure: 4With regards to the bidder‟s international

customers only, the bidder may submit an

undertaking stating the details of their experience

for their international customers on Bidder‟s

Letterhead duly certified by Company Secretary of

the Bidder‟s organization

As per RFP. Please submit REDACTED documents

after due masking of confidential portions of the text.

179

The following change is requested

“25% of Annual AMS price quoted in Form: 8 for a

given year will be paid* at the beginning of each

quarter of support”

Form: 9

Schedule of

Payments - 12.

Annual

Maintenance

Support (AMS)

25% of Annual AMS price quoted in Form: 8 for a

given year will be paid at the beginning of each

quarter of support Not agreed. As per RFP.

180

The following change is requested

“The Project Manager …. within thirty (30)

calendar days from the date of receipt of the bill by

the … Purchaser of the Facilities or any part(s)

thereof.”

4.19.2 The following change is requested

“The Project Manager …. within thirty (30)

calendar days from the date of receipt of the bill

by the … Purchaser of the Facilities or any part(s)

thereof.”

As per RFP.

27



181

As the success of an ERP implementation

depends as much on the involvement of the

customer and other dependencies like site

situations, infrastructure vendor etc, such penalty

clauses cannot be accepted in the current form as

specified in the tender. The following changes are

therefore requested

5.15: Penalties

5.51 (a)

“APDCL shall be entitled to claim liquidated damages

only for critical delays by the Bidder/Contractor which

have been identified separately under this Contract

Agreement. The Bidder / Contractor will be liable to pay

liquidated damages for the failure to complete the works

within the time specified in the Contract Agreement or

any extension thereof: APDCL‟s sole and exclusive

remedy for all delays shall be by way of payment of

liquidated damages at the rate of 0.5% (half percent) of

the „Group-B: Prices for Implementation Services‟ for

each calendar week of delay or part thereof which will

elapse between the schedule time for completion and

actual time for completion. The total recovery against

liquidated damage shall not exceed cumulative amount

of 5% (five percent) of the „Group-B: Prices for

Implementation Services‟. In such cases, Purchaser

reserves right to terminate the Contract if amount of

liquidated damages exceed this limit, provided that such

exceeded limit amount to material breach of the

Contract. APDCL will adjust such liquidated damage

amount while making the payment to the Contractor.

However, liquidated damages will not be levied if the

reason for delay is not solely attributable to the

Contractor.”

5.15.1 (b) Since APDCL will Go Live only after APDCL

performs and signs off the User Acceptance Test (UAT)

– there cannot be a failure which can be accountable to

the implementer and hence this clause is requested to

be removed from the RFP

5.15.1 (c) It is to the implementer‟s interest that activities

related to hardware and network is completed in time

like Requirement Finalisation, Tendering, Procurement, Not agreed.

182

These Performance Parameters cannot be

imposed on the SAP implementer as these are

dependent on the hardware and network vendor

and bandwidth provider which are beyond the

control of the SAP Implementer and is thus

requested to be dropped from the Implementation

RFP

Annexure: 5

Standards of

Performance

NA

Not Agreed. The performance parameters are the

minimum requirements for APDCL & the IP should

accept that they will not be allowed to escape

performance issues at later date by blaming the

hardware vendor.

Annexure: 5 must be read alongwith Clause 5.7

28



183

We would request this in-eligibility clause to be

extended to organisations blacklisted by Central

Government / State Government / PSU /

Government Bodies

3.3.2In-eligibility clause to be extended to organisations

blacklisted by Central Government / State

Government / PSU / Government Bodies Not Agreed

184

Validity of bids 3.8.1 We would request for the following change

“Bids submitted by Bidders shall remain valid for

acceptance for ninety (90) calendar days from the

next day of the ….” Not Agreed

185

Data collection, data preparation, data cleansing,

data entry and data migration is the responsibility

of APDCL as APDCL is the owner of the data and

the implementer cannot be made responsible for

the data quality. The implementer can supply the

format in which the data is required and provide

scripts for uploading. However the actual work of

data transfer from legacy manual systems or

legacy electronic data has to be executed by

APDCl.

It is thus requested that the clause be modified

suitably.

6.6.2

NA

Not Agreed. APDCL role is limited to data validation.

APDCL will also endeavour to establish institutional

mechanisms to facilitate the data collection, data

preparation, data cleansing, data entry and data

migration by the successful bidder. The

Implementation Partner must understand this is

critical for the project success

186

This being a Fixed Price Contract and not Time &

Material, the implementer will deploy the required

professionals to complete the stated scope of

work.

This clause is therefore requested to be dropped.

4.30.1 Removal of clause

Not Agreed. Refer Clause 4.30.1 amd 4.30.2 for

clarity

29



187

We would like to point out the following

√ UAT is carried out by core team of the client and

not by the implementer. The role of implementer is

limited to providing necessary support to client

during UAT.

√ UAT Support is provided by the implementer

who supervises and facilitates the UAT in the

following manner - Client Core Team runs test

cases in the system and reports any issues faced

to Implementation Team. The Implementation

Team resolves the issues and offers the repaired

solution to Customer for re-testing.

√ Also, UAT is performed in QA server and not in

production environment

We would request the clause to be modified

accordingly5.5.1 Not agreed. As per RFP.

188

We would like to point out the following

√ After UAT, there is no Go Live Testing in

production environment. Upon cut off, live

transactions would be posted and the System

would be considered Live, and the system goes

into AMS

√ Go Live is an activity carried out by the client

and supported by the implementer

We would request the clause to be modified

accordingly 5.6.1 Not agreed. As per RFP.

189

We would like to point out that the performance of

the Live System is dependant on the hardware,

network and bandwidth and the SAP implementer

cannot guarantee results of performance testing,

as these are beyond the control of the SAP

Implementer

It is thus requested that Stabilization Test is

dropped from the scope of the SAP Implementer

5.7


30



190

The SAP version should be frozen before the start

of the engagement and there would be no change

in SAP version during implementation / roll-out.

Any upgrade should be treated as a separate

exercise

We would request this clause to be dropped from

the RFP as it is not possible to estimate such

activities at the bidding stage.

5.9


191

We would request this clause to be modified as

below

The consultants deputed by the implementer

would be equipped with Laptops. Any other

infrastructure & facilities would be provided by

APDCL at no additional cost to the implementer

5.13.4


192

This would not be feasible as the SAP

Implementer does not have any role to play on the

quality of people who would made available as

end users

6.7.10Not agreed. Capacity building of APDCL staff and

Change Management is critical to the success and

sustainability of the project and the Implementation

Partner to give due importance to the same.

193

This being a Fixed Price Contract and not Time &

Material- we would request that this table be

dropped from the required forms.

Instead the bidders may be asked to submit a

Work Plan detailing the activities which would be

performed during the Pilot and Rollouts

Form: 7 Project

Plan &

Resource

Deployment

Schedule

Removal of Form

Not agreed. As per RFP. This will be used to judge

the quality of approach & methodology & marks

awarded. It will also be used to verify the resourcing

during implementation.

31



194

Request for change in Pre-qualification criteria Annexure: 3,

Sl No 1a) Request to add Generation in this clause as

follows:


Primary Contractor in electricity generation/

transmission / distribution sector.

b) Request to consider Projects from last seven

years (instead of five years) as follows:




(02)organizations in last seven years (period

ending up to bid submission date).

C) Request to remove Asset Management

mentioned with Financial Management as follows:


(ii) Financial Management



and Portal)

Not agreed. As per RFP

32



195

Request for change in Pre-qualification criteria Annexure: 3,

Sl No 3 a) Request to add „Government‟ in this clause as

follows:

SAP implementation experience in Government/

Public sector in India as Primary Contractor.

b) Request to :

• add „Government‟

• 100 transactional users (instead of 200

transactional users)

• consiider projects in last seven years (instead of

last five years)

in this clause as follows:

The Bidder must have implemented or must be

implementing SAP Solution in at least one

Government/PSU in India having 100

transactional users in last seven years (period

ending up to bid submission date) Not agreed. As per RFP

196

Request for change in Technical Evaluation

criteria

Annexure 4, SI

No. 1 a) Request to :

• use „ERP‟ instead of SAP

• add Generation

• consider projects in last 7 years (instead of 5

years)

as follows:

Full Cycle Implementation of ERP in at least two


electricity Generation/ transmission / distribution

sector, in any part of the world (excluding India),

of client having a turnover of USD 150 Million or

more per annum, in last 7 year period (period

ending up to bid submission date)

b) Request to reduce the Maximum marks to 5

marks instead of 10 marks.

(Please add these marks in Annexure 4, SI No. 7-

(c) Presentation on A&M for implementation and

support) Not agreed. As per RFP

33



197


criteria

Annexure 4,

SI No. 2

Request to :

• use ERP instead of SAP

• add Generation

• consider projects in last 7 years (Instead of 5

years)

as follows:

Full Cycle Implementation of ERP in at least two


electricity generation/ transmission / distribution

sector, in India, of client having a turnover of INR

750 Crores or more per annum, in last 7 year

period(period ending up to bid submission date) Not agreed. As per RFP

198


criteria

Annexure 4, SI

No. 3Request to consider projects in last 7 years

instead of 5 years in this clause as follows:

Full Cycle Implementation of SAP with a client

having turnover of INR 1000 Crore or more

(across at least two (02) functional modules of

SAP requested by the Purchaser under this RFP)

in last 7 year period(period ending up to bid

submission date) Not agreed. As per RFP

34



199


criteria

Annexure 4, SI

No. 4

a) Request to

• add Government

• consider 100 transactional users instead of 200

transactional users

• consider projects in last seven years (instead of

last five years)

as follows:

Full Cycle Implementation of SAP in Government/

PSUs in India with 100 or more transactional

users (across at least two functional modules of

SAP requested by the Purchaser under this RFP),

in last 7 year period(period ending up to bid

submission date)

b) Request to award:

• 2 marks (instead of 1 mark) for each completed

project

• 1 mark (instead of 0.5 marks) for each ongoing

project

as follows:

2 marks for each completed project beyond the

minimum requirements cited under

prequalification criteria

For ongoing projects, 1 mark will be assigned for

each ongoing project, subject to submission of

valid Work Order / Purchase Order. (Refer note

below) Not agreed. As per RFP

200


criteria

Annexure 4, SI

No. 7 (c) Request to award 15 maximum marks (instead of

10 marks) for Presentation on A&M for

implementation and support.

(To accommodate the reduction of 5 marks in

Annexure 4, SI No. 1.) Not agreed. As per RFP

35



201

Ability to define and communicate with

representation of Unions and Associations, depth

description and clarification required on this.

F/HRM/HRP/00

8

NA

Employee Unions and Associations are vital

interfaces for interaction between Management and

Employees. ERP system should have provision for

communicating key decisions and circulars of

management to the unions and associations

202

Is Implementation of Roster Management in

Scope?

F/HRM/EM/007

NA Yes

203

APDCL to provide details on how much is the data

size for the data available in manual registers?

Please specify the number of documents in hard

format to be digitized as part of data migration

phase and how many years of data to be

migrated?

6.6.3

NA






digital format. The exact requirement will be finalized

with the successful bidder during the Business

Solution Design phase. For bidding purpose, the

Bidder may assume the number of manual records

to be 100000. However, payment for data entry and


records.

204

APDCL to provide details on how much is the data

size for the data available in legacy systems? Also

specify the format of legacy data (.xls, .csv, .doc,

.pdf)

6.6.3

NA As above

205APDCL to provide details of space to be provided

for Training requirements?

6.7NA

Details can be discussed and finalized after award of

contract.

206

Can APDCL Core team members provide training

to End users through train the trainer approach?

6.7.4

NA

RFP is self-explanatory. Bidders to propose

appropriate strategies for training & change

management

207

End User Training: This training shall be provided

to APDCL‟s end users [Approx. Participants: 850,

Location: All locations as mentioned under

Annexure: 1. Can the Contractor provide End user

training at location Guwahati?

6.7.5

NA

RFP is self-explanatory. Bidders to propose

appropriate strategies for training & change

management

36



208

We understand that Pilot phase of 18 months will

have 3 months of post go-live support and Rollout

phase of 6 months will have 6 months of post go

live support. Please specify the starting point of

AMC phase. Will AMC start separately for Pilot

phase after 3 months of post go live support?

6.10.2

NA

AMC phase will commence post go live of ERP in

APDCL

209List down the historical data ( Type of data) to be

maintained for Employees

F/HRM/EM/024NA Requirement is self-explanatory

210

Is DMS in scope? F/HRM/EM/043

&

F/HRM/EM/045NA Yes.

211

Implementation of E-recruitment of SAP is in

scope /out of scope for this implementation.

F/HRM/ESS/MP

RS/002NA

The requirement is internal to APDCL. Employees

should be able to view vacancies in APDCL

212

Clarification required on "Ability to view PF

accumulation"

F/HRM/ESS/CB

/014NA

The employee must be able to view their PF balance

at regular intervals. The priority for this requirement

is "Essential".

213

Clarification required on "The system may provide

for interface to interact/migrate with data available

in the existing system to the proposed ERP"

F/HRM/PRL/008

NA Requirement is self-explanatory

214List formats for "Ability to convert the payroll to an

excel or other software formats"

F/HRM/PRL/050NA Excel, PDF, Word, CVL

215

Clarification required on "Ability to support

calculation of periodic interest and crediting the

amount to the accounts"

F/HRM/PRL/PF

TB/002NA This refers to interest on PF

216If Pension Processing is in scope? F/HRM/PRL/PE

N/003 NA Requirement is self-explanatory

217

Clarification required on "Ability to Generate all

types of MIS reports as per request of Bank (like

PF ledger, PF loan ledger, Pension rule, PF rule,

Gratuity rule (online) etc.)"

F/HRM/PRL/PF

TB/005

NA

Bank request certain reports with respect to terminal

benefits. The system must have capability to adhere

to the requirements

218List down the multiple pension schemes F/HRM/PRL/PE

N/001 NA

Apart from the traditional pension scheme, APDCL

also has New Pension Scheme

219How pension is paid ( Frequency) F/HRM/PRL/PE

N/004 NA Monthly

220Maintain of Employee pension fund is in scope? F/HRM/PRL/PE


37



221

Clarification required "Ability to maintain parallel

database of all employee ID of LICI for group

insurance"

F/HRM/PRL/PE

N/021NA

Requirement is self-explanatory. Database is to be

maintained for keeping record for group insurance

222List down the benefits to be integrated with

compensation and Payroll

F/HRM/ESC/TR


223

Ability to upload external brochures or training

programme received from external institutes?

Explanation required on this.

F/HRM /TD/032


224

Clarification required on "Ability to raise requests

for guest house booking for guests & other field

employees nominated for training (Integrate with

ESS & Guest House Module)"

F/HRM /TD/039

NA Requirement is self-explanatory. Refer page 98

225

Clarification required "Ability to view status of

requests for guest house booking for guests &

other field employees nominated for training

(Integrate with ESS)"

F/HRM /TD/040


226Clarification required on Accident Management F/HRM /CB/013


227Clarification required "Facility to design tests to be

conducted in written or online modes"

F/HRM

/STF/SEL/001 NA Requirement is self-explanatory

228Are lawyers and arbitrators are considered as

employees or vendors?

F/HRM /LEG

/001 NA

They are considered as vendors and are

empanelled

229Clarification required on" Facility to maintain legal

opinions given by different legal"

F/HRM /LEG

/010 NA

Provision for maintaining legal opinions and records

must be available

230

Clarification required "Ability to automate booking

of conference room, seminar halls (no. 1&2) and

auditorium"

F/HRM

/ADM/MISC/001NA Requirement is self-explanatory

231

Clarification required "Ability to automate Guest

House booking"

F/HRM

/ADM/MISC/009NA Requirement is self-explanatory

232

Clarification required "Ability to provide reports on

different administrative matters including

Accommodation/House Rent/ Taxes/Land matters,

Vehicle/excess fuel consumption,

Telephone/Leased Line/Cash Track Machine etc."

R/HRM

/ADM/MISC/005


38



233

Please explain the role of PwC in the given

project.

General

NA Refer clause 1.3.4

234

Which of the legacy systems will be sunset

(discontinued)? Are the respective stakeholders

been informed about the same? Are they ready for

the change?

General

NA

Refer clause 1.2.1. Implementation partner must

play a key role in Training and Change Management

235

What is the level of current documentation/system

readiness for migrating to SAP for given scope?

General

NA It is challenging!!!

236

We assume entire implementation (pilot +rollout)

will be carried out from one place i.e. Guwahati -

please confirm.

General

NA Bidders to propose

237

What infrastructure will be provided by APDCL

(e.g. Servers, printers, projectors, LAN/WAN,

internet etc.)?

General

NA Please refer to RFP

238

Which interfaces (with other systems, SAP/non-

SAP) are envisaged as part of the scope? What

touch-points are expected with R-APDRP program

(implemented/ongoing)?

General

NA Please refer to RFP

239

How big would be the core team, end-used/power

user team? What locations? General NA

Please refer to RFP. Regarding Training & Change

Management workshops, Bidders to propose

suitable methodology

240

What is the exact scope of DR expected? Only

strategy or providing infrastructure,

implementation? General NA Refer clause 1.3.2 (a)

241

18+6+3 = 27 Mths is the expected implementation

period including stabilization - please confirm General NA

Implementation Period is 18+6 = 24 months.

Stabilization Period shall mean successful running of

the full SAP Solution for at least three consecutive

calendar months from the last Go-live date.

242

How many physical locations to be covered for

end user training in Pilot and Rollouts? General NA

Please refer to RFP for locations. Bidders to frame

appropriate startegies for Training & Change

Management workshops

39



243

What is the volume of the data expected to be

migrated from legacy/old system (function-wise)? General NA






digital format.







records.

244

RFP indicates that data extraction & collection to

be done by contractor, however as the data

currently resides in legacy system, owned by

APDCL, we propose this activity to be owned by

APDCL and contractor shall support. Please

confirm. General NA

Not Agreed. APDCL role is limited to data validation.

APDCL will also endeavour to establish institutional

mechanisms to facilitate the data collection, data

preparation, data cleansing, data entry and data

migration by the successful bidder. The

Implementation Partner must understand this is

critical for the project success

245

Min 4 dedicated skilled resources for help desk

and min 2 Resources (min) for technical support

are expected at onsite at Guwahati bet 10 am until

8 am for 4 yrs. of support - kindly confirm. General NA Please refer to RFP

246

What is the expected level of travelling during the

project (from locations to locations within Assam) General NA

Bidders to propose strategies for implementation

and training

247

Are Consortium/Joint Venture/Sub-Contracting

allowed? General NA Refer clause 3.3.4 and 3.14 of RFP

248 Can we get the copy of current system landscape? General NA No

249

Which areas (business functions, geographies,

levels etc.) are expected as “Weak" from change

management perspective? General NA

Successful bidder to make assessment before

preparing the Training & Change Management

Strategy

250

We propose" Train-the-trainer" model for

conducting training to end-users - kindly confirm General NA Bidders to propose suitable methodology

40



251

What is the completion criterion for stabilization

phase? General NA Please refer to RFP

252

Does APDCL envisage deployment of any Third

Party bolt on applications? General NA

Please refer to Functional Requirement

Specifications (FRS)

253

As scope envisages only SAP FICO, MM,

HCM/Payroll and BW, we assume no integration

with other SAP modules/process areas and hence

are not considering any resourcing/efforts to that

extent (e.g. SAP PP, SD, PM etc.)- Kindly validate

the same. General NA

Please refer to RFP. The RFP is clear on the

resource requirments sought from the

implementation partner.

254

What is the reporting requirement? (RICEFW -

wise)? Kindly distribute them into high/medium/low

from criticality perspective. General NA

Please refer to Functional Requirement

Specifications (FRS)

255

Does APDCL expect a dashboard to be

developed? Is BO/Xcelcius implementation in

scope? General NA Yes. Dashboard in BO is part of scope.

256 Is SAP DMS in scope? General NA DMS may b used a part of workflow.

257

Is Travel Management in scope? If yes, please

provide details. General NA Please read functional requirements fo details

258

Is there any workflow and approval process for

enrolling learning programs? General NA Approval will be required in such processes

259

Is MSS in scope? As this application requires

separate SAP licenses and additional efforts of IP. General NA Yes. It is expected as part of approval hirarchy

260

Is e-recruitment in scope? As this application

requires separate SAP licenses and additional

efforts of IP. General NA No

261

Is SAP SRM/PPS in scope as functionality like

Auction/Tendering process required to be handled

by SRM? General NA Yes.

262

Is Quality Management module in scope? It is

required to capture Inspection requirements? General NA No.

263

Is there any existing report repository/DW system

available- please share? General NA No

264 Is Data archival in scope? General NA Yes.

265

How many employees are under the scope for

Data Maintenance.( Regular, Retired and

Contractors) General NA Please refer to the RFP

41



266

How many employees are under the scope for

Payroll .( Regular and Contractors) General NA Please refer to the RFP

267

The number of years( Historical Data) to

considered during data migration General NA The approximate records is mentioned above

268

States other than Assam where Payroll for

employees is run General NA No

269 Frequency of Payroll ( Monthly) General NA Monthly

270

We understand data in SAP would be keyed in

and viewed in English language only. Also all the

reports, forms would also be printed only in

English language only General NA Yes

271

APDCL to provide details about existing Legacy

Systems which are to be integrated with the

proposed ERP? General NA As per RFP.

272

Pre-billing component (i.e. before billing to

distribution customer) like Security Deposit,

Application fees, Demand Note, etc. distribution

customer wise accounting is carried out in Spot

Billing system, when( Frequency: daily, monthly,

Quarterly, yearly etc.) and what are the component

of pre-billing revenue which are required to be

uploaded in SAP R/3 FI-GL ? General NA Please refer FRS in the RFP

273

What is the frequency and type of accounting

required for doubtful debt and write off

requirement, if any? General NA

Accounting manual is presently under

prepation/revision. The implementation partner shall

be communicated in due course.

274

When (Frequency: daily, monthly, Quarterly, yearly

etc.) and what are the components of distribution

customer billed revenue which needs to be upload

in SAP FI-GL? General NA Consolidated on monthly basis

275

Do you require billed quantity from billing system

to SAP R/3 system? General NA No. Billed quantity need not be updated.

276

Do you require billed quantity for Profitability

analysis? General NA No. Billed quantity need not be updated.

42



277

Pre-qualification criteria - Global Full Cycle

Implementation Experience as Primary Contractor

in electricity transmission / distribution sector : The

Bidder must have implementation experience of

implementing SAP solution in at least two (02) of

following modules together in at least two



. Procurement & Materials Management,

. Financial Management (incl. Asset Management)

. Human Resource Management & General


and Portal)

Annexure 3 -

Prequalification

criteria Removal of this clause Not agreed.

278



electricity transmission / distribution sector, in any

part of the world (excluding India), of client having

a turnover of USD 150 Million or more per annum,

in last 5 year period (period ending up to bid

submission date)

Aannexure 4 -

Technical

evaluation

criteria Not agreed.

43

Corrigendum: RFP Identification No. CGM… · Corrigendum: RFP Identification No....

Documents

Transcript of Corrigendum: RFP Identification No. CGM… · Corrigendum: RFP Identification No....