Nit 391 Ninl Erp Tenderdoc

Neelachal Ispat Nigam Limited

Request for Proposal

For Delivery, Configuration, Installation, Implementation of

Enterprise Resource Planning (ERP) Solution at NINL NIT No. : NINL/CM/SSS/PRJ/ERP/NIT‐391 Dt.02.08.2013

Due Date of Submission of Tender : 26.08.2013 By 15.00 Hrs.

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____________________________________________________________________________________ ERP Implementation at NINL of 405

Tender Document

Table of Contents

1 Background Note & Invitation for Bidding ............................................................................................ 6

1.1 Background Note .......................................................................................................................... 6

1.2 Invitation for Bidding .................................................................................................................. 11

1.3 Salient Features of the Bid .......................................................................................................... 15

2 Section I: Scope of Work ..................................................................................................................... 16

2.1 General Scope ............................................................................................................................. 16

2.2 Detailed Scope ............................................................................................................................ 20

2.3 Locational and Departmental Scope ........................................................................................... 47

2.4 Functional Scope ......................................................................................................................... 48

2.5 Technical Scope ........................................................................................................................... 48

2.6 Documentation Scope ................................................................................................................. 49

3 Section II: Bidding Procedure & Instructions to Bidders ..................................................................... 62

3.1 General Instructions .................................................................................................................... 62

3.2 Contents of the Bid ..................................................................................................................... 68

3.3 Format of the Bid ........................................................................................................................ 71

3.4 Submission of Bid ........................................................................................................................ 74

3.5 Modification & Withdrawal of Bids ............................................................................................ 74

3.6 Bidder Pre‐Qualification Criteria ................................................................................................. 75

3.7 Clarification of Bid Documents and Bidders (Pre‐Bid) Conference ............................................. 82

3.8 Conflict of Interest ...................................................................................................................... 82

3.9 General ........................................................................................................................................ 83

4 Section III: Evaluation of Bids / Award of Contract ............................................................................. 84

4.1 Opening of Bids ........................................................................................................................... 84

4.2 Arithmetical Discrepancy in Price Schedule ................................................................................ 86

4.3 Evaluation and Comparison of Bids ............................................................................................ 86

4.4 Contacting the Purchaser ............................................................................................................ 91

4.5 Purchaser’s Right to Accept or Reject any or all Bids ................................................................. 91

4.6 Price Negotiation and Notification of Award .............................................................................. 91

4.7 Signing of Contract ...................................................................................................................... 92

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5 Section IV: General Conditions of Contract ........................................................................................ 94

5.1 Definitions ................................................................................................................................... 94

5.2 Interpretation ............................................................................................................................ 102

5.3 Assignment and Subcontracting ............................................................................................... 103

5.4 Indemnity .................................................................................................................................. 104

5.5 Patent Infringement .................................................................................................................. 104

5.6 Termination of the Contract ..................................................................................................... 105

5.7 Force Majeure ........................................................................................................................... 109

5.8 Settlement of Disputes ............................................................................................................. 110

5.9 Access to and Possession of Site ............................................................................................... 111

5.10 Packing, Protective Painting and Marking ................................................................................ 112

5.11 Environmental Clause ............................................................................................................... 113

5.12 Limitation of Liabilities .............................................................................................................. 114

5.13 Security Deposit / Performance Bank Guarantee ..................................................................... 115

6 Section V: Special Conditions of Contract ......................................................................................... 117

6.1 to 6.4 Preface to Special Conditions. .............................................................................................. 117

6.5 Credentials of Consortium for ERP Solution: ............................................................................ 118

6.6 Scope of Contract ...................................................................................................................... 118

6.7 Contract Documents ................................................................................................................. 118

6.8 Commencement Time and Time Delays ................................................................................... 119

6.9 Role of Consortium ................................................................................................................... 119

6.10 Role of NINL .............................................................................................................................. 121

6.11 Supply of Product & Hardware, Network Hardware & Services, Implementation, Go‐Live and

Stabilization ........................................................................................................................................... 121

6.12 Project Plan ............................................................................................................................... 124

6.13 Design and Development .......................................................................................................... 125

6.14 Product Upgrades ..................................................................................................................... 126

6.15 Inspection and Tests ................................................................................................................. 127

6.16 Acceptance Tests ...................................................................................................................... 128

6.17 Go‐Live and Stabilization ........................................................................................................... 131

6.18 Defect Liability .......................................................................................................................... 132

6.19 Penalty/Performance Guarantee (Warranty)/ Annual Maintenance Contract ........................ 133

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6.20 Governing Law .......................................................................................................................... 144

6.21 General ...................................................................................................................................... 145

6.22 Insurance ................................................................................................................................... 145

6.23 Bidder to Obtain his own Information ...................................................................................... 147

6.24 Security Deposit (PG Bond) ....................................................................................................... 148

6.25 Forfeiture Of Security Deposit ( PG Bond ) ............................................................................... 149

6.26 Time of Performance ................................................................................................................ 151

6.27 Extension of Time ...................................................................................................................... 151

6.28 Prices ......................................................................................................................................... 151

6.29 Taxes & Duties........................................................................................................................... 155

6.30 Deduction of Taxes at Source ................................................................................................... 157

6.31 Liquidated Damages .................................................................................................................. 157

6.32 Ownership of Documents and Copy Rights .............................................................................. 158

6.33 Transfer of Ownership .............................................................................................................. 158

6.34 Billing and Payment Terms ....................................................................................................... 159

6.35 Waiver ....................................................................................................................................... 163

6.36 Members of the Purchaser not Individually Liable ................................................................... 164

6.37 Workplace/Facilities for Consortium’s Site Office .................................................................... 164

6.38 Residential Accommodation ..................................................................................................... 164

6.39 Transportation .......................................................................................................................... 165

6.40 Consortium’s Staff and their Conduct ....................................................................................... 165

6.41 Security, Statutory and Safety Regulations ............................................................................... 166

6.42 Employees Provident Funds and Miscellaneous Provisions Act 1952 & Employees State

Insurance Act 1948 ............................................................................................................................... 168

6.43 Consortium Responsibility with Other Agencies ....................................................................... 169

6.44 Other Agencies at Site ............................................................................................................... 169

6.45 Patents, Royalties, Rents and Licenses ..................................................................................... 169

6.46 Liens .......................................................................................................................................... 170

6.47 No compensation in case of change of location of site office .................................................. 170

6.48 Other Terms and Conditions ..................................................................................................... 170

6.49 Profile of Teams ........................................................................................................................ 170

6.50 Changes to the “ERP solution” .................................................................................................. 172

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7 Section VI: Annexure ......................................................................................................................... 174

7.1 Expected Number of users ........................................................................................................ 174

7.2 Technical Parameters & Performance Levels ........................................................................... 175

7.3 Overview of Existing Processes ................................................................................................. 178

7.4 Current IT Infrastructure details ............................................................................................... 190

7.5 Agreement ................................................................................................................................ 191

7.6 Functional Requirement Specifications .................................................................................... 195

7.7 Technical Requirement Specifications ...................................................................................... 363

7.8 Format for Bid Security / Earnest Money Bank Guarantee ...................................................... 374

7.9 Format for Security Deposit Bank Guarantee ........................................................................... 377

7.10 Consent form for E‐Payment .................................................................................................... 380

7.11 Form for Deviations from the Tender Document ..................................................................... 382

7.12 Certification from Consortium members .................................................................................. 383

7.13 Case Studies .............................................................................................................................. 386

7.14 Technical Solution ..................................................................................................................... 388

7.15 Details of Personnel to be deployed ......................................................................................... 396

7.16 CV of the Team Members ......................................................................................................... 397

7.17 Price Schedule ........................................................................................................................... 399

7.18 List of Contractors ..................................................................................................................... 404

7.19 Preferred OEMs ......................................................................................................................... 405

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1 Background Note & Invitation for Bidding

1.1 Background Note

Neelachal Ispat Nigam ltd (NINL), a joint venture company promoted by MMTC and Orissa Government,

has set up a 1.1 Mt Integrated Steel Plant at Kalinga Nagar Industrial Complex, Duburi, Jajpur District,

Orissa.

NINL is the first steel plant to become operational at Kalinga Nagar Industrial Complex, Duburi. The first

phase is already commissioned and NINL is producing pig iron and BF coke as main products & the by‐

products are Granulated slag, Crude tar, Ammonium sulphate, Nut coke, Coke breeze& C.I. scrap. In its

very first year (2004‐05) of integrated operation of first phase, NINL became the largest producer and

exporter of pig iron in India and maintaining its position since then. The products under Steel Melting

Shop, which is commissioned recently, are billets, Bars & wire rods of different quality and sizes are in

the pipeline.

NINL has its captive power plant of 62.5 MW capacity. The construction work of phase‐II which consists

of steel melting shop, billet caster, is producing billets in phased manner

NINL has its own captive mines at Koira in Sundargarh and Keonjhar district having 874 hectors of mines

area and an estimated reserve of 110 Mt of iron ore. The formalities for obtaining lease are under

progress & manual mining is expected to commence shortly. NINL has infrastructural facilities like water,

power, railway network, compressed air facilities, nitrogen facilities required to run an Integrated Steel

Plant.

NINL has six major units namely coke oven, sinter plant, blast furnace, Raw material handling system

(RHMS), power plant and Steel Melting Shop (includes oxygen plant and lime calcination plant) at

Duburi. All the plants are equipped with best in class automation capability that can be integrated with

ERP.

There is an immense growth potential in the Indian Steel sector. The Steel industry in Odisha is an

emerging sector which will supplement the growth and industrial sphere of Odisha. The abundance of

raw materials in the region has attracted big investors to the region. The industries producing steel will

dominate the economy of the state and also contribute majorly towards the Indian Steel industry.

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A high level process overview of NINL is given below:

1.1.1 Roadmap at NINL

NINL has maintained a strict compliance towards techno‐economic parameters and evolving business

plans. The year 2011‐12 was a challenging year for NINL due to sluggish demand in the Pig Iron market

coupled with sharp increase in prices of input raw materials. The effect was more in coal due to

fluctuations in international market prices.

NINL is going through a period of increasing performance and expanding its portfolio in coming years.

The company could tide‐over the challenging market situation in 2011‐12 by adopting new innovative

measures like sale of sinter & coke and also on conversion basis. In 2012‐13, the company will be

producing continuously cast Billets which are likely to add more values and returns compared to Pig

Iron. Efforts are being made to produce special quality Billets for better net sales realization.

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However, strong competition in the region from upcoming steel plants in Odisha and other Indian states

requires NINL to be prepared in advance to support its expansion plans, enhance its capability of

developing newer products and cost reduction.

One of the areas to address is the requirement to have improvement in business/management‐

information systems which will allow quicker access to master data, enhanced electronic interface with

business partners, dashboards for senior management, reduction in day‐to‐day efforts in managing

business transactions and provide transparency in the processes.

To study the current IT infrastructure and oversee the successful implementation of the ERP, NINL has

appointed a third party consultant. The current IT systems at NINL cover areas like Finance, HR,

Purchase, Stores, Spare Planning Cell and Production planning. The sharing of information between

various departments happens majorly through excel sheets & emails or standalone versions of the same

IT system being deployed at various siloed nodes.

NINL has a few standalone in‐house developed software information systems, which are not meeting

current business requirements and are incapable of fulfilling future business requirements. A few of the

immediate problems being faced by the various departments are:‐

There is no formal IT department in the organization and all the departments are addressing

there IT needs in their individual capacity

The current systems work in siloes and do not have expansion capability to address the

increasing business needs at NINL

Systems do not have any capability to enable business continuity in the event of a breakdown,

fire, act of god etc. Even a simple shutdown due to power failure or breakdown of the current

computers disrupts the business systems and production systems at NINL

There is an absence of standard formats due to which sharing of information between

departments become difficult. Incomplete information in turn affects the future plans of NINL

There is no Centralized Data Repository, due to which data for efficient planning & forecasting is

not available with the departments

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There are multiple data entry points by various users which result in duplication in the items and

enhances the risk of loss of existing information due to no tracking mechanism

Due to siloed systems there is no transparency and lack of end‐to‐end visibility of the processes

Report generation is time consuming and the absence of real time information leads to low cost

control

The legacy software systems have been customized to incorporate the ad hoc changes being

done by the respective department and has carried over the old roundabout working methods

of processes (originally designed for manual processing)

The maintenance of these legacy software systems requires continuous involvement of third

party vendors, in addition to their software development efforts which is an additional cost to

NINL

There is an immediate need to establish a formal IT department and implement a robust ERP solution at

NINL to address the various IT needs – infrastructure, security & governance – of the organization.

The current systems do not suffice the needs of various departments and the organization. A major

investment in terms of money and effort will be required to upgrade the existing legacy systems and

integrate them with systems in other departments.

Alternately, an ERP application can address the immediate needs of NINL and can transform NINL from a

siloed to an integrated, transparent, scalable & standardized organization where the user will be able to

access the right information at the right time from the right source for strategic, tactical & operational

decision making on a real time basis.

In line with the decision taken in ‘Committee on IT’, an ERP application would be deployed across NINL

Plants/Units/Locations to get benefits of standardization, faster implementation. It is proposed to make

use of the proven information technology enabled systems to incorporate best practices and streamline

decision making in line with market requirements.

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1.1.2 Current IT Scenario

The current applications at NINL operate in silos within various departments. The lack of a formal IT

department has led to various departments at NINL fulfilling their individual IT needs as per

requirement. The list of applications at NINL is given below:

Application Department

Simsprocure Procurement Package

Salescord Sales Coordination Package

NISAC Sales Coordination Package, Sales Accounting

Simstore Store accounting

SimFinance Accounting Package

NILPAY Salary accounts software

FINCON Financial Concurrence Package

PAYIT Income Tax Package

The applications have been developed and supported by Infogarden.

Few more points on current IT scenario are given below:

Bandwidth available – 10 ‐ 100 MBPS; LAN Utilization – 70%. There are no set standards being

followed in deploying LAN on both active and passive components of LAN

Network Devices/Components – Routers, Switches

Applications for various departments hosted on servers. Currently there is no policy on

managing various versions of the OS and applying patches, no SLA signed with business for

server’s performance and availability

There is no dedicated IT helpdesk for issue resolution

No tools are currently deployed for monitoring network & applications, traffic etc.

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The mode of maintenance for network operations is through warranty/paid service

There is no capacity planning horizon for IT infrastructure

The performance measurement criterion of critical IT infrastructure components is downtime,

but it is not being measured regularly

There is no Business Continuity Planning/Disaster Recovery

Each department caters to its own IT needs and issue resolution. There is no centralized IT team for

managing the IT resources of the organization. It is managed by independent departments and has basic

facilities like desktops/laptops, routers, internet (wireless/LAN), servers and independent software

packages installed to cater to the needs of the organization.

1.2 Invitation for Bidding

1. Neelachal Ispat Nigam Limited (NINL), hereinafter referred to as ” Purchaser", invites sealed bids

from the prospective eligible bidders for selecting a suitable Partner / Consortium of Partners

for a turnkey project involving procuring and implementing an Enterprise Resource Planning

(ERP) Solution and also procuring the hardware & networking components for implementing

ERP.

The purpose of this RFP is to enable Applicants in communicating details, specifications and cost

of their Offerings in accordance to the Scope of Work (with Functional Specifications &

Hardware Specification as desired from the ERP Solution) specified in this document. The overall

scope and duration of the project is as follows:

Phase Phase Name Duration

Phase I A ERP Implementation 7 months

Phase I B System Stabilization 5 months

Phase II Post Implementation Support For 1 (One) Year after

completion of Phase I B

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2. The prospective eligible Bidders may obtain further information from the office of the:

AGM (IT)


Kalinga Nagar Industrial Complex

Duburi, JAJPUR, ODISHA

PIN‐755026:

Name of Contact person: Shri Sanak Mishra , Mobile : +919437365406

Email: [email protected]

3. BID DOCUMENTS

Bid documents shall comprise of various Sections, Attachments, Appendices and Tables as

specified. In addition, any other document / instruction / amendments / Minutes of Meeting /

revisions issued by the Company to the bidder during pre‐bid Conference or later till due date of

submission of the offers, shall also be deemed to be integral part of the bid documents and

order.

Scope of Work ‐ Section I

Bidding Procedure & Instruction to Bidders ‐ Section II

Evaluation Process‐ Section III

General Conditions of Contract ‐ Section IV

Special Conditions of Contract ‐ Section V

Annexures ‐ Section VI

4. Entire tender documents along with detailed NIT, are available in the Purchaser’s website i.e.

https://www.ninl.in. The Bidders can download the documents for the purpose of preparation &

submission of their Bids. The Bidder shall submit the entire tender documents and subsequent

clarifications duly signed and stamped on each page. It will be presumed that the Bidder has

gone through the entire Bid Document available in the website, which shall be binding on the

Bidder.

5. The bid will consist of four parts:

- Envelope‐I: Part ‐ a: consisting of EMD and other information as per clause 3.2.1, 3.2.2, 3.3.3

signed by Contractor.

- Envelope‐II: Part ‐ b: consisting of Confirmation on submission of documents and Pre

Qualification Requirements as per clause 3.2.3

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- Envelope‐III: Part ‐ c: consisting of Technical and Commercial Bid as per clause 3.2.4

- Envelope‐IV: Part ‐ d: consisting of Price bid as per clause 3.2.5.

Any minor deficiency viz. (validity of BG, spelling mistakes in the BG etc.) in documents

submitted in Part‐I shall be asked from the Party and the same will have to be submitted by the

Party within 7(seven) days from the date of intimation, failing which their offer may be rejected

as non‐responsive. Bid security B.G or draft drawn for less amount than mentioned for this

tender shall be treated as invalid offer and shall be rejected and further parts shall not be

opened.

Bidders are expected to submit all necessary documents in support of the bid.

However, in case any further document is found necessary for proper assessment, the Bidder

shall have to furnish the same within ten (10) days from the date of intimation, failing which the

Bid may be considered as nonresponsive and their offer may not be processed any further for

Technical and Commercial evaluation etc.

Bidder must clearly mention their PAN Number in the offer.

6. Bids must be accompanied by a Bid Security (Earnest Money Deposit) amounting to INR

6,00,000/‐ (Rupees six Lakhs only).

7. It shall be the responsibility of the prospective bidders to ensure that the Bids have been

submitted in the formats and as per the terms and conditions prescribed and no change is made

therein. On verification, at any time, whether the Bidder is successful or not, if any of the

documents submitted by the Bidder including the documents downloaded from Purchaser’s

above mentioned website / issued are found tampered/ altered / incomplete, they are liable for

rejection, cancellation & termination of the Contract, debarring, etc. as per the rules of the

Company.

It will be presumed that the Bidder have gone through the entire bidding documents sent to

them and subsequent clarifications, which shall be binding on them.

8. NINL reserves the right to accept or reject any bid or to annul the Bidding process and reject all

bids at any time prior to award of the Contract without assigning any reason whatsoever and

without thereby incurring any liability whatsoever to the affected Bidder(s). Mere issuance of

tender document shall not mean automatic award of the job to the bidder.

9. PURCHASER takes no responsibility for delay, loss or non‐receipt of documents sent by post/

courier at any time. No financial obligation shall accrue to NINL in such an event.

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10. There shall be no post Tender Price Negotiation except with L‐1 (i.e. the lowest Tenderer), if

required.

Yours faithfully

For Neelachal Ispat Nigam Limited

(Shri S.S.Sahu)

Astt. General Manager (Commercial)


Duburi,JAJPUR,ODISHA

PIN‐755026

Email : [email protected]

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1.3 Salient Features of the Bid

A TENDER ENQUIRY NUMBER/ DATE NINL/CM/SSS/PRJ/ERP/NIT‐391 Dt.02.08.2013

B ITEM DESCRIPTION Delivery, Configuration, Installation, Implementation

of Enterprise Resource Planning (ERP) Solution at NINL

C DUE DATE AND TIME OF SUBMISSION 26/08/2013 By 15.00 Hrs. “Indian Standard Time (IST)”

D PLACE OF SUBMISSION OF BID S.S.Sahu,

Astt. General Manager (Commercial)

Commercial Department

2nd Floor, Neelachal House



Duburi, JAJPUR,ODISHA

PIN‐755026

E DATE & TIME OF OPENING OF

TENDER

26/08/2013 By 15.30 Hrs. “Indian Standard Time (IST)”

F EARNEST MONEY DEPOSIT (BID

SECURITY)

INR 6,00,000/‐ (Rupees Six Lakhs only)

G VAILIDITY OF OFFER 6 Months from the due date of submission of Tender

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2 Section I: Scope of Work

Neelachal Ispat Nigam Limited intends to implement Enterprise Resource Planning Application (ERP)

covering the various business function areas of the organization. With the objective of enabling efficient

cross‐functional collaboration and accessing valuable information in the right time would lead to

improvement in productivity, resource utilization, and improvement in business processes, profitability

and customer satisfaction. NINL in it’s endeavor to excel in the changing business environment is keen

to deploy state‐of‐the‐art technology systems and processes to better manage its business functions

and to sustain its competitive advantage. This tender is for implementation and post implementation

support at NINL for the following time period:

Phase Phase Name Duration

Phase I A ERP Implementation 7 months

Phase I B System Stabilization 5 months

Phase II Post Implementation Support For 1 (One) Year after

completion of Phase I B

The general scope of the proposed system is as below.

2.1 General Scope

Neelachal Ispat Nigam Limited (NINL), hereinafter referred to as” Purchaser" needs to implement ERP

Solution to be centrally accessed by approximately 1500 Payroll / Employee Self Service and 200 core

business users. The servers will be located at the Server Room with network connectivity with all the

departments located at NINL Plant at Duburi, Jajpur and Head Office at Bhubaneswar

This is a Turn Key Project with scope of services of the Implementation Partner (IP) covers

conceptualization and development of appropriate ERP solution based on redesigned processes, testing

the solution, training the core team and users, data conversion / digitization & migration, setting up

server room & disaster recovery site, IT infrastructure procurement, Go‐Live and post‐implementation

support.

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The IP is expected to conduct site visits at NINL facilities so as to gather any additional information that

the IP feels is required to bid for the project.

The scope of work also includes project management, change management and process improvement

activities.

IP must follow Annexure 7.19 while designing the ERP solution.

ERP implementation at NINL is to be audited / reviewed on continuous basis by the IP for ensuring

proper, smooth and timely implementation as per the requirement of NINL. The cost involved in the

above is to be borne by the IP.

The IP shall be required to do the following:

2.1.1 Project Management and Planning

Prepare detailed project plan

Prepare detailed plan and methodology of integration/interfacing as required and approved by

NINL.

2.1.2 Develop Business Blueprint and show Conference Room Pilot

• Study documentation available As‐Is processes and FRS and suggest improvement opportunities.

• Conduct a standard gap analysis for requirements and mapping it to features of ERP to arrive at

enterprise level gap analysis report for Customization/ Workarounds /Configuration

requirements.

• Identify process‐policy‐MIS changes required to be undertaken for implementing the solution

and the business case for such changes.

• Develop a conference room pilot and present that to the key business users for early acceptance

2.1.3 System Architecture Design & Implementation

• Design system architecture and implement the same based on the business blueprint

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• Develop detailed infrastructure sizing for hardware, networking and finalization of the same

along with NINL representatives

2.1.4 Supply & Installation of a suitable ERP Product, Database & Related Software

• Supply of suitable ERP product/application along with database and other related software or

tools.

2.1.5 Supply, Installation and commissioning of necessary hardware

• Hardware components along with necessary software are to be provided by IP which will be

meeting the system performance levels and the technical requirements as per Annexure 7.2 and

Annexure 7.7 respectively.

• Supply & Installation of the hardware and other software as detailed

• On supply and installation of hardware, if the system’s performance requirement are not met

and any extra requirement of hardware components and/or software is required then the IP to

supply and install at his own cost

• The hardware architecture to be implemented is a High Availability Clustering architecture

based upon Active‐Active model of high scalability and performance as desired by NINL.

2.1.6 Supply, Installation and commissioning of necessary network

• Network components along with necessary softwares are to be provided by the IP in order to

meet the system performance levels and levels and the technical requirements as per Annexure

7.2 and Annexure 7.7 respectively.

• Supply & Installation of the network and other software as detailed above.

• On supply and installation of network, if the system’s performance requirements are not met

and any extra requirement of network components and/or software is required then the IP to

supply and install at his own cost.

• The network architecture to be implemented is a High Availability Clustering architecture based

upon Active‐Active model of high scalability and performance as desired by NINL.

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2.1.7 Develop the Co‐existence strategy

IP needs to provide the co‐existence strategy that is required as a result of the above

Implementation Plan. This will facilitate the co‐existence between ERP and the legacy systems at

various points of time, until all functionalities of NINL “Go‐ live”.

2.1.8 Implementing ERP solution

2.1.8.1 Configuration of ERP solution

• Design and develop the final solution

• Non‐invasive customization of the ERP modules, if required

• Test the solution

• Develop integration strategy

• Develop and test the integration.

• Go‐Live and Stabilize

2.1.8.2 Data conversion, digitization & migration

This shall include the following tasks:

• Training the Purchaser core team

• Base data preparation and data integrity checking

• Developing data migration tools/ templates

• Development of the data upload/download programs

• Integration testing of the configured system using the populated master and transaction data

IP’s responsibility shall be to ensure that data migration is complete in all aspects, on time as per the

project plan provided.

2.1.9 Conducting change management workshops, ERP training and Documentation

• Conduct change management workshops with NINL users about the implemented solution.

• Conduct ERP certified training for the functional and technical core team

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• Conduct training on the configured solution for the core team and trainers

• Assist in End User Training

• Prepare training manuals and documents of the implemented solution

2.1.10 Final Preparation, Go‐Live and stabilization

IP is required to undertake the following at Purchaser premises:

• Review readiness for Go‐Live

• Facilitate in setting up central help desk for any queries

• Resolve ERP‐related issues

• Define the requirements towards the phasing out of the legacy systems

• Review the health and usage of the system at each location till it stabilizes

• Maintaining the interface between legacy system and ERP during transition

• Documentation of the issues / problems that come up and solutions thereof

2.1.11 Providing Post GO‐LIVE support

• Providing post implementation support for One (1) year after complete Go‐Live / Phase I for all

components of the ERP solution

2.1.12 Sign off and closure

• Prepare documentation / review reports / test results etc. as may be necessary for Purchaser to

ascertain that the prerequisites to subject sign off and closure have been met completely in

accordance of the Contract Document.

2.2 Detailed Scope

2.2.1 Project management planning and scheduling phases of ERP implementation

1. Project Planning

The IP will be responsible for overall implementation of ERP Solution. The IP shall also arrange for

the hardware required for development phase and the initial training of the core team. The IP

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will nominate Project Director, Project Manager, Functional Leads and Technical Leads who will

be responsible for managing the deliverables in their respective areas.

Purchaser shall review the project on a continuous basis to ensure that the project risks, cost,

issues, benefits and quality are managed. The IP nominated Project Manager will be part of the

Project Management team consisting of representatives of NINL Core Team and the IP.

An overall project plan as envisaged by NINL is as below:

M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16 M17 M18 M19 M20 M21 M22 M23 M24

ERP Implementation

System Stabilization

Post Go‐Live Support

Months

Phas

es

IP should submit a detailed project plan in indicating the key phases and activities of the project

and the expected time line. The IP will maintain a rolling and firm plan of the project and will

validate that by the Project Management Team

2. Project Management Methodology and key strategy reports

The IP must carry out the implementation based and improvisations needed to address

the requirements stated in this Tender document. IP should undertake quality review

from his Quality Group during the course of implementation

The IP will develop the Project Charter indicating the plan, goals, structure and risks. This

project charter will be updated on an ongoing basis

The project will be reviewed by the IP and the Project Management team based on the

Project Management Methodology and the Project Charter developed. The review will be

conducted on a weekly basis

The IP will be responsible for developing key strategy documents for the project:

o Data Conversion Strategy

o Interface strategy

o Change Management and Training Strategy

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o Go Live Strategy

o Test Strategy

IP will be responsible to manage the delivery of every single deliverable and the activities that go

in making the deliverables. Thus, the IP will be responsible for successful completion of the ERP

Project.

All the items of ERP Solution whether specifically mentioned or not in the Tender Specification

but which are necessary for implementation of “ERP Solution” under the Contract and for proper,

efficient, safe and stable operation and maintenance of the “ERP Solution”, shall be provided or

executed by the IP without any additional price implication and without any dilution of his

liabilities and responsibilities under the Contract.

3. Participation in Project Management and Steering Committee

IP will apprise the Project Management & Steering Committee members (comprising of senior

management of Purchaser, Business Consultant) in the respective meetings to be held at least

every month. The date and time of the meeting shall be decided mutually between the parties.

Minutes of such meetings will be recorded and prepared by IP which would be agreed by upon by

NINL for the purposes of follow up action, if any.

2.2.2 Carrying out business process study to arrive at Business blue print document

1. Business Process Study

The scope of IP services will cover process improvement.

The available documents on High Level Process Study, recommended high level To Be

processes, Functional Requirement Specifications and Solution Architecture will be

shared with the IP as a start‐up material. The IP will conduct a detailed Business Process

Study and propose detail level process changes / improvements that would be facilitated

/ necessitated in ERP environment

Identify the workaround solutions / customizations / interfaces to be developed for areas

as detailed in the Functional Requirement Specifications (Annexure 7.6) as part of the

ERP implementation

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Identify information requirements for each business process

Identify data conversion elements for each business process

Identify the legacy systems that may be retained and interfaced.

Overview of existing Processes is listed in Annexure 7.3 and further improvements in business

processes have to provide by IP.

2. Retaining Key Functionalities

The IP must ensure that all functional requirements are met in the ERP based solution. If certain

processes cannot be covered by standard ERP solution, the IP must suggest, develop and

implement suitable workaround solutions, process changes, legacy system interfaces or

extensions to ERP to cover the same after obtaining necessary approvals from the purchaser.

The IP shall not carry out any invasive customization to the ERP code without prior approval of

the Project Management Team and shall ensure that future upgrades, enhancements and bug

fixes are not impacted.

3. Solution Scalability

The solution implemented must be easily scalable, both in terms of number of users as well as in

terms of the new modules from the same ERP suite which Purchaser may decide to implement

in the future. Solution scalability is particularly important given the expansion plans of NINL and

the extremely competitive market space.

4. Submission of Business Blueprint document

The IP shall arrive at the business blueprint containing all the above details and shall submit the

same for approval of NINL. The approved business blueprint shall be the basis for the solution

design.

2.2.3 System Architecture design and implementation

System architecture descriptions provided in this Technical Requirement for the system are for

guidance only. The Successful bidder shall be entirely responsible for the architecture of the

System implemented to satisfy all features, functions and performance of the System.

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The following section specifies the technical requirements for the System.

2.2.3.1 System Architecture Guidelines

1. General Guidelines

a. The System architecture should be based on open industry standards and

protocols.

b. The system will be centrally deployed and globally accessed. Access should not

be restricted locally.

c. The system shall be designed to be scalable and extensible.

d. Deployed solution should be IPv6 ready from day 1

e. All the hardware quoted and part of the solution should not be declared end of

life for minimum 5 years from the date of acceptance by NINL.

2. Application

a. The application design should be a 3‐tier services based architecture for

production environment.

b. All application components should have a browser based user interface with

common look and feel and user friendliness with good looking graphical

interface.

c. Client applications should be compatible with all browsers.

d. All production application must have disaster recovery plan.

e. All systems must take into account appropriate security, performance, efficiency

and maintainability issues.

3. Data

a. Data will be owned, shared, controlled and protected as a corporate asset.

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b. Shared data will have consistent formats and definitions and be independent of

applications.

c. Data should only be accessed through an application to create, update and

delete.

4. Infrastructure

a. The architecture should be designed for extensibility and scalability.

b. The system must be designed in such a way as to support load balancing of the

application, presentation and data layers of the system.

c. The solution should be compatible in printing reports with generally available

printers like Dot Matrix, Laser, Inkjet and line printers.

5. Integration

a. Integration services should address requirements of integration for application to

application and data integration.

2.2.3.2 Replication Site

The successful bidder shall design and provide a detailed backup and storage mechanism along

with restoration guidelines. The mode of replication will be asynchronous. The bidder to ensure

the following:

1. Production system in NINL should have a replication or transfer mechanism

(asynchronous) to periodically store production data.

2. Bidder to ensure the supply and installation of all necessary hardware, network and

storage components at replication site.

3. Storage network should be configured for performance and availability.

4. Tape library along with a backup management software should be used for backup

solutions

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5. Recommended full backup should be taken for application servers, database and also

whenever changes are made to the application servers and database.

6. Daily incremental backup and weekly full backup should be taken for database servers.

2.2.4 Supply & Installation of a suitable ERP Application, Database & Related Software

The Bidder will be responsible for the following:

I. Supply a suitable ERP product (indicating specific modules, tools, database etc) with

justification with respect to the functional and technical requirement specifications laid

down in this Tender Document.

II. Adhere to the Active – Active architecture concept and deliver the same with application

level load balancing for high availability.

III. Responding to the Tender and executing the same if selected, describing the process to be

followed by them for supply and implementation of the software.

IV. The Product Vendor has to validate the Solution Configured by the Implementation Partner

before Go‐Live and during the course of the implementation. The product quoted by the

bidder must comply with the mandatory criteria and must meet the following:

a. It must be of the latest commercially available RDBMS;

b. It must be supported in terms of upgrades, bug fixes, functionality enhancements

and patches to cater to changes to statutory requirements by their respective

developer organization for a period of not less than seven years from the date of

procurement.

c. Upgrade to new releases should not become mandatory for the next five years from

the date of installation.

The bidders will be required to provide detailed documentation on the following:

1. The ERP Application, tools database and the related software being supplied

2. The process to be followed in installation and configuration of the ERP Application,

tools, database and the related software

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3. The process to be followed in maintenance and up gradation of the ERP Application,

tools, database and the related software.

2.2.5 Supply & Installation of necessary hardware

2.2.5.1 The bidders will be responsible for the following;

1. Recommending the hardware, comprising of (but not limited to) the servers, operating

systems, load balancing (at application level), power backup and administration tools

(hardware and software) required for the proposed ERP Solution considering the

existing hardware, software and other infrastructures available (Refer Annexure 7.4).

2. Ensure that the entire architecture is in line with high availability active‐active (cluster)

model and the adherence to the model to be demonstrated. “Active‐Active” in context

of NINL refers to a high availability system which will run on equal load sharing mode.

3. Describing in their response to the Tender, and executing the same if selected, the

process to be followed by them for supply, installation and managing performance of

the recommended hardware;

4. IP shall also arrange for the hardware required for development phase and the initial

training of the core team at NINL site

5. Any other hardware for smooth operation as per international standards.

6. The offered hardware and the configuration of the solution have to be validated by the

ERP Product vendor.

7. The bidders are expected to describe the IT Infrastructure required for running the ERP

Solution proposed by them. For this purpose, bidders will be allowed to conduct on‐site

scoping study provided the same is requested in writing and agreed to by NINL. The

time and the duration of the study will be agreed mutually between the bidder and

NINL. The Bidder will review existing hardware and back up infrastructure available with

NINL and describe the additions / enhancements required to implement the ERP

Solution.

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8. All the bidders are expected to include a list of the proposed hardware elements along

with a detailed break‐up of cost of each element as part of their response to the Tender

in the price bid.

9. Bidders to mention the operating system supplied along with version and release date.

10. The bidder will be expected to provide with latest server architectures

11. Hardware installation and delivery to be aligned with the implementation milestones.

12. The bidder will be required to provide detailed documentation on:

The hardware and the related software to be supplied

The process to be followed in installation of the hardware and the related software;

The process to be followed in maintenance and upgrade of the hardware and the

related software;

Process suggested for performance measurement during the period of performance

guarantee;

Warranty support contracts for maintenance & support after the end of performance

guarantee and ensure posting of at support engineer at NINL site

Post warranty support contracts for maintenance & support.

2.2.5.2 Scope of Hardware Provision

The bidder will be responsible for the analysis, design, manufacture, supply, co‐ordination with

others, installation, commissioning, interface, integrate with other systems, testing, training and

knowledge transfer, documentation, warranty and maintenance of all component systems,

either expressed or implied in this document, in order to provide a fully functional System.

The bidder shall be entirely responsible for server sizing and setting up the server room with the

following basic components:

Active site: IT Infrastructure (servers, storage, antivirus, firewall, etc.)

Passive site: false ceiling, flooring, cooling, fire extinguisher, etc

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The hardware provider shall do server sizing considering the capacity and scalability

requirements.

Detailed Component wise scope of work for bidder for hardware:

1. The bidder shall be responsible for providing 200 Desktops with latest / most recent

configuration along with related software and UPS which is suitable for the current ERP

environment

2. The bidder is also required to provide, install and commission hardware for optimum

video conferencing facility at NINL House ERP center.

3. The bidder shall be responsible for delivering the desired performance level of NINL as

in Annexure 7.2 and suitably design, install and supply active‐active architecture

hardware, software and other components including backup solutions.

4. The servers should be configured and tested to ensure high availability and active‐active

adherence.

5. Sophisticated high‐availability capabilities, such as exchanging session information

between “active/active” configurations and several load balancing algorithm options.

The load balancing should be application based.

6. Ensure the availability of server management tools and software for monitoring the load

and capacity of servers at any point of time.

7. Ensure availability of adequate hardware at for Server Room and Disaster Recovery (DR)

Site. Bidder to ensure that the backup stored can be restored at site at the earliest

without loss of information in case of disaster.

8. Bidder to provide detailed storage architecture and disk technology used keeping in

mind the active‐active setup and latest scalable solution with high performance and

availability.

9. Tape library for backup of data at server room and DR

10. Entire storage should be synchronously transferred to a storage location

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11. Minimum 2 PCI slots should be free in each of the servers.

Details for Server Sizing

Currently the strength of NINL is approximately 1500 employees. The payroll license will be

calculated based on 1500 users. For core business processes (modules) we should have

approximately 200 users. The sizing should be done keeping into consideration 50%

scalability at any point of time.

General Hardware Requirements

a. All equipment shall be designed and constructed to the highest standards as

well as utilize the most recent technology regarding reliability, ease of

maintenance, safety of personnel and ergonomic considerations.

b. Each module of the equipment shall be clearly labeled in English, according to

its function.

c. Each module shall include a serial number for identification purposes.

d. All plugs, sockets and cabling shall be labeled in such a way as to eliminate any

ambiguity in locating the mating connectors.

e. All equipment shall operate on 230 volts, 50 Hz and suiting to Indian

Environment.

2.2.6 Supply & Installation of necessary network

NINL will ensure that ISP (internet service provider) will provide connectivity till NINL main

gate. IP will be responsible for connectivity and laying cables inside NINL plant.

2.2.6.1 The bidders will be responsible for the following;

1. Recommending the network comprising of (but not limited) network architecture,

network devices, software, security, storage and back‐up facility required for the

proposed ERP Solution considering the existing hardware, LAN, WAN & VPN networks.

2. Describing in their response to the Tender, and executing the same if selected, the

process to be followed by them for supply, installation and managing performance of

the recommended network;

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Tender Document

3. Any other network infrastructure needed for smooth operation as per international

standards.

4. The bidders are expected to describe the IT Infrastructure required for running the ERP

Solution proposed by them. For this purpose, bidders will be allowed to conduct on‐site

scoping study provided the same is requested in writing and agreed to by NINL. The

time and the duration of the study will be agreed mutually between the bidder and

NINL. The Bidder will review existing hardware, network and security infrastructure

available with NINL and describe the additions / enhancements required to implement

the ERP Solution.

5. The network and storage layout and design should be such that it is in “active‐active”

configuration.

6. All the bidders are expected to include a list of the proposed hardware elements along

with a detailed break‐up of cost of each element as part of their response to the Tender

in the price bid.

7. The network infrastructure should be compatible / comparable with the existing

network infrastructure.

8. Ensure the availability of proper network management tools/hardware/software/ for

network administration and traffic monitoring.

9. The bidder will be required to provide detailed documentation on:

a. The network and the related software to be supplied

b. The process to be followed in installation of the network and the related

software;

c. The process to be followed in maintenance and upgrade of the network and the

related software;

d. Process suggested for performance measurement during the period of

performance guarantee;

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e. Warranty support contracts for maintenance & support after the end of

performance guarantee; and

f. Post warranty support contracts for maintenance & support.

2.2.6.2 Scope for Network Provision

The bidder shall provide network services for network users in the NINL. This includes up

gradation of network devices and links to support the requirements of ERP Solution The network

and security architecture provided are for guidance only.

The bidder shall be entirely responsible for the architecture of the network implemented to

satisfy all features, functions and performance of this system requirement.

1. Network and Security Architecture guidelines:

The network and security architecture shall be developed following the guidelines below:

a) Network

i. The network shall be designed to meet the user workload and performance

requirements.

1. Diversity Topology

a. The System shall be implemented with diverse route topology which

minimizes the effects of systems equipment failure on the operation of the

systems connected to it.

b. The System design shall automatically ensure the continued operation of all

connected systems in the event of component failure or a break in any

single bearer.

2. Routing Performance

a. The general routing performance and characteristics specified below applies

to all proposed network equipment unless specified otherwise:

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b. The system shall employ a routing scheme which enables identification and

individual addressing of each item of equipment connected to the network.

3. Network Interface points with other networks.

External networks shall be connected to NINL network through a firewall. The entire

traffic at interface points needs to be monitored and a traffic log needs to be

maintained.

4. Network Management System

a. Network Management System should be capable of providing

network management services for all integrated network elements.

b. The major services to be provided by NMS should be fault

management, configuration management, performance

management, accounting Management and security management.

c. The monitoring of the NMS shall be centrally located in the

Network Operations Centre in the ERP Server Room

5. Addressing Management

a. The addressing scheme must be based on NINL’s policy

b. The Successful bidder shall deliver to NINL all the related

documentations for address management

6. Internet connectivity should be from two different vendors. One link should act as a

backup.

b) Security

1. Firewall

a. The architecture should include appropriate firewall services with following

features.

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Tender Document

i. Provide an intermediary between an external end user/ system on an

external network and the NINL internal systems on the NINL internal

networks.

ii. Decouple and map an external user session to an internal session to

provide secure access to the desired system.

iii. Allow only certain ports or protocols to remain open.

iv. Allow access to specific systems to be blocked from the Internet.

v. Firewalls in Data centre shall be configured with failover for high

availability

b. Network Intrusion Prevention System (IPS) should be used to monitor & prevent

any malicious traffic to and from internet, ERP center, WAN, DMZ etc.

c. Authentication and authorization

i. The directory service shall be implemented as per the NINL’s enterprise

wide directory service strategy.

ii. The ERP Solution shall be integrated with the directory services for

Authentication and authorization.

iii. The ERP Solution should be able to support appropriate authentication

and authorization services with following features:

Centralized repository of all identification and access control

data

Support of LDAP (Lightweight Directory Access Protocol) to

allow systems access to the directory.

Support single sign‐on support

Support access control to individual or groups of applications

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d. The ERP Solution should be configured with 2 factor authentication for users

connecting to ERP Solution from Internet

e. All the desktops running ERP GUI should be configured with Antivirus software

to detect malicious software like Viruses, Worms, Trojans etc

f. Security Policy should be as per ISO 27001 or similar security standards and

necessary hardware requirement.

c) Storage Area Network

1. NINL intends to have a “Fiber Channel (FC)” enterprise wide storage area network for its

storage requirement. The storage area network should be designed and installed

keeping in mind NINL’s requirement of high availability and performance and based on

“Active‐Active” model. The entire SAN solution needs to be implemented comprising of

components (not to restrict to) for SAN connectivity (switches, routers, hub, directors

etc) and SAN storage.

a. Bidders to ensure the availability of the following in the BID document.

b. Details of Fiber channel SAN connectivity with appropriate topology (point to

point, arbitrated loop etc) for connection keeping in mind the needs of NINL.

c. Documentation on topology used, ports used, backup policy, maintenance

guide.

d. Details on proposed login mechanism for FC login (port, process, fabric etc).

e. The entire model of SAN should be of certain international standards like SNIA

etc.

f. Routing mechanism for the fiber channel along with necessary algorithms if

required.

g. Details of Layout and commissioning of entire cabling for SAN.

h. Details of the regular backup devices to be configured.

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1. Network Layout and Cable laying, NINL desires that the bidder should ensure supply and laying

(aerial, ground etc) of network cables comprising of (not limited to) UTP, fiber optic. The bidder

to ensure the supply and/or layout so that connectivity is ensured at the NINL plant site.

General Guidelines for network layout:

1. All equipments/ cables / cores / patch cords / patch panels etc are to be properly

labeled and provided suitable identification as per structured cabling standards. In the

cable trench where SMF cable are laid, cable tags are to be provided at 50 m intervals,

both ends of road crossing pipes, at junctions and at terminations.

2. The bidder shall make estimates for fiber cable lengths at site so as to ensure that no

joints/ splices are involved in the distribution cables (i.e. to all workgroup switches) and

make the supply of fiber cable in required single lengths. For the long runs, fusion‐

spliced jointing is allowed at reasonable distances, for which prior clearance of NINL is

to be obtained.

3. Bidders to ensure that no UTP link from 10/100/1000 base‐ T port of network switch to

wall outlet shall exceed 100 meter including patch cords at both ends. The switches are

to be suitably located for ensuring the same.

d) WAN and VPN

The bidder to ensure that the ERP Solution should have high availability and performance when

accessed by NINL at locations mentioned in the scope. The bidder is required to ensure the

following:

Designing of the WAN, VPN architecture and ensure QoS (Quality of Service).

Ensure high availability through 99.9% uptime service level agreement for VPN for 3

years. Necessary LAST MILE connectivity and backup links to be suggested and provided.

Minimum bandwidth required between any sites should be minimum 1 mbps.

Supply and install equipments like routers, Ethernet switches etc required at NINL and

other branches (considering the existing infrastructure). For details on existing available

infrastructure please refer to NINL current infrastructure table.

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Tender Document

To provide on lease/rental other equipments like RF equipment/modems for

establishing connectivity (LAST MILE) from POP center

The WAN/VPN addressing schemes and other features should be suggested and

provided keeping in mind active‐active architecture for high availability.

The bandwidth at NINL’s end should be sized by bidder based upon application traffic

type, locations connected, concurrent users, portal traffic etc.

2.2.7 Implementing ERP solution

2.2.7.1 Conceptualizing, Developing, Configuration and Testing of the ERP Solution

The bidder will be responsible for the following:

Conceptualizing and developing the ERP solution based on the business processes and

requirements at NINL

Configuring the selected ERP modules including development of necessary interfaces,

bolt‐on applications etc.

Conducting Conference Room Pilot sessions, Unit Tests, System Integration Tests and

User Acceptance Tests including Stress Test as per plan and methodology of the bidder

and making necessary changes to the ERP configuration / setup. The outcome of the

tests should be attended by the bidder till the satisfaction of the users as mentioned in

Clause 6.16 & 6.17.

All the tests referred above should be conducted as per the finalized project plan

approved by NINL

Assisting in data conversion.

Ensuring adequate checks and controls in the processes.

The system integration tests and the solution configured by the Implementation partner

are to be audited / validated by the Product vendor.

Conduct Conference Room Pilot session

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The IP will develop Conference Room Pilot covering significant percentage of the

scenarios and conduct iterative sessions with key business users to ensure early

familiarization and acceptance

2.2.7.2 Implementation Methodology

The bidder must carry out the implementation based on a well‐defined and proven

methodology including predefined templates and formats, to jumpstart the implementation

process and cut‐down on the overall implementation time. The bidder must have sufficient

prior experience in using this methodology, tools and formats on sustained basis in

implementing ERP at large manufacturing / process / Integrated Steel Plants, industries of

NINL’s size in both Public and Private sectors in India and abroad. However, the bidder must be

open to improvisations to the same based on NINL specific requirements. Bidder should

undertake quality review from his Quality Group & Product Vendor during the course of

implementation.

2.2.7.3 Data Conversion Scope

It is defined to include four separate but related elements, as depicted in the diagram below:

a) Extraction of existing data from the legacy systems (wherever present at department

level);

b) Cleansing and formatting of data extracted from the legacy systems;

c) Uploading of these data to the new system;

d) Creation of new/additional / digitization data mandatory in the new system. NINL’s

approach to data conversion will be guided by its specific requirements, both functional

and statutory, and the related best practices. The bidder is expected to prepare and

submit a high level Data Conversion Strategy Document during the process study stage

of the project describing the broad data elements to be converted, source of the same,

the target ERP module and the detailed form in which the same will be converted (i.e.,

whether at transaction level or at balance level and the coverage period). A tentative

time‐frame for developing the necessary scripts, testing the same and eventual

execution on the Production environment should also be indicated.

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The specific efforts involved in data conversion will depend on the final data conversion strategy

adopted. To ensure that the NINL business team and the technical Team have adequate time to

prepare the data for conversion and that this does not become a showstopper at a later stage,

NINL expects to commence activity on the data conversion front during early stages of the

project.

Where the data is to be extracted from an existing software application at NINL, it will be the

responsibility of the NINL to extract and provide the data to be converted in the format

prescribed by the bidder.

NINL acknowledges that the responsibility of efficient data conversion lies with the both, the

bidder and NINL. In this regard, we expect the bidder to provide assistance and coordinate in

the following as detailed in table below:

Scope

Activity

Scope Tasks Roles and Responsibility

Data

Conversion

and

Migration

Data Collection

and Cleansing

Bidder will jointly work with NINL team to extract data from the legacy

systems. They will collect / collate and cleanse the data to be

converted.

Data Mapping The bidder will provide the format in which the data to be converted.

Bidder will jointly work with NINL team to provide required data in

prescribed format. The business team will sign‐off the data to be

converted before it is actually converted into the ERP. Where there is a

change in data, the business team will be responsible for mapping the

old data to the new data.

enveloping

data

conversion

scripts

The bidder will provide the required scripts to perform the data

conversion.

Validation of

Data in ERP

NINL will be responsible for validating the converted data. The data

conversion will be finally signed off by NINL business team.

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a) Identifying the data elements to be converted based on business requirements;

b) Providing formats in which the identified data elements must be collected to facilitate

data conversion, clearly categorizing mandatory and optional elements;

c) Conversion of the extracted and cleansed data to the new system to create master files

and opening balance data (where appropriate);

d) Verifying the accuracy of the data conversion process.

2.2.7.4 Customization Scope

No change will be made to the ERP code under any circumstances to ensure that future

upgrades, enhancements and bug fixes are not impacted. A certification to this that it has been

followed must be provided by the ERP Application vendor before the final acceptance of the

solution by NINL. In case any customization is warranted the bidder should provide the solution

by ensuring no impact to the future upgrades, enhancements and bug fixes by taking necessary

clearances from NINL.

1. Reports

ERP delivers certain standard reports across modules. However, NINL anticipates that

some custom reports would still need to be developed if the standard reports do not

meet NINL’s specific requirements. These reports would include those which would

extract and present information already in the database in a specified format or could

require some intelligence / calculations built into it. Some reports would be required to

facilitate execution of transactions. Given the above, the bidder will be required to

customize (NINL logo, printing compatibility on A4, etc) around fifty (50) critical and

complex reports across all components of the ERP Solution. The specific number and

distribution of reports to be customized amongst various modules will be finalized

during the implementation stage but not limiting to 50. Development of custom reports

must follow well‐defined methodology. A brief description of the methodology

employed when developing custom applications / reports should be included in the

response to the Tender Document. As a minimum, every request for development of

custom report must be documented in a pre‐defined format and supported by a

business case for the custom report by the process owner. Every development of

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custom report must also be documented in terms of the person developing the report,

the request reference in response to which the report is being developed, the report

script and other technical specifications. Basic guidelines with respect to all custom

report formats, naming convention etc. must be agreed with NINL Project Management

Team well in advance of commencing any customization effort. In addition, the bidder

is required to train NINL Core / Technical Team members on building custom reports, so

that NINL can take up the additional development as and when required.

2. Alerts / Notifications NINL expects to have system generated alerts / notifications in

various processes in the ERP solution. These alerts / notifications could be time based or

event based.

3. Interface with Legacy Systems It may be necessary to retain some of the legacy systems

because either they fulfill NINL specific requirements not provided by ERP or the

systems may be more efficient than the corresponding functionality in ERP. In such

cases, an interface may have to be developed between the ERP and the legacy

application.

Moreover, if a requirement indicated in this Tender Document is proposed to be met by

an application provided by the bidder which is not part of the ERP, then it will have to be

interfaced with the ERP. Every interface development must be documented in detail and

the script ownership should be passed on to NINL.

Interfaces to be developed could include sharing of master or transaction data in the

ERP modules with the legacy applications or interfacing of transactions from the satellite

applications into the ERP.

4. Bolt‐on Applications

The bidder should endeavor to have minimal development of bolt‐on applications.

However, where such development becomes unavoidable, the same will be developed

without changing any code in the core ERP.

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2.2.7.5 Database Administration Scope

Typical database administration activities with respect to an ERP implementation project of

similar nature would involve;

a) DB server configuration, administration, trouble shooting and performance tuning;

b) Installation of applications and related tools;

c) Maintenance of applications including application of patches;

d) Taking necessary backup, performing necessary restores;

e) Active ‐ Active system architecture design and implementation etc.

The bidder should carry out these activities during the implementation period. Once cutover to

the ERP Production instance is achieved, NINL’s Technical Team will take over these and such

other database administration activities.

2.2.8 Conducting change management workshops, ERP training programs and documentation

2.2.8.1 NINL believes that the key to successful ERP implementation will be the bidder’s ability to train

NINL’s staff in operating the proposed business solutions. In this context, the bidder is

expected to:

a) Provide a description of the approach and tentative plan for training NINL’s core team

members and end users along with the tentative time frame;

b) Provide a description of the training hand‐outs / manuals to be provided to the core

team members and the end users;

The Implementation partner will provide training to the users identified by NINL (including core

team and support team) and submit a description of the approach and tentative plan for

training. The IP will also provide the training hand‐outs / manuals to be provided to the core

team members and the end users. Implementation partner will utilize ERP certified faculty and

courses to deliver the training.

The following is a brief description of the training needs of the important (but not exhaustive)

categories of users:

_________________________________________________________________________________________________


Tender Document

Training /

Workshop Audience Purpose Duration

NINL Core

Team

Members

Training

Core Team & Key

Business Process

Owners (2‐3 per

function / module

limited to Max. 20‐25

pax)

To have better understanding

of the selected ERP & basic

navigation features to get

comfortable in using the

system

This is given for 1 week

of general training and 1

week of module specific

training

Hands On for

NINL Core

Team

Members

Core Team & Key

Business Process

Owners (2‐3 per

function / module

limited to Max. 20‐25

pax)

To assist the Implementation

partner during the blueprinting

phase, development phase &

UAT phase

This is an ongoing

workshop done during

the start of each sub‐

phase for 2‐3 days

End User

Training To all the End Users

(Max. 200 pax) To train on how each user shall

perform his duties. This is a

Role Based Training

This is given for 5 days

each for a batch as per

the role & module. End

User Training is given on

Train the Trainer

Approach.

Employee

Self Service To train the Employees

of NINL (Max. 500 pax) To train the employees on

employee self‐service e.g.

Leave , appraisal etc.

This is given in a batch of

50 users and to provide

all assistance in

developing the trainers

for the “train the trainer”

approach to cover

remaining users.

Technical

Team

Training

Technical Team

Members of NINL To equip the Team in the

technical aspects of the ERP.

The Team will be involved

during implementation

This is given for 5 days

and implemented in the

ERP to the specific

members of the team.

The Team will be

involved during

implementation.

Senior

Management

Training

To the Senior

Management To Train the Senior

Management on Aspects of

using Reports & performing

Transactions.

Time Duration: 4 – 6

days.

_________________________________________________________________________________________________


Tender Document

2.2.8.2 Core Team Members

NINL Core Team will comprise of representatives from different functions at NINL, which are

within the scope of ERP implementation. These representatives will bring with them knowledge

of existing processes, critical requirements, existing constraints, relevant management policies,

information requirements etc. These core team members, inter alia, will assist/participate in:

a) Conceptualizing, designing, developing and testing the solution;

b) Identifying the data to be converted;

c) Support in developing test scripts;

d) Conducting interface testing.

e) Go‐Live preparedness

To be able to assist in these activities, it is necessary that NINL Core Team is to be trained on

the

a) Standard product functionalities available in the chosen ERP by the ERP Product Vendor

to achieve a level of knowledge of a Certified Product Consultant as per the standard

curriculum.

b) Integrated Business Process in standard ERP product by the Product Vendor

c) Remaining training needs to be met by the Implementation Partner as required for the

ERP Implementation. This would include the process related functionalities, interface

features, as well as configuration steps and the impact each step has on the solution.

The successful bidder is to arrange training as per (a) & (b) immediately on award of contract.

_________________________________________________________________________________________________


Tender Document

2.2.8.3 Technical Core Team Members

NINL Technical Core team will comprise of team will bring with them knowledge of existing

applications, interfaces, constraints, information requirements etc. The ERP training needs of

Technical Core team members will be in areas such as configuration, system & database

administration, report customization, operating system, security & network management etc.

2.2.8.4 End Users

NINL End Users will be the users from different functions, which are covered by ERP

implementation or are likely to be impacted by the ERP implementation. These users will need

to be trained before going live on ERP. Comprehensive guidelines on how to accomplish tasks

in NINL specific ERP solution must be provided to these users. Sign‐off by the end users about

their comfort level will be a key parameter to be considered by the Steering Committee in

giving the go‐ahead for cut‐over.

The bidder should document changes to the solution, if any, suggested by the end‐users during

the training sessions. Thereafter, the reason for incorporating the change or otherwise must

be documented and formally discussed with the NINL Project Management Team. The final

decision in this regard will be taken by the NINL Project Management Team which will give due

considerations to inputs from the bidder.

2.2.8.5 Change Management Workshops

In addition to the above, the bidder will suggest to the NINL Project Management Team issues

anticipated in the change management process and proposed solution to overcome the same.

The bidder is expected to conduct the change management programs on one‐on‐one

individual basis or in groups and at different locations. The bidder should quote fees (per

training day basis) for conducting such Change Management workshops at NINL.

2.2.8.6 Other Training Related Expectations

i. Training Venues

NINL expects the bidder to conduct training programs at any or all of the following sites as per

requirement at:

_________________________________________________________________________________________________


Tender Document

a) NINL Plant Site

b) Corporate Office

There would be a further assessment of the exact venues during the implement Phase taking into

consideration of the priorities and constraints during that period.

ii. Train‐The‐Trainer Approach

Given the large number of end‐users to be covered, need to repeat training programs

periodically post go‐live and the need to develop training competency internally, NINL wants to

adopt “Train‐The‐ Trainer” approach. In this context, NINL expects the bidders to provide

necessary training materials and methodology they propose to take for training the end‐users.

Certification of ERP Competence Centre

This is the training for the ERP core team of NINL for setting up ERP competency centre. This

team will be involved in ERP development and implementation and building and managing

maintenance related skills within NINL. This includes supporting the existing installations,

rollouts and newer implementations. The team has to be equipped with requisite technical

knowledge before the implementation takes off. Their training may have to be delivered at

authorized training centre of the vendor. Proper ERP certification training is to be provided to

this group of core team. This Training would be required to be given to approximately 25

personnel of NINL.

2.2.9 Providing Post Go‐Live Support

The bidder will provide post implementation support for minimum of One (1) Year after go‐live and

stabilization date. The support will cover, but not limited to, all user level queries, fixing bugs,

enhancements, changes to configurations, customizations, patch updates, upgrades, retraining etc

encompassing product, hardware and network.

_________________________________________________________________________________________________


Tender Document

2.3 Locational and Departmental Scope

2.3.1 Key Functional Areas

Finance

HR/IR

Production Planning and Control

Commercial

o Sales Coordination & Marketing

o Material Management

Quality Management

_________________________________________________________________________________________________


Tender Document

Plant Operation including SMS

Plant Maintenance

Mines Coordination

Corporate Office

2.3.2 Departments

Production Planning and Control

Human Resource Management

Plant Operations including SMS

Plant Maintenance and Works

Quality Management

Commercial (Purchase, Sales & Stores)

Finance (Accounting, Treasury, Payroll, Taxation)

Mines Office (Koira and Keonjhar)

Corporate Office (Bhubaneswar)

Paradip Office (Paradip)

2.4 Functional Scope

Refer Annexure 7.6

2.5 Technical Scope

Refer Annexure 7.7

_________________________________________________________________________________________________


Tender Document

2.6 Documentation Scope

Sl.

No.

Activity Deliverable Deliverable

Schedule

2.5.1 IMPLEMENTATION SERVICES

I Project Initiation

1 The bidder will study the scope of work and

submit a detailed project plan with detailed

activities i.e. delivery and installation plan for

hardware, software, network, etc. and

manpower deployment plan (onsite and

offsite) and deliverables. He will furnish his

conclusions in form of a Report and a

presentation to NINL

Project Initiation Report &

Presentation

Bidder to

suggest suitable

time line for

each activity

based on the

proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

2 Once the above has been discussed and

changes, if any, incorporated, the bidder will

prepare the Project Management Plan. This

plan will : i) Contain a project plan in MS

Project form ii) Indicate the proposed

approach towards key phases / activities of the

project such as process study, legacy

applications integration, data conversion,

change management, training, documentation

etc. The objective of this will be to provide a

bird’s eye view of the proposed approach of

the bidder towards execution of the project.

The Project Plan and the high‐level approach

will be discussed with / presented to NINL

which may suggest changes if necessary.

Project Management Plan

containing the Project

Plan

3 The bidder will carry out a detailed study to

fine tune the specific requirements with

respect to the hardware. This will be spelt out

Hardware Requirement

Report

_________________________________________________________________________________________________


Tender Document

in the Hardware Requirement Report

Sl

No. Activity Deliverable

Deliverable

Schedule

II Solution Design

1 Once the Information Requirement study is

complete, the bidder will prepare a To‐Be

Business Process document. This document

will describe how existing processes will be

executed post going live with the ERP. The

changes in the To‐Be processes from the As‐Is

process will be highlighted. Where an existing

process cannot be mapped directly to any ERP

functionality (i.e. there is a gap), the bidder

must propose solutions, in terms of process

changes, workarounds, custom development,

interface with legacy systems, etc. This

document must be prepared in a format which

allows easy reference to the As‐Is Process

Document. The To‐Be Processes along with the

Gap Analysis and resolution must be vetted by

NINL

To‐Be Process with Gap

Analysis & Resolution

Document

Bidder to

suggest suitable

time line for

each activity

based on the

proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

2 Once the To‐Be Process and the Gap Analysis

& Resolution Document is finalized and the

custom developments/enhancements

identified, the bidder will prepare a

Customization Strategy Report for approval of

NINL.

Customization Strategy

Report

3 The interfaces to be developed between the

ERP Solution and the legacy applications or

satellite application based on the To‐Be

Process document must be documented by the

Interface Strategy

Document

_________________________________________________________________________________________________


Tender Document

bidder and signed off by NINL.

4 Based on the revised information

requirements in the context of TO BE business

processes and standard reports available in the

ERP Solution, the specific information /

reporting requirements (including the form,

parameters, access and content) will be

documented by the bidder and signed off by

NINL.

Standard & Custom

Report Development

Details

5 Process and methodology adopted for Quality

Assurance must be documented and periodic

reports submitted to NINL.

QA process document

Sl


Deliverable

Schedule

III Solution Development

1 Based on the agreed To‐Be Processes, the

bidder will prepare a prototype of the solution

(including all customization, interfaces etc).

Solution Prototype with

necessary documentation.

Bidder to

suggest suitable

time line for

each activity

based on the

proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

2 The solution prototype should be made

available for validation by NINL. NINL expects

that the prototype validation will go through

multiple iterations (often referred to as

Conference Room Pilot sessions). The

prototype validation must be conducted in a

formal set up with proper CRP scripts prepared

by the bidder and approved by NINL.

Solution Prototype

validation, CRP scripts and

validation clearance by

NINL.

3 The feedback provided to the bidder after each

round of validation / CRP must be documented

and signed off by the NINL nominated users.

Solution Prototype

validation / CRP feedback

documented

_________________________________________________________________________________________________


Tender Document

4 Changes to the solution must be presented to

the users in next round of solution validation

or CRP. This will be an iterative process till the

solution prototype is signed off as acceptable

by NINL.

Subsequent rounds of

solution prototype

validation / CRP; Sign‐off

of the same

5 Process and methodology adopted for Quality

Assurance must be documented and periodic

reports submitted to NINL.

QA process document

Sl


Deliverable

Schedule

IV Solution Validation

1 Once the solution prototype is signed off, the

bidder will plan for the Unit Tests (UT), System

Integration Tests (SIT) , User Acceptance Tests

(UAT),) and any other tests as may be

necessary.

UT, SIT & UAT Program

2

The UT, SIT, UAT and other test scripts will be

prepared by the bidder and validated by NINL.

Script for UT, SIT, UAT and

other tests, if any

Bidder to

suggest suitable

time line for

each activity

based on the

proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

3 Once finalized, the bidder will assist NINL

nominated user to conduct the UT, SIT, UAT

and such other tests. User feedback from

these tests will be documented by the bidder.

UT, SIT, UAT and other

tests conducted and

feedback documented

4 The data conversion test will also be

conducted and signed off by the NINL Business

team with assistance of the bidder in terms of

format, completeness and correctness.

Data Conversion Test

feedback

5 Feedback of the UT, SIT, UAT data conversion

and other tests will be presented to NINL in

form of a report and a presentation to enable

NINL decide on the readiness of the going live

with solution.

UT, SIT, UAT data

conversion and other

tests report &

presentation

_________________________________________________________________________________________________


Tender Document

6 Submit the Access Control Matrix Template to

NINL, after the template is filled up by NINL,

Configure the Access Control Matrix in the

Application by bidder.

Access Control Matrix

Template and the

Configured Application

print of the user access.

7 Based on the report and the feedback received

from the users, NINL may recommend

additional tests to be conducted in specific

areas. Conduct of such additional tests and the

result must be documented by the bidder.

Additional tests

conducted in specific

areas and test results

documented

8 The bidder should deploy performance testing

tools to proactively establish adherence to

agreed performance levels with the

representative data and the concurrent users.

Performance test results

9 During the stabilization period post Go‐Live of

Phase II, the performance will be observed on

a continuous basis.

Stabilization Acceptance

Results

10 During the PG period the performance will be

observed on continuous basis.

PG test results

Sl


Deliverable

Schedule

V Data Conversion

1 The bidder will provide data conversion

strategy

Data Conversion Strategy

2 The bidder will provide the template in which

each data element to be converted must be

provided by NINL.

Template for data to be

converted

3

The bidder must validate the data provided in

terms of format.

Validate data provided in

terms of format

Bidder to

suggest suitable

time line for

each activity

based on the

4 The bidder will prepare the necessary data

conversion scripts and document the same. He

will also identify/provide necessary reports to

Data conversion scripts &

necessary documentation

_________________________________________________________________________________________________


Tender Document

facilitate verification of data converted. proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

5 The bidder will execute complete / sample

data conversion on test instance for each data

element and get sign off from users in terms of

adequacy and correctness.

Data conversion test

results for each data

element

6 The bidder will execute data conversion on

production instance and obtain signoff from

NINL.

Data conversion executed

on Production Instance

7 The bidder will provide a scheme for archival

of old data required to be maintained for

statutory and other reporting purposes and

retrieval of the same in the new ERP

environment.

Archival and retrieval

document

Sl


Deliverable

Schedule

VI Assist in Change Managing

1 The bidder will give report /presentation to

the NINL on anticipated change management

related issues and propose solutions to

overcome them.

Change Management

Approach Report /

Presentation

Bidder to

suggest suitable

time line for

each activity

based on the

proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

2 The bidder will conduct Change Management

programs on one‐on‐one individual basis or in

groups and at different locations.

Tentative schedule and

approach document

3 The bidder will propose effectiveness

measurement criteria on change management

and its monitoring.

Effectiveness

measurement document

Sl Activity Deliverable Deliverable

_________________________________________________________________________________________________


Tender Document

No. Schedule

VII Training

1 Identify training requirements for NINL Core /

Technical team members and end‐users.

Training Requirement

Report

2

A detailed Training Plan giving details of

content, duration and training material to be

provided to different categories of participants

as identified by the NINL.

Training Plan for NINL

Users Bidder to

suggest suitable

time line for

each activity

based on the

proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

However, the

training to be

imparted by

Product Vendor

for Core team

need to be

planned before

the

implementation

activity begins.

3 Specific training to NINL core team from

Product Vendor on

a) Standard product functionalities available in

the chosen ERP by the ERP Product Vendor to

achieve a level of knowledge of a Certified

Product Consultant as per the standard

curriculum.

b) Integrated Business Process in standard ERP

product by the Product Vendor

Training plan for Solution

Prototype Validation

4 Specific training by the Implementation

Partner to core team & business team to

prepare them for testing and accepting fully

configured solution prototype.

Training plan for Solution

Prototype Validation

5 Hands‐on training to NINL core team members

on ERP configurations, the processes and other

applications.

ERP Training for NINL Core

Team Members

6 Hands‐on training to NINL technical team

members on ERP and other applications,

including training to NINL database

administrators, Network & System

administrators including backup & restoration,

development including reports and

maintenance of package. .

ERP Training for NINL

Technical Team Members

_________________________________________________________________________________________________


Tender Document

7 Training to Technical team on administration

of servers, storage, SAN, network and backup

systems

Hardware training to NINL

Technical Team Members

8 A fully configured solution prototype for

training NINL end‐users.

Configured Solution

Prototype for Training

9 Hands‐on training to NINL end‐users on ERP

and other applications.

ERP Training for NINL end‐

users.

10 Preparation of NINL ERP Solution Training

Manual and end user manuals keeping in mind

the specific requirements of processes and

users at NINL.

NINL ERP Solution

Training and end user

Manuals

11 Preparation of NINL ERP Systems Management

Manual keeping in mind the specific

configuration of solution implemented at NINL.

NINL ERP Systems

Management Manual

Sl


Deliverable

Schedule

VIII Custom Development

1 The bidder must deliver all custom

development as has been described in his Bid /

Proposal.

Custom development Bidder to

suggest suitable

time line for

each activity

based on the

proposed ERP

Solution, Project

Plan and their

Methodology

limiting to the

overall time

limit provided

for project

implementation.

2 The bidder must provide relevant

documentation about the custom

development, description of the code etc

Relevant Documentation

_________________________________________________________________________________________________


Tender Document

Sl


Deliverable

Schedule

IX Executing Cut‐Over from Legacy Applications to ERP Solution

1 The bidder will configure Production instance

of the ERP Solution with assistance from the

NINL core team.

Fully configured

Production Instance

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution,

Project Plan and

their

Methodology

2 The bidder will present a cut‐over strategy to

NINL for their validation and approval.

Cut‐over strategy

3 Executing the cut‐over from the legacy

applications to the ERP Solution in accordance

with the approved cut‐over strategy.

Executing cut‐over

4 In case the cut over does not synchronize with

the accounting period (such as beginning of

the financial year etc), the bidder will suggest

and provide the required strategy for building

data for the prior period.

Strategy for prior period

data buildup

Sl


Deliverable

Schedule

X Stabilization &Post Implementation Support

The bidder should provide stabilization for 5

months for Onsite. Functional Team and key

technical resources should be Onsite for this

activity

Stabilization report

1 The bidder will provide post implementation

support for One Year‐ Key resources should be

available onsite

Post go‐live support for

One Year

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution

Bidder to

suggest suitable

time line based

2 The bidder is expected to transfer knowledge

and guidelines will encompass all aspects of

such as configuration, report writing, database

administration, system administration etc.

Guidelines

_________________________________________________________________________________________________


Tender Document

on the proposed

ERP Solution At

least one month

prior to first go‐

live date

Sl


Deliverable

Schedule

2.5.2 SUPPLY & INSTALLATION OF HARDWARE

1 The bidder shall perform study of hardware

configurations requirements for Production,

Quality Assurance/Training and Development

environments based on high availability

“active‐active” architecture.

System Configuration

document

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution,

Project Plan and

their

Methodology

2. Supply hardware and software components

including servers, operating system, database,

utilities, enterprise management system,

backup hardware with license documentation

and media.

Supply of hardware, and

related software.

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution,

Project Plan and

their

Methodology

3 Services covering installation and

commissioning, Performance Guarantee tests,

training on systems & database administration

and backup solution.

Installation and

commissioning of

hardware and network,

Training

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution,

Project Plan and

their


Phase II, the performance will be tested


Results

_________________________________________________________________________________________________


Tender Document

5

During the PG period the performance will be

observed on continuous basis

PG test results Methodology

Sl


Deliverable

Schedule

2.5.3 SUPPLY & INSTALLATION OF NETWORK

1 The bidder shall perform study of existing

network and propose high availability “active‐

active” architecture for ERP solution.

Network architecture,

layout and Configuration

document

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution,

Project Plan and

their

Methodology

2 Supply network and software components

including network management tools,

enterprise management system, firewalls,

NIPS, switches, storage networking, network

services including the bandwidth etc. with

license documentation and media.

Supply of network and

related software.

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution,

Project Plan and

their

Methodology

3 Services covering installation and

commissioning, Performance Guarantee tests,

training on network systems & security

administration.

Installation and

commissioning of

hardware and network,

training

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution,

Project Plan and

their

Methodology


Phase II, the performance will be tested


Results

5 During the Post Go‐ live period the

performance will be observed on continuous

basis

PG test results


_________________________________________________________________________________________________


Tender Document

No. Schedule

2.5.4 SUPPLY OF ERP APPLICATION, DATABASE, RELATED SOFTWARE & TOOLS, USER LICENSES

1 ERP license could be acquired in stages with

the progress of configuring, testing and

implementation. The bidder should provide

staggered delivery options and related details.

Staged Delivery of licenses

Bidder to

provide plan

2

The bidder will supply the ERP Application,

database, related software and tools, user

licenses etc. that will be necessary. The

number of expected ERP users and its

distribution among different tracks is given in

Annexure 7.1. Documentation related to the

above must be supplied in both hard and soft

copy. The bidder will be responsible for

ensuring that the ERP Application, database,

related software and tools, user licenses etc.

are delivered in time and as per agreed terms

and conditions.

ERP Application, database,

related software and

tools, user licenses etc

with relevant

documentation

suggest suitable

time line based

on the proposed

ERP Solution

and their

Methodology,

Project Plan

3 Documentation regarding Installation of the

ERP Application, database, related software

and tools, activation of user licenses etc which

will be necessary for implementation of the

ERP Project at NINL as per this Tender

Document. Must be supplied in both hard and

soft copy.

Installation of the ERP

Application, database,

related software and

tools, activation of user

licenses etc.


Phase II, the performance will be observed on

a continuous basis


Results

5 During the PG period the performance will be

observed on continuous basis

PG test results


_________________________________________________________________________________________________


Tender Document

No. Schedule

2.5.5 ACTIVE‐ACTIVE SOLUTION AND BACK‐UP POLICY

1 The bidder will also provide an ”active ‐ active”

architecture and implementation including the

backup plan at site level

Active‐Active high

availability & back up Plan

Bidder to

suggest suitable

time line based

on the proposed

ERP Solution

and their

Methodology,

Project Plan

2 The bidder will be responsible for providing

load balanced active‐active solution.

Load balance testing sign

off

3 The bidder will demonstrate the backup as

mentioned in the plan

Backup sign off.

Sl

No.

Activity Deliverable Deliverable

Schedule

2.5.6 UPGRADE & PATCH APPLICATION POLICY

1 The bidder will be responsible for providing a

detailed upgrade policy for the upgrade (minor

as well as major) of all applications being

implemented as a part of this ERP

implementation.

Application Upgrade

Policy Bidder to

suggest suitable

time line based

on

Anything required for the completion and successful implementation of the ERP solution at NINL should

be included in the solution proposed in by the Bidder. Any additional requirement, which might have

financial implications, apart from as proposed in the solution for successful Go‐Live would be borne by

the Bidder.

_________________________________________________________________________________________________


Tender Document

3 Section II: Bidding Procedure & Instructions to Bidders

3.1 General Instructions

3.1.1 Eligibility to Bid

The bidding process will be open to any ERP Implementation Partner who will be able to supply & install

all of the following either on their own or by forming a consortium:

a) ERP Product and related software licenses

b) ERP implementation services, including related process improvements, data conversion,

interfaces, customizations etc

c) Requisite hardware comprising of servers, storage, backup applications etc.

d) Requisite networking accessories, switches, firewalls including network Services.

Detailed scope of work is given at Section 2.

The above listed entity / entities must also meet certain mandatory pre qualifications with respect

to the ERP Solution being proposed by it.

These criteria and the format in which the responses are to be provided have been listed out in

Section 3.6

Note:

i. The following are expressly barred from bidding for this project either individually or as a

member of any consortium

a. Any business unit of Wipro Limited even if not involved in current engagement being

executed

b. Any subsidiary or affiliate of Wipro

ii. The Bidder will be required to return the original Tender Document duly signed by competent

authority on each page as a part of the response to the Tender. It shall be expressly agreed

_________________________________________________________________________________________________


Tender Document

therein by the Bidder that he has read and understood the complete Tender Document and shall

comply with the same. However the signature on the PRICE SCHEDULE alone shall be deemed as

acceptance of all the documents enclosed to the Tender

iii. Deviation, if any, from the tender specifications and other parts of the Tender Document, shall

be listed out separately and clearly by the Bidder as per the format in Annexure 7.11. If

deviations are not clearly listed as such, they will not be considered by the Employer later.

3.1.2 Bids by Consortiums

The consortium should consist of ERP Implementation Partner, ERP Product Vendor, Hardware

Manufacturer and Network hardware & Service provider. The ERP Implementation Partner should be

leader of consortium and responsible for providing the total ERP solution to NINL. While this is

acceptable to NINL in principle, it expects certain requirements to be fulfilled by each of the consortium

member.

These include the following:

i. The response to the Tender has to be submitted by a consortium and the ERP Implementation

Partner will be designated as a Bidder for the purpose of this Tender

ii. The ERP implementation Partner should be the lead partner of such a consortium.

iii. The response to the Tender must contain a written declaration by the competent authority of all

the consortium members that :

a. They have collectively agreed to respond to the Tender.

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 of all the members of the

consortium.

c. The consortium leader is authorized to receive instruction / communications from NINL,

authorized to incur liabilities and shall deliver all the provisions of the contract on behalf

of consortium members.

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Tender Document

d. All members of the Consortium shall be responsible and liable jointly and severally for

the execution of the Scope of Work under Contract in accordance with the terms and

conditions of the Contract. However, the Leader of the Consortium shall be solely

responsible for the integration, interface, coordination and completeness of the entire

Scope of Work including establishment of Performance Guarantees under the Contract.

A format in which such a declaration may be submitted is given as Annexure 7.12.

iv. It will be consortium leader’s responsibility to certify the work completed by the other

consortium members.

v. Must be submitted along with the response to the Tender.

vi. In case the bidder is successful, the contract will be signed between NINL and the consortium

leader. The other consortium members will also sign the contract alongside the consortium

leader.

vii. The invoices to be submitted for payment should be certified by the leader of the consortium

and payments will be made to the respective consortium members on the written advice of the

consortium leader.

viii. A company / entity cannot submit bid individually for part of the scope of the work.

ix. The bidder should provide a declaration from all the consortium members that they have full

property right or requisite right to use all intellectual property / tool they propose to supply or

use in course of this project.

x. The offer shall include all the information required for a Tender as described in Tender

Document including the eligible criteria, for each Consortium member.

xi. The offer shall be signed so as to legally bind all members.

xii. Any member of the consortium must not have been blacklisted in any PSU/Govt. body (State or

Central) in India in the past 3 years

xiii. The offer submitted by one tenderer shall not be permitted to transfer to another tenderer.

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Tender Document

3.1.3 Compliance to NINL Ethical Standards

NINL attaches top most priority to adherence to the highest ethical standards in all its transactions and

expects the same from all entities it enters into any relationship with. Accordingly, it expects every

Bidder to observe the highest standard of ethics and integrity during the bidding process and if

successful, during all stages of the project. If a bidder is found to have indulged in any corrupt or

fraudulent practice or in any practice which is not in conformity with the highest ethical standards, then

the bid will stand rejected. In such a case, NINL may even go to the extent of black‐listing the bidder and

barring it from responding to any future enquiries / tenders floated by it.

To ensure uniformity in understanding of corrupt and fraudulent practices between NINL and the

bidders, the same has been defined below:

a. The term ‘corrupt practice’ will include the promising, offering, giving, receiving, or soliciting of

anything of value to anyone who is in a position to influence the procurement process or the

project execution process.

b. The term ‘fraudulent practice’ means an intentional misrepresentation of facts or suppression of

relevant fact with the objective of influencing the procurement process or the project execution

process. The above will include formation of cartels or collusive practices designed to establish

bid prices at artificial, non‐competitive levels to deprive NINL of the benefits of competition.

c. By signing the Bid Forwarding Letter, the Bidder represents that for the software, services and

hardware it supplies, it is the owner of the Intellectual Property Rights. Willful

misrepresentation of these facts shall be considered a fraudulent practice without prejudice to

other remedies that the Purchaser may take.

d. If it comes to the notice of the Employer at any stage right from request for enlistment/tender

document that any of the certificates/documents submitted by applicants for enlistment or by

Tenderers are found to be false/fake/doctored, the party will be debarred from participation in

all the Employer’s tenders for a period of five (5) years including termination of contract, if

awarded EMD/Security Deposit etc. given by them, if any, will be forfeited. The Contractor in

such cases shall make good to the Employer any loss or damage resulting from such termination.

Contracts in operation anywhere in the Employer will also be terminated with attendant fall

outs like forfeiture of EMD/Security Deposit, if any, and recovery of risk and cost charges etc.

Decision of the Employer will be final and binding.

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Tender Document

3.1.4 Pre‐proposal Visit

To facilitate a better understanding of NINL’s processes and requirements, both functional and

hardware related, NINL may allow consortium members to carry out an on‐site study. In this regard,

should a bidder feel necessary, it may write to NINL requesting for a pre‐proposal visit. NINL may, at its

discretion and without being answerable to any bidder, decide on whether or not to allow such a visit by

the bidder.

The Tenderer shall visit and inspect the site and shall satisfy himself of the site conditions and shall

collect any other information which he may require before submitting his tender. The Tenderer shall be

deemed to have ascertained all special Local and National Standards, Regulations, etc which may affect

his design, schedule, choice of supervisory personnel, etc prior to the preparation of his Tender. Claims

and objections due to ignorance of site conditions and particulars mentioned above, technical details &

data etc., and/or failure to get the required information shall not be entertained after submission of the

Tender.

3.1.5 Cost Incurred in Responding to Tender

NINL will not be responsible or liable for any costs being incurred by individual Bidders in preparing their

response to this Tender nor will it be under any obligation to reimburse the same or any part thereof to

any Bidder. Each Bidder must bear all costs being incurred by it in responding to this Tender. NINL will

also not be responsible for providing any facility or infrastructure to any bidder to facilitate it’s

preparation of its bid.

3.1.6 Language, Font Size etc.

The bid must be prepared in English language only. Further, all communication with respect to the bid

including any accompanying document, must be in English language only. Clarifications sought on the

Tender Document must also be in English.

While the Bidders are free to submit their response in color, the text in both the original and the copies

of the Bid must be black in color, font of size not less than 10.

3.1.7 Bid Validity Period

All bids, not rejected for any other reason, will remain valid for a period of 6 months from the due date /

extended due date (if any) of submission of tender. In case of tenderer revoking or

withdrawing/canceling his Tender, varying any term in regard thereof during the validity period of the

_________________________________________________________________________________________________


Tender Document

Tender without the written consent of Employer, the Tender submitted shall be liable for rejection and

the Employer shall forfeit the Earnest Money paid by the Tenderer along with the Tender.

3.1.8 Extension of Period of Bid Validity

In exceptional circumstances, NINL may request all the Bidders consent to an extension of the period of

validity of their respective bid. The request and the response thereto will be made in writing. Extension

of validity period by the Bidder must be unconditional. The bid EMD provided in the form of BG will also

have to be accordingly extended. A Bidder will not be permitted to modify his bid.

3.1.9 The Tender Specifications along with all technical details, data, etc., covering the Scope of Work,

is to be read in conjunction with the General Conditions of Contract, Special Conditions of

Contract, Price Schedule, etc. enclosed with the Tender document.

3.1.10 Legal Capacity of Tenderer

3.1.10.1 The Tenderer shall satisfy the Employer that he is competent and authorized to submit tender

and/or to enter into a legally binding Contract with the Employer. To this effect, any individual

signing the tender shall, before so signing, submit documentary evidence that his signature on

the tender submitted by him, is legally binding upon himself, his firm or company, as the case

may be.

3.1.10.2 A person signing the tender form or any document forming part of the contract on behalf of

another shall be deemed to warrant that he has authority to bind such other and if it is

discovered at any time that the person so signing had no authority to do so, the Employer

may, without prejudice to other legal remedies, terminate the contract and hold the Tenderer

and/or the person signing liable for all costs and damages.

_________________________________________________________________________________________________


Tender Document

3.2 Contents of the Bid

3.2.1 Bid Security (EMD)

Every Bidder is required to furnish an EMD for an amount of Rs. 6.0 Lakhs along with it’s bid. The Bidders

are required to submit the EMD by way of Demand Draft or Bank Pay Order or a bank guarantee from

any Indian Nationalized Bank or Scheduled Commercial Bank drawn in favor of ‘Neelachal Ispat Nigam

Limited’ and be payable in Bhubaneswar. Any bid not accompanied with the prescribed EMD will be

rejected outright.

i. The EMD in the form of BG as per the format given at Annexure 7.8 must remain valid for a

period of sixty (60) days beyond the bid validity period. The EMD will be interest‐free and will be

refunded to unsuccessful bidders after the issue of the Letter of Acceptance to the successful

bidder.

ii. The EMD of the successful Bidder will be returned after signing the Contract/ Agreement and

furnishing the requisite performance guarantee security.

iii. The EMD will be liable for forfeiture/encashment by NINL in the following event:

a. in case of any Bidder: if he withdraws the bid during the bid validity period

b. In case of the successful Bidder:

‐ if he fails to sign the agreement and/or commence the work within the date to

be agreed upon after issue of LOA as described in the Tender Document as at

Clause 4.7.5

‐ if he fails to submit the performance bank guarantee security within specified

time frame (clause 6.26)

3.2.2 Letter Indicating Intention to Bid

This will include the following and should be submitted along with EMD in the same envelope:

i. A Forwarding Letter indicating the submission of the Bid and the Forwarding Letter must be

signed by all the consortium members (Refer Annexure 7.12)

_________________________________________________________________________________________________


Tender Document

ii. Since all pages of the original Bids must be signed by the duly authorized person of

Implementation Partner, this authorization must be supported by a stamped Power‐of‐Attorney

(backed up by board of directors’ resolution) referring the agreement among the consortium’s

members and submit the same along with the bid.

iii. The contract (not necessarily with the financial implications) among the consortium members

indicating their unequivocal acceptance of Implementation Partner as the consortium leader

who is authorized to sign the contract, raise invoice, receive payments and instructions, and

incur liabilities on behalf of the consortium – A notarized copy of the duly executed Consortium

Agreement to this effect must be enclosed.

iv. Authentication of Bid documents is detailed in clause 3.3.3

3.2.3 Confirmation on submission of documents & mandatory requirements

3.2.3.1 A summary sheet confirming whether the following requirements have been met along with

page reference to where in the Bid have compliance to these requirements have been

described / included should be furnished by the bidder:

3.2.3.2 Compliance with pre qualification criteria as mentioned in Section 3.6 with respect to the

offered solution being proposed along with supporting documents.

3.2.4 Technical and Commercial Bid

This part of the bid consists two parts;

3.2.4.1 Technical Bid:

This part of the bid shall include the details of:

a) List of deviations and exclusions as per Annexure 7.11

b) Profile of the Bidder/consortium members and relevant experience

c) Proposed ERP product literature, modules offered and support methodology

d) 3rd party software(s) proposed, software company details, market position integration with ERP

proposed support offered

e) Project organization including CV of the team members (Annexure 7.16).

_________________________________________________________________________________________________


Tender Document

f) Methodology to be followed in execution of the project

g) Project plan detailing Phases and activities, dates and resource allocation

h) Requisite hardware configuration including details of quantity and configuration of servers,

back‐up facility

i) Requisite network hardware and network services including details of quantity, configuration,

bandwidth, presence of POP centers, NOC etc.

j) Training program for Core team, users and pre‐qualification required if any including

infrastructure required for conducting the training

k) Conference Room Pilots, System Integration Tests, User Acceptance Tests etc proposed

l) Post go‐live support methodology

m) An overview of the functional solution and technical, security and network architecture

n) Confirmation to FRS and TRS as at Annexure 7.6 and 7.7

o) Organizational structure of the Consortium & escalation mechanism for technical issues

3.2.4.2 Commercial Bid

This part of the bid shall contain the following:

i. Signed copy of Tender Document (all pages including annexures, forms and appendixes to be

signed & stamped)

ii. List of Deviations / exclusions (Annexure 7.11).

iii. Signed copy of Price Schedule (Blank Price Bid with prices blanked as ‘xxx’) confirming that the

bidder is submitting his price schedule in this format given at Annexure 7.17.

iv. Organizational structure of the Consortium Members & escalation mechanism for commercial

issues.

v. Latest Auditors report/charted accountant’s report/ self attested Annual Reports/Balance sheet

etc.

_________________________________________________________________________________________________


Tender Document

vi. Self attested Photostat copy Registration under Employees Provident Fund and Miscellaneous

Provisions Act 1952.

vii. Self attested Photostat copy of Registration certificate Odisha VAT, Service Tax etc. as

applicable.

viii. Self attested copy of Employees State Insurance (ESI) registration indicating their code number

incase same is not available the bidder shall submit a letter of undertaking stating that ESI

registration certificate will be submitted by them before award of contract.

ix. Self attested copy of Permanent Account Number (PAN) issued by Income Tax authorities.

x. With respect to the Company which is a member of the Consortium, a self attested copy of

“Certificate of Incorporation” issued under Companies Act, 1956,

xi. With respect to a partnership firm which is a member of the Consortium, a self attested copy of

“Certificate of Registration” as a firm, issued under Indian Partnership Act, 1932,

Note:

1. Signing the tender document as per point i. above confirms compliance of all the commercial

conditions by the bidder. Any qualification/comment on these conditions should appear in the list of

deviations/exclusions at Form #1.

2. Documents mentioned at sl. no. iv to xi are to be submitted by all the consortium members.

3.2.5 Price Bid

The Price Bid should be submitted as per (Annexure 7.17). The Price Bid must be submitted only in

original. The bid shall contain no erasures or overwriting, except to correct errors made by the Bidder, in

which case the person or persons signing the bid shall initial such corrections. Price should be quoted in

number & words, in case there is a mismatch between the two, prices quoted in words shall be

considered.

3.3 Format of the Bid

3.3.1 Bid Parts

Every Bidder is required to submit his bid in four parts:

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Tender Document

Envelope‐I: Part ‐ a: consisting of EMD and other information as per clause 3.2.1, 3.2.2, 3.3.3 signed by

Prime Bidder

Envelope‐II: Part ‐ b: consisting of Confirmation on submission of documents and Pre Qualification

Requirements as per clause 3.2.3

Envelope‐III: Part ‐ c: consisting of Technical and Commercial Bid as per clause 3.2.4

Envelope‐IV: Part ‐ d: consisting of Price bid as per clause 3.2.5.

The Technical and Commercial Bids of Part – c are to be submitted in two different envelopes and to be

put in one sealed packet super scribed as “techno‐commercial bid” on the cover. The content and

format of the technical and commercial bid has been described at Clause 3.2.4.

3.3.2 Number of Bid Copies

The Technical bid should be submitted in original plus two copies. The copies of the technical bid should

be made from the original bid after completing the original bid in all respects including signatures. The

copies must be marked as “Copy 1 of 2 of technical bid” and Copy 2 of 2 of technical bid”. The original

should also be marked as “Original Technical bid”. Original technical bid should be kept in a separate

envelope super scribed as “Original Technical Bid”. The two copies of the technical bid should be put in a

separate envelope super scribed as “Two copies of Technical Bid”. These two envelopes containing the

original & copies of technical bid should be put in a third envelope super scribed as “Technical Bid”.

Similarly, the Commercial bid should be submitted in original plus two copies. The copies of the

commercial bid should be made from the original bid after completing the original bid in all respects

including signatures. The copies must be marked as “Copy 1 of 2 of commercial bid” and Copy 2 of 2 of

commercial bid”. The original should also be marked as “Original Commercial bid”. Original commercial

bid should be kept in a separate envelope super scribed as “Original Commercial Bid”.

The two copies of the commercial bid should be put in a separate envelope super scribed as “Two copies

of Commercial Bid”. These two envelopes containing the original & copies of Commercial bid should be

put in a third envelope super scribed as “Commercial Bid”.

Full Technical and Commercial bid HAS to be submitted in soft copy in form of 2 CDs. In the event of any

discrepancy between the original, copies and soft copy of the bid, the original Bid will prevail.

_________________________________________________________________________________________________


Tender Document

3.3.3 Authorization required in respect of the person/persons and the consortium leader for

submission of the Bid All pages of the original Bids must be signed by the person or persons of

the leader of the Consortium, duly authorized to sign such a Bid. This authorization in favor of

person/persons signing the bid must be duly supported by a stamped Power‐of‐Attorney from

the leader of the Consortium (backed up by board of directors’ resolution) which must be

submitted along with the Bid. In addition, the authorization letter of all the members of the

Consortium indicating their mandate to the leader of the Consortium for submitting the tender

must also be submitted along with the bid.

Any changes, erasing, alterations, additions or overwriting made in the Bid will be valid only if

the person or persons signing the bid have authenticated the same with their signature.

3.3.4 Addressing the Bid

The Bid packets must be addressed to NINL at the address given at 3.4.1. The outer envelope must

clearly indicate the Project Name, the Tender Title, Tender Number and the statement “DO NOT OPEN

BEFORE <hrs on the date & Time of bid opening mentioned in the Notice Inviting Tender>”

The envelopes must also indicate the name and address of the Bidder so that the bid can be returned

unopened in case it is declared “late.” If the outer envelope is not sealed or marked as required, NINL

will assume no responsibility for the bid’s misplacement or premature opening and consequent

rejection.

3.3.5 Sealing the Bid

All the envelopes containing the Bid documents must be put in a tamper proof packet and sealed

preferably with lacquer.

3.3.6 Rejection of Bid

The Bid Document must be submitted in the format of printed document Bids submitted directly by fax

or email will not be treated as valid and rejected outright, however if the same are received in a sealed

cover before opening of the bid, the same shall be treated as valid. Once the deviations as submitted

along with the original tender documents are sorted out at mutually agreed terms and conditions with

all the participating tenderers, no further deviations are acceptable and any bids submitted with any

deviations shall be liable for rejection. Bids not containing all the four parts as per clause 3.3.1 will be

rejected.

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Tender Document

3.4 Submission of Bid

3.4.1 Time & Place for submission of Bid

Sealed Tenders marked "Original" and super‐scribed “NINL/CM/SSS/PRJ/ERP/NIT‐391 Dt.02.08.2013’”

should be sent to Shri S.S.Sahu Astt. General Manager (Commercial), Commercial Department, 2nd

Floor, Neelachal House,Neelachal Ispat Nigam Limited,Kalinga Nagar Industrial Complex,Duburi,

JAJPUR,ODISHA,PIN‐755026. The Bid must be submitted as described in the previous pages up to 15.00

hrs IST on 26.08.2013.

Tenders will be opened immediately thereafter in the above said office, in the presence of the Tenderers

or their representatives should they choose to be present.

Bids received after 15.00 hrs on the 26‐08‐2013 will not be accepted. However, in case the Tender

Opening Date (TOD) is declared as a public holiday in the state of Odisha or as a holiday for NINL, Bids

will be accepted till 1500 hrs on the immediate next working day.

3.4.2 Extension of Tender Opening Date & Modification to Bid Document

NINL may, at its sole discretion, decide to extend this Tender Opening Date for submission of Bids. In

such a case, all rights and obligations of NINL and that of Bidders previously subject to the Tender

Opening Date will thereafter be subject to the new Tender Opening Date. Further, NINL reserves the

right to modify the Bid document / amend the scope of work prior to the due date of submission of

Tender.

3.4.3 Bids Received Late

Any bid received by NINL after the expiry of the specified Tender Opening Date for submission of bids

will be rejected outright and returned to the Bidder. The Bidders must take all responsibility of

submitting the Bids within the prescribed Tender Opening Date.

NINL will not accept as valid reason or be responsible for any postal delay or non‐receipt / non‐delivery

of the Bids.

3.5 Modification & Withdrawal of Bids

3.5.1 Modification Request by Bidder

The Bidder may be allowed to modify it’s Bid after it’s submission, provided that it makes a written

representation to NINL. It may be allowed to do so only if the request has been received and the

_________________________________________________________________________________________________


Tender Document

modifications can be effected prior to the expiration of Tender Opening Date prescribed for submission

of Bids.

The Bidder must submit his modifications in the same format as the original format in which section to

be modified was prepared, unless the modification is being made to ensure compliance with the

prescribed format. Any modification must be prepared, sealed, marked, and dispatched in original and

two copies. The envelopes containing the modification must clearly indicate that these contain

modifications to the bid originally submitted.

3.5.2 Withdrawal of Bid by Bidder

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

the bid validity period as specified in Notice Inviting Tender. Withdrawal of a bid during this interval

period may result in the forfeiture of the Bidder’s Bid Security (EMD).

3.6 Bidder Pre‐Qualification Criteria

1. Qualification Criteria

For Bidder (Implementation Partner or Prime Bidder in case of a Joint Venture / Consortium

Bidder)

S. No Criteria Compliant

(Yes / No)

Supporting

Evidence

1 Bidder (or prime bidder in case of a consortium or any partner in case

of a Joint Venture) should have implemented one large scale ERP

Implementation project (min 10 Crores) with minimum 300

transactional users in Integrated Steel Plant / Metal Process industry /

Large Manufacturing Industries (which should have a minimum annual

turnover of 1500 Crores) a project involving ERP implementation and

post implementation support with completion / go‐live after 1st

January, 2005

Project completion

certificate from

Customers of the

referred projects

indicating number

of transactional

users in each project

_________________________________________________________________________________________________


Tender Document

2 Bidder (or prime bidder in case of consortium or any partner in case of

a Joint Venture) should have implemented one Turnkey project in

Integrated Steel Plant / Metal Process industry / Large Manufacturing

Industries (which should have a minimum annual turnover of 1500

Crores) involving software implementation, Hardware and network

equipment procurement and installation, Server Room setup and post

implementation support worth at least Rs. 10 Crores after 1st January,

2005

Project completion

certificate from

Customers of the

referred projects

indicating number

of transactional

users in each project


a Joint Venture) must have implemented the ERP product being

proposed by them in at least one Integrated Steel Plant / Metal

Process Industry / Large Manufacturing Industries (which should have

a minimum annual turnover of 1500 Crores)

Project completion

certificate from

Customers of the

referred projects

indicating the ERP

product


a Joint Venture) must have SEI CMMI quality certification not below

Level 5 i.e. SEI CMMI level 5

Copy of certificate*


a Joint Venture) ISO 9001:2008 Quality Management System

Copy of latest and

valid certificate *


a Joint Venture) ISO 27001: 2005 Information Security Management

System

Copy of latest and

valid certificate *


a Joint Venture) should have minimum 1000 fulltime employees

working on Software development / ERP implementation

Self Certification

from IP

8 The bidder (or prime bidder in case of consortium or any partner in

case of a Joint Venture) shall submit a self declaration for being not

under legal action for corrupt, fraudulent or unfair trade practices by

Self Certification

from IP

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Tender Document

any of its clients


a Joint Venture) should have a minimum total turnover of Rs. 200

crore from its IT and ITES operations for each year during the last 3

financial years (20010‐11, 2011‐12 and 2012‐13) out of which 25%

(Rs.50 crore) should be from application development,

implementation and system integration each year

Copy of Audited

Financial Reports for

last three

consecutive

financial years

OR

Certificate from a

Chartered

Accountant stating

Annual Turnover for

the last three

consecutive

financial years.


a Joint Venture) should have a positive net worth during previous

financial year – 2012 ‐13

Solvency Certificate

from a bank, signed

by the authorized

signatory of that

particular bank

11 The bidder (or prime bidder in case of consortium or any partner in

case of a Joint Venture) must not have been blacklisted in any

PSU/Govt. body (State or Central) in India in the last 5 (Five) Years.

Declaration from

authorized signatory

on official letter

head, in original


a Joint Venture) should be a company registered as per the Companies

Act in India.

Copy of Certificate

of Incorporation by

Registrar of

Companies,

Government of

India

For Product (ERP) Vendor

_________________________________________________________________________________________________


Tender Document

S. No Criteria Compliant

(Yes / No)

Supporting

Evidence

1 Proposed ERP must have been successfully implemented in at least ten

organizations in last seven years (period ending March 2013) with at

least 400 transactional users covering at least six of the following eight

ERP functions together, however all 8 modules must have been

implemented in one or more of the projects provided:

i. Plant Maintenance Management

ii. Steel manufacturing (process manufacturing)

iii. Production Planning and Control

iv. Procurement & Materials Management

v. Financial Management

vi. Human Resource Management

vii. Commercial, Sales Coordination & Marketing

viii. Quality Management

Project completion

certificate from

Customers of the

referred projects

indicating functions

and number of

transactional users

in each project

2 Proposed ERP solution should have been implemented in at least 3

Integrated Steel Manufacturing Plant of capacity 1.1 million ton per

annum or above

Customer Order /

certificate

3 The ERP Solution should support each of the following Operating

Systems ‐ Microsoft Windows Server Family, HP UNIX, IBM AIX, Sun

Solaris and the proposed integrated ERP should support multiple

databases like SQL, Oracle,DB2 & Sybase etc.

Certificate from

OEM

4 Product vendor should be registered company in India for the past 10

years

Certificate of

Incorporation

5 The ERP Product must have India Localization features supporting

taxes, duties, levies and other statutory requirements for addressing

Certification by ERP

Product Vendor

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Tender Document

local compliance requirements

6 ERP solution should have the capability to integrate with MES

(Manufacturing Execution System / shop floor automation) pertaining

to Integrated Steel Plant

Certificate from

OEM

7 Proposed solution should be on a single platform and should provide

real‐time integration between modules. Proposed solution should

have all the functions (Financial Accounting, Human Resources,

Inventory Management, Procurement Management, Sales and

Coordination, Quality Management, Production Planning, Plant

Operation & Maintenance) as natively integrated applications on a

single interoperable open platform

Certification by ERP

Product Vendor

8 The proposed solution should have at least 10 Implementation

partners in India who have the required skills to implement the

product.

Certificate from

OEM

9 The product vendor should have a turnover of more than 1000 Crore

per year for the last three (3) years.

Copy of Audited

Financial Reports for

last three

consecutive

financial years

OR

Certificate from a

Chartered

Accountant stating

Annual Turnover for

the last three

consecutive

financial years.

*Bidder undergoing assessment for not more than one year (after expiry of its earlier certificate) can submit a

certificate for ongoing assessment issued by the assessment agency

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Tender Document

2. By submission of documentary evidence in the form of relevant certificates as specified in pre

qualification criteria in its bid, the Bidder must establish to the Purchaser’s satisfaction:

a) that it has the financial, technical, and production capability necessary to perform the Contract,

meets the qualification criteria specified in the pre‐qualification criteria, and has a successful

performance history.

b) For the purposes of establishing a Bidder’s qualifications, the experience and/or resources of

any Subcontractor will not contribute to the Bidder’s qualifications; only those of a Joint Venture

/ Consortium partner will be considered.

c) that, in the case of a Bidder offering to supply those key goods components of the Information

System under the Contract that the Bidder did not itself manufacture or otherwise produce, the

Bidder has been duly authorized by the Original Equipment Manufacturer (O.E.M.) or producer

to supply those components in the Purchaser’s country. (This will be accomplished by

submission of O.E.M.’s Authorization Forms, as indicated in the Annexure 7.12 ); and

d) that, in the case of a Bidder not doing business within the Purchaser’s country, the Bidder will be

(if awarded the Contract) represented by a Consortium Partner in that country who is equipped

and able to carry out the Bidder’s maintenance, technical support, training, and repair

obligations prescribed in the General and Special Conditions of Contract, and/or Functional and

Technical Requirements.

3. Bids submitted by a Joint Venture/Consortium of two or more firms as partners shall also

comply with the following requirements:

a) bid shall be signed by the Prime Bidder so as to be legally binding on all partners;

b) one of the partners shall be nominated as being In Charge, and this nomination shall be

evidenced by submitting a power of attorney signed by legally authorized signatories of all the

partners;

c) the partner in charge shall be authorized to incur liabilities and receive instructions for and on

behalf of any and all partners of the Joint Venture/Consortium, and the entire execution of the

Contract, including payment, shall be done exclusively with the partner in charge;

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d) the partner or combination of partners that is responsible for a specific component(s) of the

Information System must meet the relevant minimum qualification criteria for that component;

e) The firm may submit bids either as a single Bidder on its own, or as a partner in one Joint

Venture/Consortium submitting bids in response to these Bidding Documents. Furthermore, a

firm which is a Bidder, whether as a single Bidder or as a partner in a Joint Venture/Consortium,

cannot be a Subcontractor in other bids, except for the supply of commercially available

hardware or software manufactured or produced by the firm, as well as purely incidental

services such as installation/configuration, routine training, and ongoing maintenance/support.

Non‐compliance may result in the rejection of all bids in which the affected firm participates as

Bidder or as partner in a Joint Venture/Consortium. As long as in compliance with these

provisions, or as long as unaffected by them due to not participating as Bidder or as partner in a

Joint Venture/Consortium, a firm may be proposed as a Subcontractor in any number of bids.

f) all partners of the Joint Venture/Consortium shall be liable jointly and severally for the

execution of the Contract in accordance with the Contract terms, and a statement to this effect

shall be included in the authorization mentioned in the bid as well as in the Contract (in case of

a successful bid).

4. Bidder cannot subcontract software development and maintenance of data centre after

execution. If a Bidder intends to subcontract other major items of supply or services, it shall

include in the bid details of the name and nationality of the proposed Subcontractor, including

vendors, for each of those items and shall be responsible for ensuring that any Subcontractor

proposed complies with the requirements and that any Goods or Services components of the

bidders can have a maximum of 3 Sub‐contractors against each major item of supply or services.

Quoted rates and prices will be deemed to apply, whichever Subcontractor is appointed, and no

adjustment of the rates or prices will be permitted. The Purchaser may delete any proposed

Subcontractor of the contract agreement but prior to formal signing of the Contract agreement,

Annexure 7.18 of the contract agreement shall list the approved Subcontractors for each item

prior to Contract signature.

5. For the purposes of these Bidding Documents, a Subcontractor is any vendor or service provider

with whom the Bidder contracts for the supply or execution of any part of the Information

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System to be provided by the Bidder under the Contract (such as the supply of major hardware,

software, or other components of the required Information Technologies specified).

3.7 Clarification of Bid Documents and Bidders (Pre‐Bid) Conference

3.7.1 A prospective Bidder requiring any clarification of the bidding documents may submit his

queries to the Purchaser, in written communication, at the address specified in BDS for

submission of bids. The Purchaser will respond in writing to any request for clarification of the

bid documents that it receives no later than Fourteen (14) days prior to the deadline for

submission of bid set by the Purchaser. The Purchaser shall be under no obligation to respond to

queries, which it receives after this stipulated deadline.

3.7.2 All such points for clarifications on the Bid Document should be made in one original and 5(five)

hard copies. Written copies of the Purchaser’s response (including description of the query but

without identifying its source) will be sent to all prospective bidders that have received the bid

documents till that date.

3.7.3 The Purchaser may convene a Bidders Conference (Pre‐Bid Meeting) to clarify the Bidders’

queries and address other Bid Document related issues which may come up at that stage. The

Date & venue of, pre‐bid meeting, if any, shall be communicated at least 7 days in advance

through NINL’s website. The bidder’s authorized representative will be invited to attend the

same.

3.7.4 In case any query remains un‐replied it shall be construed that in respect of such query, the

respective stipulation of the Bid Document shall continue to apply and/or no new stipulation is

made with respect to such query.

3.8 Conflict of Interest

Bidder / prime bidder shall not have a conflict of interest. All Bidders found to have a conflict of

interest shall be disqualified. A Bidder may be considered to have a conflict of interest with one of

more parties in this bidding process, if:

a. They have a controlling partner in common, or

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b. They receive or have received any direct or indirect subsidy from any of them, or

c. They have the same legal representative for purpose of this bid, or

d. They have a relationship with each other, directly or through common third parties, that puts

them in a position to have access to information about or influence on the bid of another

Bidder, or influence the decisions of the employer regarding this bidding process, or

e. A Bidder submit more than one bid in this bidding process, either individually or as a partner in a

joint venture. This will result in the disqualification of all such bids. However, this does not limit

the participation of a Bidder as a subcontractor in another bid, or of a firm s a subcontractor in

more than one bid, or

f. A Bidder or any of its affiliates participated as a consultant in the preparation of the design or

technical specifications of the equipments and installation Services that are the subject of the

bid.

g. A Bidder or any of its affiliates has been hired (or is proposed to be hired) by the Employer or

the Borrower as Project Manager for the contract.

3.9 General

1. The bidder shall also give a declaration that they have never been de‐listed or banned by any

Govt. or PSU organization any time in the past.

2. The successful Bidder shall have to make his own arrangements for the residential

accommodation, traveling and lodging for its employees at place where work site is situated.

The Purchaser reserves the right to accept or reject any First (Original) or Updated bid, and to annul

the bidding process and reject all bids at any time prior to award of Contract, without thereby

incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected

Bidder or Bidders of grounds for the Purchaser’s such action.

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4 Section III: Evaluation of Bids / Award of Contract

4.1 Opening of Bids

4.1.1 Bids (as defined in Clause 3.2 and 3.3) shall be opened as detailed below at the office of Shri

S.S.Sahu AGM (Project Commercial), Commercial Department ,2nd Floor, Neelachal

House,Neelachal Ispat Nigam Limited,Kalinga Nagar Industrial Complex,Duburi,

JAJPUR,ODISHA,PIN‐755026, in the presence of authorized representatives of Tenderers who

may choose to be present:

The bids shall be opened in the following sequence:

‐ Envelop I – EMD

‐ Envelop II – Pre Qualification requirements

‐ Envelop III ‐ Technical Bid & Commercial Bid

‐ Envelop IV ‐ Price Bid

4.1.2 The Envelope‐1 shall be opened immediately on the specified date and time of receipt of the

Tender as specified at Para 3.4.1 of Instructions to the Tenderer for verification of its contents.

The Purchaser shall open immediately the mandatory requirements bid (Envelop II) of those

bidders who submit a valid and acceptable EMD and other information as per clause 3.2.1 and

clause 3.2.2.

4.1.3 The Purchaser will open the Technical bid and Commercial bid (Envelop III) of only those bidders

who qualify by meeting the pre qualification conditions (in accordance with Section 3.6) as per

Stage I evaluation given at clause 4.3 a below. The date, time and place for opening technical bid

and commercial bid will be communicated to the eligible bidders. The bidders may send their

representatives to attend the opening.

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4.1.4 The purchaser will open the Price Bid (as defined in Clause 3.2 and 3.3) (Envelop IV) of only

those Bidders who qualify in technical bid and commercial bid evaluation as per Stage II

evaluation given at clause 4.3b below. The date, time and place for opening the Price Bids will

be communicated to the eligible bidders. The Bidders may send their representatives to attend

the opening.

4.1.5 Withdrawal notices shall be read out at the deadline time of the submission of the Bids, and the

envelope of the corresponding bid shall not be opened for evaluation.

4.1.6 A NINL representative will open the technical bid and commercial Bid and announce the name,

Bid modifications or withdrawals, presence or absence of requisite bid security and such other

details. No Bid will be rejected during bid opening, except those which were received late. Such

Bids which were received late will be returned to the Bidder unopened. Request for withdrawal

of Bid previously submitted will be read out during the Bid opening and the Bid of the

requesting Bidder will not be opened for evaluation and will be returned to the Bidder.

4.1.7 Bids or modifications thereto may be rejected if they are not addressed as prescribed in the

Tender Document. Bids may be rejected outright if it is not accompanied by the prescribed

EMD. Bids rejected during the bid opening phase will not be considered for further evaluation.

4.1.8 NINL may at its sole discretion, seek clarification from the bidders to assist in the evaluation,

comparison and examination of bids. The request for clarification and the response will be in

writing. If the response to the clarification is not received before the expiration of deadline

prescribed in the request, NINL reserves the right to accept/reject such bids.

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4.2 Arithmetical Discrepancy in Price Schedule

4.2.1 In case of a discrepancy between individual prices in each section and their sub‐total price, the

individual prices shall prevail and sub‐totals shall be corrected accordingly. In case of a

discrepancy between sub‐totals and the Grand total price, the subtotal price shall prevail, and

the Grand total price shall be corrected accordingly both in figures & words. However, if there is

a discrepancy between words and figures in Individual prices, the amount in words will prevail. If

a Bidder does not accept the correction of errors, its bid will be rejected and its bid security

(EMD) may be forfeited.

4.3 Evaluation and Comparison of Bids

Evaluation of technical and commercial bids will be done only for bidders who qualify and provide

documentation for pre – qualification criteria.

The Bidders who fail to comply with any of the commercial terms and conditions mentioned may

be termed as non‐responsive and will not be evaluated further. For those Bidders who have

qualified the commercial terms and conditions Technical evaluation will be conducted followed by

the Price‐Bid evaluation.

The following shall be confirmed: Deviations, Submission of Bank Guarantee, Acceptance of terms

and conditions, Acceptance to scope of work and compliance to mandatory technical

requirements. In case the bid doesn’t meet all the mandatory requirements, the bid shall be

termed as non‐responsive and will not be evaluated further.

The Bidders who qualify the minimum technical requirement ( i.e. 70 % marks as per the technical

evaluation criteria mentioned in section) will be considered for the price‐bid evaluation.

Price bids of the technically qualified bidders will be opened and the bidder with the lowest

absolute financial bid (as per stage 3 i.e. financial bid evaluation) will be the successful bidder to

be considered for award of contract. However, for signing of the contract the quoted price (i.e. the

financial bid) of the bidder will be considered as the contract price.

The price bids will remain sealed until the technical evaluation is complete.

The evaluation of bids shall be done in 3 stages:

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a. STAGE‐I: RESPONSE TO PRE QUALIFICATION CRITERIA

These are mandatory requirements to be met by the Implementation partner, ERP product

vendor, hardware manufacturer and Network hardware & service provider. Only those bidders

who meet all the mandatory requirements as provided in section 3.6 in this document shall be

considered for stage II evaluation.

b. STAGE‐II: EVALUATION OF TECHNICAL BID & COMMERCIAL BID

S.

No.

Parameter Score

(%)

1. Relevant Past Experience 20

Previous experience in large scale similar project‐ Iron or Steel Industry/ Manufacturing

Industry covering System development, Integration and Managed IT*

(Details of the project to be provided as given in Annexure 7.13)

20

2. Solution Proposed 50

Understanding of the project including Functional requirements met by the Solution

(To be provided as given in the Annexure 7.6)

25

Understanding of the project including Technical requirements met by the Solution

(To be provided as given in the Annexure 7.7)

25

3. Qualifications and experience of key personnel

(Details of the key personnel to be provided as given in Annexure 7.16)

10

4. Proposed solution presentation by Prime bidder at NINL campus 20

Total 100

* (With minimum 200 transactional users in Integrated Steel Plant / Metal Process industry / Large Manufacturing

Industries ((which should have a minimum annual turnover of 1500 Crores) a project involving ERP implementation

and post implementation support with completion / go‐live after 1st January, 2005

Bidders shall need a minimum of 70 marks to Technically Qualify for the opening of Price bid.

Relevant Past Experience

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Number of

completed Projects

Marks

4 or More 20

3 15

2 10

0 0

Requirement of Key Personnel

Role Marks

Project Manager 40

Functional Leads 20

Technical Lead‐ Interface/ data conversion/ customization 20

Change Management Lead 20

Total 100

^Weightage of Key Personnel in final scoring is 10, Total marks obtained out of 100 will be converted on

a pro‐rata basis.

Project Manager Experience of minimum 3 ERP implementation cycles

(including at least one in India) with at least one in

Process Manufacturing (Steel / metal) as Project

Manager

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Project Management Certification (PMP/ Prince 2 / or

equivalent)

Functional Leads Experience in minimum 2 ERP implementation projects in

respective modules with minimum 1 project in India.

OEM certified

Technical Lead‐ Interface/ data

conversion/ customization

Experience in minimum 2 ERP implementation projects in

respective areas (interface/data

conversion/customization)

OEM Certified

Change Management Lead Minimum 3 projects as Change Management lead in a

large organization (over 1000 employees) with minimum

1 project in India

Profiles of Key Personnel will be evaluated on Relevant Experience of the manpower as per above

table

i. Technical bid and Commercial bid of the vendor shall be opened and evaluated for

acceptability of technical suitability, commercial terms and deviations. The bidders should

meet the commercial conditions as defined in the bidding documents.

ii. The bidders, who confirm to technical requirements, are considered as technically acceptable.

iii. The bidders, who confirms all the commercial conditions and submitted the required

documents as per the tender are considered as commercially acceptable.

iv. For Any other deviations (other than the conditions given at (ii) above) will be sorted out in

the manner explained at Cl.No.3.3.6 above.

c) STAGE –III: EVALUATION OF THE PRICE BID

The price bid would be evaluated based on the scores of the technical evaluation stage and

absolute price quoted by the qualified IP's.

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Based on the total score arrived in the Technical Bid, IP will be ranked according to their score

with Technical 1 (T1) as the Vendor having the highest score followed by the respective vendor.

The bidder who scores second highest marks in Technical Bid will be declared as Technical 2 (T2)

and his quote will be subjected to price loading based on score obtained after technical

evaluation.

The bidder who scores third highest marks in Technical Bid will be declared as Technical 3 (T3) and

his quote will be subjected to price loading based on score obtained after technical evaluation.

Price Loading

The price bid would be evaluated based on a "Total Cost of Ownership" ('TCO') basis. TCO will be

calculated as per given scope. Every 10 point difference will attract 8% loading on total price.

IP Technical Slab Technical Score Score

Difference % of Price Loading

T1 Above 90% 0 0 0

T2 Above 80‐ 90%

10 10 Marks 8 % * 1 = 8 % of T1 vendor present value price added to the T2 vendor's present value

T3 Above 70‐80%

20 20 Marks 8 % * 2 = 16% of T1 vendor present value price added to the T3 vendor's present value

Remarks: In case multiple IP's qualify as T1, highest commercial value will be considered as loading

benchmark.

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4.4 Contacting the Purchaser

4.4.1 From the time of bid opening to the time of Contract award, if any Bidder wishes to contact the

Purchaser on any matter related to the bid, he shall do so in writing.

4.4.2 All Technical queries, if any, shall be referred to the Centre for ERP by the Tenderer at the

following address: Shri Sanak Mishra Astt. General Manager (IT), 2nd Floor, Neelachal

House,Neelachal Ispat Nigam Limited,Kalinga Nagar Industrial Complex,Duburi,

JAJPUR,ODISHA,PIN‐755026 .Email : [email protected]

4.4.3 All Commercial queries, if any, shall be referred to Shri S.S.Sahu Asst. General Manager

(Commercial), Commercial Department ,2nd Floor, Neelachal House,Neelachal Ispat Nigam

Limited,Kalinga Nagar Industrial Complex,Duburi, JAJPUR,ODISHA,PIN‐755026,Email :

[email protected] by the Tenderer.

4.5 Purchaser’s Right to Accept or Reject any or all Bids

4.5.1 Employer reserves the right to reject any or all the Tender/s, or to accept any Tender wholly or

in part, or drop the proposal of receiving Tenders at any time without assigning any reason

thereof and without being liable to refund the cost of the Tender document thereafter and

without liability for any loss or damage if any suffered by the Tenderer in submitting his offer

and /or conducting discussions etc.

4.5.2 The Purchaser reserves the right to negotiate with the Bidder who becomes eligible for award of

the contract.

4.6 Price Negotiation and Notification of Award

4.6.1 Prior to the expiration of the period of bid validity, the Purchaser will notify the Successful

Bidder in writing that its bid has been accepted and in case of any unforeseen circumstances,

the bidder has to extend the bid validity as desired by the Purchaser.

The purchaser reserves the right to negotiate with the L1 bidder for total contract price.

4.6.2 The notification of award/issue of Letter of Acceptance will constitute the formation of the

Contract.

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4.7 Signing of Contract

4.7.1 Prior to the expiration of the period of bid validity, the Purchaser will notify the successful

Bidder in writing, that its bid has been accepted. The Letter of Award will constitute the

formation of the contract.

Upon the successful Bidder’s signing of Contract Agreement, the Purchaser will notify each

unsuccessful Bidder of the outcome of its Bid and will discharge its bid security.

4.7.2 Contract document has to be signed within fourteen (14) days of LOA in the format as given at

Appendix # 1. NINL/NINL will place separate divisible orders for Supplies (A1, B1, D.a.1 of Price

Schedule – Annexure 7.17), Installations & Services (B2, C.a, C.b, D.a.2, D.b, E1 of Price Schedule

– Annexure 7.17).

4.7.3 The contract agreement to be signed in English language in two originals, one each for

purchaser and consortium. Within 14 days of signing of the contract the consortium shall submit

10 photocopies of the entire contract document duly bound to the purchaser.

4.7.4 The successful Tenderer shall submit the following documents for signing of the formal

Contract:

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

2. Security Deposit as per clause 6.24.

3. Two numbers of Non‐Judicial Stamp Papers of value Rs.100/‐ each purchased in Odisha, India for

the signing of contract.

4. Permanent Account Number allotted by Income Tax Department.

5. Self‐attested Photostat copy of Notarized Power of Attorney by the Competent Authority or

Board of Director’s resolution authorizing the individual(s), to sign the contract.

6. Self‐attested Photostat copy of the Registration under Odisha VAT, Service Tax, as applicable.

4.7.5 Failure 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 Letter of Acceptance (LOA), the LOA will be terminated and the

Contractor/Tenderer will be liable to be debarred from participation in the Employer’s Tenders

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for a period of two (2) years, besides forfeiture of EMD as stipulated in Clause No. 3.2.1 (iii) and

forfeiture of Security Deposit as per Clause 6.25, if any, and the Contractor/Tenderer shall also

be liable for extra cost incurred by reason the contract being awarded to any other party.

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5 Section IV: General Conditions of Contract

5.1 Definitions

In the contract (as hereinafter defined) the following words and expressions shall have meaning hereby

assigned to them except where the context otherwise requires.

5.1.1 “Purchaser” or “Employer” or “Owner” or means Neelachal Ispat Nigam Limited (NINL), and

includes Employer’s representatives or successors or assigns. Employer’s representatives include

“Project Manager”.

5.1.2 “Project Manager” or “Project Coordinator” means the person appointed by NINL in the manner

provided in Clause 6.11.1 and Clause 6.11.2 to perform the duties delegated by NINL.

5.1.3 “Manager” means any assistant of the Project Manager or any other employee or agent

appointed from time to time by the Purchaser or the Project Manager to perform the duties

related to this contract.

5.1.4 “Site” shall mean the locations and places wherever business activities are conducted by the

Employer.

5.1.5 “Implementation Partner” (IP), “Consortium” or “Contractor” or “Supplier” or “Tenderer” shall

mean the Bidder submitting a tender against notice inviting tender and shall include

his/her/its/their heirs, executors, administrators, legal representatives/ successors/assigns and

his/their Indian Agents approved by the Purchaser.

5.1.6 “Consortium”: Refer 3.1.2

5.1.6.1 If the Implementation Partner (IP) is of two or more parties, all such parties shall be jointly and

severally bound to the Purchaser for the fulfillment of the provisions of the Contract and shall

designate one of such party to act as a Leader with authority to bind the Consortium. The

composition or the constitution of the Consortium shall not be altered without the prior

approval of the Purchaser in writing.

5.1.6.2 All employees, representatives or Sub‐Contractors engaged by the Consortium in connection

with the performance of the Contract shall be under the complete control of the IP and shall

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not be deemed to be employees of the Purchaser, and nothing contained in the Contract or in

any Sub‐Contract awarded by the Contractor shall be construed to create any Contractual

relationship between any such employees, representatives or Sub‐Contractors and the

Purchaser.

5.1.7 “Successful Bidder” means the successful consortium / IP to which the contract will be awarded

after evaluation of their technical, commercial and price bids.

5.1.8 “Contract” means tender with all the enclosures thereto, articles of agreement, General

conditions of Contract, Special conditions of Contract, specifications, price schedule, drawings

together with the letter of intent and other documents and correspondence specifically

indicated therein and entered into between the Purchaser and the Consortium for executing the

work.

5.1.9 “Scope” means “Scope of contract as covered in Section 2” of this document, which forms part

of these documents

5.1.10 “GCC” means General Conditions of Contract and “SCC” means Special Conditions of Contract

which form part of these documents

5.1.11 “Tender Specification” shall mean the GCC, SCC, SCOPE as mentioned, Instructions to Bidders

read with notice to inviting tender and subsequent clarification if any furnished by the Purchaser

for the purpose of submitting the offer by the Bidder.

5.1.12 Void

5.1.13 “ERP Solution” covers supply of ERP Product, Related Software, Implementation services,

Hardware, Network hardware & services. All the software products supplied, both system and

Application, sub‐systems, interfaces, Materials and other Goods to be supplied, installed,

implemented, and made operational, by the Consortium under the Contract.

5.1.14 “Contract Agreement” means the agreement entered into between NINL and the IP using the

Form of Contract Agreement contained in the Appendix # 1 of the Bidding Documents and any

modifications to this form agreed to by NINL and the Consortium. The date of the Contract

Agreement shall be recorded in the signed form.

5.1.15 “Contract Documents” means the documents specified in “Contract Agreement”.

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5.1.16 “Contract Price” means the sum named in the Letter of Award (LOA) subject to such additions

thereto or deductions there from as may be made under the Provisions hereinafter contained

5.1.17 “Notice in Writing” or “Written Notice” means a notice in written, typed or printed characters

sent (unless delivered personally or otherwise proved to have been received) by registered post

to the address given in the tender or last known business address or registered office of the

Consortium and shall be deemed to have been received when in the ordinary course of post it

would have been delivered.

5.1.18 “Schedule” or “Work Schedule” shall mean the accepted schedules between the Consortium

and the Purchaser forming part of the contract.

5.1.19 “Letter of Award (LOA)” means intimation from the Purchaser by a letter / fax to the Bidder that

his tender has been accepted in accordance with the provisions contained in that letter / fax.

5.1.20 “Date of award of contract” or “Effective date” or “Zero date” shall mean the date issue of LOA.

5.1.21 “Approval of the Purchaser” shall mean the written approval by the purchaser or his authorized

representative of a document, a drawing or other particulars of matters in relation to the

contract.

5.1.22 Words importing persons shall include firms, companies, corporations, associations or body of

individuals whether incorporated or not. Words importing masculine gender or singular number

shall also include the feminine gender and plural number and vice‐versa where the contract so

requires or permits.

5.1.23 The contract and all correspondence between the Purchaser and the Consortium shall be in

English language.

5.1.24 ‘ERP PRODUCT VENDOR’ is the agency supplying ERP product.

5.1.25 ‘Implementation Partner’ is the agency who provides all necessary services for the successful

implementation of the ERP Solution.

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5.1.26 ‘In charge” of Consortium is a person from the Implementation Partner appointed by

Consortium with 15 years of experience and above having Successfully manage at least two

large multi module, multi location projects on the proposed ERP platforms in large organizations

and assigned execution of this contract. He will be deemed as authorized agent of the

Consortium.

5.1.27 Void

5.1.28 Void

5.1.29 The headings to various clauses of this contract shall not be deemed to be part thereof or be

taken into consideration in the interpretation or construction thereof of the contract.

5.1.30 “Technical Requirements” means the requirements mentioned & refereed in the Scope of Work.

5.1.31 “Implementation Schedule” means the Implementation Schedule documented in the Agreed

and Finalized Project Plan.

5.1.32 “Bidding Documents” refers to the collection of documents as available on the NINL web site to

instruct and inform bidders of the processes for bidding, selection of the winning bid, and

Contract formation, as well as the Contractual conditions governing the relationship between

NINL and the Consortium.

5.1.33 “Consortium’s Representative” means any person nominated by the Consortium and named as

such in the Contract Agreement and approved by NINL in the manner provided in Clause 6.11.3

(Consortium’s Representative) to perform the duties delegated by the Consortium.

5.1.34 “System” or “Subsystem” means any application component, developed application or module

of the ERP proposed to meet the technical requirements that may be supplied, installed, tested,

and commissioned individually before Commissioning of the entire ERP Solution.

5.1.35 “Services” means all technical, logistics, management, and any other Services to be provided by

the Consortium under the Contract to supply / develop, install, implement, customize, integrate,

and make operational the proposed ERP Solution. Such Services may include, but are not

restricted to Installation, Commissioning, Go‐Live, testing, stabilization and Training.

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5.1.36 “The Project Plan” means the document to be developed by the Consortium and approved by

NINL, pursuant to Clause 6.12, based on the requirements of the Contract and the Development

and Implementation Plan included in the Consortium’s bid. For the sake of clarity, “the Agreed

and Finalized Project Plan” refers to the version of the Project Plan approved by NINL. The

project plan may be changed/ modified during the course of the project only after discussion

and approval of NINL. Should the Project Plan conflict with the Contract in any way, the relevant

provisions of the Contract, including any amendments, shall prevail.

5.1.37 “ERP Software/ERP Product” means Software that provides the operating and management

instructions for the underlying hardware, databases and such other Software as the parties may

agree in writing to be ERP Software/ ERP Product. Such ERP Software/ERP Product includes but

is not restricted to, micro‐code embedded in hardware (i.e., “firmware”), operating systems,

communications, system and network management, utility software etc.

5.1.38 “Materials” means all the deliverables as per the agreement to be provided to NINL under the

Contract.

5.1.39 “Intellectual Property Rights” means any and all copyright, moral rights, trademark, patent, and

other intellectual and proprietary rights, title and interests worldwide, whether vested,

contingent or future including without limitation all economic rights and all exclusive rights to

reproduce, fix, adapt, modify, translate, create derivative works from, extract or re‐utilize data

from, manufacture, introduce into circulation, publish, distribute, sell, license, sublicense,

transfer, rent, lease, transmit or provide access electronically, broadcast, display, enter into

computer memory, or otherwise use any portion or copy, in whole or in part, in any form,

directly or indirectly, or to authorize or assign others to do so.

5.1.40 “Integrated Steel Plant” means a Steel Plant (not necessarily an organization), which is engaged

in the process of Steel making from virgin raw materials at a single / multiple location. An

integrated steel plant has all the functions for primary steel production:

Raw material Handling, Coke oven, Sinter plant

Iron making(Blast furnace) (conversion of ore to liquid iron which),

steelmaking (conversion of liquid iron to steel),

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billets/bloom casting/slab casting (production of large blocks of steel),

roughing rolling/billet rolling (reducing size of blocks)

Product rolling (finished shapes).

Power Plant and Utilities

5.1.41 “Offered ERP Product” is the product being proposed by the bidder for implementation of ERP

solution at NINL which is similar to or improved or upgraded version of the ERP product that has

been successfully implemented and running during the period specified.

5.1.42 “Delivery” means delivery of different items at purchaser’s site as per the scope given in section

2 of this document.

5.1.43 “Installation” means that the System or a Subsystem installed on the hardware and made

available for Commissioning.

5.1.44 “User Acceptance Tests” means the tests specified in the Technical Requirements and Agreed

and Finalized Project Plan to be carried out to ascertain whether the “ERP SOLUTION” or a

specified Subsystem, is able to attain the functional and performance requirements (relating to

commissioning) as specified in the Technical Requirements and Agreed and Finalized Project

Plan, in accordance with the provisions of Clause 6.16

5.1.45 “User Acceptance” means the acceptance by NINL that the “ERP SOLUTION” (or any

Subsystem(s) where the Contract provides for acceptance of the System in parts) is capable of

attaining the functional and performance requirements (relating to commissioning) as specified

in the Technical Requirements and Agreed and Finalized Project Plan in accordance with Clause

6.16

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5.1.46 “Go‐Live” (Commissioning) means the “ERP SOLUTION” is available for live transactions

following Cut‐Over as per the definition in Agreed and Finalized Project Plan. Go‐Live

Acceptance tests are conducted in accordance with the provisions of Clause 6.17

5.1.47 “Go‐Live Acceptance Tests” means the tests specified in the Technical Requirements and Agreed

and Finalized Project Plan to be carried out to ascertain whether the “ERP SOLUTION” or a

specified Subsystem, is able to attain the functional and performance requirements (relating to

commissioning) in production/ live environment as specified in the Scope of Work and Agreed

and Finalized Project Plan.

5.1.48 “Go‐Live Acceptance” means the acceptance by NINL that the “ERP SOLUTION” (or any

Subsystem(s) where the Contract provides for acceptance of the “ERP SOLUTION” in parts) is

capable of attaining the functional and performance requirements (relating to Go‐Live) as

specified in the Scope of Work and Agreed and Finalized Project Plan in accordance with Clause

6.17.

5.1.49 “Stabilization Period” ” means successful running of the full system for at least five months from

Go‐Live with 99.9% uptime

5.1.50 “Stabilization Acceptance Test” (PG Test) means the tests specified in the Technical

Requirements and Agreed and Finalized Project Plan to be carried out to ascertain whether the

“ERP SOLUTION” or a specified Subsystem, is able to attain the functional and performance

requirements in production/ live environment as specified in the Scope of Work and Agreed and

Finalized Project Plan, in accordance with the provisions of Clause 6.17

5.1.51 “Stabilization Acceptance” means the acceptance by NINL after the “ERP SOLUTION” (or any

Subsystem(s) where the Contract provides for acceptance of the “ERP SOLUTION” in parts)

passes the “Stabilization Acceptance Test(s)” successfully in accordance with Clause 6.17

5.1.52 “Final acceptance” means the acceptance by NINL after successful completion of the defect

liability period (warranty/guarantee period).

5.1.53 “Day” means calendar day of the Gregorian calendar.

5.1.54 “Week” means seven (7) consecutive Days, beginning the day of the week as is customary in

NINL’s Country.

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5.1.55 “Month” means calendar month of the Gregorian calendar.

5.1.56 “Year” means a period of twelve (12) consecutive Months.

5.1.57 “Taking Over” means the physical possession of ERP Solution by the Purchaser, after issue of the

Go‐Live Acceptance Certificate. However, the Consortium shall not be relieved of his obligations

under the Contract.

5.1.58 “Contract Period” is the time period during which this Contract governs the relations and

obligations of NINL and Consortium in relation to the “ERP SOLUTION”.

5.1.59 “Defect Liability Period” (also referred to as the “Warranty Period”) means the period of validity

of the warranties given by the Consortium commencing at the date of Stabilization Acceptance

of the “ERP SOLUTION” or Subsystem(s)/ Customizations, during which the Consortium is

responsible for defects with respect to the “ERP SOLUTION” (or the relevant Subsystem[s]) as

provided in Clause 6.18 & 6.19.

5.1.60 “Hardware Manufacturer” means the Original Manufacturer of Hardware in India or its Indian

Office in case the manufacturer is located outside INDIA.

5.1.61 Core ERP Product means that the standard features provided by the modules of the ERP

Product.

5.1.62 End to End implementation: End to End implementation consists of all stages of ERP

implementation which includes analysis, design, conference room pilot, user test, system

integration test, user acceptance test, data conversion, customization, training, go‐live,

stabilization and post go‐live support.

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5.2 Interpretation

5.2.1 Language: All Contract Documents, all correspondence, and communications to be given shall be

in English, and the Contract shall be construed and interpreted in accordance with that language

5.2.2 If any of the Contract Documents, correspondence, or communications are prepared in any

language other than English, the translation of such documents, correspondence, or

communications shall prevail in matters of interpretation. The originating party, with respect to

such documents, correspondence, and communications, shall bear the costs and risks of such

translation.

5.2.3 Headings: The headings and marginal notes in the CC are included for ease of reference and

shall neither constitute a part of the Contract nor affect its interpretation.

5.2.4 Persons: Words importing persons or parties shall include firms, corporations, and government

entities.

5.2.5 Entire Agreement: The Contract constitutes the entire agreement between NINL and IP /

Consortium with respect to the subject matter of Contract and supersedes all communications,

negotiations, and agreements (whether written or oral) of parties with respect to the subject

matter of the Contract made prior to the date of Contract.

5.2.6 Amendment: No amendment or other variation of the Contract shall be effective unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

representative of each party to the Contract.

5.2.7 Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable such prohibition, invalidity, or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

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5.3 Assignment and Subcontracting

5.3.1 Assigning: The Consortium shall not transfer or assign the Contract or any part thereof or any

benefit or interest therein or there under without the written consent of the Purchaser. In the

event of the Consortium contravening this condition, the Purchaser shall be entitled to place the

Contract elsewhere on the Consortium's account and at his risk and cost, then the Consortium

shall be liable for any loss or damage which the Purchaser may sustain in consequence or arising

out of such replacing of contract. This shall not relieve the Consortium of any responsibility

under this Contract.

5.3.2 Sub‐contracting: The Consortium shall not sub‐contract the whole or any part of the works

without the prior approval of the Purchaser and such approval if given shall not establish any

contractual relationship between the sub‐contractor and the Purchaser and shall not relieve the

Consortium of any responsibility, liability or obligation under the Contract and the Consortium

shall be responsible for the acts, defaults and neglects of any sub‐contractor or sub‐contractor’s

agents, servants or workmen as fully as if they were the acts, defaults or neglects of the

Consortium or his agents, servants or workmen. However, the execution of the works by Piece

Rate Worker (PRW) contract under the direct and personal supervision of the Consortium or his

agent shall not be deemed to be sub‐contract under this clause.

5.3.3 Notwithstanding the approval given by the Purchaser for sub‐contract, it shall continue be

obligatory on the part of the Consortium to provide to the Purchaser all the details viz.,

drawings, specifications, technical data, detailed design, performance characteristics etc. from

his sub‐Contractors.

5.3.4 In the event of the Purchaser agreeing for the sub‐suppliers proposed by the Consortium, it shall

be obligatory on the part of the Consortium to deploy their technical experts to direct and

exercise control over quality of their Services, Equipment, Materials and Workmanship.

However, the same shall not relieve the Consortium of any of his obligations, duties or

responsibilities under the Contract.

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5.3.5 The Purchaser shall not allow any of the Consortium members to subcontract any of the

work/supply in the contract for which the consortium member has been accepted based on

their fulfillment of mandatory criteria prescribed for such work/supply. This is essential to

ensure that competent agencies meeting mandatory criteria shall only execute the said

work/supply.

5.3.6 The Purchaser shall have the right to specify the brand name/s of the standard bought out items

in the Contract and the Consortium shall procure such items from those branded name/s. This

shall, however, not relieve the Consortium of his other obligations under the Contract.

5.4 Indemnity

5.4.1 The Consortium assumes responsibility for and shall indemnify and save harmless the Purchaser,

from all liability, claims, costs, expenses, taxes and assessments including penalties, punitive

damages, attorney's fees and court cost which are, or may be required with respect to any

breach of the Consortium’s obligations under the Contract, or for which the Consortium has

assumed responsibility under the Contract, including those imposed under any contract, local or

national and international law or laws, or in respect of all salaries, wages or other compensation

of all persons employed by the Consortium in connection with performance of any work covered

by the Contract. The Consortium shall execute and deliver such other further instruments to

comply with all the requirements of such laws and regulations as may be necessary there under

to confirm and effectuate the Contract and to protect the Purchaser.

5.4.2 The Purchaser shall not be in any way held responsible for any accident or damages incurred or

claims arising there from during discharge of the obligations by Consortium under this contract.

5.5 Patent Infringement

5.5.1 The Consortium shall protect, indemnify and save harmless the Purchaser, his customers and

users of his products, against all liability, including cost, expenses, claims, suits or proceedings at

law in equity or otherwise, growing out of or in connection with any actual or alleged patent

infringement (including process patents, if any) or violation of any license and will defend or

settle at the Consortium’s own expense any such claims, suits or proceedings.

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5.5.2 The Purchaser will notify the Consortium in writing of any such claim, suit, action or proceeding

coming to his attention, giving authority and all available information and assistance for the

Consortium’s defense of the same. The Consortium shall appoint a counsel at his own expenses

in consultation with the Purchaser to collaborate in the defense of any such claim, suit, action or

proceeding.

5.6 Termination of the Contract

5.6.1 Termination for Purchaser’s Convenience: The Purchaser may at any time terminate the

Contract for any reason by giving the Consortium a ninety days (90) notice of termination that

refers to this Clause 5.6.1

5.6.1.1 Upon receipt of the notice of termination under Clause 5.6.1, the Consortium shall either as

soon as reasonably practical or upon the date specified in the notice of termination cease all

further work, except for such work as the Purchaser may specify in the notice of termination

for the sole purpose of protecting that part of the “ERP SOLUTION” already executed, or any

work required to leave the site in a clean and safe condition. In addition, the Consortium,

subject to the payment specified in Clause 5.6.1.2, shall

i. deliver to the Purchaser the parts of the “ERP SOLUTION” executed by the Consortium up

to the date of termination;

ii. to the extent legally possible, assign to the Purchaser all right, title, and benefit of the

Consortium to the “ERP SOLUTION” , or Subsystem, as at the date of termination, and, as

may be required by the Purchaser

iii. deliver to the Purchaser all non‐proprietary drawings, specifications, and other documents

prepared by the Consortium as of the date of termination in connection with the “ERP

SOLUTION”.

5.6.1.2 In the event of termination of the Contract under Clause 5.6.1.1, the Purchaser shall pay to the

Consortium the following amounts:

a. Subject to stipulation of the contract, the supplier shall be entitled to be paid the

contract price attributable to the supplies / work completed. Any sum due to the

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Purchaser from the supplier accruing prior to the date of termination shall be deducted

from the amount due to the contractor under this contract.

5.6.2 Termination for Consortium’s Default

5.6.2.1 The Purchaser, without prejudice to any other rights or remedies it may possess, may terminate

the Contract forthwith in the following circumstances by giving a notice of termination and its

reasons therefore to the Consortium, referring to this Clause 5.6.2.1.

a. if the Consortium becomes bankrupt or insolvent, has a receiving order issued against it,

compounds with its creditors, or, if the Consortium members are corporation, a

resolution is passed or order is made for its winding up (other than a voluntary

liquidation for the purposes of amalgamation), a receiver is appointed over any part of

its undertaking or assets, or if the Consortium takes or suffers any other analogous

action in consequence of debt;

b. if the Consortium assigns or transfers the Contract or any right or interest therein in

violation of the provision of Clause 5.3 (Assignment and subletting); or

c. if the Consortium, in the judgment of the Purchaser, has engaged in corrupt or

fraudulent practices in competing for or in executing the Contract, including but not

limited to willful misrepresentation of facts concerning ownership of Intellectual

Property Rights in, or proper authorization and/or licenses from the owner to offer, the

hardware, software, or materials provided under this Contract.

d. if the Consortium has abandoned or repudiated the Contract;

e. if the Consortium has without valid reason failed to commence work on the “ERP

SOLUTION” promptly;

f. if the Consortium persistently fails to execute the Contract in accordance with the

contract or persistently neglects to carry out its obligations under the Contract without

just cause;

g. if the Consortium refuses or is unable to provide sufficient Materials, Services, or labor

to execute and complete the “ERP SOLUTION” in the manner specified in the Agreed

and Finalized Project Plan furnished under Clause 6.12 at rates of progress that give

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reasonable assurance to the Purchaser that the Consortium can attain User Acceptance,

Go‐Live Acceptance of the “ERP SOLUTION” by the Time for Achieving stabilization

Acceptance as extended; then, the Purchaser may, without prejudice to any other rights

it may possess under the Contract, give a notice to the Consortium stating the nature of

the default and requiring the Consortium to remedy the same. If the Consortium fails to

remedy or to take steps to remedy the same within fourteen (14) days of its receipt of

such notice, then the Purchaser may terminate the Contract forthwith by giving a notice

of termination to the Consortium.

5.6.2.2 Void

5.6.2.3 Upon receipt of the notice of termination under Clauses 5.6.1 or 5.6.2, the Consortium shall,

either immediately or upon such date as is specified in the notice of termination:

a. cease all further work, except for such work as the Purchaser may specify in the notice

of termination for the sole purpose of protecting that part of the “ERP SOLUTION”

already executed or any work required to leave the site in a clean and safe condition;

b. deliver to the Purchaser the parts of the “ERP SOLUTION” executed by the Consortium

up to the date of termination, subject to the receipt of payment stated in clause 5.6.2.5

c. to the extent legally possible, assign to the Purchaser all right, title and benefit of the

Consortium to the “ERP SOLUTION” or subsystems as at the date of termination,

Contract

d. deliver to the Purchaser all drawings, specifications, and other documents prepared by

the Consortium as at the date of termination in connection with the “ERP SOLUTION”.

5.6.2.4 The Purchaser may enter upon the site, expel the Consortium, and complete the “ERP

SOLUTION” themselves or by employing any third party. Upon completion of the “ERP

SOLUTION” or at such earlier date as the Purchaser thinks appropriate, the Purchaser shall give

notice to the Consortium that such Consortium’s Equipment will be returned to the

Consortium at or near the site and shall return such Consortium’s Equipment to the

Consortium in accordance with such notice. The Consortium shall thereafter without delay and

at its cost remove or arrange removal of the Consortium’s Equipment from the site. In case

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NINL completes the work, the extra cost incurred and in case the third party’s services are

utilized for completion, the extra cost incurred shall be recovered from the Consortium.

5.6.2.5 Subject to Clause 5.6.2.6, the Consortium shall be entitled to be paid the Contract Price

attributable to the portion of the “ERP SOLUTION” executed as at the date of termination and

the costs, if any, incurred in protecting the “ERP SOLUTION” and in leaving the site in a clean

and safe condition pursuant to Clause 5.6.2.3 (a). Any sums due to the Purchaser from the

Consortium accruing prior to the date of termination shall be deducted from the amount to be

paid to the Consortium under this Contract.

5.6.2.6 If the Purchaser completes the “ERP SOLUTION”, the cost of completing the “ERP SOLUTION” by

the Purchaser shall be determined. If the sum that the Consortium is entitled to be paid,

pursuant to Clause 5.6.2.5, plus the reasonable costs incurred by the Purchaser in completing

the “ERP SOLUTION” exceeds the Contract Price, the Consortium shall be liable for such

excess. If such excess is greater than the sums due to the Consortium under Clause 5.6.2.5, the

Consortium shall pay the balance to the Purchaser, and if such excess is less than the sums due

to the Consortium under Clause 5.6.2.5, the Purchaser shall pay the balance to the

Consortium. The Purchaser and the Consortium shall agree, in writing, on the computation

described above and the manner in which any sums shall be paid.

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5.7 Force Majeure

5.7.1 If at any time during the continuance of the Contract, the performance in whole or in part by

either party or any obligations under the Contract shall be prevented or delayed by reason of

any war, hostilities, act of public enemy, civil commotion, sabotage, fire, floods, explosions,

epidemics, quarantine restrictions and Acts of God (hereinafter referred to as 'Events') and

provided notice of the happening of any of the above mentioned Event duly certified by Indian

Chamber of Commerce is given by either party to the other within 21 days from the date of

occurrence thereof, the Purchaser shall have the right by reason of such Event to terminate the

Contract without however affecting the right to any claim for damages on the Consortium in

respect of such non‐performance or delay in performance. However, in the event of the

Purchaser having agreed, the services under the Contract shall be resumed after such Event has

come to end/ceases to exist. Should one or both the parties be prevented from fulfilling their

contractual obligations by a state of force majeure lasting continuously for a period of at least 6

months and the Purchaser not having terminated the Contract by that time, the two parties

shall consult each other regarding the further implementation of the Contract with the

provision that if no mutually satisfactory arrangement is arrived at within a period of 3 months

from the expiry of 6 months referred to above, the Contract shall be deemed to have expired at

the end of the 3 months referred to above. The above mentioned expiry of the Contract will

imply that both the parties have obligations to reach an agreement regarding the winding up

and financial settlement of the Contract.

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5.8 Settlement of Disputes

5.8.1 The decisions, opinions, directions, certificates of valuation of the Project manager with respect

to all or any of the matters under clauses 6.4, 6.23, 6.24, 6.26 and special conditions of contract

for the decision of which specific provisions have been made here of, which matters here in

referred to as excepted matters” shall be final and conclusive and binding on the parties hereto

shall be without appeal and are excluded from settlement by mutual negotiation, conciliation

and arbitration.

5.8.2 Any notice to be given to the Consortium under the terms of these conditions shall be

considered as duly served if the same shall have been delivered to, left for, or posted by

registered post to the address of the Consortium at their registered office or address given in

the tender. Similarly, any notice to be given to the Purchaser shall be considered as duly served,

if the same shall have been delivered to, left for, or posted by registered post to the Purchaser’s

office at Plant site‐Duburi, Jajpur / Corporate Office, Bhubaneswar.

5.8.3 The Agreement shall in all respects be construed and carried into effect and rights and liabilities

of the parties hereto shall be regulated according to the laws of India.

5.8.4 Mutual Settlement of Disputes : Except where otherwise provided for in the contract, other than

excepted matters all questions and dispute relating to any matter directly or indirectly

connected with this agreement shall in the first place be resolved through mutual discussions,

negotiations, deliberation and consultations between both the parties.

5.8.5 Conciliation: If the effort to resolve all or any of the disputes other than excepted matters

through mutual settlement fails, such disputes shall be referred to the conciliator to be

appointed by the mutual agreement of both NINL and the Consortium. The conciliator shall

make the settlement agreement after the parties reach agreement and shall give an

authenticated copy thereof to each of the parties. The settlement agreement shall be final and

binding on the parties. The settlement agreement shall have the same status and effect of an

arbitration award. The venue of Conciliation shall be Plant site‐Duburi, Jajpur / Corporate Office,

Bhubaneswar.

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5.8.6 Arbitration: Any disputes, differences, whatsoever, arising between the parties out of or relating

to the construction, meaning, scope, operation or effect of this Contract shall be settled

between NINL and the Consortium amicably as mentioned in Clause 5.8.4 and 5.8.5. If however,

NINL and the Consortium are not able to resolve their disputes / differences amicably as

aforesaid except where matters, decisions, opinions are declared as final binding and conclusive

which are referred to as excepted matters the said disputes / differences shall be settled by

Arbitration. The arbitration proceedings shall be regulated and governed by Arbitration and

Conciliation Act, 1996 and the statutory modification thereof to the said act if any. Each party

shall appoint its arbitrator; the two arbitrators so appointed shall appoint a third arbitrator who

shall be the presiding arbitrator. The Arbitral Tribunal shall give a reasoned award. The award

made in pursuance thereof shall be binding on the parties. The arbitration shall be governed and

regulated in all respect according to Laws of India. The venue shall be Bhubaneswar, India.

5.8.7 The further progress of any work under the contract shall unless otherwise directed by the

Purchaser continue during the arbitration proceedings and no payment due or payable by the

Purchaser shall be withheld on account of such proceedings. It shall not be open to arbitrator(s)

to consider and decide whether or not such work shall continue during the arbitration

proceedings.

5.8.8 The courts at Bhubaneswar shall alone have jurisdiction and the applicable laws shall be the

Laws of India.

5.9 Access to and Possession of Site

5.9.1 In the execution of the Work no person other than the representatives of Consortium and his or

their employees shall be allowed on the Site except with the written permission of the

Purchaser. All facilities to inspect the Work at all times shall be afforded to the Purchaser and his

representatives and other authorized officials.

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5.9.2 The Consortium shall plan and execute their work in phased manner as directed by the Project

Manager/Purchaser from time to time and shall fully co‐operate with other agencies working at

Site simultaneously as well as with the Purchaser’s Operation Department so as not to obstruct

or retard the work simultaneously being executed by other agencies and the plant operation in

any way. The decision of the Project Manager/Purchaser on any point of dispute between the

various Consortium Members shall be final and binding on all the parties concerned

5.10 Packing, Protective Painting and Marking

5.10.1 The Consortium shall include and provide for securely protecting and packing the Equipment in

accordance with the best established practices so as to protect the contents from damage

during transit from point of manufacture until after arrival at Erection Site under conditions

which may involve multiple handling, transport by ship, rail and road, reshipment, storage,

exposure to heat, moisture, rain etc. and possibility of pilferage. All packing shall allow for easy

removal and checking at Site. The Consortium shall stick/paste list of its contents on top of the

Package. The Consortium shall ensure packing of all items as listed in the packing list before

finally dispatching the Package.

5.10.2 Fragile items shall be wrapped in crepe cellulose wadding or some equally efficient cushioning

materials and floated in excelsior and packed in substantial wooden coves with special

precaution against risk or breakage.

5.10.3 Wherever necessary the packages shall be marked with special markings such as “TOP,

“BOTTOM”, “DO NOT OVERTURN”, “FRAGILE”, “HANDLE WITH CARE”, “KEEP DRY”, etc. as well

as a special symbol indicating the top.

5.10.4 Packing lists: Each package shall have inside it a detailed packing list quoting specifically the

name of the Consortium member, number and date of the Contract, the name of the Purchaser

and the detailed list of, contents packed within the package indicating the nomenclature of the

Stores and a schedule of parts of each complete Equipment giving the part numbers with

reference to the assembly drawings and the quantity of each part, drawing numbers and tag

numbers. A duplicate copy of the packing list shall be put in a water proof envelope and

fastened securely to the outside of the package as well as to unpacked pieces or bundles.

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5.10.5 Notwithstanding anything stated in the clause, the Consortium shall be entirely responsible for

missing, shortage, damage, loss or depreciation to the Materials occasioned by faulty, defective

or insecure packing or due to improper or insufficient protective system

5.11 Environmental Clause

5.11.1 The following environment, safety & health points are to be adhered:

a. The Consortium must adhere to all the applicable statutory laws pertaining to safety,

health and environment

b. The Consortium must ensure that there is no wastage of water at the work site. The

Consortium must also ensure that all the water tapping points are leak proof.

c. All the motor vehicles of the Consortium used for transporting materials/machinery etc

should have pollution control certificates and the same should be submitted at the time

of obtaining gate passes. A copy of the same must be exhibited / pasted on the vehicle

also

d. The Consortium must ensure proper housekeeping at site by keeping the work‐areas

free from unwanted material and greases, oil to avoid slips & falls.

e. The Consortium must ensure that all the debris generated during the work is

transported safely to dump yard such that there is no spillage of debris on the road

during transportation (by covering with a plastic sheet/tarpaulin)

f. All the garbage collected from dust bins, etc. should be transported in the covered

vehicles

g. The Consortium must ensure that there is no spillage of oil or paints on the

floors/grounds etc.

h. All supervisors/ workers of Consortium must take safety and environmental induction

training and comply with the instructions given therein.

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5.11.2 The Consortium shall engage workmen of good conduct and clean antecedents.

5.11.3 Generally, it shall be the responsibility of the Consortium to complete with all the statutory

enactments, regulations, directions, notifications etc. issued by the Central and State

Governments or any other Pollution Control Authorities from time to time.

5.12 Limitation of Liabilities

The final payment by the Purchaser in pursuance of the Contract shall mean the release of the IP /

Contractor from all his liabilities under the Contract. Such final payment shall be made only at the

end of the post Go‐Live support period, and till such time as the Contractual liabilities and

responsibilities of the Contractor, shall prevail. All other payments made under the Contract shall

be treated as on‐account payments.

1. Request modifications to ensure that the total cumulative liability of the Contractor to the

Purchaser arising from or relating to this engagement does not exceed the total amount of

the fees paid by the Purchaser to Contractor for that part of the work which gave rise to

such liability (in the preceding 24 months)

2. The IP is expressly excluded from the payment of any special, indirect, incidental,

consequential (including loss of profit or revenue), exemplary or punitive damages

whether in contract, tort or other theories of law by either party under the resultant

contract.

3. Notwithstanding anything contained herein, the IP will not be liable or responsible for a

delay in performing Services, or a failure to provide or a deliverable on or before the due

date or failure of the Services or the deliverables, to the extent that such delay or failure

was caused by failure/delay by NINL or anybody acting on its behalf to perform its

obligations (including failure to provide, or delay in providing, required information,

approvals or access to information by NINL ), or the negligence of NINL . In the event that

the bidder is delayed or prevented from performing its obligations due to such failure,

delay or negligence on the part of the NINL or anybody acting on its behalf,

bidder/contractor is entitled to an extension of time to perform its obligations. Unless

otherwise agreed, the period of the extension will be equal to the amount of time for

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which contract is delayed or prevented from performing its obligations due to such failure,

delay or on the part of NINL.

5.13 Security Deposit / Performance Bank Guarantee

5.13.1 The Contractor shall submit an unconditional irrevocable Bank Guarantee towards security for

the Contractor’s due Contract performance in the prescribed proforma for an amount

equivalent to 10% of total Contract price in favour of the Employer, within 15 days from the

Effective Date of Contract.

5.13.2 The Bank Guarantee for the Security Deposit shall be from a Nationalised Indian bank, first class

Scheduled bank. In case the Bank Guarantee is submitted from a first class foreign bank (not

operating in India) it shall be counter‐guaranteed by a first class Scheduled bank operating in

India.

5.13.3 The Security Deposit Bank Guarantee shall remain valid till the issuance of Completion

Certificate for the entire services / works under the scope (except scope under “Defect Liability

Period”) as stipulated under the Contract plus two months grace period. In case the contractual

completion time gets extended beyond original period, the Contractor shall arrange for the

extension of the Bank guarantee for such extended period upon written request of the

Employer.

5.13.4 No interest on the Security Deposit Bank Guarantee or depreciation thereof shall be payable by

the Employer.

5.13.5 The Bank Guarantee shall be for the time bound, due and faithful performance of the Contract

and shall remain binding notwithstanding such variations, alterations or extensions of time as

may be made, given, conceded or agreed to between the Contractor and the Employer in terms

of the Contract or otherwise. Without prejudice to the Employer’s other rights under the

Contract, the Security Deposit will be liable for forfeiture by the Employer, if he deems it

necessary and appropriate, at its discretion, in the event of Contractor’s failure to discharge

and/or be liable of any of his obligations and responsibilities stipulated under the Contract.

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5.13.6 Subject to stipulations of other provisions of the Contract, the Security Deposit Bank Guarantee

shall be released on application by the Contractor after expiry of its validity as stipulated herein

above and against submission of Bank Guarantee towards Performance as stipulated herein

below.

5.13.7 Should the extent of the Contract be altered during execution of the Contract in such a way as to

effect an increase or reduction of the Total Contract Price by more than 10%, the amount the

Bank Guarantee shall be increased or reduced correspondingly.

5.13.8 If the Contractor fails to duly perform and complete the work with due diligence or expedition

or if it appears to the Employer that the Contractor will fail to fulfill his obligation under the

Contract, the Employer reserves the right to terminate the Contract and forfeit the Security

Deposit or Bank Guarantee towards performance.

5.13.9 The Bank Guarantee for Performance for an amount equivalent to 10% of the total Contract

price shall be submitted by the Contractor as per agreed format and which shall remain valid till

issuance of Final Acceptance Certificate (FAC). The Bank Guarantee shall be from a Nationalised

Indian Bank / Scheduled Bank. If Bank Guarantee is submitted from a first class foreign Bank it

should be duly counter‐guaranteed by a first class Scheduled Bank operating in India.

5.13.10 The Bank Guarantee for performance shall be released on application by the Contractor within

30 days of issuance of FAC and after the Contractor has discharged all his obligations under the

Contract.

5.13.11 All Bank Guarantees submitted as per above shall be operable at Bhubaneswar.

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6 Section V: Special Conditions of Contract

6.1 Special Conditions of Contract shall be read in conjunction with all the conditions specified in the

General Conditions of Contract, SCOPE FOR “ERP SOLUTION”, Instructions to tender read with

notice inviting tender and any their documents forming part of this tender where ever context so

requires

6.2 Notwithstanding the sub‐divisions of the documents into the separate sections and volumes each

part shall be deemed to be supplementary and complementary to each other part and shall be

read with and into the contract so far as it may be practicable to do so.

6.3 Special Conditions of Contract along with General Conditions of Contract, Scope of Work / ERP

Solution, Bidding Procedure & Instructions to Bidders shall be final and binding. In case of any

conflict between various sections of the contract, the following order of preference shall be

observed:

1. Scope of Work / ERP Solution

2. Special Conditions of Contract

3. General Conditions of Contract

4. Annexure, Appendixes & Forms

Between two documents on the same on issue, the document revised or reissued as of the later

date shall prevail. All specifications and other documents shall be interpreted in conformity with

the general conditions of the contract as supplemented and/or modified by the special conditions

of the contract.

6.4 Wherever it is mentioned in the contract that the Consortium shall perform certain work or

provide certain services, it is understood that the Consortium shall do so at his cost and the cost

of the work or services is included in the Contract price.

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6.5 Credentials of Consortium for ERP Solution:

These have been detailed in Mandatory conditions given in the pre qualification criteria.

6.6 Scope of Contract

6.6.1 Unless otherwise expressly limited in the Section 2 of tender document or Scope of the Work,

the Consortium’s obligations involve supply of hardware, network hardware and services,

product, implementation, integration, testing, acceptance, achieving go‐live, stabilization and

stabilization acceptance of the “ERP SOLUTION”, provision of all the “ERP SOLUTION”

components and materials as well as performance of all Services, as tendered in this document,

& in accordance with the plans, procedures, specifications, and any other documents specified

in the Contract and the Agreed and Finalized Project Plan, at no additional cost.

6.6.2 The Consortium shall, unless specifically excluded in the Contract, perform all such work and / or

supply all such items, service materials not specifically mentioned in the Contract but that can

be reasonably inferred from the Contract as being required for attaining Go‐Live Acceptance and

stabilization acceptance of the “ERP SOLUTION” as if such work and / or items and Materials

were expressly mentioned in the Contract, at no additional cost.

6.6.3 If a work is transferred from the jurisdiction of the Purchaser to any Successor, while the

Contract is in subsistence, the Contract shall be binding on the Consortium and the Successor in

the same manner and take effect in all respects as if the Consortium and the Successor were

parties there to from the inception and then corresponding office of the competent authority of

the Successor will exercise the same powers and enjoy the same authority as conferred to the

Purchaser under the original Contract entered into and the Project Coordinator so appointed

shall have the same powers as envisaged in the Contract.

6.7 Contract Documents

Subject to Clause 5.1.15, all documents forming part of the Contract (and all parts of these

documents) are intended to be correlative, complementary, and mutually explanatory. The

Contract shall be read as a whole.

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6.8 Commencement Time and Time Delays

The Consortium shall commence work on the “ERP SOLUTION” System within 14 (fourteen) days

from the Effective Date. The Consortium shall thereafter proceed with the supply/ development,

installation, implementation and integration of the “ERP SOLUTION” System in accordance with

the time schedule specified in the Agreed and Finalized Project Plan. The Consortium shall achieve

Go‐Live Acceptance / stabilization acceptance of the “ERP SOLUTION” System or Subsystem(s) in

accordance with the time schedule specified in the Agreed and Finalized Project Plan, or within

such extended time to which the Consortium shall be entitled under Clause 6.25 and 6.26

6.9 Role of Consortium

6.9.1 The Consortium has the overall responsibility of implementing ERP Solution at NINL as per the

Scope mentioned at Section 2 of this document.

6.9.2 The Consortium is responsible for conducting all the Acceptance Tests for the “ERP SOLUTION”

in accordance with Clause 6.16 and 6.17

6.9.3 The Consortium shall be responsible for timely provision of all resources, information, and

decision making under its control that are necessary to reach a mutually agreed and Finalized

Project Plan as per delivery schedule of scope of work. Failure to provide such resources,

information, and decision‐making may constitute grounds for termination pursuant to Clause

5.6.

6.9.4 The Consortium shall acquire in its name all permits, approvals, and/or licenses from all local,

state, or national government authorities or public service undertakings that are necessary for

the performance of the Contract.

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6.9.5 The Consortium shall comply with all laws in force in India. The laws will include all national,

provincial, municipal, or other laws that affect the performance of the Contract and are binding

upon the Consortium. The Consortium shall indemnify and hold harmless NINL from and against

any and all liabilities, damages, claims, fines, penalties, and expenses of whatever nature arising

or resulting from the violation of such laws by the Consortium or its personnel, but without

prejudice to Clause 6.9.1. The Consortium shall not indemnify NINL to the extent that such

liability, damage, claims; fines, penalties, and expenses were caused or contributed to by a fault

of NINL.

6.9.6 The Consortium shall provide the key personnel namely the Project Leader, Module Leaders,

Quality Assurance personnel any Specialist/Analysts required as appropriate, need to have

sufficient experience as per clause 6.49 (profile of teams) in terms of relevance and number of

years required to implement the “ERP SOLUTION”. Should the profile of any personnel be not

acceptable to NINL will require the Consortium to suitably replace such personnel. They are to

be assigned to the project on full time basis.

6.9.7 If for any reason beyond the control of the Consortium, there arises a need to replace any

personnel, the Consortium shall provide a replacement person of equivalent or better

qualification and experience, subject to the written approval of NINL

6.9.8 Neither the Consortium nor its Personnel shall during the term of this Contract, engage in any

business or professional activities in India/ Abroad which would conflict with the activities

assigned to them under this Contract

6.9.9 The Consortium is responsible for performing and safely storing, timely and regular backups of

its data and Software in accordance with accepted data management principles, except where

such responsibility is clearly assigned to NINL elsewhere in the Contract.

6.9.10 The Consortium will have primary responsibility for the successful running and stabilization of

the “ERP SOLUTION” in accordance with Clause 6.17

6.9.11 In case project gets delayed due to any reason attributed to Consortium, the annual

maintenance contract up to the stabilization acceptance of the project shall remain in the scope

of the Consortium & no additional payment shall be done.

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6.10 Role of NINL

6.10.1 NINL shall ensure the availability of all information and/or data to be supplied by NINL to the

Consortium.

6.10.2 NINL shall be responsible for timely provision of core team and necessary resources,

information, and decision making under its control that are necessary to reach an agreed and

Finalized Project Plan.

6.10.3 NINL shall provide the office space and other essential facilities within its premises for the

Consortium’s team in accordance with the Agreed and Finalized Project Plan.

6.10.4 NINL shall be responsible for timely provision of resources, necessary access, and information

for the Installation, Commissioning and Go‐Live of the “ERP SOLUTION” as identified in the

Agreed and Finalized Project Plan, except where provision of such items is explicitly identified in

the Contract as being the responsibility of the Consortium.

6.10.5 Unless otherwise specified in the Contract or agreed upon by NINL and the Consortium, NINL

shall provide personnel, to properly carry out Commissioning Go‐Live (including successful

running and stabilization of the system), at or before the time specified in the Agreed and

Finalized Project Plan.

6.10.6 NINL will designate appropriate staff for the training courses to be given by the Consortium and

shall Endeavour to make all appropriate logistical arrangements for such training as specified in

the Agreed and Finalized Project Plan, or other parts of the Contract

6.11 Supply of Product & Hardware, Network Hardware & Services, Implementation,

Go‐Live and Stabilization

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6.11.1 NINL shall appoint a Project Coordinator and notify the Consortium in writing the name of the

Project Coordinator within fourteen (14) days of signing of the Contract. NINL may also from

time to time appoint some other person as the Project Coordinator in place of the person

previously so appointed and shall give a notice of the name of such other person to the

Consortium without delay. The Project Coordinator shall have the authority to represent NINL

on all day‐to‐day matters relating to the “ERP SOLUTION” or arising from the Contract. All

notices, instructions, orders, certificates, approvals, and all other communications under the

Contract shall be given by the Project Coordinator, except as otherwise provided for in this

Contract. All notices, instructions, information, and other communications given by the

Consortium to NINL under the Contract shall be given to the Project Coordinator, except as

otherwise provided for in this Contract.

6.11.2 The Project Coordinator may at any time delegate/revoke to any person any of the powers,

functions, and authorities vested in him or her of which due notice in writing will be given.

Failure of the Project Coordinator to reject any part of the “ERP Solution” viz., software

modules, Equipment, Materials, workmanship etc., or to disapprove any work or materials shall

not prejudice the Purchaser to reject such software module, Equipment, Materials,

workmanship etc., or to disapprove such work or materials and to order re‐supply of such

software module, Equipment & Materials or to pull down, remove or break up such disapproved

work at the cost of the Consortium, provided the Consortium fails to comply with the direction

and requirement of the Purchaser therefore.

The decision, opinion, certificates or valuation of the Purchaser in respect of any matter under

this Clause shall be final, binding and conclusive. If the Consortium is dissatisfied by reason of

any decision, opinion, direction, certificate or valuation of the Project Coordinator, they shall be

entitled to refer the matters to the Purchaser who shall thereupon confirm, reverse or vary such

matters.

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6.11.3 The Consortium shall appoint the Consortium’s Representative within fourteen (14) days of the

signing of the Contract and shall request NINL in writing to approve the person so appointed.

The request must be accompanied by a detailed CV for the nominee, as well as a description of

any responsibility other than “ERP SOLUTION” responsibilities the nominee would retain while

performing the duties of the Consortium’s Representative. If NINL does not object to the

appointment within fourteen (14) days, the Consortium’s Representative shall be deemed to

have been approved. If NINL objects to the appointment within fourteen (14) days giving the

reason therefore, then the Consortium shall appoint a replacement within fourteen (14) days of

such objection in accordance with this Clause.

6.11.4 The Consortium’s Representative shall have the authority to represent the Consortium on all

day‐to‐day matters relating to the “ERP SOLUTION” or arising from the Contract. The

Consortium’s Representative shall give to the Project Coordinator all the Consortium’s notices,

instructions, information, and all other communications under the Contract. All notices,

instructions, information, and all other communications given by NINL or the Project

Coordinator to the Consortium under the Contract shall be given to the Consortium’s

Representative in writing or, in its absence, its deputy, except as otherwise provided for in this

Contract. The Consortium shall not revoke the appointment of the Representative.

6.11.5 The Consortium’s Representative and staff are obliged to work closely with NINL’s Project

Coordinator and act within their own authority, and abide by directives issued by NINL that are

consistent with the terms of the Contract. The Consortium’s Representative is responsible for

managing the activities of its personnel.

6.11.6 The Consortium’s Representative may, subject to the written approval of NINL (which shall not

be unreasonably withheld), at any time delegate to any person any of the powers, functions,

and authorities vested in him or her. Any such delegation may be revoked at any time. Any such

delegation or revocation shall be subject to a prior notice signed by the Consortium’s

Representative and shall specify the powers, functions, and authorities thereby delegated or

revoked. No such delegation or revocation shall take effect unless and until a copy of such a

notice has been delivered to NINL and the Project Coordinator.

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6.11.7 Any act or exercise by any person of powers, functions and authorities so delegated to him or

her in accordance with Clause 6.11.6 shall be deemed to be an act or exercise by the

Consortium’s Representative.

6.11.8 NINL by notice to the Consortium may object to any representative or person employed by the

Consortium in the execution of the Contract who, in the reasonable opinion of NINL, may have

behaved inappropriately, be incompetent, or be negligent. Where upon the Consortium shall

remove such person from work on the “ERP SOLUTION” within 3 working days from the notice

sent from NINL and replacement should be provided immediately.

6.11.9 If any representative or person employed by the Consortium is removed in accordance with

Clause 6.11.8, the Consortium shall, where required, promptly appoint a replacement.

6.12 Project Plan

6.12.1 In close cooperation with NINL and based on the Preliminary Project Plan included in the

Consortium’s bid, the Consortium shall develop a Project Plan encompassing the activities

specified in the Contract.

6.12.2 The Consortium shall formally present to NINL the Project Plan in accordance with the Technical

Requirements. The Consortium has to specify the strategy and methodology with time frame

and the synchronization of various phases of project to ensure completion of project in time.

The project plan shall also include a PERT chart describing the activities, resources required on

the time for completion. The plan shall also bring out the critical areas needing continuous

attention of NINL. The Agreed & Finalized Project Plan should have the same Go‐Live date.

6.12.3 If required, the impact on the Implementation Schedule of modifications agreed during

finalization of the Agreed and Finalized Project Plan shall be incorporated in the Contract by

amendment, in accordance with Clause 6.50. However, the consortium should ensure go‐live

within 7 months from the date of award of contract.

6.12.4 The Consortium shall undertake to supply, install, implement, integrate, commission and ensure

the go‐live and stabilization of the System in accordance with the Agreed and Finalized Project

Plan and the Contract.

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6.12.5 The Progress and other reports specified shall be prepared by the Consortium and submitted to

NINL in the format and frequency specified in the Agreed and Finalized Project Plan.

6.12.6 Changes to the Project Plan, if required, shall be made with the mutual consent of NINL and the

Consortium.

6.13 Design and Development

6.13.1 Consortium shall execute the basic and detailed design and the implementation activities

necessary for successful implementation of the “ERP SOLUTION” in compliance with the

provisions of the Contract or where not so specified, in accordance with good industry practice.

6.13.2 The Consortium shall be responsible for any discrepancies, errors or omissions in the

specifications, and other technical documents that it has prepared, whether such specifications,

drawings, and other documents have been approved by the Project Coordinator or not,

provided that such discrepancies, errors, or omissions are not because of inaccurate information

furnished in writing to the Consortium by or on behalf of NINL.

6.13.2.1 Approval/Review of Technical Documents by Project Coordinator

6.13.2.2 The Consortium shall prepare and furnish to the Project Coordinator the documents as

specified in the Technical Requirements for the Project Coordinator’s approval or review.

6.13.2.3 Within twenty one (21) days after receipt by the Project Coordinator of any document

requiring the Project Coordinator’s approval, the Project Coordinator shall either return one

copy of the document to the Consortium with its approval endorsed on the document or

shall notify the Consortium in writing of its disapproval of the document and the reasons for

disapproval and the modifications that the Project Coordinator proposes.

6.13.2.4 If the Project Coordinator disapproves the document, the Consortium shall modify the

document and resubmit it for the Project Coordinator’s approval. If the Project Coordinator

approves the document subject to modification(s), the Consortium shall make the required

modification(s), and the document shall then be deemed to have been approved. The

procedure set out in Clauses 6.13.2.2 through 6.13.2.3 shall be repeated, as appropriate, until

the Project Coordinator approves such documents.

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6.13.2.5 The Project Coordinator’s approval, with or without modification of the document furnished

by the Consortium, shall not relieve the Consortium of any responsibility or liability imposed

upon it by any provisions of the Contract except to the extent that any subsequent failure

results from inaccurate information furnished in writing to the Consortium by or on behalf of

NINL. The Consortium shall not depart from any approved document unless the Consortium

has first submitted to the Project Coordinator an amended document and obtained the

Project Coordinator’s approval of the document, pursuant to the provisions of this Clause

6.13.2.

6.14 Product Upgrades

6.14.1 At any point during performance of the Contract, shall technological advances be introduced by

the Consortium for Subsystems originally offered by the Consortium in its bid and still to be

delivered, the Consortium shall be obligated to offer to NINL the latest versions of the available

Subsystem having equal or better performance or functionality at the same or lesser unit prices,

pursuant to Clause 6.50 (Changes to the “ERP SOLUTION”).

6.14.2 During performance of the Contract, the Consortium shall offer to NINL all new versions,

releases, and updates of the ERP Modules, as well as related documentation and technical

support services, within twenty eight (28) days of their availability from the members of

Consortium, and no later than twelve (12) months after they are released in the country of

origin. In no case will the prices for this Software exceed those quoted by the Consortium in the

Price Schedule form in its bid.

6.14.3 During the Performance guarantee/warranty Period, unless otherwise specified in the

Attachment to the Conditions of Contract, NINL may require the Consortium to provide at no

additional cost to NINL all new versions, releases within twenty eight (28) days of their

availability from the members of Consortium to their other clients in NINL’s country, and no

later than twelve (12) months after they are released in the country of origin of the Software.

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6.14.4 NINL may at its discretion introduce all new versions, releases or updates of the Software

provided that the new version, release, or update does not adversely affect the “ERP SOLUTION”

operation or performance or require extensive reworking of the “ERP SOLUTION”. In cases

where the new version, release, or update adversely affects the “ERP SOLUTION” System

operation or performance, or requires extensive reworking of the “ERP SOLUTION”, the

Consortium shall continue to support and maintain the version or release previously in

operation for as long as necessary to allow introduction of the new version, release, or update.

In no case shall the Consortium stop supporting or maintaining the version or release of the

Software in operation for a period not less than that mentioned in clause 6.19.

6.14.5 No unauthorized code: The Consortium shall not offer/supply any software that NINL is not

licensed to use, unless the product is activated by a required license key. The Consortium shall

also certify that all their products and updates as supplied to NINL shall be free from viruses,

worms, Trojans, spy‐ware etc.

6.15 Inspection and Tests

6.15.1 NINL or its representative shall after providing the Consortium with reasonable advance written

notice, have the right to inspect and/or test any components of the “ERP SOLUTION” System, to

confirm their good working order and/or conformity to the Contract at the point of delivery

and/or at the Project Site.

6.15.2 Should the inspected or tested components fail to conform to the Contract, NINL may reject the

component(s), and the Consortium shall within a period of 14 (fourteen) days either replace the

rejected component(s), or make alterations as necessary so that it meets the Contract

requirements free of cost to NINL.

6.15.3 Installation of “ERP SOLUTION”: As soon as the “ERP SOLUTION” or any of its subsystem has

been delivered and installed in accordance with the Agreed and Finalized Project Plan, the

Consortium shall so notify NINL in writing.

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6.15.4 The Project Coordinator of NINL shall issue an Installation Certificate, stating that the “ERP

SOLUTION” or major component or Subsystem (if Installation Acceptance by major component

or Subsystem is specified in the Contract), has achieved Installation by the date of the

Consortium’s notice under Clause 6.15.3, or notify the Consortium in writing of any defects

and/or deficiencies, including, but not limited to, defects or deficiencies in the interoperability

or integration of the various components and/or Subsystems making up the “ERP SOLUTION” .

The Consortium shall use all reasonable endeavors to promptly remedy any defect and/or

deficiencies that the Project Coordinator has notified the Consortium of. The Consortium shall

then promptly carry out retesting of the “ERP SOLUTION” or Subsystem and, notify NINL in

writing, in accordance with Clause 6.15.3 when it has rectified the defect and/or deficiencies

that the Project Coordinator has notified the Consortium of.

6.16 Acceptance Tests

6.16.1 Conference Room Pilot Tests

6.16.1.1 Conference Room Pilot tests of the “ERP Solution” (or Subsystem if specified in the Contract)

shall be carried out to check the fulfillment of functional requirements configured as per

accepted business blue print. Plan for carrying out the user acceptance tests also shall be

arrived at during these tests.

6.16.1.2 These tests shall be carried out against the functional requirements identified in the accepted

business blue print.

6.16.1.3 Conference room pilot test certificate shall be issued on successful demonstration of all

critical functional requirements and at least 80 % of essential functional requirements as per

agreed blue print.

6.16.2 User Acceptance tests

6.16.2.1 User acceptance tests of the “ERP Solution” (or Subsystem if specified in the Contract) shall

be completed by the Consortium as specified in the Agreed and Finalized Project Plan

6.16.2.2 NINL shall deploy the operating and technical personnel and all materials and information

reasonably required to enable the Consortium to carry out its obligations with respect to

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Commissioning. Production use (go‐live) shall not commence prior to the formal User

Acceptance Testing.

6.16.2.3 The User Acceptance Tests (and repeats of such tests) shall be the primary responsibility of

the Consortium, but shall be conducted with the cooperation of NINL before Commissioning

of the “ERP Solution” (or Subsystem[s] if specified in the Contract), to ascertain whether the

“ERP Solution” (or Subsystem[s]) conforms to the Technical Requirements and meets the

standard of performance quoted in the Consortium’s bid, including, but not restricted to, the

functional and technical performance requirements. The User Acceptance Tests shall be

conducted in accordance with the test scripts provided by Consortium and approved by NINL.

At NINL’s discretion, User Acceptance Tests may also be performed on upgrades and new

version releases that are added or field‐modified after User Acceptance of the “ERP

SOLUTION”.

6.16.3 User Acceptance:

6.16.3.1 Subject to Clause 6.16.4 (Partial User Acceptance) below, User Acceptance shall occur in

respect of the “ERP SOLUTION”, when the User Acceptance Tests have been successfully

completed

6.16.3.2 At any time after any of the events set out in Clause 6.16.2.1 have occurred, the Consortium

may give a notice to the Project Coordinator requesting the issue of an User Acceptance

Certificate.

6.16.3.3 After receipt of the Consortium’s notice, the Project Coordinator shall within a reasonable

period of time:

a. Issue a User Acceptance Certificate; or

b. Notify the Consortium in writing of any defect for deficiencies or other reason for the

failure of the Pre Go‐Live Acceptance Tests.

6.16.3.4 The Consortium shall use all reasonable endeavors to promptly remedy any defect and/or

deficiencies and/or other reasons for the failure of the User Acceptance Test that the Project

Coordinator has notified the Consortium of. Once the Consortium has made such remedies, it

shall notify the Purchaser, and the Purchaser, with the full cooperation of the Consortium,

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shall use all reasonable endeavors to promptly carry out retesting of the “ERP SOLUTION”

System or Subsystem. Upon the successful conclusion of the User Acceptance Tests, the

Consortium shall notify the Purchaser of its request for User Acceptance Certification, in

accordance with Clause 6.16.2.2. The Purchaser shall then issue to the Consortium the User

Acceptance Certification, in accordance with Paragraph 6.16.2.3 (a) or notify the Consortium

of further defects, deficiencies, or other reasons for the failure of the User Acceptance Test.

The procedure set out in this Clause shall be repeated, as necessary, until a User Acceptance

Certificate is issued.

6.16.3.5 If the “ERP SOLUTION” or Subsystem fails to pass the User Acceptance Test(s), then NINL may

consider terminating the Contract, pursuant to Clause 5.6.

6.16.4 Partial User Acceptance

6.16.4.1 If specified in the Contract, Installation and User Acceptance shall be carried out individually

for each identified major component or Subsystem(s) of the “ERP SOLUTION”. In this event,

the provisions in the Contract relating to Installation and User Activities, including the User

Acceptance Test, shall apply to each such major component or Subsystem individually, and

Pre Go‐ Live Acceptance Certificate(s) shall be issued accordingly for each such major

component or Subsystem of the “ERP SOLUTION” subject to the limitations contained in

Clause 6.16.4.2.

6.16.4.2 The issuance of User Acceptance Certificates for individual major components or Subsystems

pursuant to Clause 6.16.4.1 shall not relieve the Consortium of its obligation to obtain a User

Acceptance Certificate for the “ERP SOLUTION” as a whole once all major components and

Subsystems have been supplied, installed, tested, and commissioned.

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6.17 Go‐Live and Stabilization

6.17.1 Go‐Live (Commissioning), Go‐Live acceptance:

6.17.1.1 After the issue of the User Acceptance Certificates the Consortium will ensure that the “ERP

Solution” is rolled out for production (Go‐live) in accordance with the timelines specified in

the Agreed & Finalized Project Plan.

6.17.1.2 The Purchaser shall deploy the operating and technical personnel and all materials and

information reasonably required to enable the Consortium to carry out its obligations under

Go‐ Live as specified in the Agreed & Finalized Project Plan.

6.17.1.3 Different modules rolled out (Go‐Live) for production will be operated in an integrated

environment as per the agreed & finalized project plan. Up on successful operation of “ERP

Solution” in the production environment, Go‐ Live acceptance certificate will be issued.

6.17.1.4 After issue of Go‐Live Acceptance Certificate the Purchaser shall take over the “ERP Solution”

implemented. However, taking over by the Purchaser no way relieves the Consortium of its

obligations under this Contract. Taking over means taking over physical possession and the

“ERP solution” shall be operated under the supervision and guidance of the Consortium till

Performance Tests are carried out and the Stabilization Acceptance Certificate is issued as

per Clause No. 6.17.2 herein below.

6.17.2 Stabilization Period, Stabilization Acceptance Test

6.17.2.1 During the stabilization period, the Consortium shall provide hand holding services (Post Go‐

Live Support) to the purchaser for optimum utilization of the “ERP SOLUTION”.

6.17.2.2 Stabilization Acceptance tests

The Stabilization Acceptance Tests (and repeats of such tests) shall be the primary

responsibility of the Consortium, but shall be conducted with the cooperation of the

Purchaser after stabilization period of the “ERP SOLUTION”, to ascertain whether the “ERP

SOLUTION” meets the standard of performance and complete functionality as desired by the

purchaser. The Stabilization Acceptance Tests shall be conducted in accordance with the test

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scripts provided by the Purchaser. At the Purchaser’s discretion, Stabilization Acceptance

Tests may also be performed on upgrades and new version, releases that are added or field‐

modified. Stabilization Acceptance Test shall be of 21 days. The Stabilization acceptance

certificate shall be issued after achieving defined performance levels during stabilization

acceptance tests.

6.18 Defect Liability

6.18.1 The Consortium warrants that the “ERP SOLUTION”, including all Subsystem and other Services

provided, shall be free from any default, defect or deficiency in the design, engineering, and

performance/workmanship that prevent the “ERP SOLUTION” and/or any of its components

from fulfilling the Technical Requirements or that limit in a material fashion the performance,

reliability, or extensibility of the “ERP SOLUTION” and/or Subsystems.

6.18.2 The Warranty Period for the “ERP SOLUTION” shall commence from Stabilization Acceptance for

a period of 1 (one) year.

6.18.3 If during the Warranty Period any default, defect or deficiency is found in the design and

performance/workmanship of the “ERP SOLUTION” and other Services provided by the

Consortium, the Consortium shall promptly, in consultation and agreement with the Purchaser,

and at its sole cost repair, replace, or otherwise make good (as the Consortium shall, at its

discretion, determine) such default, defect or deficiency as well as any damage to the “ERP

SOLUTION” caused by such default, defect or deficiency. Any defective Subsystem that has been

replaced by the Consortium shall remain the property of the Consortium.

6.18.4 If the “ERP SOLUTION” or Subsystem cannot be used by reason of such default, defect or

deficiency and/or making good of such default, defect or deficiency, the Warranty Period for the

“ERP SOLUTION” shall be extended by a period equal to the period during which the “ERP

SOLUTION” or Subsystem could not be used by the Purchaser because of such defect and/or

making good of such default, defect or deficiency.

6.18.5 The warranties provided herein are in lieu of all other warranties, both express and implied, and

all other warranties, including without limitation that of merchantability or fitness for intended

purpose is specifically disclaimed.

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6.19 Penalty/Performance Guarantee (Warranty)/ Annual Maintenance Contract

6.19.1 The Consortium has to meet each Functional & Technical Requirement Specification (Refer

Annexure 7.6 and 7.7) for all modules. During any time of the implementation phase, if the ERP

solution is found to be not meeting the requirement specifications, penalty structure as detailed

below shall be applicable. These penalties are leviable in addition to any other recoveries/levies

mentioned elsewhere in this tender document:

a. While NINL insists to meet all the ESSENTIAL requirement specifications, for any delay in

meeting the ESSENTIAL requirement specifications beyond one month from the User

Acceptance Test of the Project and for not meeting such ESSENTIAL requirement

specifications of 20 or more – maximum of 5% of total contract value will be levied as

penalty. If it is less than 20 critical requirement specifications, the penalty shall be levied

1/20th of 5% of total contract value multiplied by actual number of critical requirement

specifications.

b. While NINL insists to meet all the DESIRABLE requirement specifications, for any delay in

meeting the DESIRABLE requirement specifications beyond two months from Go‐Live of

the Project and for not meeting such DESIRABLE requirement specifications of 20 or

more – maximum of 3% of total contract value will be levied as penalty. If it is less than

20 DESIRABLE requirement specifications, the penalty shall be levied 1/20th of 3% of

total contract value multiplied by actual number of DESIRABLE requirement

specifications.

c. The above penalty is only for delay in providing solution to the Functional & Technical

Requirement Specifications in time as per schedule given in the Contract. Even after

completion of the time given as above, if the requirements are still not met by the

successful bidder, the requirements of NINL will be carried out by another alternative

party at risk and cost of the successful bidder. In such an event the entire additional

amount incurred by NINL in addition to the penalty levied above will be recovered from

the pending bills of the successful bidder and if the same is not sufficient, the

Performance Bank Guarantee given by the successful bidder shall also be used to

recover the costs incurred by NINL. If the amount is still not sufficient to meet the costs

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incurred by NINL, the same is to be made good by the successful bidder on notifying the

same by NINL in writing to the Leader of the Consortium.

6.19.2 Performance Guarantee/Warranty:

6.19.2.1 Final acceptance certificate for the respective components of ERP solution will be issued on

completion of respective performance guarantee (warranty) periods. The bidder will provide

the following:

1. Performance Guarantee (PG) for the ERP solution as per criteria defined in this document for

the period of One Year for the Implementation services from Stabilization Acceptance. During

the performance guarantee period, the implementation partner shall extend all services

required including but not limited to the details given in Clause 6.14.

2. In case of ERP Product, the Performance Guarantee shall commence from the stabilization

acceptance for the period of one year, however ATS (Annual Technical Support) may start

from date of installation of ERP Product. The support required is including but not limited to

the details given at 6.19.4.1

3. For Hardware, the period of performance guarantee (Warranty) will be for three years from

the date of commissioning. The services required are including but not limited to scope as

given at 6.19.4.2.

4. For Network hardware: the period of performance guarantee (Warranty) will be for three

years from the date of commissioning. The services required are including but not limited to

scope as given at 6.19.4.2.

5. For Network service: the period of performance guarantee will be for three years from date

of commissioning.

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6.19.2.2 Performance guarantee / warranty / technical support for each element of the ERP Solution,

viz.: the ERP software, hardware, network hardware and implementation services covering

the periods mentioned at 6.19.2.1 for respective items shall be complied with by the bidder.

6.19.2.3 The bidder will guarantee to NINL the performance of the ERP solution for a period as stated

above. This Performance Guarantee (PG) will be applicable to all components of the solution

including ERP software, hardware network and implementation services.

6.19.2.4 NINL will measure the performance of the ERP solution against the Technical parameters and

Performance levels as indicated in Annexure 7.2. The bidder should provide performance

levels at normal and peak load and NINL’s decision in this respect shall be final and binding

on all consortium members.

6.19.2.5 The Consortium guarantees that, once the User Acceptance and Stabilization Acceptance

Certificate have been issued, the “ERP SOLUTION” represents a complete solution to the

Purchaser’s requirements set forth in the Scope of Work and it conforms to all other aspects

of the Contract.

6.19.2.6 If, for reasons entirely attributable to the Consortium, the “ERP SOLUTION” does not conform

to the Scope of the Work or does not conform to all other aspects of the Contract, the

Consortium shall at its cost and expense make such changes, modifications, and/or additions

to the “ERP SOLUTION” as may be necessary to confirm to the Scope of Work and meet all

functional and performance standards. The Consortium shall notify the Purchaser upon

completion of the necessary changes, modifications, and/or additions and shall request the

Purchaser to repeat the Stabilization Acceptance Tests until the “ERP SOLUTION” achieves

Stabilization Acceptance Tests.

6.19.2.7 If the “ERP SOLUTION” (or Subsystem[s]) fails to achieve Stabilization Acceptance, due to

reasons entirely attributable to the Consortium, the Purchaser may consider termination of

the Contract, pursuant to Clause 5.6, and forfeiture of the Consortium’s performance

security.

6.19.2.8 In accordance with Clause 6.25 in compensation for the extra costs and delays likely to result

from this failure without prejudice to other rights of Purchaser available under the contract.

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6.19.2.9 Further during validity of the above mentioned Performance Guarantee, for non‐

performance against any of the Technical Parameters (given in the table) NINL will reserve

right to levy penalty. A penalty of 2.5% of the total contract value for not meeting the

response time as mentioned below and another 2.5% of the total contract value for not

meeting the Uptime requirements as mentioned in the table below of Technical Parameters

and will notify the bidder accordingly. The decision of NINL in arriving at the penalty will be

final, but it will not exceed 5% of total contract value.

User Activity to be guaranteed by the vendor

All ERP Users

Direct

Connect

Remote

Connect

Menu Navigation – Displaying the appropriate menu as per defined user

role and profile < 1 sec < 2 sec

Screen Opening – Display of the selected data entry screen from the menu < 2 sec < 5 sec

Field Navigation – Navigation between different data entry fields in the

Screen < 1 sec < 3 sec

Look up response – Display of items from a List of Values. < 1 sec < 10 sec

Look up response – To display items from table <5sec < 15 sec

Screen Navigation – Navigation between different data entry screens (from

one to another) < 1 sec < 13 sec

Transaction Commit – Transaction saving after completing the data entry < 2 sec < 20 sec

Query retrieval – Online query entered by the user

Simple query

Medium Complexity query

High Complexity query

< 5 sec

< 8 sec

< 15 sec

< 12 sec

< 15 sec

< 20sec

Reports response – Report fired by the user from the Report Generator

Simple Report

Medium Complexity report

High Complexity report

< 5 sec

< 30 sec

< 1 min

< 12 sec

< 25 sec

< 3 min

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Uptime Requirement:

The System shall have an availability of at least 99.90%. The availability will be calculated based on the

following formula:

A = (tsh – (tud‐ tepd)) * 100 / tsh

A: Availability (percent)

tsh: Total Service Hours

tud: Unscheduled Downtime (hours)

tepd: Excused Performance Downtime (hours)

Service Hours are the standard service hours of 24 hours, 7 days/week minus Scheduled Downtime

Total Service Hours are all the Service Hours in the calendar month

Unscheduled Downtime is where the Production Infrastructure is unavailable during Service Hours and

outside the Scheduled Downtime.

Scheduled Downtime is

a. Planned maintenance, with all such planned maintenance to be agreed in advance by the Service

Provider and NINL; and

b. The scheduled back‐up windows specified in the operational procedures manual or as otherwise

agreed.

Excused Performance Downtime means the elapsed time for any outage that is the result of an excused

performance problem i.e. non‐availability of raw power provided by NINL after scheduled backup time

of UPS working on redundant mode..

The Uptime includes the following infrastructural/System uptime collectively:

Database uptime,

Local area/Intranet network Uptime

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ERP server uptime,

Portal Uptime,

VPN network uptime,

ERP and other software uptime

Other systems effecting ERP uptime.

6.19.3 Annual Maintenance Contract (AMC) / Annual Technical Support (ATS). NINL requests the

consortium to provide AMC/ATS with respect to the following:

1. ATS for the Product ‐ This will extend for minimum period of Three years from the date of

installation / Go‐Live, after which the same will be renewed on mutually agreeable terms and

conditions. The support includes support for patches as well as upgrades. The support required

is including but not limited to the details given at 6.19.4.1.

2. AMC for Hardware ‐ This will be for a minimum period of three years from the end of PG for

Hardware. The services required are including but not limited to scope as given at 6.19.4.3.

3. AMC for Network Hardware ‐ This will be for a minimum period of three years from the end of

PG for Network Hardware. The services required are including but not limited to scope as given

at 6.19.4.3.

AMC period will be considered for 3 years however NINL reserves the right to terminate the AMC

contract and the payment will be made on pro rata basis.

6.19.4 Detailed scope of Performance Guarantee (Warranty)/AMC/ATS :

6.19.4.1 Annual Technical Support:

The ATS Contract should cover the services which the Supplier provides normally under

Technical Support and shall include minimally the following support for ERP, RDBMS, EAI

products and all other standard third party software wherever applicable:

a. All Product upgrades

b. User & Technical support on a 24x7 basis.

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c. Technical Support for integration or installation of any patch or product upgrade with

any third party software.

d. Periodic site visit.

e. Tuning of ERP / Database software.

6.19.4.2 Performance Guarantee/Warranty for IT hardware and network:

6.19.4.2.1 Performance guarantee and Warranty support shall be delivered directly by the OEM, System

Integrator (in case of network hardware) for servers, storage, backup systems, routers,

switches, firewalls etc. The services under performance guarantee/warranty including,

engineers at site, shall be provided directly from OEM supplier/System Integrator. In case of

authorized partner being the bidder, certificate from OEM should be attached stating that

the OEM will provide support directly during the warranty period and subsequent AMC

including replacement of spares.

6.19.4.2.2 The OEM Supplier/System Integrator should undertake to

Provide Comprehensive warranty for the supplied systems/subsystems for a period of 3 years

from the date of Commissioning.

Warrant the tapes, Diskettes, CDs or the media to be free of defects in material and

workmanship under normal case for 90 days from the date of Commissioning. During this

period, NINL/NINL may return defective media to the Bidder and it will be replaced free of cost.

If any document/manual supplied by the supplier is found to be inadequate/ incomplete within

the period of the contract, the supplier shall replace/complete such document/manual at their

cost within 15 days time.

6.19.4.2.3 The scope under performance guarantee/warranty shall cover to provide services as

described below for all the equipment (including Hardware and Software) in this tender to

ensure maximum uptime and performance levels of all the servers, SAN storage and

switches, Tape Library, Backup system and other network hardware & software in the

Landscape of ERP Environment.

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6.19.4.2.4 The bidder shall be required to provide the following services based on standards and the

best practices to meet or exceed the uptime/performance requirements:

A. 24x7x365 Support at Plant in Duburi, Jajpur

B. Manpower at On‐Site: Adequate number of competent hardware engineers to manage of all the

components of the supplied hardware (for Server, Storage & Storage Network, network

hardware viz., Routers, switches, firewalls etc.) and software, should be available on site to

provide Warranty on 24x7x365 basis. The Manpower should be always available on site during

office hours 9AM to 6 PM seven days a week. For rest of the period of the day, the manpower

can either be available on site or contacted on telephone. During non‐office hours the

manpower should reach site within one hour. The concerned service engineers should be

associated with the project from installation stage.

C. Must have service to support the following:

a. Maximum Two (2) hours response time for any reported fault.

b. Maximum Twelve (12) hours resolution time to all hardware and OS related issues on High

Availability Clusters, SAN storage, Backup System, network hardware viz., routers, switches,

firewalls etc.

c. Maximum twenty four (24) hours resolution time to all hardware and OS related issues on all

stand alone systems

D. Purchaser has the right for ask for a change of maintenance personnel citing reasons. The

supplier shall arrange a replacement within 3 working days having the same or higher

competency level.

E. Warranty shall cover the following:

a. Repair / Replacement of Hardware and other supplier items inclusive of all types of

spare parts including batteries, plastic parts, sprockets, glass items, Picture tubes, Print

Heads, etc. Only consumables like printer ribbons, Ink cartridge, etc. are excluded

b. Installation / Re‐Installation / Maintenance of OS, System software and other supplied

software

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c. Installation of system software, patches, upgrades, service packs etc.

d. System Management

i. Monitoring, logging and reporting of the equipment operation on 24x7x365

basis.

ii. Periodic health checks of the systems and implementing proactive rectification

measures.

iii. Troubleshooting Servers, OS, SAN and backup related issues.

iv. Analyzing and reporting all system related issues.

v. Managing user, roles and passwords of all the relevant subsystems, including,

but not limited to servers, OS, storage, applications etc.

vi. Liaison with various vendors, OEMs, agencies and service providers for

equipment maintenance & related work.

e. Server Administration Functions include following activities for the ERP Environment

i. Operating System administration and tuning.

ii. OS and software re‐installation in the event of system crash/failures

iii. Configuring file systems, volumes and apportioning disk space.

iv. Ensure proper configuration of server parameters.

v. Periodic system performance tuning.

vi. Addition, deletion, re‐configuration of devices, additional users and printers etc.

vii. Implementing security patches on servers at all levels.

viii. Orderly start‐up and shutdown of servers as per laid down procedures.

ix. Security management – Configuring account policy, access rights, password

control as per purchaser’s security policy.

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x. Ensure all critical services are running properly on the servers. Schedule and

optimize these services.

xi. Maintain lists of all system files, root directories and volumes.

xii. Resolving all server related problems.

xiii. Escalating unresolved problems to ensure resolution as per the agreed uptime

and performance requirements.

f. Performance Monitoring and Reporting

i. Ensure regular monitoring and maintain a log of the performance monitoring of

servers including but not limited to monitoring CPU, disk space, memory

utilization, I/O utilization, Central Storage etc.

ii. Ensure regular analysis of events and logs generated in the entire sub systems

including but not limited to servers, operating systems, databases, applications

etc. The system administrators shall also ensure that the logs are backed up and

truncated at regular intervals.

iii. Undertake appropriate actions in accordance with the results of the log analysis to

ensure optimal performance

g. Storage Administration

i. Management of storage environment to maintain performance at optimum levels

on a 24 x 7 basis.

ii. To ensure that purchaser is able to take regular and proper backups of all Servers &

Storage to protect against data losses.

iii. Management of the storage solution including, but not limited to, management of

space, volume, RAID configuration, configuration and management of disk array,

SAN fabric /switches, tape library etc. as per mutually agreed storage management

policy.

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h. Backup and Restore

i. 24 x 7 support for file and volume restoration requests.

ii. To help purchaser in regular Backup of operating system, database and application as

per stipulated policies and time schedule.

iii. Help purchaser in conducting periodic restore operations on backed up data.

iv. Assist in backups of volumes, files and database applications whenever required.

v. Real‐time monitoring, log maintenance and reporting of backup status on a regular

basis. Shall ensure prompt problem resolution in case of failures in the backup

processes.

vi. Regular maintenance of all the media and the backup/storage devices.

vii. Provide MIS reports such as weekly reports on backup and restoration (failed

reasons), monthly report on planned backup & backups actually taken and Quarterly

report on number of restoration drill performed and percentage of success, health

status of media and drive.

i. Network administration, Security & monitoring

i. 24 X 7 support for all the network and security related infrastructure

ii. Configuration of routers, switches and other security appliances. Ensuring backup of

configuration of all network devices.

iii. Trouble shooting routers, switches and security devices viz., firewalls etc.

iv. Analyzing and reporting all network related issues.

v. Real time monitoring, and reporting of status on regular basis. Shall ensure prompt

problem resolution in case of failure of hardware.

vi. Online updates of virus definitions, signature database etc.

vii. Regular update of software patches provided by OEMs.

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viii. Monitoring of VPN, measurement of internet and VPN bandwidths on regular basis.

ix. Uptime measurement of different outstation VPN circuits.

x. Tuning of network parameters to ensure response times.

xi. Responding/resolving the network related problems as recorded/monitored through

Enterprise Management System/Network Management System.

xii. Online reporting of events from NOC (Network Operating Center) of the service

provider.

xiii. Trouble shooting and resolving all passive component related problems

F. Supply during Warranty

a. Supply of all system software upgrades and patches.

b. Supply of future release of all OS and related system software

c. Supply and install Security patches and bug fixes

G. The offline support should have

a. 24x7x365 telephonic support

b. Access to raise technical assistance request at hardware vendors /supplier website

6.19.4.3 Annual Maintenance Contract for hardware and network hardware:

a) The AMC Contracts should cover the services which the OEM Supplier/System Integrator

provided under Performance Guarantee/ Warranty as listed under Clause 6.19.4.2.4

b) Periodic preventive maintenance as per the recommended schedules.

c) Any other activity as per industry practice decided during finalization of AMC agreement.

6.20 Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of India.

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6.21 General

6.21.1 There shall be no suspension of work on account of arbitration provided that the obligations of

NINL and the Consortium shall not be altered by reasons of arbitration being conducted during

the progress of Works. Neither party shall be entitled to suspend the work to which the dispute

relates on account of arbitration.

6.21.2 The cost of arbitration shall be borne by the respective parties. The cost shall inter‐alia include

the fees of the arbitration(s) as per the rates fixed by the arbitrator from time to time.

6.21.3 The parties agree to comply with the awards resulting from arbitration and waive their rights to

any form of appeal insofar as such waiver can validly be made.

6.22 Insurance

6.22.1 The comprehensive insurance and safety of all men and material of the consortium at NINL’s

site shall be the responsibility of the Consortium. The comprehensive insurance should cover for

full value against loss, damage or destruction by fire, lightning, earth quake, theft, pilferage, non

delivery of package/packages and all other risks including strikes, riots and civil commotions

during transit, storage, testing & commissioning and guarantee tests to protect the Purchaser

and the consortium.

6.22.2 The insurance policy shall be tripartite, Purchaser being the beneficiary. The insurance cover

shall remain in full force up to the time the ERP Solution is accepted and Stabilization

acceptance Certificate is issued by the Purchaser. The Consortium shall produce the insurance

policy and receipts for the premium at the appropriate time. All money received under any such

policy shall be applied in or towards the cost incurred for the damage/deficiency but this

provision shall not affect the Consortium liabilities under the Contract.

6.22.3 The Consortium shall maintain in full force and affect all such insurances as above and required

by the law for the purpose of the Contract at the cost of the Consortium.

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6.22.4 Consortium shall furnish to the Project Manager and Purchaser with evidence of such insurance

a copy of the issued policy and any cancellation or termination thereof. Should the Consortium

default in paying any premium when due, Project Manager or Purchaser, without prejudice to

other remedies set forth in this Agreement shall be at liberty to pay such premium and recover

the same from Consortium.

6.22.5 The provisions contained within this clause are not intended to and do not impair or in any

manner limit the liabilities or obligation assumed by Consortium as may be set forth more fully

elsewhere in the Contract.

6.22.6 The Consortium’s services shall include the filing and pursuance of all insurance claims on behalf

of the Purchaser and the entire Work incidental thereto till realization of Claim.

6.22.7 The Purchaser shall be the principal holder of the policy along with the Consortium. Purchaser

reserves the exclusive right to assign the policy.

6.22.8 The Consortium shall be responsible for effecting insurance under the Indian Workmen’s

Compensation Act and any other insurance in accordance with the Indian laws and regulations

at his own cost.

6.22.9 If any Contract work including supplies and services perishes or become unserviceable due to

any cause whatsoever, including missing, shortage, loss or damage and/or various destructions

and risks as at Clause No. 6.22.1 above‐said, the Consortium shall on demand by the Purchaser

make replacement at his own cost and in such a way as to avoid disturbances in the general

progress of ERP solution implementation.

This shall apply irrespective of the question whether or not the risk has passed to the Purchaser

or who shall be responsible for such unserviceable as aforesaid.

6.22.10 Upon arrival at Site, all Equipment, Materials, commissioning spares, special tools & tackles, all

consumables, etc., the Consortium shall assume custody thereof and remain responsible

therefore, until the GO LIVE acceptance Certificate is issued by the Project Manager.

6.22.11 The Consortium shall, as custodian, be responsible for communicating to the project manager /

Purchaser any shortages, missing, breakages, damages, etc. as soon as they come to his notice

without prejudice to his obligation under contract.

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6.22.12 The insurance policy obtained by the Consortium shall also cover liability for accidents resulting

in death, injury, damage to property of NINL or any third party including employees of third

parties’ and / or NINL employees within the premises and precincts of NINL.

6.23 Bidder to Obtain his own Information

6.23.1 Bidder shall for all purposes and whatsoever reason may be, deemed to have independently

obtained all necessary information for the purpose of preparing his tender. The correctness of

the details given in the Tender Document is for guideline/ information only, to help the Bidder

to prepare his tender.

6.23.2 Bidder shall be deemed to have examined the tender documents and to have obtained his own

information in all matters whatsoever that might influence carrying out the implementation of

the ERP Solution at the scheduled rates and satisfied himself to the sufficiency of his tender. Any

error in description or quantity or omission there from shall not vitiate the contract or release

the Consortium from executing the work comprised in the contract according to the scope of

work and specifications at scheduled rates. He is deemed to know the scope, nature and

magnitude of implementing ERP Solution.

6.23.3 The Consortium shall be deemed to have visited the sites, offices and surrounding areas, to have

satisfied himself to the nature of all existing Business processes and also as to the nature and

the conditions of available facilities and communications and possible interruptions there to the

access and egress from site and to have made enquiries, examined satisfied himself of the sites

in respect to requirements for implementing ERP Solution and to have made local independent

enquiries on all matters affecting the contract. He is deemed to have acquainted himself his

liability for payment of Government Taxes, Customs and Duties and other charges.

6.23.4 Any neglect or failure on part of the Bidder in obtaining necessary and reliable information on

issues stated in the above clause or any other matters affecting the contract shall not relieve

him from any risks or liabilities or the entire responsibility for implementing the ERP Solution at

the scheduled rates and time in strict accordance with the contract documents.

6.23.5 Any change in site conditions or technological requirement shall be binding on the Consortium

and no extra claim on this account shall be entertained.

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6.23.6 The oral agreement or inference from conversation with any officer or employee of the

Purchaser either before or during or after the execution of the contract agreement shall not in

any way affect or modify the terms and obligations herein contained.

6.24 Security Deposit (PG Bond)

PERFORMANCE GUARANTEE BOND (PG Bond) The Consortium shall furnish a Performance Bank

Guarantee Bond from any scheduled bank (other than cooperative Bank) in India and operable

at the branch of the Bank at Bhubaneswar as per the enclosed proforma at Appendix 7.9 within

14 days from the date of issue of LOA by the Purchaser, for an amount equivalent to 10% of the

value of the order, valid for one month beyond the PG period (Ref clause6.24.2). The issuing

bank should be advised to send a direct confirmation of issue of bank guarantee to the

Purchaser. On satisfactory performance and completion of the respective components of the

ERP Solution in all respects (i.e. upon issue of respective Final acceptance Certificate as per

clause 6.19.2) and duly certified to this effect by the Project Coordinator, Contract Completion

Certificate for the respective components will be issued and the PG bond will be accordingly

reduced proportionately and finally returned to the Consortium after fulfillment of all

responsibilities & obligations under the Contract as per scope of work. NINL reserves the right to

seek confirmation of the Bank Guarantee from the concerned Bank.

The Purchaser shall not be liable to the Consortium for any matter or thing arising out of or in

connection with the Contract or the implantation of the “ERP Solution” unless the Consortium

shall have made a claim in writing in respect there of before issue of the Contract Completion

Certificate.

6.24.1 If Consortium or their employees damage, break, deface the property belonging to the

Purchaser or others during the execution of the contract, the same shall be made good by the

Consortium at his own expense and in default thereof; the Project Manager may cause the same

to be made good by other agencies and recover expenses from the Consortium for which the

certificate of the Project Manager shall be final.

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6.24.2 The validity of the Security Deposit Bank Guarantee shall be kept in such a manner that it

covers the performance guarantee period for the corresponding components of the ERP

solution. However, progressively after completion of the work of the respective components

(i.e. upon issue of respective Final acceptance Certificate as per clause 6.19.2), the BG value

shall be reduced proportionately and the validity shall be extended as per requirement, till

completion of the entire scope of work.

6.24.3 The Bank Guarantee for Security Deposit shall be for the due and faithful performance of the

Contract and shall remain binding notwithstanding such variations, alterations or extensions of

time as may be made, given, conceded or agreed to between the consortium and Purchaser.

6.24.4 Should the extent or the object of the Contract be altered during the execution of the Contract

in such a way as to effect an increase or decrease on the Contract Price by more than 10%, the

amount in the Bank Guarantee shall be increased or decreased correspondingly.

6.24.5 The Bank Guarantee and any amendment thereto shall be executed on a Non‐judicial stamp

paper of requisite money value as prescribed by the Statute.

6.24.6

a) All Bank Guarantees for Security Deposit, interest free recoverable advance and other

payments and extensions of Bank Guarantees shall be sent in a sealed envelope directly by

the Bank through Registered Post to the NINL.

b) Bank Guarantees / Extensions of Bank Guarantees submitted by the Contractors directly will

not be admitted.

6.24.7 The Non‐judicial stamp paper for the Bank Guarantee should be purchased in the name of

executing Bank only.

6.25 Forfeiture Of Security Deposit ( PG Bond )

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6.25.1 Whenever any claim against the Consortium for the payment of a sum of money arises out of or

under the contract, the Purchaser shall be entitled to recover such sum by en‐cashing in part or

whole the P.G. Bond submitted by the Consortium. In the event of the P.G. Bond being

insufficient or if no other security has been taken from the Consortium, then the balance or the

total sum recoverable as the case may be, shall be deducted from any sum then due or which at

any time thereafter may become due to the Consortium. The Consortium shall pay to the

Purchaser on demand any balance remaining due.

6.25.2 In the event of any breach by the Consortium or any loss or damage suffered by the Purchaser

which in the opinion of the Purchaser that the loss or damage has arisen due to reasons

attributable to Consortium or in the event of the termination of the contract for any such

breach, the security deposit given in the form of P.G. Bond is liable to be forfeited. The decision

of forfeiture by the Purchaser shall be final and binding on the Consortium.

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6.26 Time of Performance

6.26.1 Time period for implementing ERP solution is 7 months from the effective date of contract

followed by the stabilization and post implementation support phase.

6.26.2 The Consortium should bear in mind that the stipulated time for completing the scope as per

the contract is the essence of the contract, unless such time is extended pursuant to the

provisions of this contract. Request for Revision of time after tenders are opened will not

receive consideration. The above period of twenty one days for submission of PG Bond is also

included within the overall schedule, not over and above the completion time.

6.26.3 The Consortium shall complete the entire work in line with tender specification within the

stipulated time frame. No extra time or extension of contract period is allowed unless

specifically agreed to in writing by the Purchaser. The work shall be completed in all respects

within the period as specified in this Contract document .

6.27 Extension of Time

6.27.1 If, for any special circumstances, an extension of time for implementing ERP Solution is required,

then the Consortium shall inform to the Project Manager, within 15 days from the date of

occurrence of such circumstances, request with full particulars for extension of time for which

he may consider himself entitled in order that such request may be examined. The decision of

time extension shall be based on delay analysis and mutually agreed by Contractor and

Purchaser no additional remuneration shall be payable for the extended period for the scope of

work covered under LOA.

6.28 Prices

6.28.1 The Consortium should submit their prices separately for each category of supply / service /

installation & commissioning as per enclosed price bid format at Annexure 7.17

6.28.2 The Price quoted by the Consortium shall remain firm and binding during the Contract Period

subject to the variations stipulated hereinafter. The Bidder shall perform all his works as

envisaged in the Agreement.

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6.28.3 Should the actual physical supplies and services are found more than those indicated by the

Consortium/bidder in the Price Schedule, the Consortium shall not be entitled for any additional

amount from the Purchaser. However in the event of decrease in actual supplies / services /

installation & commissioning, the Contract Price shall be proportionately adjusted for the

decreased supplies / services / installation & commissioning based on the break‐up furnished by

the consortium as annexures to the Price Schedule.

6.28.4 The prices to be quoted are intended to provide for all works duly and properly completed in

accordance with the General Conditions of Contract and Special Conditions of Contract. Any

additional items that are essential for execution and satisfactory implementation of ERP solution

shall be deemed to include and cover but not limited to inter‐alia, the following:

1. The Prices shall include cost of delivery of all items for successful implementation of ERP

solution. Items / Materials delivered by the Consortium for which payment was made by

the Purchaser shall remain the property of the Purchaser whether those are used or not.

2. The delivery terms for all supplies/services shall be on F.O.R. the Purchaser’s site basis.

Payment against supplies shall be released only on receipt and acceptance of material as

per payment terms referred at Clause No: 6.34.

3. The prices quoted by the Consortium shall be inclusive of all Taxes, duties, levy etc.,

imposed by State / Central / Local governments and includes Cenvat (Excise Duty),

Service Tax and Education Cess thereon, CST , OVAT wherever applicable, Octroi, entry

tax if any, TOT and any other levy applicable as on the date of opening of Technical and

Commercial Bid or revision in prices, if any. NINL reserves the right to avail the benefit

of concessional sales tax against form C, wherever applicable.

4. The bidder has to indicate the amount of OVAT and service tax for which they shall

provide relevant documents for enabling NINL to claim Input Tax Credit on OVAT and

CENVAT credit on account of service tax. The bidder shall note that the evaluation of the

tender shall be made net of Input Tax Credit on OVAT and CENVAT credit on service tax

wherever the same are applicable. The Bidder shall also indicate the applicable OVAT

rates and corresponding amounts on which such OVAT rates are applicable in the table

at the end of “Details of Price Schedule” at Annexure 7.17.

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5. The Bidder shall also indicate the amount and percentages of excise duty included in the

prices wherever applicable and submit the necessary documents confirming the same.

6.28.5 The prices against installation, testing & commissioning shall be quoted (including all taxes,

duties, levies, service tax and education cess thereon etc.) in Indian Rupees and the payment

terms are as per Clause No 6.34. The consortium is required to indicate the rates and amounts

of taxes, duties, levies, and service tax and education cess thereon etc., included in the price

separately.

6.28.6 The Service Tax and education tax thereon shall be paid to the extent the bidder submits the

required documents to enable the Purchaser to claim and obtain CENVAT credit for the same as

per the provisions of Service Tax Act. However the payment of service tax and education cess

thereon shall be restricted to the total amount as indicated in column (iv) of Price Schedule

(Form # 8)

6.28.7 All payments shall be made directly to the Contractor or the consortium member on necessary

certification by the consortium leader and on compliance of contractual terms & conditions. No

LC is envisaged for Rupee payment under the Clause No. 6.28.2 to 6.28.4 above.

6.28.8 In case of shortage/missing/damage/ failure of any material identified at any point of time

within the period specified by the Contract including guarantee period, the agency shall

supply/replace the same without any financial implication to the Purchaser. The taxes, duties,

clearing & forwarding and other charges incurred by the Purchaser in this regard shall be

recovered from the Consortium’s pending bills and in case no bills are pending the same shall be

made good by the Consortium. The Consortium shall accordingly submit the subsequent

invoices.

6.28.9 The Consortium shall stand guarantee for the overall performance as per Clause No 6.19.2

including for the supplies made/work done and work to be done by their Consortium members.

Towards this guarantee, the Consortium shall submit a SD BG for 10% of the Contract Price as

per Clause No 6.24 of the tender document.

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6.28.10 The cost of all superintendence of labor, materials, tools, equipments, mobilizing and

demobilizing equipment, fixtures, transport charges, insurance charges, BG charges, temporary

and permanent works, testing, procession and handling of materials, stocking and removal

charges of any rejected materials, water and power arrangement and satisfactory maintenance

of the same for the full and satisfactory completion of the works intended should also be

included in the price.

6.28.11 All fees, duties, royalties, rent and compensation to owner for surface damage or taxes and

impositions payable to local authorities in respect of all materials supplied for the work or other

duties or expenses for which the Consortium may become liable or may be put to under any

provision of the law for the purpose of or in connection with the execution of the Contract

including levies payable on all transactions.

6.28.12 Unless otherwise specified in the specification schedule, cost of all leads.

6.28.13 Considering the progress of the works and in order to meet the Contract Schedule, the

Consortium shall carry out the works on round the clock if required, duly complying the

statutory and site requirements, with due permission from the Purchaser.

6.28.14 Any other activity necessary for the completion of the supply, installation, tests &

commissioning of the ERP solution up to guarantee period as per General Conditions of

Contract, Special Conditions of Contract if any, and Specifications.

6.28.15 The Consortium has to consider all taxes, duties, levies, etc., applicable for executing this

Contract and accordingly, shall indicate the excise duties, all taxes, etc. considered on various

supplies and services included in his offer. Non inclusion or omission either declared or not

declared on the part of the Consortium shall be construed as inclusive of such duties or taxes in

his quoted price as may be applicable as on the Base Date i.e. Date of opening of Technical and

Commercial bids or Date of opening of revised price bid, if any, and the same shall not be a

reason for reimbursement of the difference in excise duty, all taxes, custom duty, etc at a later

date.

6.28.16 All procedures required under statutes, for availing any concessions under relevant tax laws

shall be adhered to by the Consortium.

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6.28.17 The Consortium shall note that the prices quoted for all the items and services listed at

Annexure 7.17 shall include scopes listed above.

6.29 Taxes & Duties

6.29.1 The price with rates quoted shall be inclusive of all taxes, duties, service tax and education cess

thereon. Service tax and education cess thereon shall be paid subject to the Consortium

complying with all the statutory requirements and furnishing the relevant documents, to

facilitate NINL to claim the CENVAT credit which inter‐alia include copy of Registration

certificate from their jurisdiction of Superintendent of Service tax and cenvatable invoices

containing the following details:

Name, address and the registration number and service tax range of each Consortium member.

Name and address of the person receiving taxable service (NINL).

Description, classification and the value of taxable service provided.

Service tax and education cess payable thereon.

However the payment of service tax and education cess thereon shall be restricted to the total

amount as indicated in Annexure 7.17

6.29.2 Introduction/upward variation in taxes if any applicable after opening of price bid/revised

price/revision in price as the case may be (based on which the order on contractor shall be

placed) shall be paid by the Employer subject to production of necessary documents by the

Consortium(Subject to clause 6.29.8). Similarly withdrawal/downward revision in variation in

taxes shall be adjusted in the price quoted and benefit shall be passed to the Employer. Fresh

taxes & levies, if any, as may be applicable on this contract, shall be reimbursable against

documentary proof to be submitted by the Consortium. The bidder has to consider all taxes &

duties applicable on this contract. Any omission, or non‐inclusion, either declared or not

declared, of any taxes and duties that are applicable at the time of submission of price

bid/revised price bid /revision in prices shall not be considered as a reason for reimbursement of

such taxes and duties at a later date.

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6.29.3 During tenure of the contract if any new taxes/duties/levies etc. are imposed or rates undergo

changes, as notified by the Government and become applicable to the subject works, the same

shall be paid by the Employer on production of documentary evidence in respect of payment of

the same. Similarly, benefits accruing to agency on account of withdrawal/reduction in any

existing taxes and duties shall be passed on to the Employer.

6.29.4 Variation in the rates of excise duty, sales tax, service tax, education cess and secondary higher

education cess thereon after opening the Price Schedule and/or revised Price Schedule as the

case may be (based on which the order on Contractor shall be placed) shall be paid by the

Employer subject to production of necessary documentary evidence by the Consortium at the

time of submission of bill. Similarly withdrawal/ downward revision in excise duty and sales tax

shall be adjusted in the price quoted and benefit shall be passed to Employer. However if the

Work is delayed for the reasons attributable to the Employer and extension of the Time for

Completion is granted, variation in Taxes and Duties enacted during Contractual

completion/execution period, the adjustment in contract price shall be allowed within the

extended period of the Contract. Similarly, if the Work is delayed for the reasons attributable to

the Consortium, variations in Taxes and Duties will not be paid.

6.29.5 The Consortium shall bear and pay all the liabilities in respect of nonobservance of all legal

requirements as per various statutory provisions.

6.29.6 VAT able invoice shall be submitted by the consortium members duly complying with the

procedure and conditions stipulated by tax authorities to facilitate NINL to claim ITC on OVAT

for all supplies made from within the State of Odisha. Payment of OVAT shall be restricted to the

value of OVAT in VATable invoices or the amount of OVAT shown in Price Schedule whichever is

lower. For this purpose the amount of OVAT indicated against different rates in the Price

Schedule.

6.29.7 In case of bought‐out items outside the State of Odisha, the Consortium shall make “Sale in

Transit” as per Section 6(2) of Central Sales Tax Act 1956 and all formalities required shall have

to be observed by the Consortium.

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6.29.8 The adjustment in the Contract Price towards imposition of new taxes or abrogation of existing

taxes shall be applicable only if the new tax is enacted or existing tax is abrogated within

Contractual delivery/execution period. For any variation due to enactment of new tax or

abrogation of existing tax after Contractual delivery / execution period, adjustment in the

Contract Price shall not apply.

6.29.9 All formalities required under statutes, for availing any concessions under relevant tax laws shall

be adhered to by the Consortium

6.30 Deduction of Taxes at Source

6.30.1 Recovery at source towards income tax calculated at the rate prescribed from time to time

under the Income Tax Act 1961 and other relevant sections of Income Tax Act shall be made

from the bills of the Consortium and the amount so recovered shall be deposited with the

Income Tax Department. Necessary TDS certificate to this effect will be issued to the Consortium

in the prescribed pro‐forma.

6.30.2 If any other taxes / duties / cess etc are to be recovered at source as per government

regulations / Legislation from time to time, the same shall be recovered from the bills payable to

the Consortium. Necessary receipt to this effect will be issued to the Consortium in this regard

as per the applicable legislation.

6.31 Liquidated Damages

6.31.1 The Consortium shall stand guarantee for the performance and output as envisaged in the

tender specifications.

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6.31.2 If the Consortium fails in the due performance of the contract within the time fixed by the

contract or any extension thereof and/or to fulfill its obligations in time under the contract or

any extension thereof, Consortium shall be liable to pay Liquidated damages to the extent of a

sum of 2% of the contract value per month or part thereof for which the delay has occurred,

subject to a maximum of 5% of the contract value. In assessing such delays, the NINL’s Project

Manager’s decision is final and binding on the Consortium.

6.31.3 The recovery of Liquidated damages shall not relieve the consortium from its obligations to

complete the work or from any of its obligations and liabilities under the contract.

6.31.4 The decision of the Purchaser with respect to clause no. 6.31 is final and binding on the

Consortium.

6.32 Ownership of Documents and Copy Rights

6.32.1 All study documents, data and specification prepared by the Consortium shall be the property

of NINL. As and when required or upon termination of the Agreement, the aforesaid documents

of all versions shall be handed over to NINL. Consortium shall take all necessary steps to ensure

confidentiality in handling of all the matters pertaining to business process studies, data,

specifications, methods and other information developed or acquired or furnished by the

Purchaser by means of this Agreement or in the performance thereof.

6.32.2 The Intellectual Property Rights in the ERP base products and Standard Materials shall remain

vested in the owner of such rights. The Purchaser shall be granted non exclusive, and paid up

license to use the ERP base products and Standard Materials including modifications thereto for

the purposes agreed herein. The Intellectual Property Right of the other elements of the “ERP

Solution” shall be exclusively with the purchaser. However the purchaser has rights to transfer

the ERP base products licenses to any Unit/Plant/Office of NINL.

6.32.3 The Purchaser’s Contractual rights to use the ERP base products may not be assigned, licensed,

or otherwise transferred voluntarily except in accordance with the relevant license agreement

and in case of transfer of ERP base products licenses to any Unit/Plant/Office of NINL as given in

clause 6.32.2 above.

6.33 Transfer of Ownership

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6.33.1 Ownership and the terms of usage of the Software and Materials supplied under the Contract

shall be governed by Clause 6.32. The vendor shall grant the purchaser a perpetual license to

use the software without any additional payment or obligations to enter into a contact for

maintenance or support.

6.34 Billing and Payment Terms

6.34.1 Contractor shall submit on A/c bills as per agreed payment terms with supporting documents for

having achieved the designated milestone activities. Bills shall be raised by the Contractor once

in a month. All the deliverables completed as per the contract and eligible for payment shall be

included in the bill for the month. In general Payments will be made within 30 days of receipt of

invoice / bill along with relevant documents complete in all respects, duly certified by the

Project Coordinator or his representative appointed by the Project Coordinator. Payment shall

be released after deducting applicable taxes, penalty and other recoverable. Against deduction

of statutory taxes, tax deduction certificates wherever applicable shall be issued as per the

applicable provisions of the statute. The Project Coordinator may make any corrections or

modifications, if required, to any previous bills certified by him.

6.34.2 Payment will be released at each designated stage, subject to:

Raising of on A/c Bill by the Contractor

Proof of Completion of work as per contract and certification of the same by the Project

Coordinator.

6.34.3 All bills/invoices must be raised in INR only and also payments to Contractor will be made only in

INR

6.34.4 Contractor is to submit his Bank Account details for e‐payment as per enclosed format as per

Appendix 7.10 duly signed and certified by authorized signatory of Bank. In respect of payment

made through Electronic Fund Transfer mechanism or Direct credit to the supplier’s

/contractor’s bank account, the supplier/contractor should intimate discrepancies, if any, within

ten (10) days from the date of receipt of intimation letter of payment to them, failing which it

shall be presumed that the funds have reached to their bank account and no claims will be

entertained after the said ten (10) days.

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6.34.5 Contract execution, Billing and Payments shall be carried out from the Plant office, Duburi,

Jajpur of the Purchaser. All interactions regarding the execution of the contract, submission of

bills and correspondence on any matter shall be done with the designated Project Coordinator

or designated Manager.

6.34.6 NINL will release payments based on milestones of work completion as indicated in accordance

to the price schedule:

Description % of Price Payable

A ERP Software and other related software, tools etc.

Payment for Supply of ERP Software and related software, tools

shall be released on staggered manner as and when the number of

user licenses are supplied by the Vendor and as per the % (given

below) of contract price for each license

1 On Supply and Installation of licenses 80% of respective

value of licenses.

2 On issue of Stabilization Acceptance 10% of Total Price of

Licenses supplied

3 On issue of Final Acceptance 10% of Total Price of

Licenses supplied

B ERP related requisite infrastructure.

Payment for supply of ERP related requisite infrastructure shall be

released on supply and installation of respective hardware

(wherever the price break up of individual items are available) as

per the % (given below) of prices of respective hardware and its

cost of installation & commissioning as per the price schedule.

(Separate invoices are to be submitted for supply of hardware and

cost of installation & commissioning.)

1 On supply and installation of Hardware 80% of respective value

of hardware and

installation cost


Hardware Supplied and

Installed

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Hardware supplied and

installed

C ERP Implementation Services & Training:

C.a The Value of ERP Implementation Services are released in 3 parts

considering the activities involved and released as % of such part on

completion of respective activities as given below

C.a.1 Common Work 10% of Total Value of

ERP Implementation

Services as given at C.a

of Price Schedule

1 On Acceptance of Project Initiation 50% of C.a.1

2 On Acceptance of To‐Be Report – Solution Design 50% of C.a.1

C.a.2 For Phase I of the Project 50% of Total Value of

ERP Implementation

Services as given C.a of

Price Schedule

1 On Completion of Final Conference Room Pilot – Solution

Development

20% of C.a.2

2 On Completion of User Acceptance Testing – Solution Validation 20% of C.a.2

3 On Go‐live – Executing Cut‐Over from Legacy Applications to ERP

Solution

20% of C.a.2

4 On Stabilization Acceptance 40% of C.a.2

C.a.3 For Phase II of the Project 20 % of Total Value of ERP Implementation Services as given at C.a of Price Schedule

1 On Completion of Final Conference Room Pilot – Solution

Development

20% of C.a.3

2 On Completion of User Acceptance Testing – Solution Validation 20% of C.a.3

3 On Go‐live – Executing Cut‐Over from Legacy Applications to ERP

Solution

20% of C.a.3

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4 On Stabilization Acceptance 40% of C.a.3

C.a.4 On issue of Stabilization Acceptance Certificate (SAC) – Post Implementation Support

10% of Total Value of ERP Implementation Services as given at C.a of Price Schedule

C.a.5 On issue of Final Acceptance Certificate (FAC) 10% of Total Value of ERP Implementation Services as given at C.a of Price Schedule

C.b Training

1 On completion of respective Training 80% of value of the

respective training as

given at C.b of Price

Schedule

2 On issue of Stabilization Acceptance Certificate (SAC) 10% of Total Value of

Training as given at C.b

of Price Schedule

3 On issue of Final Acceptance 10% of Total Value of

Training as given at C.b

of Price Schedule

D Network Hardware & Services

D.a Network Hardware

Payment for supply of Network related requisite infrastructure shall

be released on supply and installation of respective hardware

(wherever the price break up of individual items are available) as

per the % (given below) of prices of respective hardware and its

cost of installation & commissioning as per the price schedule.

(Separate invoices are to be submitted for supply of hardware and

cost of installation & commissioning.)

1 On supply and installation of Hardware 80% of respective

value of hardware and

installation cost


Hardware Supplied

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and Installed


Hardware supplied

and installed

D.b Providing Network Services

D.b.1 Payment for providing Last Mile

& Connectivity along with backup and shall be payable on yearly basis

D.b.2 against installation certificate of entire network.

On successful installation of last mile connectivity 100% of yearly charges

as given at D.b.1 &

D.b.2 of Price Schedule

E Annual Technical Support (ATS)/Annual Maintenance Contract

(AMC)

Payment for ATS/AMC charges are 25% value of yearly

payable on quarterly basis at the end of ATS/AMC charges for

each quarter – on issue of satisfactory the respective items

work completion certificate for which ATS/AMC is

taken

6.35 Waiver

Failure of the Purchaser to insist upon strict performance of any terms and conditions of the contract

will not be deemed a waiver of any rights or remedies that the Purchaser may have and will not be

deemed a waiver of any subsequent default under the terms and conditions of the contract. No right or

remedy of the Purchaser will be exclusive of any other right or remedy and Purchaser will have all the

rights and remedies given under the contract and now or hereafter existing in law or by statute. The

shipping or delivery by the Consortium or receiving of or payment by the Purchaser for the work under

this contract will not be deemed a waiver of any rights for any prior failure by the Consortium to comply

with any of the provisions of the contract.

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6.36 Members of the Purchaser not Individually Liable

No Director or official or employee of the Purchaser shall in any way be personally bound or liable for

the acts or obligations of the Purchaser under the contract or answerable for any default or omission in

the observance or performance of the acts, matters or things which are herein contained. The

Consortium shall not be entitled to any increase on the scheduled rates or any other rights or claims

whatsoever by reason of any representation, explanation, statement or alleged understanding, promise

or guarantees given or to have been given to him by any person.

6.37 Workplace/Facilities for Consortium’s Site Office

6.37.1 Suitable workspace in the respective sites/offices may be provided to the Consortium subject to

the availability, free of charge. However, providing such space and store is for the smooth

execution of contract and non provision of such space does not bind the Purchaser and make

the Purchaser liable to the Consortium in any manner except as specifically provided in the

contract terms. The Purchaser is not liable for any loss or damage to the Consortium’s

equipments as a result of variation in voltage or frequency or interruption in power supply or

other loss to the Consortium arising there from.

6.37.2 The Purchaser will supply electric power for the site works and approved site offices.

6.37.3 Though efforts will be made by the Purchaser to maintain regular power supply, the Purchaser

shall not be responsible for any failure in power supply and any consequences arising there

from. The Consortium shall obtain the approval of the Project Manager/Purchaser for

installation of machinery and electric power supply connection to them. The contractor shall be

responsible for any defect therein. Any defects pointed out by the Purchaser in the distribution

system shall be rectified forthwith to the satisfaction of Project Manager by the Consortium,

failing which the power supply may be cut off by the Purchaser/Project Manager.

6.38 Residential Accommodation

No Residential Accommodation will be provided by the Purchaser to the staff of Consortium. The same

has to be arranged by the successful Consortium at its own cost.

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6.39 Transportation

6.39.1 Consortium shall make its own arrangements for movement of human resources and equipment

within and outside the sites/units/offices at the various locations covered by the Contract.

6.39.2 The quoted lump sum amount shall also include all expenses towards travel to various places /

destinations in India in connection with completion of work.

6.40 Consortium’s Staff and their Conduct

6.40.1 The Consortium on award of work shall deploy qualified professionals as designated in the scope

of the Contract for implementing ERP Solution. At any time in the opinion of the Project

Manager, any additional, qualified, experienced engineer is considered necessary; they shall be

deployed by the Consortium without any additional charge. The Consortium shall ensure to the

satisfaction of the Project Manager competent and efficient supervision of the Implementation

of ERP Solution.

6.40.2 If any of the Consortium’s employee, in the opinion of Project Manager, be guilty of any

misconduct or be incompetent or insufficiently qualified or negligent in the performance of their

duties or that in the opinion of the Project Manager, undesirable for administrative or any other

reasons, for such person(s) to be employed for providing desired services, then at the directions

of the Project Manager the Consortium shall at once remove such person (s) from the

site(Works). Vacancy so created shall be immediately filled at the expense of the Consortium by

a qualified and competent substitute. Should the Consortium be requested to repatriate any

person or removed from this contract, he shall do so and shall bear all costs in connection

therewith.

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6.40.3 The Consortium shall be solely responsible for the proper behavior of his employees and staff

employed by him/deputed by him to provide ERP Solution. The Consortium shall exercise proper

degree of control over them and in particular without prejudice to the said generality the

Consortium shall be bound to prohibit/prevent any of his employees (as stipulated above) from

trespassing or acting in anyway detrimental or prejudicial to the interest of the community or

the properties or occupiers of land or properties in the neighborhood. In the event of such

trespassing, the Consortium shall be responsible for all consequent claims or actions for

damages or injury or any other grounds whatsoever. The decision of the Project Manager upon

any matter arising under this clause shall be final.

6.40.4 All Consortiums’ personnel entering the Purchaser’s premises shall be properly identified by

badges of a type acceptable to the Purchaser which must be worn at all times on the Purchaser’s

premises.

6.40.5 It is made clear that no relationship of Purchaser and employee is created between the

Purchaser and the Consortium’s resident engineers, employees and no claim for employment of

any such personnel shall be tenable or entertained

6.41 Security, Statutory and Safety Regulations

6.41.1 The Consortium shall abide by all the safety and security regulations of the Purchaser in force

and promulgated from time to time and other statutory requirements. The Consortium shall be

responsible for the safety of all employees and/or workmen employed or engaged by them on

and in connection with the work and shall report to the Purchaser and other local authorities

concerned all cases of accidents howsoever caused and wherever occurring on the works and

shall make adequate arrangements for rendering immediately all possible aid to the victims of

the accidents.

6.41.2 The Purchaser shall not be in any way held responsible for any accident or damages incurred

and claims arising there from during the period of installation, testing, commissioning and

stabilizing ERP solution. The Consortium shall be responsible for following the provisions of all

safety laws and rules made there‐under and other statutory requirements at his own cost.

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6.41.3 The Consortium shall arrange to obtain from the Purchaser the required gate pass for entry and

exit to the Purchaser’s Plant site and other protected areas for each one of his engineers /

specialists, representatives / agents, supervisors, workmen and staff as per the Purchaser’s

prescribed procedure and format. Each entry and exit gate pass shall contain the photograph of

the person concerned. In the event of loss and/or damage to the gate passes, the Consortium

shall pay to the Purchaser the prescribed penalty before a new entry and exit gate pass can be

issued. The Contract shall be governed by the following provisions for enforcing safe custody

and proper use of gate passes:

6.41.4 All engineers/specialists, representatives/agents, supervisors, workmen and staff of the

Consortium shall posses the entry and exit gate pass issued from the security department on the

recommendation of the concerned officer / Engineer. Security department and the concerned

officer/ Engineer shall have the right to refuse the entry and exit gate passes to any worker or

representatives of the Consortium without assigning any reason.

6.41.5 Permission to enter the Plant site to any engineers/specialists, representatives/ agents,

supervisors, of the Consortium may be suspended or withdrawn at any time by the Security

Department or the concerned officer/Engineer without assigning any reason.

6.41.6 The Consortium shall ensure that any entry and exit gate pass issued to their workers or

representatives by the Purchaser is not misused by unauthorized persons for entry into plant

area or in specified areas inside the plant.

6.41.7 It shall amount to breach of rules and regulations regarding entry into the prohibited area by the

Consortium in case entry and exit passes issued on their demand are found to be misused by

any unauthorized persons. The Consortium and their defaulting employees shall be liable for

legal action against them for breach of rules regarding entry into the plant area.

6.41.8 Final payment would be made to the Consortium only after all the passes issued by the Security

Department are surrendered for cancellation for which ‘No demand certificate’ should be

obtained.

6.41.9 Entry into Construction areas fenced out and segregated from Operating Units shall be

regulated by a procedure separately to be laid by the Purchaser from time to time.

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6.41.10 The Consortium shall register all equipment and all other materials, tools etc., that may be taken

inside the Plant area in order to facilitate the issue of exit gate permits for such items to be

taken out after the completion of Work.

6.41.11 The Consortium shall not employ for the purpose of the Work, any person below the age of 18

years. The Purchaser shall have the right to decide whether any person employed by the

Consortium is below the age limit, and to refuse to allow any person, whom he considers to be

under‐aged to be employed by the Consortium.

6.41.12 Factories Act, 1948: The Consortium shall follow the provisions of Indian Factories Act and all

rules made there under from time to time as applicable, and shall indemnify the Purchaser

against all claims of compensations under the provisions of the Act in respect of workmen

employed by the Consortium in carrying out the works and against all costs and expenses or

penalties that may be incurred by the Purchaser in connection therewith.

6.42 Employees Provident Funds and Miscellaneous Provisions Act 1952 &

Employees State Insurance Act 1948

6.42.1 The Consortium shall ensure strict compliance of provisions of the Employees’ Provident Funds

and Miscellaneous Provisions Act 1952 and the schemes framed there under so far as they are

applicable to their establishments and agencies engaged by them. The Consortium also required

indemnifying the Purchaser against any loss or claims or penal damages whatsoever resulting

out of non‐compliance on the part of the Consortium with the provisions of the aforesaid Act

and the Schemes framed there under.

6.42.2 The Consortium agrees to and does hereby accept full and exclusive liability for the compliance

with all obligations imposed by Employees State Insurance Act, 1948, and the Consortium

further agrees to defend, indemnify and hold Purchaser harmless from any liability or penalty

which may be imposed by the Central, State or local authority by reason of any alleged violation

by Consortium of the Employees’ State Insurance Act, 1948 and also from all claims, suits or

proceedings that may be brought against the Purchaser arising under, growing out of or by

reason of the work provided for by the Contract whether brought by employees of the

Consortium, by third parties or by Central or State Government authority or any political sub‐

division thereof.

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6.42.3 The Consortium agrees to file with the Employees State Insurance Corporation, the Declaration

forms and all forms which may be required in respect of the Consortium’s employees whose

aggregate remuneration is within the specified limit and who are employed in the work

provided or those covered by ESI Act under any amendment to the Act from time to time.

6.42.4 The Consortium agrees to maintain all records as required under the Act in respect of

employees and payments. Any expenses incurred for the contributions, making contribution or

maintaining records shall be to the Consortium’s account.

6.42.5 The Purchaser shall retain such sum as may be necessary from the total contract value until the

Consortium shall furnish satisfactory proof that all contributions as required by the Employees

State Insurance Act, 1948, have been paid.

6.42.6 Workman’s Compensation and Employees Liability Insurance

6.43 Consortium Responsibility with Other Agencies

6.43.1 Without repugnance to any other condition, it shall be the responsibility of the Consortium not

to divert or withdraw the people working for ERP solution for any other Service Contract with

the Purchaser. No claim shall be entertained on account of above.

6.43.2 The Consortium shall conform in all respects with the provisions of any statutory regulations,

ordinances or byelaws of any local or duly constituted authorities or public bodies which may be

applicable from time to time to the consulting services work.

6.44 Other Agencies at Site

The Consortium shall have to execute consultancy services in such place and condition where

other agencies will be engaged for other works or similar works etc. No claim shall be entertained

due to services/work being executed in the above circumstances.

6.45 Patents, Royalties, Rents and Licenses

All charges on account of royalty, tollage, rent, license fee, entry tax or sales tax and/or other

duties or any levy on spares and equipment obtained for the ERP implementation or part thereof

(excluding those provided by the Purchaser) shall be borne by the Consortium.

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6.46 Liens

If at any time there should be any evidence or any lien, claim for which the Purchaser might have

become liable, which is chargeable to the Consortium, then the Purchaser may pay and discharge

the same and deduct the amount so paid from any amount which may be or may become due

and payable to the Consortium. If any lien or claims remain unsettled after all payments are

made, the Consortium shall refund or pay to the Purchaser the cost of such lien or claim including

all payments and reasonable expenses. Purchaser reserves the right to the same.

6.47 No compensation in case of change of location of site office

Changes of location of site/offices do not invalidate the contract and Consortium has no claim for

any compensation for such changes.

6.48 Other Terms and Conditions

6.48.1 The Consortium is required to enter into agreement after submission of Initial Security

deposit/PG bond in lieu of security deposit as the case may be.

6.48.2 Should the Purchaser at any time require the Consortium to do any work beyond what is

provided under this agreement, the Consortium shall undertake to do such additional work for

an additional remuneration to be mutually agreed upon

6.48.3 The Purchaser may make modifications/revisions/changes/deletions in the scope of work from

time to time and the same shall be complied with by the Consortium.

6.49 Profile of Teams

The Consortium has to deploy a specialized and trained team for the successful and timely

completion of the Project. It is therefore desirable that the key personnel in the team have the

following minimum qualification and work experience as detailed in the .

Project Manager Experience of minimum 3 ERP implementation cycles

(including at least one in India) with at least one in

Process Manufacturing (Steel, etc) as Project Manager

Project Management Certification (PMP/ Prince 2 / or

equivalent)

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Functional Leads Experience in minimum 2 ERP implementation projects in

respective modules with minimum 1 project in India.

OEM certified

Technical Lead‐ Interface/ data

conversion/ customization

Experience in minimum 2 ERP implementation projects in

respective areas (interface/data

conversion/customization)

OEM Certified

Change Management Lead Minimum 3 projects as Change Management lead in a

large organization (over 1000 employees) with minimum

1 project in India

Except as the Client may otherwise agree, no changes shall be made in the Personnel proposed in

the bid for the project. If, for any reason beyond the reasonable control of the IP, such as

retirement, death, medical incapacity, among others, it becomes necessary to replace any of the

proposed Personnel, the IP shall provide as a replacement a person of equivalent or better

qualifications prior to reliving the outgoing personnel.

The IP shall have no claim for additional costs arising out of or incidental to any removal

and/or replacement of Personnel.

The resource deployment schedule and details CVs of the following resources are to be

submitted as a part of Technical bid.

The bidder is to propose the number of resource(s) for each category as mentioned

above (except and otherwise specified for few specific categories) keeping in

consideration of meeting the project schedule and scope of work

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6.50 Changes to the “ERP solution”

6.50.1 Introducing a Change

6.50.1.1 The Purchaser shall have the right to require the Consortium from time to time during the

performance of the Contract to make any change, modification, addition, or deletion to, in, or

from the “ERP SOLUTION” (interchangeably called “Change”), provided that such Change falls

within the general scope of the “ERP SOLUTION” and does not constitute unrelated work, and

is technically practicable, taking into account both the state of advancement of the “ERP

SOLUTION” and the technical compatibility of the Change envisaged with the nature of the

“ERP SOLUTION” as originally specified in the Contract.

6.50.1.2 The Consortium may from time to time during its performance of the Contract propose to the

Purchaser (with a copy to the Project Coordinator) any Change that the Consortium considers

necessary or desirable to improve the quality or efficiency of the “ERP SOLUTION”. The

Purchaser may at its discretion approve or reject any change proposed by the Consortium.

6.50.1.3 Notwithstanding Clauses 6.50.1.1 and 6.50.1.2, no change made necessary because of any

default of the Consortium in the performance of its obligations under the Contract shall be

deemed to be a Change, and such change shall not result in any adjustment of the Contract

Price or the Time for Stabilization Acceptance. The procedure on how to proceed with and

execute Changes is specified in Clauses 6.50.2 and 6.50.3

6.50.2 Changes Originating from Purchaser

6.50.2.1 If the Purchaser requires a Change pursuant to Clauses 6.50.1.1, it shall send to the

Consortium a “Request for Change Proposal,” requiring the Consortium to prepare and furnish

to the Project Coordinator as soon as reasonably practicable a “Change Proposal,” which shall

include the following :

a) brief description of the Change;

b) impact on the Time for Achieving Stabilization Acceptance;

c) estimated cost of the Change;

d) effect on Performance Guarantees (if any);

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e) effect on any other provisions of the Contract.

6.50.2.2 The pricing of any Change shall be as far as practicable, calculated in accordance with the rates

included in the Contract. If the nature of the Change is such that the Contract rates are

inequitable, the parties to the Contract shall agree for a mutually acceptable price for valuing

the Change.

6.50.3 Changes Originating From Consortium

If the Consortium proposes a Change pursuant to Clause 6.50.1.2, the Consortium shall submit

to the Project Coordinator a written “Application for Change Proposal,” giving reasons for the

proposed Change and including the information specified in Clause 6.50.2.1. Upon receipt of the

Application for Change Proposal, the parties shall follow the procedures outlined in Clauses

6.50.2.1 and 6.50.2.2, except that the words “Change Proposal” shall be read, for the purposes

of this Clause 6.50.3 as “Application for Change Proposal.”

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7 Section VI: Annexure

7.1 Expected Number of users

Currently the strength of NINL is approximately 1500 employees. The payroll and employee self service

license will be calculated based on 1500 users. For core business processes (modules) we should have

approximately 200 users.

Concurrent users will be approximately 250.

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7.2 Technical Parameters & Performance Levels

User Activity to be guaranteed by the vendor

All ERP Users

Direct

Connect

Remote

Connect

Menu Navigation – Displaying the appropriate menu as per defined user

role and profile < 1 sec < 2 sec

Screen Opening – Display of the selected data entry screen from the

menu < 2 sec < 5 sec

Field Navigation – Navigation between different data entry fields in the

Screen < 1 sec < 3 sec

Look up response – Display of items from a List of Values. < 1 sec < 10 sec

Look up response – To display items from table <5sec < 15 sec

Screen Navigation – Navigation between different data entry screens

(from one to another) < 1 sec < 13 sec

Transaction Commit – Transaction saving after completing the data

entry < 2 sec < 20 sec

Query retrieval – Online query entered by the user

Simple query

Medium Complexity query

High Complexity query

< 5 sec

< 8 sec

< 15 sec

< 12 sec

< 15 sec

< 20sec

Reports response – Report fired by the user from the Report Generator

Simple Report

Medium Complexity report

High Complexity report

< 5 sec

< 30 sec

< 1 min

< 12 sec

< 25 sec

< 3 min

Uptime Requirement:

The System shall have an availability of at least 99.90%. The availability will be calculated based on the

following formula:

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A = (tsh – (tud‐ tepd)) * 100 / tsh

A: Availability (percent)

tsh: Total Service Hours

tud: Unscheduled Downtime (hours)

tepd: Excused Performance Downtime (hours)

Service Hours are the standard service hours of 24 hours, 7 days/week minus Scheduled Downtime

Total Service Hours are all the Service Hours in the calendar month

Unscheduled Downtime is where the Production Infrastructure is unavailable during Service Hours and

outside the Scheduled Downtime.

Scheduled Downtime is

c. planned maintenance, with all such planned maintenance to be agreed in advance by the Service

Provider and NINL; and

d. the scheduled back‐up windows specified in the operational procedures manual or as otherwise

agreed.

Excused Performance Downtime means the elapsed time for any outage that is the result of an excused

performance problem i.e. non‐availability of raw power provided by NINL after scheduled backup time

of UPS working on redundant mode.

The Uptime includes the following infrastructural/System uptime collectively:

Database uptime,

Local area/Intranet network Uptime

ERP server uptime,

Portal Uptime,

VPN network uptime,

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ERP and other software uptime

Other systems effecting ERP uptime.

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7.3 Overview of Existing Processes

Finance

Department Strength – 20

Basic Activities

Central Accounts

Accounts Receivables/Sales

Accounts Payable/Procurements

Costing/Budgeting

Treasury/Cash

Fixed Assets

Payroll

Taxation – Direct/Indirect

Inventory Management Valuation

The Finance department interacts with all Production departments, Service departments like

Central Engineering dept., RMHS, Quality Control Stores and Sales.

The key information needs of the Finance department are given below:

Ledger Balance

Cash/Fund position and Flow statement

Costing/Budgeting

Inventory position

Salary/Payroll Accounts

Sales Data etc.

Future/Growth Plans

Additional manpower: A growth of 50% of manpower is expected at the end of FY

2013‐14

MIS

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Periodical Receivable/Payables

Monthly cost/Profitability/Funds flow/ Daily Cash flow

Quarterly Balance Sheet/PIL statement

Other Financial reports

The reports are prepared manually using MS Office and a few are derived from an IT

application. The IT issues are resolved within the department. There is no formal IT

department to serve the basic needs of the organization.

Challenges & Expected Improvements

Challenges

Non Integration of departments causes delay on reporting/mismatch of data

Real time profit statement cannot be derived (because of batch posting)

Duplication of work

IT applications provide very limited support to the department

No Centralized storage of information

Inadequate IT security measures, no digitization of documents, no indexation

Expected Improvements

Improvement in IT infrastructure, issue resolution etc.

Reduction in duplication of work

Centralized information availability

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Figure 1: Finance Department

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Quality Control Lab


Basic Activities

Incoming/In Process Raw Materials, Inspection of Finished or Semi‐Finished Product

o Chemical Analysis

o Physical Analysis

o Metallurgical Analysis

Calibration of Measuring Equipment

The QC Lab department interacts with Coke Oven, Sinter Plant, Blast Furnace, Power Plant,

Steel Melting Shop and Raw Materials.

The key information needs of the QC Lab are given below:

Stock of laboratory spares & consumables

Indents

Future/Growth Plans

To set up a full‐fledged Steel Melting Shop express laboratory to cater analytical

requirements of Steel Melting Shop and Customers

Manpower for Power Plant Laboratory & Express Laboratory

MIS

Report sent by PPC department by e‐mail developed using MS Office applications

Analysis reports of Coke Oven & By Product

Inspection report of Billets

Coke Test Certificate

Incoming Raw Material Analysis Report

Analysis Reports of Sinter Plant, Blast Furnace


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Challenges

Analytical test results are communicated by telephone to the concerned, followed by

printed test reports in next day.

Reports generated using MS Office; information received over phone leading to high

percentage manual error

No Centralized storage of information; each department generates their own data and

information handled by few key executives

Inadequate IT security measures


Outcome of QC Lab must reach the internal customer at the earliest possible for

corrective action

Provision of test house at SMS site to cater complete analysis of billets

Improvement in IT infrastructure, issue resolution etc.

Information Transparency

Human Resource


Basic Activities

HRM

o Recruitment

o Establishment

o Training & Development

Admin

o Transport

o Telephone/Fax

First Aid

o Inventory of Medicine

Security

o Security Personnel

o Salary Admin o Contract Labor Management etc.

o Stationary o Guest House/Hotel

o Movement of In/Out People

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o Gate Pass

The HR department interacts with Finance department for payroll, Commercial/Works

Contract Cell for contract labor engagement and other departments for appraisal/recruitment

etc.

The key information needs of the QC Lab are given below:

HRM: Data – Employee, Attendance, Appraisal, Training, Contract Completion

Admin – Stationary, Telephone etc.

Security – Gate Pass, Employee Movement etc.

Medical – Patient details, Medicine Advance etc.

Future/Growth Plans

Online application receipt for recruiter

Online appraisal system

Leave/Attendance System, Training System

Additional Manpower for HR department

MIS

Manpower Information

Payroll Information

All MIS Reports are generated using MS Office applications.


Challenges

No online appraisal system, attendance management system, leave management

system

No Centralized storage of information

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Tender Document

No formal IT systems available in the HR department

Inadequate IT security measures, no digitization of documents


Need to automate Recruitment, Training, Appraisal system etc.

Production, Planning & Control (PPC)


Basic Activities

The main functions of PPC department among different units of the plant from raw materials

to finished products are:

Planning

Budgeting and

Co‐ordination

Any deviation/abnormality in normal plant running is informed to concerned departments

through plant control for corrective action.

The PPC department interacts with all production units, sales department and finance.

The key information needs of the PPC department are given below:

Production and all related data of all production units

Future/Growth Plans

Online integration of all production related data and prompt analysis and reporting

Additional Manpower: 3 executives, 1 non‐executive

MIS

Preparation of various MIS reports and distribution to concerned departments for

necessary performance analysis

All production reports are generated by PPC dept. and one copy is given to

Reports generated by PPC department:

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o Annual Production Plan

o Daily Performance report

o Daily MIS report

o Flash Plant Performance report

o Monthly/Quarterly Performance report

o Month/Fin. Year/Calendar year at a glance report

o Monthly/Quarterly/Yearly breakdown report

o R/M & Finish product reconciliation report

o Month wise performance report since inception

o Annual Statistics report

All MIS Reports are generated using MS Office applications.


Challenges

Data collection over phone which leads to errors in entries

Multiple entries for different types of reports using same input

Editing, checking, compilation is manual

No IT application is available with PPC currently

Inadequate IT/data security measures

No centralized information storage; Data is stored in MS Excel form and is accessible to

all department employees

Backup data is stored in DVD’s/CD’s; No indexation of documents

Non availability of IT Infrastructure & IT issue resolution


Online data feeding and integration for all production units

Organization wide information accuracy, IT application & integration is required

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Tender Document

Commercial (Purchase, Stores and Sales, Coordination & Planning)


Basic Activities

Procurement

o Limited Tender Enquiry

o Repeat Order

o Annual Rate Contract

o Global

o Reverse Auction

o Single Party

o Proprietary

o Open Tender

The Commercial department (Purchase & Stores) interacts with Spares Planning Cell (SPC),

Stores, Weighbridge, Security Gate, Raw Material Division, Paradeep Operation, Coal Yard,

Finance and external Vendors.

The Commercial department (Sales Co‐ordination & Planning) interacts with Shipping,

Weighbridge (Technical Services), Traffic (Technical Services), Coke Oven, QC Lab, Finance,

Security and MMTC Cell.

The key information needs of the Commercial department are given below:

Vendor List

Inventory Stock

Item Master

Vendor Master

Indent Master

Purchase Order Master

Material Requirement Planning

Product Master

Party/Customer Master

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Tender Document

Dispatch Plan for Export/Domestic sales

Future/Growth Plans

Complete centralized vendor master and Item master

Integration with other departments – Stores, Finance, SPC etc.

Streamlining the purchase/suppliers code

Material Requirement Planning for Financial year

Online receiving of offer against Tender

Computerization of receiving/dispatching system of commercial

Vendor Development

Fully compliant system as per PCP guidelines

Purchase analysis/review through system on various aspects

Auto procurement facility

Integration of sales co‐ordination with invoice office

Integration of different dispatch related departments like shipping, weighbridge

Traffic & Lab sales co‐ordination for quick smooth dispatch of finished products

Additional Manpower: Indent processing, vendor development cell, MSME cell, logistic cell,

dispatch cell, Sales etc.

MIS

Procurement

o Procurement summary

o Purchase Orders

o Purchase Indent & Order Statement

o Annual Purchase Order/Contract Statement

o Status of Operational Indents/BF Capital Repair Indents/SMS Indents

o Purchase Order List

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Tender Document

o Indent Under Process

o Pending Delivery

o Daily/Monthly MIS

o Weekly/Monthly sales report

Store

o Stores Performance for the month

Sales Co‐ordination & Planning

o Product Dispatch and Plan

MIS Reports are generated using MS Office applications and a few using an IT Application

(customized through MS Office). A few sales reports are generated from present sale package.


Challenges

Vendor selection

Indent item entry

Vendor item link

Vendor rating

Comparative statement (loading factor)

L1 statement

Global tendering/processing

Annual rate contract

Contract amendment

Retendering

Repeat Order

Analysis of Price reasonability

Material delivery status

Service contract

Indent scrutiny through system

PCP complaint processing package

Updating payment against PO

IT application – not integrated

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Tender Document

Partial storage of information centrally

Inadequate IT security measures; No digitized documents; No document indexation

Number of vehicles actually entered against each item against issuance of LSGP

Time to time loading status of the vehicles/rakes placed for dispatch

Payment receipt/out‐standing report from Finance for further action

No integration of IT applications across departments


IT Infrastructure requirement and issue resolution

Online offer received against tender

Standardization of Master Code

Long Term agreements as per Delivery Instruction

Planning for Logistic system/CHA

Review of AP (Automatic Procurement)

Strong Vendor Database (links with Item Category)

Indent Processing software package compliant to PCP

Reduction in purchasing time

Timely availability of material/cost effectiveness

Avoid disruption of production process

Need to have integrated IT application to facilitate organization wide information

Calculation/analysis procedure to be incorporated for more reliable and quick output

Dispatch process starting from issuance of LSGP to Invoice to be made online

Automation of current processes will assist in devising the marketing action plan can

be made easily and effectively towards profit maximization

Real time availability of data for uninterrupted/smooth dispatch operation

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7.4 Current IT Infrastructure details

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7.5 Agreement

NEELACHAL ISPAT NIGAM LIMITED

AGREEMENT NO: XXXXXXXXXXXXXXXXXX , DATED: ........

ARTICLES OF AGREEMENT

ARTICLES OF AGREEMENT made at Duburi this _________ day of __________ 2013 between Neelachal

Ispat Nigam Limited having its registered office at Bhubaneshwar (hereinafter referred to as the

“Employer”), which term or expression unless excluded by or repugnant to the context or meaning

thereof, shall be deemed to include its successors and assigns) OF THE ONE PART

AND

M/s_______________________, a Company organised and existing under the laws of ________ (Name

of the Country) and having its registered office at _________________ (hereinafter referred to as

“Contractor”), which term or expression unless excluded by or repugnant to the context or meaning

thereof, shall be deemed to include its successors and permitted assigns), *(In case the Contractor

forming Consortium with his associate members) OF THE OTHER PART. WHEREAS

a. The Employer has decided to implement ERP Solution at Duburi Steel Plant, and

b. The Contractor has declared that the Contractor has proven and specialized knowledge and

expertise for implementing ERP Solution viz., supply and installation of ERP Product, hardware and

network hardware (including cable laying and termination & supervision thereof), extending

implementation services and network services, training, User Acceptance Testing, Go‐Live &

stabilization acceptance tests, Go‐live, demonstrating and establishing Performance Guarantee

Parameters of the Work, as per the Contract Specification No. _______________ and other

documents of the Contract, and

c. The Contractor has declared that the Contractor is in a position to disclose, impart, deliver and

transfer the requisite design documents, software and requisite tools of those items which are in

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Tender Document

the scope of the Contractor, to the Employer for the solution design, development and for

installation, Start‐up and Commissioning, Demonstrating and establishing Performance Guarantee

Parameters of the Work with the aim to implement ERP solution as specified in the Contract, and

d. The Contractor has obtained clarifications on technical and commercial aspects, inspected the site

and surroundings of Work and has examined and considered all other matters, conditions and

things, probable contingencies and generally all matters incidental thereto and ancillary thereof, and

e. The Contractor has agreed to undertake the implementing ERP Solution viz., supply and installation

of ERP Product, hardware and network hardware (including cable laying and termination and

Supervision thereof), extending implementation services and network services, training, User

Acceptance Testing, Go‐Live & stabilization acceptance tests, Go‐live, demonstrating and

establishing Performance Guarantee Parameters of the Work, as per the Contract Specification No.

_______________ and other documents of the Contract, and the Employer has accepted the Tender

of the Contractor as modified and agreed upon, and

f. M/s Wipro Ltd shall be the End to End consultant for the work

g. The Employer has entered into Agreement with the constituted Consortium comprising of its

members, M/s …………, M/s ………. M/s …………. and M/s……………….. for implementing the total Scope

of Work under the Agreement. Though, the above Consortium members are jointly and severally

liable and responsible for fulfilling respective contractual obligations, however, M/s ……….. , as the

Leader of the Consortium as well as designated “Contractor” of the Work shall assume overall

responsibility to ensure proper co‐ordination amongst the Consortium members and completeness

of the Work as a whole in conformity with the provisions of the Agreement

Now it is hereby agreed as follows:

1. In this Contract, words and expressions shall have the same meanings as are respectively assigned to

them in the General Conditions of Contract and Special Conditions of Contract hereinafter referred to.

2. The following documents shall be deemed to form and be read and construed as part of this Contract,

viz. NIT (Notice inviting tender) Instructions to Tenderers Letter of Acceptance, Price Schedule, General

Conditions of Contract and Appendices, Forms Special Conditions of Contract and annexures, if any

Contract Specification, Other Technical Documents, software, requisite tools and drawings. Other

document and correspondences

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Tender Document

3. The Effective date of Contract shall be the date of issue of Letter of Award.

4. In consideration of the payments to be made by the Employer to the Contractor as hereinafter

mentioned, the Contractor hereby covenants with the Employer to “implement ERP Solution” viz.,

supply and installation of ERP Product, hardware and network hardware (including cable laying and

termination and Supervision thereof), extending implementation services and network services, training,

User Acceptance Testing, Go‐Live & stabilization acceptance tests, Go‐live, demonstrating and

establishing Performance Guarantee Parameters of the Work, as per the Contract Specification No.

_______________ and other documents of the Contract

5. Time is the essence of the Contract. The Go‐Live will be completed in 7 months from the date of

award contract. The stabilization acceptance shall be completed within 5 months from Go‐Live. The

performance guarantee period of 12 months will start from the date of stabilization acceptance.

The Go‐Live/Stabilization of ERP Solution shall be considered as completed in all respects only after

fulfilling all relevant acceptance tests as per contractual obligations under the Contract.

i. The Employer hereby covenants to pay the Contractor in consideration of the above Work, the

Contract Price in the manner described in the Contract.

ii. No amendment to this Contract shall be valid or be of any effect unless the same is agreed to in

writing by both the parties hereto and specifically stated to be an amendment to this Contract.

iii. All disputes arising out of or in any way connected with this Contract shall be deemed to have

arisen in Bhubaneswar. Only the Courts in Bhubaneswar shall have jurisdiction. However, the disputes, if

any, shall be settled by Arbitration mentioned in the General Conditions of Contract.

iv. The several parts of the Contract have been read and fully understood by us.

6 All notices under this Contract shall be given in writing and shall be deemed sufficiently given

when delivered either in person or by telegram, telefax or by registered mail addressed to the other

party at its address setforth in this Contract with a copy to the nominated representative at site.

7 It is expressly understood and agreed by between the Contractor and the Purchaser that the

Purchaser is entering into this Contract solely on its own behalf and not on behalf of any other person or

entity.

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In particular, it is expressly understood and agreed that the Government of India is not a party to this

Contract and has no liabilities, obligations or rights hereunder. It is expressly understood and agreed

that the Purchaser is an independent legal entity with power and authority to enter into contracts solely

on its own behalf under the applicable laws of India and general principles of contract law.

The Contractor expressly agrees, acknowledges and understands that the Purchaser is not an agent,

representative or delegate of the Government of India. It is further understood and agreed that the

Government of India is not and shall not be liable for any acts, omissions, commission, breaches or other

wrongs arising out of the contract. Accordingly, the Contractor hereby expressly waives, releases and

forgoes any and all actions or claims, including cross claims, impleader claims or counter claims against

the Government of India arising out of this Contract and covenants not to sue the Government of India

as in any manner, claim, cause or action or things whatsoever arising of or under this Contract.

IN WITNESS WHEREOF the Employer and the Contractor have caused this Agreement to be duly

executed by their duly authorized representatives the day and year first above written.

Signed by the said in the presence of

Signature............... Signature……..

Name………….. Name……………..

Address…………. (Employer)

Signed by the said in the presence of

Signature............... Signature……..

Name………… Name……….

Address…………. (Consortium Leader)

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7.6 Functional Requirement Specifications

S.No. Feature Requirement Priority

(Essential / Desirable)

Response

General System Requirement

1 The system should have dashboard for senior management E

2

The system shall provide functionality to enable all incomplete transactions or records to be saved, at any stage, for completion at a later time. The system should auto save all the transactions after each stage.

E

3

The system should provide secured login to the system through secured user name and login. E

4

The system should generate alerts for password renewal on every 45 days. E

5

The system shall provide functionality for users to attach to any transaction, multiple electronic files (documents and images), without restriction to size, including, but not limited to: • Scanned receipts • Supporting documentation • Scanned image (e.g., drawings, bulletins) • Amendment to a contract

E

6

The system shall provide functionality to accommodate a common graphical user interface including, but not limited to: • Pull‐down menus • Spell checking • Ability to find, replace, and go‐to within a transaction • Keyboard equivalent for all menu options • Use of mouse for all commands • Scrollable list boxes • Radio Buttons for selecting option from multiple options • Cursor selection of items in scrollable list boxes • Multiple windows that may be open at the same time • Windows that can be minimized and maximized • Built‐in charting on all standard inquiries • Dropdown menu list of open windows • Ability to print windows or entire screens in a "user friendly" print format • Print preview of each transaction

E

_________________________________________________________________________________________________


Tender Document



Response


7

The system shall provide an online help facility with capabilities including, but not limited to: • Window level help • Field level help • Error message help • Context sensitive help • Windows hypertext help i.e. an internet based search • Indexed help • Definable coaches, wizards, or tutors

E

8

The system shall provide functionality for users to establish a descriptive profile for the organizational hierarchy containing information including, but not limited to: • Organizational addresses • Contact information • User‐defined fields for supplemental information

E

9

The system shall provide functionality to integrate (exchange data) with MS‐Office software including, but not limited to: • Excel • Word • Access • MS – Outlook • MS – Project

E

10

The system shall provide functionality for users to view attachments in multiple formats of common software programs including, but not limited to: • Excel files • Word files • PowerPoint files • Visio files‐ PDF files • Notepad files • Jpeg files • HTML files • Lotus 1‐2‐3 files • Tiff Files • BMP files

E

_________________________________________________________________________________________________


Tender Document



Response


11

The system shall provide functionality for users to both upload data and export data from integrated / interfaced project management software E

12

The system shall provide functionality to clearly display the mandatory / optional data entry fields D

13

The system shall provide functionality for users to view multiple screens simultaneously while maintaining data and session integrity

E

14

The system shall provide functionality to terminate a session after a pre‐determined period of inactivity E

15

The system shall provide functionality to support the creation and use of electronic & digital signatures D

16

The system shall provide functionality to apply multiple electronic signatures & digital to a document or transaction D

17

The system shall provide functionality to maintain a record of electronic & digital signature validation in combination with the associated electronic document or transaction D

18

The system shall provide functionality for users to create transactions for a fixed or percentage allocation amount among multiple account codes E

19

The system shall provide functionality for users to edit saved and posted transactions/documents E

20

The system shall provide functionality to accommodate standard validation on all input fields including, but not limited to:‐ Data type validation‐ Range validation‐ Format validation E

21

The system shall provide functionality for users to copy previously saved transactions to a new transaction E

22

The system shall provide functionality for users to perform mass updates to create, change, or delete selected fields across multiple records E

23

The system shall provide functionality for users to print the entire contents of any screen in a printable format E

24

The system shall provide functionality to launch the system from within a workflow message or notification email. E

25

The system shall provide functionality to implement end to end business process workflows that extend to external systems E

26

The system shall provide functionality to define lead and lag times between activities E

_________________________________________________________________________________________________


Tender Document



Response


27

System should generate messages for both successful and unsuccessful transactions. As soon as a transaction is complete an email through the defined workflow system should be generated for the concerned stakeholders.

E

28

The system shall provide functionality to define dependencies between activities in a workflow E

29

The system shall provide functionality to maintain an audit trail of the transaction review and approval that occurred during an automated workflow. E

30

The system shall provide functionality for configurable rules‐based automated notifications including, but not limited to: • System alerts (e.g., pop‐up windows) • Automatically generated emails with variable narrative or appropriate web links

D

31

The system shall provide functionality to accommodate rules‐based automatic notifications on events including, but not limited to: • Pending approvals on a system transaction • Aging of open invoice status • New budget version availability or release • Status of prompt contracting calendar • Collection of overdue debts • Key milestone dates in RFP/contract process

D

32

The system shall provide functionality for business partners to access the system from a remote location using web‐based self‐service functionality and search for information including, but not limited to: • Order status • Payment status • Grant information • Transaction history

E

_________________________________________________________________________________________________


Tender Document



Response


33

The system shall provide functionality to support the establishment of workflow by transaction type including, but not limited to: • Requisitions • Purchase orders • Contracts • Contract change orders and amendments • Lease renewals • Vouchers • Budget adjustments based on cross appropriation level of detail • Inter‐agency transactions

E

34

The system shall provide a reporting and/or inquiry tool that can report on the status of the transaction moving through workflow E

35

The system shall provide functionality for users to define time thresholds or parameters for each activity in a workflow D

36

The system shall provide functionality to enable users to define the sequence of activities that constitute a workflow transaction E

37

The system shall provide functionality to enable users to define concurrent activities within a workflow transaction E

38

The system shall provide functionality to support both sequential and concurrent approval processing in each module, based on predefined user configuration E

_________________________________________________________________________________________________


Tender Document

Materials Department: Material Master Data Management



Response

Material Master

1 System should have provision for support item groups E

2 System should give the flexibility in deciding the length and characteristics of the item code E

3 System should support to control the duplicity in item code generation E

4 System to have the provision for changing, deleting and blocking the item code E

5 System to have provision of making the item code inactive E

6 System should have the ability to allocate different item numbering to different group of item E

7 Provision of keeping the track of changes made in the item with the relevant history E

8

System should handle item having different unit of measurement (UOM): Manufacturing UOM, Sales UOM, Purchase UOM, Stock UOM etc. Please provide details.

E

9 Provision of converting the measurement of unit at all levels E

10 Ability to store the tolerances of composition / attributes of the materials against the item code E

11 Ability to store the Issue Unit of Measurement of the Item as well as Purchase Unit of Measurement with conversion factor. E

12 Ability to store details of different grades against material code in case of coal and mined raw materials E

13 Ability to maintain the total stock of the item in the plant as well as the breakup of the stock store wise. E

14 Ability to keep track of minor changes in the attributes of the Item by generating a revision number. E

15 Ability to indicate whether the item is moveable or not. E

16 Ability to indicate the weight per unit of the Item. E

17

Ability to indicate the manufacturing Category of the Item. The manufacturing Categories are C.I. Casting, Steel Casting, Forging, Fabrication, Assembly, Machining only, etc.

E

_________________________________________________________________________________________________


Tender Document




Response

18

Ability to indicate the item class. These Item classes indicate the controlling agency for the item (for Purchase Indenting and Issuing). E

19 Ability to enter the complete description of the Item. E

20 Ability to capture the Make, Brand, Brand description and vendor part number of the item. D

21

Ability to capture the Ed Tariff Code, Customer tariff Code, VED Indicator (vital, essential, desirable) and Entry Tax Rate of the Item. D

22 Ability to capture the drawing number with drawing source of the item. D

23

Ability to capture special legal / statutory requirement with respect to procurement and storage of the item , at item level (like in case of Explosives , gases , wood etc. )

E

24 Ability to authorize identified individuals for any change / updation in the material master. E

25 Ability to assign status to the Item. The various item status are Hold, Active, etc. E

26

Ability of the system to store and display the date of latest receipt document number of the item, latest issue document number of the item, latest transaction document number of the item, latest purchase order number of the item, latest landed rate of the item with separate records as per the procurement source both store wise and globally.

E

27

Ability of the system to maintain the year beginning stock and year beginning rate as well as month beginning stock and month beginning rate item wise and also day beginning stock and day beginning rate of the item with separate records as per the procurement source both store wise and globally.

D

28 Ability of the system to maintain the status of the item at various stages like pre inspected stage, rejected stage, etc. E

29

Ability of the system to maintain separate data of the same item depending on the procurement source of the item (indigenous, import).

D

30 Provision to assign multiple measurement of unit to the same item

E

_________________________________________________________________________________________________


Tender Document




Response

31 System should have provision to categorize item based on its type and requirements D

32 Provision of searching item based on its characteristics E

33 System has the ability to store the supplier item code along with the NINL item code created E

34 System to have the ability to define all the required planning parameters during the item code creation E

35 system should support lot / location control for the item codes E

36 Provision to record notes to every item code created E

37 Provision to attach more than one warehouse to an item code E

38 Provision for ageing analysis of items based on last transaction date E

39 The ability to attach more than one plant to an item code E

40 Provision to define physical parameters for an item E

41 Provision to show parent child relationship with other item, mainly spare parts E

42 Provision to define purchasing information for an item E

43 Ability to group all items like mechanical, electrical, consumables etc category wise. E

44 Provision to Assign unique category code to each category and Assign item name in each category E

45 Provision to link Item code to vendor code E

46 Provision to link rate contracts to service codes & item codes. E

47 Ability to keep track of minor changes in the attributes of the Item by generating a revision number E

48 Ability to attach service entry sheet along with each service code

E

49 The codes for job items should be in alpha‐numeric system as well as only numeric. E

50 Support approvals as per delegation of power.

E

51 Provide an audit trail of approvals (complete visibility of approval process) E

_________________________________________________________________________________________________


Tender Document




Response

52 Maintain a unique list of contractors (class and category wise), various jobs and linking of jobs to contractors and vice versa. E

53

Facility to maintain following information for each Contractor:‐ ‐Contractor Code ‐Contractor Name ‐ Contractor category (Manufacturer,

E

54

Define status of contractor as:‐ ‐ Active ‐ Non‐active ‐ suspended ‐ Black‐listed ‐ banned

E

55 Capture and analyze QA testing specifications, results, certifications

E

56

Ability to classify the contractor as: ‐ Supplier ‐ Contractor ‐ Sub Contractor ‐ Transporter etc ‐ CIF agents ‐ Third party inspection agency etc. ‐ handling agents

E

57 Ability to amend the WO / contracts with respect to quantity, time, rate and levies and taxes etc. E

58 Ability to accommodate changes in rates of taxes and levies as applicable. E

59 Generate a detailed listing of open WO's by contractor for a user specified time frame and/or range of WO's E

60 Search facility for job items and contractors based on various criteria (like class, category, search strings etc). E

61 Provide work order history by contractor and job item number

E

_________________________________________________________________________________________________


Tender Document




Response

62 Ability to identify services as per area works, plants, nonworks, town etc. E

63 Generate unique service code for services. E

64 Provision to assign name , description to corresponding service code

E

65 Provision to assign vendors, rating details to service code. E

66 Ability to check existence of rate contract E

67 Ability to perform contractor rating based on parameters like qty, time , price etc. E

_________________________________________________________________________________________________


Tender Document

Quality Department



Response

Quality Department Requirements

1 Ability to provide list of tests to be done under a particular test plan.

E

2 System to record a list of equipments required for a particular test. E

3 Provision to suggest plan parameters value from a particular test. E

4 System to show variance between expected and actual values. E

5 System should store and produces history of test parameters changed over a period of time.

E

6 system to capture detailed Acceptance and Rejection codes. E

7 System should provide a list of inspections that are to be done in next defined period (next two days, three days etc)

E

8 System should provide a graph of test results of various parameters recorded over a period of time.

E

9 System to allow users for entering their comments and remarks on the quality plan.

E

10 Provision to support different versions of the quality plan. D

11 System to have restricted users access for making changes in this quality plan.

E

12 System to allow freezing of one quality plan as the final plan E

13 Provision in system to maintain data for tracking of samples:

‐ including logging of personnel E

‐ material sampled E

‐ time E

‐ location E

‐ source E

‐ sample reference number E

‐ material batch reference number E

‐ type of test E

‐ shift E

‐ actual results E

‐ testing equipment D

‐ Name of third party testing agency if any E

14 system to support any inbuilt algorithms for statistical data analysis. D

_________________________________________________________________________________________________


Tender Document

Quality Department



Response

15 system to have the provision for maintaining samples. D

16 Provision in system to interface with any standard data acquisition devices (eg. Testing Machine) to import test result information.

E

17 System should provide any graphical analysis features for charting results and identifying trends Supplier wise / Seasonal etc.

D

18 Provision to facilitate setting parameters for generating exception reports based on any of the standard reports.

D

19 Provision of query facility which will allow the user to selectively extract data into standard PC software (eg Excel spreadsheets).

E

20 Provisions to maintain qualitative characteristics and quantitative characteristics?

E

21 System to have the provision to maintain versions for the characteristics.

E

22 Provision to maintain instructions for inspection characteristics. E

23 Can the sampling level be defined as

∙ Tightened Sampling D

∙ Normal sampling D

24 System should provide skip inspections for Self certified vendors. E

25 System to have the provision for maintaining reserved samples for specific goods (for dispute handling or any other reason etc...).

E

26 System to provide the facility to record inspections for :

∙ Sample Inspections E

∙ Trial Inspections E

∙ Incoming material E

∙ Goods at Vendor – subcontracted items E

∙ In Process ‐ E

∙ Recurring inspections based on shelf life D

∙ Vendor Quality Audits E

∙ Finished Goods inspection E

∙ CAPEX and Spares D

∙ Calibration Inspections D

27 System to have the facility to trigger the workflow if the control limits are exceeded (creation of a defect record).

E

_________________________________________________________________________________________________


Tender Document

Quality Department



Response

28 System to have the provision to maintain Vendor Quality scores. D

29 Can vendors be classified based on Vendor Scores? D

30 System generate Test Certificates on completion of finished material inspections for delivery.

E

31 System to provide reports on :

∙ Material / batch wise quality analyses E

∙ Vendor wise quality analyses E

∙ Defect wise analyses E

32 Provision in system to give traceability reports. D

33 System to have facility to maintain a database of material characteristics for a wide variety of materials, intermediate products and finished goods.

E

34 Provision to categorize different types of material in terms of generic groups (eg raw mix, intermediate product, finished product etc.)

E

35 System to allow the user to set up standard tests incorporating : E

‐ user defined field names E

‐ user defined attributes / parameters to be tested E

‐ acceptable range of values for each attribute (minimum and maximum values)

E

‐ user defined data entry template to facilitate entry of individual test results

E

36 System to allow setting a standard frequency for any sample collection, enabling the user to record sample data periodically.

E

37 Provision to maintain a list of Equipments to be used in QC department E

38 Provision for recording Calibration Procedures for the equipment & time interval E

39 Provision in system to indicate Calibration Due date. E

40 Provision for auto generation of calibration request. E

41 Provision to convert calibration request into purchase order (Purchase requisition) E

42 For a given sample , system should have provision to record various stages at lot number / batch level number

Under Testing D

Approved D

_________________________________________________________________________________________________


Tender Document

Quality Department



Response

Rejected D

43

Ability to rate the vendors, with respect to each item and the shop to which the item belongs, in terms of Quality, Delivery and Price, as per the ISO norms.

E

44 Ability to modify and revise the Inspection Procedure of each

quality critical item. E

45

Ability to maintain the status of each vendor with respect to each quality critical item and shop. The statuses are ‘ACCEPTED’, ‘POTENTIAL’, ‘TRIAL’ and

E

46 Ability to maintain the Inspection Procedure of each quality

critical item. E

47 Ability to maintain a separate list of items that are identified as

ISO quality critical items. E

48 Ability to link Item Code to the Inspection Procedure. E

49 Ability to link fixed set of vendors to each quality critical item

and the shop to which the item belongs. E

50 Ability to change the status of the vendors by stating valid

reasons for doing the same. D

51 System should show material pending for incoming and finished goods inspection E

52 Material Master should provide various sampling plan ‐ ex. On basis of Qty , Lot supplier etc. D

53 Material Master should provide whether QC Sample Size is based on Qty of material received, lot of supplier E

54 System should provide interlock that material can not be issued for production unless QC approved it. D

55 Material master should provide a complete specifications that can then be given to supplier as part of purchase order specifications E

56 Provision that after GRN material can not be issued for production unless QC approved it E

57 Details of QC test required material wise with Standard for Quality and recording of actual QC result against each test E

58 Tracking of QC Test history Supplier Wise and material wise E

59 Recording method of Testing, Procedure, instrument number for each test E

_________________________________________________________________________________________________


Tender Document

Quality Department



Response

60 Recording of Reason for Rejection like due to specific parameters etc

E

61 Retaining of Samples, Location wise Storage with Specification E

62 Provision to track pending Inspection (daily/weekly/monthly), executive wise /group wise/ category wise / vendor wise etc. E

63 There should be a detailed reason for the QC rejection of a RMs/ FGs. E

64

Ability to update results of quality tests etc. against a purchase order , during inspection , with linkage to bill passing / payment .

E

65 Ability to update quality certification of items issued for performance etc. E

66 Ability to update quality certification of "Direct delivery to shop" items based on the performance certificate issued by users . E

67

Ability to track pending Inspection calls (day‐to‐ day/weekly/monthly) , officer wise/group wise/ category wise/vendor wise etc.

E

68 Ability to generate inspection certificate and printing of the same in batch & individual mode . E

69

Ability to generate Blank/Provisional Inspection certificate (without final accepted quantity) for issue, during outstation tour and update the same after return from tour .

E

70

Ability to capture purchase order number, item code, quantity to be inspected and proposed inspection date for Inspection call letter and update /validate other details from the system.

E

71 Ability to authorize issue to users for performance / fitment / trial / commissioning etc. E

72 Ability to authorize generation of Receipt Certificate for earlier rejected items after re‐inspection and/or MRB etc. E

73 Ability of I/C generation for Local vendors after site Inspection. E

74

Ability of Draft I/C generation for outstation call letters & updation of draft I/C into regular I/C on return from Tour.

E

75 Ability for online quality certification for preparation of Receipt Certificate /GRN E

_________________________________________________________________________________________________


Tender Document

Quality Department



Response

76

Ability to track progress of sample testing at laboratories and update the test results in the system against respective item and purchase orders .

E

77

Ability to generate item specific / vendor specific inspection procedures / acceptance criteria(system should provide pre‐defined test parameters and their acceptance norms against each item . E

78 Ability to create sampling plan for drawing samples for bulk materials . E

79

Ability to create provisional Inspection Certificate / Dispatch Advices where formal Inspection Certificate cannot be issued due to deviation in technical / commercial parameters .

E

80 Ability to create authorization in the system for online clearance for preparation of Receipt Certificate . E

81

Ability to create authorization in the system for entry of Inspection call letters ,updation of inspection status and generation of Inspection certificate .

D

82 Ability to classify Inspection cases (Stage/Final/Re‐ sampling/Re‐inspection ) during call letter registration. E

83

Ability for inspection call letter registration in the system and generation of unique " Inspection call letter no. " against all class of Inspection Calls receipted .

D

84 Ability to track cases pending for quality certification (item wise/group wise) under various categories like :

Pending for quality test report E

Pending for non‐availability of related quality documents E

Pending for Performance/test/trial/ commissioning report from users . D

Pending for action by concerned Inspecting officers. D

Pending due to non‐availability of Inspection punch/seal on pre‐dispatch inspected lot.(disputed consignment) D

Pending due to non‐fulfillment of terms of pre‐ dispatch inspection

D

85 Ability to update manual Inspection Certificates issued during pre‐dispatch inspection ,by Resident inspecting officers. D

_________________________________________________________________________________________________


Tender Document

Operations


(Essential / Desirable )

Response

Operations requirements

1 System should have the facility to record 'Rated Capacity' of individual plants, machines etc.

E

2 Provision to record for Actual production E

3 System to give show Plant Load at any given point E

4 System should provide the raw material variance form std norms consumption E

5 Recording of Actual Resources Consumption (Man Hour, Machine Hour etc) E

6 Tracking of Standard Consumption Vs Actual Consumption for Particular Batch, Production order, Product, period E

7 System to provide an elaborate Recipe Management feature E

8 System to provide Recipe having Ingredients list with alternate material E

9 System to provide Recipe having resources requirement in form of Utility, Man hour, Machine hours E

10 Provision to record recipe modification ,date wise tracking E

11 System to show manufacturing constrains like Available capacity E

12 System shows manufacturing constrains like loaded capacity E

13 System to have provision of creating Master Production Schedule (MPS) E

14 System to have provision of creating Material requirement planning (MRP) E

15 System to have provision for scheduling. E

16 Facility to view Plan and actual Status of production E

17 Provision of entering annual production plan E

18 System should allow recording of process stoppages with reason code E

19 Provision to compute the productivity / capacity utilization E

20

System should provide for input‐output analysis‐ to be assessed across all stages of production i.e. linkage of input RM to consumption, considering conversion standards and yield norms ‐ Material Balancing

E

_________________________________________________________________________________________________


Tender Document

Operations



Response

21 System should allow Quality parameter wise data capture for quality assurance E

22 System to allow stage wise data capture for quality assurance E

23 System to allow data capture in various Unit of measurement by volume, weight or percentagewise for quality assurance E

24 Provision to record record By‐product & scrap generated at production order E

25 system should have provision of recording & accounting for Reprocessing E

26 System should have provision of recording & accounting for Reworking E

27

System should automatically compute the production yield at various stages of production and compare them against planned figures

E

28 System to have facility to capture product costs wrt… E

Production order wise / period wise / batch wise / stage wise E

Material consumed E

Utilities consumed E

Factory Overheads E

Administrative Overheads E

Allocation of Factory Overheads based on given basis Like Machine Hour, man hours, etc. E

29 Costing should be made for Finished Goods level and Intermediate Stages E

30 The planning should capture the master budget/ plan for the year and the same should be broken into a monthly production plan in the form of a quarterly rolling plan.

E

31 System should allow quality check of the raw material, there should be a capture of data for the raw material batch number.

E

32 System should have a provision to incorporate shift schedule which should have details like:

Calendar of the Employee E

Working Hours of the Employee E

Off Days of the Employee E

Leave plan of the Employee E

33 System should have a provision to change the shift if required E

_________________________________________________________________________________________________


Tender Document

Operations



Response

34 System should have provision to capture process parameters of a plant

E

35 System to have provision to capture actual process parameter values against ideal values

E

36 System to have provision to issue work order request to maintenance for maintenance works

E

37 System should provide Lot Traceability for Ingredients. E

38 System should provide Lot Traceability for Finished Products. E

39 System should indicate expiry date (shelf life) of Ingredients / Finished products and give suitable reports.

E

40 Provision to define and record process attributes like Moisture%, Grades etc.

E

41 Provision for different 'Unit of Measure' conversion. E

42 Provision in production order to indicate sequence of process with ingredients required for the same.

E

43 provision in system to capture Actual Material and Labor cost by production order

E

44 Provision to capture Estimated Material and Labor cost by production order

E

45 Is your system capable of considering the revenue from by‐product disposal and reducing the cost of production?

E

46 Provision to record hazardous materials used in the plant E

47 Provision for recording Materials Safety Data Sheet (MSDS) for hazardous materials

E

48 Provision to record the disposal of hazardous materials E

49 System provision to do 'what if' analysis if production has to be reduced or increased.

D

50 Provision in system to show the position of WIP in terms of volume and quantity at each work center.

E

51

Raw Material Feed log sheet to record the quantity of raw material released to Production from different raw material storage locations during the shift

E

52 Material Transfer log sheet to record the production of FP and transfer FP during the shift. E

53 Production Record (Filling) log sheet to record the details of the consumption and the production. E

_________________________________________________________________________________________________


Tender Document

Operations



Response

54 Power House log sheet to record the power produced and consumed and the consumption of other utilities during the shift. E

55 Provision of creating & storing various formulas E

56 Provision of storing various Routings E

57 Provision of creating & modifying multiple recipes from same formula E

58 System to support various stages of production order ‐ Planned / Work in process / Completes etc. E

59 System to provide interlocks during various production order stages.

E

60 Provision in system to update actual production directly from machine. E

61 Provision of integrating with PLC to capture data? Please share PLC's list compatible.. E

62 Provision in system to directly captures actual consumption reading from weighing scale. Please share example E

63 Provision for short closing of production order E

64 Provision for partial delivery of finished goods E

65 System to allow manual order creation E

66 Provision to include in process inspection interlock before production reporting E

67 Ability to define multiple recipes for a product and also provision for an alternative recipe selection E

68 Ability to define production batches and also maintain relationship between batches. E

69 Provision to reserve / allocate material required for production E

70 Ability to capture plan and actual handling loss, Transit loss and moisture data for materials E

71 Provision to view of all co‐products, by‐products, intermediate, scrap and final products E

72 Provision to capture and store the important production process parameters for future analysis. E

73 Ability to send alerts for any variation in the key process parameters and also escalate based on the severity E

_________________________________________________________________________________________________


Tender Document

Operations



Response

74

Provision to capture daily production data and provide the analysis of production, specific consumption norms (either from the available data in the system or interfacing with the ppc/ manual data feeding) and other operational analysis downtime, scrap generated, scrap charged, remaining time and production load, quality, productivity, utilization etc.

E

75 Provision for raw material consumption interlock on basis of raw material expiry E

76 Provision to lock Recipe view, Role based access for recipe view / modification. E

77 Provision for 'back flushing' of raw materials for continuous flow of production E

78 Provision to generate following reports, also mentioned STD report from your system.

Production reports E

Stock reports E

Material reconciliation reports E

Plan Vs actual E

By product generation report E

scrap / wastage generation report. E

Material consumption variance report. E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

General Requirements

1 Facility to store variety of information in Vendor Profile (including items /services supplied , Order Histories incl. order value, annual turnover, solvency and key terms)

E

2 Facility to classify vendor on criteria like indigenous/foreign, PSU/Non PSU,Pvt. Sector, Small Scale Industry, within Odisha and other state etc.

E

3 Facility to classify vendor based on products supplied E

4 Facility to store multiple Addresses per Vendor E

5 Facility to store vendor information like Telephone number, E‐Mail Addresses, Web Sites and Fax Numbers in Vendor Profiles etc.

E

6

Ability to capture details of vendors manually as well and facilitate consolidation based on pre‐defined criteria to take further approvals for inclusion into the approved vendor list

E

7 Online web‐based registration page to capture details of vendors like name, address, etc.

E

8 Ability to accept payment as registration fees wherever applicable through web.

D

9 Provision where vendors will log on using Username and Password and attach documents on‐line for verification

D

10 Auto generated provisional code for global tender new supplier submission of bid. (not registration process only temporary code creation).

D

11 Ability to capture vendor details along with their agents/ dealers, HO, works units, bankers, sister concerns, zonal offices, etc with respect to the item/materials

E

12 Ability to evaluate vendors(rating) based on Quality, Cost, Delivery, Service and any other user defined parameter

E

13 Ability to capture vendors as approved, preferred, partner

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

14

Ability to store vendor information with regards to supplier, contractor, sub‐contractor, transporter, approved/ registered, blacklisted/active/not active, dormant, under trial, etc.

E

15 Ability to authorize modification of vendor details by restricted username and password and generate unique name

E

16 Ability to link vendors to items for sourcing by group/sub‐group.

E

17 Ability to verify existence of rate contracts at indenting stage and to display alerts for sourcing decisions. ( In house, DGS&D )

E

18 Ability to generate vendor analysis reports for spend analysis, performance in terms of on‐time infull delivery, rejections, etc.

D

19 Ability to generate vendor registration certificate indicating eligible item groups online.

E

20 Ability to generate renewal letters / reminders for registration and if no response is received facilitate de‐registration of the vendor.

D

21 Ability to generate reports on Active / Inactive vendors, vendor performance, etc.

D

22 Ability to record vendor details with regards to Ancillary Units & Small scale industries state wise (Inside ODISHA & outside ODISHA).

D

23 Ability to record details of all correspondence made with the vendor against enquiry

D

24 Ability to track PSU, Government sector suppliers. D

25 Ability to send notifications for vendor delivery schedule. D

26 Ability to allow vendors request for addition of new items.

D

27 Ability of vendors to inform about new offers on products.

D

28 Vendor master to have vendor code, DR, RPN,Rating, PO's etc

E

29 Ability to distinguish between an Indian vendor and Foreign vendor

D

30 Ability to have a provisional / trial vendor master identical to approved vendor master

D

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

31

Ability to receive on‐line (web enabled) requests from vendors with respect to change in status/address/contacts and grievances and send intimation to concerned authority for validation

D

32 Ability to track manufacturer / dealer / stockiest / etc D

33 Ability to provide the SRC periodically, information on new suppliers for decision making on inclusion as final after provisional inclusion

D

34 Facility to store criteria / group based on which the supplier is proposed for inclusion in the list

E

35 Facility to store whether recommendations from user department has been taken for inclusion and deletion of vendor

E

36 Facility to configure Vendor Lead Times (external and transportation)

E

37 Facility to store Bill‐to‐Entity Information for each Vendor (including currency, bank, account number and mode of payment)

E

38 Facility to define Payment Profile for each Vendor (including currency, bank, account number, Taxes as applicable and mode of payment)

E

39 Facility to configure Main / Default Vendor for an Item or service

E

40 Facility to analyze Type of Tenders ‐ Emergency /Single / Limited /Multiple / open (Press / Web)

E

41 Facility to analyze Vendor Response to Tenders E

42 Facility to identify vendor by the type of material or service provided

E

Vendor Profile Management (Post‐Order)

43 Facility to maintain statistics for On‐Time, Early, Late deliveries/ completion and number of quantities supplied, for each Vendor

E

44

Capability to carry‐out Vendor Performance Analysis (on the basis of quality of item / services offered, quantities supplied, delivery / timely completion performance and cost /price)

E

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Tender Document

Purchase Management



Response

45

Facility to generate Vendor Performance Reports (on the basis of quality of item / services offered, quantities supplied, delivery / timely completion performance and cost /price)

E

46 Ability to maintain Vendor Performance Ratings (on the basis of quality of item / services offered, delivery / timely completion performance and cost /price)

E

47 Provision for not sending tenders to black listed vendors E

48 Does your system have the provision to maintain and restrict defaulting (black list) Suppliers?

D

49 Can the system produce a listing of Suppliers with no activity for a specified period of time?

E

50 Does your system support catalogue management (Catalogues from various vendors provided in CD should be able to be uploaded in ERP)

D

Indent (Requisition) , screening & Quotations

51 Provision to route via various levels of approvals before it can be converted into an requisition or order

E

52 Ability to authorize / restrict individuals to raise Purchase Indents for their respective responsibility codes / identified categories only.

E

53 Ability to create internal indents on Mines / Raw material division/Operations Directorate /Sister Plants and for regularization purposes .

E

54 Ability to create on‐line material requisitions / purchase indents by authorized individuals for identified responsibility codes / shops / item categories .

E

55 Ability to cross check the items with respect to the data already entered in the system, like Indent type, Indent Item class, budget type, group, etc.

E

56 Ability to generate unique indent numbers. Ability to generate reports to identify Indent Number per cost centre (i.e. Responsibility Code).

E

57 Ability to link the Purchase Indent to the Indenting cost centre or Responsibility Code.

E

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Tender Document

Purchase Management



Response

58 Ability to link the Purchase Indent to the Shop. E

59 Ability to segregate indents based on cost center E

60 Ability to specify all the items in the Purchase Indent without restricting the number of items.

E

61 Ability to specify preferred procurement source for purchase of the items in the Purchase Indent.

E

62 Ability to specify the basis of cost estimate of the Items in the Purchase Indent

E

63 Ability to specify the Financial year in which the Item is to be procured/supplied. Entry of multiple financial years for the same item should also be supported.

E

64 Ability to specify the Quantity, Estimated Rate, Delivery Date and Usage Date Item wise.

E

65 Ability to specify the Type of the Budget for the Indent. The sources are Revenue, AMR, Non Plan Capital, etc.

E

66

Ability to specify the type of the Purchase Indent. Types of Indent are Revenue Normal, SODC Revenue, COLD Revenue, Repair Revenue, Conversion Revenue, ISO revenue, ISO Conversion, CPA Indent, Insurance Item, Capital Expansion, Capital AMR, Turnkey, etc.

E

67 Facility to raise indent for items that are not present in the item master (Could be new items or capital items) and store these details for future use.

E

68

Facility to track the Indent status‐ Drill down from indent initiation to various pre‐defined stages ‐ Initiated ‐ Approved ‐ Enquiry ‐ PO released

E

69 Ability to enter the short description of the Indent for tracking the Indent.

E

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Tender Document

Purchase Management



Response

70

Ability for calendar indenting for identified item categories on a calendar based schedule, based on system generated related information viz. Stock, indent dues with status, order dues with status, pipeline / unfulfilled quantities, consumption details,

E

71

Ability for online budget monitoring ( for consumption & procurement budget )and display of budget status at indent stage ( Purchase & store issue indent ) and as per requirement. System to alert user / indentor generation of indents if value crosses any value decided by Management).

E

72 Ability to capture the Inspection and Packing Instructions of the Items of the Indent.

E

73 Ability to facilitate of accepting or rejecting or modifying automatically generated indent.

E

74 Ability to generate indent for Automatically Procured items as per defined parameters .

E

75 Ability to generate indent for Centrally controlled items through identified Central indenting agencies.

E

76 Ability to generate requisitions / indents automaticallyfor identified items, as per pre‐defined re‐order levels.

E

77 Ability to link associated buying person in procurement section

E

78 Ability to provide facility to the Indentor to indicate any special points as Indentor's Note in the Indent.

E

79 Ability to provide facility to the Indentor to indicate enclosures being attached to the physical Indent

E

80 Ability to provide facility to the Indentor to indicate the Technical Justification for procuring the Items of the Indent.

E

81

Ability to provide facility to the Indentor to indicate whether the items in the Indent are matching parts so that they are procured as a set and from the same source. Offers are also evaluated accordingly.

E

82

Ability to provide facility to the Indentor to indicate whether the items in the Indent are matching parts so that they are procured as a set and from the same source. Offers are also evaluated accordingly.

E

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Tender Document

Purchase Management



Response

83 Ability to provide facility to the Indentor to suggest vendors to whom enquiries can be sent for procurement of the Items in the Indent.

E

84 Ability to provide in‐built facility to define the authorization of raising the indents to selected people.

E

85

Ability to forward the indents to purchase for further processing without budget clearance / provision . (In such cases, budget provision is made at purchase order stage )

E

86 Ability to authorize individuals to clear Purchase Indents in the system after screening by respective members

E

87 Ability to review the cleared quantity prior to placement of order .

E

88 Ability for online indent scrutiny & clearance for select categories. All related information required for this activity should be made available online.

E

89 Ability for online indent scrutiny & approval. D

90 Indent be directly converted into a purchase order if there exists an contract or purchase schedule

E

91 Provision for Online Requisition Entry and Update E

92 Option to include Delivery Schedules and Quality Specification with support for manual entry and special text within the Requisitions

E

93 Online Requisition Approval Facility E

94 Vendor Quote by Item / jobs / activity etc. E

95 Facility to link Requisition to project, shop, Production Order, Maintenance order etc.

E

96 Facility to block indent if there is no sufficient budget against the cost center

E

97 Facility to warn indentor if there is no sufficient budget against the cost center.

E

98 Facility to send tenders to multiple Suppliers and post on NINL website

E

99 Facility to send multiple tenders against single requisition D

100 Facility to maintain Supplier Quotation File (comparative position)

E

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Tender Document

Purchase Management



Response

101 Facility to compare "Landed Cost / Net of Cenvat" of various vendors

E

102 Online display of Planned Purchase Orders E

103 Purchase Requisitions should follow a pre‐configured work flow for approvals

E

104 Facility to retain Requisition History E

105 Facility to generate requisitions automatically for items replenished frequently like Consumables, based on re‐order level (for all automatic procurement AP items).

E

106 System to have the provision to check the availability of free or reserved stock available at different storage locations while creating requisitions.

E

107 System to have a provision to generate requisitions automatically based on recipe or specific consumption.

E

108 System to have a provision to send requirement details, documents like TCC , GCC , SCC ,drawings etc.and request for specifications along with RFQ.

E

109 Supplier wise history of pricing information be maintained (e.g. last 4 prices) for items.

E

110 System to allow inquiries to be made on the last 3 purchased prices for an item at the time of preparing requisitions

D

111 Ability to suggest vendors with justifications while raising the draft indent

D

112 Ability to evaluate the indent online and reject /suggest modification / approve indent with detailed comments / notes.

D

113

Ability to access information on past purchase details, current inventory status, pending orders etc required to evaluate an indent and sorting of approved approval hierarchy

E

114 Provision to link to external database of current price example LME,RBI etc

D

115 Ability to classify indents such as revenue / capital indents / non plant capital , Emergence / normal, import / indigenous, trial, import substitution, etc.

E

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Tender Document

Purchase Management



Response

116 Ability to rework and resubmit the indent for approval after necessary modifications.

E

117

Ability to track the status of an indent from indent raising to approval, release of NIT, receipt of offers, placement of order, LC status, material in transit, receipt at stores, inspection, stock charging and payment

E

118 Ability to submit a technical write up (a must for imports) against the items procured required for customs clearance at ports

E

119 Ability to track items critical to Operation, critical to quality, insurance, having shelf life, etc for stock level and raise alarm for indenting

E

120

Ability to provide a facility to the indentor for adding any remarks/description, special instruction on packing requirements, inspection requirement, sample submission (free/chargeable), legal transit needs, delivery scheduling, test certificate requirement, Pre‐dispatch inspection

D

121 Ability to isolate /restrict mixing of items from different groups in one indent and marking ISO items related Indents

D

122 Ability to specify the number of sources required for supply e.g. multiple source, single source

D

123 Ability to specify whether ‘Sample’ is to be submitted with offer or after placement of order and attach ‘sample approval criteria’ to the indent

E

124

Ability to prepare an estimate based on standard cost data, past purchase and latest applicable taxes and duties (ED, Cess, entry Tax, etc), transport cost, etc giving landed cost.

E

125 Ability to choose the mode and type of tendering e.g. Open , LT, propriety etc.

E

126 Ability to indent and track a free trial/paid trial item and record the performance.

D

127 Ability to define multiple virtual Indent screening committee and manage their scope

E

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Tender Document

Purchase Management



Response

128

Ability to track the SCM (Screening Committee Member) activities as approver / pending approver /rejected by approver / queried by / reply to query by indentor / etc and send reminder accordingly and record approval lead time.

D

129

Ability to enter requirement or not for reason code for technical scrutiny / technical acceptability for particular item e.g. Standard Bearing, plumber blocks does not need technical check

E

130 System to provide storing terms and conditions of the Supplier for material supplies and services.

D

Sourcing , Purchase Order

131 Option for auto‐conversion of a) Requisition directly into PO, b) Tender into PO

D

132 Facility for automatically directing planned Purchase Orders to Vendors as per user‐defined criteria (Single Source Supplier)

E

133 Support for manual entry of Purchase Order E

134 Automatic sequential Purchase Order numbering scheme E

135

Ability to create various types of Purchase Orders including Standard PO, Contract, Sub‐Contract Order, Purchase Request, Sub‐orders as sub‐set of Original order etc.

E

136 Ability to create Purchase Orders for Miscellaneous (Non‐Inventoried) Items / job work.

E

137 System should provide an option to create a purchase order without item code (for miscellaneous purchases)

D

138 system to support All Indian Statutory taxes and duties. E

139 provision to apply taxes and duties automatically based on item master details.

E

140 Provision to define payment terms on the purchase order E

141 Facility to enter Purchase Quotations (with discount prices, percentages, loading factors and effectivity dates)

E

142 Facility to include Quote Number on a Purchase Order E

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Tender Document

Purchase Management



Response

143 Facility to include Quality Specifications on Purchase Orders (to be picked from item master)

E

144 Facility to configure Supplier Selection Logic (on the basis of preferred / recommended source, supplier balancing, price and lead time etc.)

E

145 Support for multiple types of Orders (including single, blanket, maintenance, return and subcontract) (Reference Order)

D

146 Facility to configure default Order Type by Project / plant units / Item / Service / Production Order etc.

E

147 Option to cover multiple Requisitions by single PO and vice‐versa

E

148 Ability to manage multiple Lead Time Components (including preparation lead time and order‐to‐stock lead time)

E

149 Option to mandate multiple deliveries per item / activity Sr. No. in a PO .

E

150 Facility for Purchasing Unit of Measurement with conversion factors

E

151 Ability to tie Sub‐Contracted Purchase Orders to Maintenance Order

E

152 Option to create Blanket Orders with cost and quantity limits

D

153 Options to control the release of Blanket Orders E

154 PO / Blanket Orders and Sub‐Contracts can contain one or more items

E

155 Facility to trace shipments by Order Number E

156 Ship‐Complete or Partial‐Ship Option E

157 Facility to specify special Purchasing Conditions for an item / job work

E

158 Option to add 'Inspection Required' flag on selected items / jobs

E

159 Option to define separate Due Date per item or job in a single Order

E

160 Online Access to Part‐Purchase History E

161 Facility to track used / unused material by job work vendor

E

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Tender Document

Purchase Management



Response

162 Purchase Order should follow pre‐configured Work Flow for various approvals

E

163 Work Flow configuration to be based on various parameters like DOP , PO value, Project etc

E

164 Support for online review of PO prior to the release E

165 Ability to maintain PO Status (plan, firm planned, firm requisitioned, released and closed)

E

166 Facility to configure follow‐up triggers on released PO E

167 Automatic reminders for Due Deliveries / completion dates of jobs

E

168 Provision to track Non‐Recurring Charges associated with a line item in a PO, such as tooling or setup charges

E

169 Ability to create PO for each division (Mines , Corporate office) and cost to be allocated accordingly

E

170 Ability to automatically generate a PO Number and assign to each PO Sequence

E

171 Remote PO access and printing of associated documentation

D

172 Online Approvals E

173 Ability to send automatic reminder to service user for renewal of rate contract

D

174 Ability to define various types of taxes on purchase order E

175 Ability to define 'other charges' like Freight, Insurance, Handling Charges on PO

E

176 Purchase order line should show both item price and landed cost

E

177 Provisions for amendments in purchase orders after release ,following an approval process from competent authority.

E

178 System to support opening of LC/advance/BG for import/local purchases.

E

179 System provision to do import documentation as per Indian laws.

E

180 System provision for recording and accounting of Import levies (custom duties, clearance etc.)

E

181 System to provide tracking changes to the purchase orders

E

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Tender Document

Purchase Management



Response

182 Provision to do PO short ‐ closing (e.g., after receiving less than the total of the original order quantity)

E

183 Provision to do PO suspension for a defined time period or extended validity without short closing it.

E

184 System to provide a projection of payment commitments based on credit days and date of consignment receipt.

E

185 Provision in system for postponing, cancelling and advancing P.O.s in line with requirement changes.

E

186

Ability to maintain and make available standard cost data for different works element, labor rates, materials, latest applicable rates of statutory taxes and duties etc for preparation of cost estimate

E

187

Ability to recommend procurement plan and quantity based on past consumption pattern, specific consumption norms raw materials), existing stock, pipeline stock, estimated requirement and lead times involved.

D

188 Ability to create an ITT ( RFQ) from approved indents D

189 Ability to create one ITT ( RFQ) for multiple indents with indent reference

D

190 Ability to release the ITT to the vendors via email / hard copy

D

191 Ability to generate multiple ITTs (RFQ) against one Indent D

192

Ability to cancel enquiry and refloat the same enquiry with provision for adding new vendor or change in specification by adding vendors and generate a new enquiry and send it to the vendors.

D

193 Provision to deselect / add vendor with on‐line approval before issue of ITT

D

194 Ability to automatically select L1, L2, L3 vendors of the last procurement cycle for issue of ITT

D

195 Ability to place repeat order without issuing ITT D

196 Ability to issue ITT to a mix of Indigenous and foreign vendors in respective formats and ability to rank

D

197 Ability to identify Local SSI/PSU in a comparative statement for extending purchase preference as per the business rules

D

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Tender Document

Purchase Management



Response

198 Ability to part item ITT refloating (when part qty has been ordered).

D

199

Ability to track the ITT in the system in terms of ITT release, offers receipt, regrets, queries/interaction with vendor as well with indentor and clarification received there on, etc.

D

200 Ability to set the approved indent qty E

201 Ability to authorize control/handling of ITT(s) as per buyer group/purchase officer wise/indenter wise

D

202 Ability to record and track proof of ITT dispatch(Dak) details/SPEED POST/FAX

D

203 Ability to track EMD till it is released by Finance D

204 Ability to send LOA / Draft‐short order and controlling its conversion to PO

D

205 Ability to provide for Lead time alerts at every stage after generation of indents.

D

206 Ability to select vendors for ITT release/addition and deletion of vendor

D

207 Ability to choose the mode of tendering ‐ single part, two part, limited, open, etc.

D

208 Ability to approve ITT proposal on‐line D

209 Ability to receive offers into the system. D

210 Ability to capture bid details. D

211 Ability to rank offers considering matching parts D

212 Ability to evaluate offer on‐line for technical and commercial aspects

D

213 Ability to evaluate the offers with comments placed on the respective offers' evaluation / approval flow.

D

214 Ability to capture revised price bids. D

215 Ability to extend the tender opening date even after the tender submission date has passed

D

216 Ability to record the details of tender/bid opening (technical & price bids separately).

D

217 Ability to record the details of forwarding of offers to technical department and tracking the replies

D

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Tender Document

Purchase Management



Response

218 Ability to track and generate automatic alerts and reminders for technical recommendations.

E

219 Ability to automatically generate and send risk Purchase Notice to vendors as per predefined parameters.

D

220 Ability to track 'Risk Purchase' orders and generate alerts on recovery status

D

221 Ability to make and send modifications /clarifications on the bids to the respective bidders and recording the final tech recommendation

D

222 Ability to make comparative statement and rank the offers received based on defined parameters

D

223 Ability to prepare a Purchase proposal based on the recommendation made by evaluators /committee

E

224 Ability to revise proposal after negotiation with the vendors

E

225 Ability to separate and control the access of the techno‐commercial bid from the price bid

E

226 Ability to generate Acceptance to Tender (AT) from ITT/MIR and against the offer from vendor

E

227

Ability to make provision for entry, in text format, any special terms and conditions to be given as an annexure to PO (A/T Note) with provision for storing the same independently for using under different conditions (future indenting of same item/ordering )

E

228 Ability to provide on‐line acceptance and handling of ITT bids with all controls‐procurement

E

229 Ability to create LOA and send to the vendor and tracking it for conversion to PO

E

230 Ability to send the PO to the vendor automatically as well as to others concerned.

E

231 Ability to send the PO to the vendor automatically as well as to others concerned. D

232 Ability to receive order Acknowledgement from the vendor. D

233 Ability to follow up on the vendor for delivery by sending reminders D

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

234 Ability to amend Purchase Order with user's approval / financial concurrence and approval of Competent Authority and to keep track of all past amendments. E

235 Ability to generate multiple Purchase Orders (A/T's) against one ITT/MIR to multiple vendors and vice‐versa. D

236 Ability to create a Purchase Order with staggered delivery E

237 Ability to release schedules against a Purchase order for staggered delivery E

238 Ability to provide for taxes and duties for various/individual items in the Purchase order E

239 Ability to provide for ship‐to address, bill‐to address, invoice‐sent‐to address in the purchase order. E

240 Ability to specify on order, shipment‐from, bill by/payment to be released, report‐to(agents), vendor address in PO etc E

241 Ability to create, track and control TRIAL Orders till usage and record of effectiveness/performance. D

242 Ability to provide for various terms and conditions in the Purchase order E

243 Ability to capture payment terms in distinct parametric form e.g. full/part/advance, mode of payment, etc./address to release the payment E

244 Ability to capture inspection requirements, acceptance criteria, etc. in PO E

245 Ability to transfer case files from indigenous type to import type for PO generation and vice‐versa D

246 Ability to check for budget allocation when generating a Purchase order / Purchase Proposal Abstract D

247 Ability to capture Tolerances on Quantity ordered and received. E

248 Ability to generate Purchase order without a quotation / offer ( emergency PO / RC / Repeat Order) E

249 Ability to generate PO with a unique number ( Unit wise ) E

250 Ability to generate purchase orders with quantity but no delivery schedule ( contracts) E

251 Ability to track RC (Value) and generate alerts on Rate Contract limits. E

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Tender Document

Purchase Management



Response

252 Ability to compare offered rates with estimates and/or last PO rate and report variances D

253 Ability to generate release orders against an open PO as and when material is required D

254 Ability to account and record for all materials receipt through captive mines, inter plant/organization transfer and regularize the same E

255 Ability to handle delayed deliveries and the relevant Liquidated Damages D

256 Ability to distribute order quantity amongst multiple vendors against one ITT E

257 Ability to capture Purchase Order acknowledgement and Planned delivery date given by the vendor in the system. E

258 Ability to query on Purchase order history by vendor, item code, PO number, MIR No, indent no. etc E

259 Ability to link the Purchase orders to rate contracts for view and analysis E

260 Ability to generate automatic reminders to vendors for delivery on time, expiry of L.C. E

261 Ability to track payment / refund status against PO E

262 Ability to track Bank Guarantee against advance, PBG against PO in terms of value, receipt and validity and raise alerts. E

263 Ability to generate RC from RA and other reports. E

264 Ability to amend / cancel a Purchase Order, item wise C

265 Ability to create Rate contracts and agreements to schedule deliveries C

266 Ability to specify packing, shipping, scheduling instruction against item for PO ( if desired unit wise packing may be asked for) C

267 Ability to generate standard documents of latest version like Standard Terms and Conditions of Indigenous/Import procurement, PBG , Bankers List, EMD , BG for Adv, etc E

268 Link with RBI, LME for price variation. D

269 Ability to link with price variation clause (or performance clause) A/T wise/item wise as per defined parameters and perform calculations for amendment/payment. D

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Tender Document

Purchase Management



Response

270 Ability to give provisional ranking to commercially acceptable offers and give final ranking after technical evaluation. E

271 Ability to place order on dealer/stockiest/agent against an ITT to manufacturer and vice‐versa. E

272 Ability to disseminate Order details to manufacturers when order is placed on dealers

D

273 Ability to capture LTA’s / MOU’s and Contract of Affreightment (COA)’s into the system for further execution till closure.

D

274 Ability to make Purchase Orders (AT’s) with provisional rates.

D

275 Ability to capture and track ‐ work completion / performance, bonus /penalty certification, sample approval/rejection.

D

276 Ability to capture inspection terms (venue, agency, documents etc.)

E

277 Ability to receive and track Inspection Calls on‐line from suppliers. E

278 Ability to capture on‐line the Inspection Report (Inspection Certificate). E

279 Ability to create a (A/T) Purchase Order and Service Order against one Indent. D

280 Ability to capture, validate, track, post receipt 'material performance complaints' and link to vendor E

281 Ability to handle purchasing "kits" (i.e., grouping of related items in a set)/commissioning spares etc)

E

282 Ability to capture Arbitration details, legal details, claims recoverable, advance recoverable and display status on‐line

D

283 Ability to capture advances paid vis‐ a‐ vis supply of material & bring out exception reports against unregularized advances

E

284 Mark import AT separately. E

285

Ability to generate , track and control documents like invoice, packing list, copy of AT and its latest Amendments, Bill of Lading, AWB, etc for multiple consignments against one AT for Custom clearance E

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Tender Document

Purchase Management



Response

286 Ability to capture master data (sea, air, courier or any combination ) for freight forwarding agents and choose an agent for an A/T D

287 Ability to capture any delivery terms as per INCOTERMS D

288

Ability to capture payment terms like LC, revolving LC, part payments, advance along with A/T, advance by readiness of material or by TT or through LC, or any combination, CAD through bank, CAD ‐Direct. D

289

Ability to capture rates, duties , taxes ( such as basic customs duty, service tax, entry tax, CVD, special CVD income tax, educational cess, R&D Cess , etc) as applicable in India D

290 Ability to capture information like Custom Tariff Number, Transshipment indicator, Part shipment indicator, port of loading, port of discharge, diverted port of discharge etc. D

291 Mode of shipment‐containerized, break‐bulk , bulk E

292 Ability to capture the freight details (sea freight/Air freight against each consignment, transporter lead time etc.) E

293 Ability to capture multi‐currency information and the conversion rates on day to day basis. E

294 Ability to capture information regarding Import Licensing (OGL, Restricted) etc. E

295 Ability to capture information on insurance, bank charges, etc. E

296 Ability to generate LC request as per agreed terms and send to Finance/Bank for opening LC D

297 Ability to capture master data from insurance and choose the underwriter name in the A/T. D

298 Ability to check the AT along with invoice for customs clearance, in number of items/Quantity etc D

299 Ability to identify, track and control regular orders from trial orders. E

300 Ability to track AT/LC amendments and Payments released against A/T's E

301 Ability to operate multiple A/T against one LC and vice‐versa. D

302 Ability to generate documents for resolving the LC D

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

discrepancy.

303 Ability to generate alert against shipment date / validity of LC D

304 Ability to create, track A/T's (Work Order) for sending goods for repair. D

305 Ability to track unit wise items custom cleared and dispatched. E

306 Ability to check the AT item wise quantity, rate against the Invoice for custom clearance. D

307 Ability to generate Insurance declaration on underwriter and capture premium amounts/insurance certificate. D

308 Ability to generate Customs Duty working sheet for shipment wise and track to the AT D

309 Ability to maintain and record usage for the Advance Licenses/DEPB’s etc. and send alerts before expiry. E

310 Ability to capture agency commission payable to Indian agents in Rupees. D

311 Ability to generate working sheet for port charges / ware house charges/ terminal charges etc shipment wise / A/T wise. D

312 Ability to plan fund requirements for imports based on A/T schedules. D

313 Ability to send requests for funds through a work flow. E

314 Ability to capture statement of facts for bulk vessels and generate demurrage / dispatch statements. D

315 Ability to consolidate and raise debit/credit invoice on suppliers/vessel owners/agents at predefined intervals. D

316 Ability to capture base exchange rate for freight and raise debit/credit invoice on vessels owners/ agents for Exchange Rate Variation (ERV) as per set rules. D

317 Ability to capture Load Port, Discharge Port, QATD analysis results for bulk materials and generate reports. D

318 Ability to capture Bill of Entry details. E

319 Ability to create a proposal with details of list of service items, Bill of Quantity, estimated rates, cost centre and total cost E

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Tender Document

Purchase Management



Response

320 Ability to make detailed estimates for Civil, Mechanical, Electrical, Instrumentation works, etc D

321 Ability to revise estimates, if required, during the execution of the work order E

322 Ability to specify the mode of tendering, pre‐qualifying criteria, detailed justification, etc. E

323 Ability to create a schedule of rates for various service items that would be used for all cost estimation for service procurement E

324 Ability to capture Terms and Conditions information for each contract proposal or Work Order. E

325 Ability to check for budget encumbrance when raising a proposal. E

326 Ability to create a service requisition / proposal from an existing requisition D

327 Ability to link a proposal with the digitized drawings library D

328 Ability to evaluate the proposal online and place comments D

329 Ability to direct the proposal to the appropriate authority for Financial concurrence/ fund allocation / approval as per the delegation of power E

330 Ability to select the list of contractors during the proposal stage E

331 Ability to send the proposals to the respective contractors on‐line E

332 Ability to receive offers online in the system E

333 Ability to capture the EMD details in the system E

334 Ability to evaluate the offers received and place comments and direct them to the respective concurring / approving authorities as per the Delegation of Power E

335 Ability to make a technical and price comparative statement of the offers separately based on predefined parameters E

336 Ability to compare the offers vis‐à‐vis the estimate E

337 Ability to issue a Letter of Acceptance to the chosen vendor E

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Tender Document

Purchase Management



Response

338 Ability to calculate the value of Performance Bank Guarantee as per the clauses of the contract

E

339 Ability to calculate Initial Security Deposit, total security deposit and also SDs for each installment of payment/capturing details and monitoring

E

340 Ability to generate a work order from the proposal and the offer chosen E

341 Ability to dispatch tenders and documents to contractors on‐line E

342 Ability to create a Work Order from one requisition E

343 Ability to create multiple work orders from one requisition E

344 Ability to compare the current offer with previous offers on another Work Order E

345 Ability to receive Work order receipt confirmation from the vendor E

346 Ability to generate unique Work order number E

347 Ability to specify staggered job completion pattern E

348 Ability to prepare Running Account Bills E

349 Ability to levy liquidated damages and deducts the same from the payment to contractor

E

350 Ability to create a blanket work order with quantity commitment and no schedule E

351 Ability to enter quotes online in the system by the bidders E

352 Ability to create Rate contracts ‐ quantity commitment with no delivery schedule E

353 Ability to generate automatic alerts / reminders when a contract is about to be expired or requires renewal E

354 Ability to generate a work schedule for various activities along with service item number, description, completion date, status updating, etc. E

355 Ability to monitor the work order execution with respect to time and cost budgeted vs. the time and cost left E

356 Ability to record acceptance / rejection / partial acceptance of the service provided E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

357 Ability to monitor the work order execution with respect to materials issued, payments made to the contractor , materials returned by the contractor E

358 Ability to evaluate the contractor performance based on pre‐defined parameters, record and provide feedback D

359 Ability to calculate deviations in scope and time and levy penalties / Liquidated damages and deduct the same from final payment to contractor E

360 Ability to provide a source list various jobs with job codes and the related list of vendors attached to it E

361 Ability to capture the details of special provisions, terms and conditions, etc. in the Proposal E

362 Ability to evaluate the Technical proposal on‐line by the Tender Evaluation Committee E

363

Ability to capture details like original bid reference, value of work, date of commencement, contract period (completion date), scope of work BOQ, statutory requirements GCC conditions, special conditions of contract, etc. E

364 Ability to amend contracts and get on‐line approvals for amendments E

365 Ability to receive confirmation of Work order receipt from the contractors E

366 Ability to maintain the master contractor list based on nature and scope of work executed by them E

367

Ability to maintain the master contractor list with their status updated along with the contractor type : active / inactive/ blacklisted/ and approved / registered / provisional E

368 Ability to support different business rules and policies for each contractor class/category and contractor type E

369 Ability to amend/cancel work orders E

370 Ability to track Work Order wise performance guarantee, Bank guarantee expiry dates E

371 Ability to track work order history, search work orders by contractors, nature of job, etc D

372 Ability to record payment terms and actual payments made D

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

373 Ability to link material issues, returns against a work order D

374 Ability to track work order status in terms of time and cost budgeted D

375 Ability to track work order wise material and manpower usage versus the budgeted quantity and highlight any deviations D

376 Ability to link payment to the contractor with the status of the contract execution for real‐time monitoring E

377 Ability to send alerts when a contract is about to be expired D

378 Ability to make part payments based on milestone achievements without the need to enter all the line items E

379

System to calculate landed cost taking in to account freight, insurance, customs, clearing cost etc. even though the actual invoice is not yet received for each component.

E

380 Provision to link LC with landed cost. E

381 System to prompt of an similar open order existing for an item so as to issue him one or more order on similar terms

D

382 Provision for recording supplier part number E

383 Provision to integrate ERP to e‐procurement / e‐Commerce

E

384

Should be able to generate reports on the vendor for: ‐ Items supplied for a period/ pending for supplies ‐ POs raised on the supplier (Open /Closed PO’s) and status ‐ rejections ‐ Invoices raised and pending for payment ‐ Inspection calls pending for inspection

E

385

Facility for vendor rating based on:‐ ‐ Delivery lead time ‐ Quality of goods ‐ Quantity adherence ‐ Price ‐ Other user defined parameters

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

386 Ability to verify existence of rate contract at indenting stage and to display alerts for sourcing decisions. E

387 Ability to sort vendors by any defined attribute E

388 System to create a purchase commitment in finance as soon as purchase order is approved

E

Prices & Discounts

389 Facility to register Latest Purchase Price for an item E

390 Option to designate Discount by Order and by Order‐Line E

391 Option to configure Price / Discount Grades (by quantity and by amount)

E

392 Facility to maintain and manage multiple Vendor Price Terms

E

393 Facility to maintain Effectivity Dates for Prices and Discounts

E

394 Facility to automatically or manually select the Supplier based on Best Price and Discounts

E

395 Ability to place PO in any currency E

RFQ , Vendor Contracts & Agreements

396 Facility to create Contracts (general, service, by product‐class and by product) utilizing pre‐defined Templates

E

397

Provision is required for issue of enquiry through system, by consolidation of requirements / feeding the consolidated requirements

E

398 Ability to specify the payment terms. E

399 Ability to specify the approving level as per Delegation of Power. E

400 Ability to send part enquiries or full enquiries. E

401 Ability to restrict purchasing to certain vendors for certain items.

E

402 Ability to incorporate local statutory requirements into purchasing process (Ancillary / SSI / Repetitive etc.). E

403 Ability to generate multiple set of enquiries against one indent.

E

404

Ability to extend the submission date and quotation opening date with proper reasons which should be recorded in the system.

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

405

Ability to display all types of vendors related with that purchase indent(item wise vendors, group wise vendors, vendors from previous PO s and enquiries and vendors suggested by the indenter, for selection for enquiry generation purpose.

E

406 Ability to capture vendor details in case of new vendor and facilitate for codification/registration (marking in online mode.

E

407 Ability to capture item details online from the indent for the enquiry generation. E

408 Ability of printing of enquiries in batch mode as well as need based printing / sending enquiries by e‐mail / fax etc.

E

409 Ability to support normal/dummy/fax enquiry. E

410 Ability to enter a brief description of the Enquiry. E

411 Ability to club indents prior to issue of enquiries. E

412 Ability to allow selection of Vendors for Enquiry. E

413 Ability to allow selection of Quotation submission date and Quotation opening date. E

414 Ability to enter Enquiry Note by the Purchase Officer. E

415 Facility to configure and monitor User‐defined Contract Milestone Dates

E

416 Option to specify Delivery Date and Quantity along with Contracts (linked to Inventory)

E

417 Option to create Price and Discount Agreements D

418 Option to define Shipping and Handling Costs alongside a Contract

E

419 Option to associate and monitor Delivery Schedule with a Contract

E

420 Option to receive Online Acknowledgement from Vendor upon acceptance of Contract

D

421 Contract History Maintenance E

422 Contract Documentation and Reporting E

423 Prepare a cost estimate (modifiable) showing rates, calculations and total value. D

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

424

Maintain and make available standard cost data for different work elements, labor rates, materials, latest applicable rates of statutory taxes and duties etc for preparation of cost estimate.

D

425 Capture the appropriate responsibility code on the requisitions (by default or user input) E

426

Capture terms and conditions information for each contract proposal or WO i.e. general terms and conditions, special terms and conditions, safety terms and conditions, and mode of payments etc.

E

427 Capture selection criteria for contractors for different class/category of jobs. E

428 Ability to generate the cost estimate based on last contract, including the provision for modification. E

429 Check the budget availability for the project/job item at the requisition creation stage itself. E

430 Support multiple WOs from one requisition E

431 Support multiple job completion dates on one WO E

432 Support entry of manual WO in the system E

433 Receive confirmation of WO receipt from contractors E

434

Prepare comparative statement of price bids received: • Based on weightages of pre ‐defined criteria • Tabulate rates offered by bidders • Compare offered rates with original cost estimate and with each other to find out lowest bidder.

E

435 Generate WO from contract proposal. E

436 Generate service contracts by item or by cost. E

437

Facility to specify staggered job completion pattern ‐ Annually ‐ Quarterly ‐ Monthly ‐ Weekly ‐ Daily ‐ User defined (by dates)

E

438 Blanket WO (Quantity commitment and no schedule) with a period validity E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

439 Ability to enter quotes manually E

440 Contract linked with PO E

Purchase Order Management

441 Option for Centralized or Distributed Purchase Monitoring

D

442 Ability to configure PO Milestones (Internal Lead Time) by Product / jobs / activity / Work Center

E

443 Ability to retain PO Data for audit purposes E

444 Facility to generate Stock Replenishment Orders E

445 Facility to maintain detailed Purchase Statistics (by Project, division, supplier group, supplier, item, item group, Jobs, job groups etc.)

E

446 Facility to report Shortages and Schedule Information to Vendors in real time

E

447 Facility to have a purchase budget department wise / project wise

E

448 Procurement is to be linked to purchase budget / codes E

449 Ability to track PO Maintenance History Online E

450 Ability to get Advance Shipment Notices E

451 Ability to make one‐time vendors permanent with defined approval workflow.

E

452 Provision required for indicating provisional rates in Purchase orders (subject to finalization at a later date). E

453 Ability to support online Purchase Proposals (Work Flow) based on pre‐defined hierarchy. E

454

Ability to support distribution of quantity to one/more vendors before generating purchase order, with provision for modification till the time purchase order is generated.

E

455

Ability to support distribution of quantity to one/more vendors before generating purchase order, with provision for modification till the time purchase order is generated.

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

456

Ability to schedule deliveries through system , for generating releases against various (open) purchase orders of bulk raw materials & coal in such a way so that number of incoming rakes is restricted to a specific projected requirement (Generally bulk raw materials & coal are supplied in single/multiple installments of equal/unequal intervals or in different lot sizes(equal/unequal) from different locations, with different compositions/grades of material.

E

457 Ability to register receipt of quotations in the system (Yes/No/Regret) E

458 Ability to rank bids obtained on‐line, automatically, by defined parameters E

459

Ability to provide for taxes and duties in‐to feature at header level(to enable one time entry if the rates are uniform for all items ).

E

460 Ability to provide for option of delivery at third party premises , where orders are placed on vendors for supply to third party

E

461

Ability to provide for entry of data in specified fields, in respect of all the factors having impact in calculation of landed cost and/or having any financial impact, directly or indirectly while generating Purchase order.

E

462

Ability to make provision for entry, in text format, any special terms & conditions to be given as an annexure to PO with provision for storing the same independently for using under different conditions(future indenting of same item/ordering

E

463

Ability to generate separate Purchase orders for 'Erection & Commissioning' where both supply and 'Erection & Commissioning' is involved.

E

464

Ability to generate Purchase Order on dummy vendor.(viz. in case of procurement from captive sources , coal etc. where no formal order is placed )

E

465 Ability to generate Purchase Order for supply by conversion.

E

466 Ability to generate Purchase Order against dummy indent.(viz. in case of procurement from captive sources , coal etc. )

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

467 Ability to enter bid information and order on dealer/agent against enquiry to manufacturers. E

468 Ability to enable security (at various levels) for who can order, amount they can order, and on whom they can order.

E

469

Ability to disallow generation of purchase order without budget provision / certified budget beyond specified tolerance / without IPU Control No. for AMR cases.

E

470 Ability to derive 'Issue' requirements as per conversion formulae for conversion orders. E

471 Ability to capture vendor‐agent relationship E

472 Ability to capture user defined conversion formulae/norms against the conversion orders. E

473 Ability to capture tolerances on 'Quantity ordered' for specified items. E

474 Ability to capture single / multiple locations.(for supply source / delivery ) E

475

Ability to capture payment terms in distinct parametric form e.g. full/part/advance payment, percentage of payment(in case of part/advance payment) , mode of payment (Cheque/DD/LC/RLC/electronic/credit note/book adj.), source(through bank/direct/RM's office

E

476 Ability to capture inspection terms (venue, agency, documents etc.) E

477 Ability to capture inspection procedure and acceptance criteria.

E

478

Ability to capture following details against quoted item(s), budget year wise : quoted quantity, unit, conversion factor(if applicable), rate per unit, discount(if any), rates of taxes & duties, ED Tariff no., qty tolerance parameters, etc.

E

479

Ability to capture following header information: quotation no. & date, quoted delivery schedule, validity, mode of transport, delivery terms(FOR), applicability of statutory taxes & duties for all items, freight, insurance, P&F terms and rates

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

480

Ability to capture delivery schedule in single/multiple installments of equal/unequal intervals or in different lot sizes(equal/unequal) having different dates of delivery, from different locations, with different compositions of material ( e.g. In case coal being supplied by Coal India from different locations and in different grades and other mined raw materials)

E

481

Ability to capture delivery schedule in single/multiple installments of equal/unequal intervals or in different lot sizes(equal/unequal) having different dates of delivery,

E

482

Ability to calculate & display landed rate, total material value, total excise duty, total sales tax and total PO value at purchase order generation stage.

E

483

Ability to accommodate different purchase and issue units of measure for an item; automatically convert from one to the other.

E

484 Ability for provision of preparation of Comparative Statement in required format E

485 Ability for modification of bid data at any level , prior to generation of purchase order . E

486

Ability for generation / display / printing of comparative statement of bids received ,in required format E

487

Ability to update the items covered under value based orders(SODC) along with applicable rates, discounts etc (& quantities also in case of COLD A/Ts, with applicable tolerances).

E

488 Ability to restrict handling of indigenous and import cases/orders through identified modules. E

489 Ability to restrict entry of quotations/purchase order generation within purchase group and officer wise allocation.

E

490

Ability to print Purchase Orders along with relevant annexure(AT Note) in a batch mode as well as individual PO wise with purchase group/officer wise dispatch list .

E

491 Ability to generate Purchase Order bypassing the normal quotation process. E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

492 Ability to generate Purchase Order against cases finalized through stand alone modules. E

493 Ability to generate PO with unique PO No identifying orders pertaining to revenue, capital separately E

494 Ability to generate open orders (quantity commitment but no delivery schedule) with validity of delivery. E

495 Ability to generate multiple purchase orders againstone enquiry/indent . E

496

Ability to compare offered rates with original cost estimate and work out deviation % and report variances to policy (exception reporting)

E

497 Ability to capture delivery locations(custodian & delivery stores). E

498 Ability to capture bid data in a structured format ( header, payment and item details etc.) E

499 Ability to capture purchase preference information (PSU/Govt./Ancillary). E

500 Ability for ranking of price bids through the system by pre‐defined parameters/business rules. E

501 Ability for provision of Dummy indent/enquiry generation . E

502 Ability for entry of bids in indigenous and/or import modules where procurement source is global. E

503 Ability to generate releases against open orders, as & when required, for required quantities. E

504 Ability to generate open orders (quantity commitment but no delivery schedule) with validity of delivery. E

505 Ability to create master data for Freight Forwarding agents and capture specific agent for a particular PO. E

506 Ability to capture Rate Indicator like FOB, FCA, CIF, CFR, C&F, C&FFO, CIFFO etc. E

507

Ability to capture payment terms in a structured codified manner (e.g. 90% thru LC, 10% on receipt and acceptance of material at our site thru LC after 45 days at B/L, etc.)

D

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

508

Ability to capture Item details different rates and duties(e.g. CIF rate in % as well as in Rs/unit, CV duty, any addl. Duty, IFI rate(%)).

D

509 Ability to capture information about Indian agent to foreign vendors with agency commission. E

510 Ability to capture foreign currency information with conversion rate for rupees. E

511 Ability to Banker's details(e.g. Name, A/C No., SWIFT Code, etc.)

E

512 Ability to convert foreign currency to Rupees D

Post Order

513 Ability to update purchase orders placed by Resident Offices, in the system. E

514 Ability to update & track submission and approval of "QAP", "Drgs", "Advance Sample", etc. D

515

Ability to track status of purchase indent at every level(cleared/enquiry issued/quotation received/order placed/supplied etc.)

D

516 Ability to track manufacturing and supply progress. D

517 Ability to track dispatch and transportation. E

518 Ability to track and monitor issue of "C" Forms . D

519 Ability to review delivery period across financial years. E

520 Ability to query on purchase order history by vendor and item code. E

521

Ability to query on purchase order history by receipts from different locations , with different compositions , vendor code and item code wise like in case of supplies of coal from different locations , with different compositions .

E

522 Ability to generate "Risk Purchase Notice" automatically through the system by defined parameters. E

523 Ability to divert the purchase order quantity from defaulting vendor to successful vendor. E

524

Ability to amend specified clauses of purchase order with approval of competent authority, at various levels like Header level fields, Item level fields and Annexure.

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

525 Ability for online linkage of valid rate contracts & items covered and display for viewing by indenting agencies. E

526 Ability for online authorization to Stores for return of materials to vendor. E

527

Ability for automatic generation of reminders prior to/ after expiry of delivery period/ where stock is low/ item is stock out etc.

E

528 Ability to track RG23 for items issued for conversion / repair etc. E

529 Ability to track Payment status/ Refund status for enabling authorization for return of materials. E

530 Ability to track payment status against PO. E

531

Ability to track "Risk Purchase" cases data including recoveries against defaulting vendors by maintaining linkage with original PO.

E

532 Ability to generate Purchase Orders in case of default by the vendor(Risk Purchase) and link with original PO. E

533 Ability to display alert for appointment of third party inspection agency/transporter etc. E

534 Preclude proposal generation in case of insufficient budget.

D

535 Monitor allocated/certified/utilized budget. D

536 Modify projected budget. E

537 Establish flexible rules for authorizing expenditure based on initial plans/approved budgets as per DOP. E

538 Create budget proposal with a list of jobs, costestimates (based on past history, escalation in cost etc) E

539 Adjust the budget from one proposal to another, one head to another or one shop to another. E

540 Consolidate projected budgets with respect to different departments and different heads. E

541 Generate alerts at specified levels of budget utilization. E

542 Automatically surrender excess/unutilized budget. E

543 Support Rate Contract i.e. contracts with no quantity commitment and no committed date/schedule, with a limited validity

E

544 Support automatic notification if a contract is about to E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

expire

545 Provision for amendment or cancellation of the WO in the system

E

546 Maintain record for transactions of issues to contractors and keep track of receipts. E

547

Facility to generate a time schedule for completion of different elements of a job. Should capture completion date, quantity, WO reference no, job item nos. or descriptions etc

E

548 Ability of online updation of contractor payment status E

549 Prepare Running Account Bills E

550 Ability to see how much money and/or time is left on a WO E

551 System to support service procurement E

Vendor Master

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

552

Ability to maintain Vendor Master / Vendor data withthe following information• Vendor Code • Vendor Name• Vendor category (Manufacturer, Distributor, Agent, Contractor, Sub contractor etc.) including type / class etc.• Ability to support different vendor types (i.e. Ancillary, PSU / Govt. , established, reputed, potential, trial, active, inactive, hold etc.)• Vendor status: Blacklisted etc.• Correspondence Address• Provision to list details of connected domestic/local agents (for foreign entities/ upcountry suppliers)• Parent company • Registered office Address‐ Mode of payment • Bankers to the company/ firm References• Sales Tax Regn. No and circle• Excise Control Code / Registration no/ Circle/ Range• PAN & IT Circle/Ward , Professional Tax rate• Professional tax location• PF Account no. & other relevant details• Bank details for bank transfer/ECS• Cheque payee name • Payment delivery address• Linkage to related manufacturer, suppliers, Agents etc.• Details of Indian Agent (In case of foreign suppliers)• Vendor Classification & Mode of payment

E

553 Ability to maintain performance related data for a vendor D

554 Ability to link fixed set of vendors to each quality critical item and the shop to which the item belongs. E

555

Ability to define the vendor/supplier type as follows: • Supplier • Contractor • Sub Contractor • Transporter etc • Vendor status classification • Type ‐ Approved / Registered / Trial / Ancillary • Status ‐ Black‐listed / Active / Not active

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

556 Ability of Online Maintenance of Vendor master. E

557 Ability to support procurement from captive sources , non‐captive sources & outside sources. E

558 Ability to support multiple sourcing of an Indent. E

559 Ability to support different kinds of sourcing viz. Prop./ Import/ CPA / IPT / RM's / Local Ind. etc. E

560 Ability to Integrate freight costs into sourcing decisions E

561 Ability to support both centralized and decentralized purchasing.

E

562

Ability to capture selection criteria for suppliers/commodities at multiple levels (Repetitive, Proprietary, IPT, PCRM, e‐Procurement).

E

563 Ability for maintaining Specialized list vendors E

Procurement Reporting Features

564 Ability to run multi‐attribute Reports and Queries on Requisitions

E

565 Ability to run multi‐attribute Reports and Queries on Purchase Orders (planned and released)

E

566 Facility to maintain and run multi‐attribute Queries & Reports on Item Purchase History

E

567 Ability to run multi‐attribute Reports and Queries on Quotations as received from Vendors

E

568 Facility to configure Automatic Reminders for various Events (not delivered orders, corrective actions to be taken on Contract, etc.)

E

569 Facility to recover chargeable cost towards mat./consumables / services provided by NINL against each PO

E

Repetitive Procurement

570 Facility to create Contracts for set items, set time period and set quantity/monetary value

E

571 Ability to configure Contract Effectivity Dates E

572 Ability to configure Delivery Conditions by Item / activity / jobs or by Vendor

E

Procurement Receipts & Closure

573 Facility to report Goods Arrival and Receipt E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

574 Ability to manage Receipt by Project / Location / Lot Number / Plant etc.

E

575 Ability to manage Receipt of consolidated POs on a single shipment

E

576 Sequential Receipt Numbering Scheme E

577 Facility for Online Receipts of PO Items E

578 Facility for Online Receipts of Sub‐Contract Order and Sub‐Contract Operation

E

579 Option for Online Rejection of Items E

580 Ability to include Vendor Number, Quality Test Results and other user‐defined details with Goods Receipt Note

E

581 Receipt Transaction Records E

582 Facility to trigger a notification to quality upon registering the receipt of goods

D

583 Facility to block the usage of goods till certified by quality control

E

584 Facility to generate reports on Rejected Items E

585 Ability to handle Return‐to‐Vendor Detail and Request for Replacement Shipments

E

586 Ability to generate Goods Received Note E

587 Ability to generate Claims for non‐conformance receipt and for return of goods

E

588 Facility to book Invoice upon receipt E

589 Cumulative tracking of Receipts / job completion certificates

E

590 Ability to input and compare Supplier Invoice / Challan to Purchase Order

E

591 Ability to update PO and Purchase Cost as per Invoice / Certified amount

E

592 Ability to update Purchase Statistics, Financial Accounting and Project Accounting as per Invoice / Packing Lists etc.

E

593 Facility for Part‐Rejection of received Goods E

594 Ability to generate work completion certificate like FAC , PAC etc.

E

595 Ability to capture excise details based on purchase order and claim input credit upon receipt of goods

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

596 Ability to auto generate purchase invoices upon receipt confirmation

E

597 Provision in system to support service acceptance. E

598

Regarding payments to contractors: • Authorize partial payments. • View online accounts payable/paid history. • Support authorization of priority payment. • Monitor performance guarantees & Bank guarantees. • Comprehensive view of all invoices submitted

E

599 Levy liquidated damages and deduct the same from the final payment to contractor. E

600 Generate an exception report of WO's closed with a balance due

E

601

Facility for contractor performance rating based on ‐ Adherence to time schedule ‐ Quantity adherence ‐ Price. ‐ Service ‐ Other user defined parameters

E

602

Create and maintain online measurement book to capture:‐ • Name and responsibility code of the department • Name and code of the contractor • Name and code of the job • Details of the job • Date • Detailed calculations to generate bills. • Rate at which t

E

603 Deduct / Pay, penalty/bonus, based on terms and conditions.

E

604 Calculate deviation in the quantity/value of the original contract.

E


605 Ability to create a new Requisition similar to an existing Requisition

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

606 Option for online entry and amendment of Quote Responses for Requisitions

E

607 Ability to create a Purchase Order from an existing Requisition

E

608 Ability to search the Vendor Record via any of the existing attributes

E

609 Ability to store Vendor Qualification Level (e.g. qualified, non‐qualified, and under evaluation)

E

610 Ability to extract and transmit PDF Drawing Files and other Files to Vendors

E

611 Facility to print open PO Details by Vendor, Item / Service, due date or monetary value, EMD, Security deposit, Commissioning / completion date.

E

612 Ability to generate Reports by Vendor, Item or Service in due date sequence

E

613 Facility to send automatic Reminder for Overdue Shipments to Vendors via Fax or e‐Mail

E

614

Facility to print Vendor Performance Report based on Purchasing History, Orders placed, Rejects (number and percent), % of Rework, Price Variances and Monetary Volumes

E

615 Ability to electronically transmit a Purchase Order to the Vendor (on mail ID extracted from predefined Vendor Profile)

E

616 Interface with General Ledger to increase the Materials Account and Credit Accounts Payable upon receipt

E

617 Ability to mark characteristic of Item like Domestic, Imported, Excisable etc

E

618 Facility to search for existence of an Item based on multiple search options

E

619 Facility to pick up '5' vendors on rotation basis from preferred vendor list for an Item when sending quotation

D

620 Facility to purchase Material directly for a project / job / Production Order

E

621 Facility to trace Purchased Items back to the project / job / production order

E

_________________________________________________________________________________________________


Tender Document

Purchase Management



Response

622 Facility for grouping of purchases by project / job / production order

E

_________________________________________________________________________________________________


Tender Document

Stores / Inventory Management

S.No. Feature Requirement

Priority

(Essential /

Desirable)

Response


1 Facility to maintain and view Item‐wise Usage Histories (planned and unplanned

usage) E

2 Enquiry & Reporting Capability for various Inventory Transactions (by item‐code,

item‐type, Production Order, Cost Center, date of transaction, etc.) E

3 Enquiry & Reporting Capability for Inventory Status (by item‐code, type, etc.) E

4 Enquiry & Reporting Capability for Slow Moving and Obsolete Inventory E

5 Enquiry & Reporting Capability for Shortages and Backorders E

6 Capability to track items by Item‐Code E

7 Ability to identify and segment Type of Transaction D

8 Ability to identify and segment Source of Demand D

9 Facility for Vendor Cross Reference (w.r.t vendor part numbers , assembly , sub‐

assembly etc.) E

10 Online Requisition Generation and Approval E

11 Facility to have various item accounting like moving average, FIFO etc. E

Processing Requirements

12 System to have the ability to block the GARN entry without PO/ Contract. E

13 Facility to review order details on‐line at the time of receiving of goods. E

14

Facility in system to allow generation of receiving documents (e.g. GARN, and

inspection record) against purchase order line item, with provision for partial

receipts.

E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

15 Provision in system to have the ability to generate bin instructions/unique tag

number for storing of items in the warehouse / storage areas. E

16 System to have ability to calculate days‐on‐stock of each item E

17 System to have ability to handle trading items separately. E

18 The ability to provide views of inventory balances, in‐transit and on‐order across. E

19 System to have the ability to record stock condition during all stock movements

(such as issue, receipt, transfer and stock counts) E

20 System to have the ability to manage accounting for the return of stock to

suppliers E

21 System to support inventory ordering based on EOQ / user defined parameters E

22 System to handle the damaged, broken and returned material in the GPS E

23 System should make stock requirement predictions based on re‐order level,

safety stock etc E

24 Support for multiple Yards / Facilities, Stores and Other Inventory Locations E

25 Ability for flexible assignment of inventory processing by Items (General Usage /

Reserved etc.) E

26 Ability for ABC Classification of Items (based on order activity, historic usage/cost

or projected usage/cost etc.) E

27 Ability to adjust or update for differences or conversions in Unit of Measurement E

28 Capability to maintain Audit Trail of all transactions E

29 Cycle Count Capabilities (with facility to generate Supporting Worksheets and

various Reports) E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

30 Facility to identify preferred Stocking Quantities (to facilitate storage and

issuance) E

31 Ability to track and control Vendor‐Wise, Item category‐wise Inventory E

32 Facility to track used / unused material supplied to subcontractor E

33 Facility to manage Inventories of Internally‐produced Items E

34 Facility to alert incoming inspection team once a GARN is generated in stores E

35 Facility to give various alerts like Shelf Life expiry etc E

36 Facility to handle (track) Free Issue Material for use in plants / projects E

37 Facility to track Free Issue Material issued by NINL to contractors inside the plant

(like cement and steel in case of construction contract) E

Receipt & Issues

41 Track and control interplant transfers via transfer order by dummy order/RC

regularization . E

42 Receive incoming goods and record to the P.O. the quantities received ,accepted,

and rejected. E

43

Provision for on‐line entry of receiving inspection results. The system should

provide the information regarding the exact quality checks /measurements to

be made, and the allowed tolerances.

E

44

Ability to track progress of sample testing at laboratories and update the test

results in the system against respective item and purchase orders , for identified

parameters , for generation of R/C and payment .

E

45 Ability to support vendor managed inventory and consignment inventory also

warehouse/storage location can be used to store company's inventory or

customers inventory. In case warehouse is designated for holding customers

E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

inventory it shall not be included

46 Ability to store the shop yard details for unloading identified raw materials ( viz.

yard location code , item code , material grade code , road/rail location etc . ) E

47 Ability to record details of weighment facility wherever available . E

48

Ability to receive small / full consignment through rail

or road with consignment acceptance tolerance that is

user defined.

E

49 Ability to receive consignment of free replacement against earlier rejection E

50 Ability to process receipts from various sources like :

road,rail,air,ship,post‐office,or courier/hand receipt. D

51 Ability to handle freight/handling bills and record the following indicators like:

freight to pay/paid/ to be billed/ to pay in Rs. E

52

Ability to generate receipt note in which item details like quantity ,make , serial

number,quantity accepted, quantity rejected , portion of consignment received

etc are included.

D

53 Ability to generate Receipt Certificate bypassing quality certification where no

inspection clause is mentioned in the purchase order. E

54

Ability to generate for unique receipt control number and also with a provision

for recording (Lorry Receipt/Motor Receipt /Railway Receipt) number,

invoice/challan number, Duplicate for Transporter attachment, transporters

name, bill of entry, packing

E

55 Ability to differentiate at receipt stage the following types of consignment:

normal,free supply, free replacement and central procurement agency. D

56 Ability to capture details of supplies received by road ,

from outside sources , against purchase order , at receipt stage (i.e truck no. ,

date of receipt , gross

D

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

weight , tare weight , challan weight , actual weighment wt. , etc. )

57 Ability to authorize issue to users for performance. D

58 Ability to record the unloading point of goods(single/multiple locations). D

59 Ability to receive, accept and account for the material excess to Purchase

order(P.O) quantity with warning and provision to valuate it at existing rates. D

60

Ability for unique receipt control number for consignments received without

formal purchase order and update the same later on(for receipts against Letter

of intent, samples, for test and trial etc)

E

61

Maintain a purchase order identity with material in inspection until a Q.C

disposition is completed / performance certification is received from user

department and/or material is processed into stock. System should be able to

issue material to user deptts.

E

62 Differentiate between quantity in receiving (pre‐ inspection) and quantity on‐

hand (post inspection) inventory. E

63 Ability to capture details of supply sheet from railways ( wagon nos. , date of

loading , material code , grade code , quantity , source etc . ) E

64 Receive incoming goods and record against P.O./Dummy Purchase orders , the

quantities received ,accepted, rejected and excess supplies . E

65 Provision to link receipts with payment , on RR basis e.g. In case of receipt of coal

/ fuel through railways . D

66 For material received with provisional value, provide for facility to recalculate

with actual value afterwards. E

67 Ability to update transactions of conversion contract through third party. D

68 Ability to process ,track and control return of returnable goods (e.g. rejected

goods, surplus materials etc. ) E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

69 Ability to handle freight/handling bills and record the following indicators like:

freight to pay/paid/ to be billed/ to pay in Rupees. D

70 Ability to differentiate at receipt stage the following types of consignment:

normal, free supply, free replacement and central procurement agency. E

71 Ability to record the unloading point of goods. E

72 Provision of facility to track in‐transit material by carrier

/transporter. D

73

Provide documentation (e.g. packing list with original P.O reference ) and

inventory tracking for materials to be returned to the vendors(e.g. rejected

goods,surplus,reworked materials)

E

74 On dispatch of excisable materials generate excise

documentation and also generate invoice against contract. D

75 On dispatch of excisable materials generate excise documentation and also

generate invoice against contract. E

76 Ability to process interplant transfer with appropriate authorization. E

77 In case the dispatch to job‐working vendor, keep track of item time of return as

well as claim of MODVAT on re‐receipt of the materials. E

78 Ability to process return of excess material to vendor

. E

79 Ability to process, track and control return of returnable empties. E

80 Ability to support service provider services for scrap disposal through on‐line

forward auction process. E

81

Ability to support sale of scraps through tender/auction

/direct sales on fixed price / sales through long term agreement(MOU)/ Forward

auction (through electronic mode) etc.

E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

82 Ability to support bin updation of steel based on delivery orders, description of

item, item code, scrap generating department etc. E

83

Ability to provide for return material authorization system for any product type

from any location and to take into stock at disposal stores and receipt accountal

.

E

84 Ability to generate tender schedule having lot details accommodating all the

material receipts and also available during a particular period. E

85 Ability to generate dispatch advice with details of lot rate, lot value, excise, sales

tax and other levy elements. E

86 Ability to create lot with materials received against different receiving

documents /dates. E

87 Ability to accept various scrap sent by user departments by road on their own

means to disposal stores by material gate pass authorization. E

88 Ability to accept various scrap and empties sent by mills by road to disposal

stores by material gate pass authorization. E

89 Ability to accept secondary steel sent by mills by road to disposal stores by

material gate pass authorization. E

90 Ability to accept secondary steel sent by mills by rail wagons to disposal stores

by dispatch advice. E

91

Ability to accept inputs of data like truck no.,owner of truck, lot no., past history

of tare weights, delivery order ,description of lot sold ,status of lot on the day of

weighment etc by a computerized weigh bridge setup.

E

92 Ability to provide setting of tolerances and testing of weighment capacity at

desired periods for the weigh bridge. E

93

To generate item profiles which includes the following information: mode of

transfer, item description, dispatch advice number, material gate pass number,

lot included, location , accounting unit, quantity , scrap generating department .

D

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

94

Provides facility to track item specifics like: lot

number ,customer , date of shipment , sale order, delivery order, lot completion

and other pertinent data.

D

95 Ability to generate movement plan for authorizing delivery. D

96 Provides a facility to store scrap at multiple locations at Disposal stores. D

97 Ability to support issue of scrap/secondary material for internal use by plant

departments. D

98 Ability to identify lots qualified for sale based on

'reserve price' and /or other business rates. E

99 Ability to generate sales order for lots qualified for sale with indicator of sales

value, Earnest money deposit, security deposits etc. E

100 Ability to generate excise invoice based on inputs from weighbridge. E

101 Ability to generate comparative statement lot‐ wise/customer‐wise. D

102 System to support automatic allocation of raw material against production order E

103 System to support issue of raw material against production order E

104 System to support issuing of material having shelf life on FIFO basis. E

105 Provision to issue raw material as unplanned issues (not against order) E

106 System to provide separate series for Material Issue notes for Capital goods /

Consumables / Spares & non inventory items etc. E

107 Provision to track material issued i.e. specific consumption vs. actual usage (as

per NINL Techno economic parameters) E

108 System provision to optimize the storage capacity E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

109 System provision in monitoring and displaying the stock E

110 Ability to receive advance shipment notice (LR/RR/BL/AWB/Cargo Arrival/Port

Clearance/) from the vendors and attach scanned documents. E

111 Ability to receive goods in part / full by rail / road / courier / hand delivery / post,

etc. E

112 Ability to record the mode of transport of goods in the system E

113 Ability to notify the authorized transporter for delivery of the consignments D

114 Ability to differentiate at receipt stage, the types of consignment ‐ normal, free

supply, free replacement, trial samples. D

115 Ability to record the weighbridge transactions on the system along with variance

applied D

116 Ability to receive goods without P.O. or without proper documents and

subsequent adjustment/regularization D

117 Ability to process freight handling bills D

118 Ability to track retirement of documents from bank and collection of goods from

the transporter D

119 Ability to record non‐delivery certificate from the transporter when goods not

delivered E

120 Ability to record short delivery and track till closure. E

121 Ability calculate freight amount for a particular consignment/station as per

prevailing freight rates E

122 Ability to book freight differential /collection/other charges supplier E

123 Ability to record damaged condition of consignment on receiving at Store / at

Port E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

124 Ability to record the Daily Receipts in the system ( Day Book) against PO ref. D

125 Ability to direct and record the place/location of receipt ( receiving bay, silo, Raw

Material store, etc.) of the goods E

126 Ability to capture details of internal transport (from unloading point to

shop/yard/location) E

127 Ability to process, track and control return of returnable goods (e.g. rejected

goods & empties) E

128 Ability to record dispatch(out)/receipts(in) of goods for repairing of materials

against work orders D

129 Ability to register the bills received and link with C‐note already registered. E

130 Ability to authorize finance to create cheque for freight payment. E

131 Ability to track time of return as well as claim of CENVAT on re‐receipt of the

materials in case the dispatch to job‐working vendor. E

132 Ability to receive part quantity of goods against a PO D

133 Ability to notify indenters / inspectors about arrival of goods and requesting

inspection D

134 Ability to generate inspection request and record the inspection results and

forward the same to purchaser/indentor E

135 Ability to list the deficiency in documents w.r.t to AT like TC, GC etc E

136 Ability to direct goods for laboratory inspection / site testing (if required) as per

the PO terms E

137 Ability to direct the goods for site testing/ installation / commissioning from

receiving bay before acceptance. E

138 Ability to direct goods to the Custody section after inspection E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

139 Ability to record and track receipts of various kinds like goods from supplier,

transfer from another unit, receipt on loan etc E

140 Ability to generate a Goods Receipt document after inspection E

141 Ability to club multiple Lorry receipts / consignments into one Goods Receipt

document E

142 Ability to direct material to the designated bin as per the material master C

143 Ability to maintain the bin cards in the system with details of material receipts

and issues / Stores adjustment voucher E

144 Ability to process vendor invoices for payment ( attach scanned inv copy ) E

145 Ability to generate Goods Issue document by an authorized personnel (whose

signature is stored in the database) E

146 Ability to capture bio‐metric signature of person collecting material and verify E

147 Ability to generate a Goods issue document at the end of the month ( Raw

Materials) to account for the consumption in the month E

148 Ability to track employee wise liveries ( uniforms, shoes, etc) issue as per

eligibility E

149 Ability to support multiple units of measurement and conversion E

150 Ability to track and monitor issues base on FIFO(First In First Out) E

151 Ability to support valuation of material on various methods during receipts and

issues E

152 Ability to trace source (vendor, lot, batch) D

153 Ability to track and monitor stock at various departments/units/shops sub‐store E

154 Ability to issue goods by authorized personnel/indenting dept to the requesting

E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

department upon approval

155 Ability to generate Gate Pass for material movement within and outside the

plant E

156

Ability to track issue materials on loan To other

Units/Government/Contractors/PSU and record the return of the loaned

materials E

157 Ability to make accounting entries automatically (as per books policy) on

receipts, issues, adjustments, returns, etc E

158 Ability to maintain a central stores, dept. sub‐store, project store, raw material

stores and WIP stores and transfer goods from one store to another E

159 Ability to plan and receive the Bulk/Minor Raw materials through

wagon/rake/truck/tanker load etc. against monthly schedule E

160

Ability to have consumption for Bulk / Minor Raw material recorded at Month‐

end and post Goods Issue based on actual receipt, and the difference in closing

stock( taking in to account the losses) E

161 Ability to track details of entry tax / service tax / CST / state ST / VAT / c‐form

and furnish statutory reports and statistics to govt authorities. E

162 Ability of receiving free samples / free supplies / replacement of component and

tracking against a PO. E

163 Ability to receive and account for the 2 years spare / surplus items from project. E

164 Ability to track the DR along with the dealing persons for that group of items. E

165 Ability to track expiry details of shelf life items and preservation instructions for

selected items. E

166 Ability to generate documents for job‐order/repair items (returnable) and for

non returnable items. E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

167 Ability to deliver part consignment at one unit and allow to take the rest out and

deliver at other unit as per PO/Challan. E

168 Ability to track the custody location during DR stage E

169 Ability to capture Material Safety Data Sheet (MSDS) for hazardous and chemical

materials. E

170 Ability to interface with transporter for material availability at his godown or

about the arrival intimation E

171 Ability to track Payment status / Refund status for enabling authorization for

return of materials E

172 Ability to tag non moving items on the system to prevent further Indenting of the

item and also print tags for physical tagging of the material E

173 Ability to generate & capture details and control documents like GRN, SRN, SAV,

Dispatch note (Actionable & non actionable) E

174 Ability to track and control return of goods by issuer (dept) / contractor. E

175 Ability to track MRB details and alter price. E

176 Ability to support receipt and accounting of direct deliveries by suppliers and

Door Deliveries by stores to the users. E

177 Ability for multiple issues against one Stores Issue Request (SIR). E

178 Ability to analyze the consumption pattern, present stock and pipeline quantity

estimated sales (finished goods) , production plan, etc. to plan for inventory E

179 Ability to set preservation schedules for various items and send reminders when

preservation required E

180 Ability to record the preservation and storage requirements of materials E

181 Ability to record the inspection schedule and results of shelf life items and alert. E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

182 ability to record shelf life of medicines and other perishable goods (Hospital) E

183 Ability to perform various kinds of inventory analysis like ABC analysis, XYZ

analysis, Fast/Slow/Non‐moving analysis, Min‐Max analysis, etc. with alert. E

184 Ability to post stock adjustment transactions (positive and negative adjustments)

to adjust quantity and / or value after approval D

185

Approval Ability to analyze inventory in terms of 'items reached re‐order / safety

level' and 'critical' items and generate appropriate alerts to respective

stakeholders

E

186 Ability to analyze age‐wise and location‐wise inventory, class code wise, area

code wise, shop floor wise E

187 Ability to maintain and run the Stores Ledger detailing the opening and closing

stock, receipts, issues, price and quantity D

188 Ability to do Stock Verification based on the defined method and periodicity D

189

Ability to create and maintain item master with detailed control flags viz. : critical

to quality , critical to production, proprietary, insurance, hazardous, shelf life,

standardized, area wise qty of installation, alias codes, similar items, alternate

items, rate contract, surplus, obsolete, scrap, vat category, etc.

D

190 Ability to value inventory on various methods like average, weighted average,

current, etc. E

191 Ability to revalue inventory, with tracking to revert back / to get original value, if

required. This is to facilitate compliance to Cenvat rules. D

192 Ability to analyze raise in inventory based on qty escalation , value escalation, D

193 Ability to track sub‐store inventory E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

194 Ability to track claims on product shipment / theft / transit losses. D

195 Ability to record and track survey / inspection details D

196 Ability to lodge provisional claim and track it to final claim settlement. E

197 Ability to support and update statutory requirement like insurance for fire, theft

and pilferage D

198 Ability to track consignment type ship, rail, road etc. C

199 Ability to gather container/road details E

200 Capture LC details and forwarding to finance E

201 Link to database of Lloyds List etc E

202 Ability to capture and track inland transit details till receipt to stores. E

203 Ability to capture dispatch details from suppliers ( LR, RR, AWB, BL etc) E

204 Ability to capture cargo arrival notice from agents E

205 Acknowledge receipt of materials at NINL E

206 Ability to receive online information regarding rake from dispatch point. C

207 Ability to gather information from PPM system regarding weighment. E

208 Ability to capture data like rake details, wagon etc. E

209 Ability to sent alert to RMHP for tippling E

210 Ability to capture RR details on receipt as map with previous unloading report. E

211 Ability to lodge claims for missing wagons. E

212 Ability to capture road weighment details. E

213 Ability to capture LR, DC etc and send acknowledgement online. E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

214 Ability for online quality certification for preparation of Receipt Certificate /GRN E

215 Ability to link receipts with payment on RR basis

wherever applicable E

216 Ability to generate Goods Receipt Note (GRN) online. E

217 Ability to capture loading ‐unloading information from raw material handling

agents, public analysts, Stevedoring contractors online E

218 Ability to generate a goods issue document at the end of the month ( Raw

Materials) to account for the consumption in the month E

219 Provision in system to show material availability to user dept. when they raise a

purchase requisition / indent E

220 Ability to show inventory by store Item code E

221 Ability to store Item Description E

222 Ability to store associated Unit of Measurement in the Item E

223 Ability to store Lead Times for item E

224 Ability to store Source of Last Supply for item E

225 Support for addition of User‐defined Fields in the item master E

Reporting Requirements

226 Auto Reporting of inactive, excess or obsolete inventory E

227 Inventory Valuation Reporting E

228 Ability to run Reports / Inquiries on Inventory Status E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

229

Vendor performance report: Printed by vendor for

specified period . Lists number of orders and actual target, and variance for price

, quantity , delivery time

and quality.

E

230 Stock status report: Printed in item number sequence or by product code,

indicating on‐ hand quantity, unit costs and extended values. E

231 Return to vendor status: Lists by vendor the quantities and due dates of

returned items due back from vendor. E

232

Receiving reports: daily reports showing order number received, vendor, buyer,

item number and quantity. Should be able to be sequenced by order number,

vendor, buyer, receiving site or item number. In addition , there should be

weekly & monthly

summary

E

233 Receiving inspection: Report by receiving report number. E

234 Purchasing performance report: Lists actual , target and variances for quantity

and delivery time for buyers. E

235

Purchase item lead time analysis: Printed as required, sequencing by item

number. Gives standard lead time, summary of orders with order dates and

receiving date, the time periods to fill the order fill the order. Should be totaled

and averaged to indicate

E

236 Physical inventory control: This report lists and values all physical inventory

count. E

237

Order pending reports: Printed as required, shows delinquent purchase orders,

requisitions and blanket order status. Printed by item number, vendor ,

commodity code or request date sequence. E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

238

Obsolete/slow moving item report: printed as

required showing all items with no activity after a predetermined date or within

a specified number of

days.

E

239

Inventory transaction report : printed for a user specified time

period(daily,weekly,last week, monthly etc) by item number , by transaction

type, by location , to provide a reconciliation between the on‐hand balance at

the beginning of the month and end of

E

240 Inventory master file listing : printed as required showing the contents of the

inventory master file records. E

241

Aged order reports: Printed as required , lists all open orders by due date

category (future,under,past,days) and sequenced by item number , buyer , P.O

number or vendor.

E

226 Misc. Reports on Inventory D

Locations & Lot Control

227 Facility to have Stocking Locations default, fixed, assigned, manual or system‐

assigned (with provisions to change the Locations as needed) E

228 Multiple Stocking Locations per Item E

229 Support for User‐defined Procedures / Rules for Issues and Receipts E

230 Online Item Locator E

231 Option to store Item by Lot or Serial Number and Location D

232 Option to specify / configure Volume and Dimension Specifications for Storage D

233 Support for Location‐specific Reporting E

234 Support for Lot Control by Location D

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

235 Facility to define / configure Lots and Sub‐Lots E

236 Facility to allocate Lots by receipt dates or lot numbers E

237 Facility to input unique descriptions, cost information and other details with Lots E

238 Facility to input testing details in the lot E

239 Facility to track from Lot Number, all the inspection details for the lot E

Stocks Reservation & Allocation

240 Support for Hard Allocation of Inventory to Production Order / Project / plant E

241 Support for Reallocation of Reserved Inventory across Project / plants etc. E

242 Support for automatic allocation of Inventory to pending Requisitions E

243 Automatic de‐allocation of Inventory if Items are returned / rejected E

244 Support for User‐defined Reservation Criteria for sequencing or creating

reservations E

245 Support for automatic Quantity Reservation as Requisition is created E

246 Facility to prevent other departments consuming the materials purchased for

one department E

247 Facility to give final product details/documents along with the supply of final

products to the customer E

Inventory Adjustments

248 Support for manual update of Inventory Quantities with approval E

249 Facility to assign Adjustment Reason Codes (including Cycle Count and Returned

Goods etc.) E

_________________________________________________________________________________________________


Tender Document



Priority

(Essential /

Desirable)

Response

250 Audit Trail of Inventory Adjustments E

251 Reporting of Overstock and Under stock Exceptions E

252 Provision to track material receipt and documents from transporter godown and

bank etc. eg. Materials (mainly spares ) received through COD or bank. E

253 Option to segregated, reserved and allocated Inventory to specific Projects E

254 Capability of Inventory tracking by Project E

255 Facility to combine material requirements into Project Groups for economy of

scale for purchase E

_________________________________________________________________________________________________


Tender Document

Sales Order Management



Response

Sales Planning & Forecasting

1 System do the forecast run based on the following parameters:

∙ Historical sales data ( upto 3 years) D

∙ Annual projected Sales Plan for the given year D

∙ Customer demand variance D

2 System should have the facility of suggesting a forecast model based on the above parameters D

3 System have the provision for manual selection of forecast model as and when required D

4 System allow for change in the historical data in forecasting at later stage. D

5 System automatically update the historical data based on the actual sales volume at the end of the month. E

6 Provision for changing forecasted plan at later stage E

7 Provision of forecast run as and when required E

8 System have the provision of using all / selective forecasted data for the planning run E

9

System to have the provision for splitting the forecasted volume into quarterly and then into monthly requirement, in order to drive the planning and production

E

10 System to have the provision of using the forecast run for the selected item or all the items as per the requirement E

11 System provide Available to Promise (ATP) details. D

Pricing

12 System to have the provision for item wise and finish wise pricing calculation E

13 System to maintain different pricing procedure Customer wise / Region wise. E

14 System to maintain the validity period of special pricing as per the marketing plan E

15 System provide ability to configure price based on a matrix of conditions. E

16 System maintain more than one price lists for the same item. E

17 System to have the provision of maintaining the pricing element in E

_________________________________________________________________________________________________


Tender Document




Response

numerical as well as %age basis.

18 System to provide facility to configure the hierarchy of price determination? (Contract, Price Book etc.). E

19 System to calculate various pricing components included in invoicing. E.g.:

20 ‐Price reductions/Discount/rebates E

21 System to allow price amendments to be done E

22 Provision of tracking the price amendments in the order processing

E

23 Ability to check whether the customer order is booked as per the system price for that customer E

24

System has the capability to route the price amendment to the in charge sales (and various other levels as required) for the approval. E

25 System have the provision to capture different price currency details D

Discounts

26 System to support for taking auto approvals before discounts are given to customers

E

27 System to provide price reduction/discounts based on following options

∙ Customer E

∙ Qty ordered/invoiced E

∙ Invoice amount E

. Geography E

∙ Special discounts D

∙ Others? Please specify. E

28 System should supports rebates E

29 System to allow the rebate to be linked to the quantity ordered E

Quotation

30 System capable of registering the enquiries received from the customers D

31 System to provide the facility to create a single quotation from multiple enquiries D

32 System to provide the facility to create multiple quotations from a single enquiry D

_________________________________________________________________________________________________


Tender Document




Response

33 System to provide automatic number generations for the quotations created E

34 System to provide the capability to track the different versions of the same quotation E

35 System to provide the facility of expiry date of the quotation E

36 System to keep a track of previous quotations submitted to customers E

37 System to have the facility to attach the specifications, notes, MOM etc to the quotation

D

38 Quotation be converted into a sales order with overriding facility D

39 System to provide the facility of e‐mailing the quotation to the customer E

40 System to provide alert by checking the credit limits of the customer before providing the quotation

E

41 System to provide the facility of work flows for quotation approval

E

42 System show information while creating a quotation (checking the stock / price availability). E

43 System to consider the lead‐times while creating a quotation E

Order Processing

44 Provision for different sales order stages (Created, Approved etc…) D

45 System to handle pre sales activities such as customer enquiry and availability check of materials, pricing, capacity etc. E

46 System to create multiple sales orders from a single quotation E

47 System to have the provision of sending customer order acknowledgement through fax / email. E

48 System to track and eliminate the duplicate orders E

49 System to monitor the sales transaction of approved orders D

50 System to transfer the sales requirement to the material planning E

51 System to provide credit check facility for every customer before order booking E

52 System to have the provision by which the confirmed order will consume the forecasted requirement.

D

53

System to provide a consolidated view of Finished good ready for dispatch item wise, customer wise and order wise, to authorized sales staff.

D

_________________________________________________________________________________________________


Tender Document




Response

54 system to propose the delivery date while order processing E

55 Provision for sales order be printing E

56 System to pick the dispatch address /addresses directly from the customer master E

57 System to provide check on creating more than one Sales Order from the customer purchase Order

D

Shipping , Dispatch

58 System to arrange dispatch of finished goods based on delivery order

E

59 System with provision to have consignee different than sold to business partner

E

60 System provision to capture:

Tare Weight E

Gross Weight E

Net Weight E

61 System shall have provision to integrate with plant weigh bridge (Railway & Road) for recording of net weight and tare weight

E

62 system to have provision for vehicle master E

63 Generation of delivery order be blocked in case the vehicle is non compliant with legal requirements

E

64 Provision in system to create special documentation required for delivery

E

65 Does your system gives the provision to block the finished goods against a delivery order?

N

66 System to allow attachment of quality certificates along with invoice E

67 Provision to get the consignment back to yard after it is dispatched from company D

68 Relevant excise records like RG1 etc get updated automatically once shipment is taken back

D

69 System facilitate 'bulk' as well as 'packaged' shipping E

70 Delivery order shall contain following details E

Vehicle No. E

Product E

Product Specification D

_________________________________________________________________________________________________


Tender Document




Response

Type E

Quantity , UOM E

Taxes E

DO No. E

Remarks D

Consignee details E

Customer Details etc. E

71 System shall generate Tax invoice ‐ cum ‐Excise Invoice with the following details (Under Rule 11 of Central excise rules) D

ECC No. of NINL E

PLA No. E

TIN E

CST , VAT E

PAN E

LSI Regn. No.

Buyer details E

Consignee details, LR no. , RR No., Time & date details E

Product details E

***Commodity code E

***packing type E

***Net weight E

Invoice No. N

Quantity E

Rate etc. D

72

The system should deem an order to be closed if the quantity shipped / customer advance balance is within the tolerance and should not plan for the balance quantity

E

73

System to provide facility to ship excess or deficit of the quantity ordered by the customer. Rules for tolerances should be at the material level, customer level or a combination thereof. It should be possible to override the default tolerances at the order level

E

_________________________________________________________________________________________________


Tender Document




Response

74

Ability to make Delivery Orders (DO) for release of material linking to a particular Sale order giving details like customer , consignee , payment details , price , quantity , authorized person , entry‐exit gate , transporter , validity etc.

E

75

Ability to load wagons / trucks on sectional weight and later on reconcile the order balance / cast balance when the actual net weight is captured at the weigh bridges and raise appropriate alerts. E

76 Ability to interface with MMTC system for providing data pertaining to dispatches ex. DA, TC, Invoice etc. E

77

Ability to forecast order delivery schedule based on various plant conditions (Capable To Promise ‐ CTP) including SMS capacity, maintenance schedule, available orders in hand, stock etc

E

78

Ability to enter/maintain shipping methods, transporter codes, terms, Sales Rep.'s ID, special instructions/comments, region for an order.

E

79

Ability to do CTP from enquiry without blocking capacities, reserving Finished Goods, etc till the enquiry is converted to an order. E

80 Ability to trigger alarms for predefined business rules like delay in reply to enquiry. E

81

Ability to revise the delivery schedule for existing orders when over riding priority is given to another order and inform the affected customer.

E

82 Ability to reschedule the delivery commitments on receipt of amendments in order and provide feedback to the customers. E

83

Ability to re‐schedule the delivery commitment & sending feedback to the customer, whenever there is delay in production due to various reasons like diversion in finishing, internal TDC (apart from ordered) followed, due to customer complaint.

E

84 Ability to check for 'Available to Promise' during order acceptance.

E

85 Ability to capture reasons for shortfall in actual loading and dispatch against the plan. E

86 Ability to view lost orders opportunities (enquiries / draft orders not materializing into firm orders). E

_________________________________________________________________________________________________


Tender Document




Response

87 Ability to intimate customers automatically by e‐mail when material is shipped E

88

Ability to auto generate acknowledgement to customers like messages / emails etc for events like enquiry, complaints, order acceptance, order completion etc.

E

89 Ability to interface with bar code readers D

Invoicing

90 System to do the cancellation or change the invoicing transaction with authorization E

91 System have the provision of transferring the invoicing data to accounting E

92 System to consolidate several deliveries into one invoice E

93 System help to make different invoice for export orders D

Customer Management

94 System to have the provision of storing more than one shipment address for a particular customer D

95 Provide alerts once the customer credit limit is over D

96 System have the provision for making the customer as an active or in‐active Customer D

97 System gives the date and period of making the customer In‐Active

D

98 System to store all the sales related transaction of customer at least for five years D

99 System to have the provision of maintaining one time customers D

100 System to have the provision of editing and deleting the customer masters based on authorization

D

101 System to have the provision of credit check at the following stages:

∙ Order Entry D

∙ Delivery D

102 System set credit limits for customers based on:

∙ Total Outstanding D

∙ Period D

103 System have the provision of viewing the customer payment history and its account analysis as and when required D

_________________________________________________________________________________________________


Tender Document




Response

104

System to have the provision of displaying the centralized list of all the customer’s credit data such as current and max.credit limit, the total of order, delivery and invoices outstanding etc.

D

105 Does your system have the provision to monitor the credit policy & compliance of same, in order to grade the Customer? D

106 System stores and displays the details of the consignee like

ECC No. E

TIN No. E

CST No. E

Reporting

107 System has the capability to generate following reports for analysis:

Quarterly / Monthly sales E

Sales in a particular period (From ‐‐‐ to) E

Customer wise sales analysis E

Customer wise Dispatch Analysis E

Item wise sales analysis E

Combination of various parameters like region wise‐product wise‐month wise etc. E

108 Invoice / Dispatch report by (From ‐‐‐ to)

‐ Date E

‐ Customer name & type E

‐ Item E

109 Past due sales shipment report

Open order report by E

‐ Date E


‐ Value E

‐ Item E

‐ Status of the order E

110 Ready material report based on

‐ Date E


‐ Value E

‐ Item E

_________________________________________________________________________________________________


Tender Document




Response

111 Sales/Delivery Order tracking report E

112 Item history report based on total weight dispatched price wise and weight wise E

113 Customer wise quantity off take report E

114 Customer / Sales wise total stock available for dispatch E

115 Ready for dispatch material ageing report based n Customer, Profile, Date etc E

116 Report for return material based on customer complaint E

117 Transportation cost details for every dispatch based on Dispatch consignment note , transporter etc E

118 Late production order report w.r.t the sales order N

119 Report for daily incomplete item stock summary /customer wise against sales order E

120 Generate reports on the deviation from the forecast E

121 Provision to track the production cycle of the material w.r.t the customer complaint received D

122 System to help monitor the no. of customer complaints/ Type of complaints received D

_________________________________________________________________________________________________


Tender Document

Maintenance Department



Response

Plant Maintenance

1 Can the system support requirements for following types of maintenance:

∙ Breakdown E

∙ Preventive E

∙ Scheduled E

∙ Predictive / Condition Monitoring E

2 Can the system maintain history

∙ Equipment wise E

∙ Reason code wise D

Equipment / Component Register

3 Provision of a plant/equipment/component register at the Operational level which provides a hierarchical view of equipment, components and sub‐components

E

4 Ability to logically group plant/equipment/components through equipment group identifiers or classes for the purpose of:

∙ Linking equipment groups to standard maintenance jobs to similar equipment

E

∙ Linking equipment groups to bills of materials and spare parts list

E

5 Ability to logically group plant/equipment/components for the purpose of:

∙ Shutdown planning D

∙ Identification of opportunity maintenance D

∙ Work parceling and prioritization. E

6 Ability to support plant/equipment bills of materials (through application parts lists)

E

7 System to have the ability to link plant/equipment to costs codes for costing

E

8 System have the ability to provide for each item or group of items of plants and equipment on‐line access to relevant documentation such as:

∙ Safe / standard Operating Procedures E

_________________________________________________________________________________________________


Tender Document




Response

∙ Vendor supplied Capacity / Performance Specifications E

∙ Vendor supplied settings and calibrations E

∙ Actual Settings and Calibrations (after repair / maintenance) E

∙ Technical Specifications E

∙ Modification specifications N

∙ Environmental Information (including Safety Instructions) N

∙ Warranty details E

∙ Recommended Maintenance Specifications and Service Intervals

E

∙ Part Lists E

∙ Service / Maintenance / Operation Manuals E

9 System to provide the option of declaring a machine ‐ critical or non‐critical

E

Work Order Monitoring

10 System to support creation of a break down note to track the breakdown

E

11 Generation of work order for contractual jobs E

12 Calculation of manpower expenses for contract workmen in doing maintenance expenditure E

13 Ability to track various jobs outsourced along with generation of reports. E

14

All contract work rates to link with work order to facilitate auto raising of bills & easy checking of bills as per the list of jobs,

E

15 Enable AMC (Annual maintenance contract) / all contracts & link them with work order E

16

Ensure that one time/ long term contract of external agencies can be handled and the cost is captured equipment wise.

E

17

Issue of returnable /non‐returnable gate passes for bringing in taking out material /consumables of contractors and proper recording.

E

18

Enable recording of consumables, tools and tackles supplied by NINL to the contractor for linking to the billing.

E

_________________________________________________________________________________________________


Tender Document




Response

19 System to have the provision for creation of Work Orders and to facilitate resource usage comparisons & analysis of Work Center's Performance (w.r.t. the asset being maintained)

E

20 System to have the ability to maintain standard activity list (as per NINL check list)

E

21 System to have the provision of

∙ Classification structure E

∙ Cross references to plant and equipment or groups of plant and equipment

E

∙ Cross references to application spare parts lists E

∙ Cross‐references to relevant on‐line documentation including procedures, warnings, technical information, safety instructions, shut down opportunities, check lists etc.

E

∙ Specifications of resource requirements including materials, labor (skills/ competencies), contractors, tools and equipment.

E

22 System to support the integration of the employee roster and leave‐schedules with the maintenance scheduling functionality

D

23 System to maintain maintenance labor resources including individuals and work groups

D

24 System to have the ability to maintain ‘rates of charge’ for the purposes of labor and work costing, including:

D

∙ Contractors E

∙ Tools & consumables E

25 System to have ability to record following on the maintenance order

Items Required E

Services Required E

Internal Labor Required E

26 System to consider the items and services on the maintenance order as demand to generate:

Item Reservation E

Purchase Request E

Service Request E

27 System to record the cost of the maintenance order E

28 Provision for maintenance order stages like, created, In process, Completed

E

_________________________________________________________________________________________________


Tender Document




Response

29 System to aggregate the cost of maintenance per cost center (Plants / Units) for a given period

E

30 System aggregate the cost of maintenance per equipment for a given period

E

31 System to have the ability to maintain NINL approved contractors as resources

D

32 Assign parts, tasks and tools to a specific cycle or all cycles. E

33 workbench for work orders and work order schedule. D

34 View work order by year, month, week, or day. E

35 View by equipment, employee or job number. E

36 Attach safety permit to the work order E

37 Closure of Work Order E

38 Reschedule work orders. Set NINL working days, plant shutdown days. Work orders will reschedule appropriately.

E

39 Ability to print work order E

Planned Maintenance

40 System to provide planning and scheduling the maintenance activities, and coordination with production plans, logistics and supply functions

E

41

System to have the ability to maintain maintenance triggers/flags for individual items of plant or groups of plant for the purpose of generating automatically (standard job) work requests / Maintenance orders based on:

∙ Conditions E

∙ Time criteria E

42 System have the ability to link standard maintenance work orders to planned maintenance flags / limits

E

Work Schedule & monitoring

43 Provision to develop preventive maintenance schedule E

44 Ability to integrate with resource calendars for the purpose of scheduling tools and maintenance plant/equipment

E

45 Provision of functionality to identify maintenance opportunities through reviewing outstanding work based on :

∙ a particular item of plant or equipment E

∙ related/downstream items of plant or equipment E

_________________________________________________________________________________________________


Tender Document




Response

∙ Reviewing the location of the work to identify opportunities to perform activities in the same location

D

46 System to have the ability to integrate with materials management functionality to support:

∙ Automatically generating materials and services requisitions based on a committed work schedule

E

∙ On‐line review of materials / spares availability and lead times E

47 System to have the provision to monitor the condition of Equipment and to assist in driving maintenance and in predicting failures

E

48 System to provide Check‐Lists of Condition Monitoring of Machines E

49 Ability to provide ‘warnings’ and generate work requests where certain pre‐defined measurement levels have been reached (e.g. oil analysis result, oil and fuel usage etc)

E

Operational Statistics

50 Ability to record and downtime events including:

∙ Time of removal from and return to operations E

∙ Automatic generation of downtime entries for equipment until it is placed back into operation.

E

51 Ability to define the segments of availability calculations including:

∙ Operating hours E

∙ Standby time E

∙ Operating delays E

∙ Repair time E

∙ Waiting for spares E

∙ Un scheduled etc. E

52 System to have the ability to maintain operational history against plant/equipment and installed components

E

53 Ability to maintain operational and maintenance history against:

∙ Work orders E

∙ Plant/equipment/components E

54 System to provide reporting on plant/ equipment statistics:

_________________________________________________________________________________________________


Tender Document




Response

∙ Availability E

∙ Utilization E

55 To provide reports on the whole of life performance and costs:

∙ By individual asset (of critical nature) E

∙ By equipment group D

56 Provide reporting on costs for every Cost Center and Work Center

∙ Labor Costs E

∙ Material Costs E

∙ External Services Costs E

∙ Equipment/Tools Costs E

∙ Costs per Operational Unit E

∙ Planned v Unplanned. E

Maintenance Register

57 Provision for user‐definable, work order status/completion/analysis fields such as:

∙ Status (e.g. scheduled, on standby, wait on materials, wait on labor etc.) E

∙ Type of Fault E

58 System to have the ability to access maintenance and operational history for the purpose of job analysis and job planning E

59

Ability to generate hard copy work instructions on approval of a work order including the printing of attachments such as check lists, method sheets, specifications etc

E

60 Ability to maintain comments and narratives on the service order E

61 Ability to do recording of job completion information including:

∙ diagnostic codes E

∙ Comments E

62 Provision to modify work orders with relevant authority E

63 Ability to provide on‐line work order status review E

64 System to provide alert when a particular maintenance is due E

Maintenance Costing

65 System to support the cost of maintenance with breakup of breakdown , preventive maintenance and predictive costs based on E

∙ Manpower utilization E

_________________________________________________________________________________________________


Tender Document




Response

∙ Spares associated machine wise E

∙ Link up with production E

66

Ability to provide on‐line work order cost estimates through integration with relevant systems/modules and based on unit prices for:

E

∙ Materials E

∙ Labor E

∙ Spares & consumables E

∙ Contractors etc. E

67 Ability to report costs according to the work order hierarchies (parent and child) E

68

Ability to cost work orders to general ledger codes and equipment codes including the ability to validate relationships between these codes

E

69 Ability to support standard/variance job costing for maintenance activities E

70 Ability to integrate with materials, human resources and financial systems for automated capture of:

∙ Labor hours and costs E

∙ Materials quantities and costs E

∙ Contractor hours and costs E

∙ Equipment/tools hours and costs etc. E

71 System to have the ability to capture labor hours against work orders :

∙ Direct manual entry E

∙ Entry through the time and attendance roster E

72 For Life cycle costing analysis ,system should have the ability to accumulate costs throughout the life cycle E

General requirements, History and analysis

73 System to maintain customizable dashboard with Key Performance Indicators (KPI)

E

74 Provision in system to generate enhanced reports and graphs D

75 System to provide facility for Standard service request E

76 Equipment tracking with cost history, warranty, vendor, technical documentation, etc.

E

_________________________________________________________________________________________________


Tender Document




Response

77 Data Logging Interface to Power Management and Monitoring System

E

78 Support equipment delay / down time analysis of all equipment E

79 Analyze breakdown of equipment by cause E

80 Ability to maintain equipment‐wise history card E

81 Ability to maintain sub‐assembly history or component usage history equipment‐wise E

82

To maintain usage history, movement history, cost history and failure & downtime history

E

83 Ability to raise event based alerts,alarms,notification etc logging of such in the history. E

84 Ability to asses the performance capabilities of any equipment after repair E

85 Ability to monitor performance standards of equipments E

86

Enable equipment delay, down time & shut down information in production module/ MES to flow to maintenance modules

E

87 Ability to upgrade the equipment history card after each completion of work order D

88

Ensure that equipment history can give information on which location were these equipments installed in previous years.

E

89

Enable recording of all the important performance capability parameters of equipment like current, speed, load, run in time(w.r.t.bearings) etc.

D

90 Ability to assign reason for failure & update reason code of any maintenance activity E

91 Ability to capture failure reasons, perform failure analysis,diagonise & list out corrective measures D

92 Ability to share maintenance information for knowledge management D

93 Track different types of energy consumption ( air, water, oxygen, electricity etc) D

94 Ability to upgrade the equipment history card after usage of consumables and spares E

_________________________________________________________________________________________________


Tender Document




Response

95 Trend analysis of equipment breakdowns based on historical data.

D

96 Ability to analyze manufacturer‐wise defects E

97 Enable on line tracking, allocation and approval of maintenance budget. D

98

Integrate cost centre ‐wise /responsibility code wise budget expenditure to purchase order

E

99

Enable consolidating & accumulation of maintenance expenditure including manpower, spare, consumables expenses

D

100 Enable allocation of resources for conducting maintenance work D

101 Ability to generate work order cost reports D

102 Ability to capture maintenance cost by asset,dept,system etc D

103

Allocation of cost incurred by internal agencies like machine shops, wagon Repair Shop, Central Maintenance, MRSS dept etc., groups to the cost centre for repairs done

E

104

Enable budgeting of maintenance expenses cost centre wise/responsibility code wise & monitor / track expenditure

E

105 Enable inventory analysis for better inventory control D

106

Ensure that data for the work order is used for calculation of: • Actual expenditure of cost center/responsibility • MTBF/MTTR calculation • Failure analysis for failure in future of similar equipments

D

107 Enable estimation and compilation and monitoring of the cost incurred in shutdown jobs. E

108 Different valuations of spares reclaimed / repaired to be accounted

D

109

Budgeting of maintenance cost using:‐ • History based planning • Zero based planning • Simulated costs

D

110 Facility to store / view Machine specifications for a given machine no/machine name.

E

_________________________________________________________________________________________________


Tender Document




Response

111 Provision to generate abnormality report D

_________________________________________________________________________________________________


Tender Document

HR



Response

Employee Master

Provision to maintain and update following details of employee master data:

1

Names , family name , Details related to family (spouse, children, parents, dependants) Nominees for PF , gratuity etc. E

2

Contact details like temporary address , permanent address, office details , e‐mail addresses , phone numbers and emergency contacts E

3 Personal details ke home town, home state, domicile town and domicile state etc. E

4 Gender, date of birth, blood group, citizenship, marital status, religion, caste etc. E

5

Recruitment category like physically handicapped/ PWD/ sportsperson /ex‐servicemen / specialist / SC / ST / OBC / LDP(SAP/LAP/HS)/compassionate grounds/Others E

6 Recent photograph D

7 Medical details after joining E

8 Provision to capture major health problem with the details of sickness etc. D

9

Provision to capture Qualifications details like name of the examination passed with specialization/Trade, university/Institute, month & year of passing, percentage of marks obtained, grade/class obtained etc. E

10

Professional experience details of last employment and all previous employment details like name of the organization, position held (designation), start/end dates, reason for leaving, last salary drawn etc. E

11

Provision to capture languages known with clear indication of mother tongue ,proficiency level (speak, read and write) separately. E

_________________________________________________________________________________________________


Tender Document

HR



Response

12

Provision to record details of spouse in the service of the organization including name, Employee number, unit where working, designation etc. and provision to update data. E

13

Details of the dependents including relationship, their month & year of birth, studying in school/college, monthly income/pension amount E

14

Details of relatives in the service of the organization including name, Employee number, unit where working, designation and relationship with provision for data updation with relevant authority E

15

Provision to record training details like attended (before joining & after joining) , name of the course, name of the Institution, month & year of training, duration of the course in days/weeks, certificate details etc. D

16

Ability to enter and maintain various awards received by the employee including the name of the award, year of award, in which discipline/field and date of receipt of award and special status/ privilege, if any, to be given to him for the award. E

17 Provision to record nomination details for award (even if award not received) E

18 Tenure details in NINL ‐ Date of joining, probation period, date of confirmation in each grade/post E

19

Progression details from one grade / scale / discipline to another including any reappointment through internal selections etc. E

20

Transfer history of the employee including the current & new location, nature of transfer (self initiated / company initiated), date of joining and date of relieving at different locations , number of times cancelled but kept in abeyance etc E

21

Current job location details including place of posting , name of the department, cost centre, present designation, grade etc. E

_________________________________________________________________________________________________


Tender Document

HR



Response

22

History of disciplinary actions against the employee including date of charge, nature of charge, amount of financial loss to organization, date of punishment and nature of punishment. This must include Vigilance/ CBI/ Criminal proceedings. E

23 Provision to record history of disciplinary action initiated even if punishment order not issued E

24

Provision to generate multiple reports / views of information on basis of user‐defined criteria like date –wise, category‐wise, qualification‐wise, experience‐wise, male‐female, etc. for authorized personnel with single sign on functionality. System should support maintenance of statutory registers/ muster rolls etc. E

25 Ability to change employment status from full‐time to part‐time, or part‐time to full‐time. E

26 Report view of employee’s start dates and end dates for each position held during service for user‐defined period. E

27 Provision to link positions and reporting relationships. E

28

Provision to drill down and get information of the employees at various hierarchy levels like plant , unit , department and employee. E

29 User level access / Administration level access to view / edit employee master data E

30 Provision to employees for viewing self details like leave balance , pay slip etc. E

31

Provision to employees for updating limited personal data like nomination, Spouse details , address details , contact numbers etc. E

32 Audit trail for changes in master data E

33 Provision to define additional supervisors for organization initiatives like QC circles , application implementation etc. E

34

Provision to generate reports related to Human capital Index , Manpower cost per ton ,Welfare expenditure per employee for statutory as well as non statutory welfare etc. D

35 Ability to record date of joining, probation period, date of confirmation E

_________________________________________________________________________________________________


Tender Document

HR



Response

36 Ability to handle probation and confirmation for new recruits as well as for existing employees after promotion E

37 Ability to define different probation periods for different classes of employees E

38 Ability to handle assessment at mid term and at the end of the probation period. D

39 Ability to support giving feedback for confirmation, handling negative feedback and continuation of probation period D

40 Ability to generate confirmation orders from the system E

41

Ability to support workflow, auto generation of reminders for confirmation towards end of probation period, as per user defined criteria. D

Engagement ‐ Recruitment

42

Provision to define manpower requirement plans (periodic) in terms of specific skills, qualifications, experience, designation etc. E

43

Provision to view manpower current status v/s plan . cadre‐wise / unit‐wise / department–wise staff strength (sanctioned/working) etc. To give indication for recruitment or redeployment (in case of surplus) E

44

Provision to generate manpower requirements request and approval workflow. Audit trails of the entire approval process should be available E

45 Ability to arrive at vacancies to be reserved for SC / ST / OBC / Physically disabled categories etc. E

46

Ability to support release of recruitment advertisements across various channels e.g. newspapers, employment exchange, and notice boards etc. including web. D

47

Ability to record applications & resumes. Search capability to extract candidates with set skills. Generate applicant's unique ID for future reference. D

48

Ability to route recruitments through various levels of approvals and review. Audit trails of the entire approval process should be available E

_________________________________________________________________________________________________


Tender Document

HR



Response

49 Ability to maintain a checklist of documents required to be submitted at the joining stage. E

50

Ability to record the acknowledgement of offer letters, medical reports, verified and authenticated testimonials, caste certificates and other relevant certificates as per user defined check list E

51 Ability to issue appointment letters from system E

52 Ability to auto generate unique Employee (Personnel)number for each new employee E

53 Provision to track, recruitment cost , time taken , response details etc. E

54 Ability to track, calculate & trend backlog vacancies for SC / ST / OBC / Physically disabled categories E

Employee promotions , transfers, separations

55 Ability to support promotion processes from one cadre / grade / discipline to another with history E

56 Ability to maintain of history of performance appraisals leading to nomination for promotions D

57

Ability to support preparation of lists of eligible candidates based on user‐defined criteria containing user defined information E

58

Provision to generate , ,intimate and communicate promotion letter in the specified format with relevant approval. E

59 Ability for automatic updating of promotion/posting details of employees E

60

Ability to generate seniority lists – Grade‐wise, cadre‐wise (or on any other user defined criteria) for executives & non‐executives E

61 Ability to calculate arrears in case promotion is made with retrospective effect. E

62

Ability to support salary fitment on promotion / pay revision . The fitment made should automatically be reflected in payroll. E

_________________________________________________________________________________________________


Tender Document

HR



Response

63

Provision to perform transfer process and related workflow with facility to configure rules. Transfers shall include within cost centre / across departments etc. Updating of Employee Master data on transfers. E

64 Ability to generate transfer lists and transfer orders E

65

Ability to record the transfer orders cancelled/ deferred/ modified and follow up with the respective Units/locations where transferred / posted. D

66

Ability to identify vacancies and preparation of transfer list based on the user defined criteria – e.g. employees who completed 3 years in one location/department etc. E

67 Ability to support all types of separations – superannuation, resignations, death, medical unfitness, removal etc. E

68 Ability to generate list of employees superannuating during a specified period E

69 Ability to generate Separation orders from system in predefined formats E

70 Ability to update employee master data on separation of employee indicating the type of separation E

71

Ability to handle making online application for sanction of LTC/LTE/other entitlements through self service and approval through workflow. E

72

Ability to capture employee‐wise LTC eligibility details like present LTC block, when last LTC was availed etc. along with history of LTC availed earlier from joining NINL. E

73

Ability to handle lapsing block/term if LTC is not availed in that block/term. Similarly, provision for extension of block/term if required after approval. Support issue of system generated reminders/ e‐mail for lapsing blocks. E

74

Ability to accept and process LTC application , HR policies and employee details available. Trigger payment process with report E

75 Ability to sanction advance against the LTC application and generation of vouchers and accounting entries E

_________________________________________________________________________________________________


Tender Document

HR



Response

76

Ability to process and calculate final LTC bill as per the eligibility and payment of amount if the advance availed is less and recovery in case the advance availed is more E

77 Provision to link leave records with LTC / leave encasement claim E

78

Ability to maintain advance records and handle recovery action of pending advance incase of non‐submission of bill as per Rules within prescribed period E

79 Provision to include various benefit schemes such as Productivity Linked Monthly Incentive Scheme etc. E

80 Provision to generate office orders for award/ incentive E

81 Provision to update employee's master record on award/nomination to an award E

82 Ability to handle claims under Workmen Compensation Act E

83 Ability to track filing statutory particulars as required under Workmen Compensation Act E

84 Ability to support submission of applications by employees through self service for issuance of service certificate E

85 Ability to generate Service certificates from the system with approval E

86 Online Recording of staff grievances using category codes for analysis & follow up E

87 Maintenance of data in respect of disciplinary action cases of all executives/non‐executives E

88

Maintenance of records in respect of all cases under investigation, enquiry and noting the periodic progress made, Absenteeism analysis etc. E

89 Issue of memos etc. to the staff members involved, follow‐up letters to the unit/location offices E

90

The entire process of issue of Charge sheets, issue of Enquiry Notice, Appointment of EO/PO, fixing up of dates, issue of penalty orders and their implementation, wherever required through the Payroll Process etc. have to be supported by the system. E

91 Capture of proceeding details, punishments awarded D

_________________________________________________________________________________________________


Tender Document

HR



Response

92 Capture of appeals preferred by the penalized employee and recording of the decisions given by competent authorities E

93 Capture information about suspension cases including suspension revocation D

94

Maintenance of registers and compilation of periodic statements about pending cases, suspension cases, cases dismissed, punishments awarded etc. D

95

Maintaining data of cases pending in Supreme Court, High Courts, Labor Courts, Asst. Labor Commissioners, criminal cases, CBI cases, police cases in respect of employee category wise and generation of periodic reports E

96 Maintenance of all appeal and review cases and their connected reports D

97

Ability to capture detailed information of the Contractor’s laborers, keeping the data segregated from the employee data E

98

Support the recording and reconciliation of wages/PF/ESI statements of the Contactor and generation of reports as per user definable criteria. E

99

Online integration with Procurement (works order) functionality to handle procurement of services through contract labor E

100 Provision to access finance data like billing, costing etc. D

101 Provision to approve contractor bill for further processing with finance E

102 Provision for rate computation for labor rates / wages etc. E

103 Ability to maintain database of contractors and laborers E

104 Ability to capture data on laborers employed on daily basis from user departments D

105

Provision to record and manage requests for media advertisements and publishing of tender advertisements in newspapers D

106 Provision to handle grievance and complaint management ‐ Create , update , approve etc. D

Employee Self Service

_________________________________________________________________________________________________


Tender Document

HR



Response

Provision to empower employee to view information as below

107 Review and update address, family members and emergency contacts. E

108 Submit / update declarations for Income Tax calculation E

109 Add /update bank information, PAN no etc for direct deposit & expense reimbursement. E

110 Make PF nominations E

111 Review current benefits E

112 Enroll in new benefit E

113 View accrued leave balances. E

114 Apply for Leaves E

115 Apply for Loans & Advances E

116 Check Loan Balances E

117 Look up employee information including name, contact data, office location, title, etc. E

118

Display and print pay slip information for each pay period, including gross pay, taxes, other deductions and net pay, with pay period and year‐to‐date totals. E

119 View Income tax computations and projected deductions E

120 Create, change, display, review and release travel advances E

121 Approve employee requests like travel advances, leaves etc E

122

Provision to record the acknowledgement of offer letters, medical reports, verified and authenticated testimonials, caste certificates and other relevant certificates as per user defined check list E

123 Provision to send letters to previous employers/references etc., asking about the conduct and character of the applicant D

124

Ability to support joining formalities for cases such as inter departmental transfers, transfers from one location to the other, employees joining on deputation etc. E

125 Provision to generate induction training plan , schedule etc. E

_________________________________________________________________________________________________


Tender Document

HR



Response

126

Provision to automate performance appraisal process for both executive & non‐executives, with secured access mechanism. Provision to calculate ratings based on the scores entered by the appraisers. E

127 Capture information of self appraisal/ non‐executive appraisal E

128 Capture appraisal details as given by the reporting (appraising) authority, reviewing authority E

129

Support parameter wise ratings, final ratings, strengths / weakness and suggestions / recommendations for improvements by the appraising/reviewing authority E

130 Support maintenance of history of performance appraisals and promotions E

131

Support to generate reminder letters / e‐mail to the employees/ appraising authorities in case of non‐submission of appraisal reports etc. E

132 Support memo letters to be issued to the employee in case of unsatisfactory performance E

133 Give the user the ability to enter score and weightages. E

134

The system shall store the results of the employee’s performance evaluation such as Start and End Date for evaluation, Manager, Total Score, Employee Development Information, Comment etc E

Employee Enhancement ‐ Training , Competency

135

Support the process of career planning for executives & non‐executives and the process of succession planning for executives E

136 Automation of entire process of career and succession planning in the organization E

137 Support identification of future vacancies based on user – defined criteria in various cadres, skill set E

138 Allow to define career path for different category of employees D

139 Generation of reports in respect of unsatisfactory cases E

_________________________________________________________________________________________________


Tender Document

HR



Response

140 Maintain and track retirements, resignations, other vacant positions etc. E

141 Ability to maintain various roles data with descriptions of each competency and behavior. E

142 Generate reassessment in case of employee status change like transfer, promotion etc. E

143 Provision to create and maintain training calendar (Annually / Monthly ) E

144 Perspective planning and calendar for courses and their schedules E

145 Creation of training request , approval workflow of training requisitions. E

146 Provision for nominating executives/non‐executives for various trainings given internally or externally E

147

Provision to maintain history on employees trained – monthly, quarterly, half ‐yearly, yearly and cumulative: – unit‐wise, department‐wise, cadre‐wise, grade‐wise, category‐wise for executives & non‐executives or on any other criteria/ condition. E

148

Provision for training budget (for each category of training) ‐cost of training – actual expenses. Link the TA/DA/Hotel expenses payment records to find out total cost of training. E

149 Provision to maintain records on course fees paid to external training institutes E

150 System provision to send training notices to participants via email etc. E

151 Provision to track employee’s training course attendance and grade. E

152 Ability to maintain external certifications obtained by staff E

153 Provision to generate various reports related to training data E

154

Ability to identify employees for the basic training module based on their grade, and have an inbuilt escalation mechanism if someone is not attending the basic training programme E

Administration

_________________________________________________________________________________________________


Tender Document

HR



Response

155 Provision to record allotment of cars and other vehicles to executives as per entitlement D

156

Capture the details of all the vehicles available to the Organization and the details of allotments made to different executives. This should include the entire process of making requisition by the concerned User, hiring, billing of cars, issue of fuel to company owned cars, reminders regarding updating of statutory compliances, tracking of driver's details etc. E

157 Maintenance of related registers of allotment, cancellation, surrender etc. E

158

Maintaining details of different categories of properties that are maintained by the organization at different places with details/ schedules on cess/ground rent/statutory payments/other payments E

159 Acceptance and processing of applications for the allotment of quarters E

160 Ability to generate seniority lists of employees applying for quarters E

161 Ability to deduct house rent from the payroll of employees automatically on occupation of Quarter E

162 Ability to capture electric meter reading and deduct the amount from the payroll of the employees N

163

Ability to log complaints, assign jobs, track, calculate & trend data for generation of reports like Complaint redressal time in maintenance of civil, electrical ,water supply, public health etc. E

164 Master details of all residential quarters of the NINL E

165 Status of residential quarters – vacant/occupied/under repair/non‐usable etc. E

166 Details of the addition of new quarters E

167 Relaxation of rent to be paid for residential quarters , if any E

168

Support for managing the paper‐based mail system (central Dak system) – external mails, incoming mails and allotment of guest houses etc D

_________________________________________________________________________________________________


Tender Document

HR



Response

169

Integration with the Procurement Functionality for management of contract laborers, purchase of telephones and other office equipments D

170 Integration with the Inventory Functionality for – office equipments, furniture & fixtures, liveries, etc. D

171 Handling Company's own Guest House management ‐ all procedures including booking of & payment to hotels. D

172 Provision to raise request for travel and booking (Air / Train) D

173

Provision to record employee medical history data including card information , treatment database as per entitlement (includes referral & non referral hospitals) etc. E

174 Ability to track the expenditure VS Budget at any point of time E

175 Ability to prepare and monitor annual CSR plans E

176 Provision to record vehicle movements data for materials. Employee gates passes D

_________________________________________________________________________________________________


Tender Document

Finance


Priority (Essential / Desirable)

Response

General requirements

1 Ability to support complete audit trail of transactions. E

2 Ability to drill down to source documents/ journal entries. E

3

Ability to support a revision in rates with retrospective effect and trigger corresponding accounting entries. E

4

Ability to link the expenditure / income with the respective cost centers. E

5

Ability to generate the TDS/TCS certificate and the statutory returns. E

6 Ability to maintain unique vendor/employee master. E

7

Ability to enquire online into all accounts and transaction including masters , summary and detailed records for current period , prior periods at the company, division or department level. E

8

Ability to utilize workflow capabilities for routing, status, visible view of work flow, approvals including approval thresholds. E

9

Ability to establish alternate work flows ( if the requisition is pending for five days at a level then it gets re‐routed). D

10

Ability to support the valuation of inventory

E

11 Ability to handle user defined Financial concurrence procedure. D

12 Ability to generate on line liability journal entries E

13 Ability to maintain Account Code Master D

14 Ability to maintain Responsibility Code Master D

15 Ability to maintain Location Code Master E

16 Ability to maintain section Code Master D

17 Ability to maintain Division Code Master D

18 Ability to maintain Budget Code Master E

19 Ability to maintain Asset Code Master E

20

Ability to generate Age‐wise Analysis of debtors, liabilities, Creditors, Advances, Claims etc. E

21

Ability to generate exceptional reports like wrong A/c code, Suspense Account balances etc. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

22

Ability to view on screen various databases and balances in Account codes E

23

Ability to classify Income & Expenditure into Cost & Non‐cost at the time of entry into GL. E

24

Ability to link all voucher generation with account codes, responsibility codes & budget codes. E

25

Ability to two way communication with vendors thru web enabled / auto mailing/auto messaging E

26

Ability to have a cost estimate system for all types of contracts‐procurement,miscellaneous,Township,Medica l etc. E

27 Ability to support fringe benefit Tax E

28

Ability to download the ERP details to spreadsheet/ Database in a stand alone PC/file. E

29

Ability to support on‐line enquiries based on user defined parameters. E

30

Ability to account for variation resulting due to stock verification. E

31 Ability to avoid duplication of entries. E

32

Ability to generate adjustment vouchers for direct bank debits/credits based on the acceptance by the payment section. E

33 Ability to raise bills for goods & services provided to Customers E

34

Ability to generate capital commitment against unexecuted work orders/purchase orders. E

35

Facility to maintain and enforce for strict compliance, the Delegation of Powers (DOP) of the Company with a facility to update/modify/delete/add powers/grades etc. E

36

Facility to implement Work‐flow based mechanism of put up of proposal, concurrence, re‐comment, forward for approval, refer to backward for necessary action, refer to across functions for getting back along with comments/ remarks/ information/ attachments etc., and for approval and feed back. E

37 Facility to establish link between the values E

38 Facility to generate vouchers automatically based on the work‐flow out come as defined by the business rules. E

39 Facility to maintain Foreign Exchange Rates centrally and apply wherever necessary. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

40 Facility to upload exchange rates data from excel or any other system to ERP. D

41

Facility to maintain the Holiday list of NINL and that of Banks/Govt. as applicable and Head Office individually for determining Due Dates on various occasions or any other purpose. E

42 Facility to integrate the Finance Function with other functions in ERP and other legacy systems retained. E

Accounting ‐ Payable , Receivables

43

Facility to maintain vendor attributes in multiple ways like vendor type (eg. SSI, PSU, Private, Manufacturer, Dealer/Distributor, Agent contractor etc.) E

44

Facility to maintain vendor status in multiple ways eg. Black‐listed etc., and generates alerts where transactions are being entered with specified status vendors. E

45

Facility to maintain different status in different time periods during which restrictions / concessions if any apply only during those time periods with a facility to restrict and control transactions with them in those time periods. E

46 Facility to drilldown the past transactions for any vendor as desired by users E

47

Facility to maintain other attributes for vendors like Parent Company, Sister Companies, Joint Venture Companies, Subsidiary companies, Holding Company to visualize the relations between vendors/non‐vendors. E

48 Facility to maintain major financial information like turnover, profit for the last three years. E

49

Facility to maintain all types of TAX/other legal/Statutory particulars in respect of each vendor, group of vendors as required in the context of Indian Statutory/Tax legislations like TDS, Sales Tax, VAT, Entry Tax etc. with a facility to modify the same wherever required. E

50 Facility to automatic updating of Tax Laws by the ERP Product vendor as and when law changes. E

51 Facility to modify the tax law/statutory requirements by the Company wherever it is required by the user. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

52 Facility to maintain "Alternative/Alias/Short Names" for each vendor. D

53 Facility to maintain the Bank particulars/details for each vendor to facilitate for e‐payment/cheque payment etc. E

54

Facility to maintain and populate multiple scanned authorized signatures/Company seals / logos/ emblems/rubber stamp etc., of each vendor. E

55 Facility to maintain Details of "alternative authorized payee" like a bank, third party in respect of each vendor. E

56 Facility to maintain preferred methods of payments like Electronic Fund Transfer (EFT)/Cheque/DD etc. E

57 Facility to maintain and implement/enforce options like DD charges to vendor's account E

58 Facility to maintain default currency for invoices payments etc. separately. D

59 Facility to maintain and enforce default payment terms like "Immediate", "on 30th day" etc. E

60 Facility to maintain relation between Vendor Master and Customer Master where vendor is also a customer. E

61 Facility to maintain default source document with which "Invoice‐matching" is to take place (eg. Purchase Order, Receipt etc). E

62 Facility to replicate employees from Employee Master maintained in HR, as vendors/customers wherever necessary D

63 Facility to allow one‐time vendors. D

64

Facility to flag vendors where restrictions are imposed by Courts/Tax/Revenue Authorities etc., like a court attachment with ability to stop payments, divert payments to court, divert payments to a third party etc., as per directions. E

65 Facility to capture details of manufacturer as well as supplier, where applicable. E

66 Facility to restrict and control the access to Vendor Master to specific users. E

67 Facility to merge/demerge vendors wherever such event takes place at vendor level. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

68

Facility to facilitate complete automated bill passing and payment along with necessary accounting thereof as per the business rules of the Company. E

69 Facility to support Running Account Bills (RA Bills) and Final Bills in respect of PO/AT/Contracts. E

70

Facility to receive vendor invoices in various modes like on‐line/ manual/ electronic/ physical hard copies etc. with a facility to upload/feed the data/export the invoices into ERP E

71 Facility to extend facility to Vendors on web/inter‐net for uploading invoices and pushing to ERP. E

72 Facility to import invoice data into ERP from a non‐ERP application. E

73

Facility to generate invoices automatically based on predefined criteria (e.g. recurring invoices, invoices based on receipt of material etc) E

74 Facility to enter invoices/ Material Receipt numbers individually or in a batch. E

75 Facility to register vendor invoices. E

76 Facility to track invoices received but referred to other functions/vendors for clarifications/details. E

77 Facility to define reason codes where supplier invoice does not match with AT/GARN/GRN data. E

78 Facility to forward reasons/remarks requiring further clarifications/details, through e‐mail mode/work‐flow mode etc. E

79 Facility to avoid duplicate invoice entry supported by necessary checks and alerts wherever necessary. E

80 Facility to track invoices received not processed/paid E

81 Facility to maintain and implement/enforce check‐list for processing vendor invoices. E

82

Facility to ensure online availability of contract/agreement details/MOU in case of raw materials to facilitate system matching where Purchase Order may not exist. E

83

Facility to generate automatic alerts for non compliance of PO terms (documents, price, delivery date other conditions of contract) E

_________________________________________________________________________________________________


Tender Document

Finance



Response

84

Facility to view, match and display on‐line the data of Purchase Order, Vendor Invoice and Receipt/Work done details based on the GARN/GRN/other reference number supplied by user. E

85 Facility to check invoice values in foreign currency based on contractual terms. E

86 Facility to capture details like quantity, quality of the material dispatched by foreign supplier. E

87

Facility to automatically link PO, Invoice, Receipt of material/Services and Vendor Master and ability to retrieve on supply of one information, the other details. E.g. Facility to retrieve vendor details for a given PO number. D

88 Facility to match invoice to PO, Receipt in the system at line level eliminating need for physical PO / GRN. E

89 Facility to match bills with Service Entry Sheets in case of payments related to services E

90 Facility to automatically place hold on invoices not matched to PO and raise a report. E

91

Facility to maintain applicable tax details at the item level in Purchase Order/Contract. E.g.., TDS rate for various items in a contract may be different. E

92

Facility to maintain and enforce applicable Tax details for each PO/Contract. In case of inconsistency between the vendor level tax rates and that of the PO/Contract level, the latter should prevail. E

93 Facility to comply with the Indian Tax laws like TDS, TCS etc., E

94 Facility to compute and deduct TDS/TCS automatically based on the defined parameters. E

95 Facility to generate TDS data and other statutory forms returns and certificates E

96 Facility to apply the centrally maintained exchange rates automatically. E

97

Facility to compute the Due Date for payment automatically based on the terms of the concerned PO/Vendor Master/receipt of material as specified by he user after taking into consideration the Holiday list of NINL/National Holidays/Sundays etc. E

98 Facility to automatically allocate certain payments over multiple invoice lines (e.g. duty, tax, freight, handling charges etc.). E

_________________________________________________________________________________________________


Tender Document

Finance



Response

99

Facility to place invoices on hold to prevent further action like approval, payment etc and also facility to maintain remarks/reasons thereof for each of such cases. E

100 Facility to do three‐way matching i.e., PO‐Receipt (of material/services)‐invoice to ensure no differences. E

101 Facility to obtain approval for vendor invoice/ payments through work‐flow mechanism implementing DOP. E

102 Facility to approve invoices individually or in a batch E

103 Facility to automatically compute discounts as per payment term in PO Master D

104

Facility to capture the performance details such as agreed terms as per the PO/AT and the actual performance as per GARN/GRN and to compute amount payable accordingly wherever payments are to be made based on performance. E

105 Facility to capture the system generated performance certificate and to compute the amount payable wherever applicable. E

106

Facility to track quality parameters and arrive at the amount payable in terms of contract, where price and quantity is to be adjusted based on quality parameters. E

107 Facility to calculate liquidated damages based on delivery period and ability to link the same to the corresponding AT/PO. E

108 Facility to allow refund of liquidated damages based on PO Terms/ amendments. E

109

Facility to compute payable amount based on provisional prices pending finalization of final prices with ability to pay the differential amount at a later date when the prices are finalized. E

110 Facility to display/indicate, to the user, the vendor balance giving PO/Invoice wise details. E

111

Facility to provide/allow for general remarks to be made against each payment (For e.g. reasons why amounts have been withheld etc). E

112 Facility to store soft copy of all related documents along with the Running Account Bills. D

113 Facility to support summary invoicing and related payments. E

114 Facility to allocate/apportion single invoice value to multiple GL accounts. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

115 System generated alerts in case an invoice has remained unapproved beyond specified time frame. E

116

System generated alerts in case the time interval between receiving an invoice and making payment against it exceeds specified time frame. E

117

Facility to trace supplier bills in case of material rejections (where bills are unpaid) and ability to raise debit notes for ensuring recovery (where bills have been settled). E

118 Facility to obtain approval through work‐flow mechanism if invoice value exceeds the PO value. E

119 Facility to establish controls to check for abnormal values. E

120 Facility to support multiple units of measurement. E

121 Calculation of work done based on predefined formula E

122

Facility to calculate physical work done (e.g. wall painted, construction of building, excavation etc) based on formula agreed in the contract to compute amount payable to contractors. E

123 Facility to quantify various types of services received for bill processing and payment thereof. E

124 Facility to interface invoice for work done into invoice processing module. E

125 Facility to capture details of work done to facilitate liability booking. E

126 Facility to track budget details for each PO/AT/Contract as well as each vendor invoice level. E

127

Facility to have linkage with Materials and Stores function to have its access from the time of initiation to completion for each budget item. E

128

Facility to change account head at the time of payment irrespective of budget head and still maintain the link between the budget and actual expenditure. E

129

Approval of certain category of invoices like those for hotel bill, car hire, newspaper and periodicals etc based on individual employee's entitlement. E

130 Facility to make payments for invoices without three way matching like electricity, telephone, rent etc. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

131 Facility to make payments to parties where no contracts/PO exists. E

132 Facility to make payments based on certification without linking to the GRN. D

133 Facility to adjust advances and regularize bills submitted by the supplier/contractor/ employee etc. D

134 Facility to track miscellaneous advances given to employees towards imprest/local purchases etc. E

135

Facility to release payments based on attendance certification, received either offline or online (for e.g. Specialist/Consultants etc). E

136 Facility to stop payments from being made twice in case of employee entitlements. D

137

Facility to enter Debit Memo against specific invoice(s) to reduce the amount payable to vendor (for rejections, returns, price differences etc). E

138 Facility to generate debit memos automatically where payment exceeds the amount payable based on performance certification. E

139

Ability to receive payment/ Receipt Vouchers electronically from various sections E

140

Ability to directly deposit amounts into customer/employee bank account.(e‐ payment) E

141

Ability to generate challans / pay‐in‐slips along with payment vouchers. E

142 Ability to prepare Daily & periodical Cash/bank Report E

143

Ability to accept Bank statements electronically from bank as & when required. E

144

Ability to generate daily and periodical bank Reconciliation statement E

145

Ability to prompt the payment/Receipt section for direct bank debits/Credits relating to LC payment etc. based on bank control number. E

146 Ability to print the cheques online. E

147

Ability to accept/upload cheque issued by resident offices and mines into a consolidated cash book . E

_________________________________________________________________________________________________


Tender Document

Finance



Response

148

Ability to automatically create journal entries and post cash relating entries into GL. E

149

Ability to accept multiple form of payments including electronic/manual. E

150

Ability to adjust due dates for statutory payment based on declared holidays by bank etc E

151 Ability to alert in case of cash payments exceeding defined limits. E

152

Ability to assess the fund requirements date wise, purpose wise, location wise and give alerts. D

153

Ability to prompt in case of actual cash holding exceeding the insurance limit. D

154 Ability to transact thru e‐banking. E

155

Ability to transact thru SEFT/ECS/RTGS (Specific Electronic Fund Transfer, Electronic Clearing System, Real Time Gross Settlement) of Banks. E

156

Ability to indicate cash holding pattern based on historical data/user defined criteria. E

157

Ability to maintain the following registers and query online. ‐TDS challan register, Excise/Commercial Tax/ Royalty and other govt. payment register. E

158

Ability to perform monthly analysis of current expenditure vs monthly forecasts E

159

Ability to record the cash transactions in order to facilitate the cash verification at the closure of day. D

160

Ability to generate receipt(acknowledgement) slip against cash/bank receipts. D

161 Ability to use the current and forecasted foreign exchange rates. D

162

Ability to generate receipt/payment reports / journals by invoice number, customer no, employee no,date, amount etc. E

163 Ability to give statistical analysis for optimization of cash flows. D

164

Ability to reactivate / reissue the void cheques with proper controls. D

165 Ability to reprint cheques. D

166 System based payment approval hierarchy based on amount in line with NINL's Delegation of Power (DOP). E

_________________________________________________________________________________________________


Tender Document

Finance



Response

167

Facility to make payments through different modes like e‐payments, RTGS, Cheque, Bank Demand Draft, Bank Transfer, LC payment, Cash, Acceptance of Bills payable etc. E

168

Facility to make different types of payments like Advance to Vendors, payments through LC, cash payment against documents etc., as per the terms of PO/AT/ Contract. E

169 Facility to make payment to vendors by cheques/DD etc., drawn in the name of banker (a/c vendor) wherever necessary. E

170

Facility to support third party payment (Court attachment, Bank attachment cases, Power of attorney cases) and their subsequent tracking. E

171

Facility to support "Deposit" of amounts as per the directions of a Court etc., and subsequent tracking along with linking with Contingent Liability Register. D

172

Facility to generate alerts/stop payments where court attachment order is received or where there are attachment orders from statutory authorities. E

173 Facility to make full or partial payment in terms of PO/AT/Contract etc. D

174 Facility to link every payment to invoice(s) and manage outstanding balances accordingly D

175 Facility to make on account payments and linking the same with invoices at a later date. D

176 Facility to link payments made through LC/LSC with AT and GARN/GRN. E

177

Facility to link payments made against "receipted delivery challan" with regularizing GARN where payments are based on performance of material and ability to arrive at balance amount payable. E

178 Facility to pay invoices individually or in a batch. E

179 Facility to club multiple invoices on the same vendor in one payment. E

180 Facility to prioritize payments based on pre‐defined criteria e.g. due date, vendor category etc E

181 Facility to schedule payments i.e. different amount on different dates E

_________________________________________________________________________________________________


Tender Document

Finance



Response

182

Facility to create liability where payment are made in installments/percentage of the bill processed and passed, for the balance amount payable and also keep a track of the liability for subsequent discharge as required. E

183 Facility to track and allow manual payments including approvals outside the system and subsequent regularization E

184 Facility to calculate gain / loss on foreign exchange, in case of LC/foreign currency payments E

185 Advances and Adjustment

186 Workflow Based release of advance based on defined DOP in system. E

187 Facility to pay advance and apply to multiple invoices. E

188 Facility to adjust outstanding advances against vendor invoices and pay/recover the differential amount as the case may be. E

189

Facility to indicate/pop‐up the existence of unadjusted Advance, while processing payments to vendors or processing further advance. E

190 Facility to generate alerts where advances are lying unadjusted for more than the specified period. E

191

Facility to link advances to specific PO/AT/Contract to ensure adjustment of invoices against advance only on matching of vendor invoice to that PO/AT/Contract as the case may be. E

192 Facility to provide ageing report of advances in multiple currencies. E

193 Tracking of Material issued to contractors/jobs etc.

194

Facility to track materials issued on either free‐of‐cost basis or chargeable basis to contractors and accounts the same as per defined business rules. E

195

Facility to make recoveries from contractors for materials issued on free‐of‐charge basis to the extent consumed in excess of applicable norms as certified by Engineer‐in‐charge. E

196 Facility to make recoveries from contractors for materials issued on chargeable basis. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

197

Facility to track material which was issued to contractors on free‐of‐charge basis and lying with contractor un‐consumed for more than specified period/date and to include the same into the inventory valuation. E

198 Recoveries

199

Facility to recover penalty and/or to compute and pay bonus based on the actual performance of materials vis‐à‐vis the guaranteed performance as per the terms of PO/AT/Contract. E

200 Facility to compute and pay discount as per the terms agreed with vendor/supplier. E

201

Facility to generate/print/send by e‐mail, the Request letter and application for opening of LC by automatic capturing key terms of PO/AT/Contract into the LC terms. E

202 LC tracking

203 Facility to upload LC applications in banks' portals. E

204 Facility to track status of LCs. D

205 Facility to track due dates for LC payments and ability to generate payment authorization letters on the due dates. D

206

Facility to facilitate issue of request for LC amendments wherever such requisitions are received from supplier/MM Department in terms of PO. E

207 Facility to account for LC charges E

208 Facility to receive no due certificates and statutory clearances online. E

209 Facility to monitor payments made by outstation office and ability to regularize bills on receipt. E

210 Facility to permit payments after approval of time and quantity deviation. E

211 Facility to track payments made BOQ wise for each contract. D

212 Facility to track payment terms for each BOQ and release as per terms of contract. E

213 Facility to generate necessary alerts where DFT copy of invoice has not been received. E

214

Facility to withhold necessary amounts where statutory requirements have not been complied with (in case of service bills). E

_________________________________________________________________________________________________


Tender Document

Finance



Response

215 Facility to allow payments of withheld amounts to be made after fulfillment of relevant statutory requirements. E

216 Facility to monitor payments against overall contract value. E

217 Facility to make part payments against "receipted delivery challans", without linking it to GARN/GRN. E

218 Facility to adjust part payments made earlier when GARN indicates the same is a free supply. E

219 Facility to link payments to completion/installation details. E

220 Viewing Vendor Account

221 Facility to analyze ageing of vendor balances at any given point of time whether current or past or even future. E

222 Facility to generate vendor account statement to be sent to the vendors. D

223 Bank Guarantee (BG) Monitoring E

224

Facility to maintain data of Bank Guarantees received from vendors/contractors etc., including full particulars about vendor code with a link to vendor master, related PO/AT/Contract reference, Bank name with ability to link with Bank Master, BG date, BG expiry date, BG confirmation date, BG status, BG invocation details etc. E

225 Facility to implement approval of PO/Invoice subject to receipt/confirmation of BG. E

226 Facility to generate alerts wherever BG is nearing expiry date as per the preset criteria. E

227 Facility to place hold on vendor payments in cases like BG receipt/confirmation is pending or BG has expired. E

228 Facility to generate request letters for extension/invocation of bank guarantees. E

229 EMD Monitoring

230 Facility to handle EMD received in the form of cheque, BG, DD etc E

231

Facility to record collection of EMD from vendors/service providers/customers against the related PO/AT/Contract and to keep a track of it. E

232 Facility to refund/adjust deposits with age‐wise analysis. E

233 Facility to generate System Alerts on EMDs not returned to unsuccessful bidders. D

_________________________________________________________________________________________________


Tender Document

Finance



Response

234

Facility to convert EMD into Security Deposit for successful vendors and to keep link between the EMD and PO/AT/Contract and also vendor master. E

235 Demand Monitoring D

236 Facility to enter demand against a party/vendor/customer. E

237 Facility to pay directly to demand raising entity. D

238 Automatic recovery of demand amount while processing payment to the vendor on whom demand has been entered. E

239 Facility to have system based controls on recovery to avoid multiple recoveries at different places. E

240 Compliances with Tax laws E

241

Provision to maintain automatically, Excise Registers / PLA with facility for manual correction, reversal and ability to generate reports/forms/ statutory returns and generate as and when required E

242 Provision to handle credits i.e. CENVAT/VAT/ Customs/CVD/Cess etc. E

243

Provision to settle customs duty by availment of Export Benefits in the form of Duty Entitlement Pass Book credit/Advance License etc. in lieu of cash payment and account for as per the business rule of the company. E

257 Provision to generate VAT registers and returns under the VAT rules. E

258 Provision to track C Form issues and generate C' form Register. E

259 Provision to track transit forms, road permits, excise concession forms and all other statutory forms and returns. E

260 Provision to issue certificates to entities for various tax recoveries and remittances. E

261 Provision to segregate labor and material portion in a contract and apply the relevant statutory rules for the same. E

262 Provision to support deduction of Tax on advance payments & provisions E

263 Fixed Assets

264 Fixed Asset Master Data

265 Centralized definition of fixed asset categories, description, multiple depreciation rates etc E

_________________________________________________________________________________________________


Tender Document

Finance



Response

266 Centralized definition of content of the Fixed Asset Register to support CARO and other statutory requirements E

267 Provision to maintain parent‐child relationship across asset classes E

268 Provision to support different methods of depreciation like WDV, SLM etc E

269 Provision to support depreciation as per IT Act E

270 Fixed Asset Register

271 Provision to maintain FA register locally at Outstation Offices E

272 Automatically consolidate FA Register at Outstation Offices into FA Register for the company E

273 Provision to prevent Outstation Offices from entering/updating data in any FA Register other than their own FA Register E

274 Provision to record fixed assets as either capitalized or work‐in‐progress E

275 Provision to categorize assets based on various parameters like movable, immovable, plant assets etc E

276 Provision to decide the asset categorization at the time of order placement/contract finalization E

277 Provision to maintain parent ‐ child asset relationships E

278 Provision to differentiate between new asset and value adjustment/upgradation to existing capacity E

279 Record fixed assets with date placed in service in the past E

280 Record fixed assets with date placed in service in the future E

281 Provision to merge multiple fixed assets into one fixed asset D

282 Provision to rectify errors in recording fixed assets in the same period or in previous periods E

283 Provision to record number of units against each fixed assets e.g. chairs ‐ 10 units E

284 Provision to record fixed assets taken on lease e.g. mines E

285 Provision to generate Fixed Assets schedule in accordance with the Companies Act E

286 Provision to generate Fixed Assets schedule in accordance with the Income Tax Act E

287 Provision to generate asset number at the time of capitalization of asset E

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Response

288 Flexibility to port existing asset details where location code, complete description etc is not available E

289 Provision to update Fixed Asset Register upon capitalization of asset E

290 Retire Fixed Assets

291 Provision to retire entire or part of an existing fixed asset and update asset register on retirement of assets E

292 Provision to retire a group of fixed assets E

293 Provision to record salvage value, sale proceeds, cost of removal etc E

294 Provision to automatically calculate gain/loss on retirement E

295 Provision to record reason for retirement D

296 Provision to record mode of retirement e.g. sold, scrapped, donated etc D

297 Provision to handle impairment of assets as per applicable accounting standards E

298 Provision to identify assets identifying disposal E

299 Provision to re‐instate fixed assets incorrectly retired E

300 Provision to update relevant details in Asset Register assignment E

301 Option to assign each fixed asset to one or multiple employees D

302 Provision to transfer assets after specified period/value to senior employees in whose name the same was purchased E

303

Provision to generate alerts/generate reports where assets assigned to specific employees exist in the asset register even after the employee parts with the company E

304 Option to indicate the percentage of assignment where a fixed asset is assigned to multiple employees D

305 Option to record cost centre of each employee to whom the fixed asset is assigned to apportion depreciate to those cost centre D

306 Generate reports on fixed assets assigned to specific employees or cost centers D

307 Location

308 Record the physical location of each fixed asset D

309 Generate reports on fixed assets at specific location D

310 Transfer

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Response

311 Record transfer of fixed assets from one location to another or from one employee to another E

312 Insurance

313 Record insurance details against each fixed assets E

314 Record multiple insurance policy details against individual fixed assets D

315 System generated alerts / reminders to designated users about insurance premium payable D

316 Revalue fixed assets

317

Provision to revalue an existing fixed asset or a group of fixed assets or all fixed assets belonging to a category or all fixed assets in the fixed assets register and ability to account the same as per defined business rules E

318 Provision to track original value as well as the revised value for revalued assets E

319 Reclassify Fixed Assets

320 Reclassify individual fixed asset or a group of fixed assets E

321 Reclassification to automatically update depreciation rates Physical Verification of Fixed Assets E

322 Provision to record manufacturer's serial number D

323 Provision to record bar code number D

324

Provision to facilitate physical verification of fixed assets by printing fixed assets reports location‐wise, employee‐wise, category‐wise etc D

325

Provision to electronically upload fixed assets physical verification data for the system to list out missing fixed assets or not at recorded location or not with recorded employee D

326 Provision to keep track of last physical verification data for each asset record D

327 Accounting

328

Create accounting automatically for fixed assets addition, depreciation, re‐categorisation, revaluation, retirement, transfers etc E

329 Automatically interface accounting entries to the GL module E

330 Facilitate drilldown facility from the GL to individual fixed asset transaction in the fixed asset module E

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Response

331 Depreciation

332

System should support multiple depreciation method including Straight Line Method, Written Down Value method, Unit of Production based method etc E

333 Support change of useful life and effective rate of depreciation E

334 Run / roll back depreciation multiple times E

335 Suspend depreciation on specific or categories of fixed assets for specified period of time E

336 Maintain depreciation data cost centre‐wise E

337 Support change in the method of depreciation E

338 Support change in depreciation rates E

339 Forecast the depreciation and written down value for any user defined period D

340

Provision to maintain multiple depreciation rates vis‐àvis the periods to which they apply and ability to calculate depreciation with retrospective effect wherever required E

341 Others

342 Provision to integrate Fixed Assets Module with Purchasing, Accounts Payable, General Ledger and budget module E

343 Provision to generate asset details required for wealth tax purpose E

344 Provision to support capitalization/ necessary adjustment to asset values in case of exchange gains and loss, where applicable E

345 Provision to calculate depreciation for full budget year based on assets capitalized till date of budget preparation E

346 Provision to make provisions against losses on retirement of assets in respect of Assets awaiting for disposal E

347 Provision to decapitalise asset when declared surplus/idle as per accounting policy E

348 Provision to capture expenditure under "Capital Work In Progress", till completion/commissioning of Asset E

349 Provision to transfer from CWIP to respective Asset Account on completion of work E

350 Provision to capitalize insurance/other spares based on necessary flagging and as per defined business rules E

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Response

351

Provision to link the insurance spares with the plant units and ability to generate alerts where spares are retained even after the asset has been sold E

352

Provision to maintain component wise break up of the capitalized value of assets like original cost, installation cost, allocated amount of indirect expenditure, interest capitalized etc E

353 Cash and Bank

354 Cash and Bank Payments

355 Bank Master Maintenance ‐ Provision to maintain list of approved banks E

356 Provision to print Cheques with pre‐printed stationary E

357 Provision to print pay‐in‐slip(request for bankers' cheque, DD etc.), money‐receipt, deposit slip, covering letter etc from system E

358 Provision to generate alerts if cash balance exceeds particular amount D

359 Provision to generate alerts if cash payment being prepared / authorized exceeds particular limit. D

360 Provision to maintain denomination‐wise control over cash balance D

361 Provision to generate alerts where payments are made before due date D

362 Provision to have cash verification E

363 Provision to restrict certain document types in cash/ bank book E

364 Provision to generate stale cheque report E

365 Provision to adjust due dates for statutory payments like TDS/PF etc based on declared holidays by bank, NINL etc E

366 Provision to reissue void/stale cheques with necessary controls as per defined business rules E

367 Provision to handle e‐payments/RTGS etc E

368 Provision to handle digital signatures and ability to verify the same E

369 Provision to capture the Bank charges details and suggest suitable banker for transacting D

370 Provision to issue direct authorizations to bank for debits E

371 Provision to account for the direct debits/credits in the bank accounts in the cash book E

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Response

372 Provision to verify the bank charges as per the business rules E

373 Provision to update interest rates of each banker and select the banker for utilization of limits E

374 Provision to verify the interest charges levied by the banks based on the credit limits and interest rates E

375 Bank Reconciliation

376

Provision to integrate bank reconciliation system with the payment and collection recording modules to eliminate any duplicate data entry E

377

Provision to integrate bank reconciliation system with General Ledger to consider any bank related journal entries such as those for bank transfers etc E

378 Provision to load bank statements into system E

379 Provision to enter items in bank statements manually E

380

Provision to reconcile bank statement with payments, collections, adjustments etc recorded in the system based on the cheque number or such other reference number E

381 Provision to generate bank reconciliation statement listing unreconciled transactions E

382 Cash Forecasting / Fund Management

383

Provision to forecast expected date of payment to vendors based on PO raised, expected date of delivery and invoice received from them E

384

Provision to forecast expected date of collection from customer based on Sales Order received, expected date of shipment and invoice raised on them E

385 Provision to forecast net fund requirements for given future date based on above E

386 Provision to forecast across time buckets e.g. one day, one week etc. for the unit / Organization. E

387 Provision to forecast in currencies (separately for AUD ,USD, INR etc) E

388 Provision to indicate cash holding pattern based on historical data/user defined criteria E

389 Provision to give statistical analysis for optimization of cash flows E

390 Provision to accept user defined data for forecasting E

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Response

391 Investments

392

Provision to track details investments made along with details of amount invested, interest rate applicable, interest due dates, maturity date E

393 Provision to support computation of interest due in respect of investments made E

394 Provision to support tendering process for investments to determine highest interest rate quoted E

395 Others

396 Provision to upload exchange rates data from excel or any other system to ERP D

397 Provision to maintain the LC/BG Limits, Utilizations etc. bank wise E

398 Provision to consolidate the bank credit limits requirement and prepare the required data to be submitted to Bank E

399 Provision to prepare the information required to be submitted to Bank for availing Credit Limits either monthly or yearly E

400 Costing E

401 Ability to pickup the production data on real time basis. E

402

Ability to pickup the raw material consumption rates on real time basis. E

403

Ability to pickup the financial information (e.g. stores consumption, salaries, contractual expenses, depreciation etc.) against individual cost centers and use them in cost calculations. E

404 Ability to track cost against specific sale orders. D

405 Ability to do process costing for integrated steel plants. E

406

Ability to calculate cost of services (e.g. oxygen , compressed air , steam , electricity etc.) E

407 Ability to add/delete/modify/merge the cost centers. E

408 Ability to periodically rank products by contribution E

409

Ability to factor in productivity loss in certain products while calculating cost.

410 Ability to do joint product costing. E

411 Ability to do by‐product costing. E

412 Ability to do job‐costing. E

413 Ability to do costing of captive mines material. E

414 Ability to calculate the cost product wise. E

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Response

415 Ability to calculate the cost section wise E

416 Ability to calculate the cost quality wise E

417 Ability to determine profitability order wise.

418

Ability to conform with Cost Audit Report Rules wherever cost audit has been made mandatory. E

419

Ability to change the costing methodology consequent to changes in statutes / Company policy. E

420

Ability to support cost apportionment on user defined parameters in cases where the cost cannot be directly identified with cost centre. E

421

Ability to generate standard cost based on annual business plan and operation budget. E

422 Ability to analyze cost variances with standards. E

423 Ability to analyze cost variances with previous period costs E

424

Ability to breakdown the cost into major equipment for example costing of hot metal. E

425

Ability to calculate the target cost of a specific steel chemistry and comparison of the actual with variances. E

426

Ability to generate material balances (coke,WIP etc on a continuous basis) E

427

Ability to estimate the profits on periodic basis based on production , techno economics and financial details. E

428

Ability to perform variance analysis w.r.t. budget and previous period. E

429

Ability to perform variance analysis w.r.t. any user defined period. E

430

Ability to update the cost and financial figures of previous year/ budget year for variance analysis purpose. E

431 Ability to input the data based on estimates. D

432

Ability to input estimated export sales or actual details for working of various reports. E

433

Ability to generate financial impacts of various techno‐economics parameters as compared to norms or any previous period. E

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Response

434

Ability to generate product‐Mix calculation w.r.t budgeted Mix calculation and any previous period calculation. E

435

Provision to capture and report costs against each dimension in the chart of account structure such as unit, department, location, product, project etc E

436 Provision to define cost centers across the organization E

437 Provision to define various elements of costs for cost sheet preparation E

438 Provision to handle process costing (i.e. co‐product, by product costing etc), standard costing, batch costing etc. E

439 Facility to pool costs and then allocate / reallocate costs to other cost centers / across organization based on predefined basis E

440 Provision to print various allocation schedules prior to the financial closing of the period E

441 Provision to allocate overheads either on a percentage basis or as quantified by the service providing department E

442 Provision to rerun cost allocations when the underlying data changes E

443 Provision to combine the costs for several input sources and allocate in one allocation source through parameters E

444 Provision to allocate common costs across departments / products / units based on predefined basis. E

445 Provision to generate periodic cost sheets for each product (co‐ product, byproduct, end product etc), process & services. E

446 Provision to generate various kinds of cost sheets like product, process etc as required E

447 Facility to reconcile costing reports with financial reports E

448 Facility to compare actual costs with standard costs and analyze variances E

449 Flexibility to accept new elements/parameters for preparation of cost sheets E

450 Provision to support compliance with AS2 Cost Audit / Cost Accounting related statutes, rules and standards. E

451 Provision to generate contribution and Net Margin statements/reports and ability to rank products E

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Response

452 Provision to capture online NSR details, grade wise for all products to facilitate preparation of contribution statements E

453 Provision to support variance analysis between budget and actual across various periods. E

454 Provision to generate separate product sheets for a group of products including those across different product ranges E

455 Provision to compute costs for inventory valuation purpose based on defined accounting policy E

456 Provision to have access to production data on a real time basis E

457 Provision to do costing of captive mines materials E

458 Provision to factor in handling losses while computing the costs E

459 Provision to comply with the requirements of Cost Audit Record Rules E

460 Provision to perform cost benefit/make or buy calculations E

461 Provision to calculate target cost of a specific steel chemistry and ability to compare actual costs and analyze variance E

462 Provision to give credit to the same process for the income, if any, generated at process/product/element level. E

463 Provision to support categorization of costs into fixed/variable costs at process/product/element/cost centre levels. E

464 Provision to accept costs/rates on adhoc basis, where prices have not been finalized E

465

Provision to maintain mapping between chart of accounts and costing system along with cost centre/responsibility centre system. E

466 Provision to capture depreciation particulars from Fixed Asset Module and ability to include the same in cost sheet preparation E

467 Facility to prepare cumulative product cost sheets to facilitate comparison with process cost sheets E

468

Facility to determine cost for any process with or without depreciation and interest component and ability to transfer relevant amount to subsequent process E

469 Budgeting

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Response

470

Flexibility for importing data from non‐ERP system and vice‐versa to prepare their budget at the department level, forward it for approval, modification and consolidation at the company level with appropriate approval hierarchy at each level E

471 Facility to maintain budget at each a/c code / cost code / cost center level. E

472 Facility to maintain capital as well as Revenue budgets E

473 Facility to maintain record of each version of budget during it's preparation phase E

474 Facility to create multiple budgets in same year and ability to link each of them with actual simultaneously D

475 Facility to maintain original budget, revised budget and latest forecast for each account D

476 Facility to automatically allocate an annual budget over multiple periods on a predefined basis. E

477 Facility to automatically generate a budget from previous years actual or budget with a percentage increase or decrease D

478 Facility to create flexible budgets based on user defined relationships among various accounts D

479 Facility to maintain current year, last year and next year budgets by period D

480 Facility to enable online budget encumbrance E

481 Facility to view budget availability / utilization on a real‐time basis E

482 Facility to reappropriate budget across various budget heads. E

483 Facility to prepare budget based on top‐down / bottom‐up approach E

484

Facility to generate different types of variance reports (like actual vs. budget, actual on year to year and month to month basis etc as well as yield/usage/volume/price reports etc) E

485 Facility to compare budgets with figures for previous years on a year to year basis/month to month basis etc E

486 Facility to restrict transfer/reappropriation of budgets between capital and revenue items E

487 Facility to allow enhancements to budgets by way of additions (i.e. additional budget requirement) E

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Response

488 Facility to restore budgets if the allocated/sanctioned amount is left unutilized or on account of dropping/revision of proposals E

489 Provision to link expenditure/income with the respective budgets E

490 Provision to do trend analysis over multiple periods E

491 Provision to make what if scenario and modeling E

492

Provision to summarize important assumptions used in preparation of various budgets (e.g. Price Increase, wage rate, capacity utilization of each scenario for comparison purpose E

493 Provision to facilitate zero based budgeting E

494 Provision to prompt percentage exhaustion of the budget under various budgets D

495

Provision to give forecasts based on the data available in the system for various elements of income and expenditure, both quantities and values E

496

Provision to facilitate inter‐budget comparisons(i.e. amount budgeted under IEBR, amount budgeted under MoU etc) both at the time of budget preparation and at the time of analysis E

497 Provision to facilitate budget revisions during the year E

498 Provision to integrate with other modules for the required data for preparation of Budgets and variance analysis E

499 Projects

500 Provision to assign employees / resources to individual tasks E

501 Provision to define, track and report on budget for each project at the lowest task level E

502 Provision to track project expenses at the lowest task level E

503 Facility to adjust costs booked to projects E

504 Provision to restrict access to specific projects to specific users E

505 Provision to restrict access to specific data in each project to specific users E

506 Provision to keep project open across multiple accounting period and year E

507 Provision to automatically generate alerts in case of deviation between actual project progress and project schedule E

508 Provision to monitor the milestone payments to contractors as per the billing schedule E

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Response

509 Provision to enable project capitalization on completion or in phases E

510

Provision to add project created asset to existing fixed asset(s) e.g. extension to existing building, adding child asset to an existing machinery E

511 Provision to link fixed assets assigned to the project from the fixed assets register E

512 Provision to capture expenditure as "Capital Work in Progress"(CWIP) till completion/commissioning of asset E

513 Provision to track expenditure with reference to a particular asset for which different job codes exists E

514 Provision to track expenditure in respect of each individual asset where a single job code is applicable for all such assets E

515 Provision to ensure availability of contract details including value online to facilitate bill processing and payments E

516 Provision to track materials issued to contractors vis‐àvis actual utilization E

517 Provision to make necessary recoveries from contractors where materials have been issued on recoverable basis E

518 Provision to generate necessary reports on expenditure incurred on various projects/schemes, as required D

519 Provision to record project invoices with details of project code, activity, task etc E

520 Provision to track reasons for any amendment to contracts D

521 Provision to furnish analysis of cost over runs E

522

Provision to capture and implement asset codes, account code, probable date of capitalization, cost center code, responsibility code for each and every contract/AT at the time of entering the contract/issuing AT E

523 Provision to calculate the recoveries on account of LD and Milestone penalties as per the contract E

524 Provision to track payment terms for each BOQ and adhere till completion of contract. E

525 Provision to link payments to commodity norms to account the consumption or recovery for materials issued free of cost. E

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Finance



Response

526

Provision to track advance payment and automatic adjustments of the same while billing and payments to contractors periodically. E

527 Provision to link with BG Module and provision to release the value of BG based on the advance settlement. E

528 Provision to capture tax amounts or rates in the contract and calculate the variations if any on amendments. E

529 Provision to calculate the recoveries on account of excess consumption of free issue material more than norms. E

530 Provision to capture and track the Equipment Receipt Note details to arrive at the amount payable as per the contract E

531 Facility to provide for liability based on work completion certificate issued by Engineer in Charge E

532 Facility to implement billing schedule from Non‐ERP system E

533 Facility to create liability for the work done based on the online certification E

534 Integration with other Modules E

535 Integration with bill passing module to interface costs being incurred on the project E

536 Integration with the fixed asset register to assign fixed assets to the project and to capitalize projects E

537 Integration with the General Ledger to interface accounting entries E

538 Integration with purchasing module to link requisitions / purchase orders to specific projects and tasks E

539 Integration with the HR management module to enable assignment of employees to specific projects E

540 Integration with the inventory management module to interface inventory transactions related to projects E

541 Integration with Primavera to both share master data and receive project updates E

542 Integration with MS Projects E

543 Accounts Receivable

544 Local Sales

545 Centralized Customer master across the organization E

546 Facility to update the following details in respect of customers

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Response

547 Nature of credit ‐Whether secured or unsecured E

548 Applicability of Interest whether Interest Free Credit or Interest bearing credit E

549 Facility to restrict quantity lifted by customer to the amount of advance E

550 Facility to raise invoices online in case of dispatches by rail E

551 Facility to raise invoices in case goods have been sent out for conversion based on DC submitted by conversion agent E

552

Support online pricing of invoices in case of by‐product sales based on test certificate details and related contract with customers E

553 LC Monitoring and Receipts E

554 Provision to track LC with respect to Export Sales as well as Domestic Sales E

555

Provision to maintain LC details such as country, currency, bank name, customer name, amount, date, validity, type (usance etc), receipt date, reference of sales order, negotiation etc E

556 Handling amendments to LC E

557

Provision to link with Marketing module for exercising control over dispatch of material only after receipt of LC, where applicable E

558 Provision to control that value of Proforma Invoice is within value of LC E

559

Provision to generate alerts / reports to highlight cases where LC is required as per terms and conditions of sales order but not received till date E

560 Provision to generate status report including pricing reports E

561 Provision to send system generated auto‐mail to customers on various transactions. E

562 Export Sales D

563 Provision to prepare Bill of Exchange, Invoice, Covering Letter to Negotiating Bank E

564 Provision to capture weighment details from Port Office to facilitate invoice generation E

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Response

565

Provision to track dispatches from Plant to Port, from Port to Wharfages, actual shipment details, balance quantity on wharfages, material returns to plants E

566

Tracking receipt of collection, ensuring negotiating bank credits NINL as per LC terms, recovery of interest for delayed collections etc. E

567 Provision to determine exchange fluctuations based on actual realized amount E

568 Provision to account for unrealized gain/loss in respect of outstanding debtors E

569 Provision to raise invoice with zero value where red alert clause in LC has been invoked and linking the same with earlier invoice E

570 Accounting of Export Sales in both foreign as well as domestic currency E

571 Provision to track of all Export related cost in domestic and foreign currency E

572 Provision to support calculation and accounting of demurrage / port handling charges E

573 Provision to support monitoring of dispatch and demurrage claims E

574 Accounting for Customer Collections

575 Provision to account for receipt of cheque/DD, track whether dishonored or not E

576

Provision to support accounting of advance received from customer and ability to classify advance separately from amount outstanding against invoices for balance sheet disclosure. E

577 Provision to support refund of advance if value of dispatch is less than advance amount E

578

Provision to transfer balances lying to the credit of a customer against multiple Money Receipts and multiple DOs as free balance by a single journal (for refund or to be used for further transactions) E

579 Provision to support accounting of collection received at location other than where invoice is raised. E

580 Provision to handle accounting of collection received from customers received in e‐payment mode. E

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Finance



Response

581 Provision to adjust receipt with invoice and show net amount outstanding E

582 Customer Account Reporting

583 Maintaining common customer master to be used by all units / regions. D

584 Provision to support maintenance of master centrally but viewing by multiple users across unites / regions D

585 Provision to prevent creation of duplicate customer master records D

586 Support availability of customer balance on real time basis (i.e. any date not necessarily being month end date) D

587 Provision to display break up of customer balance against each sales order / invoice D

588

Generation of customer outstanding statement on a consolidated basis across units / regions or only with respect to individual unit/location D

589

Support customer ledger on gross basis (showing all debit and credit entries) and net basis (only outstanding or unadjusted debit or credit entries) D

590 Support generate ageing analysis (less than / more than six months etc) required for balance sheet presentation D

591

Provision to generate outstanding report only for one customer, only for domestic sales, only for export sales or combination thereof. D

592 Support generating outstanding report in foreign currency for export sales D

593

Provision to generate report on customer profile/customer statement of account for a specific period and sending the same to customer. D

594

Provision to raise debit/credit advices/notes on customers for rate differences, sales returns, additional discounts, penalties, interest for late payments etc E

595 Provision to provide for doubtful debts and ability to facilitate write off of customer balances, where necessary E

596 Provision to define reason codes for write off D

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Finance



Response

597 Provision to adjust customer receivables against amounts due to the customer D

598 Provision to compute amount, if any, due to the customer after closure of sale order E

599

Provision to report the sales and customer balances with different categories like Govt. Departments, Non Govt., Projects, End user basis etc. D

600 Provision to ensure reversals of provisions made where amounts have been realized/settled otherwise from customers D

601 Provision to generate reports of balances outstanding for more than a defined period D

602 Accounting of Export Benefits

603 Provision to track Export Benefits applied for, their receipt, due date, utilization, sale and closing stock D

604 Provision to account for receipt of Export Benefits D

605 Provision to account for utilization of Export Benefits D

606 Provision to send alerts to users on approaching end of validity period of Export Benefits D

607 Provision to account for profit or loss on sale of Export Benefits to third parties D

608 Others

609 Provision to update Excise Registers/Records on dispatch of goods from plant E

610 Provision to generate NSR/Turnover reports country‐wise, contract‐wise, month‐wise, party‐wise E

611 Generation of necessary TDS/TCS/VAT and other statutory returns E

612 Provision to facilitate monitoring of BG/LC limits and ability to ensure that outstanding are within the security limit E

613 Provision to monitoring of Post Dated Cheques received from customers E

614 Provision to support various types of discounts like flat discount, volume discount etc E

615 Provision to pass necessary entries, as per defined business rules, in case stocks dispatched to unites/stockyards E

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Response

616 Provision to track sales made by various unites and ability to track inventory lying across unites/ports online E

617 Provision to generate necessary Sales Reports required for Sales Tax/VAT purpose E

618

Provision to initiate recoveries from consignment agents where quantity dispatched differs from the quantity actually received after allowances. E

619 Indirect Taxes

620 Facility to support VAT, CST, ED reconciliation. E

621 Facility to record receipt of C forms from customers and generate follow up reminders for C forms E

622 Facility to generate monthly / annual returns and sales tax registers, payment of sales tax to government treasury etc E

623 Accounting for Port Expenses

624 Facility to account for Freight charges, C&F Charges, Haulage, Siding etc by linking it with dispatch of metal E

625 Reconciliation of port expenses with respect to dispatch and accounting of stock E

626 Alert for payment of port dues D

627 General Ledger

628 Chart of Accounts

629 Option to have same or different chart of account structure across the organization E

630 Capture multiple dimensions (e.g. department, location, product, project, personal no. etc) in the chart of account E

631 Facility to record asset, liability, expense and revenue against each dimension in the chart of account structure E

632 Option to have centralized or decentralized maintenance of chart of account values E

633 Facility to put end date to use of specific chart of account values E

634 Facility to remove end date to use of specific chart of account values to make the value active again E

635 Facility to restrict access to specific values to specific users / units E

636 Facility to have Parent‐child hierarchy in chart of account values E

637 Facility to prevent inactive accounts from appearing on reports and financial statements D

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Finance



Response

638 Facility to add new values/modify values to Chart of Accounts depending on requirement E

639 Facility to classify an account code differently in different accounting periods, based on requirements D

640 Facility to keep track of old account codes in case of any reclassification by way of transfer to a new account code D

641 Calendar

642 Define calendar based on organization's accounting and reporting requirements E

643 Facility to open multiple accounting periods i.e. open the next accounting period before closing the current accounting period E

644 Facility to open multiple accounting years by opening periods in multiple accounting years E

645 Close an accounting period to prevent any entries in that period D

646

Reopen previously closed periods, whether in the same accounting year or previous accounting year, to make prior period adjustments D

647 Journals

648 Enter journal entries manually or interface journals from non‐ERP applications D

649 Have entry, approval & posting level and amount based journal approval hierarchy with option to edit up to approval stage. D

650 Alert for action for vouchers pending at different levels E

651 Provision to have automatic journal numbering identifiable with section / department etc. D

652 Journals to have unlimited number of lines including narration for the journal as well as each line. D

653 Look up account numbers and descriptions during journal entry D

654 Use codes to default account combinations D

655 Facility to enter statistical journals with statistical balances to be used in formula or reports D

656 Compressed Journal Voucher Printing E

657 Provision to capture journal entries based on string‐search into Narration fields and any other fields. D

658 Allocation Journals

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Response

659 Provision to allocate overhead account balances to other accounts based on fixed amounts or user defined percentages E

660 Provision to post any GL transaction to multiple account distributions based on user defined percentages E

661 Provision to automatically create journal entries from allocation schedule E

662 Recurring Journals

663 Provision to define recurring journal templates with or without amounts D

664 Provision to automatically generate recurring journals D

665 Provision to schedule generation and posting of recurring journals, importing journal D

666 Import journals from non‐ERP applications D

667 Schedule journal import to run as and when required D

668 Provision to set rules to check correctness of journals before import. E

669 Facility to make or prevent changes to journals imported from non‐ERP systems / ERP sub ledgers D

670 Reversing Journal

671 Reverse journals entered and posted earlier without having to re‐enter the journal E

672 Facility to reverse a journal multiple times D

673 Facility to link reversed journal to original journal E

674 Accounting Year‐end closing

675 Provision to perform unlimited closing cycles D

676

Provision to automatically net off the expense and revenue accounts closing balances to retained earnings account and carry the same to the following accounting year E

677

Capability of defining separate consolidation and final accounting procedures for selected accounting units e.g. PF Trust, Foreign subsidiaries E

678 Year‐end reporting

679 Provision to generate Trial Balances and schedules for the units and for the company as a whole in user defined excel format E

680 Provision to generate Profit & Loss Account and Balance Sheet in user defined excel format for the company E

_________________________________________________________________________________________________


Tender Document

Finance



Response

681

Provision to generate other statutory reports such as Segment Report etc for both individual units and the company as a whole in user defined excel format E

682 Provision to generate Fund Flow Report for the company as a whole in user defined excel format E

683 Provision to support Indian and International Accounting Standards E

684 Provision to support requirements of Schedule VI to the Companies Act E

685 Provision to allocate expenditure during construction/interest during construction to different schemes E

686 Provision to support multi currency transactions D

687

Provision to automatically carry forward closing balances of a particular financial year to opening balance of the current year, with user defined control and authorization D

688 Provision to create multiple versions of financial statement report and ability to customize reports as required by users E

689 Provision to generate comparative statements for various periods as defined by users E

690 Provision to print various reports as required by users and management E

691

Provision to support computation of various financial ratios as defined by users and ability to compare the same with previous year and year to date E

692 Provision to support provisional journal entries E

693 Provision to support multi company operations D

694

Provision to pickup previous year figures in current year financial statements and ability to regroup/reclassify previous year figures where necessary E

695 Provision to make necessary adjustments for Mines Raising Cost at the time of preparation of Financial Statements E

696 Others

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Tender Document

Finance



Response

697

Provision to circulate the details required from various users across the organization from ERP/Non‐ERP databases for the purpose of accounts closing/auditing and also ability to receive information in response to the said circular and automatically generate accounting entries and MIS D

698

Provision to track Government Audit Comments and replies thereto with facilities to maintain additional relevant details and string search facility D

699 Provision to maintain Contingent Liability register D

700 Provision to generate accounting entries based on workflow approval E

701 Direct Taxes

702 Provision to support Tax Audit reports as required under Income tax Act E

703 Provision to support wealth tax computations as per applicable provisions E

704 Provision to capture relevant details and compute FBT as per applicable provisions E

705 Provision to support advance tax computation and payment, both Income Tax and Fringe Benefit Tax E

706 Provision to track tax deducted from Company’s Income and its claim/realization/settlement E

707

Provision to file tax returns electronically and submit details requested for by tax authorities either as attachment to the return or by email E

708 Indirect Taxes

709 Provision to support VAT, CST, ED reconciliation. E

710 Provision to record receipt of C forms from customers, follow up reminders for C forms E

711

Provision to generate details for monthly / annual returns and sales tax registers, payment of sales tax to government treasury etc E

712 Provision to support Cenvat Credit for service tax E

713 Provision to support Modvat utilization (materials as well as capital goods) for excise duly on sales E

_________________________________________________________________________________________________


Tender Document

Finance



Response

714 Provision to support accounting of entry tax, generating entry tax return E

715 Provision to track purchases made under VAT/CST/Import for availing necessary credit E

716 Provision to track purchases made for Township, Hospitals E

717 Provision to track items issued on which VAT credit cannot be availed E

718 Provision to track items issued on which VAT credit cannot be availed E

719 Provision to track Service Tax paid by HQ, Mines for availing credit E

720 Provision to flag/identify documents eligible for CENVAT/VAT/Service Tax credit E

721 Provision to decide applicability of CENVAT for items usage wise, location wise, vendor wise etc E

722

Provision to compute interest on delayed payment of tax and ability to capture the same in the return in respect of Sales Tax, Entry Tax, Excise Duty etc. E

723 Provision to capture invoice/production/stock details online from various sources E

724 Provision to generate tax liability and trigger accounting entries E

725 Provision to track excise payments/dues after considering CENVAT credit E

726 Provision to generate Service Tax and other statutory returns E

727 Provision to monitor phased Cenvat / VAT Credit in respect of Capital Goods E

728 Provision to Generate Cenvat availment & utilization report E

729 Provision to handle multiple registrations with Tax departments per unit E

730 Provision to generate report for materials issued to non eligible departments / indenters like Township, Mines, Projects etc. E

731

Provision to file tax returns electronically and submit details requested for by tax authorities either as attachment to the return or by email E

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Tender Document

Finance



Response

732

Facility to define payments schedules of various taxes and duties; send alerts / reminders to designated individuals for deposit of Tax in time D

733 Facility to compute recovery, remittance and filing of returns of various taxes & duties D

734 Facility to track Way Bill Utilization D

735 Facility to discharge tax liability by way of payment/credit utilization, where applicable/reversal D

736 Inventory D

737 Facility to support online valuation of Inventory D

738 Facility to have online access/information on inventory availability across Port/ mines / plants D

739 Facility to have inventory ageing report E

740 Facility to value inventory as per accounting policy i.e. weighted average, FIFO etc E

741 Facility to integrate costing module with inventory module to facilitate inventory valuation E

742 Facility to consider subsequent period NSR while determining lower of cost or net realizable value E

743 Facility to account for differences arising on account of physical verification E

744 Facility to link with work order when material are issued to contractors E

745 Facility to account/adjust for transit loss to inventory E

746

Facility to value issues of stores items as per defined business rules (i.e. moving weighted average/monthly weighted average etc. as the case may be) and ability to post to the appropriate GL Code D

747 Facility to identify nature of issues i.e. whether free/recoverable issue to contractors or consumption by company etc D

748

Facility to value consumption of raw material as per defined business rules((i.e. moving weighted average/monthly weighted average etc. as the case may be and ability to post to the appropriate GL code E

749 Facility to make necessary adjustments to consumption, in case of price revisions, where applicable E

_________________________________________________________________________________________________


Tender Document

Finance



Response

750 Facility to track materials issued to contractors vis‐àvis their utilization and ability to value closing inventory E

751 Facility to link GARN raised on receipt of materials with issue note when materials have been sent out on repair E

752 Facility to track materials sent out on repairs E

753 Provision to create necessary provisions for slow moving/non moving inventory as per business rules E

754

Provision to arrive at landed cost of material including customs duty and port charges, freight charges, clearing and forwarding agent charges and other applicable charges, as the case may be E

755 Provision to value GARN/GRN raised as per defined business rules E

756 Provision to maintain Priced Stores Ledger E

757 Provision to track quantitative consumption data in respect of raw materials (including those received from mines) in system E

758 Provision to arrive at necessary values for missing/extra wagons and account for liability/claims as per defined rules E

759

Provision to integrate with Railways RR generation module / Provision to receive RR details online from supplier agent to facilitate raising of GRN D

760 Provision to have online visibility of Port Stock to facilitate online inventory valuation D

761 Provision to value Stock Adjustment/Stock Transfer Vouchers/Stores Return Note etc as per defined business rules D

762

Provision to do quantity reconciliation between procurement, consumption, production, dispatch, sale, shortages and closing stocks E

763 Provision to value inventories including Export Benefits utilized for clearing of goods. D

764

Provision to value unutilized Export Benefits on hand and ability to create link them with exports to measure the export obligation fulfillment and ability to create liability for the export obligations to be fulfilled. D

765

Provision to allocate overhead account balances to issues/consumption and closing inventory based on fixed amounts or user defined percentages E

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Tender Document

Finance



Response

766 Provision to support adjustment of VAT credit taken at the time of issue/inventory valuation E

767 Provision to obtain details of book balances of inventory to facilitate physical verification E

768 Provision to update physical verification details in case of inventories for the system to list out excess/shortage report E

769

Provision to value shortages/excess inventory as per defined business rules and ability to classify the same as normal/abnormal E

770 Others

771 Provision to handle payments in respect of customs duty and port charges E

772 Provision to support utilization of export licenses and ability to support accounting of the same as per defined business rules E

773 Provision to track status of claims lodged (Railways and Insurance) E

774 Provision to generate necessary alerts when insurance is due for indigenous/imported materials E

775 Provision to generate necessary MIS for claims lodged and claims outstanding D

776 Provision to track insurance policies D

777 Provision to handle freight payments to railways and other freight payments like ocean freight, air freight etc E

778

Provision to handle payments to transportation/stevedoring agents/conversion agents etc based on contracts entered by the concerned operating department i.e. Works/Marketing etc E

779

Provision to handle payments in respect of Sampling and Analysis bills, Technical Consultancy Services etc and related statutory provisions like TDS E

780 Provision to receive details of claims to be lodged online from users D

781 Provision to receive online data in respect of amounts recovered from Employees towards Group Personal Accident Policy D

782 Provision to receive online data in respect of RR and Freight Amount D

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Tender Document

Finance



Response

783 Provision to support alerts where claims are pending for settlement for more than defined period D

784 Provision to receive dispatch details in respect of outward traffic online E

785

Provision to handle payments due to consignment agent and ability to handle payments in respect of transportation and handling contractors as per contract terms E

786 Provision to handle payments due to conversion agents in respect of conversion cases based on contract entered E

787 Provision to handle lease payments in respect of leased accommodation taken for employees E

788

Provision to handle other miscellaneous payments like advertisement, printing stationery and other administrative expenses E

789

Provision to track deposits held with various statutory authorities/agencies for different purposes along with interest details D

790 Provision to integrate with Railways RR generation module to facilitate online receipt of RR data E

791 Provision to release advances to various agencies towards deposits and adjustment of bills for the services rendered E

792

Provision to derive the service tax, income tax etc. amounts when the same is payable by NINL as per contract terms attendance details E

Employee Payments

793

Facility to capture attendance details from Daily Attendance Recording System as well as from biometric/other technical devices for payroll processing E

794 Facility to maintain all types of leave as applicable to NINL, both on calendar year as well as on financial year basis E

795 Facility to maintain leave records for computation of increments/pay revision with retrospective effect E

Loans and Advances

796 Facility to define multiple types of loans as per NINL’s policy E

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Tender Document

Finance



Response

797

Facility to capture details in respect of loans granted to employees and ability to enforce system based checks on eligibility of the employee for the same as per Company Policy E

798 Facility to compute EMI in respect of loans granted and ability to deduct monthly installments as defined from payroll E

799 Facility to support any modification in the number of installments for repayment and ability to revise EMI accordingly E

800

Facility to monitor loan balances including computation of interest and ability to generate reports on loan deduction and balance E

801 Facility to handle instances where there is prepayment of loans by employees E

802

Facility to handle payment of various kinds of advances to employees like vehicle advance/Festival Advance/House Building Advance and other advances as defined and ability to maintain Employee‐wise recovery position, recovery list and outstanding balances list month wise or as user defined E

803 Facility to generate alerts where old advances remain unsettled at the time of grant of fresh advances D

804

Facility to initiate recovery of advances from payroll where necessary bills have not been produced by the employee for settling the advance within the defined period E

805 Facility to handle recoveries in respect of Housing Loans E

806 Facility to handle payment of interest subsidy to employees i.e. differential interest where employee has taken loan from outside E

807

Provision to support recovery of all other types of loans with reports like recoveries made, overdue list etc. and intimation thereof to the concerned employee. E

808

Provision to maintain loan register with facility to monitor compliances by the employees/ to issue reminders/take actions for violations. E

809 Provision to keep track of loans/advances availed by employee during the service of the employee. E

810 Provision to handle payments in respect of advance against LTC/LLTC etc E

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Tender Document

Finance



Response

811 Provision to adjust advance on submission of necessary bills and pay differential amount or initiate recovery, as the case may be E

812 Provision to have a follow up of outstanding advance entries with staff members – Letter generation D

813

Provision to generate reminder letters if LTC’s final claim is not submitted within the prescribed time and provision for automatic recovery action of pending advance incase of non‐submission of bill as per Rules. D

814

Provision to handle payments of medical advance/ reimbursements (based on details received), recovery and taxation (if any) thereon Deduction of Income Tax, Professional Tax, PF, ESI etc E

815

Ability to capture/integrate invoice & dispatch data for Sales Tax. E

816

Ability to verify Vendor payment with proper cenvat considerations E

817

Ability to update the vendor tax master for concessional forms received in respect of Sales tax,entry tax,excise duty etc., E

818 Ability to track excise concession forms. E

819

Ability to support Tax related amendment of open sales & purchase orders. E

820

Ability to support deduction of Tax on advance payments & provisions. E

821

Ability to support Cenvat reversals for non receipts & Cenvat recredit & trigger corresponding accounting entries and update relevant tax registers & documents.

E

822

Ability to support Ad‐Volerem & specific (Qty based) Tax Rates. E

823

Ability to sort the purchase data itemwise,partywise and rate wise for entry tax purposes E

824

Ability to monitor the phased Cenvat / VAT Credit in respect of Capital Goods. E

825

Ability to monitor the excise deposits based on Cenvat availability. E

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Tender Document

Finance



Response

826

Ability to maintain tariff masters for various Tax Laws. E

827

Ability to maintain , update registers‐ PLA, RG23‐I A&C, RG23‐II A&C and RG‐I. E

828

Ability to issue certificates to parties for various tax recoveries and remittances E

829

Ability to identify the labor and material portion in a contract and apply the relevant statute for the same E

830

Ability to have online returns for various taxes and levies based on dues, payment and adjustments regarding earlier returns E

831

Ability to have multiple registrations with Tax departments per plant. E

832

Ability to handle Taxation related to technical knowhow & consultancy by foreign consultants E

833 Ability to handle Custom Laws & notifications. E

834

Ability to handle Central sales tax & Local sales tax related processes and other taxes

E

835

Ability to generate tax liability & trigger accounting entries E

836 Ability to generate service tax return ST‐3 E

837 Ability to generate revenue report. E

838

Ability to generate report for materials issued to non eligible departments/indentors like Township, Mines, Projects etc. E

839

Ability to generate Cenvat availment & utilization report. E

840

Ability to flag/identify documents eligible for Cenvat/Service Tax credit/ VAT credit. E

841

Ability to file tax returns electronically and email the details required by tax authorities from time to time. E

_________________________________________________________________________________________________


Tender Document

Finance



Response

842

Ability to enable the user for giving online concurrence like Tax rates, Tariff No, Cenvatability etc. based on pre‐existing tariff‐ masters available & history with applicable dates.

E

843

Ability to define payments schedules of various taxes & duties & give alert to user for deposit of Tax in time. E

844

Ability to decide the Cenvatability of the item usage wise, location wise, date wise, vendor wise E

845

Ability to consider various type of Excise duties‐ Basic Excise Duty, additional Excise duty, surcharge on excise duty & cess. E

846

Ability to compute recovery & remittance of exit tax,TDS on works contract ,sales tax,entry tax, TCS on sales etc., and trigger accounting entries and payment vouchers and updation in returns and certificates

E

847

Ability to compute recovery & remittance and filing of returns of various taxes & duties. E

848 Ability to classify sales into CST and LST E

849

Ability to categorize the eligible documents, Capital goods, inputs & IPT cases. E

850

Ability to capture TDS data at the time of payment to suppliers/contractors from various sources and trigger accounting entries, payment vouchers and updation in the returns and certificates, challans

E

851

Ability to capture invoice/ production/stock/ITO details from various sources. E

852

Ability to assist periodical assessment of various taxes and levies. E

853

Ability to apply CAS‐4 cost under excise rules where ever required for valuation of excise duty. E

854

Ability to adjust due dates for Statutory payments based on declared holidays by Banks‐Indian & Foreign, BSP. E

855

Ability to account for deposits in PLA, excise duty, cenvat credit, Cenvat reversal & liability. E

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Tender Document

Finance



Response

856

Ability to capture various tax details, deductions & exemptions in the vendor master based on State Tax Laws , Product wise & End use wise. E

857

Ability to update/input initial budget allocations to different budget codes E

858

Ability to link the expenditure/income with the respective budgets. E

859 Ability to permit additional budget allocation E

860

Ability to permit budget diversion from one head to another. E

861

Ability to prompt the percentage exhaustion of the budget under various budgets. E

862

Ability to support user defined stages of budget consumption. (e.g. Stores indent raised shall be considered for budget utilization of that shop.) E

863

Provision to support configuring of various tax rules (e.g. Income tax, Professional taxes) specifying, but not limited to items such as basis and method of calculation, default % rates, general accounts to which tax effects may be posted, applicable state etc. E

864

Provision to calculation Income Tax as per rate slabs & standing instructions of IT rules/ statutes from time to time. Should provide facility to change the tax definitions by the Pay Roll administrator/User as and when required under Law. E

865 Provision to calculation Income Tax forecast for each employee based on the employee declaration of savings etc. E

866 Facility to allow Income Tax exemption & deductions E

867

Facility to maintain tax rates, standard deduction, investment, rebate, notional rent, perquisites, like furniture and accommodation etc. E

868 Provision to generate all types of statutory reports of taxes like Form 16 and Form 24 in the user‐defined format E

869

Provision to generate employee’s individual tax return by allowing additional declarations by the employee over & above already declared by him for TDS purpose. E

870 Provision to keep track of previous year's savings patter and implement the same in the current year wherever necessary. E

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Tender Document

Finance



Response

871 Facility to maintain differential tax provisions for specified employees. E

872 Provision to support e‐filing of various tax returns. E

873 Provision to recover other taxes like Professional tax etc. E

874 Provision to automatically calculate Provident Fund and deduct the same while processing payroll E

875 Provision to automatically calculate ESI and deduct the same while processing payroll E

876 Payroll Management

877

Provision to support configuration and parameterization of different pay components including facility to add/modify/delete pay components E

878 Provision to define pay structures at various levels E

879 Provision to support calculation of different allowances based on user‐defined criteria E

880 Provision to maintain all pay related rules (user definable) for automatic maintenance/ updating of data. E

881 Provision to maintain slab‐wise details for Basic, DA, HRA, Income Tax, Professional Tax etc. E

882 Provision to maintain employee‐wise deductions, to be updated monthly E

883 Provision to calculate overtime and ability to link payments with Income Tax calculation E

884 Facility to indicate taxable earnings, deduction priority, carryover and partial recovery E

885

Provision to do monthly salary payment calculations and ability to generate related reports, salary slips, deduction lists, vouchers, tax challans etc. (as per the user‐defined criteria like for a department/unit/section etc.) E

886

Provision to support calculation of Hours deduction/Loss of Pay, Half pay, Strike cut etc. and consequent adjustment in Income tax liability etc. E

887 Provision to recover other charges as well as make other payments as defined and configured by the user E

888 Provision to support leave encashment on retirement with consequent tax adjustments E

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Tender Document

Finance



Response

889

Provision to support passing of accounting entries for salary payments and maintenance of related books of accounts, registers. Generation of month wise, quarterly wise, half‐yearly and yearly statements of accounts. E

890 Provision to support calculation and payment of bonus with consequent tax adjustments E

891

Support generation of bonus payment reports/ registers to be submitted to various Government departments in statutory formats. E

892

Provision to compute the production incentive by linking to the production data / any other data as per the business rules of the company. E

893 Provision to handle recovery of union/association contributions E

894

Support processing of applications & payment of Educational allowance, transport subsidy for children as per the Rules/ guidelines on the subject and any other user defined allowances with automatic updating of IT deductions E

895 Provision to support payment of salary arrears as per the industry level settlements with tax adjustments. E

896 Provision to support payment of arrears calculated in user defined installments or in lump sum E

897 Provision to support payment of salary to special appointees, temporary staff etc. E

898 Provision to support recovery for the Salary Saving Scheme of LIC and ability to generate related reports E

899 Provision to update all other variable recoveries for processing payroll as applicable E

900 Provision to accept variable recoveries from Non‐ERP system E

901 Provision to provide upload facility through floppy etc. to effect salary credit to the staff bank accounts/epayment E

902 Provision to support Main, supplementary and partial payroll run E

903 Provision to support location based payroll run E

904 Provision to allow multiple re‐runs, if necessary, after resetting, before final payroll generation E

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Tender Document

Finance



Response

905

Facility of Problem / error tracking of payroll run, through error table, priority list for recovery and maintenance of un‐recovered amount with facility to fix future installments of recovery E

906 Provision to generate Pay slip number based on user defined logic such as category and pay model E

907

Provision to view pay details of current month, pay history, net amount paid, un‐recovered deductions – Employee‐wise and month‐wise, financial year‐wise E

908 Provision to maintain details of different perks paid to the employees/executives E

909 Provision to generate monthly salary statement – department wise, unit wise, section wise etc. E

910

Provision to compute and handle payment of Group Insurance / Group Gratuity policy premium to LIC (or other institutions) and handle claims lodged / recovered with LIC (or other institutions) E

911

Provision to handle payments of various allowances to employees like entertainment allowance, washing allowance etc as per employee eligibility and as per NINL policy E

912

Provision to generate monthly balance and cumulative balance position of various accounts related to payroll for user definable periods. E

913 Provision to support withholding of any amount recoverable from employee against salary, Gratuity E

914 Facility to prorate salary and allowance payment based on employee hire or resignation date E

915 Facility to process any other deductions with user defined start and end dates. E

916

Facility to handle instances where nominees of deceased employees opt to receive last drawn basic pay and DA, upon deposit of PF and gratuity dues E

917 Facility to take care of final settlement process to arrive at net amount to be paid or recovered E

918 Facility to receive No Due Certificates from concerned departments before making final settlement E

919 Facility to compute leave encashment and gratuity payable in final settlement cases E

920 Provident Fund Trust

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Tender Document

Finance



Response

921 Facility to maintain Employee PF Master E

922 Facility to support maintenance of nominee details/ modifications and payment of benefits to nominee in case of employee’s death E

923 Facility to capture details in respect of recoveries from employees and company contribution to PF E

924

Facility to support processing of PF loans separately for refundable loans and non‐refundable withdrawal as per Rules with related report generation as per user definable criteria E

925 Facility to handle recovery of refundable loan through payroll E

926

Facilityto handle instances where employees repays loan other than through payroll and ability to adjust/ re ‐compute further loan installments to be recovered accordingly E

927

Facility to handle cases where employee opts to repay non‐refundable loan and ability to compute the amount payable with penalty E

928 Facility to support processing and calculation of PF claims on receipt of PF final settlement claim forms from various offices D

929 Facility to record the clearance from salary sections for PF claims E

930 Facility to generate cheques/DD or ability to handle e‐payments for final settlement amount D

931 Facility to handle tendering process in respect of PF investments E

932 Facility to track PF investments made D

933 Facility to support calculation of periodic (at any point of time) interest and crediting the amount to the accounts D

934 Facility to generate annual PF statements for distribution to employees E

935 Facility to maintain books of accounts for PF Trust E

936 Facility to generate accounts (Trial Balance, Profit and Loss Account, Balance Sheet) for trust E

937 Superannuation Benefit Fund Trust

938 Facility to track contributions recovered from employees towards superannuation benefit trust E

939

Facility to determine the amount payable to employees when they part with the company, either on superannuation or otherwise E

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Tender Document

Finance



Response

940 Facility to support calculation of periodic (at any point of time) interest and crediting the amount to the accounts E

941 Facility to maintain books of accounts for PF Trust E

942 Facility to generate accounts (Trial Balance, Profit and Loss Account, Balance Sheet) for trust E

943 Facility to maintain nominee details and ability to make payment to nominee in case of death of an employee E

944 Support calculation of gratuity employee‐wise E

945 Support calculation of actuarial liability of Gratuity E

946 Facility to determine amount payable on superannuation/parting of employees E

947

Facility to maintain approved list of hotels for examining the eligibility based on the employee grade vis‐à‐vis star status of the hotels. E

948 Facility to maintain the Quarter list vis‐à‐vis employee master and to effect recoveries like rent, electricity, water, perquisite tax etc. E

949 Facility to relate salary of the employee with the Quarters allotted for wealth tax purposes. D

950 Facility to implement Employee Pay Information accessible to employees based on password/biometric security system. D

951 Facility to handle employee queries and replies by pay section. D

952

Facility to define various reimbursement types as per the organization’s needs such as medical, traveling, educational, school transport, magazine, electricity, water, AC, membership fee, transport, local traveling expenses etc. D

953

Facility to support complete reimbursement cycles from filing of claims to the disbursement of money and passing of the accounting entries D

954

Ability to generate the online liability schedules from the online measurement book. D

955 Ability to interface with Mines Finance & Accounts. D

956 Ability to support closure of operational contracts. D

957 Ability to support mines royalty and cess payments. D

958

Ability to support raising, loading and transportation contracts in mines. D

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Finance



Response

959

Ability to support refund of recoveries and amount withheld in mines. D

960

Ability to support third party recoveries on account of rent, electricity, medical facilities etc. D

961

Ability to update the security deposit amount with the amount deducted from Running Adjustment bills. D

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Tender Document

7.7 Technical Requirement Specifications

Sl.

No. Technical Requirements

Priority

(Essential /

Desirable)

Whether

meets

requirement

Response

from Vendor

Yes/No

A ERP Solution

1 The Solution architecture shall be based on Open

Industry standards and Protocol E

2 The solution shall support N‐tier architecture E

3

The Solution shall provide an application architecture

which can be integrated with third party / legacy

applications using a middleware technology. List down

the middleware which are compatible with the proposed

ERP solution.

E

4 The solution should have Production, Development and

Quality Assurance/ test environments E

5 The solution shall be Unicode compliant E

6 The solution shall be supported on TCP / IP network E

7

The Solution should be extendible based on future

requirements or requirements not met by standard

functionality

E

8 The future versions of the solution should support

functionalities provided in the earlier versions E

9 Ability to support for approval and approval thresholds E

10 Ability to connect ERP database through ODBC, OLEDB,

JDBC and through Native Drivers E

11 The solution should be natively built based on 64 bit

operation system

D

12

The Solution design should support load balancing of the

application, presentation and the data layers of the

system

D

13 The solution shall provide tool to do analysis and tune

load balancing client

D

14

The Solution should include tools / mechanism for

System, Database, Network administration and

performance measurement activities.

D

15 The Bidder to mention bandwidth required per user D

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Tender Document

connection session for all different modules

16

Ability to utilize workflow capabilities for routing,

knowing status and be able to view the document flow

with duration at each level.

D

17

The solution software shall not clash with any other

software for functioning e.g. Anti Virus, Firewall MS‐

Office

D

18 Ability to support through national telephone call,

interactive chat interface, international telephone call

D

19 Ability to support interactive voice response / computer

telephony interface software

D

20 Ability to serve mailing requirements using third party

mail server

D

21 Ability to support multi currency operations

D

22 Ability to support multi‐time‐zone operations D

23 Ability to support for Java as programming language for

the development tool

D

24 Ability to support remote operation of System

administration

D

25 Ability of the solution to provide XML based web‐

services which can be used by other applications

D

26

Load and stress testing tool for test management process

including capability for functional testing of web services

should be an integral part of ERP

D

27 Appropriate testing tools to be used to perform load and

stress testing of the ERP.

D

28 Ability to ship bug and modification patches on CD media

within 24 hours

D

B Reporting Capabilities

29 Access to data and report based on user responsibilities E

30

The Solution should provide user friendly interfaces for

transactions, screen navigation, query, generation of

reports, data exports, etc.

E

31 Print vouchers (e.g. invoice voucher, payment voucher,

GRN etc) to facilitate transaction processing E

32 Ability to print reports directly through networked

printer

D

33 Ability to send the reports using fax D

34 Ability to generate report output directly in excel, pdf,

text, Lotus Work sheet, XML or such other file types

E

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Tender Document

35 The solution should support various display formats in

report such as sections, tables, pivots, charts etc

D

36 Ability to create ad‐hoc reports E

37

The user should be able to browse through metadata for

detailed information on objects of ERP to build adhoc

reports

D

38 The user should be able to create custom objects /

formulas for repeated use in reporting tool

D

39 The solution should provide standard report templates E

40 Ability to schedule reports to run at periodic intervals E

41 Ability to send reports electronically to other users E

42 Ability to view reports through web D

43 Ability to prioritize reports while execution D

44 Ability to allow users the following for creating their own

views or reports with ease:

‐ Select column D

‐Apply filters and sort orders, D

‐ Summation D

‐ Drill down / drill up D

‐ Averaging D

45 Ability of reporting both at unit level and company level D

46 Ability to provide dashboards for senior management

D

47 Ability to archive reports and use in Document

management

D

48 Graphical interface for creating custom formulas should

be provided

D

49 Ability to terminate generate of reports based on

resource limits

D

50 The solution should have a GUI tool with drag and drop

features to build reports

D

51 Ability for conditional formatting , based on thresholds

or data ranges for any cell in the report

D

52 Ability to use existing MS‐Word/ Excel / PDF document

for report template directly

D

C User Friendly Capabilities

53

Ability to set up business rules like threshold limits

(delivery schedules, shipment dates, customer payment,

Tender opening, BG expiry, etc) and notifies exceptions /

alert / reminders to users.

D

54 Ability to attach soft copy of documents to master and D

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Tender Document

transaction records

55 Ability to display multiple result sets in the same

document

D

56 The solution should provide query/ messaging facilities

through:

‐IVRS on intercom telephones D

‐ Mobile SMS based application D

‐ Feedback triggers similar to telebanking D

D Workflow

57 Workflow should be an integral part of ERP software E

58 Ability to support standard work flow languages D

59 Ability to create generalized workflow (Non‐ERP) D

E CAD Support

60 Ability to store drawing files in ERP D

61 Ability to create the master data, e.g. equipment and

their BOM, directly from CAD drawings

D

62 Ability to edit master data directly by changing their

parameters in the CAD drawings

D

63 The solution shall have in built CAD drawing viewer and

print facility

D

F Data Migration

64 The solution shall be able to import data from various

formats (text, excel, CSV, XML etc)

D

65 The solution should be able to import data from various

Databases

D

66 The solution shall be able to import data from Formatted

emails of Outlook and Outlook Express

D

G Data warehousing (DW) and ETL Tool

67

The solution to include an ETL tool that can assist the

DWH team to extract, transform and load data from

disparate source systems and perform the necessary

transformations to establish a common format

D

68

Ability for ETL tool support on‐line data extraction,

transformation and loading

D

69 data warehousing tool to be an integral part of ERP D

70 Ability of ETL tool to support batch data extraction,

transformation and loading

D

71

Ability of ETL tool to have user friendly GUI for the users

to handle ETL processes, such as modify data feeds,

change of business logic used for data ETL, modify ETL

parameters, create / edit / execute large number of

D

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Tender Document

transformation rules

73 Solution to include a data mining tool that provides

bottom up, discovery driven data analysis

D

H Web Portals

74 Ability to provide portal support personalization and role

based access

E

75 web portal to be part of the basic ERP E

76 Ability to authenticate users as part of the portal E

77 Ability to publish and subscribe facility for web content

delivery

D

78 Ability to support redundant single sign on server D

79 Support single sign on to other components through

portal

D

80 Ability of tool to allow automatic indexing and searching

portal

D

81 Ability of the solution to provide a tool for content

management

D

I Integration

82 Ability to integrate with Project Management solution

using standard adapters

E

83 The Solution should be able to interface with other

applications as detailed in the next table (Integration)

E

84 The solution should support integration other standard

mail messaging solutions.

D

85 Ability to interface with bio metric devices E

86 Ability to provide standard adapters to interface with

industry s/w like CRM, SCM, SRM, etc are available

D

87 Ability to integrate with third party DW products and

Tools

D

88 Ability to interface with Bar Code Systems D

J Hardware Related

89 The Bidder should propose servers with latest CPU

architecture offered by the hardware provider

E

90 The solution should support software RAID and

Hardware RAID Controller

E

91

The consolidated storage should meet all requirements

of all solution areas. The same storage area will be used

by all servers in all environment

E

92 Built‐in hardware service processor for support and

diagnostics

D

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93 The solution shall support client machine with Pentium

III CPU and 128 MB RAM

D

94 The solution shall be supported on client with suitable

Operating System

D

95 Ability of client to run the entire ERP functions through

browser

D

96 The solution shall run on native browser with additional

plug in's that should be downloaded automatically D

K Sizing and Scalability

97

The initial configuration recommended should be

optimally sized to ensure the system, at full load,

operates at maximum 60% of its installed capacity.

E

98 The Bidder should design the solution to meet scalability

requirements stated below:

Production Infrastructure:

99 ‐ Support current work load of 1500 users which should

be scalable to 2000 in the next three years. These users

can be categorized as follows:

E

LAN users – 1200

WAN/Internet users–400

100 ‐ Support 1500 self service users, scalable up to 2000 E

101 ‐Support the current transaction volume as given in the

table (Transaction Volume sheet)

E

102 The sizing report given by the Bidder should be vetting

by the ERP vendor for the hardware specification

suggested and this should be incorporated in the bid.

E

Development Infrastructure:

103 Development infrastructure will be needed to support

ongoing development/upgrade needs during and post

implementation. The Bidder will recommend the

development infrastructure framework and details.

Approximately 75 users may use the development

infrastructure. A sizing report vetted by the ERP Vendor

should be provided by the Bidder for the hardware

specification suggested.

E

Quality / Training Infrastructure

104 Quality Assurance infrastructure will be needed for

conducting tests and trainings during and post

implementation. The Bidder should recommend

appropriate QA infrastructure framework and details.

E

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Approximately 50 users may use the QA Infrastructure. A

sizing report vetted by the ERP Vendor will be provided

by the Bidder for the hardware specification suggested.

L Response Time Performance Criteria

105 Ability to provide Response Time Performance Criteria as

per details given in Table

E

M Availability Performance Criteria

106 Uptime Requirement:

The System shall have an availability of at least 99.90%.

The availability will be calculated based on the following

formula:

A = ( tsh ‐ tud+ tepd ) * 100 / tsh A: Availability (percent) tsh: Total Service Hours tud: Unscheduled Downtime (hours) tepd: Excused Performance Downtime (hours) Service Hours are the standard service hours of 24 hours, 7 days/week minus Scheduled Downtime Total Service Hours are all the Service Hours in the calendar month Unscheduled Downtime is where the Production Infrastructure is unavailable during Service Hours and outside the Scheduled Downtime. Scheduled Downtime is (a) planned maintenance, with all such planned maintenance to be agreed in advance by the Service Provider and NINL; and (b) The scheduled back‐up windows specified in the operational procedures manual or as otherwise agreed. Excused Performance Downtime means the elapsed time

for any outage that is the result of an excused

performance problem.

E

107

The networking and infrastructure requirements to meet

the performance criteria should be specified by the

Bidder

D

108 Support 100% addition to transaction volume over next

three years based on expansion plans of NINL

D

N Batch Programs

109

Number of failures while running batch requests should

not be more than 2 per month, with 100% success rate

for batch re‐run after failure

D

O User Access and Security

110 Appropriate security architecture is to be recommended E

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considering authentication and authorization services,

appropriate connectivity e.g. VPN/Dialup/Internet,

proxy/firewall services, disaster recovery etc.

111 Implementing directory services as per NINL's enterprise

wide directory services strategy

E

112

Ability to integrate with directory services for

authentication and authorization and support the

following features

E

113 Support of LDAP (Lightweight Directory Access Protocol)

to allow systems access to the directory.

E

114 Ability to allow definition of rules for password

composition and password encryption

E

115 Ability to define rules for password's as per NINL's

password policy

E

116 Ability to configure the number of permissible log‐in

attempts.

E

117 Ability to handle data updation/deletion/creation only

through application layer.

E

118 Users should not be allowed to access the database

directly.

E

119 Ability to provide a complete audit trail of transactions

with time stamp and user ID stamp.

E

120 Ability to support role based access control E

121 The Solution shall be compliant with the Indian

Information Technology Act.

E

122 Ability to provide access level security for Entry forms at

Field level ‐allow, Read only, Hide

E

123 Ability providing access level security for Entry forms at

Transaction level ‐ allow / deny

E

124 Allow providing access level security for reports at Field

level ‐ show / hide

E

125 Allow providing access level security for reports at

Transaction level ‐ allow / deny

E

126 Ability to provide authorization by transaction type E

127 Ability to provide authorization by user name E

128 Ability to provide automatic time out for entry

transaction

E

129 Ability to encrypt password while passing on wire E

130 Ability to provide automatic time out (log out) for user E

131 Ability to provide terminal soft locking facility E

132 Ability to support 2 factor authentication for users D

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Tender Document

connecting to ERP from internet

133 Centralized repository of all identification and access

control data

D

134 single sign‐on support D

135 Support access control to individual or groups of

applications.

D

136

Network Intrusion Detection System (NIDS) should be

used to monitor any malicious traffic to and from

internet, ERP center, WAN, DMZ etc.

D

137

Any external connectivity to NINL network like e‐

procurement applications and any other external

networks should be connected to NINL through a

firewall.

D

138 VLAN's shall be configured as per NINL's policy D

139 All the desktops running ERP GUI should be configured

with personal firewall, Antivirus software and a spyware

removal

D

140 Ability to provide multiple roles for one user D

141 The Solution should be able to cater to BS7799 / ISO

27001 requirements

D

142 Ability to support remote operation of Security

Management

D

143 Ability to support remote operation of Diagnostic and

Fine tuning tools

D

144 Ability to provide time restriction on transactions D

145 Ability to provide user login with time restriction D

P Backup and Restore

146 The Bidder should provide both on‐line and off‐line data

backup and restoration capabilities

E

147 The on line back up facility should be possible with all

clients working

E

148 The Bidder will design and implement appropriate

archival policy

E

149 The Bidder will recommend and implement appropriate

storage solution

E

150 The solution shall have in built source / application code

control program

E

151 Ability to allow fresh login to ERP during online data back

up

D

152 The backup should be completed within 6 hours/night

shift

D

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153 The solution shall have a built in software to manage

typical data centre like database backups and restore D

154 The solution shall have a built in software to manage

application software backups and restore Source Control D

Q Disaster Recovery

155

The Bidder should recommend a DR strategy based on

the Recovery Time Objective (RTO) and the Recovery

Point Objective (RPO). At site level (building level

disaster) the RTO for NINL is 2 hours and RPO is near

Zero.

E

156 The solution shall support DR with synchronous

replication of data

E

157

The solution should support connectivity to the DRS from

the end user system, in case of disaster at the SERVER

ROOM

E

158

The DR strategy‐infrastructure‐processes organization

structure design should be provided by the Bidder for

future implementation

D

159

Please provide detailed recommendations describing the

software and technical architecture of the Recovery

mechanism supported by the Solution.

D

160 There should not be a single point of failure at the

production infrastructure

D

R Network

161 The solution shall have Network Management System

with the following features

162

Network Management System should be capable of

providing network management services for all

integrated network elements

D

163

The major services to be provided by NMS should be

fault management, configuration management,

performance management, accounting Management and

security management

D

164 The monitoring of the NMS shall be centrally located in

the Network Operations Centre in the NINL Server Room. D

S Training

165 The bidder should arrange certified training by ERP

product vendor to the core team.

D

166 The bidder shall provide online help and a Solution

Tutorial.

D

167 The bidder shall provide the training material D

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Tender Document

documentation with the implemented solution

168 The bidder shall provide CBT (Computer Based Training) D

169 The bidder shall provide a demo / test solution with

dummy data for user training.

D

170

The bidder shall provide details of duration of training

normally required (Number of days for Users,

Administrators, Technical Support Staff, etc).

D

T Documentation

171 The bidder shall provide configuration documentation. D

172

The bidder shall provide Technical Manual suitable for

developers describing the Source Program, Entity

Relationship Diagrams, Requirement Specs, Data

Dictionary, etc. for all customized components

D

173

The bidder shall provide User Manual describing the

necessary procedure to correctly operate the software

solution

D

174 The bidder shall provide a System Manual for the System

Administrator.

D

175

The documentation shall be written in English using

accepted technical terms and nomenclature currently in

use within the industry.

D

176 The bidder shall maintain the Versions of each

Documentation set released.

D

177 The IP shall provide appropriate documentation of

Backup, Disaster Recovery policy

D

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Tender Document

7.8 Format for Bid Security / Earnest Money Bank Guarantee

(To be established through any Nationalised / First Class Scheduled Bank Operable at Bhubaneswar

and negotiable at their Counters )

M/s Neelachal Ispat Nigam Limited

IPICOL House, 1st Floor, Annexe

Janpath,

Bhubaneswar

Dear Sirs,

1. In consideration of your agreeing to accept Guarantee towards security deposit of Rs…………………

furnishable to you by M/s ………………………………. (hereinafter called the “Contractor”) in terms of

Contract no. ………………………….. dated ………….. with M/s Neelachal Ispat Nigam Limited

(hereinafter called the “Purchaser”), the Contractor requested us to provide the guarantee to

fulfill contractual obligation, we ………………………………………… (Bank name) at the request of the

Contractor, are holding in trust in favour of you the amount of Rs…………………………………. and agree

to pay to you on demand immediately without protest or demur or reference to the Contractor if

the Contractor failed to perform all or any of their obligation under the said Contract. The decision

of the Purchaser duly communicated in writing to the Bank that the Contractor have failed to

perform all or any of the obligation under the said Contract shall not be questioned and shall be

final and conclusive (irrespective of stand that can be taken by or on behalf of Contractors). The

said amount of Rs……………………… shall be paid forth with on demand, without any conditions or

proof whatsoever.

2. It is fully understood that this guarantee is effective for a period of ………………. Days from the date

of issue and shall continue to be enforceable till six months thereafter and that we

……………………………. (Bank) undertake not to revoke this guarantee during its currency without the

consent in writing of the Purchaser.

3. This guarantee shall continue and hold good until it is released by you on the application by the

Contractors after expiry of the relative guarantee period of the said Contract and after the

Contractor had discharged all his obligations under the said Contract and produce a certificate of

due completion of the work under the said Contract provided always that this guarantee shall in

no event remain in force after the day of ………………………. without prejudice to your claim or claims

arisen and demanded from or otherwise notified to us in writing before the expiry of six months

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Tender Document

from the said date which will be enforceable against us notwithstanding that the same is or are

enforceable after the said date.

4. We ………………………………. (Bank) further undertake to extend the validity of the guarantee beyond

the period prescribed in Clause (3) or as extended from time to time, for such further period as

may be required in writing before the expiry of this guarantee and upon such extension(s), all

terms and conditions of this guarantee shall remain in full force till the expiry of this extended

period.

Subject to the maximum limit of our liability as aforesaid the guarantee will cover all your claims or

claims against the Contractor from time to time arising out of or in relation to the said Contract &

in respect of which your claims in writing is lodged on us before expiry of 6 months from the date

of expiry of this guarantee.

Notwithstanding any thing contained hereinabove our liability under this guarantee is restricted to

Rs…………………………. and this guarantee shall remain in force until ……………………… Unless a written

claim is lodged on us for payment under this guarantee within six months or the guarantee i.e. on

or before ………………………….. all your rights under this guarantee shall be forfeited and we shall be

deemed to have been released and discharged from all liability thereunder, irrespective of

whether or not the original guarantee is returned to us.

5. We ………………………………… (Bank) further agree that the Purchaser shall have the fullest liberty

without effecting in any manner our obligation hereunder to vary our any of the terms and

conditions of the said Contract from time to time or to postpone for any time or from time to time

any of your rights or powers exercisable by the Purchaser against the said Contractor and/or

forbear to enforce any of the terms and conditions relating to the said Contract and we shall not

be released from our liabilities under this guarantee by reason of any such variation or extension

being granted to said Contractor or for any forbearance and/or commission on the part of the

Purchaser or any indulgence by the Purchaser to the said Contractors or by any other matter

whatsoever which under the law relating to the sureties would, but for this provision have the

effect of so releasing us from our liability under this guarantee.

6. We ………………………………. (Bank) further agree that the guarantee herein contained shall not be

affected by the liquidation or winding up, dissolution or change in the constitution of the said

Contractor.

7. Your right to recover the said sum of Rs………………………….. form us in any manner will not be

affected or suspended by reason of the fact that any dispute or disputes have been raised by the

Contractor and/or that any dispute or disputes are pending before any, Officer, Tribunal or Court.

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Tender Document

8. We have power to issue this guarantee in your favour and the undersigned has full power to

execute this guarantee under the Power of Attorney granted to him by the Bank.

For and on behalf of

(Banker’s Name)

Branch Manager

(Banker’s Seal)

Address ………………………….

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Tender Document

7.9 Format for Security Deposit Bank Guarantee

(To be established through any Nationalised / First Class Scheduled Bank operable at Bhubaneswar

and negotiable at their Counters )

M/s Neelachal Ispat Nigam Limited

IPICOL House, 1st Floor, Annexe

Janpath,

Bhubaneswar

Dear Sirs,

1. In consideration of your agreeing to accept Guarantee towards security deposit of Rs…………………

furnishable to you by M/s ………………………………. (hereinafter called the “Contractor”) in terms of

Contract no. ………………………….. dated ………….. with M/s Neelachal Ispat Nigam Limited

(hereinafter called the “Purchaser”), the Contractor requested us to provide the guarantee to

fulfill contractual obligation, we ………………………………………… (Bank name) at the request of the

Contractor, are holding in trust in favour of you the amount of Rs…………………………………. and agree

to pay to you on demand immediately without protest or demur or reference to the Contractor if

the Contractor failed to perform all or any of their obligation under the said Contract. The decision

of the Purchaser duly communicated in writing to the Bank that the Contractor have failed to

perform all or any of the obligation under the said Contract shall not be questioned and shall be

final and conclusive (irrespective of stand that can be taken by or on behalf of Contractors). The

said amount of Rs……………………… shall be paid forth with on demand, without any conditions or

proof whatsoever.

2. It is fully understood that this guarantee is effective for a period of ………………. Days from the date

of issue and shall continue to be enforceable till six months thereafter and that we

……………………………. (Bank) undertake not to revoke this guarantee during its currency without the

consent in writing of the Purchaser.

3. This guarantee shall continue and hold good until it is released by you on the application by the

Contractors after expiry of the relative guarantee period of the said Contract and after the

Contractor had discharged all his obligations under the said Contract and produce a certificate of

due completion of the work under the said Contract provided always that this guarantee shall in

no event remain in force after the day of ………………………. without prejudice to your claim or claims

arisen and demanded from or otherwise notified to us in writing before the expiry of six months

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Tender Document

from the said date which will be enforceable against us notwithstanding that the same is or are

enforceable after the said date.

4. We ………………………………. (Bank) further undertake to extend the validity of the guarantee beyond

the period prescribed in Clause (3) or as extended from time to time, for such further period as

may be required in writing before the expiry of this guarantee and upon such extension(s), all

terms and conditions of this guarantee shall remain in full force till the expiry of this extended

period.

Subject to the maximum limit of our liability as aforesaid the guarantee will cover all your claims or

claims against the Contractor from time to time arising out of or in relation to the said Contract &

in respect of which your claims in writing is lodged on us before expiry of 6 months from the date

of expiry of this guarantee.

Notwithstanding any thing contained hereinabove our liability under this guarantee is restricted to

Rs…………………………. and this guarantee shall remain in force until ……………………… Unless a written

claim is lodged on us for payment under this guarantee within six months or the guarantee i.e. on

or before ………………………….. all your rights under this guarantee shall be forfeited and we shall be

deemed to have been released and discharged from all liability thereunder, irrespective of

whether or not the original guarantee is returned to us.

5. We ………………………………… (Bank) further agree that the Purchaser shall have the fullest liberty

without effecting in any manner our obligation hereunder to vary our any of the terms and

conditions of the said Contract from time to time or to postpone for any time or from time to time

any of your rights or powers exercisable by the Purchaser against the said Contractor and/or

forbear to enforce any of the terms and conditions relating to the said Contract and we shall not

be released from our liabilities under this guarantee by reason of any such variation or extension

being granted to said Contractor or for any forbearance and/or commission on the part of the

Purchaser or any indulgence by the Purchaser to the said Contractors or by any other matter

whatsoever which under the law relating to the sureties would, but for this provision have the

effect of so releasing us from our liability under this guarantee.

6. We ………………………………. (Bank) further agree that the guarantee herein contained shall not be

affected by the liquidation or winding up, dissolution or change in the constitution of the said

Contractor.

7. Your right to recover the said sum of Rs………………………….. form us in any manner will not be

affected or suspended by reason of the fact that any dispute or disputes have been raised by the

Contractor and/or that any dispute or disputes are pending before any, Officer, Tribunal or Court.

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Tender Document

8. We have power to issue this guarantee in your favour and the undersigned has full power to

execute this guarantee under the Power of Attorney granted to him by the Bank.

For and on behalf of

(Banker’s Name)

Branch Manager

(Banker’s Seal)

Address ………………………….

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Tender Document

7.10 Consent form for E‐Payment

Consent form for E‐Payment

From

To

Project Manager (ERP)

NINL

Sub: E‐Payment

Ref: Contract No

Consent for E‐Payment:

"l/We hereby convey our consent that the payment made by NINL of any sum due to me/us, directly

remitting the same to my /our Bank, the address and the number of which is furnished shall be in full

discharge of the particular bills, raised by me/us and l/We shall not have any claim in respect of the

same.

Undertaking:

"I/We hereby undertake that any payment made direct to me/us or to bank account shall be in full

discharge of the obligations of NINL and l/We shall have no claim whatsoever in respect of the bill for

which the payment is made."

l/We opt for EFT/Direct Credit (Strikeout whichever is not applicable) l/We furnish here below the bank

account details:

Name of the Bank

Branch Name, place and MICR Code of the Branch

Account Number in full

Type of Account

Name and style of account

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Tender Document

For _____________________

Authorized Signatory /Proprietor

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Tender Document

7.11 Form for Deviations from the Tender Document

We have examined the Tender Documents and understood all the requirements. We hereby confirm

that the scope of work and other details of our offer conform to Tender Specifications

No.____________________ excepting for technical/commercial deviations listed below. We understand

that Employer/Employer’s representative will not entertain any deviations other than those specified

below and accepted by Employer/Employer’s representative in writing:

Clause number in Tender

Document

Deviation Reason for Deviation

Name:……………………………

Designation: …..

Bidder’s seal with date:

Signature: ………………………..

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Tender Document

7.12 Certification from Consortium members

Ref. No._____________________

Date:___________________

To,

General Manager (Contracts),

NEELACHAL ISPAT NIGAM LIMITED

INTEGRATED STEEL PLANT,

Kalinga Nagar Industrial Complex, Duburi, Jajpur, Odisha‐530 031

INDIA

Ref: Tender for …………………………………………………….. (Name of the Work)

Tender Specification No. ...................................................

Tender Notice No. ...

Dear Sir,

With reference to the Tender invited by NEELACHAL ISPAT NIGAM LIMITED, I/we, M/s

…………………………, M/s …………………………, M/s

…………………………, M/s …………………………, have examined the

Tender documents comprising of Bidding Procedure & Instructions to the Bidders, Evaluation of

Bids/Award of Contract, Articles of Agreement, General Conditions of Contract, Special Conditions of

Contract and hereby offer for the Delivery, Configuration, Installation, Implementation of Enterprise

Resource Planning (ERP) Solution at NINL, on Divisible Turnkey basis, in full conformity with the said

Tender documents as per the corresponding Prices Quoted in the Price Schedule enclosed in a separate

Bid .

I/We undertake to deliver and complete the total Scope of Work as aforesaid within the time lines as

mentioned in the contract from the Effective Date, in conformity to the Contract Schedule.

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Tender Document

I/We hereby agree that until a formal agreement is prepared and signed in accordance with the Articles

of Agreement, this Tender together with your written Letter of Acceptance thereof shall constitute a

binding Contract between us.

I/We hereby agree that you are not bound to accept the lowest or any other Tender you may receive

and I/We shall not have any right or claim, whatsoever it may be, due to or arising out of non‐

acceptance of our Tender. I/We agree that this Tender submitted by us shall remain valid for a period of

6 months from the date of opening of TECHNICAL & COMMERCIAL Bid or as may be extended by NINL.

As permitted under Conditions of the contract the tender document, we

M/s ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐

M/s ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐

M/s ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐

M/s ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐

would like to offer our bid as member(s) of a consortium. M/s………. will be the lead member of the

consortium. They are authorized to sign all contract documents, receive payments and instructions and

incur liabilities on behalf of the consortium. A copy of the duly executed Consortium Agreement to this

effect & duly attested by a notary public is enclosed as desired.

Thanking you,

Yours faithfully

(ERP Product Vendor) (Implementation Partner(s))

For & On behalf of M/S ……… For & On behalf of M/S

Name: Name:

Designation: Designation:

Name & Address of the Co… Name & Address of the Co.

(Hardware manufacturer) (Network hardware & service provider)

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Tender Document

For & On behalf of M/S ………….. For & On behalf of M/S ……..

Name: Name:

Designation: Designation:

Name & Address of the Co. Name & Address of the Co.

(Incorporate details of all member(s) of the consortium)

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Tender Document

7.13 Case Studies

Number of Case Studies Provided

Case Study Number #

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Title

What is or was the contact’s role on the

project?

State the duration of the Project.

What types of network solutions are

being used?

State number of locations connected in

the WAN

Details of locations and type of

connectivity provided

State the maximum number of on‐line

users in any branch where your network

is installed

State, if any, interfaces to external

systems are implemented at this site

List of modules and sub‐modules

Implemented:

Value of the Work Done (in Rs crores)

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Copy of Client Testimonial / Award of Contract Certificate / Completion Certificate to attached

Authorised signature:

Name and Designation of Signatory:

Name of Firm:

Address:

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7.14 Technical Solution

1. Architecture

1.1 What is the application architecture? Is it partitioned into tiers (like a three tier approach ‐

presentation, application logic (security rules, session mgt.), and data logic)? If so, how much

flexibility is there for these layers to physically reside on different hardware platforms?

1.2 What is the base foundation of major sub‐components (run‐time application code, workflow,

reporting, routing, security, etc.)? Please address each and indicate which components are

proprietary vs. open. Are there APIs or interfaces to major sub‐components. Additionally,

please comment on the availability of source code, specific to customisation, exclusive to

your customers.

1.3 Provide a detailed architecture of the proposed solution in a separate sheet/attachment.

This should include:

‐ Application architecture showing the interaction between the different modules

‐ Hardware requirements

‐ Network infrastructure requirements

1.4 Diagram your architecture

1.5 What is your product’s committed Distributed Component Architecture strategies (i.e.

COM/DCOM, EJB, etc) Please provide strategic planning dates indicating when you plan to

implement which portions of your architecture?

2. Security

2.1 Provide description of your product(s) security system and its architecture

2.2 Include a brief discussion of how your product is designed to detect possible security

breaches. The following are the minimum functionality that should be addressed:

Identification – Establishing the claimed identity of an entity (application or system)

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Data Integrity

Data Encryption – Ensuring data content is indecipherable during its travel and storage. This

includes encryption of stored data (e.g. no one should be able to view password/ cookie

information at any time) and any communication between modules.

Data Confidentiality – Ensuring the protection and nondisclosure of data because of a

proprietary, legal, regulatory, or sensitive nature of the information resource.

Data Availability – Ensuring that data are present, accessible, and obtainable, in a timely

fashion in accordance with regulatory requirements; that data are fit and ready for use.

Audit‐ability – Ensuring the existence of adequate audit trails that provide records of activity

that can attest to the security services. Having the audit trails confirm the integrity of the

audit mechanisms itself.

2.3 Mention the nature and levels of firewalls and security required by the system at NINL, along

with the detailed architecture of firewall and security components that will need to be

installed at NINL.

3. System Performance

3.1 NINL requires that systems adhere to their performance standards. As a minimum, please

provide benchmark figures that touch upon the following areas:

‐ Average volume and associated average response times

‐ Peak volume in a one‐second period/ One minute/ One hour/ One day?

‐ Concurrency sustainable by system

‐ Provide layouts that depict the environment producing these results

3.2 Provide a copy (soft/hard) of any benchmark studies performed on your product(s). Also,

please provide layouts that depict the environment producing these results

3.3 Please provide details of the product’s scalability. In addition, please discuss:

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‐ How many internal users can be supported/ External/ Administrators?

‐ How many concurrent users can be supported?

‐ Is scalability dependent on product software and/or hardware? Provide hardware

scalability figures.

‐ What load balancing features does the product support? Please provide detailed feature

set.

4. Supported Platform O/S

4.1 Which Server platforms do you support? What is recommended and why?

4.2 Which OS does the product support? What is recommended and why?

4.3 Which platform/OS combination makes up the largest percentage of your install base? What

are the percentages of each?

5. Client Hardware/ OS

5.1 What hardware/OS combinations are supported for the client? What is recommended and

why?

5.2 For administration purposes, what types of User Interfaces are supported on your client (i.e.,

Windows, Browser, etc.)?

6. Database/ Directory Support

6.1 What types of databases does the system support/use (e.g. hierarchical, relational, etc)?

6.2 What products and versions of database software are supported and can integrate with the

system? What is recommended and why?

6.3 Does the system support any Directory Services (e.g. LDAP, etc)? If so, please list, including

version numbers and whether it is a native part of the system

7. Data Architecture

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7.1 Describe your logical and/or physical data model. (You may provide the models for review.)

7.2 Please describe the ease and process of adding custom fields/parameters to your product’s

data architecture.

7.3 Describe the control features included within the system to ensure integrity of data (i.e.

input and update, totals maintained, crosschecks carried out, audit trails, error reports, etc.)

7.4 Will the database layouts be shared with the NINL, staff (with description of tables and

fields)?

8. System management

8.1 How does your architecture support rollback, recovery, and fault tolerance?

8.2 Explain briefly your product(s) disaster recovery procedures for data, application, and client?

8.3 Ongoing product maintenance: Explain required maintenance such as database

archive/reorganization requirements. How is this accomplished in a 24x7 environment?

8.4 What system management tools are provided for monitoring and reporting on performance

and availability?

8.5 Please describe the accessibility of system management interfaces. Is remote administration

possible? Does the Bidder have web‐based support viz. support on‐line etc.?

8.6 What is the archival policy and procedure for the software/application?

8.7 Please highlight the disaster recovery and database replication features?

9. Web Server Support

9.1 Which web servers does your product integrate with?

9.2 Please describe what portions of your functionality reside on the web server.

10. Application Server Support

10.1 Does your application support or run on an Application Server? If so, which application

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servers does your product integrate with?

11. Single Sign‐on

11.1 Does the system integrate with any Single Sign‐On packages? If so, which solutions? What

architecture is used to integrate your product with these SSO components? Please address

the following issues:

‐ Languages and standards supported

‐ Architecture for interface

‐ Plans and timeframes for the evolution of the interface

12. Presentation requirements

12.1 Does your solution provide a presentation system that can be deployed:

‐ Stand alone

‐ Integrated as part of NINL, existing Internet website

12.2 What presentation features does the system provide?

12.3 What is the level of in‐house customisation that can be done by NINL? Can new screens, new

fields etc. be added as and when required?

12.4 Can we define the layouts for the hands‐off files (incoming and outgoing)? This would help us

in building additional interfaces at a later date.

13. Session Management

13.1 How does the product handle concurrent uses of the same ID?

13.2 Describe the system’s policy on session time‐outs. Does user set this Group?

13.3 Please describe your products use of session cookies (what information is stored, how it’s

encrypted, when the cookies are refreshed, etc.).

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What is the contingency plan if the end‐user does not have cookies‐enabled?

14. Integration Capabilities

14.1 Describe what are the integration capabilities of your system for it to integrate with external

applications

‐ Do you provide APIs to expose functionality, which can be called from external

applications?

‐ Is your solution message enabled i.e. can it understand XML messages or messages in other

formats?

15. Reporting / Auditing

15.1 Please describe what log files are standard package features.

‐ Can these log files be queried by ID, individual, account, login time, etc.?

‐ Can the system log not only date and time, but IP address as well?

‐ Please describe the log file format and where they the files are stored.

15.2 To what extent can log files be customized? Can they also be scheduled? Can administrators

configure access rights to these log files?

15.3 What is the reporting tool used? Can we define the formats for any additional reports as and

when required?

15.4 Do you maintain a catalogue of standard reports? Please provide a list of all the standard

reports on an attached sheet

15.5 Please describe metrics‐reporting capabilities.

15.6 What querying capabilities come with your product? Can non‐IT administrators query user

logs? What do interfaces look like?

15.7 Are all the activities audited and reported? A complete audit trail facility should be available

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for all activities done on the system?

16. General

16.1 List any additional utility package required to use the application software in the manner

Intended

16.2 What productivity tools are available with your system? Indicate along with product names.

‐ Data dictionary/model

‐ Query language

‐ Report generator

‐ Presentation tools

‐ Development language

‐ Interface developer

‐ Case tool

16.3 Describe how your solution allows the customer to personalise their use of the system

16.4 Please describe any limitations that exist in the software/operating system/file manager etc.

on the volume of data that the proposed package can handle. (Number of table entries,

accounts, key values, etc.). In case of any limitations existing, the solution should also be

provided.

16.5 Please describe the type of restart/recovery procedures supported within the package, in the

event of transaction or process failure.

16.6 Describe the modules in your product which are interdependent along with the nature of

interdependence and the possible constraints that this will impose on implementation

16.7 Please describe the techniques with which your product(s) can be interfaced with third party

products? Detail how these can be handled and the facilities available. Use additional sheets

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if required.

16.8 What provisions exist for testing, development and back‐up copies of your product suite?

16.9 What types of import and export capabilities are available for creating customised data

feeds?

16.10 Please discuss how standard messages from the system are handled.

‐ Can they be intercepted/ Reissued/ Suppressed?

‐ Can the system identify which messages should be passed on to the customers?

‐ Can messages be customised before reaching the customers?

16.11 Does the application have any end‐of‐day processes? What are the dependencies for the

end‐of‐day processes?

The above technical requirement would be provided by the ERP product vendor the Propose has to go

through the requirement provided by the ERP product vendor and endorse the same. If any

disagreement is found propose has to state in the proposal submitted.

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7.15 Details of Personnel to be deployed

(The personnel proposed to be deployed shall be professionally qualified from reputed universities /

institutions having adequate experience in implementing ERP based systems preferably in process and

steel manufacturing industry).

Sl No

Name Designation Qualification Professional Experience in years *

Relevant Experience Details #

Proposed position

Task Proposed To be assigned

1

2

3

4

5

* Enclose detail resumes of the personnel as per the form given below

# provide details of at least two most relevant project experiences (including roles and responsibilities)

Authorized Signature

Name and designation of Signatory

Name of Firm

Address

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7.16 CV of the Team Members

CV of Team Members

Proposed Deployment Role

of the Candidate

Candidate Information

Name Date of Birth

Professional Qualifications

Number of Years with the present Employer

Number of ERP projects implemented

Number of ERP projects implemented in

India

Summarized Professional Experience in reverse chronological order

From To Company/Project/Position/Relevant Technical and

Management Experience

Authorized Signature

Name and designation of Signatory

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Name of Firm

Address

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7.17 Price Schedule

Instructions:

1. Please quote all the values in Indian Rupees only.

2. Quoted price should not have any financial impact due to market fluctuation.

3. Use separate sheets for breakup of the respective item prices and details of individual quantities.

4. Indicate the amount of Odisha VAT wherever applicable under two different slabs for all the

items and the totals at the table given below the summary.

5. All Taxes, duties etc. means any tax, duty, levy etc., imposed by State/Central/Local governments

and includes Cenvat (Excise Duty), Service Tax and Education Cess thereon, CST, Odisha VAT wherever

applicable, Octroi, entry tax if any, TOT and any other levy applicable as on the date of Tender Opening

or Opening of revised price bid. NINL reserves the right to avail the benefit of concessional sales tax

against form C, wherever applicable.

6. Indicate type of levy, percentage, amount on which the levy is considered and the amount of levy

considered for each item for information and future reference.

7. In case of a discrepancy between individual prices in each section and their sub‐total price, the

individual prices shall prevail and sub‐totals shall be corrected accordingly. In case of a discrepancy

between sub‐totals and the Grand total price, the subtotal price shall prevail, and the Grand total price

shall be corrected accordingly both in figures & words. However, if there is a discrepancy between words

and figures in Individual prices, the amount in words will prevail.

Sr. Description Total Price Service Odisha VAT if

No

.

including all Tax and

any

taxes, duties education included

etc. cess in the

thereon Price

included

in the

price

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(i) (ii) (iii) (iv) (v)

A ERP SOFTWARE AND OTHER RELATED SOFTWARE, TOOLS ETC.

1 ERP Software Cost for User Licenses

Sub ‐ Total

Note: • This price will be inclusive of all ERP Software license and related costs, costs of database,

integration tools, development environment and other requisite software, tools etc. irrespective of

whether supplied by the ERP vendor or by any third party• This price will also include the cost of

multiple ERP instances to be maintained both during and after the ERP implementation such as

Development Instance, Test Instance and Training Instance etc. • Please provide a copy of the

proposed Licensing Policy. • Please give break up of all components of solution such as ERP, third

party, associated middleware, database etc

B

ERP RELATED REQUISITE INFRASTRUCTURE:

1 Supply of Hardware

2 Cost of Installation and

commissioning of Hardware

supplied at (1) above

Sub – Total

Note: • The hardware sizing and Software modules should be offered considering the Site level high

availability & data replication solution • For all items, the tenderer has to indicate the quantities as

per their sizing assessment. • The prices of related software, tools viz., servers, directory services,

work flow; certification etc should also be indicated if the same is not included in the prices of related

items.

C ERP IMPLEMENTATION SERVICES & TRAINING:

a. PROVIDING ERP IMPLEMENTATION SERVICES:

Cost of Implementation Services for

the entire scope of implementation

of ERP Solution as per the Tender

Note: Indicate the break up cost of: • Implementation which includes process study, • Installation of

ERP product, application configuration, various testing etc. till Go‐live & stabilization, • Integration

with any third party applications proposed, • Developing interfaces with legacy applications, •

Customization / development of bolt‐on modules (give details of the bolt‐on modules), • Load testing

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services • Providing any other implementation services as indicated in the scope

b. TRAINING :

Cost of Training

Sub – Total

Note: Indicate the break up cost of different category of trainings including product, hardware,

network hardware etc

D NETWORK HARDWARE and SERVICES:

a. NETWORK HARDWARE:

1 Supply of Network Hardware

2 Cost of installation and

commissioning of Network

Hardware supplied at (1) above.

Sub – Total

b. NETWORK SERVICES (Quote charges per annum)

1 Cost of VPN bandwidth (1:1).

2 Cost of Establishing last mile

connectivity at all locations

3 Cost of backup last mile connectivity

at all locations

Sub – Total

E ANNUAL TECHNICAL

SUPPORT(AMC): (Quote charges

per annum) (AMTS) / ANNUAL

MAINTENANCE CONTRACT

AMC will start post commissioning as

agreed by NINL and IP

1 ATS for the ERP Product and related

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software

2 AMC for Hardware

3 AMC for Network Hardware

F Grand – Total

As per the clause 4.3 (c) of Tender ‐

Grand Total is to be arrived as

follows:

1 Total value of sub totals of A + B +

C.a + C.b + D.a

2 Sub total value of D.b multiplied by

2 (for 2 years)

3 Value E.1 multiplied by 2 (for 2

years)

4 Value of E.2 & E.3 multiplied by 3

(for 3 years)

Grand Total – Sum of 1 to 4

The prices as quoted by the bidder should be inclusive of all Taxes and duties. However, all applicable

taxes to be indicated by the bidder as a separate table

Bill of Material (BOM)

The bidder to provide detailed BOM for all the items / subsystems as per the table below:

Unit Prices/Rates Total Prices

S. No. Subsystem/Item Quantity INR Price INR Price

1.

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SUBTOTALS

TOTAL (To Grand Summary Table)

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7.18 List of Contractors

S No. Item Proposed Subcontractor Place of Registration &

Qualifications

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7.19 Preferred OEMs

Preferred OEM list for the products

S.no. Product Categories Prefered OEM

1 Active networking component Cisco, Juniper, HP, Avaya

2 Passive networking component AMP, MOLEX,SYSTIMAX,SCHNIDER

3 Appliance based security / web Security solution Cisco, Juniper, Fortigate. Checkpoint, websence

4 Server Cisco, HP, IBM, DELL

5 Storage EMC, NETAPP, HP, IBM

6 Network/Server Rack APW President, Rital, APC, Cyber Rack

7 Laptop/Desktop HP, DELL, LENOVO,Samsung

8 Antivirus Sophos, Symentec, Macfee

9 Mail Messaging, LDAP, DNS, DHCP Microsoft, redhat

10 KVM Switch Avocent, IBM, Cisco,HP

11 UPS APC, Emerson, Uniline, Microtec

12 Others Best in industry

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