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Request for Proposal (RFP)

For
Implementation of
Enterprise Resource Planning (ERP)
In
UJVN Limited

UJVN Limited
UJJWAL, Maharani Bagh,
GMS Road, Dehradun,
Uttarakhand
RFP for Implementation of ERP System in UJVN Limited

Disclaimer

This Request for Proposal (RFP) is for Implementation of Enterprise Resource Planning (ERP)
System in UJVN Limited (referred in the document as UJVNL) in the State of Uttarakhand.

Whilst the information in this RFP has been prepared in good faith, it is not and does not
purport to be comprehensive or to have been independently verified. Neither UJVNL nor its
employees, nor any of their advisers nor consultants accept any liability or responsibility for
the accuracy, reasonableness or completeness of the information contained in the RFP, or for
any errors, omissions or misstatements, negligence or otherwise, relating to the proposed
ERP Project, or makes any representation or warranty, express or implied, with respect to the
information contained in this RFP or on which this RFP is based or with respect to any written
or oral information made or to be made available to any of the recipients or their professional
advisers and, so far as permitted by law and except in the case of fraudulent misrepresentation
by the party concerned, and liability therefore is hereby expressly disclaimed.

The information contained in this RFP is selective and is subject to updating, expansion,
revision and amendment at the sole discretion of UJVNL. It does not, and does not purport to,
contain all the information that a recipient may require for the purposes for making a decision
for participation in this process. Each Party must conduct its own analysis of the information
contained in this RFP, to correct any inaccuracies therein and is advised to carry out its own
investigation into the proposed ERP Project, the regulatory regime which applies thereto and
by and all matters pertinent to this Project and to seek its own professional advice on the legal,
financial and regulatory consequences of entering into any agreement or arrangement relating
to this Project. UJVNL shall not be responsible for any direct or indirect loss or damage arising
out of or for use of any content of the RFP in any manner whatsoever.

This RFP includes certain statements, projections, targets and forecasts with respect to the
Project. Such statements, projections, targets and forecasts reflect various assumptions made
by the management, officers, employees, consultants, and experts of UJVNL, which (the
assumptions and the base information on which they are made) may or may not prove to be
correct. No representation or warranty is given as to the reasonableness of forecasts or the
assumptions on which they may be based and nothing in this RFP is, or should be relied on
as, a promise, representation or warranty.

UJVNL shall be the sole and final authority with respect to qualifying a bidder through this
RFP. The decision of UJVNL in selecting the System Integrator who qualifies through this RFP
shall be final and UJVNL reserves the right to reject any or all the bids without assigning any
reason thereof. UJVNL may terminate the RFP process at any time without assigning any
reason and upon such termination, UJVNL shall not be responsible for any direct or indirect
loss or damage arising out of such a termination.

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RFP for Implementation of ERP System in UJVN Limited

Table of Contents
About Request for Proposal (RFP) ........................................................................... 12
1. Instruction to Bidders ....................................................................................... 14
1.1 General ............................................................................................................... 14
1.2 Compliant Proposals / Completeness of Response ............................................. 14
1.3 Pre-Bid Meeting/Conference & Clarification ........................................................ 14
1.3.1 Pre-bid Conference ....................................................................................................... 14
1.3.2 Response to Pre-bid Queries and Issue of Corrigendum ............................................. 15
1.4 Key Requirements of the Bid ............................................................................... 15
1.4.1 Right to Terminate the RFP Process ............................................................................ 15
1.4.2 RFP Document Fees ..................................................................................................... 15
1.4.3 Earnest Money Deposit (EMD) ..................................................................................... 15
1.4.4 Submission of Proposal ................................................................................................ 16
1.4.5 Authentication of Bids ................................................................................................... 17
1.5 Preparation & Submission of Proposal ................................................................ 17
1.5.1 Proposal Preparation Costs .......................................................................................... 17
1.5.2 Language ...................................................................................................................... 17
1.6 Evaluation Process ............................................................................................. 17
1.6.1 Tender Opening ............................................................................................................ 18
1.6.2 Tender Validity .............................................................................................................. 18
1.6.3 Bid Evaluation ............................................................................................................... 18

2. Schedule of RFP Bidding Process ................................................................... 20


3. Evaluation Criteria ........................................................................................... 22
3.1 Pre-Qualification Criteria ..................................................................................... 22
3.1.1 Pre-Qualification Criteria for System Integrator ............................................................ 22
3.1.2 Pre-Qualification Criteria for ERP Application OEM ..................................................... 25
3.2 Technical Evaluation Criteria ............................................................................... 27
3.3 Financial Bid Evaluation ...................................................................................... 34
4. Introduction & Background............................................................................... 36
5. About the Project ............................................................................................. 37
5.1 Project Stakeholders ........................................................................................... 37
5.2 Objective of the Project ....................................................................................... 37
5.3 Expected Outcome of this Project ....................................................................... 38
6. Scope of Work ................................................................................................. 40
6.1 Supply of ERP Licenses ...................................................................................... 40
6.2 ERP Application .................................................................................................. 41

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6.3 Integration of ERP Application ............................................................................ 41


6.4 Testing ................................................................................................................ 41
6.5 Infrastructure Support ......................................................................................... 41
6.6 Security & Quality ............................................................................................... 41
6.7 Training & Change Management......................................................................... 41
6.8 Data Digitization .................................................................................................. 42
6.9 Go Live & Stabilization ........................................................................................ 42
6.10 Operation & Maintenance.................................................................................... 42
6.11 General ............................................................................................................... 42
6.12 Core Modules...................................................................................................... 42
6.13 Support Modules ................................................................................................. 42
7. Functional Requirement Specifications ............................................................ 43
7.1 Plant Operations & Maintenance Management System ...................................... 43
7.2 Project Management & RMU System .................................................................. 51
7.3 Purchase/Procurement Management System ..................................................... 58
7.4 Asset, Material & Inventory Management System ............................................... 64
7.5 Commercial & Billing Management System ......................................................... 75
7.6 Human Resource Management System .............................................................. 79
7.7 Finance & Accounts Management System .......................................................... 96
7.8 Payroll System .................................................................................................. 125
7.9 Document Management System ....................................................................... 128
8. Technical Requirement Specifications ........................................................... 130
8.1 Business Design ............................................................................................... 130
8.2 System Design .................................................................................................. 130
8.3 Application related Technical Features.............................................................. 132
8.4 Application & Other Standards .......................................................................... 132
8.5 Compliance with Industry Standards ................................................................. 132
8.6 Non-functional Requirement for ERP Implementation ....................................... 133
8.7 Infrastructure Requirements at DC/DRC ........................................................... 134
8.8 Security Requirement & Features ..................................................................... 135
8.9 Audit Requirements........................................................................................... 136
8.10 OEM Services ................................................................................................... 137
8.11 Configuration & Customization .......................................................................... 137
8.12 Testing and Hosting .......................................................................................... 138
8.13 Documentation of ERP Project .......................................................................... 138

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9. Data Digitization ............................................................................................. 140


10. Training & Change Management Plan ........................................................... 142
10.1 Training ............................................................................................................. 142
10.1.1 Training Material.......................................................................................................... 142
10.1.2 Training Infrastructure ................................................................................................. 142
10.1.3 Training Location ......................................................................................................... 142
10.1.4 Training Types............................................................................................................. 143
10.2 Change Management........................................................................................ 143
10.2.1 Change Management Plan ......................................................................................... 143
10.2.2 Responsibilities of Change Management Teams ....................................................... 144
10.2.3 Change Management Sessions .................................................................................. 144
10.2.4 Communication Strategy ............................................................................................. 144
10.2.5 Communication Strategy Delivery ............................................................................... 145
10.2.6 Assumptions & Dependencies .................................................................................... 145

11. Deployment of SI Manpower .......................................................................... 146


12. Project Implementation .................................................................................. 148
12.1 Operation & Maintenance.................................................................................. 148
12.2 Annual Technical Support ................................................................................. 149
13. Role & Responsibilities .................................................................................. 151
13.1 Role & Responsibilities of UJVNL ..................................................................... 151
13.2 Role & Responsibilities of System Integrator ..................................................... 151
13.3 Role & Responsibilities of Consultant ................................................................ 152
14. Project Timelines & Deliverables ................................................................... 154
15. Appointment of System Integrator (SI) ........................................................... 157
15.1 Award Criteria ................................................................................................... 157
15.2 Right to Accept/Reject Any Proposal or All Proposal(s) ..................................... 157
15.3 Notification of Awards ....................................................................................... 157
15.4 Contract Finalization & Award ........................................................................... 157
15.5 Performance Bank Guarantee ........................................................................... 157
15.6 Signing of Contract............................................................................................ 158
15.7 Failure to Agree with Terms & Conditions of the RFP ....................................... 158
16. General Conditions of the Contract ................................................................ 160
16.1 Definitions and Interpretation ............................................................................ 160
16.1.1 Definitions .................................................................................................................... 160
16.1.2 Interpretation ............................................................................................................... 160
16.1.3 Measurements and Arithmetic Conventions ............................................................... 160

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16.1.4 Ambiguities within Agreement ..................................................................................... 160


16.1.5 Priority of documents .................................................................................................. 161
16.2 Scope of the Project .......................................................................................... 161
16.2.1 Scope of work.............................................................................................................. 161
16.3 Term and Duration of the Agreement ................................................................ 161
16.4 Conditions Precedent & Effective Date.............................................................. 161
16.4.1 Provisions to take effect upon fulfilment of Conditions Precedent .............................. 161
16.4.2 Conditions Precedent of the System Integrator .......................................................... 162
16.4.3 Conditions Precedent of UJVNL ................................................................................. 162
16.4.4 Extension of time for fulfilment of Conditions Precedent ............................................ 162
16.4.5 Non-fulfilment of the System Integrator’s Conditions Precedent ................................ 162
16.5 Obligations under the SLA ................................................................................ 162
16.6 Representations and Warranties ....................................................................... 164
16.6.1 Representations and Warranties of the System Integrator ......................................... 164
16.6.2 Representations and warranties of UJVNL ................................................................. 165
16.7 Obligations of UJVNL ........................................................................................ 166
16.8 Obligations of the System Integrator ................................................................. 166
16.9 Use of assets by the System Integrator ............................................................. 167
16.10 Access to UJVNL Locations .............................................................................. 167
16.11 Management Phase .......................................................................................... 168
16.11.1 Governance ............................................................................................................. 168
16.11.2 Security and Safety ................................................................................................. 168
16.11.3 Cooperation ............................................................................................................. 168
16.12 Financial Matters............................................................................................... 169
16.12.1 Terms of Payment ................................................................................................... 169
16.12.2 Invoicing and Settlement ......................................................................................... 169
16.12.3 Tax .......................................................................................................................... 170
16.13 Termination ....................................................................................................... 170
16.13.1 Termination at UJVNL’s Convenience .................................................................... 170
16.13.2 Material Breach ....................................................................................................... 171
16.13.3 Effects of termination .............................................................................................. 172
16.13.4 Termination of this Agreement due to bankruptcy of System Integrator................. 172
16.14 Indemnification & Limitation of Liability .............................................................. 172
16.15 Force Majeure ................................................................................................... 174
16.15.1 Definition of Force Majeure ..................................................................................... 174
16.15.2 Force Majeure Events ............................................................................................. 174
16.15.3 Notification procedure for Force Majeure ................................................................ 176

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16.15.4 Allocation of costs arising out of Force Majeure ..................................................... 176


16.15.5 Consultation and duty to mitigate ............................................................................ 177
16.16 Confidentiality ................................................................................................... 177
16.17 Audit, Access and Reporting ............................................................................. 177
16.18 Intellectual Property Rights ............................................................................... 178
16.19 Warranty ........................................................................................................... 178
16.20 Liquidated Damages ......................................................................................... 179
16.21 Insurance Cover ................................................................................................ 179
16.21.1 Obligation to maintain insurance ............................................................................. 179
16.21.2 Certificates of currency ........................................................................................... 180
16.21.3 Non-compliance ...................................................................................................... 180
16.22 Miscellaneous ................................................................................................... 180
16.22.1 Personnel ................................................................................................................ 180
16.22.2 Independent Contractor .......................................................................................... 181
16.22.3 Assignment .............................................................................................................. 181
16.22.4 Trademarks, Publicity .............................................................................................. 181
16.22.5 Notices .................................................................................................................... 182
16.22.6 Variations and Further Assurance........................................................................... 182
16.22.7 Severability and Waiver .......................................................................................... 182
16.22.8 Compliance with Applicable Law ............................................................................. 183
16.22.9 Professional Fees.................................................................................................... 183
16.22.10 Ethics ....................................................................................................................... 183
16.22.11 Entire Agreement .................................................................................................... 183
16.22.12 Amendment ............................................................................................................. 183
16.23 Governing Law and Dispute Resolution ............................................................ 184
16.24 Non-disclosure of Confidential Information ........................................................ 186
Schedules .............................................................................................................. 187
Schedule – I – Definitions .............................................................................................. 187
Schedule – II – Change Control Schedule ..................................................................... 192
Schedule – III – Exit Management Schedule ................................................................. 194
Schedule – IV - Audit, Access and Reporting ................................................................ 198
Schedule – V – Governance Schedule .......................................................................... 201
Schedule – VI – Payment Schedule .............................................................................. 203
Service Level Agreement ....................................................................................... 204
Annexures .............................................................................................................. 209
ANNEXURE 1: Technical Bid Template......................................................................... 209

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Form 1: Undertaking on Total Responsibility .............................................................................. 210


Form 2: Particulars of the Bidder ................................................................................................ 211
Form 3: Bank Guarantee for Earnest Money Deposit ................................................................. 212
Form 4: Compliance Sheet for Technical Proposal .................................................................... 214
Form 4A: Functional Requirement Specification......................................................................... 214
Form 4B: Compliance to Technical Specifications...................................................................... 215
Form 4C: Compliance for Pre-Qualification of SI ........................................................................ 225
Form 4D: Compliance for Pre-Qualification of OEM ................................................................... 227
Form 4E: Compliance for Technical Evaluation .......................................................................... 231
Form 5: Letter of Proposal .......................................................................................................... 237
Form 6: Project Citation Format .................................................................................................. 238
Form 7: Proposed Solution ......................................................................................................... 239
Form 8: Proposed Work Plan ...................................................................................................... 240
Form 9: Team Composition for Implementation & O&M period in separate tables .................... 241
Form 10: CV of Key Professional ................................................................................................ 242
Form 11: Deployment of Personnel ............................................................................................ 244
Form 12: Deviation ...................................................................................................................... 245
Form 13: Manufactures Authorization Form ............................................................................... 246
Form 14: Declaration on Source Code and Intellectual Property Rights .................................... 248
Form 15: Undertaking on Patent Right ....................................................................................... 249
Form 16: Undertaking on Compliance & Sizing of Infrastructure ................................................ 250
Form 17: Undertaking on Service Level Compliance ................................................................. 251
Form 18: Undertaking on Deliverables ....................................................................................... 252
Form 19: Undertaking on Support to Third Party Solution acceptance and certification ............ 253
Form 20: Undertaking on Exit Management and Transition ....................................................... 254
Form 21: Declaration that the bidder has not been blacklisted................................................... 255
Form 22: Bid Validity on stamp paper of Rs. 100/- ..................................................................... 256
Form 23: Correctness of bid on stamp paper of Rs. 10/- ............................................................ 257
Form 24: Power of Attorney on stamp paper of Rs. 100/- .......................................................... 258
Annexure 2: Financial Bid Template .............................................................................. 259
Form 1: Bill of Quantity in BoQ1 for Financial Evaluation Purpose ............................................ 260
Form 2: Price for Bill of Quantity in BoQ2 need to be quoted mandatorily but will not be
considered for Financial Evaluation ............................................................................................ 262
Annexure 3: Template for Performance Bank Guarantee (PBG).................................... 263
Annexure 4: Template for Change Control Notice (CCN) .............................................. 265

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Acronyms and Abbreviations

Acronym Description
ABT Availability-based tariff
AMC Annual Maintenance Cost
API Application Program Interface
CCN Change Control Notice
CEA Central Electricity Authority
CENVAT Central Value Added Tax
CERC Central Electricity Regulatory Commission
CMM Capability Maturity Mode
CoS Class of Service
CWIP Capital Works In Progress
DC Data Center
DGM Deputy General Manager
DHCP Dynamic Host Configuration Protocol
DNS Domain Name System
DPR Detailed Project Report
DR Disaster Recovery
DSM Deviation Settlement Mechanism
DXF Drawing Exchange Format
EMD Earnest Money Deposit
ERP Enterprise Resource Planning
ESI Employee State Insurance
ESS Employee Self Service
F&A Finance and Accounting
FAQ Frequently Asked Questions
FE Financial Evaluation
FIFO First in First out
FY Financial Year
GIF Graphics Interchange Format
GIS Geographic Information System
GoI Government of India
GoU Government of Uttarakhand
GR Guaranteed Remittance
HRMS Human Resource Management System
HTTP Hypertext Transfer Protocol
IDS Intrusion Detection System
IPR Intellectual Property Rights
ISO International Organization for Standardization
ISP Internet Service Provider
ITCC Income Tax Clearance Certificate
JDBC Java Database Connectivity
LAN Local Area Network
LD Liquidated Damages

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RFP for Implementation of ERP System in UJVN Limited

Acronym Description
LOI Letter of Intent
MICR Magnetic Ink Character Recognition
MIS Management Information System
MM Material Management
MPLS Multiprotocol Label Switching
MRV Material Receipt Voucher
MSA Master Service Agreement
NDC No Dues Certificate
NIT Notice Inviting Tender
NOC No Objection Certificate
NRPC Northern Region Power Committee
OCR Optical Character Recognition
ODBC Open Database Connectivity
OEM Original Equipment Manufacturer
PAF Plant Availability Factor
PAN Permanent Account Number
PAR Performance Appraisal Report
PBG Performance Bank Guarantee
PFC Power Finance Company
PGCIL Power Grid Corporation India Ltd.
PKCS Public Key Cryptography Standards
PMT Project Management Team
PO Purchase Order
PTCUL Power Transmission Corporation of Uttarakhand Limited
QCBS Quality and Cost Based Selection
RDBMS Relational Database Management System
RFP Request for Proposal
RLDC Regional Load Dispatch Center
RTF Rich Text Format
RTI Right to Information
SDC State Data Centre
SERC State Electricity Regulatory Commission
SI System Implementer/Integrator
SLA Service Level Agreement
SLDC State Load Dispatch Center
SME Subject Matter Expert
SOA Service Oriented Architecture
SOAP Simple Object Access Protocol
STN Store Transfer Note
STQC Standardisation Testing and Quality Certification
TDMA Time Division Multiple Access
TIF Tag Image File Format
ToR Terms of Reference

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RFP for Implementation of ERP System in UJVN Limited

Acronym Description
UAT User Acceptance Test
UJVNL UJVN Limited
UTR Unique Transaction Reference Number
VAT Value Added Tax
VRS Voluntary Retirement Scheme
VSAT Very Small Aperture Terminal
WAN Wide Area Network

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RFP for Implementation of ERP System in UJVN Limited

About Request for Proposal (RFP)


This document constitutes the Request for Proposal (RFP) for Implementation of Enterprise
Resource Planning (ERP) System in UJVN Ltd. (referred in the document as UJVNL). This
RFP has been prepared to invite bidders to submit their proposals to implement and maintain
the ERP System for UJVNL. Information used for the preparation of this RFP has been made
available from relevant and published sources of UJVNL. Nonetheless, bidders are required
to make informed evaluation and decision based on their judgment.

This RFP document contains the entire information that constitutes the requirement as
proposed by UJVNL in order for qualified bidders to submit their proposals. Any queries or
clarifications must be submitted in the prescribed format.

This RFP comprises the following sections/chapters:


Section Section Name Chapter Name of Chapter
No. No.
Section I Instruction to Bidders Chapter 1 Instruction to Bidders
Section II Schedule of RFP Chapter 2 Schedule of RFP Bidding Process
Bidding Process
Section III Evaluation Criteria Chapter 3 Evaluation Criteria
Section IV Terms of Reference Chapter 4 Introduction & background
(Scope of Work) Chapter 5 About the Project
Chapter 6 Scope of Work
Chapter 7 Functional Requirement
Specifications
Chapter 8 Technical Requirement Specifications
Chapter 9 Data Digitization
Chapter 10 Training & Change Management
Chapter 11 Deployment of SI Manpower
Chapter 12 Project Implementation
Chapter 13 Roles & Responsibilities
Chapter 14 Project Timelines & deliverables
Section V Appointment of System Chapter 15 Appointment of System Integrator
Integrator
Section VI General Conditions of Chapter 16 General Conditions of Contract
Contract
Schedule Schedule
Service Level Service Level Agreement
Agreement
Annexures Annexures

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RFP for Implementation of ERP System in UJVN Limited

SECTION I:
INSTRUCTION TO
BIDDERS

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RFP for Implementation of ERP System in UJVN Limited

1. Instruction to Bidders
1.1 General

1. While every effort has been made to provide comprehensive and accurate background
information and requirements and specifications, Bidders must form their own
conclusions about the solution needed to meet the requirements.
2. All information supplied by Bidders may be treated as contractually binding on the
Bidders, on successful award of the assignment by UJVNL on the basis of this RFP
3. No commitment of any kind, contractual or otherwise shall exist unless and until a
formal written contract has been executed by or on behalf of UJVNL. Any notification
of preferred bidder status by UJVNL shall not give rise to any enforceable rights by the
Bidder. UJVNL may cancel this public procurement at any time prior to a formal written
communication being executed by or on behalf of UJVNL.
4. This RFP supersedes and replaces any previous public documentation &
communications and Bidders should place no reliance on such communications.

1.2 Compliant Proposals / Completeness of Response

1. Bidders are advised to study all instructions, forms, terms, requirements and other
information in the RFP document carefully. Submission of the bid shall be deemed to
have been done after careful study and examination of the RFP document with full
understanding of its implications.
2. Failure to comply with the requirements of this paragraph may render the Proposal
non-compliant and the Proposal may be rejected. Bidders must:
a) Include all documentation specified in this RFP
b) Follow the format of this RFP and respond to each element in the order as set
out in this RFP
c) Comply with all requirements as set out within this RFP

1.3 Pre-Bid Meeting/Conference & Clarification

1.3.1 Pre-bid Conference


1. UJVNL shall hold a pre-bid meeting with the prospective bidders as per the date
provided in the Schedule of RFP Bidding process.
2. The Bidders will have to ensure that their queries for Pre-Bid meeting should reach as
per Schedule of Bid process sheet by post, facsimile or email as per the date and time
mentioned in the Schedule of Bid process.
The queries should necessarily be submitted in the following format:

S. No. RFP Document Content of RFP requiring Points of


Reference(s) Clarification(s) clarification
(Section & Page Numbers)

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RFP for Implementation of ERP System in UJVN Limited

3. UJVNL shall not be responsible for ensuring that the bidders’ queries have been
received by them. Any requests for clarifications after the indicated date and time may
not be entertained by UJVNL.

1.3.2 Response to Pre-bid Queries and Issue of Corrigendum


1. UJVNL will endeavour to provide timely response to all queries. However, UJVNL
makes no representation or warranty as to the completeness or accuracy of any
response; neither response nor does UJVNL undertake to answer all the queries that
have been posed by the bidders.
2. At any time prior to the last date for receipt of bids, UJVNL may, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective
Bidder, modify the RFP Document by a corrigendum
3. The Corrigendum (if any) & clarifications to the queries from all bidders will be posted
on tender portal www.uktenders.gov.in and may be emailed to all participants of the
pre-bid conference
4. Any such corrigendum shall be deemed to be incorporated into this RFP
5. In order to provide prospective Bidders reasonable time for taking the corrigendum into
account, UJVNL may, at its discretion, extend the last date for the receipt of Proposals.

1.4 Key Requirements of the Bid

1.4.1 Right to Terminate the RFP Process


1. UJVNL may terminate the RFP process at any time and without assigning any reason.
UJVNL makes no commitments, express or implied, that this process will result in a
business transaction with anyone.
2. This RFP does not constitute an offer by UJVNL. The bidder's participation in this
process may result UJVNL selecting the bidder to engage towards execution of the
contract.

1.4.2 RFP Document Fees


1. The bidder may download the RFP document from the tender portal
www.uktenders.gov.in. The bidder shall submit, along with their Bids, RFP Document
fees of Rs 1,00,000 only (Rs One Lac only) plus sales tax in the form of a demand
draft in favour of UJVN Ltd., payable at Dehradun. The demand draft of RFP document
fees should be submitted along with Proposal. Proposals received without or with
inadequate RFP Document fees shall be rejected.

1.4.3 Earnest Money Deposit (EMD)


1. Bidders shall submit, along with their Bids, EMD of Rs 65,00,000 only (Rs. Sixty-Five
Lacs only), in the form of a Bank Guarantee (in the format specified in Annexure 1:
Form 3) issued by any Nationalised/Scheduled Bank in favour of UJVN Limited,

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RFP for Implementation of ERP System in UJVN Limited

payable at Dehradun and should be valid for Six months from the date of the opening
of the bids.
2. EMD of all unsuccessful bidders will be refunded by UJVNL within 45 days after award
of contract to successful bidder. The EMD, for the amount mentioned above, of
successful bidder would be returned upon submission of Performance Bank
Guarantee as per the format provided in Annexure 3.
3. The EMD amount is interest free and will be refundable to the unsuccessful bidders
without any accrued interest on it.
4. The bid / proposal submitted without EMD, mentioned above, will be summarily
rejected.
5. The EMD may be forfeited:
d) If a bidder withdraws its bid during the period of bid validity.
e) In case of a successful bidder, if the bidder fails to sign the contract in accordance
with this RFP.

1.4.4 Submission of Proposal


1. Only online submission of bid is permitted hence, the bids shall have to be submitted
online on “http://uktenders.gov.in”.
2. Digital Signature Certificate is mandatory to participate in the e-tendering. Bidders
already possessing the digital signature issued from authorized Certifying Agency can
use the same in this tender.
3. The technical qualification part of the bids will be opened online at the date and Time
given in the Section-II, Chapter 2 - Schedule of RFP Bidding Process and in the
presence of authorized representative(s) of the Bidders who choose to remain present,
in the office of Dy. General Manager (IT), UJJWAL, Maharani Bagh, GMS Road,
Dehradun. If the office happens to be closed on the date of opening of the bids as
specified, the bids will be opened on the next working day at the same time and venue.
4. After opening of the Tender Bid (Part-1), evaluation shall be done and the bidder shall
be evaluated for qualification. The list of the technically qualified bidders shall be
displayed on the portal “http://uktenders.gov.in”.
5. Financial Bid (Part-II) of technically qualified bidders shall be opened subsequently for
which date & time for opening shall be intimated separately and the details shall also
be available on “http://uktenders.gov.in”.
6. The bidders are required to submit following original documents in the office of Dy.
General Manager (IT), UJVN Limited, “UJJWAL”, Maharani Bagh GMS Road,
Dehradun
a) Demand draft of any nationalized/scheduled bank towards the cost of RFP
document as specified above in Section 1.4.2
b) Earnest Money Deposit as specified above in Section 1.4.3
c) Agreement of validity on non-judicial stamp paper of Rs.100/- plus revenue
stamp of Rs.1/- as per Annexure 1 Form 22

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d) An affidavit on a non-judicial Stamp paper of Rs 10/- only, by the bidder regarding


correctness of information/documents furnished with bid document as per
Annexure 1 Form 23
e) Power of Attorney in the name of authorized signatory on Rs. 100/- Stamp paper
individually for both SI & OEM as per Annexure 1 Form 24
7. Hard copy of the complete bid document is required for reference purpose only. In
case of variation between hard copy and documents downloaded from the portal, the
latter shall prevail.
8. Above mentioned original documents are required to be submitted before tender
opening date. In case these documents are received after the due date and the
specified time (including the extended period if any) for any reason whatsoever, bid
shall not be entertained and bid will be rejected.

1.4.5 Authentication of Bids


1. The Proposal should be accompanied by a power-of-attorney in the name of the
signatory of the Proposal.

1.5 Preparation & Submission of Proposal

1.5.1 Proposal Preparation Costs


1. The bidder shall be responsible for all costs incurred in connection with participation in
the RFP process, including, but not limited to, costs incurred in conduct of informative
and other diligence activities, participation in meetings/discussions/presentations,
preparation of proposal, in providing any additional information required by UJVNL to
facilitate the evaluation process, and in negotiating a definitive contract or all such
activities related to the bid process.
2. UJVNL in no case will be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process.

1.5.2 Language
1. The Proposal should be filled by the Bidder in English language only. If any supporting
documents submitted are in any language other than English, translation of the same
in English language is to be duly attested by the Bidders. For purposes of interpretation
of the Proposal, the English translation shall govern.

1.6 Evaluation Process

1. UJVNL will constitute a Proposal Evaluation Committee to evaluate the responses of


the bidders
2. The Proposal Evaluation Committee constituted by UJVNL shall evaluate the
responses to the RFP and all supporting documents / documentary evidence. Inability
to submit requisite supporting documents / documentary evidence, may lead to
rejection.

17 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

3. The decision of the Proposal Evaluation Committee in the evaluation of responses to


the RFP shall be final. No correspondence will be entertained outside the process of
negotiation/ discussion with the Committee.
4. The Proposal Evaluation Committee may ask for meetings with the Bidders to seek
clarifications on their proposals
5. The Proposal Evaluation Committee reserves the right to reject any or all proposals on
the basis of any deviations.
6. Each of the responses shall be evaluated as per the criterions and requirements
specified in this RFP.

1.6.1 Tender Opening


1. The Proposal will be submitted up to 6:00 PM till 11th Nov 2016 and will be opened on
16th Nov 2016 at 11:00 AM by UJVNL, in the presence of those Bidders or their
representatives who may be present at the time of opening of bids

1.6.2 Tender Validity


The offer submitted by the Bidders should be valid for minimum period of 180 days from
the date of opening of the Bids

1.6.3 Bid Evaluation


1. Initial Bid scrutiny will be held and incomplete details as given below will be treated as
non-responsive, if Proposals:
a) Are not submitted as specified in the RFP document
b) Original documents as specified in Point no. 6 of Section 1.4.4 are not submitted
in the office of Dy. General Manager (IT), UJVN Limited by the bid submission
due date
c) Are found with suppression of details
d) With incomplete information, subjective, conditional offers and partial offers
submitted
e) Submitted without the documents requested in the checklist
f) With lesser validity period

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SECTION II:
SCHEDULE OF RFP
BIDDING PROCESS

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2. Schedule of RFP Bidding Process

S. No Information Details
1. RFP No. and Date No.01/UJVNL/DGM(IT)/2016-17
2. Last date for submission of written 14th Oct 2016
queries for clarifications Email: dgm.it@ujvnl.com
3. Date and Place of pre-bid 17th Oct 2016 at 11:00 AM at UJJWAL,
conference Maharani Bagh, GMS Road, Dehradun,
Uttarakhand
4. Release of response to clarifications 21st Oct 2016
5. Bid validity period 180 days from the last date (deadline) for
submission of proposals
6. Last date (deadline) for submission of 11th Nov 2016 up to 06:00 PM
bids on the portal Portal: https://uktenders.gov.in
7. Last date(deadline) for submission of 15th Nov 2016 up to 05:00 PM
hardcopies of bids
8. Opening of Technical Bid (Part – I) 16th Nov 2016 at 11:00AM
9. Technical Presentation by the To be intimated
Bidders
10. Place, Time and Date of opening of To be intimated
Financial proposals received in
response to the RFP notice
11. Contact person for queries Shri R.B. Tripathi, DGM (IT)
UJJWAL, Maharani Bagh, GMS Road,
Dehradun, Uttarakhand
EPABX : 0135-2523229
Fax : 0135-2763508
Email: dgm.it@ujvnl.com
Website: www.ujvnl.com
12. Addressee and address at which Shri R.B. Tripathi, DGM (IT)
proposal in response to RFP notice is UJJWAL, Maharani Bagh, GMS Road,
to be submitted: Dehradun, Uttarakhand
EPABX : 0135-2523229
Fax : 0135-2763508
Email: dgm.it@ujvnl.com
Website: www.ujvnl.com

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SECTION III:
EVALUATION CRITERIA

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3. Evaluation Criteria

1. The overall objective of this evaluation process is to select the capable and qualified
firm in the business domain of developing and customization of ERP System,
Departmental ERP solutions as per the module requirement, related hardware and
other infrastructure, providing associated capacity building, training and handholding
support as well as associated managed services and who will provide a
comprehensive solution towards Supply, Installation, Integration, Development,
Commissioning, Deployment, Operation & Management of ERP Application.
2. First the Pre-Qualification Proposal will be evaluated and only those bidders who
qualify the requirements will be eligible for next step of evaluation of Technical
Proposal. Technical Proposal of Bidders who do not meet the Pre-Qualification criteria
will not be evaluated further
3. The technical score of all the bidders would be calculated as per the criteria mentioned
below. All the bidders who achieve at least 70 marks in the technical evaluation would
be eligible for the next stage, i.e. Financial Bid opening
4. Proposals of Companies would be evaluated as per Technical Evaluation Criteria
Chapter 3.2. Bidder should clearly indicate, giving explicit supporting documentary
evidence, with respect to the above, in absence of which their proposals will be
rejected summarily at the qualification stage itself

3.1 Pre-Qualification Criteria

3.1.1 Pre-Qualification Criteria for System Integrator


Sr. Qualification Criteria Documents/Information to be Provided
in the submitted Proposal
1. The Bidder
a. Should have made a payment of a. DD for Rs 1,00,000/- plus sales tax (In
Rs. 1,00,000/- (Rupees One Lakh Favour of UJVN Ltd., payable at
only) plus sales tax for the RFP Dehradun)
document b. Original bank guarantee of Rs.
b. Should have submitted a EMD of 65,00,000/- must be furnished in the
Rs. 65,00,000/- (Rupees Sixty Five format prescribed in Annexure 1,
Lakh only) Form 3
2. The Bidder should be registered Certificate of Incorporation along with
under Companies Act, 2013 Article of Association

3. The Bidder shall provide Relevant certificates


a. Copy of Sales Tax/ Service Tax
Registration Certificate
b. Copy of Income Tax, PAN No.
4. The Bidder shall not be under a A self-certified letter by the designated
declaration of ineligibility for corrupt or official of the bidder in the form of
fraudulent practices Annexure-1 (Form 1 & Form21)
5. The Bidder should not be blacklisted A self-certified letter by the designated
by any UT/State Govt. /Central Govt. / official of the bidder in the form of
Annexure-1 (Form 1 & Form21)

22 UJVN Limited, Dehradun


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Sr. Qualification Criteria Documents/Information to be Provided


in the submitted Proposal
PSU for any reason at the time of
Bidding
6. The Bidder should be ISO 9001:2008 Copy of certification which is valid on date
certified of submission
7. The Bidder should be minimum CMMi Copy of certification which is valid on date
Level 5 of submission
8. Average Annual Turnover of Bidder Financial Standing should be established
during the last three (3) financial years through latest ITCC, Annual Report
(FY 13-14, FY 14-15, FY 15-16 or (Balance Sheet and P&L Account)
FY12-13) as per the last published
balance sheets of INR 350 Cr. or more
9. Bidder should have earned Profit Financial Standing should be established
before Taxes in three (3) out of through latest ITCC, Annual Report
immediately preceding five (5) (Balance Sheet and P&L Account)
financial years.
10. The Net Worth of the Bidder must be Financial Standing should be established
positive and not less than the amount through latest ITCC, Annual Report
of Equity Share Capital including (Balance Sheet and P&L Account)
Share Premium in three (3) out of
immediately preceding five (5)
financial years
11. The Bidder should have experience in Completion Certificate from the Clients
implementation of at least three (3) and Purchase Orders /Work Orders /
ERP Application Projects for the Contract Agreement
offered ERP Product in India as a
System Integrator.
 One out of these three (3)
implementations must be in
Government/PSUs in India
 Project values parameters as
given below
o One out of these three
(3) implementations
(including support)
must be of more than
30 Cr. Project value OR
o Two out of these three
(3) implementations
(including support)
must be of more than
20 Cr. Project value
each OR
o Three out of these three
(3) implementations
(including support)
must be of more than
15 Cr. Project value
each
 All the three (3)
implementations should be
successfully completed
within past 7 years (FY 15-16,

23 UJVN Limited, Dehradun


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Sr. Qualification Criteria Documents/Information to be Provided


in the submitted Proposal
FY 14-15, FY 13-14, FY 12-13,
FY 11-12, FY10-11 & FY09-10)
12. The bidder should have successfully Completion Certificate from the Clients
completed at least one (1) and Purchase Orders /Work Orders /
implementation of proposed ERP Contract Agreement
Product in Power Sector in India with
minimum 300 nos. of ERP Users. This
implementation shall cover any five (5)
of the below listed functionalities
 Plant Operations
 Maintenance Management
 Project Management
 Asset & Inventory
Management
 Material Management
 Commercial & Billing
 Procurement Management
 Finance & Accounting
Management
 HRMS
 Business Intelligence (BI) for
Reporting & Dashboard
13. The Bidder must have a minimum 200 Certificate from HR Department for
number of IT Staff of technically number of technically qualified
qualified personnel in the domain of professionals employed by the company
Systems Integration, at the time of
bidding on its roll
14. Authorized Signatory of the Bidder Power of Attorney in the name of the
signatory of the Proposal

24 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

3.1.2 Pre-Qualification Criteria for ERP Application OEM


Sr. Qualification Criteria Documents/Information to be Provided
in the submitted Proposal
1. OEM must be incorporated in India Certificate of Incorporation
under the Companies Act 2013
2. Average Annual Turnover of OEM Self-certification and documentary proof
during the last three (3) financial
years (FY 13-14, FY 14-15, FY 15-16
or FY12-13) as per the balance
sheets of INR 1000 Cr. or more
3. Offered ERP product should have at Self-certification/relevant completion
least 10 Operational (as on bid documents signed by authorized signatory
submission date) ERP Application by board
Customers in India with at least 300
users in each customer. Out of these,
4 customers shall be in Public Sector
4. Offered ERP Application should be Self-certification signed by authorized
web enabled signatory by board
5. Offered ERP Application should have Self-certification/relevant completion
localized version to support latest documents signed by authorized signatory
India specific legal requirements on by board
TDS, Service Tax, VAT & other
taxation accounting, Payroll, GPF,
Salary TDS (Form 16 & 24)
certificates etc. Road map for
adoption of GST in ERP shall be
there whenever it is rolled out by GOI.
6. Offered ERP product should be Self-certification/relevant completion
implemented in at least 5 projects in documents signed by authorized signatory
Power Generation Sector in India with by board
multi-locations where at least five (5)
of the below listed functionalities shall
be covered
 Plant Operations
 Maintenance Management
 Project Management
 Asset & Inventory
Management
 Material Management
 Commercial & Billing
 Procurement Management
 Finance & Accounting
Management
 HRMS
 Business Intelligence (BI) for
Reporting & Dashboard
The ERP users in each of these
projects shall be 300 or more
7. Offered ERP product should be Self-certification/relevant completion
implemented in at least 5 projects in documents signed by authorized signatory
Government / Public Sector in India by board
where at least five (5) of the below
listed functionalities shall be covered

25 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. Qualification Criteria Documents/Information to be Provided


in the submitted Proposal
 Plant Operations
 Maintenance Management
 Project Management
 Asset & Inventory
Management
 Material Management
 Commercial & Billing
 Procurement Management
 Finance & Accounting
Management
 HRMS
 Business Intelligence (BI) for
Reporting & Dashboard
The ERP users in each of these
projects shall be 300 or more
8. OEM should have SLA based support Self-certification and documentary proof
for various product related issues.
The support should be 24x7x365
9. OEM Should have its training facilities Self-certification and documentary proof
in India and should have certified
training centres across the country
10. OEM should have product Self-certification and documentary proof
development and support centre in
India
11. ERP OEM should have at least Five Self-certification and documentary proof
(5) Implementation Partners in India
working in Public sector in last 3
years

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RFP for Implementation of ERP System in UJVN Limited

3.2 Technical Evaluation Criteria

Technical Evaluation Criteria for Selection of System Integrator

1. Technical proposal of those bidders will be evaluated, who qualify the Pre-Qualification
criteria.
2. In this part, the Technical bid will be reviewed for determining the eligibility of the Bidder
for the Project and to ascertain Compliance of the Technical bids with the Tender terms
and conditions, technical requirements and scope of work as defined in this tender.
3. This shall be the second stage of the evaluation by UJVN Ltd. Only those Bidders who
cross the threshold level of Technical Evaluation (TE) indicated below and adhere to
the Department’s technical requirements shall be considered for Financial Evaluation
(FE).
4. No marks shall be assigned for the technical evaluation parameter in the absence of
any response for that parameter
5. Evaluation Criteria proposed to be adopted will be Quality-cum-Cost Based System
(QCBS) where Technical Bid Score will get a Weightage of 70% and Financial Bid
Score a Weightage of 30%.
6. Technical Bid of the bidder shall be evaluated for acceptability of Techno-functional
requirements, deviations and technical suitability. Bidders shall respond to the
requirements as explained below for their evaluation with regard to experience and
qualification. Also, Bidder shall refer and respond to all technical requirements as
mentioned in the RFP document. The evaluation process would also include a
presentation of technical proposal by the Bidder.
7. The evaluation committee will evaluate the Technical Proposals on the basis of the
technical evaluation criterion as provided below:
8. The evaluation committee will evaluate the Technical Proposals on the basis of the
technical evaluation criterion as provided below:

Technical Evaluation Criteria:

S. No. Criteria Max Criteria/ Sub


Criteria Marks
1. Past Experience of the Bidder 50
2. Past Experience of the OEM 30
3. Presentation of Solution proposed for the ERP Project 20
by the bidder
Total Points 100

27 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Detailed break-up of Technical Evaluation Criteria:

S. Criteria / Sub Description Point System Max Form to


No. Criteria Criteri be used
a/
Sub
Criteri
a
Point
s
1 Past Experience of the Bidder 50
a. ERP At least Three (3) Average to be used 10 Annexure
Implementatio client references for for the 3 Projects. I, Form 6,
n Projects in implementation of The marks would supported
India an ERP Application be based on the by
including: following: documenta
a) Supply, a) >=INR 30 Cr. = ry
Configuratio 10 points; evidence
n & b) >=INR 20 Cr.
Customizati but less than
on of ERP INR 30 Cr. = 7
Application points;
b) Commissio c) >=INR 10 Cr.
ning of ERP but less than
Application INR 20 Cr. = 5
on Data points;
Centre d) < INR 10 Cr. = 0
Hardware points
c) O&M of
ERP
Application
b. ERP ERP Application Marks would be 10 Annexure
Implementatio projects in Power awarded based as I, Form 6,
n in Power Sector, where at below :- supported
Sector viz. least five (5) of the a) More than 4 by
Generation/ below listed projects = 10 documenta
Transmission/ functionalities shall points; ry
Distribution in be covered b) 4 Projects = 7 evidence
India  Plant points;
Operations c) 3 projects = 5
 Maintenanc points
e d) 2 Projects = 3
Manageme Points
nt e) Less than 2
 Project Projects = 0
Manageme points
nt
 Asset &
Inventory
Manageme
nt
 Material
Manageme
nt

28 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Max Form to


No. Criteria Criteri be used
a/
Sub
Criteri
a
Point
s
 Commercial
& Billing
 Procureme
nt
Manageme
nt
 Finance &
Accounting
Manageme
nt
 HRMS
 Business
Intelligence
(BI) for
Reporting &
Dashboard
c. ERP User Number of
Marks would be 10 Annexure
Base in India Implementations awarded based as I, Form 6,
for large scale done in India,
below :- supported
projects where the user a) More than 4 by
base is 300 or more projects = 10 documenta
ERP users in each points; ry
project b) 4 Projects = 7 evidence
points;
c) 3 projects = 5
points
d) 2 Projects = 3
Points
e) Less than 2
Projects = 0
points
d. Experience in No. of Projects as a Marks would be 10 Annexure
PSU/Governm System Integrator awarded based as I, Form 6,
ent Sector in in below :- supported
India PSU/Government a) More than 4 by
Sector in India projects = 10 documenta
points; ry
b) 4 Projects = 7 evidence
points;
c) 3 projects = 5
points
d) 2 Projects = 3
Points
e) Less than 2
Projects = 0
points

29 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Max Form to


No. Criteria Criteri be used
a/
Sub
Criteri
a
Point
s
e. Operation & Providing Marks would be 10 Annexure
Maintenance Operation & awarded based as I, Form 6,
of ERP Maintenance below :- supported
Application in support for ERP a) More than 4 by
India Application with a projects = 10 documenta
minimum order size points; ry
of INR 2 Cr. (O&M b) 4 Projects = 7 evidence
Component Value points;
only) each c) 3 projects = 5
points
d) 2 Projects = 3
Points
e) Less than 2
Projects = 0
points
2 Past Experience of OEM 30
a. Customer Number of Marks would be 10 Annexure
Base in India customers of the awarded based as I, Form 6,
in Power offered ERP below :- supported
Generation product in Power a) More than 4 by
sector Generation sector projects = 10 documenta
in India where at points; ry
least five (5) of the b) 4 Projects = 7 evidence
below listed points;
functionalities shall c) 3 projects = 5
be covered points
 Plant d) 2 Projects = 3
Operations Points
 Maintenanc e) Less than 2
e Projects = 0
Manageme points
nt
 Project
Manageme
nt
 Asset &
Inventory
Manageme
nt
 Material
Manageme
nt
 Commercial
& Billing
 Procureme
nt

30 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Max Form to


No. Criteria Criteri be used
a/
Sub
Criteri
a
Point
s
Manageme
nt
 Finance &
Accounting
Manageme
nt
 HRMS
 Business
Intelligence
(BI) for
Reporting &
Dashboard
b. ERP User Number of Marks would be 10 Annexure
Base for Customers in India awarded based as I, Form 6,
projects in with more than 300 below :- supported
Govt./PSU in ERP users of the a) More than 4 by
India offered ERP projects = 10 documenta
product points; ry
b) 4 Projects = 7 evidence
points;
c) 3 projects = 5
points
d) 2 Projects = 3
Points
e) Less than 2
Projects = 0
points
c. Customer Number of Marks would be 10 Annexure
Base in India customers of the awarded based as I, Form 6,
in Power offered ERP below :- supported
Sector Viz. product in Govt. / a) More than 4 by
Generation/ PSU in India where projects = 10 documenta
Transmission/ at least five (5) of points; ry
Distribution in the below listed b) 4 Projects = 7 evidence
Govt. / PSU functionalities shall points;
be covered c) 3 projects = 5
 Plant points
Operations d) 2 Projects = 3
 Maintenanc Points
e e) Less than 2
Manageme Projects = 0
nt points
 Project
Manageme
nt

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RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Max Form to


No. Criteria Criteri be used
a/
Sub
Criteri
a
Point
s
 Asset &
Inventory
Manageme
nt
 Material
Manageme
nt
 Commercial
& Billing
 Procureme
nt
Manageme
nt
 Finance &
Accounting
Manageme
nt
 HRMS
 Business
Intelligence
(BI) for
Reporting &
Dashboard
Note :
1. For all the above, the Project Completion Certificate OR Ongoing projects with
satisfactory certificate from client in the last 7 years up to the date of bid submission
need to be provided (Issued to the Bidder/OEM by the respective customers). Out of the
Projects cited above in each category, at least 2 projects shall be completed Project (At
minimum, Go-Live stage shall be completed).
2. The supporting documents in the above criterion would be based on the Purchase Order
OR LOI OR Contract Agreement OR client certificate/Letter containing scope of work,
value of project etc. issued to the Bidder. Completion Certificate issued by client is
mandatory for showcasing completed projects. In absence of the supporting documents,
the projects would not be considered for evaluation
3 Solution proposed 20
a. Proposed ERP Technical Evaluation 20 Annexure
Implementation Presentation Committee will I, Form 7,
Project for evaluate whether supported
UJVN Ltd. all the points/ by
requirements documenta
mentioned in the ry
RFP are addressed evidence
well and award
points accordingly.
The proposal shall
cover

32 UJVN Limited, Dehradun


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S. Criteria / Sub Description Point System Max Form to


No. Criteria Criteri be used
a/
Sub
Criteri
a
Point
s
 Understand
ing of
Objectives
of UJVNL
for the
implementa
tion of ERP
 Approach &
Methodolog
y of the
Bidder for
effective
implementa
tion of ERP
in UJVNL
 Detailed
Project Plan
 Proposed
Team
Structure

Total Points 100

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3.3 Financial Bid Evaluation

1. Successful bidder will be decided based upon Quality-cum-Cost Based System


(QCBS) where Technical Bid Score will get a Weightage of 70% and Financial Bid
Score a Weightage of 30%.
2. The Financial Bids of Technically Qualified bidders (i.e. above 70 marks) will be
opened on the prescribed date in the presence of bidder representatives.
3. Only fixed price financial bids indicating total price for all the deliverables and services
specified in this bid document will be considered.
4. The bid price will include all taxes and levies and shall be in INR and mentioned
separately.
5. Any conditional bid would be rejected.
6. In the event that there are 2 or more bidders having the same value in the financial
bid, the bidder securing the highest technical score will be adjudicated as the “Best
responsive bid” for award of the Project
The Total Contract Price (TCP) will be summation of cost as per Annexure 2 Form 2:
Financial Proposal placed in this RFP Document and shall be used by UJVNL for the
purpose of Financial Evaluation of Bids.
7. The Bid having the Lowest Commercial Quote shall be termed as the Highest
Evaluated Bid and will be awarded 100 marks. Financial score of all other Bidders will
be calculated on the basis of the following formula:
Financial score of Bidder (CS) = Financial Quote of lowest Bidder x 100
Financial quote of bidder
8. Total Score of the Bidder: Total score of the each bidder will be computed by adding
the Technical score and Financial Score on the basis of the following formula:
Total Score = Technical Score (TS) X 70% + Financial Score (CS) X 30%
9. The Bidder whose bid has secured the “Highest Total Score” out of 100 as per above
evaluation will be considered as best evaluated Bid.

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SECTION IV:
TERMS OF REFERENCE
SCOPE OF WORK

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RFP for Implementation of ERP System in UJVN Limited

4. Introduction & Background


The state of Uttarakhand has enormous potential for Hydro Power. India's two major rivers
viz. the Ganga and the Yamuna originate from the state of Uttarakhand. Further, it has a large
network of rivers and streams originating from and traversing through the Himalayan Range
which are conducive for establishment of hydroelectric plants.

UJVN Ltd. (Erstwhile Uttarakhand Jal Vidyut Nigam Ltd.) was formed following the division of
the erstwhile Uttar Pradesh Jal Vidyut Nigam Ltd., subsequent to the formation of the state of
Uttarakhand. UJVNL started its operations on November 9, 2001. The main functions of
UJVNL are to engage in the business of generation of electricity from the hydro-electricity
generation stations transferred to it, and to build and operate new generation facilities to cater
to the increasing requirements of power in Uttarakhand state and beyond.

UJVNL have been in operation for over a decade as a commercial entity, although most of its
main generating stations have been in operation for over 35 years. In this short period the
Nigam has undertaken several initiatives to streamline performance, increase output from
existing stations and expedite development of new capacity. UJVNL is also the nodal agency
appointed by the State Government for development of hydropower in the State. In its capacity
as the nodal agency, UJVNL has undertaken a very successful process of bidding for new
generation sites by private sector entities.

UJVNL is in the process of evolving its systems and procedures for operating on commercial
lines and also improving the operating performance of the stations through a variety of
measures. At present UJVNL is generating 1284.85 MW. UJVN Ltd. has planned an overall
capacity addition of more than 2500 MW within a period of 10 years. The rapid growth
proposed possesses several practical challenges before the organization in terms of
prioritizing the expansion plan and financing the same.

In order to achieve UJVNL’s corporate objectives, UJVNL intends to implement an integrated


IT system (ERP) for effective monitoring, increasing efficiency, reducing costs, streamlining
processes, and increasing employee productivity and satisfaction.

UJVNL expects the vendor to review, redesign and automate processes and transactions
related to the priority modules identified. The proposed IT solution is expected to integrate all
the related business processes across all functions and provide business decision support

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5. About the Project


UJVNL intends to create an information infrastructure, which can empower the organization
to meet the present and future challenges, with a view, UJVNL proposes to implement an
Enterprise Resource Planning (ERP) System and add-on/complimentary solutions to improve
their organizational efficiency and effectiveness.

5.1 Project Stakeholders


The Key stakeholders which are significantly influencing the activities of UJVNL are identified.
The major stakeholders of UJVNL are:

 Ministry of Power, Government of India


 Power Finance Corporation, Government of India
 Central Electricity Authority (CEA), Government of India
 Central Electricity Regulatory Commission (CERC)
 Ministry of Water Resources
 Ministry of Environment & Forest
 Appellate Tribunal of Electricity (ATE)
 National Load Dispatch Centre (NLDC)
 Power Grid Corporation of India Ltd. (PGCIL)
 Government of Uttarakhand (GoU)
 Uttarakhand Power Corporation Ltd. (UPCL)
 Uttarakhand Environment Protection & Pollution Control Board
 Uttarakhand Electricity Regulatory Commission (UERC)
 Power Transmission Corporation of Uttarakhand Ltd. (PTCUL)
 State Load Dispatch Centre (SLDC)
 National Informatics Centre (NIC), Uttarakhand

5.2 Objective of the Project


The objective of this project is to provide interface for the exchange of the Data between the
various functions/work flows through ERP solution so that the data, flows without any human
intervention and without any delay. Also it is required that a common portal be developed to
present an integrated view of all the business functions of UJVNL thereby making the
information available for all the stakeholders of UJVNL.

The main objectives of UJVNL are shown in below figure:

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RFP for Implementation of ERP System in UJVN Limited

Efficient Plant
Operations &
Maintenance

Standardised
Efficient
Business
Project
Processes &
Management
Best Practices

Objectives
of ERP at
UJVN Ltd.
Improved
Improved
Human
Financial
Resource
Management
Productivity

Efficient
Assest
Management

Fig. 1-Objectives of ERP at UJVNL


Apart from the broad objectives mentioned in the above diagram, some other objectives drawn
out of this assignment are listed below:
 Automate UJVNL processes by implementation of ERP
 Reduce cycle times for core business processes
 Streamline Reporting and Monitoring across all departments of UJVNL
 Make centralized connectivity across all departments & Plants of UJVNL

5.3 Expected Outcome of this Project

The primary outcomes of this initiative/project are:

 MIS & Dashboard for Top Management for better decision making
 Improved decision-making due to seamless flow of information across business
functions
 Ensure quality and timely submission of tariff related data for improvement in overall
tariff rates from regulator and maintaining data consistency
 Faster revenue realization by timely raising of bills to DISCOM
 Reduction in downtime of plants due to expeditious decision making
 Reduction in the overall cycle time for a project implementation and execution by
Integrated ERP enabled procurement plan. This will save cost in long run as well as
help in capitalizing the same faster
 The availability of the equipment history and the maintenance plan, generation
Statistics will help reduce the effort of the employees in wasting time and resource in
compiling the same
 Improved internal processes for all departments within organization
 Data Security & Integrity maintained at centralized place
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 Visibility of the inventory and spare parts availability in all stores including the sub
stores at all plants/offices will be a major achievement from ERP. This will not only
help optimizing the resources but also provide options to do several what if analysis
with different scenarios for inventory management
 Improved enterprise resources productivity due to cross functional integration and
business process optimization. It would significantly improve the productivity ratio of
UJVNL such as manpower productivity, assets utilization etc.
 Enhanced organizational capabilities to improve credit rating and market visibility due
to adoption of best business processes and business practices

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6. Scope of Work
An ERP system is envisaged to be a user friendly, comprehensive, integrated information
system designed to manage the overall functioning of UJVNL business. The ERP will be a
single unified business information system for UJVNL’s Resource Management and the
solution should be a completely integrated available of-the-shelf ERP product. The System
should have the required depth, breadth and flexibility to provide on-line information access to
all the designated users who will operate the respective business processes. The main system
and database will be residing in the third party Data Centre. This RFP envisages the following
components of work to be executed by a competent System Integrator (SI) in order to fulfil the
objectives of the proposed ERP system. The major scope of work includes but not limited to:

6.1 Supply of ERP Licenses


1. UJVNL will require Employee Self services User and Payroll Licenses for all
employees. Further, a number of business transaction licenses will also be required to
carry out the various day-to-day business transactions in different departments
2. 500 named ERP User Licenses including MSS & ESS, 1600 ESS Licenses & 2600
Payroll User Licenses are required
3. All the above licenses shall be available for use in the Data Centre at all times. Parallel
Deployment of the licenses at Disaster Recovery Centre (DRC) and any near DRC
shall entail no additional licensing implication to UJVNL
4. The above mentioned licenses shall be supplied along with required latest RDBMS
and any other software supplied as a part of ERP system
5. The ESS licenses shall be full function licenses covering all aspects including the
approvals related to tour, tour claims, transit camp, submission of all other personal
claims, advances etc.
6. The ERP system should provide reports regarding number of named users and other
users configured in the system at a given point of time. The system should not allow
simultaneous use of the same user license in/from two different sessions
7. UJVNL, at its discretion, shall distribute the user licenses within the organization. There
shall not be any restriction in use of functions/modules in each named user license. All
the ERP licenses supplied shall be unrestricted and full-function licenses. UJVNL shall
have right to conveniently distribute these ERP licenses across the functions at the
Corporate Office or other site offices as per its need.
8. The prices quoted for different licenses by bidder shall remain valid for a period of 3
years after the end of post Go-live stabilization period. UJVNL may purchase additional
named user licenses and/or ESS & Payroll on the same rates during the aforesaid
period.

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6.2 ERP Application


1. Supply, Installation, Configuration, Customization & Integration of all ERP Application
Modules together with relevant Database, Licenses and other required Software in
conformance to industry standards
2. Commissioning of ERP Application at third party Data Centre
3. Development of forms, reports, interfaces, custom components and enhancements to
meet business requirements
4. The SI should propose all required functions from a single ERP suite to meet UJVNL
requirements. In case of any specific function not available in the proposed standard
ERP, Bidder may propose additional modules or third party add-on tools

6.3 Integration of ERP Application


1. Integration of ERP System with existing SCADA System
2. Integration of ERP System with Payment Gateway, SMS Gateway, Bio-metric for
attendance, Email Solution etc.

6.4 Testing
1. Design & preparation of test script, test data, trial run and arranging acceptance testing
of all modules
2. Conduct Unit Testing, Integration Testing, User Acceptance Testing, Load Testing,
Stress Testing and Stabilisation Testing

6.5 Infrastructure Support


1. Providing UJVNL the exact technical specifications of Hardware Infrastructure required
at Data Centre & DRC in terms of Servers, Operating System, Database etc. and it’s
sizing along with Security requirements and Service Level Agreements for effective
performance of the ERP solution.
2. Assist UJVNL in validating the DC & DRC hardware provided by third party DC as per
requirement
3. Coordinate with third party DC & DRC for smooth implementation of ERP Application
along with availability and costing of above stated infrastructure
4. Provisioning of Servers & associated hardware/software of suitable configuration
required for Development, Testing and Training up to Go Live period

6.6 Security & Quality


SI will be solely responsible for:
1. Conduct & Coordination for STQC Certification
2. Quality assurance through OEM audits and compliance of OEM recommendations

6.7 Training & Change Management


1. Prepare and supply User/Operation Manual for smooth and trouble free operation the
system
2. Impart User training at all levels at various sites as per UJVNL’s requirement

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3. Change Management and Capacity Building sessions including Training of users for
effective use of the system

6.8 Data Digitization


1. Data Entry of available manual data
2. Data Digitization (Scanning) of available records of UJVNL
3. Data Migration of existing data available in soft copies

6.9 Go Live & Stabilization


1. Go-Live run of all modules with real-time data
2. Stabilization of the System at all the locations

6.10 Operation & Maintenance


1. Operation and Maintenance of the entire ERP System for a period of Three (3) years
from the date of Stabilization Acceptance
2. Annual Technical Support for the ERP System during the implementation &
stabilization period and thereafter for a period of Three (3) years from the date of
Stabilization Acceptance

6.11 General
1. Adherence to Implementation Plan and Project Governance Structure
2. Forms and Templates must conform to the provisions of The Companies Act, 2013
3. Documentation of all the deliverables of the Project

6.12 Core Modules


1. Plant Operations & Maintenance Management
2. Commercial & Billing
3. Purchase/Procurement Management
4. Asset, Material & Inventory Management
5. Project Management including Renovation/Modernization/Upgradation of Existing
Plants

6.13 Support Modules


1. Human Resource Management System
2. Finance & Accounting Management
3. Payroll Management
4. Document Management System
5. Work flow Management
6. Business Intelligence (BI)

Detailed Functional Requirement Specification of above Modules are provided in Chapter 7


of this RFP document

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7. Functional Requirement Specifications


UJVNL have carried out Functional Requirements Analysis and prepared the detailed
functional requirements specifications on this basis. The detailed functional requirement
specifications for modules of ERP Solution Application includes but not limited to:

7.1 Plant Operations & Maintenance Management System


Sr. No. Functional Requirement Specifications
1.0 Plant Operations
1.1 Ability to prepare/forecast the generation plan on
daily/weekly/monthly/quarterly/yearly basis
1.2 Ability to automate the workflow for collation and approval of generation plan by
various levels of different stakeholders
1.3 Ability to document the interaction with external agencies like the State Electricity
Regulatory Authority/Ministry of Power in a user defined manner to track progress
on clearances
1.4 Ability to communicate the approved annual power generation plan after
concurrence from the state and statutory bodies to region/plant/unit level
1.5 Ability to carry out revisions based on monthly and quarterly performance reports
1.6 Ability to maintain audit trail for the revisions
1.7 Ability to prepare /forecast a long term generation plan on
daily/weekly/monthly/quarterly/yearly basis on user inputs
1.8 Ability to compare the various power generation units within a power station in
terms of generation capabilities and overall efficiency
- Automatic comparison
- Manual comparison
1.9 Ability to facilitate merit order ranking of the units based on their performance and
availability
1.10 Ability to record the details of communications related to SLDC/RLDC regarding
declaration of capacity
1.11 Ability to prepare & circulate daily schedule based on the capacity dispatched by
SLDC/RLDC. Ability to do revisions in the schedule in case of outage etc.
1.12 Ability to know on a continual basis whether the commitments to SLDC in terms
of declared capacity are being met
1.13 Ability to record the situation of the grid & made available
1.14 Ability to make available the information about commitments to the customers in
the open market
1.15 Ability to provide auxiliary consumption report
1.16 Ability to collect data from daily generation report & help in preparation of
accurate monthly target & generation status
1.17 Ability to compile & prepare information on generation data, Auxiliary
consumption, Availability, PAF, River discharge data etc.
1.18 Ability to collect projected generation data on Projected Generation (MW), check
for abnormality & do necessary correction and prepare projected generation (MW)
Report

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Sr. No. Functional Requirement Specifications


1.19 Ability to receive load generation balance report & help to evaluate data for
correctness
1.20 Ability to compile data and prepare reports including Effective capacity, annual
maintenance schedule, addition in installed capacity, month wise generation, &
other required reports
1.21 Ability to receive communication related to petitions or info from commercial for
reviewing the communication & inform concerned office
1.22 Ability to check & review report correctness and communicate to concerned
authorities like CEA, NRPC ( Delhi), SE (SLDC), PTCUL (Dehradun)
1.23 Ability to provide quarterly performance report to power finance corporation
(PFC)/REC/financial institutions etc.
1.24 Ability to receive data of Declared Capacity of Power Stations including Daily
Peaking data, Day Wise 24 hours Actual Load of Power Stations, Actual load in
descending order, MRI Data and help in reviewing for correctness for sending to
concerned for further action
1.25 Ability to review report on Daily Generation report on various parameter including
Total Generation, Reason of Loss if any, Status of Machine etc.
1.26 Ability to send outage details of power station to CEA and concerned by specified
date every month
1.27 Ability to prepare & evaluate various reports including Effective capacity during
the period, Annual Maintenance Schedule, Addition in Installed Capacity, Month
wise generation, Ex-bus Targets in MW (Max.),Ex-bus Average Energy (MU/Day),
for the period
1.28 Ability to automate workflow for declaration of capacity (DC), calculation of
sending out capability (SOC), communication to SLDC/RLDC, revision to the
agreed schedule
1.29 Ability to exchange information and the quantum and quality of power dispatched
between plants, commercial and regional / state load dispatch centers
1.30 Ability to make available the output of Special Energy Meters (SEM) for use by
the commercial department
1.31 Ability to analyze & compare the performance of various shift groups in a power
plant
1.32 Ability to use plant operation data to calculate Deviation Settlement Mechanism
(DSM) earned or lost given a model to calculate DSM
1.33 Ability to generate a monthly summary for the operational performance for the
unit/station/plant
1.34 Ability to record shift log books and be accessed by all concerned officials.
1.35 Ability to enter manual data from various business units in system. Ability to export
this data to the operational/telemetry server through appropriate data link
1.36 Ability to make available the monthly operational data from all power plants for
benchmarking purposes
1.37 Ability to capture operations data & store in a central data warehouse to be
managed for further use
1.38 Ability to make available design, operational and maintenance data

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Sr. No. Functional Requirement Specifications


1.38 Ability to create a knowledge base on power generation technologies and
techniques that could improve power plant performance
1.39 Ability to modify the data entered in the log-books/system after appropriate
approval
1.40 Ability to track modification to the operational data to generate an audit trail
1.41 Ability to archive (monthly) the operation logs and reports in plant information
database
1.42 Ability to compile/aggregate operational data for the various units to depict the
operational performance at station, unit and plant level
1.43 Ability to implement user defined model to ascertain performance and develop
trends of predefined equipment parameters
1.44 Ability to implement user defined model which uses current operational data for
an assessment of equipment condition
1.45 Ability to define performance efficiency test workflows and alerts and results from
these tests to be captured for further analysis and reporting
1.46 Ability to make information available for planning internal and external technical
compliance audits in association with head quarter
1.47 Ability to make available details of the operation performance parameters
1.48 Ability to carry out real-time analysis of generation output using metering details.
Ability for analysis to include capture of the quality of output and deviations from
the commercial terms agreed for the dispatch.
1.49 Ability to generate reports containing operational performance parameters
1.50 Ability to generate reports from the operational data in the formats as per the
statutory requirements
1.51 Ability to make available details of the remedial plan and the rectification steps
taken subsequent to an event leading to generation loss
1.52 Ability to send to the operation monitoring unit the generation loss reports/fault
analysis report
1.53 Ability to record and track actions taken against tripping- analysis committee's
recommendations till their closure
1.54 Ability to make available relevant work instructions (in- line with the
recommendations of the supplier of unit & auxiliaries) for safe operations of the
unit, station tripping or total power failure, restarting the auxiliaries and stabilizing
unit operations for decision making in case of tripping of unit auxiliaries
1.55 Ability to forecast the generation based on various models suggested by UJVN
Ltd.
1.56 Ability to maintain log of all relevant parameters on defined intervals as required
& trigger alerts and notifications based on analysis of the values observed
1.57 Ability to analyze & compare (on a set of performance metrics such as
Unscheduled Interchange, analysis of tripping report, station heat rate, specific
fuel consumption etc.) the performance of various shift groups in a power plant
2.0 General Maintenance Requirements
2.1 System should support requirements for following types of maintenance:
 Planned
 Breakdown

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Sr. No. Functional Requirement Specifications


 Plant Overhaul
 Predictive / Preventive
 Annual Maintenance
2.2 System should support requirements for following types of maintenance for
Power Plants, Power Stations, DAM, Barrages, Offices, Staff colonies etc.:
 Electrical
 Mechanical
 Civil
 Battery Bank Maintenance
 Auxiliary Equipment Maintenance
 Powerhouse Store Maintenance
 Switchyard Maintenance
 Maintenance related to turbine floor & generator, control room related
2.3 System should have the provision of a plant/equipment/component register at the
Operational level which provides a hierarchical view of equipment, components
and sub-components
2.4 System should have the ability to link plant/equipment to costs codes for costing
2.5 System should have the ability to support short and long form entry of work
request details
2.6 System should have the 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.
2.7 Ability to receive work orders from Procurement and Materials Management
System
2.8 Ability to group the work order based on the nature of work like
1) Planned Maintenance
2) Breakdown / Emergency Maintenance
3) Preventive Maintenance
2.9 Ability to send online request to higher Official for execution of work order
2.10 Ability to receive online approval from higher Official to carry out a particular work
2.11 Ability to view steps and milestones of a work order to be executed
2.12 Ability to interface with all identified metering points for data collection
2.13 Ability to meet reporting requirements of approved documents like: Standard
Operating Procedures, Maintenance Schedule, Safety Manual, Generation
System Planning Procedures, Procurement Policy & Procedures, Budget Policy
& Procedures, Standard project reporting formats.
2.14 Ability to capture testing related parameters of equipment’s whose tests are
carried out
2.15 Ability to transfer information from SCADA to collect real time parameters of key
elements across multiple locations
2.16 Ability to view precautionary steps / safety instructions to be followed for executing
every work order as per UJVN Ltd. rules and regulatory requirements
2.17 Ability to generate exception reports - List of works carried out by not complying
with the defined service and execution standards of UJVN Ltd.

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Sr. No. Functional Requirement Specifications


2.18 Ability to generate reports confirming to technical, operational, regulatory,
statutory and other business requirements
2.19 Ability to upload the list of maintenance plan on system
2.20 Ability to view the list of pending maintenance plans
2.21 Ability to raise maintenance execution orders pending list as SMS alerts at defined
intervals to concerned officials to assist proactive work plans
2.22 Ability to raise the flags to the concerned officials assigned for the work orders
and Execution orders
2.23 Ability to help reviewing Maintenance Schedules execution orders as per
geographical locations
2.24 Ability to keep track of skill wise location of manpower for assigning jobs based
on proximity, skill and availability
2.25 Ability to allocate online, particular work to concerned department / group of
personnel / individual
2.26 Ability to view job allocations for individual resources
2.27 Ability to reallocate field resources as per job requirement both for internal
Employees of UJVN Ltd. or contract laborers
2.28 Ability to view job wise special tools requirement for carrying out an execution
order
2.29 Ability to view the real time location wise material availability
2.30 Ability to raise requisition to stores for issue of the material required for carrying
out execution order
2.31 Ability to highlight in the requisition, the location wise material availability
2.32 Ability to send a purchase request to procurement / materials department if work
needs purchase of material (This should be raised after viewing the availability of
the material online)
2.33 Ability to upload the receipt of material required for work
2.34 Ability to generate a requisition for Permit To Work in order to isolate equipment
for maintenance and forward the same online for Authorized Person’s approval
2.35 Ability to receive approvals including Permit To Work online from the Authorized
Persons
2.36 Ability to view all Permit To Work issued/outstanding on a piece of asset or a
system itself
2.37 Ability to capture details of accidents required for further proceedings
2.38 Ability to share accident related information with HR Management & General
Administration system for legal requirements
2.39 Ability to view past details of accidents along with actions taken
2.40 Ability to close all work permits issued on a particular asset after completion of the
job on it and inform about the same to all the concerned Officials online
2.41 Ability to record and archive all executed work permits
2.42 Ability to update the details of work carried out on a particular job in the system
2.43 Ability to update the details of material consumed in execution, in the Procurement
and Materials Management System
2.44 Ability to update reasons for delay in executing a particular maintenance job

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Sr. No. Functional Requirement Specifications


2.45 Ability to graphically depict and manipulate online schedules in the form of GANTT
charts by multiple variables like period, time, work group , work order relationship,
etc.
2.46 Ability to generate PO (Purchase Order) for labor contracts
2.47 Ability to enter routine testing results into system
2.48 Ability to update various registers and reports including History Register, 1S
register, 2S register, Monthly Utilization Report / Logbook, Daily Inspection
Report, Breakdown & Restoration Report, Tripping History register, Fault
Register, Maintenance Register, DG Set Maintenance Register, Auxiliary
Maintenance Register, PPM Monitoring Register, Breakdown report & Restoration
report, etc.
2.49 Ability to define and create policies to raise alerts to control room and concerned
in case of fault/issue or condition as defined by the concerned officials
2.50 Ability to forward bills, PO, etc. to Finance with measurement book and other
details for payment
2.51 Ability to maintain calibration report of instruments along with schedule & check
for traceability to national standards
2.52 Ability to interact with Asset &Inventory Management System
2.53 Ability to manage defects throughout their lifecycle
2.54 Ability to allow an integrated approach for the rectification of faults
2.55 Ability to seamlessly integrate the defect management cycle - Fault recording,
maintenance planning, procurement of spares and services, closing of
maintenance orders, etc.
2.56 Ability to prepare a 'Fault-Analysis report' for the major breakdown
3.0 Planned Maintenance
3.1 Ability to generate the list of maintenance execution orders received for the day /
week / month / user defined period
3.2 Ability to generate the list of completed maintenance execution orders for the day
/ week / month / user defined period
3.3 Ability to generate report on the equipment utilization history and statistics of
performance at given period
3.4 Ability to view the list of pending maintenance execution orders for the day / week
/ month / user defined period
3.5 Ability to view the details or reasons for specific pending maintenance jobs as a
report for user defined period
3.6 Ability to calculate the cost of resources utilized for carrying out a particular job
and generate it as a report
3.7 Ability to generate maintenance schedule report
3.8 Ability to generate reports for Planned Maintenance Vs. Achieved Maintenance
for all types of maintenance jobs for user defined periods
3.9 Ability to generate cost of maintenance report for each equipment / group of
equipment / types of equipment or user defined sets
3.10 Ability to generate labor requirement report for various maintenance works
4.0 Preventive/Predictive Maintenance

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.1 Ability to automatically rearrange Preventive / Predictive Maintenance Schedules
as and when the previous activity is accomplished or due to problems like
manpower shortage, other unforeseen circumstances, etc.
4.2 Ability to escalate through a trigger to one’s senior Official if a Preventive /
Predictive Maintenance activity is not carried out within the specified time frame
4.3 Ability to view the list of Preventive / Predictive Maintenance activities to be carried
out in a specified period as a report
4.4 Ability to generate report on the equipment utilization history and statistics details
of its performance
4.5 Ability to generate a comparative report detailing the list of Preventive / Predictive
Maintenance activities to be carried out and the actual Preventive / Predictive
Maintenance activities carried out over a specified period
4.6 Ability to view online various reports related with critical equipment like reliability
centered maintenance report, risk based inspection report, etc.
4.7 Ability to use details of planned Preventive / Predictive Maintenance activities for
resource allocation and scheduling
4.8 Ability to generate a report of missed out Preventive / Predictive Maintenance
activities for a specified period
4.9 Ability to view as a report the detailed maintenance history of an asset on which
Preventive / Predictive Maintenance activity was carried out
4.10 Ability to view the list of all assets which are due for inspection / maintenance
based on chronology
4.11 Ability to generate a report on common equipment failures based on fault codes
4.12 Ability to generate a report with historical data of failures on an asset over a set
time period
4.13 Ability to generate Preventive / Predictive Maintenance Plan and Overhaul Plan
4.14 Ability to generate Preventive / Predictive Maintenance Report of Lines
(Electrical)
4.15 Ability to generate Preventive / Predictive Maintenance Report of Sub-Stations
5.0 Manage Emergency / Breakdown Maintenance
5.1 Ability to aid in tracking down the cost incurred in breakdown Maintenance
5.2 Ability to generate report on the equipment utilization history and statistics details
of its performance
5.3 Ability to report common equipment / asset failures and repair times based on the
failure codes
5.4 Ability to generate a report detailing the resources utilized to restore breakdowns
in a period of time
5.5 Ability to produce statistical report linking the cause of failures and the effects of
failures
5.6 Ability to report equipment down time and group of equipment down time over a
period of time including their fault codes
5.7 Ability to generate detailed breakdowns reports and costs associated
5.8 Ability to generate Emergency /Breakdown Maintenance Report for Lines
(Electrical)
5.9 Ability to generate Emergency / Breakdown Maintenance Report for Sub-Stations

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Sr. No. Functional Requirement Specifications


5.10 Ability to generate a Progress Report and Status of Breakdown Maintenance
5.11 Ability to generate reports on emergency / breakdown reasons for each equipment
/ group of equipment / types of equipment for user defined periods
6.0 Statutory Requirement
6.1 Ability to flag triggers on the statutory maintenance activities to be carried out on
certain equipment at specified predetermined period
6.2 Ability to view the previous statutory reports prepared on specified assets
6.3 Ability to use earlier statutory reports as template for preparing new reports
6.4 Ability to update necessary details in the system after completion of statutory
maintenance activities
6.5 Ability to generate reports as required by statutory authorities for a predetermined
period on an asset or on an equipment or on a system

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7.2 Project Management & RMU System


Sr. No. Functional Requirement Specifications
1.0 Project Planning
1.1 Ability to provide planning & engineering support being a repository of
documents & data like:
 Information on upcoming generation capacities
 Information on upcoming industries
 Government & regulatory information
 Land Utilization Plan
 Structure Layout Diagrams
 Technical specifications
 Risk & effective mitigation strategies
 Previous projects information
 Learning from other projects
 Open access applications
 Land information (availability, ownership, cost, etc.)
 Other historical information, etc.
1.2 Ability to support attachments such as drawings, specifications, instructions etc.,
in formats such as PDF, CAD, DXF, Visio, text/flat files, PPT, XLS, DOC, RTF,
TIF, GIF, JPEG, GIS output /reports etc.
1.3 Ability to integrate with existing MS Excel / Access software’s
1.4 Ability to integrate with existing MS Excel based Cost Benefit Analysis and
scheme prioritization model
1.5 Ability to issue circular for getting capital works inputs from concerned department
1.6 Ability to consolidate all inputs of capital works line new project, upgradation of
existing project etc.
1.7 Ability to highlight total plan budgets based on approved capital budget for the
year
1.8 Ability to identify projects to be executed each year based on total plan budgets
and budgetary constraints (communicating with finance department and follow an
iterative process to prioritize works)
1.9 Ability to allow updation of all information
1.10 Ability to store details of:
 Board/ Board Committee/ CMD/ Director approval
 Regulatory approval
 Funding agency approval and tie-up details
1.11 Ability to store details of statutory clearances, e.g. forest clearance, clearance
from Environmental etc.
1.12 Ability to record information on land acquisition process (approvals required,
action taken, status, reasons for delay, way forward, etc.)
1.13 Ability to create unique project code (for indexing & categorizing) and profile -
Name, location, type (substation/ line), capacity, mode of funding, technical
details, financial details, etc.
1.14 Ability to allow hierarchy based approval at pre-defined stages of new
projects/schemes

51 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


1.15 Ability to send notification to concerned accountable persons
1.16 Ability to define project related check-list / steps and issue alert for deviation/non-
compliance
1.17 Ability to assign project owner / manager and other accountable persons
1.18 Ability to incorporate security measures, to limit changes by project owner /
manager to only their respective projects
1.19 Ability to index, record, capture and track every single document (file) associated
with the project in Project Control Folder
1.20 Ability to generate proposals for new projects / schemes for approval by relevant
authority
1.21 Ability to generate report on prioritized list of schemes to be undertaken based on
cost benefit analysis and budgetary constraints
1.22 Ability to generate Investment Appraisal Document
1.23 Ability to generate Preliminary and Detailed Project report for new projects /
schemes for approval by relevant authority
1.24 Ability to generate report on the current status of new proposals
1.25 Ability to generate approval certificates
1.26 Ability to generate report on status of clearances for each project
1.27 Ability to generate report on status of land acquisition with reasons for delay
1.28 Ability to generate reports confirming to technical, operational, regulatory,
statutory and other business requirements
2.0 Project Estimation
2.1 Ability to maintain database of vendors and standard rates including labor rates
2.2 Ability to allow updation of standard rates periodically
2.3 Ability to take user input for creation of Bill of Materials (BOM) and Bill of
Quantities (BOQ)
2.4 Ability to maintain database of macroeconomic parameters
2.5 Ability to allow updation of existing databases
2.6 Ability to estimate costs based on standard rates and BOM / BOQ
2.7 Ability to revise cost estimates, if required, during execution by appropriate
authority
2.8 Ability to generate report on BOM/ BOQ
2.9 Ability to generate report on cost estimates for particular projects / scheme
2.10 Ability to generate reports confirming to technical, operational, regulatory,
statutory and other business requirements
2.11 Ability to generate report on revised cost estimates during execution
3.0 Project Scheduling
3.1 Ability to define resource (including manpower) allocation in a given timeframe, to
ensure optimal usage
3.2 Ability to create and revise (including splitting, stretching & crashing of
activities) pre-award schedule
 Timeline for finalization of specifications
 Review of budget availability
 NIT preparation and publication

52 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


 Bid evaluation timelines
 Approval from appropriate authority
 Contract award date, etc.
3.3 Ability to integrate with industry standard project management software
applications such as Primavera / Project Scheduler / MS Projects etc. for
developing detailed Project Execution Plan
3.4 Ability to define a project with work breakdown structure, key milestones
3.5 Ability to create ad-hoc projects, where a work break down structure is not
required
3.6 Ability to define milestones with categorizations like HOLD point, CHECK point,
etc., required actions at the milestones, and authority responsible for action
3.7 Ability to restrict/allow progress based on completion of required actions at HOLD
point, CHECK point, etc.
3.8 Ability to link between projects, activities and tasks
3.9 Ability to schedule payments against key milestones
3.10 Ability to change individual task completion dates, which would reflect changes in
overall project milestone dates
3.11 Ability to generate report on key project milestones and scheduled payments
3.12 Ability to generate report on estimated time based expenditure on each project /
scheme
3.13 Ability to generate report on critical paths in projects
3.14 Ability to generate reports confirming to technical, operational, regulatory,
statutory and other business requirements
4.0 Project Execution
4.1 Ability to break projects into activities, sub-activities indicating milestones with
commonly used methods such as Program Evaluation Review Technique (PERT)
and Critical Path Method (CPM)
4.2 Ability to record vendor drawings & design documents, user manuals with all dates
of submission, approval/ rejection, etc.
4.3 Ability to register information on inspection calls (date of invitation and carrying
out)
4.4 Ability to track/ record "Issue Slip" by the designated authority to allot materials to
be issued by the store for works at desired location
4.5 Ability to record the status of every item in the BOM (order & delivery status)
4.6 Ability to integrate with Material Management system to view real time information
on status of delivery of materials related to greenfield / brownfield construction
projects
4.7 Ability to record the status of civil construction and erection
4.8 Ability to record and track quality deviations
4.9 Ability to record financial progress status with detailed break-up
4.10 Ability to record physical progress status with detailed break-up
4.11 Ability to record all communications with local administration authorities
4.12 Ability to record status of progress on other services to be provided by vendor viz.
training

53 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.13 Ability to record completion of each activity, leading to the overall commissioning
of project
4.14 Ability to track deliverables against individual vendors / sub-vendors
4.15 Ability to define contract closing related check-list / steps and issue alert for
deviation / non-compliance
4.16 Ability to setup a billing plan, that allows the release of payments upon achieving
set milestones
4.17 Ability to records 'difficulties' during execution and maintain 'difficulty register’
4.18 Ability to generate alert on 'warranty' expiration
4.19 Ability to create note on 'warranty' extension
4.20 Ability to record and track quantity deviations and store requisition for such
variations after approval from competent authority
4.21 Ability to record details of excess materials not utilized in the project and sent to
stores after commissioning
4.22 Ability to record insurance details like premium payment, claims made if any
4.23 Ability to create note on "Time Extension" approval with LD or without LD
4.24 Ability to calculate Liquidated Damage based on user defined parameters
4.25 Ability to define pre-commissioning check-list / steps and issue alert for
deviation/non-compliance
4.26 Ability to support web based recording of Contract Closing formats
4.27 Ability to record status of clearance given by Electrical inspector
4.28 Ability to record receipt of
 As built drawings
 Other drawings
 O&M manuals etc.
4.29 Ability to issue and store "Taking Over" certificate
4.30 Ability of generate alert on non-compliance to contract closing process
(submission of drawings, documents and other requirements)
4.31 Ability to generate Contract Closing Certificate
4.32 Ability to record and track Bank Guarantee information
4.33 Ability to generate alert on Bank Guarantee expiration
4.34 Ability to generate note on Bank Guarantee extension/encashment/return
4.35 Ability to allow hierarchy based approval for notes initiated
4.36 Ability to generate contract closure certificates
4.37 Ability to notify all appropriate personnel, that a project is closed
4.38 Ability to provide security measures, to ensure that the project closure is done by
authorized personnel only
4.39 Ability to record commissioning status
4.40 Ability to record delay in commissioning as per scheduled target date as per LOA
4.41 Ability to generate customized LoA/ PO
4.42 Ability to create note on quality deviations approval
4.43 Ability to create note on quantity deviations approval
4.44 Ability to generate material reconciliation statement
4.45 Ability to generate status report on each activity at any particular time

54 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.46 Ability to generate status report on:
 Each project
 Each vendor & sub-vendor
 Projects started/ scheduled to end (as per LoA) in particular financial year
 Projects funded by particular funding agency
 Type of project (Greenfield/ Brownfield/ Renovation & Modernization and
lines/ substations/ bays/ transformer/ augmentation), etc.
4.47 Ability to generate status report on clearance given by Electrical inspector etc.
4.48 Ability to generate reports confirming to technical, operational, regulatory,
statutory and other business requirements
5.0 Project Monitoring
5.1 Ability to give project owners / managers & project teams web-based access to
real-time business-critical project data to make timely informed decisions
5.2 Ability to have a central tracking system that enables project teams to record,
assign, & resolve issues and capture related risks pertaining to project
5.3 Ability to monitor estimates versus actual:
 Time for completion of each activity/ task
 Payments vis-à-vis milestones
 Use of resources, etc.
5.4 Ability to monitor project, resource wise, timeline wise, department wise and
funding agency wise
5.5 Ability to monitor actual project expenditure vis-à-vis LoA cost
5.6 Ability to monitor all projects consolidated, individual projects and individual tasks
5.7 Ability to define project based key performance indicators to identify risks,
underperforming projects and monitor project status
5.8 Ability to track every drawing submissions, inspection calls, etc. in the project and
trace who is the current owner of the file / document, for how long and why
5.9 Ability to carry out resource tracking across projects
5.10 Ability to record delay in activities attributed to externalities (Legal cases, R&R
etc.)
5.11 Ability to record key issues raised by vendors in the monthly meeting and their
resolution status
5.12 Ability to develop what-if modeling scenarios to understand the impact of trade-
offs and evaluate strategies to mitigate risk projects/schemes
5.13 Ability to record and monitor data on accidents during project execution
5.14 Ability to store baseline and revised plans
5.15 Ability to capture all the project management activities for the entire cycle of
construction projects i.e. from the point of proposal of a new project to final testing
& commissioning of the project.
5.16 Ability to display current total and accumulated costs in terms of actual,
capitalized, future commitments etc.
5.17 Ability to generate alerts for delay in starting / completion major activities /
milestones (post and anticipatory)
5.18 Ability to generate alerts for delay in payments

55 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.19 Ability to record actual completion date
5.20 Ability to record financial implication due to time overrun
5.21 Ability to record of results of safety audit
5.22 Ability to maintain a comprehensive project database to capture the data
pertaining to all aspects of projects
5.23 Ability to display project activities in Gantt charts, pie charts, histograms, tables,
etc. illustrating ‘actual’ to ‘originally planned’ projects progress in-terms of
schedule and cost
5.24 Ability to export relevant project data into MS Excel for relevant reporting and
analysis.
5.25 Ability to generate pre-customized report formats corresponding to the
requirements of various funding agencies
5.26 Ability to generate report on project percentage completed status (financial as well
as physical) based on work to date
5.27 Ability to generate report on delays due to externalities
5.28 Ability to generate report on safety audit during construction phase
5.29 Ability to generate reports confirming to technical, operational, regulatory,
statutory and other business requirements
5.30 Ability to generate Environment Impact Assessment & Environment Management
Plan report, CIA Report and various other compliance reports as required
5.31 Ability to monitor court cases related to the projects
5.32 Ability to update various records, registers/reports as project gets executed
6.0 Project Accounting
6.1 Ability to record information on payment terms, milestones, etc.
6.2 Ability to store / record invoice from vendors
6.3 Ability to integrate with Material Management system to view real time information
on status of delivery of materials against unique codes
6.4 Ability to record information of physical progress against unique project codes
6.5 Ability to review completeness / correctness of invoice with respect to payment
terms, value, approved variations (price/quantity) if any, progress certification etc.
and certify completion of milestone
6.6 Ability to approve invoice and send information to Corporate Finance for payments
(hierarchy based approval)
6.7 Ability to integrate with Financial Management system to view real time
information on status of payments against unique project codes and invoice nos.
6.8 Ability to maintain payment records for the duration of the project against unique
project codes
6.9 Ability to highlight and correct errors, if detected in project management with
proper notifications and authorization controls
6.10 Ability to transfer data from Capital Work in Progress to completed capital works
6.11 Ability to transfer data relating to completed capital works to the Fixed assets
system

56 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


6.12 Ability to record Direct purchasing of goods and services (purchase orders; goods
received notes etc. for goods and services which do not pass through the stores
system) through the Purchasing system
6.13 Ability to integrate with Standard accounting journals for areas such as interest
capitalization and overheads, transportation, etc.
6.14 Ability to reflect inflation in project costs
6.15 Ability to generate reports on current accumulated cost of a project vis-à-vis
estimated cost
6.16 Ability to categorize and generate report on cost incurred in all projects in a
particular year
6.17 Ability to categorize and generate report on costs incurred in all projects supported
by a particular funding agency
6.18 Ability to generate cash flow reports on monthly, quarterly, yearly basis or as
defined by user
6.19 Ability to generate report on budgeted cost of a project (against each unique code)
vis-à-vis actual cost on a quarterly basis for capital budget monitoring
6.21 Ability to generate reports confirming to technical, operational, regulatory,
statutory and other business requirements
6.22 Ability to interface with UJVN Ltd.’s other modules like Financial and Accounting
Management Module, HR Management, Procurement and Materials
Management Module and Assets / Maintenance Management
6.24 Ability to receive work orders from Procurement and Materials management
module
6.25 Ability to transfer final costs to general ledger only on project completion
certification.
6.26 Ability to index project cost codes to relevant general ledger account.
6.27 Ability to prevent processing of further transactions against completed projects
6.28 Ability to send SMS alerts to concerned officials at defined milestones
for actions to be taken (e.g. payments) and deviations from schedules
(e.g. time overrun in control building erection)
6.29 Ability to meet process/reporting requirements of approved documents like SOP,
Maintenance Schedule, Safety Manual, TSPP, Procurement Policy & Procedures,
Budget Policy & Procedures, Standard project reporting formats

57 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

7.3 Purchase/Procurement Management System


Sr. No. Functional Requirement Specifications
1.0 Vendor Management
1.1 Availability of centralized vendor master records facilitating single vendor
description and code across the organization
1.2 Ability to record vendor records including alternate / short name for vendor,
Contact person for each vendor address, vendors bank account information
1.3 Ability to record TDS details, PAN number and Tax details required for ensuring
compliance with Indian Tax laws considering both direct & Indirect taxes, Default
currency for invoice/payment
1.4 Ability to record vendor specific information relating to an item/ vendor
relationship. The details should include vendor name, address, payment terms,
price & quantity, free form comments, delivery information, item no. & description,
discounts, vendor performance, after sales service performance and other text
information etc.
1.5 Ability to support multiple addresses against each vendor
1.6 Ability to support automatic vendor numbering
1.7 Ability to define different vendor types e.g. domestic vendors, international
vendors
1.8 Ability to maintain vendor list details e.g. company history, saleable model,
shipment, payment method
1.9 Ability to maintain vendor lists for OEM vendors and trade vendors
1.10 Ability to modify vendor records e.g. bank account information and support
authorization of changes made
1.11 Ability to support vendor classification (multiple parameters required to meet
reporting, preferential treatment like waiver of EMD etc. payment prioritization and
other needs) e.g. stationary suppliers, electrical suppliers, service suppliers etc.
1.12 Ability to classify vendors with regards to : supplier, Contractor, sub-Contractor,
transporter, approved/ registered, blacklisted/active/not active, dormant, under
trial, etc.
1.13 Ability to support all kinds of sub-contracting activities like material issue, material
receipt etc.
1.15 Ability to display vendors based on vendor grouping/ classification
1.16 Ability to block vendors from being used due to a specific reason e.g. vendor
bankruptcy, vendor reliability with effective date, with facilities to re-activate
1.17 Ability to record vendor transactions history including purchasing history, payment
history etc.
1.18 Ability to record evaluation of vendor credentials to qualify vendors as preferred
vendors for specific items
1.19 Ability to maintain a preferred vendor listing for specific item e.g. item A has 3
preferred vendors A1, A2 and A3
1.20 Ability to generate vendor registration certificate indicating eligible item groups
online.
1.21 Ability to restrict creation of purchase orders for items only for its preferred
vendors

58 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


1.22 Ability to verify existence of vendor rate contracts at indenting stage and display
alerts for sourcing
1.23 Ability to evaluate vendors based on multiple parameters like quality of material,
quantity of material and adherence to delivery schedule, prices quoted by the
vendor, vendor response time and other user defined parameters
1.24 Availability of vendor rating system based on configurable user defined
weightages on multiple parameters (in accordance with Vendor Rating Policy
adopted by UJVN Ltd. and subsequent amendment thereof)
1.25 Ability to restrict maintenance / access to vendor master record to specific users
1.26 Ability to merge / correlate vendor details (e.g. one vendor taking over another
vendor). Enabling tracking change of status from a date
1.27 Ability to pay each invoice individually or multiple invoices together for same
vendor and manage outstanding balances accordingly by linking payment to
invoices.
1.28 Ability to link every payment to invoice(s) and manage outstanding balances for
individual vendors
1.29 Ability to generate alert for predefined vendors/POs/WOs before payment
1.30 Ability to prioritize payments based on pre-defined criteria e.g. due date, vendor
category etc.
1.31 Ability to support Third Party payment options (Bank attachment cases, Power of
attorney cases, etc.)
1.32 Ability to print cheques as per payment instruction
1.33 Ability to support payment through Letter of Credits
1.34 Ability to support predefined approval hierarchy and authorization workflow for
payment to vendors based on amount, vendor category
1.35 Ability to appropriate / adjust advance payments against multiple
contracts/invoices
1.36 Ability to allow vendor’s request for addition of new items.
1.37 Ability to display period-to-date, quarter-to-date, year-to-date vendor balances
1.38 Ability to block payments to vendors
1.39 Ability to integrate with finance functions e.g. accounts payable, general ledger
1.40 Ability to track vendor/ supplier performance against pre-defined parameters set
by UJVN Ltd. or regulator
1.41 Ability to support different business rules and policies for each Vendor
class/category/type
1.42 Ability to generate periodic report on vendor alterations to vendor master
1.43 Ability to generate vendor account statement to be sent to the vendors
1.44 Ability to generate report on individual vendor performance and produce vendor
delivery report on instances of rejected materials, missed delivery, incorrect
location, incomplete delivery, returns due to damage, over supply etc., average
no. of delay, other user defined criteria defined by UJVN Ltd.
1.45 Ability to generate Vendor analysis reports for spend analysis, performance in
terms of on-time in-full delivery, rejections, etc. Ability to generate reports by
outstanding orders, orders shipped but not received, overdue outstanding orders,
orders not fulfilled on time etc.

59 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


1.46 Ability to generate report on material returned to vendor that shows the items
returned to supplier by Location, Vendor, PO, Category, Product Code, Reasons
for return, Value of Material return etc.
1.47 Ability to generate timeline based communication history with the vendor
regarding various services like delivery, payment, field service, etc.
1.48 Ability to generate ageing report, outstanding balance report i.e. balance due to /
from vendors
2.0 Procurement Planning
2.1 Ability to support annual procurement planning and budgeting
2.2 Ability to support annual material plan for individual area offices/
procurement/projects/O&M departments
2.3 Ability to optimize individual requirements coming from area offices before
generating procurement plan
2.4 Ability to specify products or services after analyzing the optimized requirements
2.5 Ability to select vendors and plan procurement for individual vendors on a periodic
basis
2.6 Ability to receive inputs from key partner suppliers/ vendors regarding products
and service requirements planning
3.0 Purchase Requisition
3.1 Ability to display budget available before initiating purchase requisition
3.2 Ability to display lead time for purchasing material by material number/ material
group before creating purchase requisition
3.3 Ability to create purchase requisition / indent for various types of purchases e.g.
stock materials, non-stock materials, services, assets, contract labor etc.
3.4 Ability to support approval hierarchy for authorization and release of purchase
requisitions electronically
3.5 Ability to set approvals levels based on norms recommended by UJVN Ltd. like
items classifications, procurement value etc.
3.6 Ability to provide purchasing rights of routine items to end users of the items along
with hierarchy based spending limit
3.7 Ability to record user defined instructions/ requisition details as part of the
purchase requisition
3.8 Ability to assign unique purchase requisition number and restrict creation of
duplicate purchase requisitions through in-built checks etc.
3.9 Ability to track the authorization status and generate alerts based on purchase
requisitions awaiting approval
3.10 Ability to configure requisitions based on predefined criteria e.g. value,
department, type of purchase etc.
3.11 Ability to modify purchase requisitions and resubmit for approval
3.12 Ability to cancel purchase requisition and automatically return commit budget
3.13 Ability to track and record the status of a requisition e.g. not approved, approved
3.14 Availability of search functionality of previous purchase requisitions
3.15 Ability to link the purchase requisition to a valid project or cost center

60 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.16 Ability to configure the release procedure for purchase requisitions based on type
of line item e.g. as part of standard item list,, requiring specialized documents and
approvals etc.
3.17 Ability to track changes of purchase requisitions and generate audit trail history
3.19 Ability to generate report of the purchase requisitions created over a periodic basis
for the department / Area Office
3.20 Ability to generate report on status of purchase requisitions
3.21 Ability to generate report on purchase requisitions based on user defined criteria
e.g. requisition number, status, date, material number, description, originator etc.
3.22 Ability to display report on search results on purchase requisition details based on
key fields like purchase requisition numbers
3.23 Ability to generate exception report on purchase requisitions rejected, not
approved cancelled etc.
3.24 Ability to ensure that unutilized budget gets added back to main budget at the
time of generation of relevant Purchase Order
4.0 Purchase Order Management
4.1 Ability to create purchase order (PO) directly or with reference to a Bid/Tender
document, a contract, purchase requisition, or another purchase order.
4.2 Ability to create PO for different types of purchases e.g. stock materials, non-stock
materials, services, assets, contract labor etc.
4.3 Ability to create PO automatically based on preconfigured conditions in the
application
4.4 Ability to create PO with multiple delivery addresses and staggered delivery
4.5 Ability to have the following as part of the PO:
 Assign purchase order number both automatically and manually
 requisition originators name and details as applicable
 item details with document attachment options to enable viewing item
details
 text fields for user defined special instructions
4.6 Ability to provide for ship-to address, bill-to address, invoice-sent-to address in
the Purchase order
4.7 Ability to specify on order, shipment-from, bill-by/payment to be released, report-
to (agents), etc. vendor address in PO
4.8 Ability to capture payment terms in distinct parametric form e.g. full/part/advance,
mode of payment, etc./address to release the payment
4.9 Ability to capture inspection requirements, acceptance criteria, etc. in PO
4.10 Ability to specify packing, shipping, scheduling instruction against item for PO (if
desired unit wise packing may be asked for)
4.11 Ability to record standard documents of latest version like Standard Terms and
Conditions of Indigenous/Import procurement, PBG , Bankers List, EMD etc.
4.12 Availability of multiple UOM for items for inventory and for placing order
4.13 Ability to track the authorization status and generate alerts based on PO awaiting
approval
4.14 Ability to modify the requisition and resubmit for approval

61 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.15 Ability to consolidate multiple purchase requisitions into single PO for the same
vendor
4.16 Ability to create multiple PO s from single requisitions for different vendors
4.17 Ability to split PO between vendors based on user defined parameters
4.18 Ability to distribute the costs for individual items in a PO to multiple accounts
based on user defined distribution proportion to be charged to 'valid' accounts or
project codes
4.19 Ability to display budget available for the purchase and generate alert if no budget
is available or PO value exceeds budget during PO creation
4.20 Ability to refer to the type of procurement for an item during PO creation. The type
of procurement for the item will be part of the item master data detailing whether
the item :
 Requires a material number
 Requires an account assignment (i.e. whether you are required to enter
an account assignment category)
 Needs to be kept in stock
 Requires a material receipt and/or invoice receipt etc.
4.21 Ability to get the preferred vendor list for the items selected in the PO
4.22 Ability to refer to previously existing contracts with the selected vendors while
creating PO
4.23 Ability to record PO acknowledgement against the PO from vendors in the system
4.24 Ability to capture Purchase Order receipt/ Acceptance and Planned delivery date
given by the vendor in the system.
4.25 Ability to follow up on the vendor for delivery by sending reminders/ risk & cost
notice (via e-mail communication)
4.26 Ability to amend Purchase Order with user's approval/ financial concurrence and
approval of Competent Authority and to keep track of all past amendments.
4.27 Ability to attach documents and specifications to PO
4.28 Ability to record delivery and shipping information relating to a PO
4.29 Ability to record vendor performance data for deliveries against a PO upon
inspection
4.30 Ability to enable three/ four way matching of PO, Material Receipt, Quality
Inspection Report and Invoice generated in the system
4.31 Ability to release schedules against a Purchase order for staggered delivery
4.32 Ability to provide for taxes and duties for various/individual items in the Purchase
order
4.33 Ability to record specific terms of trade or payment in a PO e.g. Payment Terms
and Due Dates etc.
4.34 Ability to record vendor discounts in the PO details
4.35 Ability to search and display previously created PO by vendor, item code, PO
number, MPR No, indent number
4.36 Ability to generate alerts for PO about to become due to the originators
4.37 Ability to track PO due dates and produce generate report to originators on
overdue POs

62 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.38 Ability to PO creation based on standard templates for regular purchase items
4.39 Ability to follow-up on the vendor for order delivery
4.40 Ability to display transactions history against the PO
4.41 Ability to automatically calculate LD based on PO terms
4.42 Ability to generate report on purchase order history for an item
4.43 Ability to generate report on change history for a particular PO
4.44 Ability to generate reports on PO by user defined criteria e.g. PO numbers,
Vendors, Material numbers, originator, Area Offices
4.45 Ability to generate report on POs due or overdue
4.46 Ability to generate report on PO outstanding payment history
4.47 Ability to generate report PO status
4.48 Ability to generate report on user defined exceptions on PO e.g. delivery
exceptions, payment exceptions etc.
4.49 Ability to create note on "Time Extension" approval with LD or without LD

63 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

7.4 Asset, Material & Inventory Management System


Sr. No. Functional Requirement Specifications
1.0 Maintain Asset and its Performance
1.1 Ability to allow user to enter / define / view / modify and classify assets using
internationally accepted nomenclature codes and/or UJVN Ltd. or regulator
defined codes
1.2 Ability to classify / store / retrieve / update details about assets based on
1)Hierarchy of asset in the system
2) Location where it is present
1.3 Ability to develop and maintain a location based Grid network for Asset mapping
1.4 Ability to classify the locations with sub classification and specifications for an
asset
1.5 Ability to associate a single location with single or multiple assets
1.6 Ability to graphically display a productive unit hierarchy displaying the parent and
child relationship in the system multiple parents for network systems parent to
another parent
1.7 Ability to move the asset from one productive unit of the hierarchy to the other
along with all the details of the asset
1.8 Ability to keep track of history of location changes done on an asset or a part of
the system
1.9 Ability to track the location of asset as it is moved between stores, repair shops
and vendors
1.10 Ability to classify assets as operating assets and in-store assets
1.11 Ability to search for a particular asset by providing minimal criteria of the same
1.12 Ability to graphically locate and display / map equipment / asset meeting a specific
criteria
1.13 Ability to store all the details about the asset like Purchase Details, Vendor Details
and their Recommendations, Expiry Details, Warranty Details, Name Plate
Details, Technical and Engineering Details, etc.
1.14 Ability to access detail information of Asset from the Procurement and Materials
Management System
1.15 Ability to assign inventory to General Ledger by a respective account code and
cross reference of an asset / component / equipment to the Financial and
Accounting Management System
1.16 Ability to define and retrieve an asset by specifying a problem class or a problem
cause with links to its current location
1.17 Ability to track life-to-death accountability for assets
1.18 Ability to allow / disallow multiple asset grouping and ungrouping
1.19 Ability to allow multiple level grouping / hierarchy of assets (e.g. A transformer
might belong to network connectivity hierarchy and also a part of geographically
oriented hierarchy)
1.20 Ability to roll-up maintenance costs across hierarchical systems, sub systems,
and locations
1.21 Ability to maintain real-time information associated with lines/equipment’s

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


1.22 Ability to generate reports by assimilating the data manually logged in from
control-room registers
1.23 Ability to record the asset usage statistics
1.24 Ability to define asset criticality factor for fault and maintenance management
1.25 Ability to define failure classes and failure hierarchies to record equipment
problems for immediate analysis
1.26 Ability to maintain a track for reasons of asset failure (Root Cause Failure
Analysis)
1.27 Ability to exchange information for system study for maintenance planning
purpose
1.28 Ability to view & update records related to any environmental issues or regulations
to be followed in maintaining the asset
1.29 Ability to record and maintain useful life of equipment for the purpose of repair
and replace decisions along with the previous history of the equipment’s
1.30 Ability to maintain asset manuals, technical drawings, operating instructions,
safety instructions, schematics in a document library and ability to retrieve as and
when required
1.31 Ability to view the warranty details of an asset by any authorized user with ease
1.32 Ability to check whether the asset is still under the period of warranty before issue
of a work order. Ability to auto triggers and in turn pop up warning to user to take
necessary action
1.33 Ability to track & locate the real estate / land assets pertaining to UJVN Ltd.
1.34 Ability to retrieve details about the performance of an equipment over a period of
time
1.35 Ability to generate a report on the asset usage statistics such as operating hours,
number of operations, etc. against the standard conditions
1.36 Ability to generate a report detailing the outage hours of an equipment or an asset
over a period of time
1.37 Ability to list a report detailing the idle assets in a location in specific period of time
1.38 Ability to generate report on an asset based on user defined criteria like asset
class, location, etc.
1.39 Ability to do Fatigue Analysis of various assets, Material & Inventory as per need
and ability to use results for further analysis
2.0 Manage Bill of Material / Tools / Spares
2.1 Ability to maintain the list of parts of equipment
2.2 Ability to maintain the details of real time quantities of parts available in the stores
2.3 Ability to maintain history of changes to part list of an equipment
2.4 Ability to maintain the drawings of equipment parts along with the recent changes
or modifications done on it. Ability to maintain details of individuals who made
modifications for reference
2.5 Ability to review the tools and equipment available
2.6 Ability to set the ROL (Re Order Level) and ROQ (Re Order Quantity) of various
spares required for the equipment

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


2.7 Ability to notify to the concerned personnel once the spares’ count reaches ROL
(Re Order Level)
2.8 Ability to send reminders to the concerned Officials who are in possession of tools
if they do not provide the tools beyond the time limits allocated to them
2.9 Ability to escalate the issue to higher Officials if the tools are not received from
the concerned even after sending them the reminders
2.10 Ability to generate a report detailing the list of tools and tackles available with
various Sub-Stations / Sub-Area Offices, etc. at any point of time
3.0 Cost Control of Assets
3.1 Ability to automatically integrate an asset with the General Ledger, Accounts
Payable, Accounts Receivable, Project Management and Budget of the financial
system through an unique account code
3.2 Ability to display detailed description about the account code assigned to the asset
or equipment to the concerned Official
3.3 Facility to capture information about resources such as description of work, unit,
location and other fields as required
3.4 Ability to update the standard labor / Contractor rates for a particular work to be
done
3.5 Ability to list the total cost incurred due to internal labor while carrying out a
maintenance activity on an asset. This will include both directly entered labor
hours and labor overheads
3.6 Facility to allow manual keying in of minor project expenses like transport, petty
cash, etc.
3.7 Ability to drill down costs from projects to source transactions
3.8 Ability to break down project cost by resource type
3.9 Ability to track project expenditures and compare it against the budget allocations
3.10 Ability to raise a trigger if the actual expenditure has exceeded budgeted
allocation
3.11 Ability to list the total cost incurred due to usage of equipment or tools during work
3.12 Ability to list the total cost incurred due to work performed by a Contractor
3.13 Ability to approve the work performed by the Contractor by the concerned Official
before payment of dues to them by the finance department
3.14 Ability to establish costing limitations against a piece of asset / equipment or a
productive unit
3.15 Ability to capture cost expenditure against an asset including procurement,
maintenance and disposal
3.16 Ability to track asset expenditures and evaluate this against the budget allocations
3.17 Ability to track costs / expenditures against an individual asset or a defined group
of assets
3.18 Ability to estimate cost to be incurred for a maintenance activity and send it to
work order management system for invoice generation
3.19 Facility to allow the user to project the cash flow for a user defined time period
3.20 Allow changes in project expenditures and aid in preparation of revised cash flows
3.21 Ability to roll all work order costs to the proper asset

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.22 Ability to maintain cost history by location
3.23 Ability to generate Sub-Station wise material allotment
3.24 Ability to generate Purchase Orders and track their status
3.25 Ability to display as a report all the maintenance cost incurred during the life of an
asset including the labor, material and Contractor costs, etc.
3.26 Ability to simulate the life cycle maintenance cost for an item of equipment when
different operational conditions and maintenance strategies are entered as
parameters
3.27 Ability to generate report detailing the total internal labor cost incurred due to
maintenance of an asset / equipment or a cost center
3.28 Ability to generate report detailing the total external labor cost incurred due to
maintenance of an asset / equipment or a cost center
3.29 Ability to generate report detailing the total equipment usage cost incurred due to
maintenance of an asset / equipment or a cost center
3.30 Ability to generate report for material requirement of decentralized items
3.31 Ability to generate report for material requirement for centrally purchased items
4.0 Material Master
4.1 Ability to record and maintain item master list with availability of material
number/code/part code as primary identifier for various material types including
spares and consumables
4.2 Ability to generate material code automatically for item entry to item master as
well as support manual entry
4.3 Ability to support alphanumeric material codes
4.4 Ability to capture detailed material information including the categories of data to
support core material management transactions like material receipt, material
issue etc.
 Basic data like Material No., Item Description, Unit of Measurement,
status, origin, type, conversion factors, ownership details etc.
 Inventory management data i.e. material history, MRP data, ABC
classification, inventory location, safety stock, Re order level etc.
 Purchasing data i.e. purchase rule, tax/duties rule, ordering batch size etc.
 Costing data i.e. standard price, moving average price etc.
4.5 Ability to support item groups or categorization of material into material groups,
type and location etc.
4.6 Ability to support approval workflow and automatically trigger material data
authorization upon material data entry
4.7 Ability to modify material details and resubmit for approval
4.8 Ability to track material authorization status pre and post approval
4.9 Ability to track changes made to material record with details of changes made,
changing entity and approver of changes
4.10 Ability to reject material record and update material record status with reasons
4.11 Ability to record whether material is moving or non-moving or obsolete delete a
material record which are non-moving, obsolete
4.12 Ability to link material to vendor / supplier details

67 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.13 Availability of search functionality based on material numbers, partial item
description, shelf life, warranty period, specifications etc.
4.14 Ability to display partial or full material master information to users across
functional areas and restrict display of all information based on user roles/display
authorization levels
4.15 Ability to support multiple Units of Measure(UoM) for an item
4.16 Ability to create catalogues for different material types, spares and miscellaneous
items
4.17 Ability to capture details regarding insurance of the materials
4.18 Ability to generate detailed item wise report of material information
4.19 Ability to generate report on revaluation materials and display valuation history
4.20 Ability to generate report on material performance e.g. material history report,
material blacklist report, damage during warranty period
4.21 Ability to generate material reports for separate material type, material group,
location etc.
4.22 Ability to create necessary provisions for slow moving/non-moving inventory as
per business rules
5.0 Inventory Management
5.1 Ability to record multiple physical store locations, capturing individual store
physical description details
5.2 Ability to support multiple inventory status for individual items including the
following:
 Available for Issue vis-à-vis Order Position
 Scrapped
 Obsolete
 In Transfer
 Blocked
 Restricted Use
 Under Repair
 Special Project Stock
 Reserved Stock
 Any other as per requirement
5.3 Ability to track material movement for each store including:
 Receipts
 Issues
 Inter Store Transfers
 Transfer to Scrapped Stock
 Transfer to Obsolete Stock
 Quarantines Stock
 Returns
 Under Repair
5.4 Ability to track and monitor stock at various store locations, Central Stores , Area
Stores, Sub-station Stores, at individual store level and at aggregate level

68 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.5 Ability to plan for inventory based on consumption pattern, present stock,
procurement lead times, projected requirements etc.
5.6 Ability to perform various kinds of inventory analysis like ABC analysis, XYZ
analysis, Fast/Slow/Non-moving analysis, Min-Max analysis, etc.
5.7 Ability to analyze inventory in terms of 'items reached re-order/ safety level' and
'critical' items and generate appropriate alerts when inventory reaches predefined
re-order points
5.8 Ability to store shelf life details for items and display alerts when items reach end
of life (user defined) and remains un-used
5.9 Ability to store material movement history in each store and for each item e.g. fast,
slow moving and non-moving
5.10 Ability to classify inventory under bulk material, finished material, capital items,
job work and disposables
5.11 Ability to assign a service level to an inventory item e.g. 100% for critical items
and this will be linked to re-order levels
5.12 Ability to schedule evaluation as per predefined business rules e.g. A Level Items
will be counted once every month and freeze inventory for evaluation
5.13 Ability to support in stock replenishment for all stock items based on parameters
like re-order point, safety stock level, consumptions patterns etc. The system
should estimate ordering quantity and delivering schedule which can be converted
automatically into
purchase requisitions
5.14 Ability to trigger stock replenishment for all stock items on the basis of various
parameters like reorder level, safety stock level, material consumption
5.15 Ability to estimate suggested ordering quantity and delivering schedule for
individual items for stock replenishment
5.16 Ability to generate purchase requisitions based on re-orders automatically for
items based on predefined system configurations
5.17 Ability to support inventory valuation methods like FIFO/LIFO/Weighted Average,
Standard Cost, etc.
5.18 Ability to estimate total inventory carrying cost based on inventory valuation
method
5.19 Ability to generate report on Stores Accounting capturing the quantity and value
information as per the current formats, for e.g., Report on ATD (Accounts Transfer
Debit) and ATC (Accounts Transfer Credit)
5.20 Ability to generate item wise stock status reports on current inventory status based
on material receipt, material issue and stock balances on a daily/weekly basis
5.21 Ability to generate consolidated YTD/MTD inventory report on receipts, issues,
stock adjustments, scrap inventory, material returned to suppliers, etc.
5.22 Ability to consolidate and generate report on item wise total inventory levels for all
stores
5.23 Ability to generate stock-out reports
5.24 Ability to generate report on inventory analysis e.g. material consumption pattern
across stores

69 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.25 Ability to generate report on availability of inventory during requisitioned and
actual service level for items
5.26 Ability to generate report on age analysis and shelf life evaluation
5.27 Ability to generate report on un-used materials procured for a specific purpose
5.28 Ability to do quantity reconciliation between procurement, consumption, dispatch,
shortages and closing stocks
5.29 Ability to generate Asset Code as per requirement of UJVN Ltd.
6.0 Material Receipt
6.1 Ability to record receipt of inventory items received from vendors/suppliers and
generate Material receipt Voucher (MRV) including record of place/location of
receipt and material details (unit, weight, specifications etc.)
6.2 Ability to record receipt of commercial documents received with material like
excise invoice duplicate for transport copy along with material
6.3 Ability to record receipt of technical documents like quality certification report
received along with material
6.4 Availability of control functionality for material receipt i.e. receiving in
excess/shortfall of Purchase Order (PO) quantity, quantity tolerance functionality
or PO revision functionality
6.5 Ability to support quality inspection after material receipt and before delivery of
material to inventory and generate quality inspection report and record the
inspection results for the material
6.6 Availability of workflow based inspection notification to quality control on receipt
on parts at store and return notification to store on completion of inspection for
posting the item to inventory.
6.7 Ability to support three-way matching of Material receipt Voucher(MRV) with
Purchase Order (PO), Quality Inspection Report (QC) and Dispatch Instruction
Report
6.8 Ability to club multiple lorry receipts (LRs) / consignments into single MRV
6.9 Ability to record partial delivery of items and track different lots of supply from
suppliers for the same PO
6.10 Ability to automatically trigger evaluation of material receipt and initiate payment
process
6.11 Ability to raise bill for payment with workflow based approval hierarchy for
evaluation of payment
6.12 Ability to record receipt of material and track inter store transfers
6.13 Ability to receive material without P.O. or without proper documents and
subsequent adjustment/regularization
6.14 Ability to display updated inventory status after material receipt for individual
items, item groups and across stores
6.15 Ability to receive advance shipment notice and attach scanned documents
6.16 Ability to record receipt of inventory items purchased at different levels of
hierarchy like Head Office Purchase and Area Office Purchase
6.17 Ability to generate intimation notice to purchasing authority in case of return of
rejected material

70 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


6.18 Ability to generate report on all MRV created over a period i.e. weekly\monthly for
a storage location
6.19 Ability to generate inventory status report based on material received over time
opening balance, material received, material issued, closing balance at an item
level and at an aggregate level on a periodic basis i.e. daily, weekly and monthly
status report.
6.20 Ability to generate report for all MRV and bill payments against individual PO
6.21 Ability to generate exceptions during Material Receipt including rejected quantity,
items not as per P.O etc.
6.22 Ability to generate report on bills raised against MRV over a periodic basis in a
store
6.23 Ability to generate list of items with guarantee clauses, in particular guarantee
period along with Delivery Instruction (DI) date
6.24 Ability to support adjustment of VAT/GST credit taken at the time of
issue/inventory valuation
6.25 Ability to link Material receipt Voucher(MRV) raised on receipt of materials with
issue note when materials have been sent out on repair
7.0 Material Issue
7.1 Ability to create material issue request/indent for material including spares and
miscellaneous items. The requisition record should have a reservation number,
date of reservation, requestor name, stock location, material part number, quantity
required, delivery address, accounting and costing information etc.
7.2 Ability to generate indent manually and also automatically based on maintenance
work orders, capital works project requirements estimated in system
7.3 Availability of control functionality for material issue i.e. issuing in excess/shortfall
of indent quantity, quantity tolerance functionality or indent revision functionality
7.4 Ability to modify material issue requests/ indent based on approver update
7.5 Ability to track changes made to indents and display reservation history
7.6 Ability to delete indents automatically based on cancellations in work orders,
capital works project etc. and record reasons for cancellation
7.7 Availability of configurable approval workflow for indent approval
7.8 Ability to display material issue requests awaiting approval
7.9 Availability of material control functionality to check against indent , available
inventory and approval status for issue of material
7.10 Ability to display availability of issuing material in each store before material issue
7.11 Ability to issue material and generate material issue slip
7.12 Ability to support and create pick lists for those items awaiting issue to a capital
works project, plant maintenance job, customer job, transfer request or over the
counter issue
7.13 Ability to configure the information details in the pick lists based on item details
7.14 Ability to display updated store inventory status based on material issued and
available inventory at the store
7.15 Ability to consolidate pick lists for items to be supplied to the same destination,
user or job

71 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


7.16 Ability to track that the pick list has been picked packed and issued and display
the status of the pick list e.g. being picked, being packed, issued etc.
7.17 Ability to capture delivery information within the system e.g. transportation type,
carrier details, dimensions, weight etc.
7.18 Ability to generate Gate Pass for material movement based on Material Issue note
7.19 Ability to modify material issue information details e.g. quantity, material number
if required and track modification history
7.20 Availability of dual unit of measure i.e. UoM for storage e.g. units and UoM for
issue e.g. kg and a defined relation between them leading to unable to issue exact
quantity as requested in issue slip.
7.21 Ability to record issue of material without reference document or store requisition
e.g. material issue for scrap
7.22 Ability to generate record on material issued against approved indents on an item
wise and generate exceptions on a periodic basis
7.23 Ability to generate report on the material issued per store over a configurable
periodic basis i.e. weekly/monthly
7.24 Ability to generate report on aggregated material issued for a particular item over
a periodic basis i.e. weekly/monthly
7.25 Ability to generate stock overview report showing material received, material
issued and inventory status for all items in a store
7.26 Ability to generate stock consumption statistics based on material issue for the
items over time
7.27 Ability to view material availability in all stores to concerned as per rules defined
8.0 Inter-Store Transfer of Material
8.1 Ability to support physical movement of stock between stores i.e. inter-store
transfers
8.2 Ability to record order for inter-store transfer by pre-configured authorized entity
in the system
8.3 Ability to generate material issue request/store indent form/ store transfer note
(STN) based on order for inter-store transfer from the material requesting store to
the material issuing store
8.4 Availability of configurable approval workflow for STN approval for inter-store
transfer
8.5 Ability to modify STN based on approver update
8.6 Ability to issue material and generate Material Issue Note for inter-store transfer
8.7 Ability to post material transfer and update inventory status of issuing store
8.8 Ability to generate Delivery Challan and Gate Pass based on Material Issue note
for inter-store transfer
8.9 Ability to record receipt of material at receiving store and generate Store Receipt
Note (SRN)
8.10 Ability to display updated inventory status after material receipt in receiving store
8.11 Availability of material control functionality to check material issued from issuing
store with material received in receiving store and post transfer of material
8.12 Availability of capture the Rate Contracts for Inter Store Transfer and rationalize
the transportation linkage to Finance Module

72 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


8.13 Ability to generate report on item wise inter-store transfer consolidated across
stores
8.14 Ability to generate report on all items received and issued for inter- store transfer
for a storage location on a periodic basis
8.15 Ability to generate exceptions and item quantity mismatches arising out of inter-
store transfer
8.16 Ability to report on trends of regular item shortages in a store resulting in inter-
store transfers
9.0 Return Material to Store
9.1 Ability to record and support workflow for return of un-used or excess material
from field/sub-station/plant to stores
9.2 Ability to record and segregate dismantled material into scrap and healthy
9.3 Ability to generate Store Return Note on material to be returned from field
9.4 Ability to record receipt of material at receiving store, generate Material Receipt
note and track its indent when material are returned to store
9.5 Ability to display updated inventory status after material receipt in receiving store
9.6 Ability to generate accounting adjustments on a consolidated basis at
Area Office level for all the Store Return Notes generated for that
period
9.7 Ability to generate report on materials returned to a store over a periodic basis
e.g. weekly, bi-weekly
9.8 Ability to generate summary report of Store Return Notes generated by the system
over a periodic basis or location wise
10.0 Material Disposal
10.1 Ability to record and support workflow for material disposal of scrap/obsolete items
(as declared by appropriate authority) returned to the store from the field
operations in UJVN Ltd.
10.2 Ability to compile periodic report of scrap material returned to the stores
10.3 Availability of configurable approval workflow for scrap approval and capture the
recommendation of the scrap committee
10.4 Ability to display scrap requests awaiting approval
10.5 Ability to generate alert to initiate material disposal workflow with the scrap
material report completion as the trigger
10.6 Ability to generate material list for auction/sale by Stores based on material
disposal report
10.7 Ability to record auction/ sale result for scrap disposal including buyer information
and material disposal details
10.8 Availability of workflow to support configurable payment norms for scrap disposal
and generate material issue based on buyer compliance to payment norms
10.9 Ability to generate Material Disposal note (MDN) after checking against payment
information
10.10 Ability to generate accounting adjustments on a consolidated basis at Area Office
level for all the disposals generated for that period
10.11 Ability to generate report on scrap items available in a storage location over a
periodic basis e.g. weekly, bi-weekly

73 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


10.12 Ability to generate exception report for material disposal process i.e. material
which are not being disposed on time, auctions not as held planned
10.13 Ability to generate report on auction results and record auction sale information
10.14 Ability to consolidate Material Disposal note and generate completion report of
sale based on material disposed and payment terms
11.0 Physical Inventory Verification
11.1 Ability to support periodic physical stock verification process and update inventory
status in system based on stock verification
11.2 Ability to schedule physical stock verification in the system
11.3 Ability to freeze inventory in the system for physical stock verification
11.4 Ability to generate item master list for physical stock verification
11.5 Ability to generate stock count sheets having detail information like Item No, Item
description, Stock Location, Bin Location, Units of Measurement, etc. to capture
results of stock verification
11.6 Ability to record the results of stock count in the system and record stock
verification details
11.7 Ability to analyze of stock count i.e. compare system stored inventory with
physical count and generate exception report
11.8 Ability to record recount of the stock items which are at variance in the system
prior to correcting system values
11.9 Ability to record possible reason for variance in the system and record root-cause
analysis
11.10 Ability to support approval workflow for stock count results and variance, and
support authorization hierarchy based on value of discrepancy, type of items etc.
for approval of variances
11.11 Ability to update and modify inventory status, material master information based
on physical stock verification
11.12 Ability to and generate stock verification report with quantity and value information
11.13 Ability to generate report on discrepancy for inventory items counted
11.14 Ability to generate trend for variance items
11.15 Ability to generate exception report for those items not counted in a storage
location
11.16 Ability to obtain details of book balances of inventory to facilitate physical
verification
11.17 Ability to update physical verification details in case of inventories for the system
to list out excess/shortage report
11.18 Ability to account for differences arising on account of physical verification

74 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

7.5 Commercial & Billing Management System


Sr. No. Functional Requirement Specifications
1.0 Commercials
1.1 Ability to produce sales forecast that incorporate internal and external data and
defined business rules including:
i) Annual Sales forecast,
ii) 5 year Sales Forecasting
1.2 Ability to revise Annual Sales forecast & track changes
1.3 Ability to do "what if-analysis" to ascertain sales in given conditions
1.4 Ability to access historical sales data
1.5 Ability to support the preparation and periodic revision of sales plan through
automatic workflow
1.6 Ability to record operations data (particularly ABT data) to measure the impact of
operational performance on the sales targets
1.7 Ability to decide sales strategy in the multi-customer scenario based on the
production variables
1.8 Ability to manage online sales forecast & ensure tracking for comparison between
planned and actual
1.9 Ability to store historical sales data and use for future analysis
1.10 Ability to prepare required reports for UERC
2.0 Power Sales Contract Administration
2.1 Ability to vet the assumptions contained in feasibility report by commercial
department through an appropriate workflow
2.2 Ability to record commercial details of the approved feasibility reports/DPR
2.3 Ability to automate and support the declaration of power generating units as
commercially active
2.4 Ability to forecast the cost of generation for the new projects based on various
generation-cost variables
2.5 Ability to create, store & manage the different tariff structures
2.6 Ability to maintain the PPA documents along with provision to record, edit, version
as well provide renewal status
2.7 Ability to track the Short-term trading agreement signing process with customers,
beneficiary
2.8 Ability to generate user defined alerts based on renewal status of documents
2.9 Ability to uniquely identify customer beneficiary
2.10 Ability to create & maintain detailed and exhaustive customer profile
2.11 Ability to make available a comprehensive view of customer transactions including
short- term trading and ABT
2.12 Ability to maintain different commercial terms for a given beneficiary as specified
in the Short-term trading agreement
3.0 Billing (including metering)
3.1 Ability to record the required data for billing from plants & external agencies like
SLDC. Ability to record regional energy account (REA) from state load dispatch
center (SLDC)
3.2 Ability to make available a comprehensive view of customer related transactions

75 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.3 Ability to make available metering information and the business rules derived
from power selling agreements such as Power purchase agreement, Bulk power
supply purchase agreement and other trading agreements to generate invoices
3.4 Ability to maintain revisions of the regional energy account information
3.5 Ability to automatically generate bills based on user defined rules. Ability to
automatically calculate supplementary billing based on State regulatory
commission defined guidelines (ABT or other tariff structure) and data provided
by SLDC
3.6 Ability to prepare invoicing advices
3.7 Ability to automatically calculate the rebate to be given to the beneficiaries for
prompt release of payment
3.8 Ability to calculate automatically the surcharge to be entered in the bills for the
beneficiary
3.9 Ability to have billing revisions based on changes in inputs, tariff notifications,
energy business model be maintained and tracked
3.10 Ability to have checks for the billing to be approved prior to the dispatch of the bill
to the beneficiary
3.11 Ability to link supplementary bills to original bills
3.12 Ability to alter frequency of invoicing in accordance to changes to billing model
3.13 Ability to establish electronic data interface for sending billing related data to
beneficiaries
3.14 Ability to accommodate Deviation Settlement Mechanism (DSM) charges in the
bills
3.15 Ability to verify operational data on the basis of Deviation Settlement Mechanism
(DSM) details as provided by SLDC and to provide an input to finance for billing
purposes
3.16 Ability to verify Deviation Settlement Mechanism (DSM) data (receivable,
payable) by the Operations division with the schedule and actual generation data
3.17 Ability to carry out the reconciliation of Deviation Settlement Mechanism (DSM)
data as per UI account and periodical payment statements release by SLDC
3.18 Ability to calculate the power station wise debtors for Deviation Settlement
Mechanism (DSM) for quarterly, half yearly and annual closing
3.19 Ability to credit payments in UJVN Ltd. account towards Deviation Settlement
Mechanism (DSM) received from SLDC, be proportionately allocated as per
outstanding UI power station wise prior to that payment
3.20 Ability to calculate the interest on the delayed payment of Deviation Settlement
Mechanism (DSM)
3.21 Ability to support the monthly and supplementary bills generated on a project wise
(Hydro power generating station) basis for a given beneficiary. A summary bill is
provided with the breakup of energy supplied from each of the projects
3.22 Ability to maintain and track the billing amendments based on revisions to input
data
3.23 Ability to have frequency of billing be changed to incorporate changes in tariff
structure
3.24 Ability to calculate the interest on the delayed payment

76 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.25 Ability to track accounts receivable disputes pertaining to particular bills raise
3.26 Ability to have energy trading data
3.27 Ability to plan evacuation delivery of energy which has to be traded
3.28 Ability to provide the information to support energy billing and receivables
management pertaining to trading transactions available.
3.29 Ability to allow a seamless exchange of information between UJVN Ltd. and an
energy trading organizations (or power exchanges) (For example the exchange
of information could be in terms of the quantum or power, commercial terms,
period of availability etc.)
3.30 Ability to prepare different type of bills
3.31 Ability to have interest calculation feature in case of arrear
4.0 Monitoring of Revenue Collection
4.1 Ability to monitor the collection of revenue against the sales targets. The
component of the revenue: Fixed, Variable, UI and other revenue components
should be monitored individually.
4.2 Ability to generate billing versus collection and outstanding status report
4.3 Ability to assist in tracking payments received from beneficiaries who have
opened periodic letter of credits
4.4 Ability to credit part payments in UJVN Ltd. account, received from a beneficiary
be allocated to the bills raised against the customer beneficiary on a project wise
basis
4.5 Ability to provide the following collection details:
• Collection to be shared among generating stations against bills raised
• Rebate to be shared among generating stations against bills raised
• Surcharge details if applicable
4.6 Ability to manage collections of outstanding receivables
4.7 Ability to determine status of the bills which have not been generated and
approved as per the tariff
4.8 Ability to monitor status of pending bills and current receivables
4.9 Ability to manage accounts receivable disputes from inception to resolution
4.10 Ability to provide an ageing analysis of debtors
4.11 Ability to carry out customer evaluation by commercial division
4.12 Ability to generate the trends, graphs and apply statistical models to the
commercial data
5.0 Regulatory Affairs
5.1 Ability to have energy business models from regulatory authorities
5.2 Ability to derive business rules from the energy business model be used as a
framework for the power supply, billing and collection and tariff filing process
5.3 Ability to create, store and manage different versions of these business models
5.4 Ability to store State Electricity Regulatory Authority, CERC notifications so that
they can be referred to as required
5.5 Ability to store and manage tariff notifications
5.6 Ability to have versioning capability for tariff notifications

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.7 Ability to prepare data for filing ARR (Annual revenue requirement) be taken from
various business processes
5.8 Ability to extract & maintain data that can be used in commercial reports
templates, seamlessly repeated into commercial report templates
5.9 Ability to file the petition in multiple version at the same time.
5.10 Ability to manage petitions and related documents from inception to State
Electricity Regulatory Authority orders
5.11 Ability to modify tariff filing formats prescribed by State Electricity Regulatory
Authority and data to be entered in the forms for finalization of tariff petitions
maintained in the system
5.12 Ability to enable workflow and monitor tariff petition approval process
5.13 Ability to maintain checklist for petitions and appeals in the system
5.14 Ability to track filling and status of the tariff petition with State Electricity Regulatory
Authority
5.15 Ability to track and store various appeal/review files with the Appellate tribunal in
the system along with the correspondence
5.16 Ability to store and archived judgement of the Appellate tribunal for future
reference
5.17 Ability to manage petitions and related documents from inception to CERC/SERC
orders
5.18 Ability to support collaboration between various functions of the Nigam during
preparation of the petition
5.19 Ability to have checklist for petitions and appeals be maintained in the system
5.20 Ability to check petition against the checklist maintained in the system prior to
filing with CERC/SERC
5.21 Ability to have provision to update the petition as per the suggestions/directions
provided
6.0 Energy Accounting and Reconciliation
6.1 Ability to enable energy accounting for individual units and aggregating the
performance data for unit, station and plants
6.2 Ability to generate energy account balance statement for the plant
6.3 Ability to generate energy accounting statements, MIS and send to the key
stakeholders at plant and corporate level
6.4 Ability to carry details of the various energy audits be appropriately stored with
reference to the equipment
6.5 Ability to the important guidelines and circulars issued by statutory bodies such
as CEA, State Electricity Regulatory Authority and Bureau of energy efficiency
(BEE) store in the system
6.6 Ability to track the various energy management activities and programs initiated
at the plants
6.7 Ability to forecast of energy demand and use based on present available data

78 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

7.6 Human Resource Management System


Sr. No. Functional Requirement Specifications
1.0 Organization Management (OM)
1.1 Ability to define organization hierarchy, organization structure of Plants, Units,
Head office etc.
1.2 Ability to generate tree structure giving details of all unique role holders and
reporting employees (defining reporting and reviewing relationship) - including
dual reporting mechanism for a specific set of employees
1.3 Ability to define various categories of employees across class I,II,III & IV ( list of
existing employees stream wise , cadre wise, wing wise or unit wise on any date
or cross section of time along with a list of officers and staff who will retire within
a specified period
1.4 Ability to define name of functions, sub-functions and positions
1.5 Ability to maintain reporting structure (hierarchy of positions) - including dual
reporting mechanism for a specific set of employees
1.6 Ability to support integration of positions with manpower planning module to
understand staffing requirements
1.7 Ability to create new department, functions & positions
1.8 Ability to maintain change in designations due to promotions, transfers (Integrate
with Promotion Module, Transfer Module)
1.9 Ability to define multiple organizational structures (positions) and multiple
reporting relationships and integrate with the respective employee data
1.10 Ability to restrict making changes in the OM to authorized persons only
1.11 Ability to seek confirmation after every change made in the structure, changes to
be made permanent only on authentication by the controller of the authorized
person.
1.12 Ability to change/restore/rollback changes to a previous (given) date and report
inconsistencies
1.13 Ability to define administrative powers for organizational units position-wise
1.14 Ability to tightly integrate administrative power definitions to work flows and
approvals
1.15 Ability to provide reports of total organization hierarchy, organization structure
1.16 Ability to provide reports on list of vacant positions (Integrate with Manpower
Planning Module)
1.17 Ability to provide reports on reporting relationships (Functional, administrative) in
a department
1.18 Facility to calculate the cost implications of adding a new
Department/Function/Position
1.19 Ability to generate reports on categories of employees across class I,II,III & IV
( list of existing employees stream wise , cadre wise, wing wise or unit wise on
any date or cross section of time along with a list of officers and staff who will
retire within a specified period)
1.20 Ability to clearly define the hierarchy of Delegation of Power in the organization
1.21 Ability to issue orders advising to take additional charge and charge allowance
2.0 Human Resource Policies, Rules and Regulations

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


2.1 Ability to define all clauses under UJVN Ltd. employees' service Regulations, time
to time circulars and office orders (Since adopted by UJVN Ltd.)
2.2 Ability to define all norms relating to Medical Advance and Medical re-
imbursement in respect of employees and their dependents
2.3 Ability to define all prevailing schemes related to Employee welfare
2.4 Ability to define all prevailing schemes under corporate social responsibility and
monitoring status of implementations
2.5 Ability to define the structure and members of all employee Unions and
Associations along with information of their registered office, office bearers etc.
(Integrate with the transfer module)
2.6 Ability to define and communicate with representation of Unions and Associations
2.7 Ability to define all applicable labor laws and ability to monitor compliance/
enforcement of such laws
2.8 Ability to process cases for constitution of committees and reconstitution including
trustee boards
2.9 Ability to define all applicable labor laws for contracts laborers of UJVN Ltd.,
particular clauses that are related to decision making by HRMS
2.10 Ability to define the policy for outsourcing of manpower in various Field Units of
UJVN Ltd.
2.11 Ability to define all Rules, Procedures, Regulations for outsourced employees of
UJVN Ltd.
3.0 Employee Master (Employee Service Book)
3.1 Ability to store and maintain employee personal data such as employee no.,
name, addresses, phone numbers, emergency contact information and email
addresses, Salary Bank Account Details, passport details etc.
3.2 Ability to maintain employee's gender, date of birth, blood group, citizenship,
marital status, religion, caste etc.
3.3 Ability to maintain an employee’s education, certifications, degrees and any
endorsements (Professional Membership)
3.4 Ability to maintain previous (multiple) employment details like name of the
organization, department, position held (designation), start/end dates, reason for
leaving, last salary drawn, references etc.
3.5 Ability to maintain names, date of birth and contact details of spouse, children,
dependents, parents, nominees under different schemes, etc.
3.6 Ability to maintain employee's recruitment category like physically handicapped/
sportsperson /ex-servicemen / specialist / SC / ST / OBC / compassionate
grounds/Others
3.7 Ability to add & update employee's recent photograph and photograph of
dependent
3.8 Ability to maintain employee's medical details after joining
3.9 Ability to maintain employee's health problems, medical history and capture the
details (integrate with payroll for reimbursement amount and health problem
details, including low medical category)
3.10 Ability to store caste certification verification & police verification report and
detailed status

80 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.11 Ability to issue NOC for obtaining passport/visa /study abroad/deputation or for
outside employment
3.12 Ability to maintain the languages known with details of speak, read and write
separately. Clear indication for the mother tongue
3.13 Ability to maintain the details of spouse and relatives in the service of the
organization including name, employee no., unit where working, designation with
provision for automatic updation of records of the relative as and when it is
updated for him by his controlling establishment
3.14 Ability to integrate Organization management with employee master
3.15 Ability to maintain details of present designation, salary details, reporting
hierarchy
3.16 Ability to maintain history of trainings attended (prior to joining & after joining) like
name of the course, name of the Institution, month & year of training, duration of
the course in days/weeks etc.
3.17 Ability to maintain the awards for which nominated / 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
3.18 Ability to maintain date of joining, probation period, date of confirmation in each
grade/post
3.19 Ability to maintain details of promotion from one grade / scale / discipline to
another including any reappointment through internal selections
3.20 Ability to maintain full 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.
3.21 Ability to maintain present place of posting including date of joining of each
unit/office, name of the department, present designation, grade etc.
3.22 Ability to maintain history of disciplinary actions taken / initiated 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/ police department proceedings.
3.23 Ability to maintain details of suspended employees (reasons of suspension, time
duration of suspension, restricted privileges etc.)
3.24 Ability to change employee job status (Active-Trainee, Probation, Extended
probation, Regular, Contractual, deputation, Suspended, absconding (FIR) & Exit
Resigned, VRS, Terminated)
3.25 Ability to date and time stamp all changes in the database enabling data
availability on 'as on date/time' basis
3.26 Flexibility of additionally capturing any information relating to employee at a later
date
3.27 Ability to maintain concurrent jobs for employees with additional
responsibilities/special duties in addition to regular responsibilities
3.28 Ability to link employees with the membership with various Committees
(permanent or temporary) and membership of any professional organization

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.29 Ability to update only authenticated data reflected in the employee master
3.30 Ability to maintain employee data with regards to claims, etc.
3.31 Ability to maintain and view employee leave details
3.32 Ability to maintain employee data with respect to PF, Gratuity, etc. and the
nominations for the same
3.34 Ability to provide restricted access to different classes of employee master data
3.35 Ability to maintain the insurance related details for each employee, like insurance
number, nominee details, amount etc.
3.36 Ability to maintain Audit trial of all changes made to sensitive information
3.37 Ability to maintain performance appraisal rating of last all years and promotion
details
3.38 Updation of all information in Employee Master data since recruitment(such as
personal details, addresses, transfers, deputation, change of location (Integrate
with Transfers/ Deputation Module)
3.39 Ability to maintain service files documents in scanned form including Proof of Date
of Birth, domicile, Bonds, if any, executed, disciplinary cases details, photograph
etc.
3.40 Ability to track the physical location of the service file by recording the unique file
number and place where it is kept (After HRMS no physical file movement may
be required)
3.41 Ability to process departmental House Building Loan for land purchase, house/flat
purchase, construction of residential house, addition/alteration of constructed
house and repair of house
3.42 Ability to issue Release Orders to release the loan money by the respective
accounting unit against sanction order
3.43 Ability to provide details of loan against employees for house building, cooperative
society
3.44 Ability to provide details of employees applying for higher education
3.45 Ability to submit and declare of assets by employees
3.46 Ability to provide reports of employees based on blood group, length of service,
age, qualification, experience, department, salary bands etc.
3.47 Ability to provide reports to HRMS department on employees personal,
educational & professional details not updated in the system
3.48 Ability to provide reports on all employee details as per department, class/cadre-
wise, location in specified period
3.49 Ability to provide reports on employee counts retired, resigned, suspended,
terminated or left, per department, class/cadre-wise, superannuating in a
specified period
3.50 Ability to provide reports on status of details of disciplinary proceedings, time,
progress, status
3.51 Ability to provide reports on personnel released from one place and not joined
other office
3.52 Ability to provide Annual Confidential Report (ACR)
4.0 Employee Self Service (ESS)

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.1 Facilitate employee to apply for changes in permanent & correspondence
addresses, details of family members, emergency contact details, contact details,
office location, nomination for various schemes like PF /Gratuity, etc.
4.2 Ability to update bank information for expense reimbursement, PAN no, applicable
passport details, driving license no. etc.
4.3 Ability to allow employee to update online through ESS the non-critical personal
data (such as weight, height, etc.)
4.4 Ability to provide address proof letter to employer for various purposes
4.5 Ability to integrate ESS with Employee Master
4.6 Ability to remind the employee through self-service/e-mail/sms regarding
modification or requirement of additional data
4.7 Ability to send the employee confirmations after changes are made online
4.8 Ability to provide the facility to initiate following transactions related to leave (all
types of leaves):
 Leave apply
 Leave re-schedule
 Leave cancel
 Leave Balance
4.9 Ability to provide the facility to view the status of all types of requests made
4.10 Ability to provide the facility to raise query for HR, applying for LTC, Medical
Claims, and Cash Advance
4.11 Ability to provide the facility to raise cash claim related to conveyance, business
travel, business meeting etc.
4.12 Ability to provide the facility to view and download salary slip, provident fund
details
4.13 Ability to provide the facility to view the tasks assigned by management
4.14 Ability to provide the facility to edit and update the status of tasks with remarks
4.15 Ability to provide the facility to view Holiday Calendar
4.16 Ability to provide the facility to view the salary structure
4.17 Ability to provide the facility to view the statutory deductions like PF, Income Tax
4.18 Ability to provide the facility to view various policies like LTA, Recruitment &
Promotion, Medical, Travel, Transfer policy, Service rules etc.
4.19 Ability to provide the facility to apply for advances like Festival, Car, Two wheeler,
Computers, House Building Advance, GP Fund Advance etc.
4.20 Ability to provide the facility to apply for Request for Transfer
4.21 Ability to provide the facility to apply for Withdrawal of GPF amount
4.22 Ability to provide the facility to view History of Training taken by employees
4.23 Ability to mark attendance and fill time sheets
4.24 Ability to apply for NOC for abroad tour/ higher studies/loan etc.
4.25 Ability to Check the status of leave request
4.26 Ability to approve/cancel/modify leave requests by employees
4.27 Ability to approve or cancel leaves of subordinates
4.28 Ability to submit / update declarations for Income Tax calculation
4.29 Ability to view compensation and benefit details (Pay Slip)

83 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.30 Ability to view the Performance Linked Incentives (PLI) earned during a year
4.31 Ability to apply for Loans & Advances and Check the status of approval (Integrate
with Payroll Module)
4.32 Ability to 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
4.33 Ability to view Income tax computations
4.34 Ability to handle making online application for sanction of LTC/HTC/other
entitlements through ESS and approval through workflow
4.35 Ability to view Insurance related details for self
4.36 Ability to apply for medical advance, HTC/LTC/Transfer TA/Transfer
grant/advance/reimbursements
4.37 Ability to enter and approve general claims and expenses through the system
4.39 Ability to provide report on month-wise insurance premium payment receipt
4.40 Ability to view the training calendar and nominate oneself and subordinate for the
same
4.41 Ability to approve/reject the Training requests for specific
4.43 Ability to apply for higher education
4.44 Ability to record requests by employees for pursuing higher education and
permissions granted/rejected thereof
4.45 Ability to provide reports on training calendar of present/past years
4.46 Ability to provide reports on training programmes attended during employment
4.47 Ability to request for VRS (integrate with Employee Master for status of
disciplinary proceedings and HBL)
4.48 Facilitate employee to fill exit interview form (for resignation)
4.49 Ability to apply for NDC (No Dues Certificate)/clearance from various departments
at the time of Exit through E-Exit process
4.50 Ability to view clearance request approved/rejected by department and the reason
for the same
4.51 Ability to view HR Policies & Procedures Handbook including list of infrastructure
facilities for particular level of employees, authority for various approvals (DoP),
special or additional powers for authorization
4.52 Ability to view administration handbook for guidelines on aspects such as Travel,
Local Conveyance, empaneled car agency, Guest Houses, Conference Rooms
etc.
4.53 Ability to view vacancy list & status of vacancy (Filled/vacant/abolished)
4.54 Ability to post CVs of references as per the vacancy list
4.55 Ability to view department-wise manpower strength by HoD
4.56 Ability to internally apply for a job and view the status of the application
4.57 Ability to record requests by employees for passport/visa /study and outside
employment and permission granted/rejected thereof
4.58 Ability to provide report on list of vacancies (filled/vacant/abolished)
5.0 Transfers & Promotions
5.1 Ability to make transfer requests by employees/department or as per demand of
the new project

84 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.2 Ability to initiate for NDC (No Dues Certificate) at the time of transfer
5.3 Ability to check status of selection for promotion after interview
5.4 Ability to record request for transfer through employee self-service and indicate
appropriately at the time of transfer exercise. Record of such request wherever
acceded to be maintained (Integrate with ESS)
5.5 Ability to provide promotion letter/increment/transfer letter through the system
5.6 Ability to view clearance request approved/rejected by department and the
reason for the same.
5.7 Ability to generate reports on the total number of employees applied for transfers,
number approved/rejected/pending
5.8 System should have the facility to define Transfer Policy Parameters
5.9 System should allow issuance of Transfer Orders for relieving of any employee
due to any reasons
5.10 System should have the facility to define group-wise HRD
parameters/requirements (for job rotation) in the system
5.11 System should have the facility to identify vacant posts for transfer and should
include deputation and other requirements necessitating transfers
5.12 System should allow generating of Transfer Proposals/Orders for transfer of
employees from one location to another
5.13 System should have the facility to generate a short-list of transfers and postings
based on redefined parameters by the relevant users
5.14 System should allow the relevant users to add/drop names from short-list and
regenerate fresh lists with required alternatives
5.15 System should have the facility to generate the Transfer details "for employee
when they are transferred from one location to another "
5.16 System should have the facility to generate a warning incase the employee has
not joined the location within the specified period of time
5.17 System should have the facility to take a note of the further action to be taken on
the employee in case he/she has not joined the new location within a stipulated
period of time
5.18 System should support maintenance of data in case the employee has asked
postponing of date
5.19 System should allow updation & maintenance of transfer details in the employee
record
5.20 System should have the facility to update employee data and gradation list
5.21 System should generate circulars for deputation vacancies
5.22 System should have the facility to receive nominations for deputation vacancies
5.23 System should have the facility to shortlist nominations for deputation based on:
 Educational Qualifications
 Experience
 Scale of Pay
 Hierarchical Grouping of Post
5.24 System should have the facility to prepare post-wise seniority list of employees
applying / due for deputation

85 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.25 System should allow recording of deputation details such as:
 Start date and end date of deputation period
 Post Deputed to
 Office Deputed to
 Section Deputed to
 Deputation Pay Scale
 Deputation Allowance
 Terms and conditions of deputation
5.26 System should have the facility to generate final list of people to be deputed
department wise based on decision of acceptance of the department to which
deputation is being proposed
5.27 System should have the facility to issue letters:
 Relieving Letter
 Joining Letter
5.28 System should be capable to auto update employee database
5.29 System should have the facility to update gradation list automatically on employee
joining deputation post
5.30 System should be able to define Group specific and general promotion rules in
the system
5.31 System should store all the rules pertaining to promotion
5.32 System should allow employees to view the rules for promotion
5.33 System should be able to identify vacant posts for promotion
5.34 System should be able to generate timely triggers indicating the due date for
promotion, process to start
5.35 System should check mandatory conditions, such as completion of required
service period and/or completion of required service period at the lower post from
which to be promoted, before promotions
5.36 System should update employee's grade & pay scale details resulting due to
promotion decisions
5.37 System should have access to all the CR Grades & Performance Appraisal of
employee till date
5.38 System should be able to generate online list of employees as decided by the
competent authority
5.39 System should have standard formats of promotion orders available in the system
5.40 System should generate on-line promotion orders
5.41 Policy for Salary revision, Increments consequent upon Promotions should be
maintained in the system on-line and trigger them for pay fixation process in
related module
5.42 Concerned authority should have the provision to update employee database and
gradation list in the system if not auto triggered
5.43 System should have the facility to send communication to the employee in case
of promotion
5.44 Ability to generate report on transfer history/past services ( integrate with medical
history - Employee Service Master)

86 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.45 Ability to generate reports on count of employees transferred in a specified period
transfer
5.46 Ability to generate reports on total pending, approved/rejected cases of transfers
5.47 Ability to generate report for employees in difficult area/terrain beyond a specified
time
5.48 Ability to generate reports on status of officers/staff whether released or not
released or whether joined/not joined ( along with dates) as per
transfers/promotion orders as on particular date or cross section of time is
available readily from this system
5.49 Ability to generate list of pending cases with requirement of particulars
5.50 Ability to generate seniority list of all officers and staff ( with particulars like dob,
doj, qualifications) on any date/time
5.51 Ability to provide reports on total employees promoted during specific period,
category wise, unit wise, designation wise (all details)
5.52 Ability to provide reports on employees not selected for promotion or cases
deferred or pending or dropped with reasons
6.0 Voluntary Retirement Scheme (VRS)
6.1 Ability to define VRS guidelines
6.2 Ability to request for VRS as per the rules defined for the scheme (Integrate with
IR & Legal and Payroll)
6.3 Ability to approve for VRS as per the rules defined for the scheme (Integrate with
Payroll & E-Exit)
6.4 Ability to generate reports on the total number of employees applied for VRS,
number processed/rejected/pending per year
7.0 Time and Leave Management
7.1 Ability to manage on-line application, tracking and approval of various kinds of
leave through workflow logic and self-service
7.2 Ability to update work schedule/shift pattern of employees
7.3 Ability to maintain working hours, weekly offs and national/local holidays
7.4 Ability to define overtime facility
7.5 Ability to define and process overtime allowances cases beyond ceiling limit
7.6 Ability to define types of leaves: half pay leave, earned leave, casual leave, study
leave, maternity, paternity, child care - all types
7.7 Ability to define admissible leave for employees of all class
7.8 Ability to track attendance and map it with applied leave ( between applied and
leave granted)
7.9 Ability to record employee's punch in/punch out date/time details (integrating with
access card/biometric machine)
7.10 Ability to manually update attendance & leave details of employees in case of
employees to whom access card is not applicable (employees in field offices)
7.11 Ability to correct attendance & leave details of employees
7.12 Ability to update half day attendances/leaves in the system
7.13 Integrate Time and Leave Management with OM, ESS & Payroll Module

87 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


7.14 Facilitate leave balances to be merged/ transferred/ credited through an accrual
process in the system automatically based on user defined criteria
7.15 Ability of record keeping and maintenance of historical data
7.16 Ability to provide reports on punch in/punch out date/time data
7.17 Ability to provide reports on late coming hours (summing up late hours to
automatically debit from employee leave)
7.18 Ability to provide reports on total number of admissible leave and actual leaves
taken in a period by an employee
7.19 Ability to produce report to reflect the half day leave, unauthorized absence,
repeated late arrival by employee to job location or employee working less than
their normal working hours for Time keeping and disciplinary action
8.0 Training & Development (T&D)
8.1 Provision to define training - short-term, long-term, trainable and non-trainable
training needs and Provision to capture ad-hoc courses offered by various entities
8.2 Ability to design selection criteria for various in-house/ external trainings
especially higher studies Grading training institutions (external) by the training
dept. professionals
8.3 Ability to provide training feedback by the employee supervisor 6 months post
training for training effectiveness
8.4 Ability to capture Training Policy and customize process to update/edit the policy
8.5 Ability to issue letter of permission for undergoing higher studies
8.6 Ability to issue orders granting higher studies with or without pay
8.7 Ability to issue permission for acting as examiner/faculty member/guest lecturer
in different technical/management institutes
8.9 Ability to capture Training needs of employees met/not met during the
quarter/year
8.10 Ability to formulate and update Annual Training Calendar with list of Training
Programmes, Batch size, target group etc.
8.11 Ability to provide input to Finance & Accounts Module for payment to
Trainers/Institutes
8.12 Ability to update list of Trainers/Institutes for various training programmes
8.13 Ability to record participant's attendance in training programmes and employees
nominated but did not attend a training programme
8.14 Ability to notify HoD/employees about the nomination for training programme
8.15 Ability to define and print training nomination letters to be sent to officials
8.16 Ability to customize training feedback form, effectiveness form and training
nomination letters
8.17 Ability to manually update training feedback provided by participants in the online
feedback form
8.18 Ability to analyze training feedback
8.19 Ability to seek nomination from employees/HoD for training programmes not
included in Training Calendar
8.20 Ability to capture Training facilities available within the organization
8.21 Ability to book training rooms by departments for specific training programmes

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


8.22 Ability to capture course content of all training programmes along with list of
Target group, batch size
8.23 Ability to support the process of Induction Training for new recruiters by integrating
with the recruitment module
8.24 Ability to maintain topic/subject-wise database of internal & external faculty,
number and details of courses conducted by them quarterly, half- yearly, yearly
and cumulative
8.25 Ability to capture external employees of other organizations trained
8.26 Ability to maintain 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. (The TA bill passing system should be linked to the Training
system to ensure feedbacks)
8.27 Ability to maintain data for internal training exam and certification obtained by staff
8.28 Ability to maintain data on external certifications obtained by the staff
8.29 Ability to have online registration, cancellation, reminder, and confirmation of
training classes
8.30 Ability to upload external brochures or training programme received from external
institutes
8.31 Define the competency inventory for unique roles in the organization across all
classes
8.32 Ability to raise Requisition / Purchase Orders (PO) for clearing professional fees
of Trainers/Institutes/Stationery/Photocopy of training course content/material
etc.
8.33 Ability to monitor Planned Training against actual training conducted based on
user defined parameters such as number of trainings, budget, participants etc.
8.34 Ability to maintain training database with full training history of all employees
8.35 Ability to raise requests for guest house booking for guests & other field
employees nominated for training
8.36 Ability to view status of requests for guest house booking for guests & other field
employees nominated for training (Integrate with ESS)
8.37 Ability to provide details of vocational training and GoI (apprenticeship) - only
period of training, name and age/CSR training ( integrate with payroll and
recruitment module)
8.38 Ability to produce individual and departmental training reports
8.39 Ability to provide report with the participant list and total training hours for each
employee during specific period
8.40 Ability to provide reports on Training Needs
8.41 Ability to support the Cost benefit analysis for External training institutes or
individual trainer
8.42 Ability to calculate total Training Cost in a year against the T&D Budget
8.43 Ability to provide reports on training programmes nominated for but not attended
during employment (reasons for not attending)
8.44 Ability to provide reports on vocational training and GoI (apprenticeship) training
( integrate with payroll module)
9.0 Compensation & Benefits

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


9.1 Ability to maintain the compensation and benefits policies of the organization
9.2 Ability to perform Income Tax calculation
9.3 Ability to calculate compensation and benefit details (Pay Slip) of each employees
9.5 Ability to issue orders granting annual increments
9.6 Ability to approve loans and advances of employees (by appropriate authority)
9.7 Ability to Check Loan Balances (Integrate with Payroll Module)
9.8 Ability to handle making online application for sanction of LTC/HTC/other
entitlements through ESS and approval through workflow
9.9 Ability to process application for medical advance, HTC/LTC reimbursements
9.10 Ability to approve general claims and expenses through the system
9.11 Ability to track loan requests made by employees and send reminders, Feedback
& Grievances
9.12 Ability to provide report on past salary slips & income tax statements
9.13 Ability to provide report on expense requests approved/claimed/rejected/paid
9.14 Ability to provide report on month-wise/year-wise accident compensation
sanctioned and all details related to it
9.15 Ability to provide report on month-wise insurance premium payment receipt
10.0 Staff Management/Recruitment
10.1 Capability to automate manpower requirement/planning based on competencies,
skills, experience, qualification and other criteria
10.2 Capability to make provisions for direct employment/ promotion/ recruitment to
specialist categories/part time or contractual employees
10.3 Capability to project cadre-wise/grade-wise manpower requirements for a
specified period based on data relating to new upcoming
units/resignations/dismissals/future retirement etc.
10.4 Capability to analyze the unit-wise, cadre-wise, grade-wise resources available
and required and do a gap analysis with specific time frame
10.5 Facility to create new posts or modify existing posts through appropriate approval
10.6 Capability to issue alerts before any position falling vacant due to retirement/term
of temporary or contractual employee getting over
10.7 Capability to generate a consolidated manpower plan (Department- wise/Section-
wise/Unit-wise) for approval through work-flow management system
10.8 Capability to identify critical posts (by function)
10.9 Capability to integrate with the recruitment/promotion module for filling up of
vacancies
10.10 Facility to include the entire process of recruitment in the system including the
budget involved in it. It may also include other new areas
10.11 Facility to define positions for internal or external recruitment (define vacancies
based on sanctioned strength and existing employee strength for each
department/unit/section etc.)
10.12 Facility to define the requirements for recruitment of deceased dependents
10.13 Facility to record the details of the applicants of deceased dependents
10.14 Facility to furnish the list of applicants of deceased dependents found eligible for
being called for interview/selection

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


10.15 Facility to carry out recruitment for different grade/rank of employees and Part
time employees
10.16 Facility to record the time taken to assess the financial condition of the deceased
dependent applicants and accordingly take decisions on the eligibility of the
application
10.17 Support vacancy and post based roster system for recruitment
10.18 Facility to define the specifications of the vacancy in terms of qualifications, work
experience, location considerations, skills/competencies required, additional
certifications / professional qualifications, etc. ( T& D module - integrate)
10.19 Facility to derive competencies automatically from the job or position
10.20 Ability to map competency requirements into vacancy competency requirements
10.21 Facility for managing recruitment for special categories requiring relaxation in
norms
10.22 Facility to draw recruitment schedule in accordance with the requirement plan
10.23 Facility to indicate that an applicant has applied for the post through another hiring
process within the organization
10.24 Facility for generating advertisement for recruitment for internal / external
candidates for publication on HRMS portal, Media and websites
10.26 Support provision for approval of advertisement from Competent Authority
10.27 Linkage to resumes received from the extranet (careers page on websites or
homepages on external job sites)
10.28 Ability to import resumes from external job sites into the resume database
10.29 Facility to receive on-line responses
10.30 Facility to attach documents / credentials in soft form as a part of the application
or at any other time as decided by the institution
10.31 Facility to auto generate unique identity number for each new applicant
10.32 Facility to create workflow for approval of application through various levels
10.33 Facility to capture details of the Recruitment Policy and to alert users if there is
any violation of the policy
10.34 Facility to route recruitments through various levels of approvals and review. Audit
trails of the entire approval process should be available
10.35 Facility to report generation for all the above functionalities with a
provision for dynamic querying
10.36 Ability to re-induct a person into the organization after a gap in service (Integrate
with employee master)
10.37 Facility to design tests to be conducted in written or online modes
10.38 Facility for generation of call letters for written test/interview with allocation of Roll
numbers (same as unique identity numbers allocated during recruitment phase)
and venue. Should support manual intervention in changing venue/center
subsequently.
10.39 Facility to create a competency framework (matrix) for various competency types
(functional/ behavioral/ leadership) with desired proficiency levels for each
position/grade

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


10.40 Facility to create various competencies and categories into various competency
types viz. Ability, Skill, Knowledge, etc.
10.41 Facility to maintain various types of tests and maintain a question/answer
database of each type of test (functional, psychometric, analytical etc.) to be
administered as part of the selection process
10.42 Facility to define the evaluation criteria and generation of results post-
Evaluation
10.43 Ability to track interview results / Applicant's progression
10.44 Generation of merit list of candidates on user configurable criteria such as
category-wise, center-wise, alphabetically, roll no.-wise, score-wise etc.
10.45 Ability to record payments made to the panel members/invigilators/candidates etc.
10.46 Capability to maintain details of the candidates resorting to unfair means
10.47 Provision to record comments of interviewers at various levels of interviews
10.48 Generation of system driven regret letters and/or offer / appointment letters
through both manual as well as electronic modes (with terms and conditions for
appointment)
10.49 Ability to issue orders of appointment on contract basis
10.50 Ability to issue orders of re-engagement (or extension) of retired officers, on
contract basis with re-employment terms
10.51 Ability to issue order on completion of probation period
10.52 Facility to maintain checklist for verification and acknowledgement of various
aspects related to joining viz., medical reports, testimonials, other relevant
certificates, etc.
10.53 Should allow for maintaining a checklist of details to be mentioned in each
employee's personnel file
10.54 Facility to change employment status from probation to confirmed/not confirmed
as per rule from the date of joining
10.55 Facility to integrate with the PAR (Performance Appraisal Report) of the employee
on probation
10.56 Facility to attach scanned copy of the vigilance clearance certificate in the defined
time period of the employee's joining
10.57 Facility to attach service continuity certificate for checking unauthorized
attendance of the employee on probation
10.58 Facility to attach scanned copy of the police verification certificate and medical
fitness certificate of the employee hired on probation
10.59 Facility to generate reports on Recruitment cost incurred/employee and cost per
recruitment agency per project
10.60 Facility to generate report on the time taken by each agency to recruit for a
position
10.61 Facility to generate reports on Time taken for filling up a vacancy i.e. from paper
advertisement to appointment letter
10.62 Facility to generate reports on the time taken for deceased dependent recruitment
(i.e. from receiving application till appointment)
10.63 Facility to generate reports on No. of days taken to respond to an applicant
10.64 Facility to generate reports on year-wise manpower profile of UJVN Ltd.

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


10.65 Facility to generate reports on total manpower strength (Category-wise,
designation-wise in different corporate and field offices of UJVN Ltd. (for each
quarter)
10.66 Facility to generate reports on Education and Age profile employees
10.67 Facility to generate reports on the details of contractual employees in UJVN Ltd.
10.68 Facility to generate reports on the Recruitment, appointment and confirmation
details for each quarter
10.69 Facility to generate reports on the Superannuation details
10.70 Facility to generate reports on the Separation details (category wise)
11.0 Grievance Redressal System (Legal Management)
11.1 Facility to store and update Grievance Redressal Policies & Procedures
11.2 Facility to edit the policies by specified level of authorities
11.3 Facility to issue docket number for different classes of employees separately
11.4 Facility to define composition of the GR committees
11.5 Facility to list various techniques to facilitate communication
11.6 Facility to store various GR forms for printing
Facility to maintain checklist of the documents that employees need to submit as
11.7 part of the procedures
11.8 Facility to draw schedule for GR meetings
11.9 Facility to design surveys
11.10 Facility to alert the users periodically when a deadline is approaching nearer
11.11 Facility to track/monitor the status of a pending case Requirement Description
11.12 Number of court cases filed at labor court & high court, industrial tribunal & other
competent authority
11.13 Number of grievances disposed per year
Facility to generate reports on the total number of complaints docketed for a
11.14 specified period
Facility to generate reports on the total number of grievances handled during a
11.15 specified period
Facility to generate reports on the various types of grievances handled during a
11.16 specified period
11.17 Facility to generate reports on the average time taken to resolve a grievance
Facility to maintain database of empaneled lawyers and arbitrators and their fees
11.18 structure
Facility to maintain and update all engagement orders, hearing and outcomes
11.19
11.20 Facility to maintain lawyers communications along with gist of the orders
11.21 Facility to maintain compliance of the orders of different courts
Facility to maintain record of category of court cases at high court such writ, civil
11.22 revisions, appeal, contempt of court etc.
11.23 Facility to maintain details of appeals filed by the company against different orders
Facility to maintain all relevant database for all courts, tribunals, Compensation
11.24 court, gratuity tribunal including appellate forums
11.25 Facility to maintain database regarding arbitration

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


Facility to maintain database regarding conference with different legal
11.26 professionals/bodies/associations
11.27 Facility to maintain legal opinions given by different legal professionals/legal cell
Facility to maintain database regarding cases for out of court settlement through
11.28 empowered committee
Facility to check/monitor status of all pending cases including cases on service
11.29 matters related to employees and contract/ outsourced laborers
11.30 Facility to maintain checklists for defending any case filed against the company
11.31 Facility to design awareness programs on legal issues
Facility to record bills of the advocates and compare that with their charge rates
11.32 and appearance dates
Facility to maintain checklists of the supporting documents that an advocate
11.33 needs to submit while raising bills
Facility to alert users if advocate bills are stored into the system without all
11.34 supporting documents
Facility to generate reports on total number of awareness programs conducted on
11.35 legal issues during a specified period
Facility to generate reports on the total amount of payout on litigation cases during
11.36 a specified period
11.37 Facility to generate report on review of court cases at the site offices.
Facility to generate reports on the total number of legal cases filed against the
company by employees (per year) against disciplinary actions /non settlement of
11.38 terminal dues/other issues
Facility to generate reports on the total number of legal cases filed against the
11.39 company by others during a specified period
Facility to generate reports on the total number of employee court cases decided
11.40 in favor of the company
Facility to generate reports of pending cases allotted to particular advocates by
11.41 any office
Facility to generate reports of pending cases according to involvement of
11.42 outstanding dues
Facility to generate reports of pending cases according to date/month of filing the
11.43 cases
Facility to generate reports on amount of revenue allowed by court in favor of
11.44 company after disposal of cases
11.45 Facility to generate reports advocate wise and office wise legal expenditure
11.46 Facility to generate reports on amount realized through out of court settlement
11.47 Facility to link with external website via hyperlink for accessing legal court case
data as per need
12.0 Travel Management
12.1 Ability to automate the process of Travel Request
12.2 Ability to define Travel Request (Rail/Air/Road/) Forms
12.3 Ability to define & select calendar and time schedules for travel planning
12.4 Ability to define Country/state/city for travel planning

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


12.5 Ability to select type of Travel (Local/Domestic/International Travel)
12.6 Ability to select mode of travel (Rail/Air/Road)
12.7 Ability to recommend Train Name & Number, Flight Number / Name of Carrier
12.8 Ability to add number, name, age, department, function of travelers
12.9 Ability to raise Travel Requisition for Local/Domestic/International Travel
12.10 Ability to select the cost center while raising travel requests
12.11 Ability to define approving authority and reviewing authority for
checking/approving/declining travel requests
12.12 Ability to select approving and reviewing authority for approval of travel requests
12.13 Ability to provide any additional comments before submitting the travel request
(lowest fare/berth preference)
12.14 Ability to approve/decline/modify travel request of employees by approving
authority (Link with ESS)
12.15 Ability to check status of approval/decline of travel requests
12.16 Ability to resubmit travel requests if declined
12.17 Ability to notify Travel Desk of approved travel requests submitted
12.18 Ability to raise request for cancellation of travel tickets or booking of Taxis for
Local/Domestic Travel
12.19 Ability to create request for booking of taxis for Local/domestic Travel
12.20 Ability to approve/cancel/modify requests for taxi bookings
12.21 Ability to create, change, display, review and release travel advances
12.22 Generation of reminder letters if tours and travels final bill is not submitted by
employee within the prescribed time
12.23 Ability to provide expenditure reports for separate cost centers
12.24 Ability to provide reports on employees for whom travel request has been
approved/declines/modified
12.25 Ability to provide reports on all past travel requests with details on travel advance
cleared/per-diem/allowances claimed and actually paid
12.26 Ability to raise request for expenses such as medical reimbursement/travel
reimbursement/stationery/local conveyance etc.

95 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

7.7 Finance & Accounts Management System


Sr. No. Functional Requirement Specifications
1.0 General Ledger
1.1 Ability to provide the facility to have multiple, independent general ledgers/
schedules
1.2 Ability to allow information to be consolidated within and across general ledgers
for (month end) reporting purposes
1.3 Ability for each General Ledger (GL) to be capable of supporting and be fully
integrated with sales, purchase, stock and management accounting ledgers and
cashbook
1.4 Ability of each sub-ledger to relate to a separate control account in the general
ledger
1.5 Ability to open Memorandum Accounts for recording financial information
1.6 Ability of automatic posting (Postings to sub-ledgers should result in automatic
postings to the control accounts in the general ledger)
1.7 Flexibility to accommodate current and any proposed chart of accounts structure
and corporate/field organization structure
1.8 Option to have centralized or de-centralized account maintenance of chart of
account value
1.9 Ability to have parent-child hierarchy in chart of account values.
1.10 Addition /deletion of any account code should be restricted.
1.11 Ability to provide facility to amend and delete the entities (e.g.: Capture short as
well as long description of accounts)
1.12 Ability to manage Multiple foreign currency transactions
1.13 Ability to display GL account balance in multiple views as follows:
 Statutory
 Responsibility (e.g. Cost center, Area Office/departmental reporting)
 Geographical
1.14 Ability to hold balances for multiple ledger types such as:
 Actual
 Budgeted
 Forecast
 Taxation
 Tariff &
 As per requirement
1.15 Ability to allow enquiry by:
 account codes and names
 wild search
 specific range of period, year and month batch entry number
1.16 Capability of the system to display:
 Online at least 5 years of history for account balances and posted
transactions
 Account activity including opening balance, movement for the period,
closing balance and year to date balance

96 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


 Breakdown of balances by drilling down to source document
1.17 Ability to store balances for future years
1.18 Ability to maintain the following master data records to store control information on
how postings done into the general ledger account:
 Name of the account
 Description
 Type of account (e.g. revenue/asset)
 Tax posting
 Reconciliation account in nature (e.g. Debtors' Control account)
 Level of transaction details to be maintained within the GL Account
 Alternative account number to store UJVN Ltd. existing GL account (easier
for user to search new account code)
 Automatic posting to prevent manual posting to accounts (e.g.: - Accounts
Receivable, Account Payable)
1.19 Ability to create GL master data in hierarchy
1.20 Ability to
 Copy accounts between entities
 Automatically renumber account codes
 Closed accounts - block/ mark for deletion
 Add accounts
 Delete accounts
 Change description of accounts
1.21 Provide facility for mass creation of GL accounts that includes:
 Copying entire chart using another chart of accounts as reference
 Copying single account
 Copying multiple accounts
 Performing data transfer using program for GL account master data from
legacy system
 Allowing deletion of inactive accounts or accounts with no outstanding
balance
1.22 Ability to:-
 Assign an activity status to accounts (e.g. - active/inactive)
 Retrieve an account master record via account alias
1.23 Ability to immediately put across the electronic notification to relevant users after
creation or change of master data
1.24 Ability to provide audit trail to log the creation, amendments and deletion of each
GL account code
1.25 Ability to control creations, amendments and deletion of GL Master data by user-
defined authorization
1.26 Ability to search account code, account name or responsible area during posting
of documents
1.27 Ability to provide facility of Look up accounts number and descriptions during
journal entry

97 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


1.28 Ability to electronically route journal for approval to an authorized user before
posting to the general ledger. If rejected, the journal should be automatically routed
back to the originator for correction
1.29 Alert for action for vouchers pending at different level
1.30 Ability to assign unique number to journal entry
1.31 Ability to post allocation journals with user-definable rules (e.g.: apportionment of
expenditure)
1.32 Ability to restrict access to certain accounts by user-defined groups.
1.33 Ability to control journal posting function by user-defined authorization
1.34 Ability to provide function to reverse documentation-individual or in mass, after
posting by reference document number
1.35 Ability to post to a future and prior period by authorized users
1.36 Ability to suspend and resume, at a later time, entry of journal that are incomplete
or imbalance
1.37 Ability to prevent posting to control accounts of subsidiary ledger
1.38 Ability to update on-line with real time update
1.39 Ability to provide facility to:
 Allow storing (park) incomplete documents without carrying out extensive
entry checks
 Specify templates to capture details of recurring transactions (e.g.: - fixed
prepayments and accruals)
 Allow amendment or deletion to recurring transactions prior to posting
 Perform the posting automatically according to user-defined specification
1.40 Ability to allow for multiple accounting entries (debits and/ or credits) for each
transaction type
1.41 Ability to provide running total of debit/credit amount
1.42 Ability to provide running total of transactions in each batch
1.43 Ability to request for authorization of transaction exceeding maximum or
transaction limits by user-defined authority
1.44 Ability to ensure that all necessary postings from various other modules are posted
to the ledger before starting the closing run
1.45 Ability to automatically generate the provisions for administrative expenses,
materials/ services received but invoice not received
1.46 Ability to automatically carry forward balances at the end of the year to the balance
sheet and reset all profit and loss account
1.47 Ability to prevent inactive accounts from appearing on reports and financial
statements
1.48 Ability of auto alert for odd-balances (debit/credit)
1.49 Ability to integrate with payroll
1.50 Ability to generate a report of pending, responded and un-responded Inter Unit
Transfers (IUTs)
1.51 Ability to automatically create relevant accounting entries at both units on
acceptance of the inter-unit accounting by the recipient unit
1.52 Ability to perform month-end (soft closing) and year-end closing

98 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


1.53 Ability to automatically, at period end:
 Post accruals
 Reclassify credit and debit balances for reporting purposes
1.54 Ability to automatically update the closing balance of the previous period and
opening balance of the current period with prior period transaction postings for all
ledger balances. (e.g.: - actual, budget)
1.55 Ability to automatically initiate a new financial year
1.56 Ability to automatically net off the expense and revenue accounts closing balances
to retained earnings account and carry the same to the following accounting year
1.57 Facility to make adjustment/provision entries to the consolidated Trial Balance
without impacting individual unit's Trial Balance
1.58 Facility to re-run consolidation multiple times after making adjustments to the unit's
accounts
1.59 Ability to :
 Consolidate at multi levels
 Consolidate actual and budget at balance sheet, profit/ loss account, cash
flow statement, expenses and revenue account levels
 Automate generation of elimination transactions
 Automatic generation of inter Office/ Department balances
 Prepare consolidated Balance Sheet for statutory compliance & as
required
1.60 Facility to change consolidation logic from time to time
1.61 Ability to produce the following financial reports in multiple levels (e.g. whole
organization, reporting units such as Area Office, zones, departments) and for a
user defined period (for the month, year to date), but should not Limited. to:
 Profit and loss account
 Analysis of Profit and Loss account
 Analysis of operating expenses
 Balance sheet
 Analysis of Balance Sheet
 Trial Balance
 Cash flow and Funds flow statement
 Notes to the financial accounts (account breakdowns)
1.62 Provide flexible Report generation with the following minimum features:
 Specify the format and layout of reports
 Summarize and total the information to be reported
 Select records to be included in the report
 Select details from each record to be included
 Perform arithmetic calculation on the information selected or totals
 Ability to add narrative comments to reports
 Ability to show financial data in thousands, millions etc. without creating
rounding problem
 Store the report format for later use
 Produce reports in graphical form for presentation purposes

99 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


1.63 Ability to split schedules into multiple sub schedules
1.64 Ability to produce user defined statutory Reports
1.65 Ability to compare actual data to budgeted data and/ or budgeted data to actual
data in:
 Annually,
 Half yearly,
 Quarterly, and
 Monthly
1.66 Ability to export reports to standard PC applications (e.g. Excel
spreadsheet, .txt/.csv format)
1.67 Ability to automatically carry forward closing balances of a particular financial year
to opening balance of the current year, with user defined control and authorization
1.68 Ability to create multiple versions of financial statement report and ability to
customize reports as required by the user
1.69 Ability to generate comparative statements for various periods as defined by the
user
1.70 Ability to print various reports as required by users and management
1.71 Ability to support computation of various financial ratios as defined by users and
ability to compare the same with the previous year and year to date
1.72 Allow for generating financial statements at the following levels
 For Corporate Office
 Across Plants
 Across cost center’s
 Across departments
1.73 Ability to comply with all tax related statutory requirements in force in India and
applicable to the company and the system should be upgraded with the latest tax
laws on a regular basis before the amendments to tax laws come into force
1.74 Ability to generate all statutory reports applicable to the company as per prevailing
laws
1.75 Ability to change opening balance after taking required approvals from concerned
1.76 Ability to follow IFRS (International Financial Reporting Standards), IND-AS
(Indian Accounting Standards), ICDS (Income Computation and Disclosure
Standards) and all accounting standards and procedures as required by UJVN Ltd.
2.0 Accounts Receivable
2.1 Ability to fully integrate account receivables to the general ledger and the cash
book and to allow transactional entries for customer invoices/bills, adjustment
journals, collections and employee related bills
2.2 Ability to block the posting or trigger warning if update is made to a finalized
account
2.3 Ability to restrict access to master record to unauthorized changes from being
made
2.4 Ability to set default values when posting items to the account. e.g.: the term of the
payment specified in the customer master data are defaulted during the document
entry

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


2.5 Ability to set default interest rate or surcharge
2.6 Ability to provide audit trail for source of invoice
2.7 Ability to generate periodic billing reports based on different parameters and
consolidated report on total receivables at any point of time
2.8 Ability to create debit and credit memos into customer account
2.9 Ability to reference multiple invoices in single debit/ credit memos
2.10 Ability to automatically link receivables posted to the general ledger by on-
line/batch processing
2.11 Ability to provide recording non-sales related receivables like borrowings,
deposits, sale of investment, sale of assets, outstanding receivables considering
payment terms, inter bank
transfers, rent from quarters, selling of tender forms, advertisements etc.
2.12 Ability to link with payment gateway
2.13 Ability to: -Accept various payment methods
 Cheque, bank draft etc.
 Bank transfer
 Offset with other expense or GL account
2.14 Ability to automatically link incoming payment posted to the general ledger by:-
 On-line processing
 Batch processing
2.15 Ability to display incoming payment details and produce incoming payment reports
on demand from the system -
 By customer amount
 By collection date
 By method of payment
 By location
 By type of payment
2.16 Ability to refund the customer and automatically post the refund to the customer
account
2.17 Ability to refund to the customer using various payment methods such as:
 Cash
 Cheque
 Bank Transfer
2.18 Ability to override the payment method proposed by the system in exceptional
cases
2.19 Ability to print petty cash or payment voucher, cheque and refund statement from
the system
2.20 Ability to post refund transaction automatically to general ledger
2.21 Ability to manage:
 Post adjustment into the customer account. e.g.: reverse the original
payment transaction to reinstate the original debt
 import dishonored cheque details in an electronic media supplied by the
bank

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


2.22 Ability to capture reasons for dishonor of a cheque and maintain customer's
payment default history
2.23 Ability to charge penalty to the customer account based on user- defined
conditions
2.24 Ability to re-charge penalty imposed by bank to the customer account (if any)
2.25 Ability to reverse payment posting from the general ledger automatically
3.0 Accounts Payable
3.1 Ability to capture the following information, but should not be Limited to :- Vendor
account number, vendor type (SME/ non-SME; etc.), vendor name, address, fax,
telephone, email, contact person, payment terms, payment methods, payment
charges to be recovered, vendor bank details, paying bank details, sales tax
number, PAN/ TAN number, payment location and payment lead time
3.2 Flexibility to provide account numbers:
 Automatically
 Manually
3.3 Upon creation of a new vendor account, ability to allow for the incorporation of a
check digit as a security feature to ensure accuracy of data entry
3.4 Ability to control the creation and change of vendor master data
3.5 Ability to allow for specified fields in the master data to be made mandatory or
optional entry
3.6 Ability to perform a consistency/ outstanding amount check on the account
balance based on user defined specification before account is marked for deletion
3.7 Ability to restrict access to master record to unauthorized changes from being
made
3.8 Ability to set default values when posting items to the account. e.g.: the term of the
payment specified in the vendor master data are defaulted in during document
entry
3.9 Ability to block from posting or trigger warning if update is made to a finalized
account
3.10 Ability to print vendor master data and select by new account, vendor account,
status
3.11 Ability to provide a list of the blacklisted vendors so that they are debarred for any
future transactions
3.12 Flexible to record payable:
 Automatically record payable entry from other system such as procurement
module
 Manually (direct record by the user)
3.13 Ability to provide audit trail for source of invoice
3.14 Ability to provide invoice register facility by which the invoices could be logged
prior to entry into the ledgers
3.15 Ability of the system to provide processing of following payables
 Against purchase order/ contract only
 Against purchase order/ contract only with a goods receipt note/service
receipt note

102 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.16 Ability to automatically generate debit/ credit memos based on PO, GRN, Quality,
Inspections and acceptance tests as per UJVN Ltd. purchase regulation norms
3.17 Ability of the system to provide collation of purchase orders in the invoice register
by PO order type like material PO, Central PO, Local PO, etc. or collation on PO
value, location of raising PO and master plan wherever applicable
3.18 Ability to capture the following information, but should not be Limited to:-
 Vendor code, Internal transaction reference, vendor transaction reference,
transaction date, due date for payment calculated by the system from the
payment terms, posting period, transaction value, order value to which the
invoice relates, narrative for purchase ledger entry and multiple tax codes,
multiple tax values , TDS, CENVAT, Service Tax details, State/Outside
state purchase
 General ledger account code, ledger narrative, value, debit credit indicator
and analysis code
3.19 Ability to provide manual entry for non-material related expenses
3.20 Ability to provide facility for entering invoices for prepaid expenses and apportion
the amount between prepaid accounts on periodic basis
3.21 Ability to provide facility for entering invoices pertaining to prior periods
3.22 Ability to produce payable reports on demand within the system (but should not be
Limited to):
 By invoice date
 By vendor type
3.23 Ability to trigger a warning if invoice amount exceeds balance of operating
expenditure budget
3.24 Ability to block posting if invoice amount exceeds balance of capital expenditure
budget
3.25 Ability to create debit and credit memos into vendor account
3.26 Ability to reference multiple invoices in single debit/ credit memos
3.27 Ability to post retention request into vendor account
3.28 Ability to perform:
 Refund retention to the vendor and automatically post the refund to the
vendor account
 Automatically offset retention paid up against the balance outstanding of
vendor account
3.29 Ability to refund to the vendor using various payment methods such as:
 Cash
 Cheque
 Bank Transfer
3.30 Ability to provide functions to block for payment
3.31 Ability to manage direct payment to vendors by 3rd parties
3.32 Ability to comply with all TDS related requirements
3.33 Ability to trigger automatic alerts prior to due dates of statutory lenders and posting
related accounting entries requirements like tax payments/ return filings etc.
3.34 Ability to create a proposed payment list by determining:-

103 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


 Item to be paid - items to be paid are selected and grouped for payments
based on user-defined rules
 Payment amount - based on user needs (e.g.: due date of the items)
 To whom the payment is made - by specifying the payee
 Payment Method - based on the payment method (e.g.: cash/cheque/ Third
Party) according to the rules defined by the user
 Payment through - the payment is made - based on the specified bank and
a bank account for the payment
3.35 Ability to make payment via methods such as:
 Cash
 Cheque - manual and pre-printed
 Direct payment by 3rd Parties like lenders
 Bank transfers/ Electronic Fund Transfer
 Foreign currency
3.36 Ability to specify a minimum and a maximum amount for a single payment in order
to identify the payment method to be selected by the payment program
3.37 Ability to over-write minimum and maximum value range and specify another
payment method during the payment run
3.38 Ability to generate recurring payment voucher
3.39 Ability to capture the recurring payment information:-
 Name of the vendor
 Invoice number
 Recurring number
 Accounting information
 Start and end payment date
 Frequency of payment indicator to identify the frequency of the recurring
payment (e.g.:- weekly, monthly, quarterly, biannually, annually)
3.40 Ability to allow recurring payment to be deleted or edited within its period of
payment
3.41 Ability to make payment in foreign currency:-
 Specify the bank account to which the payment is made from
Specify whether it is possible to use the payment method to pay in foreign
currency
 Specify particular currencies per payment
3.42 Ability to make payment with invoices automatically using user- definable rules
such as:
 By oldest invoice
 By specific invoice
3.43 Ability to match single payment with multiple invoices
3.44 Ability to make partial payments
3.45 Ability to print the vendor name on cheque for payment of miscellaneous invoice,
where vendor records have not been created
3.46 Ability to change payment methods or banks, payee, block items or cancel
payment blocks

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RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.47 Ability to display changes made and by whom
3.48 Ability to allow invoices to be released for payment prior to due date as per user
defined authorization
3.49 Ability to display or print exception listing. The exception listing should contain
blocked items and all outstanding items which the payment program did not
propose for payment (items that could not be settled despite being due)
3.50 Ability to divide the task of editing the payment proposal between various users
and enable several users to edit large payment runs at the same time
3.51 Ability to perform payment approval functions to enable certain payments to have
prior approval
3.52 Ability to request for authorization of transaction exceeding maximum or
transaction limits by user-defined authorities
3.53 Ability to :-
 Carry out payment using the proposal list that has been approved
 Create the payment documents and prepare data for printing the forms,
payment advice notes, payment summaries or creating tape or disk
3.54 Ability to print cheque online and perform the following functions:-
 Define void reasons (used during test print, page overflow and other user-
defined reasons such as printed incorrectly, unusable)
 Determine the next free cheque number and store the allocation of
payment document number to cheque number
3.55 Ability to provide facility to print and reprint payment voucher together with cheque
3.56 Ability to mark the reprint copy with the word 'DUPLICATE'. The payment voucher
should include vendor invoice number, cheque number, addresses and other user-
defined information
3.57 Ability to provide feature to cancel payments and cheques
3.58 Ability to provide access to payment cancellation information based on user
defined selection criteria and print report on cancelled cheques
3.59 Ability to provide full audit trails for cancelled cheques and payment vouchers
3.60 Ability to split payment to more than one payee (e.g.:- payment involving
withholding tax)
3.61 Ability to automatically clear items based on user criteria after payment has been
made:-
 By account
 By document number
3.62 Ability to post payments for update to the Vendor Account
3.63 Ability to automatically post to general ledger:
 Cash discounts received
 Gains or losses from underpayment or overpayment
 TDS/ CENVAT/ Service Tax
 Bank Charges
 Gains or losses from exchange rate differences
3.64 Ability to provide the facility to offset balances of vendor accounts in AP with
balance of customer accounts in AR (for vendors who are also customers)

105 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


3.65 Ability to provide access to projected cash requirement information based on
selected items to notify head office of funds required to be transferred to the paying
account
3.66 Ability to print TDS certificates and print CENVAT, Service Tax, Income Tax and
TDS report compliant with regulations, and in file-formats which support e-filing
3.67 Ability to post transactions such as debit and credit memos into vendor account
3.68 Ability to identify the transaction via document number series or document type
3.69 Ability to provide facility for:
 Automatic numbering of documents
 Allow for multiple document series
3.70 Ability to update to the vendor accounts with the following transactions:
 Transfer from one vendor account to another
 Miscellaneous debit/credit memo for adjustment
3.71 Ability to automatically update the corresponding account codes in the general
ledger after posting to the individual vendor account in the sub ledger
3.72 Ability to provide for automatic integration with cash book, general ledger, bank
ledger, penalties/ LD account, purchasing, Material management system, TDS
account, expense accounts
3.73 Ability of the system to support multi-location payments. Payments through
multiple sub Area Offices and Area Offices and zones
3.74 Ability to credit all payments first to the bank Clearing Account. Post confirmation
from the bank the same will be updated to the books
3.75 Ability of the system to maintain cumulative register of cheques and to generate
the cheque register print immediately after printing the cheque
3.76 Manage Vendor Account Enquiry
3.77 Ability to view the account balances:-
 In summary (opening balance, transaction per posting period and closing
balances)
 By line items (drill down from summary)
 Drill down to document detail (e.g. purchase requisition, purchase order,
invoice, expected delivery date)
3.78 Ability to perform various display functions within a vendor account such as
search, sort, display additional details (e.g. vendor master information), total, view
by currency, obtain total purchase per posting period etc.
3.79 Ability to display cheque payment information on-screen based on cheque number
or payment document number. The information includes:
 Details of cheque recipient
 Details of the cheque issuer
 Corresponding payment and invoice documents
3.80 Ability to provide online enquiry capability to vendor information via user defined
selection and sorting criteria (e.g. all vendors that are on hold)
3.81 Ability to:
 select reports
 edit reports (create/change/display)

106 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


 export reports to a different systems
 download data to spreadsheets (e.g. Excel)
 generate reports one at a time, multiple reports at a time, ad hoc and
regular reports together
 generate reports at on-line basis
 generate reports in background
 generate reports via batch
 allow creation of user-defined reports without need for technical skills
 perform calculations (e.g. totaling, percentage)
 schedule for specific dates, the generation of these evaluations on a
regular basis
 restrict report selection based on security of database, organization
structure
3.82 Ability to produce the following payable reports, but should not be restricted to:
 Invoices selected for payment by period, bank, payment method
 List of approved invoices
 List of cheques printed by cheque number and date
 List of vendors with vendor master details
 AP Liabilities Listing
 Invoices under retention
 List of inactive vendors
 Outstanding Cheques which are overdue
 List of cancelled and void cheques
 Details of unpaid invoices (payment proposal exception listing)
 List of realized and unrealized gains/ losses
 Number of invoices and vendors processed within a payment run
 Vendor aging report
3.83 Ability to provide user defined CENVAT, Service Tax, Income Tax, TDS and other
statutory reports
3.84 Ability to produce vendor payment history including:
 Payment by vendor
 Payment by period for the current and prior year
 Total paid by year
 Total cumulative payments
 Date, amount and cheque number last paid
3.85 Ability to electronically route the reports to allow users to review reports
3.86 Ability to provide facility to present report in graphs within the system
3.87 Ability to preview report before printing
4.0 Cash Management/ Treasury
4.1 Ability to monitor payment flows and safeguard liquidity
4.2 Manage Cash Book
4.3 Ability of the cash book to receive automatic postings from the accounts payable
and accounts receivables together with manual postings of other payments and
receipts

107 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.4 Ability to have integration with General Ledger. Posting will update specified
general ledger accounts and general ledger cash book balances
4.5 Ability to generate daily incoming report and daily outgoing report
4.6 Ability to generate daily/ weekly/ monthly cash flow report
4.7 Ability to provide daily balances from the Cash Book
4.8 Manage Inter Unit Accounting for Account payable, Account Receivable, General
Ledger & as required
4.9 Ability of the system to maintain the funds released to the units by the expense
heads and automatically post the ledger entries against inter unit account
4.11 Ability to generate the advice for the unit to pass the journal entry to reverse the
inter-unit account post receipt of funds
4.12 Ability to perform automatic bank reconciliation
4.13 Ability to integrate bank reconciliation system with the payment
4.14 Ability to enter bank statement details:-
 manually
 by electronic means to match bank transaction information with receipts
and payments in the system to produce an electronic bank reconciliation
4.15 Ability to record bank statement transactions including:-
 bank and other charges
 interest received or paid
 electronic fund transfers
 periodic payments
 dishonored cheques (incoming/ outgoing)
4.16 Ability to automatically generate postings into the general ledger for outgoing
cheques/ transfers as follows:
 cleared cheque/ bank transfer data delivered by the bank to generate the
clearing entries
4.17 Ability to automatically generate postings into the general ledger for incoming
cheques/ transfers as follows:-
 Bank transfers and cheques received/ banked in to generate the clearing
entries
4.18 Ability to print cheque deposit and bank transfer listing
4.19 Ability to post incoming cheques individually or in batch
4.20 Ability to provide function to overview cheque deposit processing status online
4.21 Ability to:-
 record stop payment of cheques
 enable the matching of multiple receipts in the system with a single receipt
transaction on the bank statement
4.22 Ability to allow for short term planning from sources affecting the cash position.
This includes:-
 Bank balances
 Maturing deposits and loans
 Notified incoming payments posted to the bank accounts
 Incoming payments (e.g.. cheques) with a value date

108 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


 Outgoing cheques posted to the bank clearing account
 Post-dated cheques
4.23 Ability to:-
 Allow update of bank balance by bank accounts
 Group bank accounts in a logical hierarchy by the type of account
 Display bank accounts by group or in more details by bank accounts via
drill down
4.24 The system should automatically reverse items outstanding for more than six
months upon approval Cheque register
4.25 The system will maintain records of all cheques
4.26 Manage Cash Register
4.27 The system will maintain details of all cash
4.28 Cash Management for Payment Accounts
4.29 Ability to forecast cash outflow based on:
 Liabilities from account payable and borrowings, payroll due within a user
specified period
 User defined level. For example, at HO (e.g. centralized) for Area Office or
zone
4.30 Ability to provide function to create, change and delete payment advice from
sending bank (e.g. main) account to the receiving (e.g. Payment) bank accounts
4.31 Ability to provide function to create bank correspondence and/or print cheque
4.32 Ability to post payment advice to the respective bank account
4.33 Ability to post automatically to the respective bank accounts in the general ledger
4.34 Manage Cash Flow Forecast and Information Systems
4.35 Flexibility to provide for:
 Electronic bank reconciliation
 Drilldown reporting tool
 Journal/ posting overview (e.g. bank transfers, deposit)
 Comparison between actual cash flows with forecasted cash flows
4.36 Ability to produce forecast cash flow statement for at least 12 months with the
following minimum details:
 Opening balance
 Cash outflows for: Loans, Capital projects, Revenue expenditure, Interest
payment, Tax, Dividends
 Cash inflow from: Customers, Interest received, Loan draw down, Net
excess/surplus, Closing Balance
4.37 Ability to provide drill down capabilities to view details of outflows and inflows. For
example, payment from capital projects can be further analyzed by projects/ jobs.
4.38 Ability to allow for medium and long term planning from sources affecting the
liquidity position. This includes:
 Receivables as expected incoming payments
 Payables as expected outgoing payments (e.g. materials, project and
capital expenditure) Planned payments of wages and salaries
 Investments and borrowings

109 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


 Planned dividend payment
 Planned tax payment
4.39 Ability to forecast these cash outflow and inflows based on:
 Trends in fees and charges for providing transmission services based on
estimates and collection due dates (Accounts Receivable)
 Expenditure trends based on payment due dates (Accounts Payable)
 Fixed deposit and borrowing terms
 Consolidated forecast of capital projects expenditure from Project
Management
4.40 Ability to:
 Enter forecast cash flow amount manually (e.g. dividend)
 Calculate averages
 Apportion forecast amounts based on historical data (e.g. Collection and
expenditure patterns) in preparation of cash flow statement.
4.41 Ability to perform ‘What if’ analysis on cash flow based on user- defined
assumptions
4.42 Manage Loans/ Grants and Deposit Management
4.43 Ability to maintain the following information in the loans and deposit master, but
should not be Limited to:
 Lender
 Agreement date (If any)
 Loan Term, Moratorium
 Instalment amount
 Interest rate, reset clause
 Loan type (Borrower’s note loans, Policy loan, General loan, etc.)
 Loan Source (Government or Private)
 Security Details
 Other loan details and conditions
4.44 Ability to provide function for handling the complete loan process for loan given
and loan taken e.g. calculation of repayment schedule, Instalments due, Interest
calculation, payment of instalment and interest, liability calculation and posting into
books and reversal and vice versa.
4.45 Ability to view the details source of loan report (local and foreign loan)
4.46 Manage Inter-unit Transfer Details
4.47 The system will maintain details of all inter unit transfers of:
 Drawing account transfers from HO account to unit accounts
 Details pertaining to transfers provided by bank like TT Number, UTR
number etc. will also be maintained
4.48 Manage Cash Management/Treasury Reporting
4.49 Total Collections into Bank Vs. Total Confirmations From Bank
4.50 Total Transfers to unit HO account by bank account number and transaction
Cheques deposited Vs. Cheques credited into bank
4.51 Dishonored checks by bank account number and identifying issuer of cheque
4.52 Total cheques issued Vs. Bank debits by bank account number

110 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


4.53 Un-reconciled statement at the area offices
4.54 Total cheques issued Vs. Bank debits
4.55 Total Transfers to HO account by bank account number and transaction
4.56 Cheques deposited Vs Cheques credited into bank
4.57 Ability to send to Internal Audit (IA) and others as required for pre auditing for
bills/documents
4.58 Ability to update utilization of internal Resources
5.0 Budgeting/Analysis
5.1 Manage Budget Preparation
5.2 Ability to create the following budgets but not Limited to:
 Revenue Expenditure budget
 Operating Expenditure/Depreciation budget
 Capital Expenditure budget
 Forecast Balance Sheet for 10 years
 Forecast Profit & Loss for 10 years
 Forecast Cash Flow for 10 years
 Forecast Financial Ratio
 Forecast Retained Income
5.3 Ability to prepare budget with Top-Down and Bottom-up method
5.4 Ability to provide function to compute retained Income (RI) and cash for investment
forecast based on user-defined criteria
5.5 Ability to import/export budget details from / to external systems electronically (e.g.
Spreadsheet -Excel)
5.6 Ability to provide Windows-based spreadsheets for budget preparation
5.7 Ability to check and balance the detailed-level budget and the summary-level
budget
5.8 Ability to navigate within the budget hierarchy (e.g. expand/ collapse structure, drill
down for details)
5.9 Ability to provide a graphical representation of the budget hierarchy
5.10 Ability to calculate and compare budget vs. actual in:
 Amount variance
 Percentage variance
5.11 Ability to provide text facility to document any changes made and reasons of
amendments within each version of budget
5.12 Ability to retain user-specified versions of the budgets upon subsequent reviews
5.13 Flexibility to: Maintain the original budget version and the revised budget version
5.14 Update the original budget by
 Increasing the budget amounts
 Reducing the budget amounts
 Transferring budget amounts. e.g. transfer budget from Area Office to other
Area Office
5.15 Ability to allow changes to be made to the 5 year forecast revenue and expenditure
items either by manual entry or electronic upload

111 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


5.16 Ability to meet process/reporting requirements of Budget Policy & Procedures of
UJVN Ltd.
5.17 Ability to control the following activities by account, date of change and user IDs:
 lock subsidiary budgets and master budget so as no changes can be made
once approved
 unlock such budgets to reflect budget changes
5.18 Ability to aggregate the inputs from the different accounting units and prepare a
draft consolidated budget
5.19 Ability to segregate the final consolidated approved budget, accounting unit wise
Manage Revenue/ Operating expenditure budget
5.20 Ability to define revenue / operating expenditure budget hierarchy for responsibility
areas within the organization to facilitate control and monitoring
5.21 Ability to classify revenue and expenditure items by means of a hierarchy. For
example, personnel costs may consist of salary, wages, overtime, bonus etc.
5.22 Ability to provide edit functions to create, insert, copy, and delete responsible area
or revenue / expenditure item within the hierarchy
5.23 Ability to identify revenue and expenditure as controllable and uncontrollable for
budget control purposes
5.24 Ability to:
 Allow posting into a GL account prior to budget approval with proper
approval
 Allow posting into a GL account after approval of budget
5.25 Ability to control authorization to create, change, delete, budget, transfer and post
by:
 Budget version
 Responsible area/ unit
 Type of revenue/ expense
5.26 Ability to provide level of access to create and maintain relevant assigned budgets:
 Units can only amend/ input their own budget
 Budgeting Cell can amend/ input all budgets for Area Offices/zones/ Head
Office / departments; and Budget can only be approved by authorized
person as defined in the system
5.27 Ability to copy budget values into a new budget version:
 from a reference budget version (e.g. previous year budget or forecast
budget)
 by selecting specific revenue/ expenditure accounts
5.28 Ability to revalue budget by percentage and by fixed amount
5.29 Ability to provide formula (user-defined) for planning/ budgeting at the lowest level
5.30 Information required includes:
 Revenue from generation charges
 Expected increase in requisition for higher transmission capacity by
existing customers (e.g. based on trend or customer forecast)
 New customers (supported by agreements)
 Loan information

112 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. No. Functional Requirement Specifications


 Salaries and wages
 Historical and projected payroll cost and number of staff for user-defined
period
 Repairs and maintenance
 Preventative maintenance schedule
 Depreciation (provision for computation of depreciation as per (i)
Companies Act (ii) ERC Regulations (iii) IT Act)
 Existing assets
5.31 Ability to generate monthly/ quarterly/ half yearly revenue/ operating expenditure
budget
5.32 Ability to provide a text editor function up to the lowest budget level (i.e. revenue/
expenditure accounts) to capture supporting workings that derive the budget
amount
5.33 Ability to record budgets at all levels of the chart of accounts (all views of account
number up to lowest level of the accounts and all levels of organization)
5.34 Ability to allow input budget data at detail level with automatic roll-up to summary
level by using aggregation of account (i.e. revenue and expenditure items) at
multiple levels of consolidation
5.35 Ability to allow input budget data at higher level within the budget hierarchy and
perform the following:
 manually allocate amounts to detail level based on user-specified methods
 allocate via automatic pro-rate apportionment to user-specified detail
accounts
5.36 Allow for manual override of apportioned amounts automatically pro-rated by the
system
5.37 Ability to provide the option to reflect changes to amounts in a new budget version
or without indicating budget as a new version (i.e. overwrite original budget)
5.38 Ability to check and highlight missing, incomplete budget items prior to
consolidation (for example, a department missing from a set of departments
defined for consolidation)
5.39 Ability to support both project/ non-project Capital expenditure budget
5.40 Ability to define a budget hierarchy for Project/ Sub-project to facilitate control and
monitoring
5.41 Ability to use multiple currency for capital expenditure budget
5.42 Ability to determine the budgeting start year and the number of years in the future
for which budgeting is allowed.
5.43 Ability to:
 Provide for flexible user-defined budgeting period, e.g. 1 year, 3 years or 5
years
 Provide for sub-period budgets, e.g. monthly, quarterly, semi-annually, or
annually
 Provide ability to create and maintain a 12 months rolling budget
5.44 Ability to carry forward budget outstanding from projects to the following fiscal year

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5.45 Ability to carry forward commitment amount from projects to the following fiscal
year
5.46 Ability to support multiple budgets by revenue accounts and expense accounts.
For example, to provide for at least two sets of budgets such as Annual (Original)
and Revised Budgets for each accounting entity.
5.47 Ability of Corporate Budgeting process to be integrated with the budgeting and
planning of the individual units and support functions
5.48 Ability of the system to auto convert the individual budgets into a common budget
for a budgeting period
5.49 Deprecation budget should be based on existing assets and budgeted capital
expenditure
5.50 Ability to commit budget, after posting purchase requisition in purchasing system
5.51 Ability to transfer budget between cost center/ projects, according to the
authorization level defined by users
5.52 Ability to provide annual approval budget report
5.53 Ability to integrate with the following modules at on-line basis, but should not
Limited to;
 Payroll Accounting: usage budget when post salary, bonus and wages etc.
transactions
 Account Payable: usage budget when post expenses transactions via AP
 General Ledger: usage budget when post expenses transactions via GL
 Inventory Management: usage budget when issue to cost center/project
5.54 Ability to generate document number separately when create/ change budget
5.55 Ability to perform automatic budget availability checks during transaction posting.
5.56 Ability to define tolerance limits either as a percentage or absolute value,
depending on the amount exceed, automatically perform the following:
 Trigger warning to user
 Trigger warning to user and mail to budget owner
 Disallow posting
5.57 Ability to classify budget control type, such as Cost/ Expenditure budget
5.58 Ability to provide the following information in the form of reports/ for on-line viewing
at multiple levels within the budget hierarchy
(should not be restricted to):
 Comparison of actual against budget figures (in terms of quantity and
value)
 Budgeted Balance Sheet for 10 years
 Budgeted Profit/ Loss account for 10 years
 Budgeted Cash flow for 10 years
 Budgeted Financial ratio for 10 years
 Forecast Retained Income
 Other forecast information
5.59 Ability to spread budget over the financial periods based on:
 Even spread
 Seasonal spread

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 Fixed spread
 Variable spread
 Manual allocation (i.e. to enter budget figure to specific month)
5.60 Ability to generate variance analysis (Actual/ Budget) reports by user- defined
parameters (e.g., time period, level of detail, activity, etc.)
5.61 Ability to print the report and electronically route the reports to allow users to review
reports
5.62 Ability to provide exception reports for responsible areas (e.g. Area Office, zones)
that exceeded budget with details such as:
 Revenue/ expenditure (according to chart of accounts)
 Actual to date
 Budget
 Variance (i.e. amount in excess of budget)
5.63 Ability to automatically check and highlight abnormal data i.e. actual exceed
budget more than 10% or less than 10%
5.64 Ability to provide over/under budget reports
5.65 Ability to check fund availability real-time basis (for capital budget)
5.66 Ability to view source of fund for each project in capital expenditure budget report
5.67 Ability to generate budgeted financial statements for the accounting units
5.68 Ability to send periodic Management Information System (MIS) as & when required
5.69 Ability to receive pension case from units and do necessary compilation &
uploading
5.70 Ability to prepare reports for AG & CAG Audit and provision for editing and
preparing other reports as required
5.71 Ability to generate Cost Records Plant wise, Unit wise and as per statutory
requirement as required by the Department & as per Companies Act, 2013
5.72 Ability to perform comparison of actual budget with tariff set by the Regulator
6.0 Fixed Asset Accounting
6.1 Manage Fixed Asset Master Data maintenance
6.2 Centralized definition of fixed assets categories, description, multiple depreciation
rates, predefined residual values etc.
6.3 Centralized definition of content of Fixed Asset Register to support Companies
(Auditor’s Report) Order, 2013 or latest [CARO] and other statutory requirements
6.4 Ability to maintain parent-child relationship across assets classes
6.5 Ability to maintain the following information in the fixed asset master, but should
not be Limited to:
 Asset number
 Group asset number
 General information (e.g. description, make/model, quantity, acquisition
date, owner unit, using unit)
 Posting information (e.g. capitalization date and amount, asset expiry date)
 General ledger account assignment
 Accumulated depreciation
 Depreciation

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 Gain/ loss on disposal
 Revaluation
 Information on the origin of the asset (vendor information e.g. serial
number)
 Purchasing information (e.g. vendor number, purchase order number,
receiving number)
 Physical inventory data
 Budgeting data (e.g. budget number)
 Insurance data/ warranty
 Depreciation data - asset useful lives, useful date, residual value,
depreciation method
 Asset location
 Asset class/subclass
 Asset type
 Project/ job number
 Remarks-Examples of information required to be maintained within the
Fixed
6.6 Asset system are as follows:
 Responsible unit (e.g. Plants)
 Physical location of asset
 Usage (e.g. building - staff quarters, substation)
 Quantity
 Unit of measurement
 Description/ additional information (e.g. land title number, capital project
number)
 Source of funding (e.g. capital contribution, own funds)
 Acquisition method (e.g. purchasing, donation)
6.7 Ability to perform:
 Master record creation
 Manually
 Automatic posting from Material Management System, Asset & Inventory
System
 Master record changes
 Deactivate master record (this should be automatic upon retirement of
asset)
 Delete master record, provided that there is no posting was made to it
 Block asset (to block further cost posting into the asset)
 Change to location/ reporting unit
 Change in assignment of asset to asset class
 Change in asset useful lives
6.8 Ability to carry out mass changes automatically to a large extent for user-definable
asset record selection criteria:
 Mass change to depreciation methods
 Mass change in depreciation rates

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 Mass change in useful lives
 Mass change in asset classification
 Mass change in locations/ reporting units
6.9 Provide audit trail for creation, amendments, transfer and deletion for all asset
group and sub groups
6.10 Manage Fixed Assets Register
6.11 Ability to maintain FA register locally at Plant/Unit etc.
6.12 Ability to record fixed assets as either capitalized or work-in-progress
6.13 Ability to define fixed assets at different levels such as:
 Group asset (main and components) e.g. Land & Building
 Asset class/subclass (Group asset belongs to an asset class as per user
defined norms) e.g. factory land
 Asset type (e.g. tangible and intangible)
 Balance sheet (asset class is assigned to GL account code. This forms the
balance sheet item)
6.14 Ability to decide the asset categorization at the time of order placement/contract
finalization
6.15 Ability to maintain parent - child asset relationships
6.16 Ability to differentiate between new asset and value adjustment/up gradation to
existing capacity
6.17 Record fixed assets with date placed in service in the past
6.18 Record fixed assets with date placed in service in the future
6.19 Ability to merge multiple fixed assets into one fixed asset
6.20 Provision to rectify errors in recording fixed assets in the same period or in
previous periods
6.21 Ability to record number of units against each fixed assets e.g. chairs - 10 units
6.22 Ability to record fixed assets taken on lease, assets on other's property etc.
6.23 Ability to generate Fixed Assets schedule in accordance with the Statutory
requirements
6.24 Ability to generate Fixed Assets schedule in accordance with the Companies Act
6.25 Ability to generate Fixed Assets schedule in accordance with the Income Tax Act
6.26 Ability to generate Fixed Assets schedule in accordance with the Regulatory
requirements
6.27 Ability to update Fixed Asset Register upon capitalization of asset Manage
Assignment
6.28 Ability to assign an asset to a specific reporting unit or business area (e.g. Area
Office/sub-station) for internal reporting purposes e.g. When an asset is assigned
to a specific reporting unit, the system should automatically post the transactions
such as
Depreciation and gain or loss on disposal, to the account related to this asset to
this reporting unit.
6.29 Manage Addition of Fixed Assets
6.30 Ability to automatically or manually allocate a unique asset number upon creation
of the asset master record

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6.31 Allow for asset additions and capital improvements including:
 acquisition and capital improvement costs and dates
 maintenance costs and dates
 original and extended useful life
 mass additions
6.32 Ability to capture expenditure under "Capital Works In Progress (CWIP)" , till
completion/commissioning of Asset
6.34 Ability to transfer from CWIP to respective Asset Account on completion of work
6.35 Ability to capitalize asset via:
Integration with Accounts Payable
 Post the asset acquisition and the corresponding vendor liability in one
transaction Integration with Purchasing/ Inventory
 Upon receipt of asset (with value), before invoice receipt
 Upon receipt of invoice, asset is received (unevaluated) earlier
 By moving the item from inventory
6.36 Ability to capitalize an addition or enhancement to an existing fixed asset in the
current fiscal year
6.37 Ability to process a credit memo, which reduces the acquisition and production
costs of an asset
6.38 Ability to maintain component-wise break-up of the capitalized value of the asset
like original cost, installation cost, allocated amount of indirect expenditure,
interest capitalized etc.
6.39 Ability to update the acquisition transactions automatically to the respective
account codes in the General Ledger
6.40 Manage Transfer/ Splitting of Fixed Assets
6.41 Ability to:
 Move an asset, resulting in the need to change asset master data that
cannot be otherwise changed (e.g. the asset class, main asset)
 Split up an asset or move part of an asset (transfer between asset groups,
sub asset group)
 Transfer material from the inventory (current assets) to a fixed asset (for
example, for a replacement part)
6.42 Ability to capture information such as:
 Date of transfer
 Cost, accumulated depreciation and net book values transferred
6.43 Manage Fixed Asset Disposal/ Retirement
6.44 Ability to identify "assets not in use/ awaiting disposal" based on user-defined
criteria (e.g. asset class, location). The listing should contain the following
information, but should not be Limited to:
 General master data - location, description, make/ model, acquisition date
 Asset history
 Asset values (book value)
6.45 Ability to electronically route proposed disposal listing to specific users for approval
within the system

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6.46 Ability to perform the following within the Fixed Asset system:
 Perform complete/ partial retirement
 Provide simple method of retiring low value assets
 Perform mass retirement
 Capture cost of retirement (e.g. removal cost)
6.47 Ability to make provisions against losses on retirement of assets in respect of
Assets waiting for disposal
6.48 Ability to automatically calculate the gain or loss on disposal/retirement
6.49 Ability to capture disposal information such as:
 Date of retirement
 Cost, accumulated depreciation and net book values written off
 Sales proceeds
 Gain/ loss on disposal
 Reasons for retirement
 Mode of retirement e.g. sold, scrapped, donated etc.
6.50 Ability to post automatically or manually to the respective account codes in the
General Ledger:
 Gain or loss on disposal;
 Sales proceeds;
 Capitalization cost; and
 Accumulated depreciation
 Depreciation
6.51 Ability to automatically determine the corresponding depreciation charge for the
partial disposal, based on one of the following entries:
 Amount of the acquisition costs being retired
 Percentage rate
 Quantity
6.52 Ability to manually amend the partial disposal amount calculated by the system
and then recalculate the corresponding depreciation for posting to the General
Ledger
6.53 Ability to post automatically or manually to issue invoice in the Account Receivable
6.54 Ability to reinstate fixed assets incorrectly retired
6.55 Manage Depreciation of Fixed Assets
6.56 Ability to support different methods of depreciating an asset, such as
 As per Regulatory Requirement
 User-defined rate tables
 Sum of digit
 Unit of use
 Useful life
6.57 Support change of useful life and effective rate of depreciation
6.58 Support change in method of deprecation and rates of depreciation for a specific
fixed asset or group of fixed assets during the life of the asset(s)

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6.59 Ability to maintain multiple depreciation rates vis-à-vis the periods to which they
apply and ability to calculate depreciation with retrospective effect wherever
required
6.60 Ability to facilitate adjustment of depreciation of fixed assets prior to and after
updates to general ledger
6.61 Ability to automatically post to the corresponding accumulated depreciation and
depreciation expense accounts in the General Ledger
6.62 Ability to provide at least daily and monthly basis of calculating depreciation and
depreciation expense accounts in the General Ledger depreciation
6.63 Ability to comply calculating depreciation with accounting standard and tax
regulation and regulatory requirements
6.64 Ability to provide for recalculations of depreciation expense on assets re-valued
e.g. Depreciation = (revaluation amount remaining/ new estimated life)
6.65 Manage Insurance of Fixed Assets
6.66 Record all insurance related details against fixed assets
6.67 Record multiple insurance policy details against individual fixed assets
6.68 System generated alerts/reminders to designated users about insurance premium
payable, new policies to be taken, policies to be discontinued etc.
6.69 Ability to automatically update insurance record on passing of the insurance
premium bill with the policy details
6.70 Ability to monitor sale/purchase of insurable assets and update insurance records
automatically
6.71 Ability to update details of claim settled / partly settled / rejected
6.72 Manage Revaluation of Fixed Assets
6.73 Ability to capture the following information:
 Revaluation amount
 Revaluation date
 Revaluation method
 Values’ reference
 Computation of revaluation surplus/ deficit and diminution
6.74 Ability to keep the original asset cost details separated from the revaluated
amounts and a history of revaluation for each asset over time
6.75 Ability to automatically post revaluation transaction to update relevant accounts in
the General Ledger (allowance for revaluation (surplus/deficit), allowance for
diminution)
6.76 Manage Physical Inventory of Fixed asset
6.77 Ability to print asset listing for physical count based on user-definable criteria
The following information should be generated for each asset:
 By owner unit
 By using unit
 By location
 By asset class / asset category
 By Date
 By Retirement date

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 With asset ID
 With asset Class
 With asset description
 With location
 With quantity
 With value
6.79 Ability to process the results of the inventory manually or automatically by:
 Making comparison with information in the database
 Retiring the asset if asset is confirmed missing
 Change location if asset has changed location
 Enter the inventory date in the assets counted and assets identified as
missing
6.80 Ability to capture the following information for all types of adjustments such as:
 Date of adjustment
 Cost, accumulated depreciation and net book values adjusted
 Adjustment reference document (if any) and authorization
6.81 Ability to manually or automatically adjust the acquisition cost and corresponding
depreciation for the missing assets to the General Ledger upon update of Fixed
Asset system
6.82 Ability to ensure that no duplication of the equipment/asset can occur. In other
words an item of equipment, once defined, cannot be duplicated within the system.
6.83 Ability to define continuous assets/equipment applicable to UJVN Ltd.'s
transmission assets.
6.84 The system is to provide facility to allow an item of equipment to be defined as a
function of its length.
6.85 Ability to record any environmental issues or regulations required in the operation
of the equipment / asset.
6.86 Ability to record the physical location of each fixed assets Manage Integration
6.87 Ability to provide for automatic integration with General Ledger, Accounts Payable,
Accounts Receivable, Project Management and Budget, including the following
capability:
 Automatic interfacing of accounting entries to the G/L module;
 Drill-back capability to Account Payable (e.g. Invoice, Purchase Order etc.)
6.88 Manage FA Reporting and Enquiry
6.89 Ability to display asset description at individual asset level, summarized levels (e.g.
asset class, asset group, by balance sheet) and by particular asset (e.g. asset
number)
6.90 Ability to provide drill-down from asset descriptive details to:
 Balances
 Depreciation
 GL account code
6.91 Ability to provide asset information via screen and print report, but should not be
Limited to:
 By date, year (e.g. by year of capitalization, year of disposal)

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 By type of transaction (e.g. acquisitions, transferred, retirement, Written-
off, etc.)
 By asset location - for small assets which are portable
 By owner unit or using unit
 By asset class (main asset group, sub group, asset number)
 By user-specified rules
6.92 Ability to produce reports for various reporting, flexible report writing tools and on-
line enquiry facilities for (but should not Ltd.) to the following:
 Financial reporting (e.g. audit and taxation)
 Management reporting
 Examples of standard reports are listed, but should not be Limited to, as
follows:
 Assets at gross separately from accumulated depreciation – for period and
year-to-date
 Asset master at summary and detail level
 Asset additions
 Asset retirements
 Asset valuation - gross asset values, accumulated depreciation and NBV
 Assets by source of funds (e.g. capital contribution, own funds)
 Assets by acquisition method (e.g. purchasing, donation)
 Depreciation expense using flexible user selection criteria
 Depreciation forecast
 GL posting summary
 Assets not found at location
 Asset found at location other than that assigned in the asset record
6.93 Ability to provide ad hoc listings via screen and/or print listings based on user
defined specifications such as (but not Limited to):
 Select and sort by asset category
 Select and sort by asset class
 Select or exclude fully depreciated assets
 Select or exclude retired assets
 Select by GL account codes
 Select by business units
 Select by asset status
 Select by asset location
 Select by asset life within asset book
6.94 Ability to provide reports that can analyze asset information:
 By owner unit or using unit (e.g. zones, Area Office)
 By time period (e.g. year)
 By company, asset type, department and location.
 By movement (such as addition, transfer or disposal) by account, current
month or year-to-date activity
6.95 Provide for complete asset history, for example:

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 depreciation, depletion and amortization current period, year-to-date,
accumulated
 net book value and residual value for finance, tax and regulatory
requirement
 remaining life
 history transactions with line-item
 repair and maintenance tracking
 warranty claims and settlements tracking
 insurance claims and settlements tracking
 acquisition and retirement date
6.96 Ability to provide the following details or reports for taxation purposes:
Additions
 Qualifying/ Non-qualifying costs
 Year of assessment of acquisition
Disposal/ write off
 Qualifying/ Non-qualifying costs
 Sales proceeds
 Year of assessment of expiry Adjustments/ transfers
 Qualifying cost
 Year of assessment of adjustment/ transfer
Reconciliation of fixed asset movements
 Opening balance
 Additions
 Disposals
 Transfer in/ out
 Adjustments
 Qualifying/ Non-qualifying costs
 Closing balance
7.0 Auditing Process
7.1 System should allow User (Auditor) creation with access Limited to viewing of the
Customer Transaction data etc.
7.2 System should have the facility to provide Ad-hoc report writing facility for the
auditors
7.3 System should have the facility to provide Interface enabling the data to be
downloaded to the audit software for analysis of data for audit purpose
7.4 System should have the facility to Concurrent audit whereby transactions/activities
deviating from business rules are diverted on real-time basis to concurrent auditors
7.5 System should have the facility to provide Internal Audit Report Template for
writing of Reports
7.6 System should have the facility to provide Monitoring & Scheduling of Internal
Audits, Statutory Audits etc.
7.7 System should inform the Internal Audit modules users about any new
product/service/facility to customers/employees (such as loans) introduced by
UJVN Ltd. by way of a monthly MIS report

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7.8 System should be able to generate an MIS report highlighting any new product/
service/facility to customers/employees introduced in the specific office chosen for
audit between the last audit date and current audit date
7.9 Ability to generate any statutory report as required for compliance
7.10 Ability to generate pending audit paras unit wise or as required by UJVN Ltd.

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7.8 Payroll System


Sr. No. Functional Requirement Specifications
1.0 Payroll Processing
1.1 System shall record, as a minimum, the following data:
 Job classifications and descriptions
 Employee status codes and descriptions
 Salary & allowance codes, descriptions and Tax indicators
 Deduction codes and descriptions
 Beneficiaries for deductions (Account code, individuals etc.)
 Location (Disbursement Centre) codes and descriptions
 Treasury Office/District code and names
 Leave codes and descriptions
 Payroll Calendar
 Pay scale number, Pay scales, Pay scale description
1.2 System should make New Pension Scheme (NPS) deductions from employee
salary as per grade
1.3 System should check the leave sanction records for each employee
1.4 System should calculate basic pay, pay band, grade pay for each employee based
on:
 Standard salary rate for the employee
 Attendance, leave etc. based on data received
1.5 System should automatically calculate all the dependent components in the
Payroll, as per UJVN Ltd. regulations
1.6 System should allow automatic calculation of Payroll based on the above inputs
1.7 System should itemize all the components of pay on the pay slip with GPF/EPF
and all required deductions
1.8 System should configure various tax rules (e.g. Income tax, Professional taxes,
etc.) on basis, method of calculation, Default percentage rates, General accounts
to which tax effects may be posted, Applicable State etc.
1.9 System should calculate HRA rebate and handle LTC and Medical exemptions as
per the Income Tax Rules
1.10 System should automatically update Payroll database for changes in employee
record without interfering with payroll processing (e.g. Promotions in the middle
of month, etc.)
1.11 System should update original payment entries after salary disbursal
1.12 System should update employee database after salary disbursal
1.13 System should calculate payroll of employees
1.14 System should allow defined users to access payroll data and run payroll for
respective offices only
1.15 System should run separate payrolls for different groups depending on eligibilities
and rules applicable for each category
1.16 System should have the facility for reimbursements of Leave Travel Concession
(LTC), medical reimbursement, other reimbursements that the employee is
eligible to
1.17 System should check the payment against the overall entitlement

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1.18 System should dynamically reduce the balance payable based on each part
payment made
1.19 System should allow for employees to view the balance receivable at any time
1.20 System should maintain details of Loans & Advances of each employee on the
payroll
1.21 System should compute all statutory deductions from salary such as Income Tax,
EPF/GPF contributions, HBA, Insurance premium etc. (details to be finalized )
and deduct the same from the Payout figure
1.22 System should define various pay elements like earnings and deductions using a
rule based framework
1.23 System should define the rules of earnings and deductions as per the guidelines
of UJVN Ltd.
1.24 System should allow for the rules to be changed in case of directive by Govt. of
Uttarakhand
1.25 System should maintain the tax slabs, rates and surcharges and compute the tax
automatically as per directives of Govt. of India
1.26 Disbursement of pay should be done only through bank
1.27 System should enable payroll disbursement into employee bank accounts through
by generating a payroll detail file for uploading into ECS of concern banks
1.28 System should generate exception report at every salary processing cycle to
highlight any discrepancies: Missing account nos., wrong account nos.,
closed/transferred SB accounts etc.
1.29 System should post the salary details to General Ledger classified under
appropriate HoA (Head of Account)
1.30 System should be able to run multiple payrolls in a single instance
1.31 System should be able to maintain a single central payroll repository and be able
to run and access payroll from any location in a centralized or decentralized
manner
1.32 System should be able handle the payment of reimbursements
1.33 System should be set to be checked against the overall limit which will be
dynamically reduced based on each part payment
1.34 System should be capable of calculating arrears when the scheme is revised
1.35 System should be able to define various formulae and be able to link them to other
calculation formulae / elements such that when there is a rule change only the
component which has undergone a change will be effected (e.g. tax slabs)
1.36 System should take care of final settlement process to arrive at net to be
recovered or due
1.37 System should be able to support the retrospective computation of changes to the
various data heads and makes the appropriate computation and payments in the
current period. These include changes in organization data, Employee data etc.
1.38 A retrospective computation of the salary System should be initiated automatically
for those employees whenever there is a relevant change. The appropriate re-
computation of the statutory aspects to be carried out. Tax should also be
automatically calculated
1.39 System should be able to prepare quarterly and annual tax returns

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Sr. No. Functional Requirement Specifications


1.40 System should support generation of Form 16 and other statutory documents
1.41 System should support integration with HRMS to take care of leave, attendance,
etc.
1.42 System should be able to facilitate the back dating of allowances
1.43 System should be able to support various pay methods e.g. Auto-pay, EFT, Cash,
Cheque etc.
1.44 System should be able to check for adequacy/correctness for pension cases
received and ask for relevant documents/clarification as required & update
records
1.45 System should support preparation of various Bills including Arrear Bill
1.46 System should be able to do pay fixation of various employees as per rules &
update the records
1.47 System should be able to calculate pension/pension arrears for retired employees
between specified tenure such as from 1996 to 2006 which need to be paid out
by UJVN Ltd.
1.48 Ability to calculate medical allowance for all pensioners
1.49 Ability to calculate/deduct EC/ED, seasonal charges & various other details from
pension as per rules defined by UJVN Ltd.
1.50 Ability to calculate PPO (Pension Payment Order) and other related details as
required
1.51 Ability to support GPF trust in system
1.52 Ability to generate any statutory form for compliance or as required

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7.9 Document Management System


Sr. No. Functional Requirement Specifications
1.0 File Management
1.1 Ability to define key fields which can be changed for every file template and
Unique File Numbering
1.2 Ability to provide unique file numbering
1.3 Ability to upload the attachment into file
1.4 Ability to Number the documents within file
1.5 Ability to version the document within a file and Numbered documents within file
1.6 Ability to perform logical folder structure for attachments
1.7 Ability to save File as a Draft
1.8 Ability to graphically view the file status and the level where the file is located
1.9 Ability to attach the Incoming post to a file
1.10 Ability to attach the file to a file
1.11 Ability to attach a purchase order (PO) from Purchase Module to a specific file
1.12 Ability to put a file 'on hold'
1.13 Ability to provide a digital file cabinet to store files
1.14 Ability to re-submit the file to in-tray from the file cabinet on a specified date
1.15 Ability to print file description and noting with private noting
1.16 Ability to print file cover page and workflow
1.17 Ability to print file description and noting with & without private noting
1.18 Ability to create different workflow levels for each file
1.19 Ability to have inbuilt calendar while assigning the processing days in the workflow
1.20 Ability to ensure document and record control as per standard requirement
2.0 Workflow Management
2.1 Ability to associate predefined sequential / parallel workflow to the file
2.2 Ability to insert ad-hoc workflow while file is in process
2.3 Ability to assign a substitute for time being when approver is not available
2.4 Ability to send the file to next approver after proper approval
2.5 Ability to provide read or write privileges on file/document based on delegation of
power or upon proper approval
2.6 Ability to initiate corrective action on records with proper approval and as per
privileges assigned
2.7 Ability to automate workflow for employee responsibility in case of long leave or
as per decision of concerned/management with proper approval
3.0 Noting Management
3.1 Ability to capture records approver’s observation, review, approval and feedback
3.2 Ability to generate noting numbering sequentially
3.3 Ability to view note summary to view all noting’s together
3.4 Ability to capture private noting
4.0 Incoming/Outgoing Post
4.1 Ability to create dispatch item for scanned documents, email and notification
4.2 Ability to have additional attributes in Posts for configuration with UJVN Ltd.
requirements

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Sr. No. Functional Requirement Specifications


4.3 Ability to attach the Incoming post to a file
4.4 Ability to send Incoming post for review
4.5 Ability to attach documents to Incoming post
4.6 Ability to post Comments (Noting) in the incoming post and track
4.7 Ability to do automatic Unique numbering for posts
4.8 Ability to provide configuration to have the reference numbering in posts
4.9 Ability to send the posts to more than one user
4.10 Ability to see graphical representation of the Status and location of the Incoming
post
5.0 Internal / External Correspondence
5.1 Ability to create correspondence through electronic media to internal OR external
stake-holders
5.2 Ability to attach documents to correspondence
5.3 Ability to reply and Forward a correspondence
5.4 Ability to attach the correspondence to a file
5.5 Ability to have integrated correspondence inbox for external emails and internal
correspondence. User can receive the internal and external mails and Sent Item,
store all the mails (correspondence) sent, subject, message content, receipts (can
be internal and external) and attachments
6.0 Security
6.1 Ability to have role based access to applications
6.2 Ability to have backup systems in place in case of mishaps
7.0 Framework
7.1 Ability to provide quick creation of file templates
7.2 Ability to provide configurable file key fields for the file templates
7.3 Ability to set the file numbering format according to the need
7.4 Ability to have storage and management of different versions of documents
8.0 Search
8.1 Ability to do File Search by File Type, File Number, Priority, File short text,
Created by, Created on, Planned close Date and Read from Archive
8.2 Ability to Search by (Within the File) - Document number and Keyword
8.3 Ability to Search posts by post number, Letter Date, Received Date ,created by
and Keyword
9.0 Archive
9.1 Ability to have archive parameters like File Type, File Status and Age of the File
9.2 Ability to have archive for File attributes
9.3 Ability to have archive for File noting’s
9.4 Ability to have archive for Workflow
9.5 Ability to have archive for Document’s along with the logical structure
9.6 Ability to have archive Posts (If post is attached to a File)
9.7 Ability to archive reports and use in Document management

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8. Technical Requirement Specifications


SI shall implement all the necessary Functional, Technical, Operational and other Supporting
requirements for the ERP system to be deployed.

8.1 Business Design

The SI will perform a business study and prepare business design documents with required
process re-engineering, process enhancements and gap-fitment analysis to map all business
requirement of UJVNL in the ERP system. The SI is expected to conduct workshops, give
detailed presentations on the Business Design, which will include the gap analysis and specific
recommendations for adoption of new improved business processes by UJVNL.

UJVNL shall constitute a project governance structure with adequate representation from
various departments to review the recommendations of the SI and accord necessary approval
for the Business Design report and Business Process Re-engineering measures to be
adopted.

The objective, approach and methodology of Business Design should ensure the following
four steps:

1. Simplification and Standardization of Processes: The processes of all departments


need to be simplified into logical steps. The SI will explore and recommend the
standardization of processes across all lines of businesses/divisions in consultation
with respective departments of UJVNL.
2. Elimination of Redundant and Non Value Adding Processes: After simplifying the
processes, all processes are to be reviewed to eliminate the redundant steps and
practices.
3. Value Addition: After eliminating the redundant processes, the re-engineering of
processes need to be done keeping in view the standard best available processes/
practices available in the proposed ERP system software. The primary objective of this
step is to enhance functional efficiency and process performance. This is the most
important phase which will have a strong bearing on the overall performance of the
final solution.
4. Configuration: The SI will configure the standard ERP System after finalization of the
To-Be process map, configured “To-Be processes” in the system must address all the
defined requirements.

The SI shall submit a Business Design document covering complete requirement for approval
of UJVNL.

8.2 System Design


1. The SI shall prepare a comprehensive Systems Architecture and design documents
for the ERP System after conducting a comprehensive analysis of the requirement for

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ERP System in UJVNL. This design should include Solution Architecture, Hardware
Deployment Architecture, Network Design, Security Architecture etc. for the ERP
system.
2. The Architecture document should give the complete architecture of the proposed ERP
system. The documents including, but not limited to the following, shall be submitted
for approval.
a) Application Functional architecture
b) Format of all input screens including data entry requirements
c) Format of all reports that would be generated by the ERP system
d) Access control mechanisms, data security and audit trails to ensure that
databases are not tampered with or modified by unauthorized users.
3. Build a complete audit trail of all transactions (for e.g. add, update and delete) using
transaction log reports, so that errors in data, intentional or otherwise, can be traced
and reversed. The most appropriate level of security commensurate with the value to
that function for which it is deployed must be chosen. Access Controls must be
provided to ensure that the databases are not tampered with or modified by the system
operators. Implement data security to allow for changes in technology and business
needs. Based on the requirements analysis conducted above, the SI must develop a
comprehensive ERP System
4. Design and Implementation of the System Architecture: The SI shall be entirely
responsible for the architecture of the system implemented to satisfy all features,
functions, performance and security as described in this document including sizing of
the required hardware. System architecture description provided in this document is
bare minimum and is for reference only. The SI should ensure all possible and required
improvements over and above the specified architecture.
5. The ERP system design must be such as to require the minimal installation, if at all, at
the user’s end, besides the Internet Browser. Such minimal installations must be on
the Push architecture based from the Administrator’s side. The ERP system should be
able to support all latest common browsers (like Internet explorer, Mozilla, Chrome,
Safari etc.).
6. The SI shall consider users’ inputs while finalizing all design components including
user interfaces, mode of data entry, storage and retrieval, outputs reports, queries and
the application design as a whole.
7. The SI shall provide Plans for User Acceptance Tests (UAT) and System Integration
Tests (SIT) including Performance Tests (PT) to UJVNL and make all the necessary
changes to ERP configuration to optimize performance.
8. The SI shall be responsible for making sure that all the above considerations are
adequately met. The SI shall deliver an architecture document covering the above
aspects.
9. The SI shall make necessary provisions for management reports, dashboards,
business intelligence tools and Data migration in line with the expectations of users
provided in the functional requirements.

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8.3 Application related Technical Features


1. Application Solution must be web based(must be available in offline mode also), built
on Enterprise Application Platforms with sufficient Flexibility for Customization based
on UJVNL needs
2. Solution must use Standard relational/object oriented Database Management system
3. Language Support: All functionalities in the offered product must support bi-lingual. All
screens and templates should be in English. Wherever required, screen shall support
Devanagari script. In addition application shall support Unicode formats for text editing,
file name and data storage
4. Dates: All functionalities MUST display, calculate, and transmit date data in
(DDMMYYYY) format
5. Currency: All functionalities MUST display, calculate, and transmit data in Indian
currency format (e.g. 3, 20, 00,000/-).
6. Peripheral Support: The application Solution should support peripheral Integration with
devices like mobile, Tablets etc.

8.4 Application & Other Standards


This section details the various Information Technology (IT) related standards that are to be
considered while implementing the ERP system. The below mentioned components need to
be taken care of while implementing the technology components for ERP:

Platform Flexibility
1. Web-centric, multi-tier architecture shall be used
2. Open Standards and Interoperability shall be considered
3. XML based standard shall be used wherever applicable
4. Compliance to SOA and Web-services

Interoperability
1. Usage of standard APIs
2. Service-oriented architecture (SOA) based
3. Support for multiple industry standard databases with ODBC, JDBC ,Unicode, XBRL
compliance

Usability
1. Applications should comply with Guidelines for Indian Government Websites(GIGW)

8.5 Compliance with Industry Standards


The ERP system shall be based on and compliant with Industry standards (their latest versions
as on date) wherever applicable. This will apply to all the aspects of the system including but
not limited to Design, Development, Security, Installation, and Testing. There are many
standards that are indicated throughout this volume as well as summarized below.

However the list below is just for reference and is not to be treated as exhaustive.

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Information access/ transfer protocols SOAP, HTTP/HTTPS

Interoperability Web Services, Open standards


Scanned documents TIFF (Resolution of 300 dpi) for archiving
JPEG and/or PDF for storage and
dissemination with facility to reduce the file
size
Document encryption PKCS specifications
Information Security System to be ISO 27001 compliant
Operational integrity & security System to be ISO 27001 compliant
Management
IT Infrastructure management ITIL / EITM specifications
Service Management ISO 20000 specifications
Project Documentation IEEE/ISO specifications for documentation
Internet Protocol IPv6 ready equipment’s

8.6 Non-functional Requirement for ERP Implementation


The Non Functional requirement of the ERP Implementation which the SI shall be responsible
is:
1. The solution architecture should be platform and vendor independent
2. The solution should provide for multi-tiered architectures
3. System architecture should allow infrastructure simplicity and standardization
4. The solution software including operating system should be certified for different types
of hardware
5. The infrastructure should be capable of supporting disaster recovery
6. The solution should have capability to present all business process and data via
familiar relevant office applications and should offer integration with all relevant Forms
7. The system should support OS versions starting from Window XP and provide
compatibility to future versions
8. The system is required to cover critical business functions and process modules and
provide modularity that should support addition/removal of one or more modules as
and when required. However these modules should be seamlessly integrated in the
core application system. The solution architecture should allow minimum modifications
so as to preserve the upgrade path.
9. The system should support standard interfaces such as adapters, APIs to interface
with standard application and legacy applications (if any)
10. Integration Plug-ins of various Third Party Software’s shall be provided free of cost by
SI.
11. The system should support real-time data updates and interfaces with software from
other vendors (if any)
12. Server Operating Systems should have longer product life cycle (10 years or more) to
avoid non-availability of various device drivers (current and future) support in place
directly from OEM. The OS should be latest version available in the market
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13. The application should have automatic way of migrating the data of existing database
in case of data structure change during transfer to new versions
14. The system should support export and import of data possible from different legacy
systems/other systems/databases in different file formats and on specified time
intervals
15. The ERP application should support SSL and digital certificates
16. The system should be compatible for remote access
17. The system should support auto-switching failover to other available server in case of
server failure
18. The system should support distributed processing
19. The system should support load balancing
20. The Enterprise grade Server operating system should support the essential network
services like Directory Services, DNS, DHCP, Radius, and Web-Server, Application
server, Cluster services (High Availability and Fail over Support), and virtualization
21. The Infrastructure technology stack (Database, Application Server and other
components) used by the ERP application should be used for developing custom
applications which are not part of the proposed package
22. The interfaces should be user friendly and with Graphic User Interface (GUI) with web
access
23. The system should be able to archive data based on user specified parameters (i.e.
data range) and restore archival data for on-line use as and when required
24. The system should be fully web enabled to work in the Internet and Intranet
environment

8.7 Infrastructure Requirements at DC/DRC


1. Scalability: The SI shall plan and provide for horizontal scalability in such a manner
that a new server can be added (or removed) dynamically, as and when required in
future, without disturbing the normal functioning of the system. The vertical scalability
in servers in terms of additional processors and RAM will have to be provisioned for
handling future growth in transactions.
2. Availability: The SI needs to indicate the critical components in the system and
indicate the plans for failover mechanisms. The components shall be in redundant
mode (N+1) configuration. The SI shall ensure that no single point of failure (SPOF)
exists and enough redundancy is built in to the DC.
3. Interoperability: The entire system/subsystem should be interoperable, in order to
support information flow and integration. Operating systems and storage technologies
from several suppliers must interact well with each other.
4. Security: The system must provide an end-to-end security blanket to protect the ERP
applications, services, data and the infrastructure from malicious attacks or theft from
external (through internet/intranet) hackers. Using Firewalls and Intrusion detection
systems such attacks and theft should be controlled and well supported (and

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implemented) with the security policy. The security implementation shall cover all three
layers namely physical, network and transport layer.

8.8 Security Requirement & Features


The SI shall have to establish all the necessary procedures/infrastructure/technology/
personnel to ensure that the ERP System Security is not compromised.

Broad Security requirements are:


Security features should be compliant with the e-Governance Security Guidelines (e Gov.
Security Standards Framework www.egovstandards.gov.in)
1. All systems should have integrated security features that are configurable by the
system administrator to control access to the application, functional modules,
transactions and data
2. Public key verification methods should be followed for verifying that the contents of a
document have not been tampered with, and allowing the receiver to confirm the
identity of the sender
3. The applications should require the use of unique user IDs and passwords for
authentication purposes and digital signatures, Biometric and other devices as
applicable
4. The application should allow for the following:
a) The enforcement of password standards
b) The establishment of a specified period for password expiration, and
c) The prohibition of recent password reuse
5. System administrator should be able to define functional access rights and data access
rights by assigned user ID, functional role, owner department etc.
6. The systems should permit the system administrator to assign multiple levels of
approval to a single user
7. System administrator should be able to permit access to sensitive data elements by
named user, groups of users, or functional role etc.
8. System should be auditable as per requirements from time to time
9. System should have audit logging capability to record access activity, including but not
restricted to the following:
a) All log-in/log-out attempts by user and workstation
b) User-submitted transactions
c) Initiated processes
d) System override events and direct additions, changes, or deletions to
application-maintained data
10. System should provide the ability to query the audit log by type of access, date and
time stamp range, user ID, IP address and terminal ID, files/record modification etc.
11. All the information assets (information and information systems) should be classified
and security should be defined according to criticality of the information asset. All the
data / information contained within systems or in hard copies related to this project, are

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owned by UJVNL. No information should be made public either directly or indirectly


nor allowed to be accessed by unauthorized persons
12. System audit should be enabled for all the information assets to establish detective
controls. System should have evidences, like audit trails, logs, registers, proof of
background checks, approvals from UJVNL or its designated agency, support for
various decisions, support for accounts etc. for the purpose of third party security audit.
13. Should have system development and change control procedures including effective
segregation of duties under different environment’s
14. Proper protection against malicious software should be ensured. This would include
implementation of an effective anti-virus solution, scanning viruses at regular intervals
or on certain triggers and updating the solution as and when new patch is received
from the anti-virus solution provider
15. Should have proper logical access security for all the information assets. Entire
network including servers, communication links, database etc., should be logically
segregated from rest of the networks
16. Should ensure suitable technical and procedural controls to protect the network.
Wherever the ERP project network comes in contact with an untrusted network,
additional security measures should be taken like firewall, IDS, DMZ, proxy server,
encryption etc.
17. Should have a business continuity plan and a disaster recovery plan that should be
implemented before commencement of the operations. Robust backup
policy/procedures should be established for the same

8.9 Audit Requirements


An exercise of Audit and Certification of ERP system through a third party is mandatory prior
to GO LIVE stage of ERP implementation. The following methodology will be adopted by
the SI:
1. The SI shall host only the pre-audited and certified, defect-free application/upgrades
/patches at Data Centre/ Disaster Recovery Centre
2. The system shall be audited through a STQC empanelled audit agency.
3. UJVNL shall approve a suitable, neutral and technically competent third party agency
or agencies for conducting audit and certification, upon intimation by SI well in
advance.
4. The SI will take corrective action on any deviations from the norms, standards or
guidelines at the earliest instance, after noticing the same upon the recommendation
of the auditing agency. SI
5. Such an involvement and guidance by the auditing agencies shall not, however,
absolve the SI of the fundamental responsibility of designing, developing, installing,
testing and commissioning the various components of the ERP system to deliver the
services in conformity with the RFP, SLA and the Master Service agreement
6. All changes suggested by the audit agency shall be implemented by the SI upon
acceptance and approval by UJVNL

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7. The SI shall extend all support to UJVNL nominated Third Party Audit Agency (TPAA)
for all the activities related to audit and certification
8. The SI shall also provide access to UJVNL and TPAA to audit its facility for the purpose
of smooth conduct of audit and certification of ERP system
9. The SI shall share with TPAA test plan, test cases and equipment including requisite
test environment and test data at its facility for the smooth conduct of testing (including
but not limited to functionality testing, security, performance, infrastructure audit etc.)
audit and certification
10. After the user acceptance test of the ERP system and its audit certification by TPAA,
UJVNL shall have the complete discretion to ask the SI to implement the system

8.10 OEM Services


The SI shall ensure to depute consultants from ERP OEM each during Business
Blueprint/Design & Go-Live phase on mutually agreed dates at UJVNL site for ensuring
smooth and proper implementation of the ERP system at UJVNL. The ERP OEM shall submit
two Audit Reports/Audit Observations on the ERP implementation to UJVNL, one after the
Business Blue Print and the other before the Pilot Go-Live of the ERP system. The envisaged
responsibilities of the ERP OEM for the ERP implementation project at UJVNL are as follows:

Monitor and Review Quality of Project’s Progress

1. Review Business Blueprint/Design Documents prepared by the SI


2. Review Go-Live parameters / readiness for the ERP implementation

The bidders will have to submit a confirmation with regard to above, from ERP OEM on
their Letter head signed by their authorized signatory and upload with techno-
commercial bid.

8.11 Configuration & Customization


As stated previously, ERP Solution for UJVNL will have to meet the business and technology
objectives of UJVNL and also should take into account the Technical Environment and
Functional Specs as desired by UJVNL. To the extent the ERP Solution does not achieve
these prerequisites, it will have to be appropriately configured & customized to the satisfaction
of UJVNL Core Team formed specifically for this purpose. The proposed integrated product
should be with minimal requirement for customization.
In this regard, System Integrator will need to carry out the following activities:
1. Understand current business processes and MIS reporting requirements of UJVNL
2. Explain best practices available in the ERP software and how these best practices
affect the existing business processes
3. Identify areas of differences between the best practices and the current business
processes of UJVNL
4. Identify areas where software does not meet requirements and draw-up plan in terms
of a workaround or customization

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5. Map all MIS Reports currently available in the software with the MIS and Statutory
reporting requirements of UJVNL and identify new reports that need to be customized.
6. Design all desired access security and data validation controls
7. Document the configuration done and prepare user manuals for maintenance of the
configuration / customization
UJVNL has already prepared Cross-Functional Process Maps (AS-IS Processes) as part of
DPR consultancy. These Maps could be provided to the System Integrator upon the initiation
of this particular phase.

8.12 Testing and Hosting


1. The SI shall conduct all tests as a part of standard Software Testing Life Cycle (STLC)
2. The SI shall facilitate UJVNL to conduct User Acceptance Testing and Infrastructure
Security
3. Once the system integration testing of the configured and customized solution has
been conducted successfully, load, scalability and stress testing would be conducted
prior to commissioning and Go-Live.
4. Testing tools , development and other Case tools required in different phases of the
project will be procured for UJVNL and shall be property of UJVNL
5. The SI shall host the ERP system at the facility (third party data centre) finalized by
UJVNL

8.13 Documentation of ERP Project


The SI must ensure that complete documentation of the ERP system is provided with
comprehensive user manuals, and adhere to standard methodologies in the project life cycle
as per ISO standard and/or CMM models. The following documents are the minimum
requirements:
1. Communication Plan listing all stakeholders in the project, defining their roles and
responsibilities
2. All Architecture documents, Design documents and, testing and deployment manuals
etc.
3. Quality Assurance Plan stating the planned actions to ensure satisfactory delivery
conforming to functional and technical requirements of ERP system.
4. Test Plan containing information on the software test environment to be used for
independent testing, the test cases to be performed, and the overall testing schedule.
This includes, schedule, resources, tools, procedures, environment definition, test
cases, and software test results.
5. Operations Manual providing instructions for installing the application, troubleshooting,
interpreting message logs, and FAQs (Frequently Asked Questions).
6. User Manual (online or downloadable content) providing detailed instructions in the
form of a narrative on how to use the application. In addition, it shall describe how to
access, submit inputs to, and interpret outputs from the application.

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7. A Data Dictionary listing out all the data elements and their interpretations shall be
prepared.
8. The SI shall maintain all documentation related to the ERP system including software
artefacts and database with adequate requirement traceability matrix and version
control.

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9. Data Digitization
This section details out the requirement of Data Digitization w.r.t. UJVNL’s requirements
1. Software for data entry: System Integrator has to suggest & bring the Software for
Data Entry based on the study on data entry to be carried out in UJVNL
2. Language of data entry: Hindi/English
3. Back-up responsibility: System Integrator (SI) would be responsible for the data
back-up and need to strategize the data backup plan with UJVNL
4. Bidder should take good care of all Government records and will be responsible for
security of the record from time of receipt to time of delivery.
5. Penalty for per record will be charged against the loss or damage of record.
6. The bidder should not accept illegible record. Non-readable record at the time of
returning of the data will be considered as damaged record.
7. Process to ensure Data integrity - Selected System Integrator is responsible for the
digitized data integrity; however individual department will be given the ownership.
8. The bidder should ensure 100% data accuracy.
9. Random checking will be conducted by the officer/agency appointed by UJVNL.
10. Autocorrect software and logics to be used
11. Place/Location of data entry: as directed by UJVNL Head Office. Bidder has to arrange
all necessary facilities not limited to electricity, power back up, water, cleaner,
computers & other hardware at its own to carry out the data digitization activity at
agreed location/site.
a) Manner in which the records would be handed over and taken back – as directed
by UJVNL
b) Infrastructure Facilities and the Hardware services required for effective data
digitization
12. The bidder has to deploy the required sets of workable set of computers and data entry
operators for completing the data entry assigned to them with in mentioned timeline.
13. Among all system there should be one server system
14. Data Digitisation work like scanning, data entry and data migration will be the sole
responsibility of the SI
15. The SI shall ensure that data migration is complete in all respects and the activities are
completed in time so that all the requirements of implementation are fulfilled. All
specifications that are needed to populate the data into the new ERP system need to
be defined by SI. SI shall develop the data migration templates and will carry out the
migration of legacy and new data elements to the ERP system. This shall include but
not limited to the following tasks :
a) Identification & development of the data upload/download programs with the
help of data migration tools
b) Creation of data extraction programs in the legacy systems to convert the data
into the format as required by ERP system

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c) Integration testing of the configured system using the populated master and
transaction data
d) Assistance in Checking data quality and Integrity

The following data need to be digitized as per requirement of UJVNL:

Data Entry: 2.5 Lakh Pages with 10 fields on each page

Data Scanning: 3 Lakh Pages (Legal Size)

Data Migration from Legacy System: 2 GB

However, the payment of Data Digitization shall be on actual basis.

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10. Training & Change Management Plan


UJVNL considers adequate training & change management as vital for the success of the
project. SI will be required to carry out all necessary steps in ensuring that training and change
management initiatives have been taken at appropriate phases of the project so that UJVNL
will be in a position to adopt and accept the ERP system.

Following activities are envisaged as part of training & change management aspect:

10.1 Training

1. SI will conduct training need assessment of UJVNL users. Training needs should be
continuously refined and reconfirmed with UJVNL users and implementation team as
per project progress and requirements
2. SI will prepare detailed training strategy, plan, training schedule and course material
based on training requirements during different phases of the project
3. Training needs to be carried out at corporate office and other locations as per
requirements and UJVNL’s approval. All Training charges like the training material (in
soft and hard copies in sufficient number) for trainees and boarding, lodging, travel
charges etc. for trainers shall be borne by SI.
4. Post training, SI will conduct a training assessment along with UJVNL to assess the
effectiveness of training. If the assessment is not satisfactory to UJVNL, SI will repeat
the training process.

10.1.1 Training Material


1. Industry standard / OEM recommended training tools / materials will be used by the
bidder
2. Adequate training materials such as training manual, practice guide, quick reference
guide will be provided by bidder in both hard copy and soft copy
3. Training material should cover subjects like ERP fundamentals, standard
functionalities, UJVNL relevant configured system, technical training, job / activity wise
training etc. as per agreed plan and requirements

10.1.2 Training Infrastructure


SI will not be responsible for providing training infrastructure viz. training hall, PCs, internet,
etc. All such infrastructure will be provided by UJVNL.

10.1.3 Training Location


Including but not limited to

1. Corporate Office, Dehradun


2. Dakpathar
3. Haridwar
4. Rishikesh
5. Chinyalisaur, Uttarkashi

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6. Khatima, U.S. Nagar


10.1.4 Training Types
Training will need to be carried out at the following levels at UJVNL by the System Integrator.
Following type of trainings are envisaged to be covered under the scope of this project,
however, SI will recommend the training level of trainee & no. of participants and batch size
based on the ERP user Licenses as required by UJVNL in this RFP
Sr. Training Type Participants No. Of
No. Participants
(Approx.)
1 ERP Overview UJVNL Management 50
2 ERP standard functionality UJVNL Business Users/ 35
Functional team and IT team
3 Configured ERP solution UJVNL Expert Users 15
(including
configuration aspects)
4 Role wise training/ End-user UJVNL ERP Users 500
training
5 Self Service functionality UJVNL ESS Users (all 35
employees who are going to
use the processes)
6 Technical Training UJVNL IT Team 15

10.2 Change Management

UJVNL considers that implementation of ERP will have significant impact on its business
processes and people. Effective change management activities will be required to ensure that
UJVNL employees are aware about the ERP project and the change in work practices. SI will
be required to carry out following activities as part of change management initiatives:
1. Prepare a detailed change management strategy and plan covering the entire life-cycle
of the project
2. Provide support to UJVNL in identifying change managers and change expert
3. Conduct change management workshops at corporate office and agreed locations
4. Identify process level changes and/or role level changes due to ERP implementation
and support UJVNL in conveying the same
5. Prepare change management related materials such as newsletters, booklets etc.

10.2.1 Change Management Plan


The SI shall devise, and roll out an effective and comprehensive Change Management Plan
spread over an appropriate period and in accordance with different stages of the project
lifecycle. It will be critical to assess issues that will have the highest impact on the change
management plan and manage them through appropriate interventions. Some of the
interventions proposed are listed below:
1. Help to make employees realize the benefits of the new system

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2. Identification and preparation of change agents (change champions) to deal with


change at local level
3. Rationalize and plan work schedule and workload including job re-assignment
4. Highlight the learning and growth opportunities in the new system
5. Highlight the ease of working in the new system with better technology and simpler
Processes

10.2.2 Responsibilities of Change Management Teams


The key responsibilities of Change Management Teams which include both System Integrator
and UJVNL would be as follows:
1. Assessing and building staff capability to implement change quickly and effectively
2. Preparing key officers and their direct reports to meet the challenges and opportunities
they will encounter as they implement new processes
3. Implement and monitor training plans
4. Helping to increase individual skills, and knowledge
5. Developing and implementing change communication plans
6. Facilitation to concerned staff for transition to new roles
7. Work towards minimizing employee resistance to re-engineered processes and new
organizational setup

10.2.3 Change Management Sessions


S. No Engagement Audience
1. Sensitisation & Awareness All employees of record keeper level and
Workshops above
2. Change Management 60 identified participants
Workshops
3. Leadership Workshops All functional and section heads (30 identified
participants)

10.2.4 Communication Strategy


The overall strategy of Communication during the change management process shall be to
ensure below:
1. Inform and involve users affected directly and indirectly, whose understanding is
required.
2. Develop awareness, ownership and understanding of all parties involved.
3. Distribute accurate information to eliminate inconsistent messages and errors.
4. Develop realistic expectations regarding impact and benefits.
5. Gain business ownership and support for the Program.
Communication strategy will follow simple rules:
1. Effective identification of communication methods.
2. Develop Simple and concise communication
3. Plan, execute and sustain the campaigns identified for each phase of the Program.
4. Deliver right information at right time to the right audience

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5. Ensure all stakeholders and Program teams understand the communication


methodology and support the change process.

10.2.5 Communication Strategy Delivery


S. No Engagement Audience
1. Need for a robust UJVNL Leadership and senior management
Communication Strategy (30 participants)
2. Communication Vehicles Quarterly Newsletter, Posters, Campaigns
and events (Design, create and publishing by
SI)

10.2.6 Assumptions & Dependencies


1. All workshops participants’ list shall be drawn up by the SI and shall be presented to
UJVNL for approval
2. SI shall prepare and present a detailed Training Plan detailing the sessions, schedules,
locations, and the time-table of the Change management/Training Workshops at least
a fortnight prior to training
3. SI shall make adequate arrangements in consultation and accordance with UJVNL to
inform the participants about such trainings at least a week in advance
4. All arrangements pertaining to venue, workshop infrastructure like LCD Projectors,
Computers, LAN/WAN/Dial-up connectivity (wherever required), whiteboards etc. shall
be arranged by UJVNL
5. SI to make all necessary travel, lodging and boarding arrangements of the
trainers/facilitators at no cost to UJVNL
6. SI shall mandatorily conduct the following in respect of all trainings:
a) Pre-workshop knowledge/skills assessment of the participants (duly approved
by UJVNL in advance)
b) Post-workshop knowledge/skills assessment of the participants (duly approved
by UJVNL in advance)
c) Participants’ feedback on workshop quality and relevance, effectiveness,
trainer effectiveness and training skills (duly approved by UJVNL in advance)
7. SI shall hold re-training sessions for all participants scoring less than 70% in the post
workshop assessment test at no additional cost to UJVNL
8. The SI shall consider a workshop successful if 80% of participants score at least 70%
in the post workshop assessment

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11. Deployment of SI Manpower


SI should ensure deployment of sufficient specialised and experienced manpower throughout
the project to complete the implementation & stabilisation of the System in time successfully.
At no stage, manpower (with requisite qualification and experience) shall be less than that
committed in the bid. Such manpower shall be maintained from start of the project up to
complete Go Live stage. The profile of manpower should be in line with requirement as below:

Profile of proposed project team

SI has to deploy specialised and trained manpower for the successful and timely completion
of the ERP implementation Project at UJVNL. It is therefore mandatory that the key personnel
in the team have the following minimum qualification and work experience.

1. One Project Manager


a) The Project Manager should have at least 2 ERP End-to-end implementation
experiences as a Project Manager, out of which, at least 1 ERP project
implementation should be in Govt. / PSU/ Power Sector in India. The CV of the
proposed Project Manager for UJVNL will be verified by UJVNL during the
project kick-off meeting.
2. Functional Consultants
a) SI should provide at least one Functional Consultants per function for UJVNL
(as listed below), each functional consultant having at least one ERP End-to-
end implementation experience:
i. Project Management
ii. Plant Operations & Maintenance
iii. Inventory and Asset Management
iv. Procurement Management
v. Commercial & Billing
vi. Human Resource Management, Payroll and Employee Self-Service
(ESS)
vii. Finance and Accounting
viii. Document Management System
ix. Business Intelligence (BI)
3. Technical Consultants
a) Apart, SI should provide technical consultants required for programming,
System & Database Administration, report writing, testing, data migration etc.
as required for the successful implementation of the project. Each technical
consultant should have at least 1 ERP implementation experience in the offered
product.

All the proposed manpower of the SI for the ERP implementation at UJVNL must be
mandatorily having a B.E. /B. Tech/ MCA/M Tech/ MBA/CA degree or equivalent degree in
relevant field. The bidder needs to submit detailed CV’s of each of the Consultants and Project
Manager of the proposed project team as per Form 10 of Annexure 1. Project team to be

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provided by the SI must be on their regular roll and SI shall certify the authenticity of their
regular employment.

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12. Project Implementation


This section will cover the following (but not limited to) activities:

1. Preparing a Detailed Implementation Plan in consultation with UJVNL


2. Carrying out the final testing of the configured solution and obtaining various approvals.
3. Documentation of the testing procedures and results obtained
4. Transferring the duly-tested configuration to the production environment
5. Installation of the software and handing over of Final Source-Code of Customized
Portion of Application to UJVNL
6. Data conversion / upload with due validation and checklists
7. Documentation of the data conversion / upload
8. Assistance in clearing the initial transactions
9. Development of the necessary MIS Reports
10. Implementation of necessary access security and data validation controls
11. Effective integration of the ERP Solution with other legacy applications (if any)
12. Necessary User / Technical Manuals
13. Full support to UJVNL for a period of 3 years after the stabilization acceptance

12.1 Operation & Maintenance


SI shall be responsible for Project implementation and correct & satisfactory functioning of the
ERP system. SI shall provide Post Go-Live Stabilization support to UJVNL to ensure the
efficient day-to-day functioning of the ERP system for a period of three (3) months from the
date of Go-Live. After Go-Live, at least three (3) functional consultants along with one Project
Manager having knowledge of main modules to be deployed as per requirement for hand
holding support at UJVNL. Also, four (4) technical consultants from technical areas like
Database administration, System administration, programming etc. shall also be placed at
UJVNL.

On successful completion of the Stabilization Period, the SI must extend Post Implementation
Support for a period of Three (3) years, which may be extended further on annual basis on
mutual agreement between SI & UJVNL. At minimum, five (5) Functional and Technical
Consultants per month to be deployed onsite at UJVNL during the AMC support period. All
the deployed consultants must be having an experience of at least 1 ERP project
implementation.

For smooth running of the system & day-to-day functioning it is of paramount importance that
adequate transfer of knowledge to the core team members of UJVNL takes place. Towards
this, the SI should mentor UJVNL core team members who will be responsible for doing any
configuration change independently. IP needs to take the responsibility of creating post-go-
live support strategy. The objective of this exercise is to ensure that UJVNL builds in-house
competencies to maintain the ERP solution in the long term without dependency on external
consultants.

The SI needs to provide the operational and maintenance support for the systems that are
implemented and being used before Go Live. The SI must provide a Centralized Helpdesk

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and Incident Management Support at UJVNL till the end of contractual period. During the
operations and maintenance phase, the System Integrator should:
1. Ensure that all necessary measures are taken for the smooth operation of the ERP
system
2. Ensure that persons from UJVNL support team are duly trained and prepared in a
progressive manner so as to operate the system on their own, with a view to eventually
takeover operations at the end of contractual term
3. Ensure that all necessary know-how is transferred to UJVNL support team in an
effective manner to facilitate a smooth transition. Performance metrics for the transition
will need to be agreed between the System Integrator and UJVNL

The table presented below is indicative of the level of support expected. It may be used as a
base and be fine-tuned to describe the kind of support that can be offered. System Integrator
must have the ability to comply with the following levels of support desired by UJVNL or
propose comparable alternatives if any.

Support stage Software Support (Application Software)


Availability Full support: 24 * 7 * 365
Initial Response Immediate telephonic response and support for usage related and
other minor problems. Dial-in support for corruption handling, minor
bug fix, etc. On-site support within 24 hours for major problems and
immediate support in case of emergency.
Major Repair Immediate on-site support for database recovery and data
synchronization after crash, performance tuning, etc. Bug fix or
update for all critical functions.
Guaranteed Solution provider/ System Integrator will provide all technical
Operations support necessary to meet all critical processing cycles
Training Follow-up training for major changes in system releases
Software & As part of on-going support, automatically upgrade the system on
Documentation any new releases and provide any updates of technical and
functional manuals
Post Full time support at UJVNL Offices
Implementation

12.2 Annual Technical Support


The ERP OEM shall provide ATS support and maintenance of the ERP package, tools,
accessories and any service provided as part of product solution for a period of four years
from the date of delivery of ERP licenses. During this period, the ATS shall include technical
and functional support and maintenance of the ERP system, RDBMS etc. which form the part
of the ERP product’s solution.

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The ATS contract should cover the services which the ERP product vendor provides normally
under Technical Support and shall include minimally the following support for ERP system,
RDBMS and all other standard software wherever applicable.
1. All product upgrades/ (patches and fixes)
2. User and technical support on a 24 * 7 basis for product related issues
3. Provide free upgrades, updates, fixes, upgrade scripts & patches of the ERP software
and tools to UJVNL within 30 working days of its release by the ERP product vendor.
4. Technical support for installation of any patch or product upgrades
5. Periodic site visits, if required.

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13. Role & Responsibilities


13.1 Role & Responsibilities of UJVNL
1. Make necessary support and personnel available to facilitate smooth implementation.
2. Facilitate interactions of SI with various stakeholders for understanding & capturing
interface/integration requirements.
3. Provide necessary paper documents and data required for system development and
legacy data migration
4. Provide support & personnel required for testing the system during Implementation,
User Acceptance, Go Live and the O&M period.
5. Provide necessary civil infrastructure i.e. conference room/training hall etc. to conduct
user training programs as mentioned in this RFP
6. Facilitating training programs to create necessary work culture transformation in order
to derive optimum benefits from the new system
7. Ensure timely approvals related to any requirement of authorization towards delivery
of normal scheduled services as required from SI as part of this project
8. Provide power requirements, general facility & infrastructure support, environmental
support systems, fire safety appliances & control measures in all locations other than
those explicitly stated as the SI’s responsibility.
9. Establish necessary processes and procedures and approval for entry of all operating
personnel of SI
10. Undertake site visits during the execution of the project in order to ensure that the
implementation is going on as per the requirements in the RFP and that the System
Integrator is discharging its responsibilities effectively
11. Monitoring of overall timelines, SLAs and calculation of penalties accordingly.
12. Ensuring the employees and other stakeholders attend the training programs as per
the schedule defined by the bidder and agreed upon by UJVNL After successful
deployment of solution component(s) at DC and DR, the commissioning certificate will
be given by UJVNL Officials.
13. UJVNL will form a Project Management Team (PMT) to monitor and control the
activities of Implementation of ERP Application by SI

13.2 Role & Responsibilities of System Integrator


1. Preparation of Detailed Project Plan in line with the overall plan provided in the RFP.
The same should be prepared in consultation with UJVNL
2. Meet the defined SLAs for the performance of the system.
3. Implementation of ERP System as per the requirements mentioned in this RFP
document
4. On-going maintenance support, upgrades and enhancements of the solution
5. Setting up and operations of centralized help desk as mentioned in this RFP document
and provide necessary support for the resolution of bugs, patches & upgrades of the
solution.

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6. Submit documents & deliverables as defined in the RFP


7. Ensure availability of other infrastructure components for conducting training programs
like training material, handouts etc.
8. Ensure training material for trainers to train the other users of UJVNL as mentioned in
this RFP.
9. Delivering training for UJVNL employees
10. Coordinate in recovery of data in case of failure of DC/DR
11. Data Digitization/Migration as mentioned in this RFP document.
12. During the maintenance phase the responsibility of overall system and version control
will continue to be vested with SI only and should not be outsourced.
13. Provide onsite handholding as mentioned in this RFP document
14. Coordination with Data Centre, Network Service Provider for smooth implementation
of ERP System
15. Regular backup of the solution data as per backup policy.
16. Generation of MIS reports as per the requirements of UJVNL
17. Generation of the report for the monitoring of SLAs.
18. Providing Help features on the Application Modules that can be used by users such as
Frequently Asked Questions (FAQ) etc. as mentioned in this RFP
19. Extract and provide RTI information pertaining to data available in ERP database
20. Any Other requirement to ensure smooth implementation & operations of ERP
Application

13.3 Role & Responsibilities of Consultant


1. Consultant’s personnel shall have experience in information technology and quality
control.
2. Consultant shall have specialists in the areas pertaining to software application,
change management and infrastructure management and shall be responsible for day
to day management and coordination, and operational activities.
3. Consultant will provide information and examples of good practice, and guide and
support the various entities involved on all aspects of project implementation. It also
includes, wherever required, efforts to build capacity of UJVNL.
4. Consultant has overall responsibility for the management of the project and is
accountable to UJVNL.
5. Overseeing and assisting the project implementation
6. Providing directions and guidance to System Integrator for project implementation
7. Coordinating with the relevant officers at various levels
8. Carrying out related tasks as may be reasonably requested by UJVNL
9. Help in laying down a set of guidelines, following accepted norms/best practices and
e-Governance standards, if not present already, for the testing and certification in all
aspects of project development and implementation covering software, hardware and
networking. This includes the processes relating to the design of systems and sub-
systems, coding, testing, business process

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10. Ensure that all relevant guidelines are being followed and to avoid large-scale
modifications pursuant to testing done after the application is fully developed.
11. Establish appropriate processes for notifying the SI of any deviations from the norms,
standards or guidelines at the earliest instance after noticing the same to enable them
to take corrective action.
12. Ensuring full knowledge and systematic application guidance to the System Integrator
in the initial stages and the testing and approval of the deliverables at the intermediate
stage and finally the monitoring and analysis of reports
13. Monitoring the Project Implementation Activities on day to day basis
14. Review the deliverables/documents submitted by SI and ensure its conformance to
standards
15. Monitoring of overall timelines, SLAs and calculation of penalties accordingly.

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14. Project Timelines & Deliverables


The overall implementation of the ERP system is envisaged to be completed in 15 Months.
The entire implementation would consist of ERP system Implementation to meet the
requirements of UJVNL. Implementation is expected to be completed within 15 months from
the date of signing of contract agreement with the SI which in no case will be later than 30
days from the date of issue of LOI after which LOI may be cancelled.

The SI is expected to follow the schedule as mentioned. Each of the milestones should be
accompanied with a presentation on the deliverables by the SI, related to that milestone. The
submission of deliverable will be considered complete only after the submission of the hard /
soft copy of the deliverable and the presentation by the SI.

The SI must submit a detailed schedule for the below mentioned milestones and deliverables
(but not limited to) that would be delivered during the course of the project implementation.
The table gives a set of high-level activities and corresponding deliverables expected, which
UJVNL envisions to be required as part of this project. The SI should use this list only as
guidelines in terms of expected deliverables. The SI is required to furnish detailed information
regarding each deliverables of every step of activities proposed during and after the
implementation of the project.

The “Date of Completion” as mentioned in the below table is the date by which the deliverable
shall be submitted to UJVNL.

Project Start Date = ST

Sr. Project Milestone Sub-Tasks/ Activities/ Timelines (in


Deliverables Weeks)
1. Award of Contract to ST
System Integrator
2. Inception Report a. Project Completion ST+2 Weeks
Schedule
b) Design Document Plan
c) Project Charter
d) Data Digitization/Migration
plan
e) Resource loading
Schedule
f) Training & Change
Management Plan
3. Preparation of Software a. Requirement Analysis ST+12 Weeks
Requirement Specification Design
(SRS) Document b. System Design Document
comprising of Finalized
customization
requirements & Module
Configuration Documents
c. System Requirement
Specifications

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Sr. Project Milestone Sub-Tasks/ Activities/ Timelines (in


Deliverables Weeks)
4. Design of DC, DR, Server Infrastructure Requirement ST + 16 Weeks
Sizing etc. Document including
Application Deployment Stack,
Data Centre SLA document,
Server Sizing, Storage Space,
any other requirement
5. Configuration + Development of all modules ST + 32 Weeks
Customization w.r.t. Functional requirement
Specifications
6. System & Integration Unit & Integration Testing of all ST + 36 Weeks
Testing Application Components

7. Commissioning of ERP Acceptance of DC & DR ST + 40 Weeks


application on DC hardware and software
Implementation report
8. UAT & Training UAT sign off and Training ST + 44 Weeks
completion certificate from
UJVN Ltd.
9. Data Data Digitization/ Migration ST + 48 Weeks
Digitization/Migration/Entry acceptance certificate
10. Roll out and Go Live Security Audit ST + 52 Weeks
Report/Certificate
11. Go Live Onsite Stabilization Acceptance ST + 64 Weeks
Support/Stabilization Report
Period

12. O&M Support Monthly monitoring & 3 Years after


Performance Report Completion of
successful Go Live
Support//Stabilization
Period

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SECTION V:
APPOINTMENT OF
SYSTEM INTEGRATOR

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15. Appointment of System Integrator (SI)


15.1 Award Criteria
1. UJVNL will award the Contract to the successful bidder for a period as specified in
Chapter 14 based on best evaluated bid.

15.2 Right to Accept/Reject Any Proposal or All Proposal(s)


1. UJVNL reserves the right to accept or reject any proposal, and to annul the tendering
process / Public procurement process and reject all proposals 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 the grounds for
UJVNL action.

15.3 Notification of Awards


1. Prior to the expiration of the validity period, UJVNL will notify the successful bidder in
writing or by fax or email, that its proposal has been accepted. In case the tendering
process / public procurement process has not been completed within the stipulated
period, UJVNL may like to request the bidders to extend the validity period of the bid.
2. The notification of award will constitute the formation of the contract. Upon the
successful bidder's furnishing of Performance Bank Guarantee, UJVNL will notify each
unsuccessful bidder and return their EMD

15.4 Contract Finalization & Award


1. UJVNL shall reserve the right to negotiate with the bidder(s) whose proposal has been
most responsive. On this basis, the draft contract agreement would be finalized for
award & signing.
2. UJVNL may also like to reduce or increase the quantity of any item in the Scope of
Work defined in the RFP. Accordingly, total contract value may change on the basis of
the rates defined in the financial proposal.

15.5 Performance Bank Guarantee


1. UJVNL will require the selected bidder to provide a Performance Bank Guarantee, at
the time of contract signing, for a value equivalent to 10% of the total cost of bid value.
The Performance Guarantee should be valid for a period of 180 days beyond the
stipulated period of project w.e.f. contract agreement signing date. The Performance
Guarantee shall be kept valid till completion of the project. The Performance
Guarantee shall contain a claim period of three months from the last date of validity.
The selected bidder shall be responsible for extending the validity date and claim
period of the Performance Guarantee as and when it is due on account of non-
completion of the project. In case the selected bidder fails to submit performance
guarantee within the stipulated time, UJVNL at its discretion may cancel the order
placed on the selected bidder without giving any notice. UJVNL shall invoke the
performance guarantee in case the selected bidder fails to discharge their contractual

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obligations during the period or UJVNL incurs any loss due to System Integrator’s
negligence in carrying out the project implementation as per the agreed terms &
conditions.

15.6 Signing of Contract


1. After UJVNL notifies the successful bidder that its proposal has been accepted, UJVNL
shall enter into a contract, incorporating all clauses, pre-bid clarifications and the
proposal of the bidder between UJVNL and the successful bidder. The Draft Contract
Agreement shall be prepared after finalization of most responsive bid.

15.7 Failure to Agree with Terms & Conditions of the RFP


1. Failure of the successful bidder to agree with the Draft Contract Agreement and Terms
& Conditions of the RFP shall constitute sufficient grounds for the annulment of the
award, in which event UJVNL may award the contract to the next best value bidder or
call for new proposals from the interested bidders.
2. In such a case, UJVNL shall invoke the EMD of the most responsive bidder.

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SECTION VI:
GENERAL CONDITIONS
OF CONTRACT

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16. General Conditions of the Contract


The terms and conditions pertaining to Master Service Agreement are described in this
section.

16.1 Definitions and Interpretation


16.1.1 Definitions
Terms and expressions used in this Agreement (including the Introduction) shall have the
meanings set out in Schedule I

16.1.2 Interpretation
1. References to Clauses, Sub-Clauses, Paragraphs, Schedules and Annexures are to
clauses, sub-clauses, paragraphs, schedules and annexures to this Agreement;
2. Use of any gender includes the other genders;
3. References to a ‘company’ shall be construed so as to include any company,
corporation or other body corporate, wherever and however incorporated or
established;
4. References to a ‘person’ shall be construed so as to include any individual, firm,
company, government, state or agency of a state, local or municipal authority or
government body or any joint venture, association or partnership (whether or not
having separate legal personality);
5. A reference to any statute or statutory provision shall be construed as a reference to
the same as it may have been, or may from time to time be, amended, modified or re-
enacted;
6. Any reference to a ‘day’ (including within the phrase ‘business day’) shall mean a
period of 24 hours running from midnight to midnight;
7. References to a ‘business day’ shall be construed as a reference to a day (other than
a Sunday) on which banks in the state of <<’State’>> are generally open for business;
8. References to times are to Indian Standard Time;
9. A reference to any other document referred to in this Agreement is a reference to that
other document as amended, varied, novated or supplemented at any time; and
10. All headings and titles are inserted for convenience only. They are to be ignored in the
interpretation of this Agreement.
11. “System Integrator (SI)” or “System Integrator (SI)” has been used for the same entity
i.e. bidder selected for the project.

16.1.3 Measurements and Arithmetic Conventions


All measurements and calculations shall be in the metric system and calculations done to 2
(two) decimal places, with the third digit of 5 (five) or above being rounded up and below 5
(five) being rounded down except in money calculations where such amounts shall be rounded

16.1.4 Ambiguities within Agreement


In case of ambiguities or discrepancies within this agreement, the following principles shall
apply:

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1. As between two Clauses of this Agreement, the provisions of a specific Clause relevant
to the issue under consideration shall prevail over those in a general Clause;
2. As between the provisions of this agreement and the Schedules/Annexures, the
Agreement shall prevail, save and except as expressly provided otherwise in the
Agreement or the Schedules/Annexures; and
3. As between any value written in numerals and that in words, the value in words shall
prevail.

16.1.5 Priority of documents


This Agreement, including its Schedules and Annexures, represents the entire agreement
between the Parties as noted in this Clause. If in the event of a dispute as to the interpretation
or meaning of this Agreement it should be necessary for the Parties to refer to documents
forming part of the bidding process leading to this Agreement, then such documents shall be
relied upon and interpreted in the following descending order of priority:
1. This Agreement along with the SLA agreement, Non-disclosure information,
Schedules and Annexures;
2. Request for Proposal and Addendum / Corrigendum to the Request for Proposal (if
any).
For the avoidance of doubt, it is expressly clarified that in the event of a conflict between this
Agreement, Annexures / Schedules or the contents of the RFP, the terms of this Agreement
shall prevail over the Annexures / Schedules and Annexures / Schedules shall prevail over
the contents and specifications of the RFP.

16.2 Scope of the Project


The roles and responsibilities of the Parties under this Agreement have been set out in detail
as Section IV - Chapter 13 of this RFP Document.
For the avoidance of doubt, it is expressly clarified that this Agreement shall govern the
provision of the contracted professional services under the SLA to UJVNL. It is anticipated
that new or renewal agreements may be undertaken by creating a separate SLA, with
schedules and annexures as required, under this Agreement for each additional engagement.

16.2.1 Scope of work


Detailed scope of work for the selected bidder is as mentioned in Section IV

16.3 Term and Duration of the Agreement


This Agreement shall come into effect on <<’Date’>> 20--- (hereinafter the ‘Effective Date’)
and shall continue till operation and maintenance completion date which shall be the date of
the completion of the operation and maintenance period.

16.4 Conditions Precedent & Effective Date


16.4.1 Provisions to take effect upon fulfilment of Conditions Precedent
Subject to express terms to the contrary, the rights and obligations under this Agreement shall
take effect only upon fulfilment of all the Conditions Precedent set out below. However,

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UJVNL may at any time at its sole discretion waive fully or partially any of the Conditions
Precedent for the System Integrator.

16.4.2 Conditions Precedent of the System Integrator


The System Integrator shall be required to fulfil the Conditions Precedent in which is as
follows:
1. To provide a Performance Security/Guarantee and other guarantees/ payments as and
when required to UJVNL and
2. To provide UJVNL, certified true copies of its constitutional documents and board
resolutions authorizing the execution, delivery and performance of this Agreement by
the System Integrator.

16.4.3 Conditions Precedent of UJVNL


UJVNL shall be required to fulfil the Conditions Precedent in which is as follows:
1. Handing over of site
2. Necessary clearances
3. Approval of the Project by a Competent Authority, etc.
For the avoidance of doubt, it is expressly clarified that the obligations of the Parties except
the financial obligations of UJVNL under this Agreement shall commence from the fulfilment
of the Conditions Precedent as set forth above.

16.4.4 Extension of time for fulfilment of Conditions Precedent


The Parties may, by mutual agreement extend the time for fulfilling the Conditions Precedent
and the Term of this Agreement.
For the avoidance of doubt, it is expressly clarified that any such extension of time shall be
subject to imposition of penalties on the System Integrator linked to the delay in fulfilling the
Conditions Precedent.

16.4.5 Non-fulfilment of the System Integrator’s Conditions Precedent


1. In the event that any of the Conditions Precedent of the System Integrator have not
been fulfilled within 15 days of signing of this Agreement and the same have not been
waived fully or partially by UJVNL , this Agreement shall cease to exist;
2. In the event that the Agreement fails to come into effect on account of non-fulfilment
of the System Integrator’s Conditions Precedent, UJVNL shall not be liable in any
manner whatsoever to the System Integrator and UJVNL shall forthwith forfeit the
Performance Guarantee.
3. In the event that possession of any of UJVNL facilities has been delivered to the
System Integrator prior to the fulfilment of the Conditions Precedent, upon the
termination of this Agreement such shall immediately revert to UJVNL, free and clear
from any encumbrances or claims.

16.5 Obligations under the SLA


1. The SLA shall be a separate contract in respect of this Agreement and shall be entered
into concurrently with this Agreement between UJVNL and System Integrator;

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2. In relation to any future SLA entered into between the Parties; each of the Parties shall
observe and perform the obligations set out herein.
3. Change of Control
a) In the event of a change of control of the System Integrator during the Term,
the System Integrator shall promptly notify UJVNL and/ of the same in the
format set out as Annexure 4 of this Agreement.
b) In the event that the net worth of the surviving entity is less than that of System
Integrator prior to the change of control, UJVNL may within 30 days of
becoming aware of such change in control, require a replacement of existing
Performance Guarantee furnished by the System Integrator from a guarantor
acceptable to UJVNL (which shall not be System Integrator or any of its
associated entities).
c) If such a guarantee is not furnished within 30 days of UJVNL requiring the
replacement, UJVNL may exercise its right to terminate the SLA and/ or this
Agreement within a further 30 days by written notice, to become effective as
specified in such notice.
d) Pursuant to termination, the effects of termination as set out in Clause 16.13 of
this Agreement shall follow.
For the avoidance of doubt, it is expressly clarified that the internal reorganization of
the System Integrator shall not be deemed an event of a change of control for purposes
of this Clause unless the surviving entity is of less net worth than the predecessor
entity.
4. Final testing and certification
The Project shall be governed by the mechanism of final acceptance testing and
certification to be put into place by UJVNL and System Integrator as under:
a) Final testing and certification criteria will lay down a set of guidelines following
internationally accepted norms and standards for testing and certification for all
aspects of project development and implementation covering ERP Application
including the processes relating to the design of solution architecture, design
of systems and sub- systems, coding, testing, business process description,
documentation, version control, change management, security, service
oriented architecture, performance in relation to compliance with SLA metrics,
interoperability, scalability, availability and compliance with all the technical and
functional requirements of the RFP and this Agreement;
b) Final testing and certification criteria will be finalized from the development
stage to ensure that the guidelines are being followed and to avoid large scale
modifications pursuant to testing done after the application is fully developed;
c) Final testing and certification criteria will consider conducting specific tests on
the software, security and all other aspects;
d) Final testing and certification criteria will establish appropriate processes for
notifying the System Integrator of any deviations from the norms, standards or

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guidelines at the earliest instance after taking cognizance of the same to enable
the System Integrator to take corrective action; etc.
5. The Parties shall each ensure that the range of the Services under the SLA shall not
be varied, reduced or increased except with the prior written agreement between
UJVNL and System Integrator in accordance with the Change Control Schedule set
out in Schedule II of this Agreement. Save for the express terms of the Terms of
Payment Schedule set out as Schedule VI of this Agreement, UJVNL and its users
may purchase any particular category of Services that may become necessary as per
the Change Control Schedule set out in Schedule II of this Agreement, without the
need to go for a separate procurement process.

16.6 Representations and Warranties


16.6.1 Representations and Warranties of the System Integrator
The System Integrator (SI) represents and warrants to UJVNL that:
1. It is duly organized and validly existing under the laws of India, and has full power and
authority to execute and perform its obligations under this Agreement and other
agreements and to carry out the transactions contemplated hereby;
2. It is a competent provider of a variety of information technology and business process
management services;
3. It has taken all necessary corporate and other actions under laws applicable to its
business to authorize the execution and delivery of this Agreement and to validly
exercise its rights and perform its obligations under this Agreement;
4. From the Effective Date, it will have the financial standing and capacity to undertake
the Project in accordance with the terms of this Agreement;
5. In providing the Services, it shall use reasonable endeavours not to cause any
unnecessary disruption to UJVNL's normal business operations
6. This Agreement has been duly executed by it and constitutes a legal, valid and binding
obligation, enforceable against it in accordance with the terms hereof, and its
obligations under this Agreement shall be legally valid, binding and enforceable
against it in accordance with the terms hereof;
7. The information furnished in the tender documents and as updated on or before the
date of this Agreement is to the best of its knowledge and belief true and accurate in
all material respects as at the date of this Agreement;
8. The execution, delivery and performance of this Agreement shall not conflict with,
result in the breach of, constitute a default by any of the terms of its Memorandum and
Articles of Association or any Applicable Laws or any covenant, contract, agreement,
arrangement, understanding, decree or order to which it is a party or by which it or any
of its properties or assets is bound or affected;
9. There are no material actions, suits, proceedings, or investigations pending or, to its
knowledge, threatened against it at law or in equity before any court or before any
other judicial, quasi-judicial or other authority, the outcome of which may result in the

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breach of this Agreement or which individually or in the aggregate may result in any
material impairment of its ability to perform any of its material obligations under this
Agreement;
10. It has no knowledge of any violation or default with respect to any order, writ, injunction
or decree of any court or any legally binding order of any Government Instrumentality
which may result in any Adverse Effect on its ability to perform its obligations under
this Agreement and no fact or circumstance exists which may give rise to such
proceedings that would adversely affect the performance of its obligations under this
Agreement;
11. It has complied with Applicable Laws in all material respects and has not been subject
to any fines, penalties, injunctive relief or any other civil or criminal liabilities which in
the aggregate have or may have an Adverse Effect on its ability to perform its
obligations under this Agreement;
12. No representation or warranty by it contained herein or in any other document
furnished by it to UJVNL in relation to the Required Consents contains or shall contain
any untrue or misleading statement of material fact or omits or shall omit to state a
material fact necessary to make such representation or warranty not misleading; and
13. No sums, in cash or kind, have been paid or shall be paid, by it or on its behalf, to any
person by way of fees, commission or otherwise for entering into this Agreement or for
influencing or attempting to influence any officer or employee of UJVNL in connection
therewith.

16.6.2 Representations and warranties of UJVNL


UJVNL represent and warrant to the SI that
1. It has full power and authority to execute, deliver and perform its obligations under this
Agreement and to carry out the transactions contemplated herein and that it has taken
all actions necessary to execute this Agreement, exercise its rights and perform its
obligations, under this Agreement and carry out the transactions contemplated hereby;
2. It has taken all necessary actions under Applicable Laws to authorize the execution,
delivery and performance of this Agreement and to validly exercise its rights and
perform its obligations under this Agreement;
3. It has the financial standing and capacity to perform its obligations under the
Agreement;
4. It is subject to the laws of India, and hereby expressly and irrevocably waives any
immunity in any jurisdiction in respect of this Agreement or matters arising thereunder
including any obligation, liability or responsibility hereunder;
5. This Agreement has been duly executed by it and constitutes a legal, valid and binding
obligation enforceable against it in accordance with the terms hereof and its obligations
under this Agreement shall be legally valid, binding and enforceable against it in
accordance with the terms thereof;
6. The execution, delivery and performance of this Agreement shall not conflict with,
result in the breach of, constitute a default under, or accelerate performance required

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by any of the Applicable Laws or any covenant, contract, agreement, arrangement,


understanding, decree or order to which it is a party or by which it or any of its
properties or assets is bound or affected;
7. There are no actions, suits or proceedings pending or, to its knowledge, threatened
against it at law or in equity before any court or before any other judicial, quasi-judicial
or other authority, the outcome of which may result in the default or breach of this
Agreement or which individually or in the aggregate may result in any material
impairment of its ability to perform its material (including any payment) obligations
under this Agreement;
8. It has no knowledge of any violation or default with respect to any order, writ, injunction
or any decree of any court or any legally binding order of any Government
Instrumentality which may result in any Adverse Effect on UJVNL ability to perform its
obligations under this Agreement and no fact or circumstance exists which may give
rise to such proceedings that would adversely affect the performance of its obligations
under this Agreement;
9. It has complied with Applicable Laws in all material respects;
10. All information provided by it in the RFP in connection with the Project is, to the best
of its knowledge and belief, true and accurate in all material respects; and
11. Upon the SI performing the covenants herein, it shall not at any time during the term
hereof, interfere with peaceful exercise of the rights and discharge of the obligations
by the SI, in accordance with this Agreement.

16.7 Obligations of UJVNL


Without prejudice to any other undertakings or obligations of UJVNL under this Agreement,
UJVNL shall perform the following:
1. To provide any support through personnel to test the system during the Term;
2. To provide any support through personnel and/or test data during development, rollout,
steady state operation, as well as, for any changes/enhancements in the system
whenever required due to scope change that may arise due to business, delivery or
statutory/regulatory reasons;
3. UJVNL shall provide the data (including in electronic form wherever available) to be
migrated.
4. To authorize the SI to interact for implementation of the Project with external entities.

16.8 Obligations of the System Integrator


1. It shall provide to UJVNL, the Deliverables as set out in Section IV, Chapter 14 of this
Agreement.
2. It shall perform the Services as set out in Section IV of this Agreement and in a good
and workmanlike manner commensurate with industry and technical standards which
are generally in effect for international projects and innovations pursuant thereon
similar to those contemplated by this Agreement, and so as to comply with the
applicable Service Levels set out with this Agreement.

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3. It shall ensure that the Services are being provided as per the Project Timelines set
out in Section IV, Chapter 14 to this Agreement.

16.9 Use of assets by the System Integrator


During the Term the SI shall:
1. Take all reasonable and proper care of the entire hardware and software, network or
any other information technology infrastructure components used for the Project and
other facilities leased / owned / operated by the SI exclusively in terms of ensuring their
usability for the delivery of the Services as per this Agreement (hereinafter the
“Assets”) in proportion to their use and control of such Assets; and
2. Keep all the tangible Assets in as good and serviceable condition (reasonable wear
and tear excepted) as at the date the SI takes control of and/or first uses the Assets
and during the entire Term of the Agreement.
3. Ensure that any instructions or manuals supplied by the manufacturer of the Assets for
use of the Assets and which are provided to the SI will be followed by the SI and any
person who will be responsible for the use of the Assets;
4. Take such steps as may be properly recommended by the manufacturer of the Assets
and notified to the SI or as may, in the reasonable opinion of the System Integrator, be
necessary to use the Assets in a safe manner;
5. Ensure that the Assets that are under the control of the SI, are kept suitably housed
and in conformity with Applicable Law;
6. Procure permission from UJVNL and any persons duly authorized by them to enter
any land or premises on which the Assets are for the time being sited so as to inspect
the same, subject to any reasonable third party requirements;
7. Not, knowingly or negligently use or permit any of the Assets to be used in
contravention of any statutory provisions or regulation or in any way contrary to
Applicable Law.

16.10 Access to UJVNL Locations


For so long as the SI provides services to UJVNL location, as the case may be, on a non-
permanent basis and to the extent necessary, UJVNL as the case may be shall, subject to
compliance by the SI with any safety and security guidelines which may be provided by UJVNL
as the case may be and notified to the SI in writing, provide the SI with:
1. Reasonable access, in the same manner granted to UJVNL employees, to UJVNL as
the case may be location twenty-four hours a day, seven days a week;
2. Reasonable work space, access to office equipment as mutually agreed and other
related support services in such location and at such other UJVNL as the case may be
location, if any, as may be reasonably necessary for the SI to perform its obligations
hereunder and under the SLA.
Access to locations, office equipment’s and services shall be made available to the SI on an
“as is, where is” basis by UJVNL as the case may be. The SI agrees to ensure that its

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employees, agents and contractors shall not use the location, services and equipment referred
to in RFP for the following purposes:
1. For the transmission of any material which is defamatory, offensive or abusive or of an
obscene or menacing character; or
2. In a manner which constitutes a violation or infringement of the rights of any person,
firm or company (including but not limited to rights of copyright or confidentiality).

16.11 Management Phase


16.11.1 Governance
1. The review and management process of this Agreement shall be carried out in
accordance with the Governance Schedule set out in Schedule V of this Agreement
and shall cover all the management aspects of the Project.

16.11.2 Security and Safety


1. The SI shall comply with the technical requirements of the relevant security, safety and
other requirements specified in the Information Technology Act or Telegraph Act
including the regulations issued by dept. of telecom (wherever applicable), as
specifically stated in the RFP and follow the industry standards related to safety and
security (including those as stated in the RFP), insofar as it applies to the provision of
the Services.
2. Each Party to the SLA/Agreement shall also comply with UJVNL or the Government of
India, and Government of Uttarakhand security standards and policies in force from
time to time at each location of which UJVNL make the SI aware in writing insofar as
the same apply to the provision of the Services.
3. The Parties to the SLA/Agreement shall use reasonable endeavours to report forthwith
in writing to each other all identified attempts (whether successful or not) by
unauthorized persons (including unauthorized persons who are employees of any
Party) either to gain access to or interfere with UJVNL as the case may be or any of
their nominees data, facilities or Confidential Information.
4. The SI shall upon reasonable request by UJVNL as the case may be participate in
regular meetings when safety and information technology security matters are
reviewed.
5. As per the provisions of the SLA or this Agreement, the SI shall promptly report in
writing to UJVNL, any act or omission which they are aware that could have an adverse
effect on the proper conduct of safety and information technology security at the
facilities of UJVNL as the case may be.

16.11.3 Cooperation
Except as otherwise provided elsewhere in this Agreement or the SLA, each Party to this
Agreement or to the SLA undertakes promptly to provide other Party with all such information
and co-operation which the Receiving Party reasonably requests, provided that such
information and co-operation:
1. Does not require material expenditure by the Providing Party to provide the same;

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2. Is reasonably required by the Receiving Party in order for it to comply with its
obligations under this Agreement or the SLA;
3. Cannot be construed to be Confidential Information; and
4. Is capable of being provided by the Providing Party.
Further, each Party agrees to co-operate with the contractors and subcontractors of the other
Party as reasonably requested in order to accomplish the purposes of this Agreement.

16.12 Financial Matters


16.12.1 Terms of Payment
1. In consideration of the Services and subject to the provisions of this Agreement and of
the SLA, UJVNL shall pay the SI for the Services rendered in pursuance of this
agreement, in accordance with the Terms of Payment Schedule set out as Schedule
VI of this Agreement.

16.12.2 Invoicing and Settlement


1. Subject to the specific terms of the SLA, the SI shall submit its invoices in accordance
with the following principles:
a) UJVNL shall be invoiced by the SI for the milestones/deliverables. Generally,
and unless otherwise agreed in writing between the Parties or expressly set
out in the SLA, the SI shall raise an invoice as per Schedule VI of this
Agreement; and
b) Any invoice presented in accordance with this Article shall be in a form agreed
with UJVNL.
2. The SI alone shall invoice all payments after receiving due approval from the
competent authority. Such invoices shall be accurate and all adjustments to or changes
in the terms of payment as stated in Schedule VI of this Agreement. The SI shall waive
any charge for a milestone /deliverables that is not invoiced within six months after the
end of the month in which the change relating to such milestones/deliverables is (i)
authorized or (ii) incurred, whichever is later.
3. Payment shall be made within 30 working days of the receipt of invoice along with
supporting documents (Approval of milestones/deliverables) by UJVNL subject to
penalties. The penalties are imposed on the vendor as per the SLA criteria specified
in the SLA along with liquidated damages.
4. UJVNL shall be entitled to delay or withhold payment of any invoice or part of it
delivered by the SI under Schedule VI of this Agreement where UJVNL
disputes/withholds such invoice or part of it provided that such dispute is bona fide.
The withheld amount shall be limited to that which is in dispute. The disputed / withheld
amount shall be settled in accordance with the escalation procedure as set out in
clause “”Governing law & dispute resolution” of this Agreement. Any exercise by
UJVNL under this Clause shall not entitle the SI to delay or withhold provision of the
milestones/deliverables.
5. UJVNL shall be entitled to delay or withhold part of the payment of any invoice which
is under a dispute. The withheld amount shall be limited to that which is the disputed
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amount. The disputed amount shall be referred to the escalation procedure as set out
in clause “”Governing law & dispute resolution” of this Agreement. Any exercise by
UJVNL under this Clause shall not entitle the SI to delay or withhold provision of the
Services.

16.12.3 Tax
1. UJVNL shall be responsible for withholding taxes from the amounts due and payable
to the SI wherever applicable. The SI shall pay for all other taxes in connection with
this Agreement, SLA, scope of work and any other engagement required to be
undertaken as a part of this Agreement, including, but not limited to, property, sales,
use, excise, value-added, goods and services, consumption and other similar taxes or
duties.
2. UJVNL shall provide SI with the original tax receipt of any withholding taxes paid by
UJVNL on payments under this Agreement. The SI agrees to reimburse and hold
UJVNL harmless from any deficiency including penalties and interest relating to taxes
that are its responsibility under this paragraph. For purposes of this Agreement, taxes
shall include taxes incurred on transactions between UJVNL and the SI.
3. If, after the date of this Agreement, there is any change of rate of levy under the existing
applicable laws of India with respect to taxes and duties, which are directly payable
by UJVNL for providing the services i.e. service tax or any such other applicable tax
from time to time, which increase or decreases the cost incurred by the SI in performing
the Services, then the remuneration and reimbursable expense otherwise payable
by/to UJVNL under this Agreement shall be increased or decreased accordingly by
correspondence between the Parties hereto, and corresponding adjustments shall be
made to the ceiling amounts specified in Schedule VI. However, in case of any new
or fresh tax or levy imposed after submission of the proposal the SI shall be entitled to
reimbursement on submission of proof of payment of such tax or levy.
4. The Parties shall cooperate to enable each Party to accurately determine its own tax
liability and to minimize such liability to the extent legally permissible. In connection
therewith, the Parties shall provide each other with the following:
a) Any resale certificates;
b) Any relevant information regarding out-of-state or use of materials, equipment
or services; and
c) Any direct pay permits, exemption certificates or information reasonably
requested by the other Party.

16.13 Termination
16.13.1 Termination at UJVNL’s Convenience
UJVNL may at any time terminate the Contract for any reason by giving the SI a notice of
termination. Upon receipt of such notice, the SI shall either immediately or upon the date
specified in the notice of termination
1. 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 UJVNL may specify in the
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notice of termination for the sole purpose of protecting that part of the ERP
implementation already executed, or any work required to leave the site in an
acceptable, clean and safe condition. In addition, the SI, subject to the payment
specified in Clause 16.13.1(2), shall
a) Deliver to UJVNL the parts of the ERP System implemented by the SI up to the
date of termination;
b) To the extent legally possible, assign to UJVNL all right, title, and benefit of the
SI to the ERP System as at the date of termination, and, as may be required
by UJVNL
c) Deliver to UJVNL all non-proprietary drawings, specifications, and other
documents prepared by the SI as of the date of termination in connection with
the ERP System.
In the event of termination of the Contract, UJVNL shall pay to the SI - The Contract Price,
properly attributable to the parts of the ERP implementation executed by the SI as of the
date of termination at the discretion of UJVNL

16.13.2 Material Breach


1. In the event that either Party believes that the other Party is in Material Breach of its
obligations under this Agreement, such aggrieved Party may terminate this Agreement
upon giving a one month’s notice for curing the Material Breach to the other Party. In
case the Material Breach continues, after the notice period, UJVNL or System
Integrator, as the case may be will have the option to terminate the Agreement. Any
notice served pursuant to this Clause shall give reasonable details of the Material
Breach, which could include the following events and the termination will become
effective:
d) If the SI is not able to deliver the services as per the scope of work/SLAs
defined in this RFP which translates into Material Breach, then UJVNL may
serve a 30 days written notice for curing this Material Breach. In case the
Material Breach continues, after the expiry of such notice period, UJVNL will
have the option to terminate this Agreement. Further, UJVNL may take such
action after affording a reasonable opportunity to the SI to explain the
circumstances leading to such a breach.
e) If there is a Material Breach by UJVNL which results in not providing support
for effecting data migration or not providing the certification of User
Acceptance, and / or failing to make payment of undisputed amount within 30
days from date of submission of invoice/approval of delivered milestone, then
the SI will give a one month’s notice for curing the Material Breach to UJVNL.
After the expiry of such notice period, the SI will have the option to terminate
the Agreement
2. UJVNL may by giving a one month’s written notice, terminate this Agreement if a
change of control of the SI has taken place. For the purposes of this Clause, in the
case of System Integrator, change of control shall mean the events stated in point no.

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3 of Clause 16.5, and such notice shall become effective at the end of the notice period
as set out in point no. 3 (c) of Clause 16.5.
3. In the event that SI undergoes such a change of control, UJVNL may, as an alternative
to termination, require a full Performance Guarantee for the obligations of SI by a
guarantor acceptable to UJVNL. If such a guarantee is not furnished within 30 days of
UJVNL’s demand, UJVNL may exercise its right to terminate this Agreement in
accordance with this Clause by giving 15 days further written notice to the System
Integrator.
4. The termination provisions set out in this Clause shall apply mutatis mutandis to the
SLA.

16.13.3 Effects of termination


1. In the event that UJVNL terminates this Agreement pursuant to failure on the part of
the SI to comply with the conditions as contained in this Clause and depending on the
event of default, Performance Guarantee furnished by SI may be forfeited.
2. Upon termination of this Agreement, the Parties will comply with the Exit Management
Schedule set out as Schedule III of this Agreement.
3. In the event that UJVNL or the SI terminates this Agreement, the compensation will be
decided in accordance with the Terms of Payment Schedule set out as Schedule VI of
this Agreement.

16.13.4 Termination of this Agreement due to bankruptcy of System Integrator


1. UJVNL may serve written notice on SI at any time to terminate this Agreement with
immediate effect in the event that the SI reporting an apprehension of bankruptcy to
UJVNL

16.14 Indemnification & Limitation of Liability


1. Subject to Clause 2 below, System Integrator (SI) (the "Indemnifying Party")
undertakes to indemnify UJVNL (the "Indemnified Party") from and against all Losses
on account of bodily injury, death or damage to tangible personal property arising in
favour of any person, corporation or other entity (including the Indemnified Party)
attributable to the Indemnifying Party's negligence or wilful default in performance or
non-performance under this Agreement. If the Indemnified Party promptly notifies
Indemnifying Party in writing of a third party claim against Indemnified Party that any
Service provided by the Indemnifying Party infringes a copyright, trade secret or
patents incorporated in India of any third party, Indemnifying Party will defend such
claim at its expense and will pay any costs or damages that may be finally awarded
against Indemnified Party. Indemnifying Party will not indemnify the Indemnified Party,
however, if the claim of infringement is caused by
a) Indemnified Party’s misuse or modification of the Service;
b) Indemnified Party’s failure to use corrections or enhancements made available
by the Indemnifying Party;

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c) Indemnified Party’s use of the Service in combination with any product or


information not owned or developed by Indemnifying Party;
d) Indemnified Party’s distribution, marketing or use for the benefit of third parties
of the Service; or
e) Information, direction, specification or materials provided by Indemnified Party
or any third party contracted to it.
If any Service is or likely to be held to be infringing, Indemnifying Party shall at its expense
and option either (i) procure the right for Indemnified Party to continue using it, (ii) replace it
with a non-infringing equivalent, (iii) modify it to make it non-infringing. The foregoing remedies
constitute Indemnified Party’s sole and exclusive remedies and Indemnifying Party’s entire
liability with respect to infringement.
2. The indemnities set out in Clause 1 shall be subject to the following conditions:
a) the Indemnified Party as promptly as practicable informs the Indemnifying Party
in writing of the claim or proceedings and provides all relevant evidence,
documentary or otherwise;
b) the Indemnified Party shall, at the cost of the Indemnifying Party, give the
Indemnifying Party all reasonable assistance in the Defence of such claim
including reasonable access to all relevant information, documentation and
personnel provided that the Indemnified Party may, at its sole cost and
expense, reasonably participate, through its attorneys or otherwise, in such
Defence;
c) if the Indemnifying Party does not assume full control over the Defence of a
claim as provided in this clause, the Indemnifying Party may participate in such
Defence at its sole cost and expense, and the Indemnified Party will have the
right to defend the claim in such manner as it may deem appropriate, and the
cost and expense of the Indemnified Party will be included in Losses;
d) the Indemnified Party shall not prejudice, pay or accept any proceedings or
claim, or compromise any proceedings or claim, without the written consent of
the Indemnifying Party;
e) all settlements of claims subject to indemnification under this Clause will:
a. be entered into only with the consent of the Indemnified Party, which
consent will not be unreasonably withheld and include an unconditional
release to the Indemnified Party from the claimant or plaintiff for all
liability in respect of such claim; and
b. include any appropriate confidentiality agreement prohibiting disclosure
of the terms of such settlement;
f) the Indemnified Party shall account to the Indemnifying Party for all awards,
settlements, damages and costs (if any) finally awarded in favour of the
Indemnified Party which are to be paid to it in connection with any such claim
or proceedings;

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g) the Indemnified Party shall take steps that the Indemnifying Party may
reasonably require to mitigate or reduce its loss as a result of such a claim or
proceedings;
h) in the event that the Indemnifying Party is obligated to indemnify an Indemnified
Party pursuant to this clause, the Indemnifying Party will, upon payment of such
indemnity in full, be subrogated to all rights and defences of the Indemnified
Party with respect to the claims to which such indemnification relates; and
i) if a Party makes a claim under the indemnity set out under point 1 of Clause
16.14 above in respect of any particular Loss or Losses, then that Party shall
not be entitled to make any further claim in respect of that Loss or Losses
(including any claim for damages).
3. The liability of SI (whether in contract, tort, negligence, strict liability in tort, by statute
or otherwise) for any claim in any manner related to this Agreement, including the work,
deliverables or Services covered by this Agreement, shall be the payment of direct
damages only which shall in no event in the aggregate exceed the amount specified
in the contract. The liability cap given under this Clause shall not be applicable to the
indemnification obligations set out in point no. 1 above and breach of Clause 16.11.2
and 16.16.
4. In no event shall either party be liable for any consequential, incidental, indirect, special
or punitive damage, loss or expenses (including but not limited to business interruption,
lost business, lost profits, or lost savings) nor for any third party claims (other than
those set-forth in point 1 above) even if it has been advised of their possible existence.
5. The allocations of liability in this clause represent the agreed and bargained-for
understanding of the parties and compensation for the Services reflects such
allocations. Each Party has a duty to mitigate the damages and any amounts payable
under an indemnity that would otherwise be recoverable from the other Party pursuant
to this Agreement by taking appropriate and commercially reasonable actions to
reduce or limit the amount of such damages or amounts.

16.15 Force Majeure


16.15.1 Definition of Force Majeure
1. The SI or UJVNL as the case may be, shall be entitled to suspend or excuse
performance of its respective obligations under this Agreement to the extent that such
performance is impeded by an event of force majeure (‘Force Majeure’).

16.15.2 Force Majeure Events


A Force Majeure event means any event or circumstance or a combination of events and
circumstances referred to in this Clause, which:
1. is beyond the reasonable control of the affected Party;
2. such Party could not have prevented or reasonably overcome with the exercise of
reasonable skill and care;
3. does not result from the negligence of such Party or the failure of such Party to perform
its obligations under this Agreement;
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4. is of an incapacitating nature and prevents or causes a delay or impediment in


performance; and
5. may be classified as all or any of the following events:
Such events include:
Non-Political Events
1. act of God, including earthquake, flood, inundation, landslide, exceptionally adverse
weather conditions, storm, tempest, hurricane, cyclone, lightning, thunder, volcanic
eruption, fire or other extreme atmospheric conditions;
2. radioactive contamination or ionizing radiation or biological contamination except as
may be attributable to the ‘System Integrator’s use of radiation or radio-activity or
biologically contaminating material;
3. strikes, lockouts, boycotts, labour disruptions or any other industrial disturbances as
the case may be not arising on account of the acts or omissions of the SI and which
affect the timely implementation and continued operation of the Project; or
4. Any event or circumstances of a nature analogous to any of the foregoing.
Political Events
1. Change in Law, other than any Change in Law for which relief is provided under this
Agreement;
2. expropriation or compulsory acquisition by UJVNL of any material assets or rights of
the System Integrator;
3. unlawful or unauthorised revocation of, or refusal by UJVNL, GoU, GoI or any of its
agencies to renew or grant any clearance or Required Consents required by the SI to
perform its obligations without valid cause, provided that such delay, modification,
denial, refusal or revocation did not result from the System Integrator’s inability or
failure to comply with any condition relating to grant, maintenance or renewal of such
Required Consents applied on a non-discriminatory basis;
4. any judgment or order of any court of competent jurisdiction or statutory authority in
India made against the SI in any proceedings for reasons other than failure of the SI
to comply with Applicable Laws or Required Consents or on account of breach thereof,
or of any contract, or enforcement of this Agreement or exercise of any of its rights
under this Agreement;
5. any requisition of the Project by any other authority; or
6. Any requisition of the Project by UJVNL.
7. For the avoidance of doubt, suspension of the Project in accordance with the
provisions of this Agreement shall not be considered a requisition for the purposes of
Force Majeure event.
Other Events
1. an act of war (whether declared or undeclared), hostilities, invasion, armed conflict or
act of foreign enemy, blockade, embargo, prolonged riot, insurrection, terrorist or
military action, civil commotion or politically motivated sabotage, for a continuous
period exceeding seven (7) days.

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For the avoidance of doubt, it is expressly clarified that the failure on the part of the SI under
this Agreement or the SLA to implement any disaster contingency planning and back-up and
other data safeguards in accordance with the terms of this Agreement or the SLA against
natural disaster, fire, sabotage or other similar occurrence shall not be deemed to be a Force
Majeure event. For the avoidance of doubt, it is further clarified that any negligence in
performance of Services which directly causes any breach of security like hacking aren’t the
forces of nature and hence wouldn’t be qualified under the definition of “Force Majeure”. In so
far as applicable to the performance of Services, Service Provider will be solely responsible
to complete the risk assessment and ensure implementation of adequate security hygiene,
best practices, processes and technology to prevent any breach of security and any resulting
liability therefrom (wherever applicable).

16.15.3 Notification procedure for Force Majeure


1. The affected Party shall notify the other Party of a Force Majeure event within seven
(7) days of occurrence of such event. If the other Party disputes the claim for relief
under Force Majeure it shall give the claiming Party written notice of such dispute
within thirty (30) days of such notice. Such dispute shall be dealt with in accordance
with the dispute resolution mechanism in accordance with Clause
2. Upon cessation of the situation which led the Party claiming Force Majeure, the
claiming Party shall within seven (7) days hereof notify the other Party in writing of the
cessation and the Parties shall as soon as practicable thereafter continue performance
of all obligations under this Agreement.

16.15.4 Allocation of costs arising out of Force Majeure


1. Upon the occurrence of any Force Majeure Event prior to the Effective Date, the
Parties shall bear their respective costs and no Party shall be required to pay to the
other Party any costs thereof.
2. Upon occurrence of a Force Majeure Event after the Effective Date, the costs incurred
and attributable to such event and directly relating to the Project (‘Force Majeure
Costs’) shall be allocated and paid as follows:
a) upon occurrence of a Non-Political Event, the Parties shall bear their respective
Force Majeure Costs and neither Party shall be required to pay to the other
Party any costs thereof.
b) Upon occurrence of an Other Event of Force Majeure, all Force Majeure Costs
attributable to such Other Event shall be borne by the SI.
c) For the avoidance of doubt, Force Majeure Costs may include interest
payments on debt, operation and maintenance expenses, any increase in the
cost of the Services on account of inflation and all other costs directly
attributable to the Force Majeure Event.
d) Save and except as expressly provided in this Clause, neither Party shall be
liable in any manner whatsoever to the other Party in respect of any loss,
damage, costs, expense, claims, demands and proceedings relating to or

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arising out of occurrence or existence of any Force Majeure Event or exercise


of any right pursuant hereof.

16.15.5 Consultation and duty to mitigate


1. Except as otherwise provided in this Clause, the affected Party shall, at its own cost,
take all steps reasonably required to remedy and mitigate the effects of the Force
Majeure event and restore its ability to perform its obligations under this Agreement as
soon as reasonably practicable. The Parties shall consult with each other to determine
the reasonable measures to be implemented to minimize the losses of each Party
resulting from the Force Majeure event. The affected Party shall keep the other Parties
informed of its efforts to remedy the effect of the Force Majeure event and shall make
reasonable efforts to mitigate such event on a continuous basis and shall provide
written notice of the resumption of performance hereunder.

16.16 Confidentiality
1. UJVNL shall allow the SI to review and utilize highly confidential public records and
the SI shall maintain the highest level of secrecy, confidentiality and privacy with regard
thereto.
2. Additionally, the SI shall keep confidential all the details and information with regard to
the Project, including systems, facilities, operations, management and maintenance of
the systems/facilities.
3. UJVNL shall retain all rights to prevent, stop and if required take the necessary punitive
action against the SI regarding any forbidden disclosure.
4. The SI shall ensure that all its employees and agents execute individual non-disclosure
agreements, which have been duly approved by UJVNL with respect to this Project.
For the avoidance of doubt, it is expressly clarified that the aforesaid provisions shall
not apply to the following information:
a) Information already available in the public domain;
b) Information which has been developed independently by the System Integrator;
c) Information which has been received from a third party who had the right to
disclose the aforesaid information;
d) Information which has been disclosed to the public pursuant to a court order.
5. To the extent the SI shares its confidential or proprietary information with UJVNL for
effective performance of the Services, the provisions of the points 1 to 3 of this clause
shall apply mutatis mutandis on UJVNL.

16.17 Audit, Access and Reporting


The SI shall allow access to UJVNL to all information which is in the possession or control of
the SI and which relates to the provision of the Services as set out in the Audit, Access and
Reporting Schedule and which is reasonably required by UJVNL to comply with the terms of
the Audit, Access and Reporting Schedule set out as Schedule IV of this Agreement.

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16.18 Intellectual Property Rights


1. Products and Fixes: All products and related solutions and fixes provided pursuant
to this work order shall be licensed according to the terms of the license agreement
packaged with or otherwise applicable to such product. SI would be responsible for
arranging any licenses associated with products. “Product” means any computer code,
web-based services, or materials comprising commercially released, pre-release or
beta products (whether licensed for a fee or no charge) and any derivatives of the
foregoing which are made available to UJVNL for license which is published by product
owner or its affiliates, or a third party. “Fixes” means product fixes that are either
released generally (such as commercial product service packs) or that are provided to
you when performing services (such as workarounds, patches, bug fixes, beta fixes
and beta builds) and any derivatives of the foregoing.
2. Bespoke Development: Subject to the provisions of point 3 & 4 of this Clause below,
upon payment, the IPR rights for any bespoke development done during the
implementation of the project will lie with UJVNL.
3. Pre-existing Work: All IPR including the source code and materials developed or
otherwise obtained independently of the efforts of a party under this Agreement
(“pre-existing work”) including any enhancement or modification thereto shall remain
the sole property of that party. During the performance of the services for this
agreement, each party grants to the other party a non-exclusive license to use,
reproduce and modify any of its pre-existing work provided to the other party solely for
the performance of such services for duration of the Term of this Agreement. Except
as may be otherwise explicitly agreed to in a statement of services, upon payment in
full, the SI should grant UJVNL a non-exclusive, perpetual, fully paid-up license to use
the pre-existing work in the form delivered to UJVNL as part of the service or
deliverables only for its internal business operations. Under such license, either of
parties will have no right to sell the pre-existing work of the other party to a Third Party.
UJVNL’s license to pre-existing work is conditioned upon its compliance with the terms
of this Agreement and the perpetual license applies solely to the pre-existing work that
bidder leaves with UJVNL at the conclusion of performance of the services.
4. Residuals: In no event shall SI be precluded from independently developing for itself,
or for others, anything, whether in tangible or non-tangible form, which is competitive
with, or similar to, the deliverables, set-out in this Agreement or Annexure. In addition,
subject to the confidentiality obligations, SI shall be free to use its general knowledge,
skills and experience, and any ideas, concepts, know-how, and techniques that are
acquired or used in the course of providing the Services.

16.19 Warranty
1. Standard: The SI warrants that the Project, including all the system(s) and other
Services provided, shall be free from any defect or deficiency in the material, design,
engineering, and performance/workmanship that prevent the Project and/or any of its
systems(s) from fulfilling the technical requirements or that limit in a material fashion

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the performance, reliability, or extensibility of the Project and/or any of its system(s) as
per the performance guarantee / warranty period. If during the warranty period any
defect or deficiency is found in the material, design and performance/workmanship of
the Project and other Services provided by the System Integrator (SI), the SI shall
promptly, in consultation and agreement with UJVNL, and at the System Integrator’s
sole cost repair, replace, or otherwise make good such default, defect or deficiency as
well as any damage to the Project caused by such default, defect or deficiency. Any
defective system that has been replaced by the SI shall remain the property of the
System Integrator. If the Project or any of its System 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 Project shall be extended by a period equal to the period
during which the Project or any of its system could not be used by UJVNL because of
such defect and/or making good of such default, defect or deficiency.
2. Implied Warranty: 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.
3. The SI shall have no liability in the case of breach of this warranty due to (i) use of the
deliverables on any environment (hardware or software) other than the environment
recommended or approved by the System Integrator, (ii) the combination, operation,
or use of some or all of the deliverables with information, software, specifications,
instructions, data, or materials not approved by the System Integrator; (iii) the
deliverables having been tampered with, altered or modified by UJVNL without the
written consent of the System Integrator, or (iv) use of the deliverables otherwise than
in terms of the relevant documentation.

16.20 Liquidated Damages


Time is the essence of the Agreement and the delivery dates are binding on the System
Integrator. In the event of delay or any gross negligence, for causes attributable to the System
Integrator, in meeting the deliverables, UJVNL shall be entitled at its option to recover from
the SI, liquidated damages, a sum of 0.5% of the contract price for every week of delay or part
of a week, subject to the maximum value of the Liquidated Damages being not more than 10
% of the Contract price. This right to claim any liquidated damages shall be without prejudice
to other rights and remedies available to UJVNL under the contract and law. However,
liquidated damages will not be claimed for the period of delay solely attributable to UJVNL.
These liquidated damages are applicable till the project go-live and stabilization period.

16.21 Insurance Cover


16.21.1 Obligation to maintain insurance
In connection with the provision of the Services, the System Integrator must have and maintain
at their own cost, adequate insurance against the risks for the coverage for agreement period
as specified below:

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1. Professional liability insurance to cover the employer against any loss suffered by the
employer due to the professional service provided by the System Integrator .
2. Workers' compensation insurance in respect of the Personnel of the System
Integrator, in accordance with the relevant provisions of the Applicable Laws of India,
as well as, with respect to such Personnel, any such life, health, accident, travel or
other insurance as may be appropriate.
3. Insurance against loss of or damage to (i) the System Integrator 's property used in
the performance of the Services and (ii) any documents prepared by the System
Integrator in the performance of the Services, by theft, fire or any natural calamity.

16.21.2 Certificates of currency


The SI must, on request by UJVNL, provide current relevant confirmation of insurance
documentation from its insurance brokers certifying that it has insurance as required by this
Clause. The SI agrees to replace any coverage prior to the date of expiry/cancellation.

16.21.3 Non-compliance
UJVNL may, at its election, terminate this Agreement upon the failure of System Integrator, or
notification of such failure, to maintain the required insurance coverage. Inadequate insurance
coverage for any reason shall not relieve SI of its obligations under this Agreement.

16.22 Miscellaneous
16.22.1 Personnel
1. The personnel assigned by SI to perform the Services shall be employees of SI and
under no circumstances shall such personnel be considered employees of UJVNL.
The SI shall have the sole responsibility for the supervision and control of the personnel
deployed in the Project and for payment of such personnel’s compensation, including
salary, withholding of income taxes and social security taxes, worker’s compensation,
employee and disability benefits and the like and shall be responsible for all obligations
of an employer subject to Applicable Law.
2. The SI shall use its best efforts to ensure that sufficient SI personnel are assigned to
perform the Services and such personnel have appropriate qualifications to perform
the Services. After discussion with System Integrator, UJVNL shall have the right to
require the removal or replacement of any SI personnel performing work under this
Agreement based on bona fide reasons. In the event that UJVNL requests that any SI
personnel be replaced, the substitution of such personnel shall be accomplished
pursuant to a mutually agreed upon schedule.
3. In the event that UJVNL and SI identify any personnel of SI as “Key Personnel”, then
the SI shall not remove such personnel from the Project without the prior written
consent of UJVNL unless such removal is the result of an unavoidable circumstance
including but not limited to resignation, termination, medical leave, etc.
4. Except as stated in this Clause, nothing in this Agreement or the SLA will limit the
ability of SI to freely assign or reassign its employees; provided that SI shall be
responsible, at its expense, for transferring all appropriate knowledge from personnel

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being replaced to their replacements. UJVNL shall have the right to review and
approve System Integrator’s plan for any such knowledge transfer. SI shall maintain
the same or higher standards for skills and professionalism among replacement
personnel as in personnel being replaced.
5. Each Party shall be responsible for the performance of all its obligations under this
Agreement or the SLA as the case may be and shall be liable for the acts and
omissions of its employees and agents in connection therewith.
6. Neither Party will solicit for employment or knowingly hire an employee of the other
Party with whom such Party has contact pursuant to project engagements under this
Agreement. This restriction shall not apply to employees of either Party responding to
advertisements in job fairs or news media circulated to the general public.

16.22.2 Independent Contractor


1. Nothing in this Agreement or the SLA shall be construed as establishing or implying
any partnership or joint venture between the Parties to this Agreement or the SLA and,
except as expressly stated in this Agreement or the SLA, nothing in this Agreement or
the SLA shall be deemed to constitute any Parties as the agent of any other Party or
authorizes either Party to:
a) incur any expenses on behalf of the other Party;
b) enter into any engagement or make any representation or warranty on behalf
of the other Party;
c) pledge the credit of or otherwise bind or oblige the other Party; or
d) Commit the other Party in any way whatsoever without in each case obtaining
the other Party’s prior written consent.

16.22.3 Assignment
1. All terms and provisions of this Agreement shall be binding on and shall inure to the
benefit of UJVNL and their respective successors and permitted assigns.
2. Subject to point 3 of Clause 16.5, the SI shall not be permitted to assign its rights and
obligations under this Agreement to any third party.
3. UJVNL may assign or novate all or any part of this Agreement and
Schedules/Annexures, and the SI shall be a party to such novation, to any third party
contracted to provide outsourced services to UJVNL or any of its nominees.

16.22.4 Trademarks, Publicity


1. Neither Party may use the trademarks of the other Party without the prior written
consent of the other Party except that SI may, upon completion, use the Project as a
reference for credential purpose. Except as required by law or the rules and regulations
of each stock exchange upon which the securities of one of the Parties is listed, neither
Party shall publish or permit to be published either alone or in conjunction with any
other person any press release, information, article, photograph, illustration or any
other material of whatever kind relating to this Agreement, the SLA or the business of
the Parties without prior reference to and approval in writing from the other Party, such

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approval not to be unreasonably withheld or delayed provided however that SI may


include UJVNL or its client lists for reference to third parties subject to the prior written
consent of UJVNL not to be unreasonably withheld or delayed. Such approval shall
apply to each specific case and relate only to that case.

16.22.5 Notices
1. Any notice or other document which may be given by either Party under this Agreement
or under the SLA shall be given in writing in person or by pre-paid recorded delivery
post, email or by facsimile transmission.
2. In relation to a notice given under this Agreement, any such notice or other document
shall be addressed to the other Party’s principal or registered office address.
3. In relation to a notice given under the MSA / SLA, a Party shall specify the Parties’
address for service of notices, any such notice to be copied to the Parties at the
addresses set out in this Clause
4. Any such notice or other document shall be deemed to have been given to the other
Party when delivered (if delivered in person) if delivered between the hours of 9.00 am
and 5.00 pm at the address of the other Party set forth above or if sent by fax, provided
the copy fax is accompanied by a confirmation of transmission, or on the next working
day thereafter if delivered outside such hours, and 7 days from the date of posting (if
by letter).
5. Either Party to this Agreement or to the SLA may change its address, telephone
number, facsimile number and nominated contact for notification purposes by giving
the other reasonable prior written notice of the new information and its effective date.

16.22.6 Variations and Further Assurance


1. No amendment, variation or other change to this Agreement or the SLA shall be valid
unless authorised in accordance with the change control procedure as set out in the
Change Control Schedule set out in Schedule II of this Agreement. Such amendment
shall be made in writing and signed by the duly authorised representatives of the
Parties to this Agreement or the SLA.
2. Each Party to this Agreement or the SLA agrees to enter into or execute, without
limitation, whatever other agreement, document, consent and waiver and to do all other
things which shall or may be reasonably required to complete and deliver the
obligations set out in this Agreement or the SLA.

16.22.7 Severability and Waiver


1. If any provision of this Agreement or the SLA, or any part thereof, shall be found by
any court or administrative body of competent jurisdiction to be illegal, invalid or
unenforceable the illegality, invalidity or unenforceability of such provision or part
provision shall not affect the other provisions of this Agreement or the SLA or the
remainder of the provisions in question which shall remain in full force and effect. The
relevant Parties shall negotiate in good faith in order to agree to substitute for any
illegal, invalid or unenforceable provision a valid and enforceable provision which

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achieves to the greatest extent possible the economic, legal and commercial
objectives of the illegal, invalid or unenforceable provision or part provision.
2. No failure to exercise or enforce and no delay in exercising or enforcing on the part of
either Party to this Agreement or the SLA of any right, remedy or provision of this
Agreement or the SLA shall operate as a waiver of such right, remedy or provision in
any future application nor shall any single or partial exercise or enforcement of any
right, remedy or provision preclude any other or further exercise or enforcement of
such right, remedy or provision or the exercise or enforcement of any other right,
remedy or provision.

16.22.8 Compliance with Applicable Law


1. Each Party to this Agreement accepts that its individual conduct shall at all times
comply with all laws, rules and regulations of government and other bodies having
jurisdiction over the area in which the Services are undertaken provided that changes
in such laws, rules and regulations which result in a change to the Services shall be
dealt with in accordance with the Change Control Schedule set out in Schedule II of
this Agreement.

16.22.9 Professional Fees


1. All expenses incurred by or on behalf of each Party to this Agreement and the SLA,
including all fees of agents, legal advisors, accountants and actuaries employed by
either of the Parties in connection with the negotiation, preparation and execution of
this Agreement or the SLA shall be borne solely by the Party which incurred them.

16.22.10 Ethics
1. The SI represents, warrants and covenants that it has given no commitments,
payments, gifts, kickbacks, lavish or expensive entertainment, or other things of value
to any employee or agent of UJVNL in connection with this agreement and
acknowledges that the giving of any such payment, gifts, entertainment, or other things
of value is strictly in violation of UJVNL standard policies and may result in cancellation
of this Agreement, or the SLA.

16.22.11 Entire Agreement


1. This Agreement and the SLA with all schedules & annexures appended thereto and
the contents and specifications of the RFP & its corrigendum’s constitute the entire
agreement between the Parties with respect to their subject matter, and as to all other
representations, understandings or agreements which are not fully expressed herein,
provided that nothing in this Clause shall be interpreted so as to exclude any liability
in respect of fraudulent misrepresentation.

16.22.12 Amendment
1. Any amendment to this Agreement shall be made in accordance with the Change
Control Schedule set out in Schedule II of this Agreement by mutual written consent of
all the Parties.

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16.23 Governing Law and Dispute Resolution


1. If the SI considers any record or ruling of the Engineer of Contract or of his
reprehensive in respect of any of the provisions of this contract to be unfair or considers
any work demanded from him by the Engineer of Contract to be outside the
requirements of the contract, he shall immediately, upon such record or ruling being
made or such work being demanded, ask in writing for written instructions or decisions
and on receipt whereof he shall proceed without delay to confirm to the record or ruling
or to perform the work demanded and within 15 days after the date of receipt of the
written instruction and decision he may file a written protest with the Engineer of
Contract stating clearly and in detail the basis of his objection. Except for such protests
or objections, as are made on record in the manner herein pacified, and within the time
limit stated, the records, ruling, instructions, or decision of the Engineer of Contract
shall be conclusive and binding on the SI. Instruction and/or decision of the Engineer
of Contract contained in letter transmitting drawings to the contractor shall be
considered as written instruction or decision, subject to protest or objections as herein
provided.
2. If the SI is dissatisfied with the final decision of the Engineer of Contract on the protest
or objection made by the SI in accordance with the procedure prescribed in clause (1)
the SI may within thirty (30) days after receiving notice of such decision give notice in
writing to the Engineer of Contract requiring that the matter be submitted to arbitration
and furnishing detailed particulars of the dispute or difference specifying clearly the
point at issue. If the SI fails to give such notice within the period of 30 days as stipulated
above the decision of the Engineer of Contract shall be conclusive and binding on the
contract.
3. Every dispute, difference of opinion or question, which may at any time arise between
the parties hereto or any person claiming under them touching or arising out or in
respect of this deed or the subject-matter thereof, shall be referred, only after fulfilling
the conditions laid down in (1) & (2) above for arbitration to the Managing Director,
UJVN Ltd. Or to any other person nominated by him in this behalf, and his decision in
writing shall be final binding and conclusive. This arbitration shall be conducted in
accordance with Arbitration & Conciliation Act 1996 and rules made there under and
any statutory modifications thereof.
4. The Sole Arbitrator shall make and publish the award within a period of eight (8)
months, (counted from the date of first meeting of the arbitrators). The above time limit
can be extended by the arbitrator with the consent of the parties for reasons to be
recorded in writing.
5. If after commencement of the Arbitrator proceedings, the parties agree to settle the
dispute mutually or refer the dispute to conciliation, the arbitrator shall put the
proceedings in abeyance until such period as requested by the parties. Where the
proceedings are put in abeyance or terminated on account of mutual settlement of
dispute by the parties, the fees payable to the arbitrators shall be determined as under:
a) 25% of the fees if the claimant has not submitted statement of claim.
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b) 50% of the fees if the award is pending.


Each party shall pay its share of arbitrator’s fees in stages as under:-
a) 25% of the fees on filing of reply to be statement of claims.
b) 25% of the fees on completion of evidence.
c) Balance 50% at the time when award is given to the parties. UJVN Limited shall
make all necessary arrangements for sole arbitrator’s travel, stay and the
expenses incurred shall be shared equally by the parties.
6. It is a term of the contract that the venue of Arbitration shall be at Dehradun. The Courts
at Dehradun and Hon’ble High Court of Uttarakhand, Nainital shall have exclusive
jurisdiction regarding the disputes engendered out of the Agreement. The Jurisdiction
of other Courts stands specifically ousted.
7. The Arbitrator(s) shall give reasoned and speaking award and strictly in accordance
with the terms of the contract. The award shall be final and binding on both the Parties.
a) It is a term of the contract that the party invoking the arbitration shall specify
the dispute or disputes to be referred to arbitration together with the amount or
amounts claimed in respect of each such dispute. It is provided as a term of
the contract that claim or claims preferred by a party for arbitration shall be
necessarily accompanied with 7% value of the claimed amount as Security
Deposit in the shape of Nationalized/Scheduled Bank’s fixed Deposit
Receipt duly Pledged in favour of the opposite party to the claim as applicable
on the date of preferring such claim or claims, otherwise such claim or claims
shall be inadmissible for any consideration by the Sole Arbitrator/Arbitral
Tribunal. It is further provided as a term of the contract that providing requisite
value of Security Deposit as given above shall not make the claimed amount
liable to be declared as awarded amount without the claim or claims being
decided by the Arbitrator/Arbitral Tribunal on merits in accordance with the
terms of the contract. Security Deposit submitted with the claims shall remain
in the safe custody of the Employer.
If the Arbitral award is final declared in favour of the party claiming the award,
the Security Deposit submitted with the arbitration claim shall be released to
the party after being adjusted against the awarded amount otherwise the
security deposit shall be forfeited in favour of the opposite party and the party
preferring the claim shall not have any lien of the Security Deposit submitted
with claim petition.
It is further provided that Bank Guarantee/ Indemnity Bond / Any other financial
instrument except the Nationalized/Scheduled Bank’s fixed deposit receipts
shall not be admissible in lieu of the above mentioned security deposit.
b) Work under the contract shall, if reasonably possible continue during the
Arbitration proceedings, and no payments due to or payable by the Nigam shall
be withheld on account of such proceedings.
c) It is a term of the contract that arbitrator shall be precluded from awarding pre-
reference (including the date of cause of action) and pendent elite interest.

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16.24 Non-disclosure of Confidential Information


1. This clause shall apply to all confidential and proprietary information disclosed by
Disclosing Party to the Receiving Party and other information which the disclosing
party identifies in writing or otherwise as confidential (“Confidential Information”). Such
Confidential Information consists of certain specifications, documents, software,
prototypes and/or technical information, and all copies and derivatives containing such
Information that may be disclosed to the Disclosing Party for and during the Business
Purpose, which a party considers proprietary or confidential.
2. Such Confidential Information may be in any form or medium, tangible or intangible,
and may be communicated/disclosed in writing, orally, or through visual observation
or by any other means to the Receiving Party.
3. Any information shared with SI by UJVNL in context to this project or otherwise shall
be considered as confidential and can be disclosed only by prior written permission of
UJVNL

IN WITNESS WHEREOF the Parties have by duly authorized


Representatives set their respective hands and seal on the date first above
Written in the presence of:
WITNESSES:
Signed by:
(Name and designation) For and on behalf of UJVNL
(FIRST PARTY)

Signed by:
(Name and designation)
System Integrator
(SECOND PARTY)

(Name and designation) For and on behalf of System Integrator


Signed by:

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Schedules
Schedule – I – Definitions

means material adverse effect on

(a) the ability of the SI to exercise any of its rights or


perform/discharge any of its duties/obligations under and in
Adverse Effect
accordance with the provisions of this Agreement and/or

(b) the legal validity, binding nature or enforceability of this


Agreement;

means this Master Services Agreement, Service Level Agreement


and Non-Disclosure of Information together with all sections,
Agreement/Contract
Annexures, Schedules and the contents and specifications of the
RFP;

means any statute, law, ordinance, notification, rule, regulation,


judgment, order, decree, bye-law, approval, directive, guideline,
policy, requirement or other governmental restriction or any similar
Applicable Law(s)
form of decision applicable to the relevant party and as may be in
effect on the date of the execution of this Agreement and during the
subsistence thereof, applicable to the Project;

Assets shall have the same meaning ascribed to it in Clause 16.1

means the software supplied, configured, customized, tested,


Software installed, commissioned along with associated documentation, and
tools deployed by the System Integrator;

Shall mean the working time for UJVNL users which is 10:00 AM to
Business Hours
5:00 PM.

Certificate(s) of Shall have the same meaning ascribed to it in point no. 4 of Clause
Compliance 16.5

means all information including UJVNL Data (whether in written,


oral, electronic or other format) which relates to the technical,
financial and business affairs, dealers, suppliers, products,
developments, operations, processes, data, trade secrets, design
Confidential rights, know-how, plans, budgets and personnel of each Party and
Information its affiliates which is disclosed to or otherwise learned by the other
Party in the course of or in connection with this Agreement
(including without limitation such information received during
negotiations, location visits and meetings in connection with this
Agreement);

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means, in relation to any business entity, the power of a person to


secure (i) by means of the holding of shares or the possession of
voting power in or in relation to that or any other business entity, or

(ii) by virtue of any powers conferred by the articles of association


Control or other document regulating that or any other business entity, that
the affairs of the first mentioned business entity are conducted in
accordance with that person’s wishes and in relation to a
partnership, means the right to a share of more than one half of the
assets, or of more than one half of the income, of the partnership;

means the products, infrastructure and services agreed to be


delivered by the SI in pursuance of the agreement as defined more
elaborately in the RFP, Implementation and the Maintenance
phases and includes all documents related to the user manual,
Deliverables
technical manual, design, process and operating manuals, service
mechanisms, policies and guidelines (such as security related, data
migration related), inter alia payment and/or process related etc.,
source code and all its modifications;

Proprietary
shall have the same meaning ascribed to it in Clause 16.18
Information

Effective Date shall have the same meaning ascribed to it in Clause 16.3.2;

means all proprietary data of the department generated out of


operations and transactions, documents all taxpayers data and
UJVNL Data related information including but not restricted to user data which
the SI obtains, possesses or processes in the context of providing
the Services to the users pursuant to this Agreement;

shall be conducted on completion of the following:

Final Acceptance UJVNL Data Centre operational, Deployment & operational


Test hardware and networking at requisite locations,

UAT of the overall integrated solution

Final Testing and


shall have the same meaning ascribed to it in point no. 4 of Clause
Certification
16.5
Agency

Force Majeure shall have the same meaning ascribed to it in Clause 16.15;

Force Majeure
shall have the same meaning ascribed to it in Clause 16..15.4
Costs

GoI means the Government of India;

GoU means the Government of Uttarakhand;

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Indemnifying Party shall have the same meaning ascribed to it in Clause 16.14;

Indemnified Party shall have the same meaning ascribed to it in Clause 16.14;

means all rights in written designs and copyrights, moral rights,


rights in databases and Bespoke Software / Pre-existing work
Intellectual
including its up-gradation systems and compilation rights (whether
Property Rights
or not any of these are registered and including application for
registration);

means a breach by either Party (UJVNL or System Integrator) of


any of its obligations under this Agreement which has or is likely to
Material Breach
have an Adverse Effect on the Project which such Party shall have
failed to cure;

Required shall have the same meaning ascribed to it in Chapter 14 of this


Deliverables document;

means UJVNL and SI for the purposes of this Agreement and


Parties
“Party” shall be interpreted accordingly;

Means the guarantee provided by a Nationalized/Scheduled Bank


in favour of the System Integrator. The amount of Performance
Performance
Security shall be 10% of the overall cost of the project. This
Guarantee
performance security shall be valid till six months after the
completion of the project

means the unavailability of the application services due to


maintenance activities such as configuration changes, upgradation
Planned Application
or changes to any supporting infrastructure wherein prior intimation
Downtime
(at least two working days in advance) of such planned outage shall
be given and approval sought from UJVNL as applicable;

means Project Implementation (Go Live) and Maintenance in terms


Project
of the Agreement;

Project means Project Implementation as per the testing standards and


Implementation acceptance criteria prescribed by UJVNL;

Project shall be from the Effective Date of the Agreement to the date of
Implementation final acceptance testing & certification as set out in point no. 4 of
Phase Clause 16.5 of this Agreement;

Project Timelines shall have the same meaning ascribed to in Chapter 14;

Providing Party shall have the same meaning ascribed to it in Clause 16.11.3;

Receiving Party shall have the same meaning ascribed to it in Clause 16.11.3;

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means any third party that UJVNL appoint to replace SI upon expiry
Replacement SI of the Term or termination of this Agreement to undertake the
Services or part thereof;

means the consents, waivers, clearances and licenses to use


UJVNL's Intellectual Property Rights, rights and other
Required Consents authorizations as may be required to be obtained for the software
and other items that UJVNL are required to make available to SI
pursuant to this Agreement;

means the services delivered to the Stakeholders of UJVNL,


employees of UJVNL, and to professionals, using the tangible and
Services intangible assets created, procured, installed, managed and
operated by the SI including the tools of information and
communications technology
means the level of service and other performance criteria which will
Service Level
apply to the Services delivered by the System Integrator;

SLA means the Performance and Maintenance SLA executed as part of


this Master Service Agreement;
Stakeholders as per Chapter 5.1 of this document

Term shall have the same meaning ascribed to it in Clause 16.3;

means systems (or any part thereof) in which the Intellectual


Third Party Property Rights are not owned by UJVNL or SI and to which SI has
Systems been granted a license to use and which are used in the provision
of Services

Unplanned means the total time for all the instances where services in the
Application software requirement specification document prepared by the SI
Downtime are not available for more than 5 consecutive minutes;

means the software application developed as a part of scope of


Application
work set out in Chapter 6 of this document

Means the time for which user/s is not able to access the
Application application. However, in calculating downtime, scheduled
Downtime downtime (for example, backup time, batch processing time, routine
maintenance time) would not be considered;

Warranty / AMC [Shall be 3 years from the date of successful completion of


Period Stabilization Period

Engineer Of-Contract shall means the Officer placing the order for
work to the Contractor. All notices, instructions, information and
Engineer of other communications given by the Contractor to the Employer
Contract under the Contract shall be given to the Engineer Of- Contract,
except as herein otherwise provided. The Engineer Of-Contract
shall represent and act for the Employer at all times during the
currency of the Contract. All notices, instructions, orders,

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certificates, approvals and all other communications under the


Contract except for work at site shall be given by the Engineer Of-
Contract, except as herein otherwise provided.

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Schedule – II – Change Control Schedule

This Schedule describes the procedure to be followed in the event of any proposed change to
the Master Service Agreement (“MSA”), Project Implementation Phase, SLA and Scope of
Work and Functional Requirement Specifications. Such change shall include, but shall not be
limited to, changes in the scope of services provided by the SI and changes to the terms of
payment as stated in the Terms of Payment Schedule.

UJVNL and SI recognize that frequent change is an inevitable part of delivering services and
that a significant element of this change can be accomplished by re-organizing processes and
responsibilities without a material effect on the cost. The SI will endeavour, wherever
reasonably practicable, to effect change without an increase in the terms of payment as stated
in the Terms of Payment Schedule and UJVNL will work with the SI to ensure that all changes
are discussed and managed in a constructive manner. This Change Control Schedule sets
out the provisions which will apply to all the changes to this agreement and other documents
except for the changes in SLAs for which a separate process has been laid out in Clause 11
of the SLA.

This Change Control Schedule sets out the provisions which will apply to changes to the MSA.

Change Management Process


Change Control Note ("CCN")
1. Change requests in respect of the MSA, the Project Implementation, the operation, the
SLA or Scope of work and Functional Requirement specifications will emanate from
the Parties' respective Project Manager who will be responsible for obtaining approval
for the change and who will act as its sponsor throughout the Change Control Process
and will complete Part A of the CCN attached as Annexure 4 hereto. CCNs will be
presented to the other Party's Project Manager who will acknowledge receipt by
signature of the CCN.
2. The SI and UJVNL, during the Project Implementation Phase and UJVNL during the
Operations and Management Phase and while preparing the CCN, shall consider the
change in the context of the following parameter, namely whether the change is
beyond the scope of Services including ancillary and concomitant services required
and as detailed in the RFP and is suggested and applicable only after the testing,
commissioning and certification of Project Implementation Phase as set out in this
Agreement.
3. It is hereby also clarified here that any change of control suggested beyond the value
of this Project will be considered as per the change control process. It is hereby
clarified that the variation in the value of the Project will be calculated on the basis of
bid value submitted by the SI and accepted by UJVNL or as decided and approved by
UJVNL. For arriving at the cost of the variation the payment terms and relevant rates
as specified in Annexure 2 shall apply.

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Quotation
1. The SI shall assess the CCN and complete Part B of the CCN, in completing the Part
B of the CCN the SI shall provide as a minimum:
a) a description of the change
b) a list of deliverables required for implementing the change;
c) a time table for implementation;
d) an estimate of any proposed change
e) any relevant acceptance criteria
f) an assessment of the value of the proposed change;
g) material evidence to prove that the proposed change is not already covered
within the Agreement and the scope of work
2. Prior to submission of the completed CCN to UJVNL, the Service Provider will
undertake its own internal review of the proposal and obtain all necessary internal
approvals. As a part of this internal review process, the SI shall consider the materiality
of the proposed change in the context of the MSA and the Project Implementation
affected by the change and the total effect that may arise from implementation of the
change.
Costs
1. Each Party shall be responsible for its own costs incurred in the quotation, preparation
of CCNs and in the completion of its obligations described in this process provided the
SI meets the obligations as set in the CCN. In the event the SI is unable to meet the
obligations as defined in the CCN then the cost of getting it done by third party will be
borne by the SI.
Obligations
1. The SI shall be obliged to implement any proposed changes once approval in
accordance with above provisions has been given, with effect from the date agreed for
implementation and within an agreed timeframe. SI will not be obligated to work on a
change until the parties agree in writing upon its scope, price and/or schedule impact.

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Schedule – III – Exit Management Schedule

1. Purpose
a) This Schedule sets out the provisions, which will apply on expiry or termination
of the MSA, the Project Implementation, Operation and Management SLA.
b) In the case of termination of the Project Implementation and/or Operation and
Management, the Parties shall agree at that time whether, and if so during what
period, the provisions of this Schedule shall apply.
c) The Parties shall ensure that their respective associated entities carry out their
respective obligations set out in this Exit Management Schedule.
2. Transfer of Assets
a) UJVNL shall be entitled to serve notice in writing on the SI at any time during
the exit management period as detailed hereinabove requiring the SI to provide
UJVNL with a complete and up to date list of the Assets within 30 days of such
notice. UJVNL shall then be entitled to serve notice in writing on the SI at any
time prior to the date that is 30 days prior to the end of the exit management
period requiring the SI to sell the Assets, if any, to be transferred to UJVNL at
book value as determined as of the date of such notice in accordance with the
provisions of relevant laws.
b) In case of contract being terminated by UJVNL, UJVNL reserves the right to
ask SI to continue running the project operations for a period of 6 months after
termination orders are issued.
c) Upon service of a notice under this clause, the following provisions shall apply:
a. in the event, if the Assets to be transferred are mortgaged to any
financial institutions by the SI, the SI shall ensure that all such liens and
liabilities have been cleared beyond doubt, prior to such transfer. All
documents regarding the discharge of such lien and liabilities shall be
furnished to UJVNL.
b. All risk in and title to the Assets to be transferred / to be purchased by
UJVNL pursuant to this clause shall be transferred to UJVNL, on the
last day of the exit management period.
c. UJVNL shall pay to the SI on the last day of the exit management period
such sum representing the Net Block (procurement price less
depreciation as per provisions of Companies Act) of the Assets to be
transferred as stated in the Terms of Payment Schedule.
d. Payment to the outgoing SI shall be made to the tune of last set of
completed services / deliverables, subject to SLA requirements.
e. The outgoing SI will pass on to UJVNL and/or to the Replacement SI,
the subsisting rights in any leased properties/ licensed products on
terms not less favourable to UJVNL/ Replacement SI, than that enjoyed
by the outgoing SI.
3. Cooperation and Provision of Information

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a) During the exit management period:


a. The SI will allow UJVNL access to information reasonably required to
define the then current mode of operation associated with the provision
of the services to enable UJVNL to assess the existing services being
delivered;
b. promptly on reasonable request by UJVNL, the SI shall provide access
to and copies of all information held or controlled by them which they
have prepared or maintained in accordance with this agreement relating
to any material aspect of the services (whether provided by the SI).
UJVNL shall be entitled to copy of all such information. Such information
shall include details pertaining to the services rendered and other
performance data. The SI shall permit UJVNL to have reasonable
access to its employees and facilities as reasonably required by UJVNL
to understand the methods of delivery of the services employed by the
SI and to assist appropriate knowledge transfer.
4. Confidential Information, Security and Data
a) The SI will promptly on the commencement of the exit management period
supply to UJVNL the following:
a. Documentation relating to Computerization Project’s Intellectual
Property Rights;
b. All current and updated data as is reasonably required for purposes of
UJVNL transitioning the services to its Replacement SI in a readily
available format nominated by UJVNL;
c. All other information (including but not limited to documents, records
and agreements) relating to the services reasonably necessary to
enable UJVNL, or its Replacement SI to carry out due diligence in order
to transition the provision of the Services to UJVNL, or its Replacement
SI (as the case may be).
b) Before the expiry of the exit management period, the SI shall deliver to UJVNL
all new or up-dated materials from the categories set out in Schedule above
and shall not retain any copies thereof, except that the SI shall be permitted to
retain one copy of such materials for archival purposes only.
c) Before the expiry of the exit management period, unless otherwise provided
under the MSA, UJVNL shall deliver to the SI all forms of SI confidential
information, which is in the possession or control of UJVNL or its users.
5. Employees
a) Promptly on reasonable request at any time during the exit management
period, the SI shall, subject to applicable laws, restraints and regulations
(including in particular those relating to privacy) provide to UJVNL a list of all
employees (with job titles) of the SI dedicated to providing the services at the
commencement of the exit management period.

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b) Where any national, regional law or regulation relating to the mandatory or


automatic transfer of the contracts of employment from the SI to UJVNL, or a
Replacement SI ("Transfer Regulation") applies to any or all of the employees
of the System Integrator, then the Parties shall comply with their respective
obligations under such Transfer Regulations.
6. Transfer of certain Agreements
a) On request by UJVNL, the SI shall effect such assignments, transfers, licences
and sub-licences as UJVNL may require in favour of UJVNL, or its
Replacement SI in relation to any equipment lease, maintenance or service
provision agreement between SI and third party lessors, vendors, and which
are related to the services and reasonably necessary for the carrying out of
replacement services by UJVNL or its Replacement System Integrator.
7. Rights of Access to Premises
a) At any time during the exit management period, where Assets are located at
the System Integrator's premises, the SI will be obliged to give reasonable
rights of access to (or, in the case of Assets located on a third party's premises,
procure reasonable rights of access to) UJVNL and/or any Replacement SI in
order to make an inventory of the Assets.
b) The SI shall also give UJVNL, or any Replacement SI right of reasonable
access to the SI’s premises and shall procure UJVNL and any Replacement SI
rights of access to relevant third party premises during the exit management
period and for such period of time following termination or expiry of the MSA
as is reasonably necessary to migrate the services to UJVNL, or a
Replacement System Integrator.
8. General Obligations of the System Integrator
a) The SI shall provide all such information as may reasonably be necessary to
effect as seamless a handover as practicable in the circumstances to UJVNL
or its Replacement SI and which the SI has in its possession or control at any
time during the exit management period.
b) The SI shall commit adequate resources to comply with its obligations under
this Exit Management Schedule.
9. Exit Management Plan
a) The SI shall provide UJVNL with a recommended exit management plan ("Exit
Management Plan") which shall deal with at least the following aspects of exit
management in relation to the MSA as a whole and in relation to the Project
Implementation, and the Operation and Maintenance of SLA.
a. A detailed program of the transfer process that could be used in
conjunction with a Replacement SI including details of the means to be
used to ensure continuing provision of the services throughout the
transfer process or until the cessation of the services and of the
management structure to be used during the transfer;

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b. (if applicable) proposed arrangements for the segregation of the


System Integrator's networks from the networks employed by UJVNL
and identification of specific security tasks necessary at termination;
c. Plans for provision of contingent support to UJVNL and Replacement
SI for a reasonable period after transfer.
b) The SI shall re-draft the Exit Management Plan annually thereafter to ensure
that it is kept relevant and up to date.
c) Each Exit Management Plan shall be presented by the SI to and approved by
UJVNL.
d) The terms of payment as stated in the Terms of Payment Schedule include the
costs of the SI complying with its obligations under this Schedule.
e) In the event of termination or expiry of MSA, and Project Implementation, each
Party shall comply with the Exit Management Plan.
f) During the exit management period, the SI shall use its best efforts to deliver
the services.
g) Payments during the Exit Management period shall be made in accordance
with the Terms of Payment Schedule.
h) This Exit Management plan shall be furnished in writing to UJVNL within 90
days from the Effective Date of this Agreement.

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Schedule – IV - Audit, Access and Reporting

1. Purpose
a) This Schedule details the audit, access and reporting rights and obligations of
UJVNL and the System Integrator
2. Audit Notice and Timing
a) As soon as reasonably practicable after the Effective Date, the Parties shall
use their best endeavours to agree to a timetable for routine audits during the
Project Implementation Phase and the Operation and Management Phase.
Such timetable during the Implementation Phase, UJVNL and thereafter during
the operation Phase, UJVNL shall conduct routine audits in accordance with
such agreed timetable and shall not be required to give the SI any further notice
of carrying out such audits.
b) UJVNL may conduct non-timetabled audits at his/ her own discretion if it
reasonably believes that such non-timetabled audits are necessary as a result
of an act of fraud by the System Integrator, a security violation, or breach of
confidentiality obligations by the System Integrator, provided that the
requirement for such an audit is notified in writing to the SI a reasonable period
time prior to the audit (taking into account the circumstances giving rise to the
reasonable belief) stating in a reasonable level of detail the reasons for the
requirement and the alleged facts on which the requirement is based. If the SI
considers that the non-timetabled audit was not appropriate, the matter shall
be referred to the escalation procedure as set out in the Governance Schedule.
c) The frequency of audits shall be a (maximum) half yearly, provided always that
UJVNL shall endeavour to conduct such audits with the lowest levels of
inconvenience and disturbance practicable being caused to the System
Integrator. Any such audit shall be conducted by with adequate notice of 2
weeks to the System Integrator.
d) UJVNL will ensure that any 3rd party agencies (except CAG) appointed to
conduct the audit will not be the competitor of SI and will be bound by
confidentiality obligations.
3. Access
a) The SI shall provide to UJVNL reasonable access to employees,
subcontractors, suppliers, agents and third party facilities as detailed in the
RFP, documents, records and systems reasonably required for audit and shall
provide all such persons with routine assistance in connection with the audits
and inspections. Director (operations)/ Steering committee shall have the right
to copy and retain copies of any relevant records. The SI shall make every
reasonable effort to co-operate with them.
4. Audit Rights
a) UJVNL shall have the right to audit and inspect suppliers, agents and third party
facilities (as detailed in the RFP), documents, records, procedures and systems

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relating to the provision of the services, but only to the extent that they relate
to the provision of the services, as shall be reasonably necessary to verify:
a. The security, integrity and availability of all data processed, held or
conveyed by the Partner on behalf of UJVNL and documentation
related thereto;
b. That the actual level of performance of the services is the same as
specified in the SLA;
c. That the SI has complied with the relevant technical standards, and has
adequate internal controls in place; and
d. The compliance of the SI with any other obligation under the MSA and
SLA.
e. Security audit and implementation audit of the system shall be done
once each year, the cost of which shall be borne by the System
Integrator.
f. For the avoidance of doubt the audit rights under this Schedule shall
not include access to the System Integrator's profit margins or
overheads, any confidential information relating to the System
Integrator employees, or (iii) minutes of its internal Board or Board
committee meetings including internal audit, or (iv) such other
information of commercial-in-confidence nature which are not relevant
to the Services associated with any obligation under the MSA.
5. Audit Rights of Suppliers
a) The SI shall use reasonable endeavours to achieve the same audit and access
provisions as defined in this Schedule with suppliers and agents who supply
labour, services, equipment or materials in respect of the services. The SI shall
inform UJVNL prior to concluding any sub-contract or supply agreement of any
failure to achieve the same rights of audit or access.
b) Reporting: The SI will provide quarterly reports to the Director (operations)/
Steering committee regarding any specific aspects of the Project and in context
of the audit and access information as required by UJVNL.
6. Action and Review
a) Any change or amendment to the systems and procedures of the System
Integrator, where applicable arising from the audit report shall be agreed within
thirty (30) calendar days from the submission of the said report.
b) Any discrepancies identified by any audit pursuant to this Schedule shall be
immediately notified to UJVNL and the SI Project Manager who shall determine
what action should be taken in respect of such discrepancies in accordance
with the terms of the MSA.
7. Terms of Payment
a) SI shall bear the cost of any audits and inspections. The terms of payment are
exclusive of any costs of the SI and the sub-contractor, for all reasonable
assistance and information provided under the MSA, the Project

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Implementation, Operation and Management SLA by the SI pursuant to this


Schedule.
8. Records & Information’s
a) For the purposes of audit in accordance with this Schedule, the SI shall
maintain true and accurate records in connection with the provision of the
services and the SI shall handover all the relevant records and documents upon
the termination or expiry of the MSA.

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Schedule – V – Governance Schedule

1. Purpose
a) The purpose of this Schedule is to:
 establish and maintain the formal and informal processes for managing
the relationship between UJVNL and the SI (including the outputs from
other Schedules to this Agreement;
 define the principles that both Parties wish to follow to ensure the
delivery of the Services;
 ensure the continued alignment of the interests of the Parties;
 ensure that the relationship is maintained at the correct level within each
Party;
 create the flexibility to revise and maintain the relationship and this
Agreement during the Term;
 set out the procedure for escalating disagreements; and
 Enable contract administration and performance management.

2. Governance Structure
a) Project Managers: The relationship under this Agreement will be managed by
the Project Managers appointed by each Party, who will provide the interface
between the executive management of the respective Parties.
b) Project Management Team (PMT): Within 7 days following the Effective Date,
UJVNL and the SI shall each appoint a Project Manager. In the event that either
Party wishes to substitute its Project Manager it will do so in manner in which
the original appointment is made and notify the other Party of such substitution
as soon as reasonably practicable but at the latest within 7 days of the
substitution.
c) The Project Managers shall have responsibility for maintaining the interface
and communication between the Parties.
d) The PMT will meet formally on a fortnightly / monthly / quarterly, as required,
basis at a time and location to be agreed between them. These meetings will
cover, as a minimum, the following agenda items: (i) consideration of Quarterly
Performance Reports; (ii) consideration of matters arising out of the Change
Control Schedule; (iii) issues escalated in accordance with the escalation
procedure as set out in the Governance Schedule; (iv) matters to be brought
before the PIU in accordance with the MSA and the Schedules; (v) any matter
brought before the PIU by the SI under this Article; and (vi) any other issue
which either Party wishes to add to the agenda.
e) In the event that there is any material factor which affects the delivery of the
Services or the terms of payment as stated in the Terms of Payment Schedule,
the Parties agree to discuss in the PIU any appropriate amendment to the
Agreement or any Service Level Agreements or Statement of Works including

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any variation to the terms of payment as stated in the Terms of Payment


Schedule. Any variation so agreed shall be implemented through the change
control procedure as set out in the Change Control Schedule.

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Schedule – VI – Payment Schedule

The successful bidder will sign a Service Level Agreement (SLA) with UJVNL covering all the
required services. The payment schedule and milestones are divided into two stages:
a) ERP License Stage
b) Implementation & Operations and Maintenance Stage

Sr. Project Activities Payment (%)


No.

Payment Milestone for offered ERP Application Licenses

1. Delivery & Receipt of ERP Product Licenses, operating software 50%


& latest RDBMS licenses
2. Successful installation of delivered licenses 50%

Sr. Project Activities Payment (%)


No.

Payment Milestone for Implementation Phase

1. Inception Report Approval 10%


2. Business Design including SRS Approval 10%
3. Infrastructure Report for DC & DRC Approval 10%

4. Successful completion of User Acceptance Test 10%

5. Successful completion of User Training & Change Management 10%


Sessions

6. Successful completion of Go Live Acceptance Test & issue of 10%


Acceptance certificate from UJVNL

7. Stabilization Acceptance 10%

Payment Milestone for O&M Phase

8. Twelve quarterly instalments over three (3) years from the 30%
“Stabilization Acceptance” date depending upon the quarterly
performance level assessed on the basis of SLAs defined in this
RFP

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Service Level Agreement

This SLA shall be between selected bidder and UJVNL.


1. Purpose of this Agreement
1. The purpose of this SLA is to clearly define the expected levels of service to be
provided by selected bidder to UJVNL during the entire duration of this contract or till
the amendment of SLA whichever is earlier.
2. The SLA is designed to:
a) Draw the attention of selected bidder and UJVNL to some aspects of
performance only when that aspect drops below an agreed upon threshold, or
target and leads to consequent defined action;
b) Define unambiguously the performance related expectations of performance
required of the selected bidder;
c) Assist UJVNL to ensure and control levels and performance of services
provided by selected bidder
2. Availability Management
1. Availability of IT system - High Availability is a key requirement of UJVNL as the
application will enable UJVNL officials to deliver the key activities related to Plant
Operations and support activities. The expected availability of IT system should be at
minimum 97% between 8 AM & 11 PM for all modules. For the duration between 11
PM & 8 AM, the expected availability of IT system should be at minimum 97% for Plant
Operations & Maintenance Management Systems while for other systems/ modules, it
should be at minimum 90%. The project must also be able to rebound or recover from
any planned or unplanned system downtime, ensuring a minimal impact on the
operations. The selected System Integrator should provide a single point of contact on
a 24*7 basis.
2. Availability will be measured on quarterly basis. Planned downtime will not be classified
as unavailability. Planned downtime where both main as well redundant systems are
not available for providing service will be limited to maximum of 48 Hours in a quarter.
The selected bidder should endeavour to take such downtimes only during weekends
or holidays preferably after End of Day (EoD). However duration of the maximum
allowable planned downtime time will be reviewed on yearly basis.
3. In case of any breach in the SLA a penalty amounting to maximum of 10% of the
Quarterly O&M charges shall be levied on the selected bidder.
3. Problem Notification & Resolution Times
Following service levels will be applicable to the selected bidder for handholding and
maintenance support:

Type of Metric Measure Threshold Expected Action /


Service Remarks

As per Delivery Initial Critical 1 Hour Initial review for Category,

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Type of Metric Measure Threshold Expected Action /


Service Remarks

Problem Response High 2 Hour Priority and whether the PR


Report has sufficient information to
Medium 4 Hour
(PR) understand the problem
Low 6 Hour
Assignment to respective
individual for analysis

Respond to initiator informing


of assignment for further
analysis
As per Delivery Complete Critical 4 Hour Detailed analysis of Problem
Problem Analysis / Report and provide, root
High 6 Hour
Report Resolution cause, potential risk / impact,
(PR) effort estimate for resolution
Medium 8 Hour and closing of the problem

Low 10 Hour

1. Threshold Definitions
a) Critical: Show-stopper application breakdown/crash. Has serious implications
on running the production server and has impacted all business critical process.
It has affected or may affect >50% of the user community or modules such as
Plant Operations & Maintenance, Finance Management, Commercial & Billing,
Payroll.
b) High: Serious degradation in the application performance. Has impacted
majority of the business process but able to continue the operations with the
system limitations. It may have serious implications on the data integrity. It has
affected or may affect, around 10% to 50% of the user community.
c) Medium: Moderate degradation in the application performance No implications
on the data integrity. Has no impact on the normal operations/day-to-day
working. It has affected or may affect, <10% of the user community.
d) Low: Applications are stable and has no impact on the day-to-day working. It
has affected or may affect a single user.
2. Penalties in case of failure to meet Service Levels
Following penalty shall be applicable to the selected bidder in case of failure to meet
provisions of Service Level Agreement (SLA) as provided in table above:
a) In case of problem categorized as “Critical”: UJVNL shall recover from the
selected bidder, a sum equivalent to 0.1% of the quarterly O&M prices for every
thirty (30) minutes of delay over and above the given threshold limit for each of
such incidents

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b) In case of problem categorized as “High”: UJVNL shall recover from the


selected bidder, a sum equivalent to 0.1% of the quarterly O&M prices for every
sixty (60) minutes of delay over and above the given threshold limit for each of
such incidents; and
c) In case of problem categorized as “Medium”: UJVNL shall recover from the
selected bidder, a sum equivalent to 0.1% of the quarterly O&M prices for every
one hundred and twenty (120) minutes of delay over and above the given
threshold limit for each of such incidents.
4. SLA Supervision
1. Reporting Procedures: The selected bidder’s representative will prepare and
distribute SLA performance reports in an agreed upon format by the 10th working day
of subsequent month of the reporting period. The reports will include “actual versus
target” SLA performance, a variance analysis and discussion of appropriate issues or
significant events. Performance reports will be distributed to the Nodal official from
UJVNL/Department of IT, if required
2. Monitoring and Auditing: UJVNL will review the performance of selected bidder
against the SLA parameters each month, or at any periodicity defined in the contract
document. The review / audit report will form basis of any action relating to imposing
penalty or breach of contract. Any such review / audit can be scheduled or
unscheduled. The results will be shared with the selected bidder as soon as possible.
UJVNL reserves the right to appoint a third-party auditor to validate the SLA
5. SLA Change Control
1. It is acknowledged that SLA may change as UJVNL’s business needs evolve over the
course of the contract period. As such, this document also defines the following
management procedures:
a) A process for negotiating changes to the SLA.
b) An issue management process for documenting and resolving particularly
difficult issues.
c) UJVNL and selected bidder management escalation process to be used in the
event that an issue is not being resolved in a timely manner.
2. Any changes to the levels of service provided during the term of this agreement will be
requested, documented and negotiated in good faith by both parties. Either party can
request a change. Changes will be documented as an addendum to SLA and
consequently the contract.
6. SLA Change Process
1. Both the parties may amend this SLA by mutual agreement in accordance.
2. Changes can be proposed by either party.
3. Normally the forum for negotiating SLA changes will be UJVNL’s monthly review
meetings.
7. Version Control

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1. All negotiated SLA changes will require changing the version control number. As
appropriate, minor changes may be accumulated for periodic release (e.g. every
quarter) or for release when a critical threshold of change has occurred.
8. Issue Management
1. This process provides an appropriate management structure for the orderly
consideration and resolution of business and operational issues in the event that quick
consensus is not reached between UJVNL and selected bidder. It is expected that this
pre-defined process will only be used on an exception basis if issues are not resolved
at lower management levels.
2. Issue Management Process
a) Either UJVNL or selected bidder may raise an issue by documenting the
business or technical problem, which presents a reasonably objective summary
of both points of view and identifies specific points of disagreement with
possible solutions.
b) UJVNL will determine which committee or executive level should logically be
involved in resolution.
c) A meeting or conference call may be conducted to resolve the issue in a timely
manner. The documented issues will be distributed to the participants at least
24 hours prior to the discussion if the issue is not an emergency requiring
immediate attention.
d) Management of UJVNL and selected bidder will develop a temporary, if
needed, and the permanent solution for the problem at hand. The selected
bidder will then communicate the resolution to all interested parties.
e) In the event a significant business issue is still unresolved, the arbitration
procedures described in the Contract will be used.
3. Issue Escalation Process
a) The purpose of this escalation process is to provide a quick and orderly method
of notifying both parties that an issue is not being successfully resolved at the
lowest possible management level. Implementing these procedures ensures
that UJVNL and selected bidder management are communicating at the
appropriate levels. Escalation should take place on an exception basis and only
if successful issue resolution cannot be achieved in a reasonable time frame.
b) All issues would be raised to the project management team, which is
completely responsible for the day to day aspects of the implementation. The
project management team shall classify the issues based on their severity level
and resolve them within appropriate timelines.
c) If project management team is unable to resolve an issue, the issue would be
escalated to the top management with options/ risks detailed for decision. Top
management will make decisions based on the options/ risks presented by the
IT team.

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d) In case one or both the parties are unsatisfied with the decision of the top
management of UJVNL, the dispute will be resolved as specified as per UJVNL
jurisdiction.
9. Risk and Cost Factor
In the event of termination of contract on the basis of non-performance by the selected bidder
as per SLA, selected bidder will be solely responsible for risk and cost factor thereon.
10. Breach of SLA
In case the selected bidder does not meet the service levels mentioned in this RFP for three
(3) continuous time-periods as specified in the relevant clause, UJVNL will treat it as a case
of breach of Service Level Agreement. The following steps will be taken in such a case:-
1. UJVNL issues a show cause notice to the selected bidder.
2. Selected bidder should reply to the notice within three working days.
3. If UJVNL authorities are not satisfied with the reply, UJVNL will initiate termination
process as per the contract.
11. Exclusions
The selected bidder will be exempted from any delays or slippages on SLA parameters arising
out of following reasons:-
1. Delay in execution due to delay (in approval, review etc.) from UJVNL’s side. Any such
delays will be notified in written to the IT Team
2. Force Majeure
3. The network links will be provided by a third party and the selected bidder will monitor
and report any problems on behalf of third party. If selected bidder notifies and UJVNL
approves that the delay or fault was due to the third party link services then such loss
will not be considered for tracking selected bidder’s SLA parameters (Also reduced
from total service time).

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Annexures
ANNEXURE 1: Technical Bid Template

The bidders are expected to respond to the RFP using the forms given in this section and all
documents supporting Technical Evaluation Criteria.

Technical Proposal shall comprise of following forms:

Forms to be used in Technical Proposal


1. Form 1: Undertaking on Total Responsibility
2. Form 2: Particulars of the Bidder
3. Form 3: Bank Guarantee for Earnest Money Deposit
4. Form 4: Compliance Sheet for Functional Requirement Specifications
5. Form 5: Letter of Proposal
6. Form 6: Project Citation Format
7. Form 7: Proposed Solution
8. Form 8: Proposed Work Plan
9. Form 9: Team Composition
10. Form 10: Curriculum Vitae (CV) of Key Personnel
11. Form 11: Deployment of Personnel
12. Form 12: Deviations
13. Form 13: Manufacturers Authorisation Form (MAF)
14. Form 14: Declaration on Source Code and Intellectual Property Rights
15. Form 15: Undertaking on Patent Rights
16. Form 16: Undertaking on Compliance and Sizing of Infrastructure
17. Form 17: Undertaking on Service Level Compliance
18. Form 18: Undertaking on Deliverables
19. Form 19: Undertaking on Support to Third Party Solution acceptance and certification
20. Form 20: Undertaking on Exit Management and Transition
21. Form 21: Declaration that the bidder has not been blacklisted
22. Form 22: Bid Validity on stamp paper of Rs. 100/-
23. Form 23: Correctness of bid on stamp paper of Rs. 10/-
24. Form 24: Power of Attorney on stamp paper of Rs. 100/-

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Form 1: Undertaking on Total Responsibility

No. Date:

To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Self certificate regarding Total Responsibility

This is to certify that we undertake total responsibility for the successful and defect free
operation of the proposed Project solution, as per the requirements of the RFP for
“Implementation of Enterprise Resource Planning System in UJVN Ltd.”

Thanking you,

Yours faithfully

(Signature of the Authorized signatory of the Bidding Organisation)


Name :
Designation :
Date :
Time :
Seal :
Business Address:

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Form 2: Particulars of the Bidder


SI Information Sought Details to be Furnished
No.
A Name and address of the
bidding Company
B Incorporation status of the firm
(public limited / private limited,
etc.)
C Year of Establishment
D Date of registration
E ROC Reference No.

F Details of company registration

G Details of registration with


appropriate authorities for
service tax
H Name,
Address,
email,
Phone nos. and Mobile
Number of Contact Person

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Form 3: Bank Guarantee for Earnest Money Deposit

BG No. ………………

Dated: ……………….

BANK GUARANTEE FOR EARNEST MONEY

{To be submitted with Part- I}

To,

UJVN Ltd.,
Dehradun
Sir

WHEREAS, …………………………… a Company incorporated under the Indian Companies


Act having its registered office at …………………………………………….. (Hereinafter called
the “Bidder”) has/have in response to your Tender against specification No………………….
for “Implementation of Enterprise Resource Planning System in UJVN Ltd.” as requested in
letter No. ………………….dated:……………….

AND WHEREAS the Bidder is required to furnish to you a Bank Guarantee for the sum
of Rs. 65,00,000/- (Rs Sixty Five Lacs only) as Earnest Money against the Bidder’s offer
as aforesaid AND WHEREAS We ………………Bank Ltd., have, at request of the Bidder,
agreed to give you this guarantee as hereinafter contained.

NOW THEREFORE, in consideration of the premises, we ……………… Bank having its


Registered office at …………………………………., the undersigned hereby covenant that the
aforesaid Proposal of the Bidder shall remain open for acceptance by you during the period of
validity as mentioned in the Proposal or any extension thereof as you and the Bidder may
subsequently agree and if the Bidder shall for any reason back out, whether expressly or
impliedly, from his said Tender during the period of its validity or any extension thereof as
aforesaid we hereby guarantee to you the payment of the sum of Rs. 65,00,000/- on demand
notwithstanding the existence of any dispute between UJVN Ltd., and the Bidder in this regard
and we hereby further agree as follows:-

a) That you may without affecting this guarantee grant time or other indulgence to or
negotiate further with the Bidder in regard to the conditions contained in the said Tender
document and thereby modify these conditions or add these to any further conditions as
may be mutually agreed upon between you and the Bidder.

b) That the guarantee herein before contained shall not be affected by any change in the
constitution of the Bidder.

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c) That this guarantee commences from the date thereof and shall remain in force till the
Bidder, if his proposal is accepted by you, furnishes the security as required under the
said specifications and executes a formal agreement as therein provided or till six months
after the period of validity or the extended period of validity, as the case may be, of the
Tender, whichever is earlier.

d) That the expressions ‘The Bidder’ and the ‘the Bank’ and ‘UJVN Ltd.’ Herein used shall,
unless such and interpretation is repugnant to the subject or context include their
respective successors and assigns.

e) That any account settled between you and the Bidder shall be conclusive evidence
against us of ` the amount due hereunder and shall not be questioned by us.

Notwithstanding anything contained herein above our liability under this guarantee is restricted
to Rs………../-(Indian Rupees only), and the guarantee shall remain in force up to
………………. (Claim period up to ……………..) Unless a claim or demand is received by us,
at ………….. BANK ………………………., in writing on or before …………… (Claim period up
to ……………..), all your rights under the said guarantee shall be forfeited and we shall be
released and discharged from all our liabilities there under.

For ………….. Bank

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Form 4: Compliance Sheet for Technical Proposal


Form 4A: Functional Requirement Specification

Sr. No. Functional Bidder’s Response Details if any


Requirement

1 S/C/TP

2 S/C/TP

3 S/C/TP

Note: Compliance should be given for each and every requirement for the modules as
mentioned in Functional Requirement Specifications Section of this RFP document.

S: Standard

C: Customization

TP: Third Party Solution

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Form 4B: Compliance to Technical Specifications

Guidelines for Filling Response of the bidder

Bidder shall fill up the response column with one of the four values described in the table
below:

Response Description

Compliant Requirement is provided in the base product.


Add-Ons This requirement is supported through additional tool(s). Please
mention whether the additional tool(s) is part of solution
Future The product does not support the requirement but it will be
available within next 12 months.

The bidder needs to submit descriptive response wherever asked for. Bidder can use
“comment” column to furnish additional remarks, if any.

Questionnaire:

Requirement Question Response Comment /


ID Explanation
(if required)
1 General

i Whether the ERP product offered is an


industry standard application?
ii Whether the product is offered with latest
supported version of Data Base at back end?
iii Can the solution be customized to meet the
requirement of UJVNL?
iv Does the offered solution operate as single
instance for the complete solution?
v Does the offered solution provide facility such
that each of the end users can enter data in
the field (on laptop, palmtop, Mobile) and
synchronize it with main database
vi Does the System have capability for setting up
events that can trigger the application to
execute pre-set action to send alert on SMS,
EMAIL, and FAX etc.?
vii Does the solution work seamlessly on Leased
Link, Optical Fibre, and VSAT SCPC /TDMA
link?
viii Can the system be integrated with existing
Enterprise Wide Security Infrastructure?

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ix Does the offered system include tools for


management of application, Database
backup, & recovery, and performance tuning?
x Does the offered Solution include
implementation tool for Process Mapping,
Implementation, Configuration, Design and
Development Tools, Tools for debugging,
Auditing function and Load Testing?
xi Does the offered system have standard
methodology, tools and techniques for
upgrades?
xii Does the Solution support standard client
operating systems including Windows XP and
above, Macintosh OS, Linux etc.?
xiii Does the solution provide facility for taking
a) Hot
b) Cold backups?
xiv Does the system have in-built Knowledge
Management system to share information
regarding best practices, recurrence of
problems etc.?
xv Does the system support Unicode for multiple
language support?
xvi Does the System provide support for in-built
imaging library for OCR, IMR, MICR etc.?
xvii Does the system provide facility for directly
scanning into document repository?
xviii Is the system based on Single Unified data
model and capable of capturing data, already
entered into the computer so as to ensure
integrity of data?
xix Does the system provide safeguards to
prevent damage to data from operator errors,
simultaneous updating, and module
unavailability or system failures?
xx Does the system have capability to archive
data based on user specified parameters (i.e.
data range etc.) and restore archival data for
on-line use?
xxi Does the system support adequate
localization to handle specific requirements of
Regulatory Indian Laws (Central and State),
tax and duty legislation and other regulations?
xxii Does the system support real-time data
update among different modules?

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xxiii Does the system provide input forms and


reports in localized legal language i.e. Hindi
etc.?
2 Architecture

i Does the system provide web based interface


for client access?
ii Is the application built on
a)J2EE open standards
b) Dot Net framework 2.0 or later version?
iii Is the solution capable of using web
integration technology?
iv Is the solution based on N-tier architecture
and able to run on industry standard
application servers?
v Does the solution architecture provide end to
end horizontal and vertical scalability?
vi Does the product support Service Oriented
Architecture Framework and provide
integration up to Business process level?
vii Do the system modules share the same
master files?
viii Does the system have controls to ensure the
same transaction is not processed twice? e.g.
issue of items to a work order etc.
ix Does the System support XML1.0, SOAP
1.1 &1.2,Web Services Definition Language
1.1 and above, Universal Description
Discovery and Integration Version 1.0
standards?
x Is the system compatible with major operating
systems (UNIX/LINUX/ Windows) and
hardware platform (SUN/IBM/HP Servers)?
3 Integration

i Does the product have capabilities for


seamless integration with following systems?
a SCADA systems

b Real time sensors for condition monitoring

c Bar Code Reader and RFID

Ii Does the System provide all the modules


required for integration with SCADA system?
iii Can the system import and export data to/from
Project management software like Microsoft
Project, Primavera etc.?

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iv Does the system have feature of Exchanging


Data through flat file, ODBC, XML, XBRI etc.?
v Does the system have provision for storing
and viewing .dwg without AutoCAD license?
vi Does the system provide User exits, API and
adapters for integration with legacy system?
vii Can the system be integrated with the LDAP
system?
viii Does the system provide generic templates for
data entry and uploading?
Ix Does the system ensure single point of entry
for any data?
4 Security

i Does the offered system have encryption


capabilities?
ii Can Public Key Infrastructure and Digital
Certificate be operationalized with the system
if required?
iii Can the system ensure confidentiality and
non-repudiation in work flow operation and
document transfer?
iv Does the system provide facility for defining
policy for password ageing, limited authorised
log-in attempts etc.?
v Will system logout automatically if there are no
keystrokes for user-defined time?
vi Is the idle log out time configurable?

vii Does System support SSL, X.509, HTTP 1.0


&1.1, SNMP 2.0 standards?
viii Does the system support 56 bit and 128 bit
encryption?
5 Access Control and Auditing Features

i Can the system provide role based access to


different modules or sub-modules?
ii Can the system provide location wise access
to user?
iii Does the system provide function wise Access
control e.g. No Work requisition for person
with role as store keeper?
iv Can the system be configured to provide
complete audit trail of transactions by User
Login, IP Address with time stamp?
v Can the system be configured to keep audit
trail of the system?

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vi Does the system have Field level, screen level


and menu level access control?
vii Does the system provide date and time of all
transaction with details of creation, read,
change/ update, delete or print?
viii Does the system provide facility for restricting
access at different levels of data, file, program,
module, screen, record, field database table,
row or column?
6 Document Management

i Is Document Management System fully


integrating with the offered ERP solution and
can seamlessly talk to all major business
processes like Designing, Planning,
Workflows, Projects, and Asset Management
etc.?
ii Can the system Maintain a central repository
of maintenance documents to be attached to
work orders, assets and/or operations?
iii Does the application provide for secure
storage and retrieval of documents based on
authorizations defined at the document level?
iv Can the system maintain document
description?
v Does the system have provision for Storage of
Spreadsheets, Word documents, PDF files,
OLE objects etc.?
vi Can a document be assigned to one or more
locational entity?
vii Does the system allow documents to be
shared?
viii Can Document’s effective dates (To-From) be
defined?
ix Does the system support Automated and
Manual version control with a record of
change history and status?
x Does the system support check in/check out
of the document?
xi Does the system have capability to attach
documents with Master / Transactions which
can be referred later on?
xii Does the system provide facility for different
type of workflow on the documents?
xiii Does the System provide for sequential and
parallel review of various documents with
status control?

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xiv Does the system provide the facility to search


documents based on various search criteria?
xv Does the system provide facility for tracking an
e document?
xvi Does the system provide facility for indexing of
document?
xvii Does the system provide facility of concurrent
working on Auto CAD drawings and PDF
document?
xviii Does the system provide facility of Reports
and Analysis on Document status?
7 Business Intelligence

i Does the solution provide the technology


to build a business semantic layer that
translates data source technology terms to
business terms to enable business users to
define information requirements without the
need to understand the underlying data
source technology?
ii Can the business semantic layer integrate
to both relational database as well as OLAP
server data sources?
iii Can the business semantic layer be used by
business users to build reports and
dashboards via the web browser without any
help from IT?
iv Can the business semantic layer be used by
business users to extract or refresh
information directly from within the MS Office
application (Excel, PowerPoint and Word)
without the need to export from another
existing report?
v Can the business semantic layer be published
as a secured web service to be openly
consumed by external applications?
vi Can the business semantic layer be integrated
into the metadata management application to
provide both users and administrator
information about where data comes from,
how its changes will impact both the reports
and users?
vii Can business terms, business hierarchies,
formulas and relationships be defined into the
business semantic layer within a single
designer graphical user interface?

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viii Can users leverage on the web browser to be


able to perform ad-hoc queries and analysis
online via the internet/intranet?
ix Is the solution able to connect to the OLAP
cubes like MS-SQL, DB2, Oracle, Hyperion &
SAS etc.?
x Can users perform pivoting to change the
permutation of any graph or table to view
information in various perspectives during the
course of analysis?
xi Can users perform drill down on any graph or
table to view the detail breakdown on any
value during the course of analysis?
xii Can users perform simple filtering by
manually selecting the dimensional items
during the course of analysis?
xiii Can users perform simple filtering based
on mathematical expressions during the
course of analysis?
xiv Can users perform complex filtering by
defining set operations (union, intersect,
minus) during the course of analysis?
xv Can users perform complex filtering by
defining sub queries (filtering based on results
of another query) during the course of
analysis?
xvi Can users perform complex filtering by
defining rank operations (top/bottom
count/percentage)?
xvii Can users print the report, export the report to
other formats (excel, pdf) or email the
report to other members in the community
during the course of analysis?
xviii Can users setup a schedule to print, export or
email the report automatically?
xix Are users provided with the capability to key in
notes to individual respective reports in the
form of threaded messages for the purpose of
discussion?
xx Are users able to quickly search for
documents based on metadata as well as
contents? And will the search be able to return
results for MS Word documents, MS Excel
documents, PDF documents and Web
Reports?

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xxi Will the search engine help the user refine


their search criteria by grouping the results
into topics?
xxii Will the search engine leverage on the
business
Semantic layer and suggests new queries to
pull fresh information from the database when
no results are found?
xxiii Does the solution provide users the capability
to define the formulas and the relationship into
a model to represent the situation? Does it
allow users to change the variables and see
how these changes will be reflected in the
results?
xxiv Does the solution allow the model to display
the results in very intuitive graphics like charts,
speedometers, indicators, progress bars,
etc.?
xxv Does the solution have the capability for the
model to be interactive by providing users with
slider bars, dials and spinners for changing the
input variables?
xxvi Does the solution have the capability for the
users to save their input variables into
scenarios to allow them to compare scenario
results?
xxvii Does the solution provide the ability to
leverage on the semantic layer to populate its
model to perform online what if analysis?
xxviii Does the solution provide the facility to alert
users via the personal dashboard, email or to
the user’s mobile devices based on defined
thresholds?
Can the system allow the user to drill down on
their alerts to get more detail information?
xxix Does the solution allow the users to define the
thresholds for each metric and to define the
actions and alerts required when these
thresholds are met?
xxx Is the offered business intelligence platform
built on a modern technology based on a
services-oriented architecture for flexibility
and extensibility?
8 On-line Help

i Can the user’s access online documentation


from screen?

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ii Does the system have Integrated tutorial


documentation tool?
iii Does the system have integrated e-learning
tool?
9 General Reporting Features related to ERP
System
i Does the system have:

ii User-friendly reporting/ query tools that can


extract data and produce in various reporting
format without the need for technical skills?
iii Ability to define distribution list for each
report?
iv Ability to prioritize reports for processing?

v Ability to output reports in various media:

a Screen

b Printer

c Electronic / Magnetic Media

vi Ability to distribute reports electronically to


other users:
a - automatically upon completion

b - at pre-set time

vii Ability to support object linking and embedding


for Microsoft office products in areas of
spreadsheets, word processing etc.?
viii Able to export reports to standard
spreadsheet, word-processing etc.?
ix Features for IT Developers should be able to
create flexible, highly formatted, pixel-perfect
and feature-rich operational reports?
x A Visual report designer for rapid data access
and formatting?
xi The ability to Offload report processing on a
separate report server?
xii Repository for reusing common report objects
across multiple reports?
xiii Universal Integration with Applications and
Portals?
xv Proper Caching mechanism implemented at
the server end?
10 Knowledge Management

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i Is the System integrated with the proposed


ERP solution?
ii Is the system capable of Unifying the
content management approach?
iii Does the system provide cross site search
engine for all repositories?
iv Is the System able to browse through physical
folder structures or “virtual” taxonomy trees?
v Does the system comply to following :
Any Mime type should be displayed in its
native viewer, as defined on the local client.
HTML rendering of all common mime types
should be available for all items that have
been indexed by the search and classification
server?
vi Does the System have subscription
feature for documents and capability to
inform users about new and changed
projects?
vii Does the Knowledge Management Portal
provide access to content from internal and
external Web sites, both at the site and
document level?
viii Does the Knowledge Management Portal
provide user-controlled and system controlled
alerting function for documents?
ix Does the Portal allow integration of other
content providers into the search path?
x Does the Knowledge Management System
provide discussion forum facility?
xi Is the System capable of supporting Content
Creation, Publication, and Access?
xii Does the system provide interface for easily
authoring template-based content?
xiii Does the system have provision to provide
conversation space for online discussions?
xiv Can the system provide facility to build team
sites for explicit knowledge sharing as per
knowledge map prepared by UJVN?
xv Can the system be integrated with the
proposed BI System to create visual
dashboards from data in repositories?
xvi Is the system integrated with the proposed
workflow system so that content approval and
other business process can be integrated?

224 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 4C: Compliance for Pre-Qualification of SI


Sr Qualification Criteria Documents/Informatio Complianc Referenc
. n to be Provided in the e e & Page
submitted Proposal No.
1. The Bidder
a. Should have made a c. DD for Rs 1,00,000/-
payment of Rs. 1,00,000/- plus sales tax (In
(Rupees One Lakh only) Favour of UJVN Ltd.
plus sales tax for the RFP payable at
document Dehradun)
b. Should have submitted a d. Original bank
EMD of Rs. 65,00,000/- guarantee of Rs.
(Rupees Sixty Five Lakh 65,00,000/- must be
only) furnished in the
format prescribed in
Annexure 1, Form 3
2. The Bidder should be Certificate of
registered under Companies Incorporation along with
Act, 2013 Article of Association

3. The Bidder shall provide Relevant certificates


a. Copy of Sales Tax/ Service
Tax Registration
Certificate
b. Copy of Income Tax PAN
No.
4. The Bidder shall not be under A self-certified letter by
a declaration of ineligibility for the designated
corrupt or fraudulent practices official of the bidder in
the form of Annexure-1
(Form 1 & Form21)
5. The Bidder should not be A self-certified letter by
blacklisted by any State Govt. the designated
/Central Govt. / PSU for any official of the bidder in
reason at the time of Bidding the form of Annexure-1
(Form 1 & Form21)
6. The Bidder should be ISO Copy of certification
9001:2008 certified which is valid on date of
submission
7. The Bidder should be Copy of certification
minimum CMMi Level 5 which is valid on date of
submission
8. Average Annual Turnover of Financial Standing
Bidder during the last three (3) should be established
financial years (FY 13-14, FY through latest ITCC,
14-15, FY 15-16 or FY12-13) Annual Report (Balance
as per the last published Sheet and P&L Account)
balance sheets of INR 350 Cr.
or more
9. Bidder should have earned Financial Standing
Profit before Taxes in three (3) should be established
out of immediately preceding through latest ITCC,
five (5) financial years. Annual Report (Balance
Sheet and P&L Account)
225 UJVN Limited, Dehradun
RFP for Implementation of ERP System in UJVN Limited

Sr Qualification Criteria Documents/Informatio Complianc Referenc


. n to be Provided in the e e & Page
submitted Proposal No.
10. The Net Worth of the Bidder Financial Standing
must be positive and not less should be established
than the amount of Equity through latest ITCC,
Share Capital including Share Annual Report (Balance
Premium in three (3) out of Sheet and P&L Account)
immediately preceding five (5)
financial years
11. The Bidder should have Completion Certificate
experience in implementation from the Clients
of at least three (3) ERP and Purchase Orders
Application Projects for the /Work Orders / Contract
offered ERP Product in India Agreement
as a System Integrator.
 One out of these three
(3) implementations
must be in
Government/PSUs in
India
 Project values
parameters as given
below
o One out of
these three (3)
implementation
s (including
support) must
be of more than
30 Cr. Project
value OR
o Two out of
these three (3)
implementation
s (including
support) must
be of more than
20 Cr. Project
value each OR
o Three out of
these three (3)
implementation
s (including
support) must
be of more than
15 Cr. Project
value each
 All the three (3)
implementations
should be
successfully
completed within past
7 years (FY 15-16, FY

226 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr Qualification Criteria Documents/Informatio Complianc Referenc


. n to be Provided in the e e & Page
submitted Proposal No.
14-15, FY 13-14, FY
12-13, FY 11-12,
FY10-11 & FY09-10)
12. The bidder should have Completion Certificate
successfully completed at from the Clients
least one (1) implementation of and Purchase Orders
proposed ERP Product in /Work Orders / Contract
Power Sector in India with Agreement
minimum 300 nos. of ERP
Users. This implementation
shall cover any five (5) of the
below listed functionalities
 Plant Operations
 Maintenance
Management
 Project Management
 Asset & Inventory
Management
 Material Management
 Commercial & Billing
 Procurement
Management
 Finance & Accounting
Management
 HRMS
 Business Intelligence
(BI) for Reporting &
Dashboard
13. The Bidder must have a Certificate from HR
minimum 200 number of IT Department for number
Staff of technically qualified of technically qualified
personnel in the domain of professionals employed
Systems Integration, at the by the company
time of bidding on its roll
14. Authorized Signatory of the Power of Attorney in the
Bidder name of the signatory of
the Proposal

Form 4D: Compliance for Pre-Qualification of OEM


Sr. Qualification Criteria Documents/Information Compliance Reference &
to be Provided in the Page No.
submitted Proposal
1. OEM must be Certificate of
incorporated in India Incorporation
under the Companies
Act 2013
2. Average Annual Self-certification and
Turnover of OEM documentary proof
during the last three

227 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. Qualification Criteria Documents/Information Compliance Reference &


to be Provided in the Page No.
submitted Proposal
(3) financial years (FY
13-14, FY 14-15, FY
15-16 or FY12-13) as
per the balance
sheets of INR 1000
Cr. or more
3. Offered ERP product Self-certification/relevant
should have at least completion documents
10 Operational (as on signed by authorized
bid submission date) signatory by board
ERP Application
Customers in India
with at least 300 users
in each customer. Out
of these, 4 customers
shall be in Public
Sector
4. Offered ERP Self-certification signed
Application should be by authorized signatory
web enabled by board
5. Offered ERP Self-certification/relevant
Application should completion documents
have localized version signed by authorized
to support latest India signatory by board
specific legal
requirements on TDS,
Service Tax, VAT &
other taxation
accounting, Payroll,
GPF, Salary TDS
(Form 16 & 24)
certificates etc. Road
map for adoption of
GST in ERP shall be
there whenever it is
rolled out by GOI.
6. Offered ERP product Self-certification/relevant
should be completion documents
implemented in at signed by authorized
least 5 projects in signatory by board
Power Generation
Sector in India with
multi-locations where
at least five (5) of the
below listed
functionalities shall be
covered
 Plant
Operations
 Maintenance
Management

228 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. Qualification Criteria Documents/Information Compliance Reference &


to be Provided in the Page No.
submitted Proposal
 Project
Management
 Asset &
Inventory
Management
 Material
Management
 Commercial &
Billing
 Procurement
Management
 Finance &
Accounting
Management
 HRMS
 Business
Intelligence
(BI) for
Reporting &
Dashboard
The ERP users in
each of these projects
shall be 300 or more
7. Offered ERP product Self-certification/relevant
should be completion documents
implemented in at signed by authorized
least 5 projects in signatory by board
Government / Public
Sector in India where
at least five (5) of the
below listed
functionalities shall be
covered
 Plant
Operations
 Maintenance
Management
 Project
Management
 Asset &
Inventory
Management
 Material
Management
 Commercial &
Billing
 Procurement
Management

229 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sr. Qualification Criteria Documents/Information Compliance Reference &


to be Provided in the Page No.
submitted Proposal
 Finance &
Accounting
Management
 HRMS
 Business
Intelligence
(BI) for
Reporting &
Dashboard
The ERP users in
each of these projects
shall be 300 or more
8. OEM should have Self-certification and
SLA based support for documentary proof
various product
related issues. The
support should be
24x7x365
9. OEM Should have its Self-certification and
training facilities in documentary proof
India and should have
certified training
centres across the
country
10. OEM should have Self-certification and
product development documentary proof
and support centre in
India
11. ERP OEM should Self-certification and
have at least Five (5) documentary proof
Implementation
Partners in India
working in Public
sector in last 3 years

230 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 4E: Compliance for Technical Evaluation


S. Criteria / Sub Description Point System Complian Referen
No. Criteria ce ce &
Pgae
No,
1 Past Experience of the Bidder
a. ERP At least Three (3) Average to be
Implementatio client references used for the 3
n Projects in for implementation Projects. The
India of an ERP marks would be
Application based on the
including: following:
d) Supply, e) >=INR 30 Cr. =
Configurati 10 points;
on & f) >=INR 20 Cr.
Customizat but less than
ion of ERP INR 30 Cr. = 7
Application points;
e) Commissio g) >=INR 10 Cr.
ning of but less than
ERP INR 20 Cr. = 5
Application points;
on Data h) < INR 10 Cr. =
Centre 0 points
Hardware
f) O&M of
ERP
Application
b. ERP ERP Application Marks would be
Implementatio projects in Power awarded based as
n in Power Sector, where at below :-
Sector viz. least five (5) of the f) More than 4
Generation/ below listed projects = 10
Transmission/ functionalities shall points;
Distribution in be covered g) 4 Projects = 7
India  Plant points;
Operations h) 3 projects = 5
 Maintenanc points
e i) 2 Projects = 3
Manageme Points
nt j) Less than 2
 Project Projects = 0
Manageme points
nt
 Asset &
Inventory
Manageme
nt
 Material
Manageme
nt
 Commercia
l & Billing

231 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Complian Referen


No. Criteria ce ce &
Pgae
No,
 Procureme
nt
Manageme
nt
 Finance &
Accounting
Manageme
nt
 HRMS
 Business
Intelligence
(BI) for
Reporting
&
Dashboard
c. ERP User Number of
Marks would be
Base in India Implementations awarded based as
for large scale done in India, below :-
projects where the user f) More than 4
base is 300 or projects = 10
more ERP users in points;
each project g) 4 Projects = 7
points;
h) 3 projects = 5
points
i) 2 Projects = 3
Points
j) Less than 2
Projects = 0
points
d. Experience in No. of Projects as a Marks would be
PSU/Governm System Integrator awarded based as
ent Sector in in below :-
India PSU/Government f) More than 4
Sector in India projects = 10
points;
g) 4 Projects = 7
points;
h) 3 projects = 5
points
i) 2 Projects = 3
Points
j) Less than 2
Projects = 0
points
e. Operation & Providing Marks would be
Maintenance Operation & awarded based as
of ERP Maintenance below :-
Application in support for ERP
India Application with a

232 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Complian Referen


No. Criteria ce ce &
Pgae
No,
minimum order f) More than 4
size of INR 2 Cr. projects = 10
(O&M Component points;
Value only) each g) 4 Projects = 7
points;
h) 3 projects = 5
points
i) 2 Projects = 3
Points
j) Less than 2
Projects = 0
points
2 Past Experience of OEM
a. Customer Number of Marks would be
Base in India customers of the awarded based as
in Power offered ERP below :-
Generation product in Power f) More than 4
sector Generation sector projects = 10
in India where at points;
least five (5) of the g) 4 Projects = 7
below listed points;
functionalities shall h) 3 projects = 5
be covered points
 Plant i) 2 Projects = 3
Operations Points
 Maintenanc j) Less than 2
e Projects = 0
Manageme points
nt
 Project
Manageme
nt
 Asset &
Inventory
Manageme
nt
 Material
Manageme
nt
 Commercia
l & Billing
 Procureme
nt
Manageme
nt
 Finance &
Accounting
Manageme
nt
 HRMS

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RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Complian Referen


No. Criteria ce ce &
Pgae
No,
 Business
Intelligence
(BI) for
Reporting
&
Dashboard
b. ERP User Number of Marks would be
Base for Customers in India awarded based as
projects in with more than 300 below :-
Govt./PSU in ERP users of the f) More than 4
India offered ERP projects = 10
product points;
g) 4 Projects = 7
points;
h) 3 projects = 5
points
i) 2 Projects = 3
Points
j) Less than 2
Projects = 0
points
c. Customer Number of Marks would be
Base in India customers of the awarded based as
in Power offered ERP below :-
Sector Viz. product in Govt. / f) More than 4
Generation/ PSU in India where projects = 10
Transmission/ at least five (5) of points;
Distribution in the below listed g) 4 Projects = 7
Govt. / PSU functionalities shall points;
be covered h) 3 projects = 5
 Plant points
Operations i) 2 Projects = 3
 Maintenanc Points
e j) Less than 2
Manageme Projects = 0
nt points
 Project
Manageme
nt
 Asset &
Inventory
Manageme
nt
 Material
Manageme
nt
 Commercia
l & Billing
 Procureme
nt

234 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Complian Referen


No. Criteria ce ce &
Pgae
No,
Manageme
nt
 Finance &
Accounting
Manageme
nt
 HRMS
 Business
Intelligence
(BI) for
Reporting
&
Dashboard
3 Solution proposed
a. Proposed ERP Technical Evaluation
Implementation Presentation Committee will
Project for evaluate whether
UJVN Ltd. all the points/
requirements
mentioned in the
RFP are
addressed well
and award points
accordingly. The
proposal shall
cover
 Understan
ding of
Objectives
of UJVNL
for the
implement
ation of
ERP
 Approach
&
Methodolo
gy of the
Bidder for
effective
implement
ation of
ERP in
UJVNL
 Detailed
Project
Plan
 Proposed
Team
Structure

235 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

S. Criteria / Sub Description Point System Complian Referen


No. Criteria ce ce &
Pgae
No,

Total Points

236 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 5: Letter of Proposal

To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Subject: Submission of the Technical bid for <Name of the System Integrator’s
assignment>

Dear Sir/Madam,

We, the undersigned, offer for “Implementation of Enterprise Resource Planning System in
UJVN Ltd.” on <Name of the System Integrator engagement> with your Request for Proposal
dated <insert date> and our Proposal. We are hereby submitting our Proposal, which includes
this Technical bid and the Financial Bid.

We hereby declare that all the information and statements made in this Technical bid are true
and accept that any misinterpretation contained in it may lead to our disqualification.
We undertake, if our Proposal is accepted, to initiate the Implementation services related to
the assignment not later than the date indicated in Fact Sheet.

We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our
affairs are not being administered by a court or a judicial officer, our business activities have
not been suspended and we are not the subject of legal proceedings for any of the foregoing.

We declare that this is our sole participation in this RFP bid and we are not participating/co-
participating through any of other related party or channel.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,
Authorized Signature [In full and initials]:
__________________________________________
Name and Title of Signatory:
___________________________________________________
Name of Firm:
_______________________________________________________________
Address:
____________________________________________________________________

Location: _________________________________Date: ___________________________

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RFP for Implementation of ERP System in UJVN Limited

Form 6: Project Citation Format


Relevant IT project experience
General Information
Name of the project
Client for which the project was executed
Name and contact details with phone no. of
the client
Project Details
Description of the project
Scope of services
Other Details
Total cost of the project
Breakup of the each type of service
rendered on the Project (Hardware,
Software, Training, Helpdesk, Digitization
etc.)
Duration of the project (no. of months, start
date, completion date, current status)
Other Relevant Information
Letter from the client to indicate the
successful completion of the projects
Copy of Work Order

238 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 7: Proposed Solution


Technical Approach, Methodology and Work Plan are key components of the Technical

Proposal. You are suggested to present Approach and Methodology divided into the following

sections:

a. Understanding of Objectives of UJVNL for the implementation of ERP


b. Approach & Methodology of the Bidder for effective implementation of ERP in UJVNL
c. Detailed Project Plan
d. Proposed Team Structure

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RFP for Implementation of ERP System in UJVN Limited

Form 8: Proposed Work Plan


Calendar Months
No Activity1
1 2 3 4 5 6 7 8 9 10 11 12 n
1
2
3
4
5

1. Indicate all main activities of the assignment, including delivery of reports (e.g.: inception,
interim, and final reports), and other benchmarks such as Purchaser approvals. For
phased assignments indicate activities, delivery of reports, and benchmarks separately for
each phase.
2. Duration of activities shall be indicated in the form of a bar chart.

240 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 9: Team Composition for Implementation & O&M period in separate tables
Time
Name of Staff with
Area of Position Task committed
qualification and
Expertise Assigned Assigned for the
experience
engagement

241 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 10: CV of Key Professional


General Information
Name of the person
Current Designation / Job Title
Current job responsibilities
Proposed Role in the Project
Proposed Responsibilities in the Project
Academic Qualifications:
 Degree
 Academic institution graduated from
 Year of graduation
 Specialization (if any)
 Key achievements and other relevant
information (if any)
Professional Certifications (if any)
Total number of years of experience
Number of years with the current company
Summary of the Professional / Domain Experience
Number of complete life cycle implementations carried
out
The names of customers (Please provide the relevant
names)
Past assignment details (For each assignment provide
details regarding name of organizations worked for,
designation, responsibilities, tenure)

Prior Professional Experience covering:


 Organizations worked for in the past
o Organization name
o Duration and dates of entry and exit
o Designation & Location(s)
o Key responsibilities
 Prior project experience
o Project name
o Client
o Key project features in brief
o Location of the project
o Designation
o Role
o Responsibilities and activities
o Duration of the project

242 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Please provide only relevant projects.


Proficient in languages (Against each language listed
indicate if speak/read/write)

243 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 11: Deployment of Personnel


Total
staff
Staff input in Months (in the form of a bar chart)2 man-
No Name of Staff
months
proposed
1 2 3 4 5 6 7 8 9 10 11 12 n Total

Total

1. For Professional Staff, the input should be indicated individually; for Support Staff it
should be indicated by category
2. Months are counted from the start of the assignment

Full time input Part time input

244 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 12: Deviation


No. Date:

To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Self certificate regarding No Deviation

This is to certify that we undertake no deviation clause for RFP for “Implementation of
Enterprise Resource Planning System in UJVN Ltd.”
Thanking you,

Yours faithfully

(Signature of the Authorized signatory of the Bidding Organisation)


Name :
Designation :
Date :
Time :
Seal :
Business Address:

245 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 13: Manufactures Authorization Form


(This form has to be provided by the OEMs of the products proposed)
No. Date:

To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

OEM Authorization Letter

Dear Sir:
Ref: Your RFP Ref: [*] dated [*]

We who are established and reputable manufacturers / producers of


________________________ having factories / development facilities at (address of factory
/ facility) do hereby authorize M/s ___________________ (Name and address of Agent) to
submit a Bid, and sign the contract with you against the above Bid Invitation.

We hereby extend our full guarantee and warranty for the Solution, Products and services
offered by the above firm against this Bid Invitation.

We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our
affairs are not being administered by a court or a judicial officer, our business activities have
not been suspended and we are not the subject of legal proceedings for any of the foregoing.

We also undertake to provide any or all of the following materials, notifications, and information
pertaining to the Products manufactured or distributed by the Supplier:
a. Such Products as UJVNL may opt to purchase from the Supplier, provided, that this option
shall not relieve the Supplier of any warranty obligations under the Contract; and
b. in the event of termination of production of such Products:
i. Advance notification to UJVNL of the pending termination, in sufficient time to permit
UJVNL to procure needed requirements; and
ii. Following such termination, furnishing at no cost to UJVNL, the blueprints, design
documents, operations manuals, standards, source codes and specifications of the
Products, if requested.

We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical
support and maintenance obligations required by the contract.

Yours faithfully,

246 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

(Name)
(Name of Producers)
Note: This letter of authority should be on the letterhead of the manufacturer and should be
signed by a person competent and having the power of attorney to bind the manufacturer. The
Bidder in its Bid should include it.

247 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 14: Declaration on Source Code and Intellectual Property Rights


No. Date:

To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Self-certificate regarding the source code and Intellectual property rights under
this Project

I, authorized representative of _________________________, hereby solemnly affirm to the


IPR and Source Code rights as defined in this RFP document.

In the event of any deviation from the factual information/ declaration, UJVN Ltd. reserves the
right to terminate the Contract without any compensation to the System Integrator.

Thanking you,
Yours faithfully

(Signature of the Authorized signatory of the Bidding Organisation)

Name :
Designation :
Date :
Time :
Seal :
Business Address:

248 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 15: Undertaking on Patent Right


No. Date:
To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Undertaking on Patent Rights

1. I/We as System Integrator (SI) do hereby undertake that none of the deliverables being
provided by us is infringing on any patent or intellectual and industrial property rights as
per the applicable laws of relevant jurisdictions having requisite competence.
2. I/We also confirm that there shall be no infringement of any patent or intellectual and
industrial property rights as per the applicable laws of relevant jurisdictions having
requisite competence, in respect of the equipment, systems or any part thereof to be
supplied by us. We shall indemnify UJVNL against all cost/claims/legal claims/liabilities
arising from third party claim in this regard at any time on account of the infringement
or unauthorized use of patent or intellectual and industrial property rights of any
such parties, whether such claims arise in respect of manufacture or use. Without
prejudice to the aforesaid indemnity, the SI shall be responsible for the completion
of the supplies including spares and uninterrupted use of the equipment and/or system
or any part thereof to UJVNL and persons authorized by UJVNL, irrespective of the
fact of claims of infringement of any or all the rights mentioned above.
3. If it is found that it does infringe on patent rights, I/We absolve UJVNL of any
legal action.

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)


Name :
Designation :
Date :
Time :
Seal :
Business Address:

249 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 16: Undertaking on Compliance & Sizing of Infrastructure


No. Date:
To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Undertaking on Compliance and Sizing of Infrastructure

1. I/We as System Integrator do hereby undertake that we have proposed and sized the
hardware and all software (including perennial and enterprise wide licenses, unless stated
otherwise) based on information provided by UJVNL in its RFP document and in
accordance with the service level requirements and minimum specifications provided and
assure UJVNL that the sizing is for all the functionality envisaged in the RFP document.
2. Any augmentation of the proposed solution or sizing of any of the proposed solutions
(including software and hardware) in order to meet the minimum RFP requirements
and/or the requisite service level requirements given by UJVNL will be carried out at
no additional cost to UJVNL during the entire period of Contract.

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)

Name :
Designation :
Date :
Time :
Seal :
Business Address:

250 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 17: Undertaking on Service Level Compliance


No. Date:

To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Undertaking on Service Level Compliance

1. I/We as System Integrator do hereby undertake that we shall monitor, maintain, and
comply with the service levels stated in the RFP to provide quality service to UJVNL.
2. However, if the proposed resources and infrastructure are found to be insufficient in
meeting the RFP and/or the service level requirements given by UJVNL, then we will
augment the same without any additional cost to UJVNL.

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)

Name :
Designation :
Date :
Time :
Seal :
Business Address:

251 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 18: Undertaking on Deliverables


No. Date:
To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Undertaking on Deliverables

1. I/We as System Integrator (SI) do hereby undertake that processes,


deliverables/artefacts submitted to UJVNL will adhere to the quality and standards
specified in this RFP.
2. We also recognize and undertake that the deliverables/artefacts shall be
presented and explained to UJVNL and other key stakeholders (identified by U J V N L ),
and also take the responsibility to provide clarifications as requested by UJVNL
3. We agree to abide by the procedures laid down for acceptance and review of deliverables
/ artefacts by the Department as stated in this RFP or as communicated to us from time-
to-time.
4. We also understand that the acceptance, approval and sign-off of the deliverables by
UJVNL will be done on the advice of Department and any other agency appointed by
the Department for the same. We understand that while all efforts shall be made to
accept and convey the acceptance of each deliverable in accordance with the Project
schedule, no deliverable will be considered accepted until a specific written
communication to that effect is made by UJVNL

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)

Name :
Designation :
Date :
Time :
Seal :
Business Address:

252 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 19: Undertaking on Support to Third Party Solution acceptance and


certification
No. Date:
To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Undertaking on Support to Third Party Solution Acceptance and Certification

1. I/We understand that the System (including the application and the associated IT
systems) may be assessed and certified by a 3 r d party agency (to be identified by
UJVNL) before the system is commissioned.
2. I/We understand that the certification expenses and the responsibility to ensure
successful acceptance and certification lies with the System Integrator.
3. I/We hereby undertake that we shall do all that is required of the System Integrator
to ensure that system will meet all the conditions required for successful acceptance
and certification.

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)

Name :
Designation :
Date :
Time :
Seal :
Business Address:

253 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 20: Undertaking on Exit Management and Transition


No. Date:
To:
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Dear Sir,

Sub: Undertaking on Exit Management and Transition

1. I/We hereby undertake that at the time of completion of our engagement with the
Department, either at the End of Contract or termination of Contract before planned Contract
Period for any reason, we shall successfully carry out the exit management and transition of
this Project to UJVNL or to an agency identified by UJVNL to the satisfaction of the
Department.

2. I/We further undertake to complete the following as part of the Exit management and
transition:
a. We undertake to complete the updation of all Project documents and other artefacts and
handover the same to UJVNL before transition.
b. We undertake to design standard operating procedures to manage system (including ERP
system and IT systems), document the same and train UJVNL personnel on the same.
c. If UJVNL decides to take over the operations and maintenance of the Project on its own or
identifies or selects any other agency for providing operations & maintenance services on this
Project, then we shall provide necessary handholding and transition support, which shall
include but not be limited to, conducting detailed walkthrough and demonstrations for the IT
Infrastructure, handing over all relevant documentation, addressing the queries/clarifications
of the new agency with respect to the working / performance levels of the infrastructure,
conducting Training sessions etc.
3. I/We also understand that the Exit management and transition will be considered complete
on the basis of approval from UJVNL

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation)


Name :
Designation :
Date :
Time :
Seal :

254 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 21: Declaration that the bidder has not been blacklisted
To be submitted on the Letterhead of the responding agency)
{Place}
{Date}
To,
UJVN Limited,
Maharani Bagh, GMS Road,
Dehradun – 248006

Ref: RFP Notification no <xxxx> dated <dd/mm/yy>

Subject: Self Declaration of not been blacklisted in response to the RFP for “Implementation
of Enterprise Resource Planning System in UJVN Ltd.” File No <xxx>>.

Dear Sir,

We confirm that our company, ____________, is not blacklisted in any manner whatsoever
by any of the State/UT and/or central government in India on any ground including but not
limited to indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice.

Place:

Date:

Bidder’s Company Seal:

Authorized Signatory’s Signature:

Authorized Signatory’s Name and Designation:

Note: The Bidder shall necessarily provide a copy of ‘Power of Attorney’ authorizing the
signatory for signing the Bid on behalf of the Bidder in its Pre-Qualification Bid.

255 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 22: Bid Validity on stamp paper of Rs. 100/-

(To be furnished by the tenderer on non-judicial stamp paper of Rs. 100/- [Rs. One Hundred
only] affixing a revenue stamp of Re. 1/-)

AGREEMENT FOR VALIDITY

Tender invited by : ______________________________________________

Tender for : ______________________________________________

Tender Notice

No. & Date : ______________________________________________

Name of Tenderer : ______________________________________________

In consideration of UJVN Limited having treated the bidder to be an eligible person whose
tender may be considered, the tenderer hereby agrees to the conditions that the proposal in
response to the above invitation shall not be withdrawn within 6 months from the date of
opening of the tender, also to the conditions that if the bidder does withdraw their proposal
within the said period, the earnest money deposited by them may be forfeited by the UJVN
Limited.

Signed this __________ day of_______

Witness:

1. ______________________

2. ______________________

Signature(s) of Tenderer (s) in


full address with seal

256 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 23: Correctness of bid on stamp paper of Rs. 10/-


(To be furnished by the tenderer on non-judicial stamp paper of Rs. 10/- [Rs Ten only] affixing
a revenue stamp of Re. 1/-)

Declaration for correctness of Information

Tender invited by : ______________________________________________

Tender for : ______________________________________________

Tender Notice

No. & Date : ______________________________________________

Name of Tenderer : ______________________________________________

All the documents submitted for NIT no. …… are correct and true & If any document is found
to be wrong, UJVN Ltd., may disqualify the bid. If the Contract/agreement has been signed,
the same will be cancelled and appropriate action will be taken as per GoU rules and
procedures.

Signature(s) of Tenderer (s) in


full address with seal

257 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 24: Power of Attorney on stamp paper of Rs. 100/-


We, having its office at ……………………………………………………………………….,
hereby authorize and empower Mr./Ms…………………………to sign and conclude the
proposal to be submitted to UJVN Limited in response to its Request for Proposal for
“Implementation of Enterprise Resource Planning (ERP) System in UJVN Ltd.” published on
…………………… and subsequent corrigenda and we hereby agree to abide by and ratify
and act upon such proposal in terms of what is stated therein.

Yours Sincerely

Authorized signatory from Board

258 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Annexure 2: Financial Bid Template

The bidders are expected to respond to the RFP using the forms given in this section and all
documents supporting Financial Bid Evaluation.

These forms are for reference purpose only. Bidders have to submit the financial bid
separately as per the Bill of Quantity (BOQ) uploaded on the tender portal. In case, bidders
submit the financials along with technical bid in hard/soft copy, their bids shall be summarily
rejected.

Financial Bid shall comprise of following forms:

 Form 1: Bill of Quantity in BoQ1 for Financial Evaluation Purpose


 Form 2: Price for Bill of Quantity in BoQ2 need to be quoted mandatorily but will not
be considered for Financial Evaluation

259 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 1: Bill of Quantity in BoQ1 for Financial Evaluation Purpose


Sl. Item Description Qty. Uni Bas Sal Servi Oth Total Tot
No. t ic e ce er Amt. al
rate Tax Tax Tax witho Am
(IN (IN (IN ut t.
R) R) (INR) R) taxes wit
h
tax
es
1 ERP Application Licenses Cost
1.1 ERP Software license for all 500 No.
modules(including development,
transaction, super user, Document
Management System, ESS &
MSS)
1.2 Employee Self Service (including 1600 No.
Manager Self Service) Users -
Excluding S No. 1 users
1.3 Payroll Users 2600 No.
1.4 RDBMS License (Lump sum Cost) 1 LS
1.5 Total Cost of ERP User Licenses
2 ERP Application
Implementation Cost
2.1 ERP System with below modules 1 LS
at least
• Plant Operations & Maintenance
Management System
• Project Management along with
Renovation/Modernization/Upgrad
e (RMU) System
• Purchase/Procurement
Management
• Asset, Material & Inventory
Management
• Commercial & Billing
Management
• Human Resource Management
System
• Finance & Accounts
Management System
• Payroll System
• Document Management System
• Business Intelligence (BI)
• Employee Self Service Portal
• Workflow Management
2.2 STQC Certification Cost 1 LS
2.3 Total ERP Application
Implementation Cost
3 Data Digitization Cost
3.1 Cost of Data Entry of Master & 2500 Pa
Transactional Data 00 ge
3.2 Cost of Data Migration of data 2048 MB
available in soft copy

260 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Sl. Item Description Qty. Uni Bas Sal Servi Oth Total Tot
No. t ic e ce er Amt. al
rate Tax Tax Tax witho Am
(IN (IN (IN ut t.
R) R) (INR) R) taxes wit
h
tax
es
3.3 Cost of Data Scanning 3000 Pa
00 ge
3.4 Total Data Digitization Cost
4 Training & Change
Management Cost
4.1 Training Cost 1 LS
4.2 Change Management Cost 1 LS
4.3 Total Training & Change
Management Cost
5 Operations & Maintenance Cost
5.1 Annual Maintenance Contract for 1 LS
Year 1
5.2 Annual Maintenance Contract for 1 LS
Year 2
5.3 Annual Maintenance Contract for 1 LS
Year 3
5.4 Total Operations &
Maintenance Cost
6 ERP Application Annual
Technical Support (ATS) Cost

6.1 Annual Technical Support for 1 LS


Year 1
6.2 Annual Technical Support for 1 LS
Year 2
6.3 Annual Technical Support for 1 LS
Year 3
6.4 Total ERP Application Annual
Technical Support (ATS) Cost

Total in Figures

Quoted Rate in Words

Note: 1. The Bidder has to specify the proposed manpower during the Operation &
Maintenance (O&M) period in the Technical Proposal submission.

261 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Form 2: Price for Bill of Quantity in BoQ2 need to be quoted mandatorily


but will not be considered for Financial Evaluation
Sl. Item Description Qty. Uni Bas Sal Servi Oth Total Tot
No. t ic e ce er Amt. al
rate Tax Tax Tax witho Am
(IN (IN (IN ut t.
R) R) (INR) R) taxes wit
h
tax
es
1 Price for additional ERP
Licenses
1.1 ERP User Licenses Including MSS 1 LS
& ESS for a package of 50 Users

1.2 ERP User Licenses Including MSS 1 LS


& ESS for a package of 100 Users

2 Operations & Maintenance Cost


2.1 Annual Maintenance Contract for 1 LS
Year 4
2.2 Annual Maintenance Contract for 1 LS
Year 5
3 ERP Application Annual
Technical Support (ATS) Cost

3.1 Annual Technical Support for 1 LS


Year 4
3.2 Annual Technical Support for 1 LS
Year 5
Total in Figures

Quoted Rate in Words

Note: 1. Bidder has to quote price for ERP User Licenses Including MSS & ESS for a package
of 50 and 100 Users separately for future orders and the price shall be valid for the Contract
period. This price will not be part of Financial Evaluation.

2. Bidder has to quote price for AMC & ATS for year 4 & 5 for future orders. Price for Year 4
& 5 will not be part of Financial Evaluation.

262 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Annexure 3: Template for Performance Bank Guarantee (PBG)

THIS DEED OF GUARANTEE MADE ON THE....................... Day of .................201.


.............. By the ……..................................... (Hereinafter called ‘the Guarantor’) of the one
PART IN FAVOUR OF the UJVN Limited (hereinafter called the Purchaser of the other part

WHEREAS in accordance with the contract agreement dated the.............. Day of


.....................201................. (Hereinafter called ‘the said Contract) entered in to between the
purchaser and Messers ........................................ a company within the meaning of the
companies act and having its registered office at............................................... (Hereinafter
called ‘the Contractor’) the Contractor agrees to supply, erect, test & commission (strike off
which is not applicable) to the Purchaser the.......................... As provided in the said
Contract.

AND WHEREAS the payment terms under the Contract provide that in order to take 100%
payment of the Contract value the contractor shall furnish to the purchaser a Bank
Guarantee in the sum of 10% value of each consignment dispatched valid
for..........................

AND WHEREAS instead of furnishing separate guarantees as aforesaid the Contractor


wishes to furnish one guarantee as sum of 10% value of the Contract valid for ........................
and reckoned from the date..............................
Now This Deed Witnesses as Follows

1. In consideration of the promises the Guarantor hereby undertakes that the Contractor
shall duly supply, erect, test and commission (strike off which is not applicable) the
aforesaid material of the correct quality and strictly in accordance with the said contract
failing which the guarantor shall pay to the Purchaser on demand such amount or
amounts as the Guarantor may be called upon to pay to the maximum aggregate of Rs.
......................... being 10% of the Contract value.
2. The Guarantor shall pay to the Purchaser on demand the sum under clause 1 above
without demur and without requiring the Purchaser to invoke any legal remedy that may
be available to it to compel the guarantor to pay the same or to compel such performance
by the Contractor. Provided that where the Guarantor considers the demand of the
Purchaser unjustified, it shall nevertheless pay the same though under protest to the
Purchaser and shall not with-hold payment on that account.
3. This guarantee shall come into force the date hereof and shall remain valid for 12
(Twelve) calendar months from the date of the Commissioning.... of the last
consignment of goods dispatched which date dispatch according to the Contract is the
.......................................... day of ............. ......................... if however, the period of the
Contract is for any reason extended thereby extending the said date and upon such
extension, if the Contractor fails to furnish a fresh or renewed Bank Guarantee for the
extended period, the Guarantor shall pay to the Purchaser the said sum of
Rs................................................ Or such lesser sum as the Purchaser may demand.

263 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

4. The guarantee herein contained shall not be affected by any change in constitution of
the Guarantor or of the Contractor.
5. Any account settled between the Contractor and the Purchaser shall be conclusive
evidence against the Guarantor of the amount due and shall not be questioned by the
Guarantor.
6. The neglect or forbearance of the Purchaser in enforcement of payment of any moneys
the payment whereof is intended to be hereby secured or the giving of time by the
Purchaser for the payment thereof shall in no way relieve the Guarantor of its liability
under this deed.
7. The Purchaser and the Contractor will be at liberty to carry out any modifications in the
said Contract during the time of the said contract and any extension thereof, notice of
which modifications to the guarantor is hereby waived.
8. The expressions ‘The Purchaser’ and ‘The Guarantor’ and ‘The Contractor’ shall unless
there be any thing repugnant to the subject or context include their respective successors
and assigns.
9. Notwithstanding anything contained above, the liability of the Guarantor hereunder is
restricted to the said sum of Rs................................. And this guarantee shall expire on
the ............................ day of ............................... 201 .............unless a claim under the
guarantee is filled with the Guarantor within six months of such date, all claims shall
lapse and the Guarantor shall be discharged from the guarantee.

IN WITNESS WHEREOF

For and on behalf of the Guarantor has signed this deed on the day and year first above

written.

Witness:

1.

Signed by

(For and on behalf of

Guarantor)

264 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Annexure 4: Template for Change Control Notice (CCN)

Change Control Note CCN Number:


Part A: Initiation
Title:

Originator:
Sponsor:

Date of Initiation:
Details of Proposed Change
(To include reason for change and appropriate details/specifications. Identify any
attachments as A1, A2, and A3 etc.)

Authorized by : Date:
Name:
Signature: Date:

Received by the IP
Name:

Signature:

Change Control Note CCN Number:


Part B : Evaluation
(Identify any attachments as B1, B2, and B3 etc.)
Changes to Services, charging structure, payment profile, documentation, training, service
levels and component working arrangements and any other contractual issue.
Brief Description of Solution:

Impact:

Deliverables:

Timetable:

265 UJVN Limited, Dehradun


RFP for Implementation of ERP System in UJVN Limited

Charges for Implementation:


(including a schedule of payments)

Other Relevant Information:


(including value-added and acceptance criteria)

Authorized by the System Date:


Integrator
Name:

Signature:

Change Control Note CCN Number

Part C : Authority to Proceed

Implementation of this CCN as submitted in Part


A, in accordance with Part B is: (tick as
appropriate)
Approved

Rejected CCN Number


Requires Further Information (as follows, or as
Attachment 1 etc.)

For UJVNL For the System Integrator

Signature Signature

Name Name

Title Title

Date Date

266 UJVN Limited, Dehradun

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